Presented by:Jan Stanley, State Title I Director

Office of Assessment and AccountabilityJune 10, 2008

Monitoring For Results

Overview of PresentationRequirements for subrecipient monitoring

Defining WV NCLB monitoring

Procedures for monitoring

Monitoring Schedules

Review of monitoring documents

Review of the Procedures Document

Search and Find Activity

Requirements for Subrecipient Monitoring

Requirements for Subrecipient Monitoring

NCLBSEA files an assurance statement indicating that the

recipient will monitor the subrecipients and enforce federal regulations

General Education Provisions Act Section 440(a)

Periodic visits by State personnel of programs Periodic audits of expendituresState investigates and resolves all complaints received

by the State relating to the administration of such programs

EDGARSEA monitors subgrantees to ensure compliance with

applicable federal requirements and that performance goals are being achieved

Requirements for Subrecipient Monitoring

OMB Circular 110 SEA establishes and maintains internal control

designed to reasonably ensure compliance with Federal laws, regulations, and program compliance requirements

OMB Circular 133 Auditors and grantees conduct an audit to support a

low assessed level of control risk for major programsWest Virginia Department of Education

ResponsibilitiesIt is the responsibility of the grant recipient (grantee) to

meet the requirements of all Titles funded under this act

Defining WV's NCLB Consolidated Monitoring

Process

Definition of NCLB Consolidated Monitoring

Process of collecting information from grantees Review academic achievementDetermine compliance with federal regulations

Promote collaborative planning and budgeting across NCLB programs

Provide technical assistance for program improvement

Enforcement of legal obligations for implementing programs

GoalsThe West Virginia Department of Education (WVDE) monitoring process includes the following goals:

Provide an academic focus for program improvement;

Promote student achievement; and Provide technical assistance to schools and

districts in utilizing federal funding to impact instructional practice and increase student performance.

Review of Data for Districts and Schools

On-site MonitoringMonitoring Report

Monitoring ResponseAppeals Process

Procedures

Change in Procedures

Review of district and school data and other indicators

• Reports of AYP status and the accountability measures is reviewed by WVDE staff members prior to each on site visit

• Summary of the strengths and weaknesses is developed, discussed during the entrance conference and included within the monitoring report

Items reviewed in the data analysis include the following areas:Academic performance

District AYP statusPercentage of schools in the district meeting

AYPState/district comparison of WESTEST dataTrend Assessment Data (Title I schools)Individual school data for Title I schools

Other performance indicatorsAttendance rateGraduation rate

Writing Assessment

On Site MonitoringRemains on a three year cycle, unless more

frequent monitoring is determined necessary by WVDE

Consolidated team from WVDE for the following programsTitle I, Part A – Title I, Part C – Title I Part DTitle II Part A and Title II Part DTitle IIITitle VTitle VI Homeless and McKinney VentoNOTE CHANGE: Title IV will be conducting

individual monitoring

On Site MonitoringPreparation – WVDE Responsibilities

Annual calendar for monitoring is developed and distributed prior to the opening of school

Grantee notifies WVDE by September 1 of conflict in scheduling

WVDE team leader verifies date one month prior to onsite visit

WVDE team leader collaborates with LEA designee to establish a schedule for reviewing the programs and visiting the schools

WVDE federal programs staff verifies schedule with respective district federal program directors

On Site MonitoringPreparation – LEA Responsibilities

Review the monitoring procedures and document with all district federal program directors

Notify Title I schools of monitoring scheduleReview the school monitoring documents with

principals and Title I teachers (Title I director)Notify federally funded staff members of

availability for interviews (e.g., coaches, technology integration specials)

Ensure that documentation is readily available and organized at the district and school levels (all federal program directors)

On Site MonitoringActivities During the On Site Review

Conduct an entrance conferenceDiscussion of the data analysisDiscussion of district initiativesDiscussion for progress towards

universality for Pre-K students

Review of documentation to ensure compliance with federal requirement

Interview district federal program directors to verify compliance

On Site MonitoringActivities During the On Site Review

Interview federally funded staff members from the district and school levelsDistrict Title I DirectorTitle I teachers Academic coaches Technology integration specialists

Conduct school visits and interviews of school staff as applicable for federal programsPrincipalsClassroom teachers

Conduct an exit conference to provide an opportunity for clarifications and provide technical assistance for program improvement

Written Monitoring ReportIssued within 40 working days of the exit

conferenceMailed to superintendent – return receipt requestedIdentifies commendations, recommendations and

findingsIdentifies required corrective action and timeline for

implementation for any findingsIdentifies recommended technical

assistance/professional development suggested by the SEA

Creates an expectation for including recommendations within the LEA/school strategic plans

Monitoring Report ResponseRequired for all subgrantees having

recommendations or findings within the reportProvide an explanation of the implementation of

recommendations/corrective actionsSubmit documentation as required by the reportSubmit to the SEA on or before 30 working

days following receipt of the monitoring reportConfirmation of receipt of monitoring response

will be provided by WVDEWithholding of federal funding will occur for

failure to provide a written response within the required time frame

Appeals ProcessSubmit a written appeal within 30 working days

of receipt of the monitoring reportMay request reconsideration of specific finding

if the district concludes the finding is inaccurate Submit written documentation to support the

questioned findingReview of documentation and a final decision

will be issued within 30 business days of receipt of the written appealThe decision of the respective SEA State Title Program Director is considered final.

Monitoring Documents

Review of Monitoring Documents

Compliance Documents

LEA document

Title I schoolwide program document

Title I targeted assistance program document

Additional Monitoring Instruments

School Assessment for the Implementation of the Tiered Instructional Reading ModelUtilized at the school level as the basis of a

discussion with principals and staff concerning the school’s progress in implementing the tiered instruction for reading in all grades

Review of all current reading programs being utilized by the school

Generate discussion on recommended professional development/technical assistance needed for successful implementation

Additional Monitoring Documents

Teacher Responsibilities for Tracking and Monitoring Below Mastery Students

• Relates directly to compliance indicator for the needs assessment

• Relates directly to compliance indicator for including teachers in decisions regarding academic assessments for improved student achievement and improvement of the Title I program

• Relates directly to compliance indicators for identifying eligible students in a TA program

Additional Monitoring Documents

Interview questions for instructional coaches

Interview questions for technology integration specialists

Final Thoughts… “What gets measured, gets done.

If you don’t measure results, you can’t tell success from failure. If you can’t recognize failure, you can’t correct it. If you can’t see success, you can’t reward it. If you can’t see success, you can’t learn from it.”

From “Reinventing Government” by David Osborne & Ted Gaebler