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Consolidated Monitoring: Every Step of the Way

Learn about the requirements, programs, and process of consolidated monitoring in this informative presentation by the Office of Federal Programs, Oklahoma State Department of Education.

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Consolidated Monitoring: Every Step of the Way

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  1. What to Expect When You Are Expecting Consolidated Monitoring: Every Step of the Way Office of Federal Programs Oklahoma State Department of Education

  2. Welcome! On your note card, please describe: What do you know about monitoring? What are your perceptions regarding monitoring? What are your concerns about monitoring? Notecards will be addressed at the end of the presentation.

  3. Consolidated Monitoring: Today’s Agenda Requirements of the Law Programs to be Monitored Notification of Monitoring Desk/Site Monitoring Planning, Collecting and Organizing Documents Preparing the Flash Drive How to Save Documents Compliance/Non-Compliance Notification Recommendations

  4. Consolidated Monitoring: Requirements of the Law • P.L. 107-110 No Child Left Behind (NCLB) • Elementary and Secondary Education Act (ESEA) • 2 C.F.R. Part 200 Uniform Administrative Requirements for Federal Awards

  5. Consolidated Monitoring: Programs to be Monitored Title I, Part A - Improving Basic Programs Operated by Local Education Agencies Title I, Part C - Migrant Education Program Title I, Part D - Prevention and Intervention Programs for Children and Youth who are Neglected, Delinquent, or At-Risk Title II, Part A - Preparing, Training, and Recruiting High Quality Teachers and Principals Title III, Part A - Language Instruction for Limited English Proficient and Immigrant Students Title VI, Part B - REAP-Flex/RLIS Program Title X, Part C - McKinney-Vento Act Title X, Part C-McKinney-Vento Homeless Education Program

  6. Consolidated Monitoring: Training Dates • Expect notification of monitoring prior to the webinar • Consolidated Monitoring Webinar: • July 22nd @ 10:00 a.m. • Consolidated Monitoring Tool/Toolkit Training: • August 18th& 19that Francis Tuttle Technology Center /Rockwell Campus – 4 sessions

  7. Oklahoma State Department of Education (OSDE) Office of Federal Programs will e-mail LEA Superintendents regarding FY16 monitoring requirements for desk/site monitoring. Consolidated Monitoring: Notification of Monitoring It is recommended that the Superintendent notify the Federal Programs Director or relevant staff of monitoring requirements.

  8. Consolidated Monitoring: Site Monitoring OSDE Office of Federal Programs staff will visit selected school sites and interview LEA staff. LEAs should discuss the purpose of Federal Programs, the appropriate use of funds and the requirements of each program with teachers and other relevant staff.

  9. Consolidated Monitoring: Planning Collect and organize required monitoring documentation Review the OSDE resource documents provided on the OSDE website Schedule and hold required meetings

  10. Consolidated Monitoring: Planning LEAs are encouraged to begin working on the required monitoring documentation as soon as possible. It is recommended that LEAs contact their OSDE Office of Federal Programs assigned reviewer prior to the due date with questions or concerns.

  11. DO NOT CREATE A SINGLE SCANNED FILE EACH DOCUMENT MUST BE LISTED AND NAMED ACCORDING TO THE REQUIRED DOCUMENTATION LIST Consolidated Monitoring: Preparing the Flashdrive LEAs are required to submit the required monitoring documentation for each applicable program. The flash drive should be labeled with the LEA Name and County/District Number.

  12. Consolidated Monitoring: Example of How to Save Documents Perfect City 99I099_FY16 Overarching 1 - Procurement Policy 2 - Inventory List 3 - Etc. Title I A 1 - Parent’s Right to Know Letter 2 - School Parent Compact 3 - Etc. Title I C 1 - Service Delivery Plan (SDP) 2 - Comprehensive Needs Assessment (CNA) 3 - Etc. Title I D 1 - Assessments Currently Used for Pre-/Post-Testing 2 - Etc. Title II A 1 - Equitable Distribution Plan 2 - Etc.

  13. Consolidated Monitoring: Compliance OSDE Office of Federal Programs staff will review the required monitoring documentation and notify the LEAs whether they are compliant or non-compliant. The LEA will be formally notified after the site visit and review of the required monitoring documentation whether they are compliant or non-compliant.

  14. Consolidated Monitoring: Recommendations Verify that parental involvement activities align with Title IA parental involvement guidance Ensure that all sample documents are modified to your specific LEA All documents submitted should be up-to-date

  15. Consolidated Monitoring: Recommendations Scanned files should be named and saved individually Ensure that required documentation for ALL applicable programs has been submitted Contact assigned reviewer with questions regarding acceptable documentation

  16. Discussion What do you know about monitoring? What are your perceptions regarding monitoring? What are your concerns about monitoring?

  17. Questions

  18. Thank you from the OSDE Office of Federal Programs Office of Federal Programs Oklahoma State Department of Education (405) 521-2846 www.ok.gov/sde

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