ESEA Program Review Russ Sweet

1. ESEA Program ReviewRuss Sweet Preparing for ESEA Program Reviews of Titles I-A, II-A, VI-B (REAP), and X Summer 2014

2. Welcome! • ODE’s objective in the program review • Learn about program recordkeeping • Collaborate with other program coordinators • Discuss the format, content, and review of program materials

3. ODE Strategic Plan • Goal: Conduct all federal compliance and on-site monitoring visits in a positive and respectful way that leads to improved outcomes for students.

4. Why does ODE review district programs? • Responsibility for accountable use of funds as supplemental to state funds • Confirm intentional use of funds to expand services • Provide technical assistance on program management and services to students

5. Our approach to monitoring

6. CIP Budget Narrative Approval and ODE Data Submissions • Ensures responsible and allowable spending of federal funds • Meets federal requirements for demonstrating programs’ effectiveness and supports continued funding from Congress

7. Desk Monitoring • Selected in the spring for the following year • Regional • Risk factors • Two Desk Monitoring periods • Winter (January 20 – 23, 2015) • Spring (May 4 – 7, 2015) • May follow-up with Onsite or Technical Assistance visit

8. Risk Factors • Federal program budget issues as determined through the CIP Budget Narrative review • Significant and/or unresolved findings issued to the district as a result of district fiscal audits • On-going and/or unresolved findings from previous monitoring of federal programs • New or inexperienced staff in key district positions • Other risk factors may be determined

9. Onsite Monitoring • Selected from the pool of districts previously desk monitored • One – four-day visit consisting of: • Site visits to schools and private schools • Interviews with school leaders and key district staff • Parent surveys • Document review

10. Technical Assistance Visit • Address issues of concern • Work directly with district staff to make corrections and/or review corrective actions already implemented • Goal is to resolve all areas of non-compliance during the visit

11. Updated Monitoring Protocol • Less evidence submitted to ODE prior to a review • Technical assistance focus • Opportunities to capture good practices • Recognizing everyone is super busy and program monitoring shouldn’t rule your time before, during and after

12. Capturing Good Strategies • Goal is to record and share strategies for meeting requirements • Effective, efficient, smart thinking and action • Districts assist in sharing in the future • Working on details of a plan

13. When will districts be monitored? • Fall 2014 • 4 district onsite visits • Technical assistance visits as needed • Winter 2015 • 10 districts desk monitored • Spring 2015 • 3-5 districts visited from among winter desk monitored • 15 districts desk monitored

14. Which programs are included? • Title I-A – Funds to schools with high levels of poverty • Title II-A – Teacher quality • Title VI-B (REAP) – Small, rural schools • Title X – Homeless student education • Equitable services to private schools

15. Which are completed separately? • Title I-C – Migrant Education • Title I-D – Programs for neglected and delinquent students • Title III – Education of ELLs • Title IV-B – 21st Century Community Learning • Title V-B – Charter Schools • Federal programs in special education • Federal programs in assessment

16. What to Anticipate • Technical assistance before, during, and after the review • Level of satisfaction and feedback from districts • Other changes to streamline document submissions, provide better technical support, and reduce burden on districts • Changes during the 2014-15 school year and beyond

17. How are the reviews conducted? • Districts submit documents describing program implementation • Reviewers assemble for 4 days of document reviews • 3 – 5 ODE staff • 5 – 7 knowledgeable contractors • Budget compared to expenditures • Submitted materials reviewed for completeness • Technical assistance opportunities identified and documented

18. Which years are reviewed? • Last year and current year for programs funded in your district • For 2015 both winter and spring, 2014-15 SY and 2013-14 SY • Budget narrative as currently available (ODE provides this) • Expenditures to date

19. New Requirements for Evidence Not everything needs to be submitted to ODE just prior to monitoring • Our goal is to not ask for evidence already collected at ODE • Some standard paperwork requirements could be handled through assurances • ODE needs to review items that get to the heart of the program’s implementation and fiduciary accountability

20. Three Categories of Evidence • Only submit those materials listed as Evidence to be Submitted.

21. Evidence Listed in the Checklist Submit only evidence listed in this section

22. How does monitoring work? • District submits materials to ODE one totwo weeks prior to the review • Review of program documentation (desk monitoring) • Follow-up report or plans for visit • Most districts receive report from monitoring • 5-7 scheduled for follow-up visit with discussion but no report

23. What should district staff prepare? • Notebook for each program • Tabsdownloaded from ODE website • Search www.ode.state.or.us for “ESEA Monitoring” • www.ode.state.or.us/search/page/?=1426

24. What happens after the review? • ODE staff choose 3 – 5 districts for onsite visit/review • Those not visited will receive report of findings from desk monitoring • Those visited onsite will receive report of findings after visit But – we will work with you to clear as many issues as possible before issuing a finding.

25. How do onsite visits work? • Coordinate with ODE lead for visit • Submit new notebooks 2 weeks before visit • Meet with the visiting team to discuss content of notebooks and discuss programs • Host 1 to 4 day visit depending on district size

26. What reports do districts get? • Desk monitored districts receive oral report during exit interviews following the desk monitoring • Onsite monitored districts receive oral report on last day of visit • Print report sent within 30 business days of monitoring • District response requested within 60 business days of receipt of report

27. Who do I contact? Russ Sweet, Federal Systems Team and Monitoring Lead russ.sweet@state.or.us 503-947-5638 Ann Kaltenbach, Federal Systems Monitoring Support ann.kaltenbach@state.or.us 503-947-5641