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Results-based Monitoring

Results-based Monitoring. 2015 ESEA Directors Institute. August 27, 2015. Consolidated Planning & Monitoring. Eve Carney Executive Director. Eve.Carney@tn.gov. Overview. Results-based Monitoring.

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Results-based Monitoring

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  1. Results-based Monitoring 2015 ESEA Directors Institute August 27, 2015

  2. Consolidated Planning & Monitoring Eve Carney Executive Director Eve.Carney@tn.gov

  3. Overview

  4. Results-based Monitoring Purpose: To monitor and support districts in the implementation of IDEA & ESEA programs that improve outcomes for students, while recognizing continuous improvement is necessary. • Shifting our focus from COMPLIANCE to PERFORMANCE

  5. Continuous Cycle of Improvement

  6. Results-based Monitoring Process

  7. Process Overview • Why a results-based monitoring tool? • Shifts focus from compliance to program effectiveness • Encourages collaborative conversations around district programs • Provides a better understanding of successes and challenges • How is the results-based monitoring tool organized? • Based on factors influencing student outcomes • Combines IDEA & ESEA monitoring items • Adds an Improvement Plan focusing on suggested strategies to increase student outcomes • Includes a Compliance Action Plan

  8. Process Overview • Who is the Monitoring team? • Lead: CPM Regional Consultant • CPM Regional Consultant • Staff representing Special Education and other critical subgroups and other areas (EL, non-public, etc.) • Fiscal consultants when needed • CPM Nashville staff when needed

  9. Monitoring Process Overview • Step 1. TDOE identifies LEAs based on risk and notifies selected LEAs • Step 2. Data collection • TDOE gathers assessment and growth data on districts and schools by proficiency levels, subjects and subgroups (SWD, ED, etc.) • TDOE reviews LEA consolidated application and budget for ESEA and IDEA • TDOE reviews LEA strategic plan • TDOE requests LEA upload specific items

  10. Monitoring Process Overview • Step 3. TDOE selects schools based upon school assessment results and other factors • At least two schools are selected for a two hour onsite visit • Additional sites such as a preschool, non-public school, or program maybe also be selected • Step 4. Phone call between TDOE and LEA to explain the process and clarify expectations • TDOE wants to see and hear about day-to-day procedures • LEA and School interviews • Note: Preparing boxes of information is not necessary • Agenda is negotiated with the LEA

  11. Monitoring Process Overview • Step 5.On-site visit approximately 3.5 days • Entrance meeting (approximately one hour) with the district leadership and other relevant staff to review district strategic plan, initiatives, best practices, challenges, etc. • Meetings with ESEA Director, IDEA Supervisor and program staff • School visit schedules • Time slots for TDOE to write comments and final report (at least two) • Review and modify final report with ESEA Director, IDEA Supervisor • Exit Conference with LEA leadership

  12. Monitoring Process Overview • Step 6. Written Comments, Improvement Plan, Compliance Plan and LEA Letter • Prior to the exit conference, the results-based monitoring comments are drafted • The Improvement Plans and Compliance Action Plans are finalized in the exit conference (suggestions from the LEA are incorporated into the final document) • Letter indicating Closed or Incomplete status is sent to the LEA within two weeks

  13. Monitoring Process Overview • Required documentation is uploaded prior to onsite visit. • Many documents reviewed on-site but no copies of documentation are expected. • Process relies heavily on interviews with LEA staff and listening to their procedures and challenges. • School site visits are conducted by meeting with the principal and school leadership then walking through classrooms and parts of the building.

  14. Monitoring Process Overview • TDOE drafts all comments, improvement plans and compliance action plans while in the district. • An on-site exit conference reviews the completed written monitoring instrument with LEA leadership.

  15. Major Sections of the Monitoring Tool • Quality Leadership • Effective Teachers • Instructional Practices • Climate and Culture • Parent and Community Involvement • Appendices

  16. Exemplary Practices, Improvement Recommendations & Compliance Action Plan

  17. Monitoring Documents on ePlan • 2015-16 Monitoring documents will be located on ePlan in the TDOE Resources / 2015-16 folder • For districts being monitored, documents will be located on ePlan in the LEA Document Library / 2015-16 folder under: • Results-Based Monitoring for IDEA & ESEA Programs Documents • Joint Fiscal Monitoring Documents

  18. District Selection Process

  19. District Selection: Risk Analysis • Designed to target TDOE support where most needed • IDEA & ESEA monitoring selection based on risk analysis • IDEA & ESEA indicators considered with more weight for program monitoring • Fiscal indicators considered with more weight for fiscal monitoring TDOE may add additional on-site reviews on an as-needed basis • Informational Webinars to be scheduled for LEAs selected for monitoring

  20. District Selection: Risk Analysis • An annual risk analysis identifies which LEAs are perceived to be at-risk based on various indicators. • The risk analysis includes programmatic, fiscal administrative, and achievement components of both IDEA and ESEA. • The programmatic risk analysis is weighted differently for program monitoring and fiscal monitoring.

  21. District Selection: Risk Analysis • There is often considerable overlap between program and fiscal risk, so many LEAs will receive both program and fiscal monitoring. • Two LEAs, not identified through the risk analysis, are randomly selected for results-based and fiscal monitoring.

  22. 2015-16 IDEA & ESEA Results-based & Joint Fiscal Monitoring Tennessee Department of EducationConsolidated Planning & Monitoring / CFO – Office of Local Finance ** ** ** ** * ** DCS(Special) DOC(Special) * Overton(Random) Weakley(Random) Davidson Hancock Putnam Newport (Focus) Jefferson * * Sevier Knox ASD * ** ** Maryville * Shelby Fayette Madison Lewis Maury Murfreesboro Manchester(Focus) Hamilton Bradley ** ** * * * * ** * ** CPM & CFO Regional Consultant Map Attached ~ Random Selection

  23. CPM & Finance Regional Consultants District Map PICKETT ROBERTSON CLAY MACON CLAIBORNE HANCOCK STEWART SULLIVAN MONTGOMERY SUMNER JOHNSON SCOTT HAWKINS CAMPBELL FENTRESS TROUSDALE OBION JACKSON LAKE OVERTON WEAKLEY HENRY CARTER HOUSTON GRAINGER UNION WASHINGTON SMITH HAMBLEN CHEATHAM GREENE WILSON DAVIDSON PUTNAM MORGAN DICKSON UNICOI ANDERSON BENTON JEFFERSON DYER KNOX GIBSON HUMPHREYS CUMBERLAND DEKALB CARROLL COCKE WHITE WILLIAMSON ROANE RUTHERFORD CROCKETT SEVIER CANNON HICKMAN LAUDERDALE BLOUNT LOUDON VAN BUREN WARREN HENDERSON PERRY MAURY DECATUR RHEA BLEDSOE MADISON HAYWOOD MARSHALL LEWIS TIPTON BEDFORD COFFEE CHESTER Central Time Zone Eastern Time Zone McMINN MONROE MEIGS SEQUATCHIE GRUNDY MOORE LAWRENCE HAMILTON SHELBY WAYNE HARDIN LINCOLN POLK FRANKLIN GILES BRADLEY HARDEMAN MARION McNAIRY FAYETTE 1 2 5 6 4 3 Revised 8/17/2015

  24. Regional Consultants Contact Information • CPM Regional Consultants • Corey CurrieCorey.Currie@tn.gov(731) 234-5417 • Janet (Michelle) MansfieldJanet.Mansfield@tn.gov(731) 225-3627 • Bridgett CarwileBridgett.Carwile@tn.gov(615) 626-3466 • Courtney WoodsCourtney.Woods@tn.gov(615) 864-5471 • Deborah Thompson Deborah.Thompson@tn.gov(615) 864-5162 • Jacki WolfeJacki.Wolfe@tn.gov(423) 262-3296 • Finance Regional Consultants • Cindy SmithCindy.Smith@tn.gov(731) 571-4548 • Brad DavisBrad.Davis@tn.gov(615) 308-3616 • Robert (Rob) MynhierRobert.Mynhier@tn.gov(615) 253-4842 • Brian RunionBrian.Runion@tn.gov(931) 488-3050 • Dustin WinsteadDustin.Winstead@tn.gov(865) 253-5821 • Jackie Broyles Jackie.Broyles@tn.gov(423) 283-1431

  25. QuestionsFeedbackTASL Credit Keyword

  26. Questions?

  27. Feedback Survey • At the end of each day, please help us by providing feedback. • Today, please use the survey link below. • https://www.surveymonkey.com/r/2015-ESEA-Aug-27

  28. TASL Credit • In order to receive 14 TASL credits for the 2015 ESEA Directors Institute, the participant must attend two full days, August 26 – 27. • Partial credit cannot be earned. • Use the form provided at the back of the agenda to collect keywords throughout the conference. • After the conference, go online to https://www.surveymonkey.com/r/2015-ESEA-TASLand enter your information. • You will not receive credit if you do not complete the online form by September 4, 2015.

  29. FRAUD, WASTE or ABUSE • Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government. • NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: • 1-800-232-5454 • Notifications can also be submitted electronically at: • http://www.comptroller.tn.gov/hotline

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