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LEA Cross-Functional Monitoring On-Site Visit

This presentation provides an overview of the LEA cross-functional monitoring process, requirements, and how to respond to findings. It also reviews the new online application process.

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LEA Cross-Functional Monitoring On-Site Visit

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  1. Are You Ready? Local Educational Agency (LEA) Cross-Functional Monitoring On-Site Visit February 24-26, 2014 GCEL Conference

  2. Are You Ready? Local Educational Agency (LEA) Cross-Functional Monitoring On-Site Visit Presented by Evelyn Maddox Title I Education Program Specialist Georgia Department of Education

  3. Agenda • The purpose of monitoring • Overview of the monitoring process • Monitoring requirements • What it means to collect information contemporaneously • How to write/respond to a monitoring finding • Review of the new monitoring on-line application process • Questions and Answers

  4. The Purpose of Monitoring

  5. The Purpose of Monitoring • Monitoring of federal programs is conducted to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education • Monitoring emphasizes accountability for using resources wisely • Monitoring serves as a vehicle for the GaDOE to help LEAs achieve high quality implementation of educational programs

  6. Overview of theMonitoring Process

  7. Overview of theMonitoring Process • Monitoring Process • There is a Title Programs On-Site Cross Functional Monitoring Process Manual. • Process • On-Site Cross Functional Monitoring Team Process • Selection Process • LEAs monitored on a three-year cycle (approximately 1/3 each year) • LEAs selected randomly • Risk Assessment - High-risk LEAs added to current cycle • Other LEAs as deemed necessary

  8. Overview of theMonitoring Process • Monitoring Process • On-Site Monitoring Document • Format • Items Column (Describes expectation of requirement) • Requirement Column (Describes the requirement) • Documentation on file at GaDOE to Verify Compliance (Documents GaDOE has access to for review) • Documentation on File at the LEA to Verify Compliance (Documents LEA’s must file in folders)

  9. Overview of theMonitoring Process • Monitoring Process Continued • On-Site Cross Functional Monitoring Team • Development of Teams • Federal Programs Employees • Training • Georgia Department of Education Staff (GaDOE) • Local Educational Agency (LEA) • Selection of Monitoring Date • Title I Education Program Specialist schedule date working around districts calendars and other internal conflicts • LEA Notification of Monitoring Date • Title I Education Program Specialist confirm date(s) with Title I Director • Title I office sends official notification letter to the district

  10. Overview of theMonitoring Process • Monitoring Process Continued • Preparation for On-Site Visit • Team Lead Preparation • Confirms LEA Visit Date • Email to Team Members of On-Site Visit • Assign Duties to Team Members • Prepare Agenda and Sign-in Sheets • Prepare Monitoring Folders for Team Members

  11. Overview of theMonitoring Process • Monitoring Process Continued • On-Site Visit • Review Team Members Protocol • Review Team Lead Protocol • Cross-Functional Monitoring Visit Feedback • All feedback is addressed through the Title I LEA Monitoring portal • On-Site Review • Compliant (If no findings) • Findings • Required Corrective Actions

  12. Overview of theMonitoring Process • Monitoring Process Continued • LEA responds to GaDOE monitoring feedback • All LEA responses are addressed through the portal in the Corrective Action Plan box (CAP) • GaDOE responds to LEA required corrections once submitted • All GaDOE responses are addressed through the portal • GaDOE signs off or request revisions

  13. Monitoring Requirements

  14. LEA Preparation Prior to On-Site Monitoring Visit • LEAs are required to provide supporting documentation that is not already available to the GaDOE’s Cross-Functional Monitoring Team • Current Year documentation for each required descriptor should be placed in a folder for team review • Items too large to be placed in folders should be readily available and with required items clearly identified • Items too large to be placed in folders should be made available via Internet and Web site links should be provided to the GaDOE’s Cross-Functional Monitoring Team

  15. LEA Preparation Prior to On-Site Monitoring Visit • LEAs must provide a room large enough to accommodate the entire monitoring team. If need be, more than one room can be used • LEAs must provide Internet access to the monitoring team • LEA staff needs to be available during the monitoring visit. It is important that other district meetings requiring LEA staff are not scheduled during the monitoring visit

  16. LEA Preparation Prior to On-Site Monitoring Visit • LEA staff to be present during monitoring include: • Title I, Part A—Improving the Academic Achievement of the Disadvantaged; • Title I, Part C—Education of Migratory Children; • Title I, Part D—Prevention and Intervention Programs for Children and Youth Who Are Neglected, Delinquent, or At-Risk; • Title II, Part A—Improving Teacher Quality; • Title III, Part A— Language Instruction for LEP and Immigrant; • Title VI, Part B—Rural Education Achievement Program; • Title X—Education for Homeless Children and Youth; • School Improvement Grants under Section 1003(a) and 1003(g) of the Elementary and Secondary Education Act of 1965 (ESEA); and • Race to the Top (RT3)

  17. LEA Preparation Prior to On-Site Monitoring Visit • Detail expenditure and payroll history reports for all programs monitored will be requested two weeks prior to the monitoring visit and should be returned to the GaDOE Title Programs Director

  18. FY14 Monitoring Document ols

  19. FY14 Monitoring Document • Items column • Requirements column • Documentation on file at the GaDOE column • Documentation on file at the LEA column • Review Monitoring Document FY14 Cross-Functional Team Monitoring Doc 11.18.2013.pdf

  20. Review of Title I, Part A Descriptors and Required Documentation

  21. Documentation for Monitoring of Federal Programs • Emails • Memos • Dated meeting agendas • Dated sign-in sheets • Checklists with comments • Record of physical inventory of equipment and real property

  22. Documentation for Overarching Requirement • The LEA conducts monitoring of its federal programs • What processes, polices, and procedures does the LEA have in place to monitor the implementation of Title I,Part A; Title I, Part C; Title I, Part D; Title II, Part A; Title III, Part A; Title VI, Part B; Title X, Part C; RT3 and Lowest Achieving Schools; School Improvement 1003(a); School Improvement (SIG 1003(g)/1003(g) ARRA).

  23. Documentation for Overarching Requirement • LEA conducts monitoring of its federal programs: • When was the last time you were audited by the State auditors or external auditors • What findings, if any, did you have from the last monitoring visit • Were there any corrective actions required

  24. Documentation for Overarching Requirement • Item #1: • Written description of the LEA monitoring process • On-site procedures • Timelines and schedules • Data review • Written internal control procedures • Written corrective action process • Copies of corrective actions required by LEA • Results of technical assistance provided by LEA to schools

  25. Documentation for Overarching Requirement • Item #2: Evidence of the frequency of monitoring • Schedule for monitoring • SIG – Minutes of board meeting approving • Annual Grant Award Notification • SIG – Policies on Federal Grant Administration • Policy checklists • School budgets

  26. Documentation for Overarching Requirement • Item #2: Evidence of the frequency of monitoring • Corrective actions from most recent LEA monitoring of schools/programs • Completed plans—SWP, TA, FLP, School Improvement Plan, Parental Involvement, RT3 Scope of Work (SOW) • Written procedures for follow-up/verification of implementation of required corrective actions identified by the LEA

  27. Documentation for Overarching Requirement • Item #2: • Agendas, sign-in sheets, minutes of meetings • CLIP revisions • RT3 Scope of Work (SOW) • School Turnaround: Increased Learning Time (ILT) and Incentive plans • Schoolwide plan revisions • Targeted Assistance plan revisions • Parental Involvement plan revisions • Highly Qualified requirements • ESEA Public School Choice/FLP requirements • Annual Title I meeting

  28. Documentation for Comprehensive LEA Improvement Plan (CLIP) and Scope of Work (SOW) • Copy of dated meeting agendas, sign-in sheets (role identified), etc. to show evidence of periodic review, evaluation, and revision of CLIP • Dated sign-in sheets that include stakeholders representing teachers, administrators, other appropriate school personnel, parents, and children in schools receiving Title I services

  29. Documentation for School Improvement (1003a) • Written procedures describing how the LEA oversees and monitors school improvement plan review and implementation • Written procedures describing how the LEA provides technical assistance to schools in developing, revising, implementing, and coordinating schoolwide/school improvement plans

  30. Documentation for Parental Involvement

  31. Documentation for Parental Involvement

  32. Documentation for Parental Involvement

  33. Documentation for Parental Involvement

  34. Documentation for Parental Involvement

  35. Documentation for Parental Involvement

  36. Documentation for Parental Involvement

  37. Documentation for Parental Involvement

  38. Documentation for Parental Involvement

  39. Documentation for Parental Involvement

  40. Documentation for School Improvement 1003(a) • Copy of budget, expenditure detail reports, and purchase orders for school improvement expenditures • Copies of School Improvement 1003(a) plans and corrective action, and State Directed schools’ contracts • Copies of dated agendas and/or minutes, sign-in sheets of committee meetings • Copies of correspondence to schools

  41. Documentation for School Improvement 1003(a) • Copies of dated agendas and/or minutes, sign-in sheets of professional development meetings • Copies of correspondence between LEA and schools identified as Priority, Focus, or Alert • Copy of training materials • Expenditure detail reports reflecting professional learning activities (Function 2210)

  42. Documentation for School Improvement 1003(a) • Copies of revised School Improvement plans with schoolwide components sufficiently addressed • Comprehensive Needs Assessment with a focus on the area of need for the school • Copies of dated meeting agendas and sign-in sheets • Written procedures for monitoring use of school improvement [1003(a)] funds

  43. Documentation for School Improvement 1003(g) SIG • Expenditure detail reports reflecting professional learning activities (Function 2210) • Copies of agendas, minutes of meetings, sign-in sheets, and training materials of job-embedded professional learning for SIG 1003(g) • Copies of Increased Learning Time (ILT) schedules noting time and pay for SIG 1003(g) ARRA

  44. Documentation for ESEA Public School Choice (Choice) • Copy of LEA communication to identified schools regarding implementation of Choice • List of parents requesting Choice with sending and receiving schools noted for each student • Copy of enrollment report by school with list indicating number of actual transfers • Copy of parent inquiries and complaints and the resolution of each

  45. Documentation for ESEA Public School Choice (Choice) • Written procedure describing the LEA’s process and timelines for receiving, processing, and implementing transfer options Be sure to indicate all options in place: IntraDistrict transfer or NCLB Choice • LEA Web site screen shot showing the posting of public school choice information • Copy of cooperative agreement request letter and response from neighboring LEAs if no public school choice options are available (NCLB Choice only)

  46. Documentation for Georgia’s ESEA Flexibility Waiver • Approved FLP plan • Evidence that FLP plans are comprehensively developed • Copy of dated meeting agendas, sign-in sheets (role identified), etc. to show evidence of periodic review, evaluation, and revision of CLIP • Dated sign-in sheets that include stakeholders representing teachers, administrators, other appropriate school personnel, parents, and children in schools receiving Title I services

  47. Documentation for Georgia’s ESEA Flexibility Waiver • List of schools offering FLP and number of students participating at each school • Copy of letter/notification to parents of eligible students of the availability of FLP at least twice annually • List of schools offering FLP and their status (Priority, Focus, Title I Alert) • A brief description of service(delivery model, start and end dates, hours of service, during school, before/after school, weekends, summer, and subject areas)

  48. Documentation for Georgia’s ESEA Flexibility Waiver • Copy of letter/notification to parents continued • Explanation of procedures to determine student eligibility • An offer to assist parents in understanding Georgia’s ESEA Flexibility Waiver • Copy of parents’ requests and disposition • Written documentation that describes the LEA’s process and timelines for notifying parents about FLP and for receiving and processing FLP enrollment forms

  49. Documentation for Georgia’s ESEA Flexibility Waiver • Notification regarding parent workshop/meeting (at least one) to explain the FLP to parents and provide parents the opportunity to view first hand FLP services • Copy of meeting notification, dated agendas, dated sign-in sheets, meeting minutes • Written documentation that describes the LEA’s process for entering into agreements/contracts with FLP providers external to the LEA • Sample agreements/contracts between LEA and FLP provider external to the LEA

  50. Documentation for Georgia’s ESEA Flexibility Waiver • List of students served in FLP program by school • Copy of Free and/or Reduced Priced Meal (FRM) or Community Eligibility Option (CEO) data/status used to determine eligible children; priority list of eligible students based on rank order of need, and a list of children served

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