Monitoring For Results

1. Monitoring For Results Procedures for ESEA Consolidated Monitoring Effective July 1, 2011 – June 30, 2014

2. Overview of Presentation • Requirements for subrecipient monitoring • Defining WV ESEA monitoring • Procedures for monitoring • Monitoring Schedules • Review of monitoring documents

3. Requirements for Subrecipient Monitoring • ESEA • SEA 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 expenditures • State investigates and resolves all complaints received by the State relating to the administration of such programs • EDGAR (Education Department General Administrative Regulations) • SEA monitors subgrantees to ensure compliance with applicable federal requirements and that performance goals are being achieved

4. Requirements for Subrecipient Monitoring • OMB (Office of Management and Budget) 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

5. Defining WV's ESEA Consolidated Monitoring Process

6. Definition of ESEA Consolidated Monitoring • Process of collecting information from grantees • Review academic achievement • Determine compliance with federal regulations • Promote collaborative planning and budgeting across ESEA programs • Provide technical assistance for program improvement • Enforcement of legal obligations for implementing programs

7. Goals The West Virginia Department of Education (WVDE) monitoring process includes the following goals: • Provide an academic focus for program improvement • Promote student achievement • Provide technical assistance to schools and districts in utilizing federal funding to impact instructional practice and increase student performance • Assure compliance with federal regulations and WVBE policy

8. Procedures Review of Data for Districts and Schools On-site Monitoring LEA School Monitoring Report Monitoring Response Appeals Process

9. Items reviewed in the data analysis include the following areas: • Academic performance • District AYP status • Percentage of schools in the district meeting AYP • State/district comparison of WESTEST2 data • WESTELL results • Trend Assessment Data (Title I schools) • Individual school data for Title I schools • Other performance indicators • Attendance rate • Graduation rate

10. On Site Monitoring • Remains on a three year cycle, unless more frequent monitoring is determined necessary by WVDE • Consolidated team from WVDE for the following programs • Title I, Part A • Title I Part D • Title II Part A • Title II Part D • Title III • RLIS • Homeless and McKinney Vento

11. On Site Monitoring • Preparation – WVDE Responsibilities • Annual calendar for monitoring is developed and distributed to LEAs by June 30 • WVDE Title I team leader collaborates with LEA designee to establish a schedule one month prior to onsite visit for reviewing the programs and visiting the schools • WVDE Title I team leader communicates schedule to WVDE federal programs staff • WVDE federal programs staff verifies schedule with respective district federal program directors

12. On Site Monitoring • Preparation – LEA Responsibilities (Title I director) • Grantee notifies WVDE by July 15 of conflict in scheduling • Communicate monitoring schedule to superintendent, district federal program directors and treasurer • Notify Title I schools of monitoring schedule • Review the school monitoring documents with principals and Title I teachers

13. On Site Monitoring • Notify federally funded staff members (e.g., coaches, technology integration specials) and stakeholders from the strategic plan committee or PAC of availability for interviews • Ensure documentation is readily available and organized at the district and school levels (all federal program directors) – including the uploading of appropriate electronic documentation • LEA treasurer submits requested documentation in a timely manner to allow for SEA review prior to the on site visit

14. 2011-2014 Online ESEA Monitoring System

16. Organization on local computer On a local computer or network, organize all documentation into folders for each compliance item. When there is more than one document in a folder, having them all together will make it easier to combine the documents. Organizing documents in such a way at the beginning of the upload process will save time and effort.

19. Login Screen Enter your WVEIS ID Access will be limited based on whether a school, county, or state administrator

20. Main Menu

21. Main Menu Options The screen shot shows the Main Menu. The users will first select their location.

22. Location The user selects either their school or their LEA and this will determine the set of compliance standards they will be able to access.

23. Compliance Standard Input Screen

24. Compliance Standards

25. LEA Access Page

26. School Access Page Use browse to direct to folders on the local computer

32. Ability to Comment/Communicate Is this something we want? Should an email generate if a comment is made?

33. Questions/Comments?

34. On Site Monitoring Activities During the On Site Review • Conduct an entrance conference • Discussion of district initiatives and integration of federal programs to support achievement, attendance and graduation rates • Discussion of progress towards universality for pre-k students • Review of documentation to ensure compliance with federal requirements (on site and pre-visit review of electronic documentation) • Interview process

35. On Site Monitoring Activities During the On Site Review • Interview federally funded staff members from the district and school levels • District Title I, II and III Directors • Treasurer • Academic coaches • Technology integration specialists • Parents/community members • Conduct school visits and interviews of school staff as applicable for federal programs • Principals • Classroom teachers • School-based coaches/TISs • Parents/community members • Conduct an exit conference to provide an opportunity for clarifications

36. Written Monitoring Report • Issued within 30 working days of the exit conference • Sent electronically to superintendent and Title I director – return receipt requested • Identifies commendations, recommendations and findings • Identifies required corrective action and timeline for implementation for any findings • Identifies recommended technical assistance/professional development suggested by the SEA • Creates an expectation for including recommendations within the LEA/school strategic plans

37. Monitoring Report Response • Required for all federal programs having recommendations or findings within the report • Provide an explanation of the implementation of recommendations/corrective actions • Submit documentation as required by the report • Submit electronically to respective federal program director at the SEA on or before 30 working days following receipt of the monitoring report • Confirmation of receipt of monitoring response will be provided by WVDE • Withholding of federal funding may occur for failure to provide a written response within the required time frame

38. Appeals Process • Submit a written appeal within 30 working days of receipt of the monitoring report • May request reconsideration of specific finding if the district concludes the finding is inaccurate • Submit written documentation to support the questioned finding • Review of documentation and a final decision will be issued within 30 business days of receipt of the written appeal The decision of the respective SEA State Title Program Director is considered final.

39. 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