Monitoring For Results

1. Monitoring For Results Presented by: Jan Stanley, State Title I Director Office of Assessment and Accountability June 10, 2008

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

3. Review of the Procedures Document Search and Find Activity

4. Requirements for Subrecipient Monitoring

5. Requirements for Subrecipient Monitoring • NCLB • 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 • SEA monitors subgrantees to ensure compliance with applicable federal requirements and that performance goals are being achieved

6. Requirements for Subrecipient Monitoring • OMB 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 programs • West Virginia Department of Education Responsibilities • It is the responsibility of the grant recipient (grantee) to meet the requirements of all Titles funded under this act

7. Defining WV's NCLB Consolidated Monitoring Process

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

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

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

11. Change in Procedures Review of district and school data and other indicators • Reports of AYP status and the accountability measures is reviewed by WVDE staff members prior to each on site visit • Summary of the strengths and weaknesses is developed, discussed during the entrance conference and included within the monitoring report

12. 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 WESTEST data • Trend Assessment Data (Title I schools) • Individual school data for Title I schools • Other performance indicators • Attendance rate • Graduation rate • Writing Assessment

13. 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 C – Title I Part D • Title II Part A and Title II Part D • Title III • Title V • Title VI • Homeless and McKinney Vento • NOTE CHANGE: Title IV will be conducting individual monitoring

14. On Site Monitoring • Preparation – WVDE Responsibilities • Annual calendar for monitoring is developed and distributed prior to the opening of school • Grantee notifies WVDE by September 1 of conflict in scheduling • WVDE team leader verifies date one month prior to onsite visit • WVDE team leader collaborates with LEA designee to establish a schedule for reviewing the programs and visiting the schools • WVDE federal programs staff verifies schedule with respective district federal program directors

15. On Site Monitoring • Preparation – LEA Responsibilities • Review the monitoring procedures and document with all district federal program directors • Notify Title I schools of monitoring schedule • Review the school monitoring documents with principals and Title I teachers (Title I director) • Notify federally funded staff members of availability for interviews (e.g., coaches, technology integration specials) • Ensure that documentation is readily available and organized at the district and school levels (all federal program directors)

16. On Site Monitoring Activities During the On Site Review • Conduct an entrance conference • Discussion of the data analysis • Discussion of district initiatives • Discussion for progress towards universality for Pre-K students • Review of documentation to ensure compliance with federal requirement • Interview district federal program directors to verify compliance

17. On Site Monitoring Activities During the On Site Review • Interview federally funded staff members from the district and school levels • District Title I Director • Title I teachers • Academic coaches • Technology integration specialists • Conduct school visits and interviews of school staff as applicable for federal programs • Principals • Classroom teachers • Conduct an exit conference to provide an opportunity for clarifications and provide technical assistance for program improvement

18. Written Monitoring Report • Issued within 40 working days of the exit conference • Mailed to superintendent – 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

19. Monitoring Report Response • Required for all subgrantees 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 to 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 will occur for failure to provide a written response within the required time frame

20. 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.

21. Monitoring Documents

22. Review of Monitoring Documents Compliance Documents • LEA document • Title I schoolwide program document • Title I targeted assistance program document

23. Additional Monitoring Instruments • School Assessment for the Implementation of the Tiered Instructional Reading Model • Utilized at the school level as the basis of a discussion with principals and staff concerning the school’s progress in implementing the tiered instruction for reading in all grades • Review of all current reading programs being utilized by the school • Generate discussion on recommended professional development/technical assistance needed for successful implementation

24. Additional Monitoring Documents Teacher Responsibilities for Tracking and Monitoring Below Mastery Students • Relates directly to compliance indicator for the needs assessment • Relates directly to compliance indicator for including teachers in decisions regarding academic assessments for improved student achievement and improvement of the Title I program • Relates directly to compliance indicators for identifying eligible students in a TA program

25. Additional Monitoring Documents • Interview questions for instructional coaches • Interview questions for technology integration specialists

26. 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