1. ESEA Program Review Russ 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 ESEA Monitoring CIP Budget Narrative Data Submissions Desk Monitoring Onsite Monitoring Technical Assistance

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 ESEA Monitoring CIP Budget Narrative Data Submissions Desk Monitoring Onsite Monitoring Technical Assistance

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 ESEA Monitoring CIP Budget Narrative Data Submissions Desk Monitoring Onsite Monitoring Technical Assistance

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 ESEA Monitoring CIP Budget Narrative Data Submissions Desk Monitoring Onsite Monitoring Technical Assistance

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 ESEA Monitoring CIP Budget Narrative Data Submissions Desk Monitoring Onsite Monitoring Technical Assistance

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 to two 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  Tabs downloaded from ODE website  Search www.ode.state.or.us for “ESEA Monitoring”  www.ode.state.or.us/search/page/?=1426 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