CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction Ramiro Nava and Stacy Savoca Federal Program Monitoring Office September 20, 2012 California Accountability and Improvement System Nuts and Bolts

TOM TORLAKSON State Superintendent of Public Instruction 2 Pre-CAIS Local educational agencies (LEAs) responded to Program Instrument items using hard copy documents LEAs prepared numerous files and boxes for monitoring visits Communication via phone, and fax

TOM TORLAKSON State Superintendent of Public Instruction 3 CAIS Beginning A web-based system, designed to enhance and streamline the Federal Program Monitoring (FPM) process including: –Tools for storage and retrieval of LEA documents –Electronic communication specific to compliance monitoring –Opportunity for effective monitoring and targeted technical assistance –Transparency in the monitoring process

TOM TORLAKSON State Superintendent of Public Instruction 4 CAIS Today CAIS has expanded: –Compliance monitoring for FPM, School Improvement Grants (SIG), Civil Rights Review of Career Technical Education (CRR-CTE), and Charter Schools –Review of local educational agency (LEA) and school plans –Special Education Nonpublic Schools and Agencies (NPS/As) application submission

TOM TORLAKSON State Superintendent of Public Instruction 5 CDE CAIS Web page

TOM TORLAKSON State Superintendent of Public Instruction 6 CAIS and FPM CAIS provides CDE a tool to assist with monitoring LEAs to ensure that they meet fiscal and program requirements –CAIS is limited to LEAs in the FPM monitoring process –CAIS access, training, and assistance is available for these LEAs through the FPM Office

TOM TORLAKSON State Superintendent of Public Instruction 77 CAIS Roles and Definitions RolesDefinitions School UserA user who has the ability to upload documents in draft form only. District UserA user who has the ability to upload documents. SubmitterA District User who has the ability to submit the instrument on behalf of the LEA. Receives comments for each assigned program instrumen t. AdministratorA District User who can add and manager users. LEA Review Coordinator A District User with administrative rights and is assigned as a Submitter for all program instruments being reviewed. Each user accessing the system must have an individual user account.

TOM TORLAKSON State Superintendent of Public Instruction 8 LEA Overview

TOM TORLAKSON State Superintendent of Public Instruction 9 LEA Review Schedule 9

TOM TORLAKSON State Superintendent of Public Instruction 10 Instrument Overview

TOM TORLAKSON State Superintendent of Public Instruction 11 Uploading Documents 1.Add a New File by browsing your computer and selecting the file to add. Provide a Title and Description. The default for the Title is the file name, but you may uncheck this to create your own. Be sure to include file types that are generally able to be opened on most computers: Microsoft Office applications such as Word and Excel, PDF files, and text files. If you have files in a software format not available to most users (Photoshop or design software), please convert to a PDF file.

TOM TORLAKSON State Superintendent of Public Instruction 12 Uploading Documents 2. Select an Existing File uploaded by the LEA or School to the File Cabinet. Only documents (including links and hard copy references) already uploaded by your LEA will be available for selection to attach to a new instrument item. Select Existing File, then select Browse. You will see a view of the entire LEA file cabinet. You may select one or multiple documents by checking the box to the left of each document title. Select Review at the bottom of the screen to confirm the selected documents. Then select Attach to save.

TOM TORLAKSON State Superintendent of Public Instruction 13 Uploading Documents 3. Select a link to a Web page if the document(s) are on at Web page i.e., LEA Web page parent notifications. Add a URL, including “ to create the record Provide a direct link to the document Provide a Title and Description of the Web page

TOM TORLAKSON State Superintendent of Public Instruction 14 Uploading Documents 4. Select the Hard Copy Reference Only option when a document containing student-identifying or other sensitive information is not uploaded. Provide a Title and Description Indicate in the Description field where the document is available for review

TOM TORLAKSON State Superintendent of Public Instruction 15 Notification Of Findings: No Findings When an FPM review is completed and there are no findings, the LEA will receive this comment The Notification of Findings (NOF) report will be posted in CAIS File Cabinet

TOM TORLAKSON State Superintendent of Public Instruction 16 Notification Of Findings: Findings When the FPM review is completed and there are findings the LEA will receive this comment The Notification of Findings (NOF) report will be posted in CAIS File Cabinet 1 2

TOM TORLAKSON State Superintendent of Public Instruction 17 Resolution of Findings LEAs will resolve all findings within 45 calendar days from the last day of a review Program reviewers respond to uploaded resolution documents within 15 calendar days When LEAs cannot resolve findings within the 45 calendar days, they can request a Resolution Agreement Resolution Agreement requests are granted or denied within 5 calendar days Resolution Agreement requests cannot extend over 225 days from the last day of a review

TOM TORLAKSON State Superintendent of Public Instruction 18 Uploading Resolution Documents LEA uploads resolution documents at the instrument item with a status of Does Not Meet Requirements LEA selects paper clip under Associated Documents or Required and Suggested Documents to upload documents 2 2 1

TOM TORLAKSON State Superintendent of Public Instruction 19 Contact Information Federal Program Monitoring Office Ramiro Nava, Educational Programs Consultant Stacy Savoca, Associate Governmental Program Analyst CDE Compliance Monitoring Web page CDE CAIS Web page 19

TOM TORLAKSON State Superintendent of Public Instruction 20 Other Program Contacts Charter Schools LEA Plan Implementation Clement Mok, LEA Plan Janice Morrison, School Improvement Grant Special Education, Interagency-Nonpublic Schools and Agencies Title III: Year 2 and 4 Improvement Plans Lilia Sanchez,