Consolidated District Reviews and Monitoring Preparing for Desk Monitoring of Titles I-A, I-D, II-A, VI-B (REAP), and X Summer 2013

Welcome!  ODE’s objective in monitoring  Learn about program recordkeeping  Collaborate with other program coordinators  Discuss the format, content, and review of program materials

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.

What to Anticipate  Technical assistance before, during, and after monitoring  Level of satisfaction and feedback from districts  Other changes to streamline document submissions, provide better technical support, and reduce burden on districts  Some changes will be during and some implemented the following year

Capturing Good Strategies  Goal is to record and share strategies for meeting requirements  Effective, efficient, smart thinking and action  Districts assist in the sharing in the future  Working on details of a plan

Why does ODE monitor districts?  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

Will my district be monitored?  3-5 years after last monitoring  Selected based on geography and time since last monitoring  Districts to be monitored announced each spring

When will districts be monitored?  Fall 2013  6 districts visited  26 districts desk monitored  Spring 2014  5-7 districts visited from among fall desk monitored  24 districts desk monitored  Fall 2014  5-7 districts visited from among spring desk monitored  20 districts desk monitored

Which programs are included?  Title I-A – Funds to schools with high levels of poverty  Title I-D – Programs for neglected and delinquent students  Title II-A – Teacher quality  Title VI-B (REAP) – Small, rural schools  Title X – Homeless student education

Which are completed separately?  Title I-C – Migrant Education  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

How does monitoring work?  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

How are the reviews conducted?  Districts submit notebooks describing program implementation  Reviewers assemble for 4 days of notebook reading  8-10 ODE staff  knowledgeable contractors  Budget compared to expenditures  Submitted materials reviewed for completeness  Technical assistance opportunities identified and documented

What should district staff prepare?  Notebook for each program  Dividers downloaded from ODE website  Search for “ESEA Monitoring” 

Which years are reviewed?  Last year and current year for programs funded in your district  For 2013 both fall and spring, SY and SY  Budget narrative as currently available (ODE provides this)  Expenditures to date

What evidence should I have?  Materials called for in notebook tabs  Announcements and sign-in sheets for meetings, letters and other communication with private schools, staff assignment and utilization, etc.  Budget and expenditures

What happens after the review?  ODE staff choose 5-7 districts for onsite visit/review  Those not visited will receive report of findings from desk monitoring  Those visited will receive report of findings after visit

How do onsite visits work?  Coordinate with ODE lead for visit  Submit new notebooks 2 weeks before visit  Meet with ODE/contractor staff to discuss content of notebooks and discuss programs  Host 1 to 5 day visit depending on district size

What reports do districts get?  Desk monitored districts receive oral report during exit interviews on last day of monitoring  Onsite monitored districts receive oral report on last day of visit  Print report sent within 30 days of monitoring  District response requested within 60 days of receipt of report

Who do I contact?  Russ Sweet, ESEA District Support and Monitoring Lead  