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

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

Review of the Procedures Document Search and Find Activity

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

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

Defining WV's NCLB Consolidated Monitoring Process

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

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.

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

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

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

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

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

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)

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

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

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

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

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.

Monitoring Documents

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

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

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

Additional Monitoring Documents Interview questions for instructional coaches Interview questions for technology integration specialists

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