1 Federal Monitoring of HEP and CAMP Projects Tara Ramsey US Education Department Office of Migrant Education New Directors Meeting Miami, FL September 2010

OME Mission To provide excellent leadership, technical assistance and financial support to improve the educational opportunities and academic success of migrant children, youth, agricultural workers, fishers and their families. 2

3 Presentation Overview  Why does OME conduct program reviews?  What topics are covered?  Who conducts the review? Who is interviewed?  How is an onsite review structured?  What happens after the review?  What are some common findings?

4 Why does OME Monitor? 1. To examine the objectives and results achieved by HEP and CAMP projects, particularly their progress against GPRA indicators 2. To review implementation of the HEP and CAMP with a focus on program quality and identifying areas where improvements can be made 3. To determine project compliance with applicable statutes/regulations 4. Examine the resolution of prior findings from audits/monitoring reviews

Scheduled Monitoring CAMP Programs (Tentative) Heritage University West Hills Community College District California State University, Fresno Foundation HEP Programs (Tentative) Somerset Community College Philuvine Development Center Amarillo College Texas A&M University – College Station Syntiro 5

6 Monitoring Mainstays Performance Measurement Technical Assistance Project Management Fiscal Accountability Compliance

7 What Is Monitored 1. Eligibility 2. Services to Students 3. Plan for Student Placement 4. Administrative Management 5. Program Implementation 6. Evaluation 7. Budget 8. Audits 9. Other

8 Topic 1: Eligibility Methods used to identify and recruit students How project ensures only eligible participants are enrolled, determines which are most in need, determines which students are most academically, and documents eligibility Where and when project conducts recruiting Where most migrant families move from/to Farmworkers’ occupations Program recruitment staff and level of effort Other tasks the recruiter conducts Recruiter training

9 Topic 2: Services to Students Number of students served and successfully completed Instruction Schedule and Frequency, Monitoring of Attendance Amount of Budget dedicated to students with stipends Conditions for students to receive stipends Amount of Budget dedicated to reimbursing student expenses for transportation Special provisions (if any) for students who work, have small children or have other special needs Types of supportive services provided students

10 Topic 3: Student Placement Definition of placement services HEP—Placements made for students who completed the GED CAMP—Types of academic or instructional placement services are provided for students throughout their CAMP year CAMP—Follow-up services provided for CAMP students

11 Authorized representative (AR) and his or her operating relationship with project management If Director is not full-time, all the duties of the director. Organizational Chart of the Institution and the project’s place in it Number of FTEs and part-time employees in project Qualifications of project employees Training provided for staff on meeting the unique needs of migrant students Maintenance of official project files Topic 4: Administration & Management

12 Topic 5: Program Implementation GPRA targets Major program objectives Frequency of evaluation of project design for effectiveness Project objectives met in timetable specified Any significant changes in the objectives Obstacles/Challenges during project implementation Strategies employed to meet challenges

13 Topic 6: Evaluation Changes to evaluation plan outlined in application Qualification of Project Evaluator—External evaluator, IHE research Use of Evaluation continuous reevaluation, revision, and improvement of program goals and objectives Frequency of the project evaluator review of project activities How evaluation results are used to understand and improve instructional methods and performance Other measures of student activities Types of assessments developed, conducted and analyzed

14 Topic 7: Budget Current Year Budget? Expenditures to date? GAPS balance Tracking of fiscal records and interaction with fiscal staff Report of Carryover How does the project ensure that programmatic activities and expenditures are following requirements in EDGAR and relevant cost principles (i.e., that costs are allowable, reasonable, and allocable)? What services has the project contracted? Services sub- granted? Stipends and reimbursements to students In Kind contributions Indirect Cost Rate Training on Fiscal Policy Project budget for staffing; changes to staff budget Time-and-effort reports Equipment

15 Topic 8: Audits How often and by whom is the university or private- nonprofit organization audited? Last audit Elements audited Audit exceptions and resolutions

16 Topic 9: Other Program Interests Activities conducted with  the State MEP  other Federal programs serving migratory agricultural families and children  parents of migrant students  other Federal Higher Education, TRIO, or Adult and Vocational Education programs (not necessarily migrant programs) Project goals, objectives, or activities under consideration for change or revision

17 Documentation Application Documents that indicate how students are selected for the program All records and documents that verify student interviews and activities of the recruiters Performance Reports Eligibility Determinations Staff resumes Evaluation Reports Financial records

18 People Involved in Review OME Team Project Director or Coordinator Staff who recruit and work with Students Authorized Representative Evaluation Coordinator Fiscal/Audit Staff Other Professional Staff Students Agencies that coordinate with the MEP Parents, Spouses, Employers, Etc.

19 Monitoring Agenda Day 1 Opening Conference Authorizing Representative Project Director, Entity Rep Fiscal Officer Staff ( e.g., Coordinator, Recruiters, Instructors, Counselors) Students Day 2 Fiscal Compliance (Budget) Audits Data Systems (Reporting and Student Enrollment) Evaluation Pre-exit Conference Exit Conference

20 Questions and Contact Information      Remember that you should always try to contact your program officer first with any questions. Tara Ramsey Education Program Specialist Office of Migrant Education U.S. Department of Education 400 Maryland Avenue SW Washington, DC Fax

General Tips and Info Feel free to share monitoring instruments with staff When making the agenda, feel free to group like staff together Sometimes OME may ask supervisors or directors to step out of interviews. It is not general practice to give out draft reports or notes from exit conferences. OME may request documents on site as they become relevant. 21

Sample Findings and Corrective Actions Each group has a finding and corrective action. In your group read through the finding and corrective action. (5 mins) Make sure everyone understands it; if not, ask presenters to help you understand. (5 mins) Discuss how you might address this corrective action if it were applied to your program. (10 mins) Each table will briefly report out (15 mins) 22