1. Title III Desk Monitoring Oregon Department of Education September 24, 2012 1

2. Agenda ▪ Overview of 2012-13 Monitoring Changes ▪ Monitoring Resources ▪ Submission Expectations ▪ Timeline ▪ Questions and Answers 2

3. Title III Monitoring Title III is required to monitor districts/consortia on a three- year schedule. There are currently 150 districts in Oregon with English Language Learners. To meet the expectation of monitoring every 3 years, 50 districts a year must be monitored. Desk Monitoring will allow the state to meet the frequency requirement for monitoring while still providing time for on- site technical assistance visits. Beginning with 2012-13, Title III will be conducting fall and spring desk monitoring. Districts may also have an on-site visit based on criteria established in collaboration with stakeholders across Oregon. 3

4. Monitoring Resources ▪ ODE has revised the ELL monitoring documents. These documents ensure that districts are meeting the required components of state and federal law. ▪ http://www.ode.state.or.us/search/page/?id=2594 http://www.ode.state.or.us/search/page/?id=2594 4

5. Monitoring Rubric Reviews of English Language Development (ELD) programs in Oregon take different forms depending on the needs and challenges of the Local Education Agency (LEA). Outlined below is a description of how ODE supports districts in meeting the basic compliance requirements under both state and federal law, while assisting districts to reach higher achievement for their English Learner populations. ▪ Annual review ▪ Biennium review ▪ Desk audit review 5

6. Desk Monitoring – meeting outcomes ▪ If program is meeting all required outcomes and all monitoring documentation is complete, then the ODE will require no further action from program. ▪ If program is meeting all outcome requirements, but the monitoring documentation is incomplete, then the ODE will request additional required information to review. Once the additional information is complete, then ODE will require no further action from program. 6

7. Desk Monitoring – not meeting outcomes ▪ If program is not meeting outcome requirements, but documentation is complete, the ODE will provide focused assistance to the program in areas of ‘not meeting’ and provide support to assist districts in reaching a higher standard for ELLs. ODE assistance may include support from peer districts, and/or a site visit may occur. ▪ If program is not meeting outcome requirements and has not met outcome requirements (state and federal accountability measures) for four or more years, a site visit is mandatory. ▪ If the program has a school on the priority/focus school list, a site visit for the priority/focus school is mandatory. 7

8. Other reasons for on-site visit ▪ If the program has a verified OCR complaint relating to services for ELLs, a site visit is mandatory. 8

9. 2012-13 Desk Monitoring Schedule ▪ A spreadsheet for districts who will be monitored during the 2012-13 school year is posted. ▪ Districts having a priority and/or focus school have been prioritized for fall monitoring, this will allow time to review documentation and to schedule follow-up on-site visits, as required. ▪ http://www.ode.state.or.us/search/page/?id=2594 http://www.ode.state.or.us/search/page/?id=2594 9

10. Title III Desk Monitoring Rubric ▪ The former monitoring rubric has been revised into a Desk Monitoring Rubric. A crosswalk has been included to assist districts. ▪ http://www.ode.state.or.us/search/page/?id=2594 http://www.ode.state.or.us/search/page/?id=2594 ▪ This tool has been created to assist districts with their Desk Monitoring submission, as well as to be used by reviewers to determine if the submission is complete. 10

11. 11

12. Rubric by the numbers ▪ Question 1 ▪ Local service plan – please send the district’s most recent local service plan. ▪ Question 2 ▪ Home Language Survey ▪ Please provide a copy of all available home language surveys – all languages ▪ Provide a random sample of completed home language surveys 12

13. Rubric by the numbers (cont.) ▪ Question 3 ▪ Provide a random sample of parent notification letters for recently identified Els. ▪ Provide a random sample of the assessment used to identify Els. ▪ It is important that your documentation include the date the student enrolled, was assessed, and the parent was notified to ensure that the district completed the identification within the legal timeline. 13

14. Rubric by the numbers (cont.) ▪ Question 4 ▪ Include sample of parent notification letters for both newly identified and continuing Els. ▪ Please make sure that the sample demonstrates communication in a language the parent can understand, if appropriate. ▪ Question 5 ▪ Please include a sample of parent waiver letters, if appropriate. ▪ If the district does not have any parent waivers, a statement to that fact will suffice. 14

15. Rubric by the numbers (cont.) ▪ Question 6 ▪ Include a random sampling documenting parent activities. If appropriate, include copies in languages that parents can understand. ▪ Include a brief description of parent activities. ▪ Question 7 ▪ Explain briefly the district’s plan for the annual ELPA assessment for ELs. ▪ Question 8 ▪ Provide the most recent district ELL evaluation or Title III Improvement plan 15

16. Rubric by the numbers (cont.) ▪ Question 9 ▪ The documentation is the same as in question 8; however, question 9 is focused on the progress academically of monitored students. ▪ Question 10 ▪ Provide an explanation of the district monitoring procedure. ▪ Include a random sample of monitoring documentation. 16

17. Rubric by the numbers (cont.) ▪ Question 11 ▪ Provide a description of the services available to students (TAG, SPED, Title I, etc.). ▪ Provide a description of elective classes available to ELs. ▪ Include random sampling of documents that provide evidence of meaningful access to elective classes and programs. ▪ Question 12 ▪ Provide a description of the access to the district’s instructional program for ELs. ▪ Include random sampling of documents that provide evidence of meaningful access to elective classes and programs. 17

18. Rubric by the numbers (cont.) ▪ Question 13 ▪ Include a description of the program of service that leads to a diploma. ▪ Include random sampling of evidence that documents this program of service. ▪ Question 14 ▪ Provide job description or similar job requirements information that ensures the instructional staff of ELs is fluent in English. ▪ Include documentation that instructional staff have certification and/or license. 18

19. Rubric by the numbers (cont.) ▪ Question 15 ▪ Same documentation as Question 14. Question 15 focuses on licensure and endorsements. ▪ Question 16 ▪ Provide a description of the district’s timely and meaningful consultation with private schools. ▪ Include documentation of the consultation. ▪ If the district does not have any private schools within the district boundaries, a statement to that fact will suffice. 19

20. Rubric by the numbers (cont.) ▪ Question 17 ▪ Provide description of job requirements for instructional assistants and the work assignment. ▪ Question 18 ▪ Provide a description of the district complaint process. ▪ Include documentation, if available, in a language parents can understand. ▪ Question 19 ▪ Provide a description of how the district annually disseminates the complaint information. 20

21. Rubric by the numbers (cont.) ▪ Question 1 – Fiscal ▪ This question is completed by subgrantees. Districts with a Title III grant and consortium leads. ▪ Member districts in a consortium do not respond to this question, a statement to the fact will suffice. 21

22. Desk Monitoring Submission ▪ Please consider the following options for submitting Desk Monitoring documentation: ▪ USB Drive – ▪ Create a folder for each question and save the appropriate evidence in the folder. ▪ CD ▪ Create a folder for each question and save the appropriate evidence in the folder. ▪ ODE Secure file transfer ▪ https://district.ode.state.or.us/apps/xfers/ https://district.ode.state.or.us/apps/xfers/ ▪ Files can be zipped and sent in a group 22

23. Considerations ▪ Some documents may include personally identifiable information for students. ▪ Consider having a password for the USB and send the password to ODE staff separately. ▪ Consider marking out the student name and referring to the student by SSID only. ▪ ODE staff have PC computers ▪ Please make sure that your CD/USB works with PC computers 23

24. Who to contact? ▪ Susan Inman – Director ▪ susan.inman@state.or.us susan.inman@state.or.us ▪ Kim Miller – Education Specialist ▪ kim.a.miller@state.or.us kim.a.miller@state.or.us ▪ Carmen West – Education Specialist ▪ carmen.west@state.or.us carmen.west@state.or.us ▪ Leslie Casebeer – Office Specialist ▪ leslie.casebeer@state.or.us leslie.casebeer@state.or.us 24