Procedures for ESEA Consolidated Monitoring Effective July 1, 2011 – June 30, 2014 Monitoring For Results Reviewed & Revised with COP April 2011

Overview of Presentation Requirements for subrecipient monitoring Defining WV ESEA monitoring Procedures for monitoring Monitoring Schedules Review of monitoring documents Reviewed & Revised with COP April 2011

Requirements for Subrecipient Monitoring ESEA 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 ( Education Department General Administrative Regulations) SEA monitors subgrantees to ensure compliance with applicable federal requirements and that performance goals are being achieved Reviewed & Revised with COP April 2011

Requirements for Subrecipient Monitoring OMB (Office of Management and Budget) 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 Reviewed & Revised with COP April 2011

Defining WV's ESEA Consolidated Monitoring Process Reviewed & Revised with COP April 2011

Definition of ESEA Consolidated Monitoring Process of collecting information from grantees Review academic achievement Determine compliance with federal regulations Promote collaborative planning and budgeting across ESEA programs Provide technical assistance for program improvement Enforcement of legal obligations for implementing programs Reviewed & Revised with COP April 2011

Goals The West Virginia Department of Education (WVDE) monitoring process includes the following goals: Provide an academic focus for program improvement Promote student achievement Provide technical assistance to schools and districts in utilizing federal funding to impact instructional practice and increase student performance Assure compliance with federal regulations and WVBE policy Reviewed & Revised with COP April 2011

Review of Data for Districts and Schools On-site Monitoring LEA School Monitoring Report Monitoring Response Appeals Process Procedures Reviewed & Revised with COP April 2011

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 WESTEST2 data WESTELL results Trend Assessment Data (Title I schools) Individual school data for Title I schools Other performance indicators Attendance rate Graduation rate Reviewed & Revised with COP April 2011

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 D Title II Part A Title II Part D Title III RLIS Homeless and McKinney Vento Reviewed & Revised with COP April 2011

On Site Monitoring Preparation – WVDE Responsibilities Annual calendar for monitoring is developed and distributed to LEAs by June 30 WVDE Title I team leader collaborates with LEA designee to establish a schedule one month prior to onsite visit for reviewing the programs and visiting the schools WVDE federal programs staff verifies schedule with respective district federal program directors Reviewed & Revised with COP April 2011

On Site Monitoring Preparation – LEA Responsibilities (Title I director) Grantee notifies WVDE by July 15 of conflict in scheduling Communicate monitoring schedule to superintendent, district federal program directors and treasurer Notify Title I schools of monitoring schedule Review the school monitoring documents with principals and Title I teachers Reviewed & Revised with COP April 2011

Notify federally funded staff members (e.g., coaches, technology integration specials) and stakeholders from the strategic plan committee or PAC of availability for interviews Ensure documentation is readily available and organized at the district and school levels (all federal program directors) – including the uploading of appropriate electronic documentation LEA treasurer submits requested documentation in a timely manner to allow for SEA review prior to the on-site visit On Site Monitoring Reviewed & Revised with COP April 2011

Online ESEA Monitoring System Reviewed & Revised with COP April 2011

Organization on local computer On a local computer or network, organize all documentation into folders for each compliance item. When there is more than one document in a folder, having them all together will make it easier to combine the documents. Organizing documents in such a way at the beginning of the upload process will save time and effort. Reviewed & Revised with COP April 2011

Login Screen Enter your WVEIS ID Access will be limited based on whether a school, county, or state administrator Reviewed & Revised with COP April 2011

Main Menu Reviewed & Revised with COP April 2011

Main Menu Options The screen shot shows the Main Menu. The users will first select their location. Reviewed & Revised with COP April 2011

Location The user selects either their school or their LEA and this will determine the set of compliance standards they will be able to access. Reviewed & Revised with COP April 2011

Compliance Standard Input Screen Reviewed & Revised with COP April 2011

Compliance Standards Reviewed & Revised with COP April 2011

LEA Access Page Reviewed & Revised with COP April 2011

School Access Page Use browse to direct to folders on the local computer Reviewed & Revised with COP April 2011

Ability to Comment/Communicate Is this something we want? Should an generate if a comment is made? Reviewed & Revised with COP April 2011

Questions/Comments? Reviewed & Revised with COP April 2011

On Site Monitoring Activities During the On Site Review Conduct an entrance conference Discussion of district initiatives and integration of federal programs to support achievement, attendance and graduation rates Discussion of progress towards universality for pre-k students Review of documentation to ensure compliance with federal requirements (on-site and pre-visit review of electronic documentation) Interview process Reviewed & Revised with COP April 2011

On Site Monitoring Activities During the On Site Review Interview federally funded staff members from the district and school levels District Title I, II and III Directors Treasurer Academic coaches Technology integration specialists Parents/community members Conduct school visits and interviews of school staff as applicable for federal programs Principals Classroom teachers School-based coaches/TISs Parents/community members Conduct an exit conference to provide an opportunity for clarifications Reviewed & Revised with COP April 2011

Written Monitoring Report Issued within 30 working days of the exit conference Sent electronically to superintendent and Title I director – 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 Reviewed & Revised with COP April 2011

Monitoring Report Response Required for all federal programs 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 electronically to respective federal program director at 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 may occur for failure to provide a written response within the required time frame Reviewed & Revised with COP April 2011

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. Reviewed & Revised with COP April 2011

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 Reviewed & Revised with COP April 2011