What to Expect When You Are Expecting Consolidated Monitoring: Every Step of the Way Office of Federal Programs Oklahoma State Department of Education

Welcome! On your note card, please describe:  What do you know about monitoring?  What are your perceptions regarding monitoring?  What are your concerns about monitoring? Notecards will be addressed at the end of the presentation.

Consolidated Monitoring: Today’s Agenda  Requirements of the Law  Programs to be Monitored  Notification of Monitoring  Desk/Site Monitoring  Planning, Collecting and Organizing Documents  Preparing the Flash Drive  How to Save Documents  Compliance/Non-Compliance Notification  Recommendations

Consolidated Monitoring: Requirements of the Law  P.L No Child Left Behind (NCLB)  Elementary and Secondary Education Act (ESEA)  2 C.F.R. Part 200 Uniform Administrative Requirements for Federal Awards

Consolidated Monitoring: Programs to be Monitored  Title I, Part A - Improving Basic Programs Operated by Local Education Agencies  Title I, Part C - Migrant Education Program  Title I, Part D - Prevention and Intervention Programs for Children and Youth who are Neglected, Delinquent, or At-Risk  Title II, Part A - Preparing, Training, and Recruiting High Quality Teachers and Principals  Title III, Part A - Language Instruction for Limited English Proficient and Immigrant Students  Title VI, Part B - REAP-Flex/RLIS Program  Title X, Part C - McKinney-Vento Act  Title X, Part C-McKinney-Vento Homeless Education Program

Consolidated Monitoring: Training Dates  Expect notification of monitoring prior to the webinar  Consolidated Monitoring Webinar:  July 22 10:00 a.m.  Consolidated Monitoring Tool/Toolkit Training:  August 18 th & 19 th at Francis Tuttle Technology Center /Rockwell Campus – 4 sessions

Consolidated Monitoring: Notification of Monitoring  It is recommended that the Superintendent notify the Federal Programs Director or relevant staff of monitoring requirements.  Oklahoma State Department of Education (OSDE) Office of Federal Programs will LEA Superintendents regarding FY16 monitoring requirements for desk/site monitoring.

Consolidated Monitoring: Site Monitoring  OSDE Office of Federal Programs staff will visit selected school sites and interview LEA staff.  LEAs should discuss the purpose of Federal Programs, the appropriate use of funds and the requirements of each program with teachers and other relevant staff.

Consolidated Monitoring: Planning  Collect and organize required monitoring documentation  Review the OSDE resource documents provided on the OSDE website  Schedule and hold required meetings

Consolidated Monitoring: Planning  LEAs are encouraged to begin working on the required monitoring documentation as soon as possible.  It is recommended that LEAs contact their OSDE Office of Federal Programs assigned reviewer prior to the due date with questions or concerns.

Consolidated Monitoring: Preparing the Flashdrive  LEAs are required to submit the required monitoring documentation for each applicable program.  The flash drive should be labeled with the LEA Name and County/District Number. DO NOT CREATE A SINGLE SCANNED FILE EACH DOCUMENT MUST BE LISTED AND NAMED ACCORDING TO THE REQUIRED DOCUMENTATION LIST

Consolidated Monitoring: Example of How to Save Documents Perfect City 99I099_FY16 Overarching 1 - Procurement Policy 2 - Inventory List 3 - Etc. Title I A 1 - Parent’s Right to Know Letter 2 - School Parent Compact 3 - Etc. Title I C 1 - Service Delivery Plan (SDP) 2 - Comprehensive Needs Assessment (CNA) 3 - Etc. Title I D 1 - Assessments Currently Used for Pre-/Post-Testing 2 - Etc. Title II A 1 - Equitable Distribution Plan 2 - Etc.

Consolidated Monitoring: Compliance  OSDE Office of Federal Programs staff will review the required monitoring documentation and notify the LEAs whether they are compliant or non-compliant.  The LEA will be formally notified after the site visit and review of the required monitoring documentation whether they are compliant or non- compliant.

Consolidated Monitoring: Recommendations  Verify that parental involvement activities align with Title IA parental involvement guidance  Ensure that all sample documents are modified to your specific LEA  All documents submitted should be up-to-date

Consolidated Monitoring: Recommendations  Scanned files should be named and saved individually  Ensure that required documentation for ALL applicable programs has been submitted  Contact assigned reviewer with questions regarding acceptable documentation

Discussion  What do you know about monitoring?  What are your perceptions regarding monitoring?  What are your concerns about monitoring?

Questions

Thank you from the OSDE Office of Federal Programs Office of Federal Programs Oklahoma State Department of Education (405)