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Presented by:Jan Stanley, State Title I Director
Office of Assessment and AccountabilityJune 10, 2008
Monitoring For Results
Overview of PresentationRequirements 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
Requirements for Subrecipient Monitoring
NCLBSEA 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 expendituresState investigates and resolves all complaints received
by the State relating to the administration of such programs
EDGARSEA 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 programsWest Virginia Department of Education
ResponsibilitiesIt 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 achievementDetermine 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
GoalsThe 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 MonitoringMonitoring Report
Monitoring ResponseAppeals 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 statusPercentage of schools in the district meeting
AYPState/district comparison of WESTEST dataTrend Assessment Data (Title I schools)Individual school data for Title I schools
Other performance indicatorsAttendance rateGraduation rate
Writing Assessment
On Site MonitoringRemains on a three year cycle, unless more
frequent monitoring is determined necessary by WVDE
Consolidated team from WVDE for the following programsTitle I, Part A – Title I, Part C – Title I Part DTitle II Part A and Title II Part DTitle IIITitle VTitle VI Homeless and McKinney VentoNOTE CHANGE: Title IV will be conducting
individual monitoring
On Site MonitoringPreparation – 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 MonitoringPreparation – LEA Responsibilities
Review the monitoring procedures and document with all district federal program directors
Notify Title I schools of monitoring scheduleReview 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 MonitoringActivities During the On Site Review
Conduct an entrance conferenceDiscussion of the data analysisDiscussion of district initiativesDiscussion 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 MonitoringActivities During the On Site Review
Interview federally funded staff members from the district and school levelsDistrict Title I DirectorTitle I teachers Academic coaches Technology integration specialists
Conduct school visits and interviews of school staff as applicable for federal programsPrincipalsClassroom teachers
Conduct an exit conference to provide an opportunity for clarifications and provide technical assistance for program improvement
Written Monitoring ReportIssued within 40 working days of the exit
conferenceMailed to superintendent – return receipt requestedIdentifies commendations, recommendations and
findingsIdentifies required corrective action and timeline for
implementation for any findingsIdentifies recommended technical
assistance/professional development suggested by the SEA
Creates an expectation for including recommendations within the LEA/school strategic plans
Monitoring Report ResponseRequired for all subgrantees having
recommendations or findings within the reportProvide an explanation of the implementation of
recommendations/corrective actionsSubmit documentation as required by the reportSubmit to the SEA on or before 30 working
days following receipt of the monitoring reportConfirmation of receipt of monitoring response
will be provided by WVDEWithholding of federal funding will occur for
failure to provide a written response within the required time frame
Appeals ProcessSubmit a written appeal within 30 working days
of receipt of the monitoring reportMay request reconsideration of specific finding
if the district concludes the finding is inaccurate Submit written documentation to support the
questioned findingReview of documentation and a final decision
will be issued within 30 business days of receipt of the written appealThe 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 ModelUtilized 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