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NCLB Title Program NCLB Title Program MonitoringMonitoring

Regional TrainingRegional Training

SPRING 2006SPRING 2006

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What is Monitoring?What is Monitoring?Programmatic and financial aspects of a Programmatic and financial aspects of a

grant are reviewed by collecting and grant are reviewed by collecting and assessing information from –assessing information from –

CIP/Budget NarrativeCIP/Budget Narrative ReportsReports AuditsAudits Site VisitsSite Visits Other SourcesOther Sources

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Why is ODE monitoring NCLB Why is ODE monitoring NCLB Programs?Programs?

State Educational Agencies (SEA) must State Educational Agencies (SEA) must monitor sub grant supported activities to monitor sub grant supported activities to assure – assure –

Compliance with applicable Federal Compliance with applicable Federal requirementsrequirements

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How will ODE select LEAs for How will ODE select LEAs for Monitoring?Monitoring?

All districts will be monitored as part of a 6 All districts will be monitored as part of a 6 year cycleyear cycle

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Other ways ODE will select LEAs for Other ways ODE will select LEAs for MonitoringMonitoring

Districts may be selected for monitoring Districts may be selected for monitoring outside of the regularly scheduled cycle if outside of the regularly scheduled cycle if the risk factors indicate a special need.the risk factors indicate a special need.

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Risk Indicators/Factors:Risk Indicators/Factors:

History of unsatisfactory performanceHistory of unsatisfactory performance Spending patternsSpending patterns History of carryover requestsHistory of carryover requests Results of A133 auditsResults of A133 audits CIP/Budget NarrativeCIP/Budget Narrative

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How will districts be notified?How will districts be notified?

LEAs will receive a general notification LEAs will receive a general notification letter in Mayletter in May

A list of LEAs will be posted to the ODE A list of LEAs will be posted to the ODE website on July 1website on July 1stst

Letters with specific monitoring information Letters with specific monitoring information will be sent to district superintendent in will be sent to district superintendent in AugustAugust

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ODE will utilize 2 types of ODE will utilize 2 types of monitoring:monitoring:

1)1) Desk Self AuditsDesk Self Audits

2)2) Onsite reviewOnsite review

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Desk Self Audit:Desk Self Audit:

1.1. District will analyze program compliance District will analyze program compliance using desk self audit toolusing desk self audit tool

2.2. District will submit the requested District will submit the requested documents for review by ODE specialistsdocuments for review by ODE specialists

3.3. If revisions are necessary, an ODE If revisions are necessary, an ODE specialist will contact the district to specialist will contact the district to provide assistanceprovide assistance

4.4. Additional follow-up may include a Additional follow-up may include a conference call or onsite review.conference call or onsite review.

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Onsite MonitoringOnsite Monitoring

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How will we be notified about an onsite How will we be notified about an onsite review? review?

A letter will be sent to the superintendent in MayA letter will be sent to the superintendent in May

Follow-up letter sent in August with more Follow-up letter sent in August with more specific information.specific information.

ODE Lead will contact the district confirming the ODE Lead will contact the district confirming the dates and establishing a tentative schedule.dates and establishing a tentative schedule.

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ODE assistance for onsite ODE assistance for onsite

monitoring visit:monitoring visit:

ODE Lead coordinating the visitODE Lead coordinating the visit Agreed upon dates & timesAgreed upon dates & times NCLB programs chosen for reviewNCLB programs chosen for review

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ODE assistance (continued)ODE assistance (continued)

The onsite visit can be flexible to The onsite visit can be flexible to accommodate staff, parent and student accommodate staff, parent and student schedulesschedules

The Toolkit is also available on the ODE The Toolkit is also available on the ODE website website

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ODE assistance (continued)ODE assistance (continued)

The NCLB Title Onsite Monitoring Tool The NCLB Title Onsite Monitoring Tool includes:includes:

Items: Federal requirementsItems: Federal requirements Suggested supporting documentation Suggested supporting documentation

aligned to requirementsaligned to requirements

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How long will the onsite review last?How long will the onsite review last?

The review will last one to three days for The review will last one to three days for most LEAs. most LEAs.

Larger LEAs - review could be more than Larger LEAs - review could be more than three days.three days.

The sample schedule will help you The sample schedule will help you envision the actual review.envision the actual review.

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Onsite Monitoring Preparation:Onsite Monitoring Preparation:

1.1. District will analyze program compliance District will analyze program compliance using Onsite Monitoring Toolusing Onsite Monitoring Tool

2.2. District will submit the requested District will submit the requested documents for review by ODE specialists documents for review by ODE specialists prior to the onsite visitprior to the onsite visit

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What will happen during the onsite What will happen during the onsite reviewreview??

The ODE team will conduct interviews and The ODE team will conduct interviews and review documentation when appropriate review documentation when appropriate from –from –

District representativeDistrict representative NCLB program contactsNCLB program contacts NCLB program staffNCLB program staff Classroom observationsClassroom observations ParentsParents Teachers/ParaprofessionalsTeachers/Paraprofessionals StudentsStudents

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What will happen after the onsite What will happen after the onsite monitoring review?monitoring review?

District will be notified within 30 District will be notified within 30 business days by mail regarding business days by mail regarding findings, recommendation and/or findings, recommendation and/or commendations. commendations.

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What will happen next (continued…)What will happen next (continued…)

If findings are cited, corrective action steps will If findings are cited, corrective action steps will be outlined for the district.be outlined for the district.

District will be required to submit a written District will be required to submit a written response regarding the findings within 30 response regarding the findings within 30 business days of receiving the written report.business days of receiving the written report.

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What will happen next (continued…)What will happen next (continued…)

If recommendations are cited, no formal If recommendations are cited, no formal actions will be requiredactions will be required

District completes corrective actionDistrict completes corrective action ODE notifies district in writing if in ODE notifies district in writing if in

compliance or if further action needed compliance or if further action needed

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ODE will determine the programs ODE will determine the programs identified for review. NCLB identified for review. NCLB programs may include:programs may include:

Title I Part ATitle I Part A Improving The Academic Improving The Academic Achievement Achievement of the Disadvantagedof the Disadvantaged

Title I Part CTitle I Part C Education of Migratory ChildrenEducation of Migratory Children Title I Part DTitle I Part D Neglected or DelinquentNeglected or Delinquent

Title II Part ATitle II Part A Preparing, Training, & Recruiting Preparing, Training, & Recruiting High High Quality Teachers & PrincipalsQuality Teachers & Principals

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NCLB programs may include [continued]NCLB programs may include [continued] Title II Part DTitle II Part D Enhancing Education Through Enhancing Education Through

TechnologyTechnology

Title IIITitle III Language Instruction for Limited Language Instruction for Limited English Proficient and Immigrant English Proficient and Immigrant StudentsStudents

Title IV Part ATitle IV Part A Safe & Drug Free Schools and Safe & Drug Free Schools and CommunitiesCommunities

Title V Part ATitle V Part A Innovative ProgramsInnovative Programs

Title XTitle X Homeless EducationHomeless Education

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NCLB Monitoring ToolkitNCLB Monitoring Toolkit

A Walk ThroughA Walk Through

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Walk through [continued]Walk through [continued]

Federal ‘Items’Federal ‘Items’

The statutory requirements for the The statutory requirements for the various Federal Title programs are various Federal Title programs are quite extensive. quite extensive.

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Supporting documentation…Supporting documentation…

District Continuous Improvement PlanDistrict Continuous Improvement Plan Needs assessment processes and resultsNeeds assessment processes and results Parent policies, notification letters, school-Parent policies, notification letters, school-

parent compacts, activity sign-up sheetsparent compacts, activity sign-up sheets Verification of compliance regarding staff Verification of compliance regarding staff

highly qualified requirementshighly qualified requirements Time and effort logsTime and effort logs

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What if I have questions?What if I have questions?

The ODE website –The ODE website –

List of potential districts to be reviewedList of potential districts to be reviewed NCLB Monitoring Toolkit can be found at: NCLB Monitoring Toolkit can be found at:

http://http://www.ode.state.or.uswww.ode.state.or.us/search/results/search/results/?id=93/?id=93. .

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What If I have questions?What If I have questions?

Please contact the ODE Lead assigned to Please contact the ODE Lead assigned to the review.the review.

E-mail addresses, telephone & fax E-mail addresses, telephone & fax numbers of various NCLB staff can be numbers of various NCLB staff can be found through the ODE website.found through the ODE website.