esea program review russ sweet
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ESEA Program ReviewRuss Sweet
Preparing for ESEA Program Reviews of Titles I-A, II-A, VI-B (REAP), and X
Summer 2014
Welcome! ODE’s objective in the program review Learn about program recordkeeping Collaborate with other program coordinators Discuss the format, content, and review of
program materials
ODE Strategic Plan Goal: Conduct all federal compliance and on-
site monitoring visits in a positive and respectful way that leads to improved outcomes for students.
Why does ODE review district programs?
Responsibility for accountable use of funds as supplemental to state funds
Confirm intentional use of funds to expand services
Provide technical assistance on program management and services to students
Our approach to monitoring
ESEA Monitori
ng
CIP Budget
Narrative
Data Submissi
ons
Desk Monitorin
g
Onsite Monitorin
g
Technical Assistanc
e
CIP Budget Narrative Approval and ODE Data Submissions
Ensures responsible and allowable spending of federal funds
Meets federal requirements for demonstrating programs’ effectiveness and supports continued funding from Congress
ESEA Monitori
ng
CIP Budget
Narrative
Data Submissio
ns
Desk Monitorin
g
Onsite Monitorin
g
Technical Assistanc
e
Desk Monitoring Selected in the spring
for the following year Regional Risk factors
Two Desk Monitoring periods Winter (January 20 – 23,
2015) Spring (May 4 – 7, 2015)
May follow-up with Onsite or Technical Assistance visit
ESEA Monitori
ng
CIP Budget
Narrative
Data Submissio
ns
Desk Monitorin
g
Onsite Monitorin
g
Technical Assistanc
e
Risk Factors Federal program budget issues as determined
through the CIP Budget Narrative review Significant and/or unresolved findings issued
to the district as a result of district fiscal audits On-going and/or unresolved findings from
previous monitoring of federal programs New or inexperienced staff in key district
positions Other risk factors may be determined
Onsite Monitoring Selected from the pool
of districts previously desk monitored
One – four-day visit consisting of: Site visits to schools and
private schools Interviews with school
leaders and key district staff
Parent surveys Document review
ESEA Monitori
ng
CIP Budget
Narrative
Data Submissio
ns
Desk Monitorin
g
Onsite Monitorin
g
Technical Assistanc
e
Technical Assistance Visit Address issues of
concern Work directly with
district staff to make corrections and/or review corrective actions already implemented
Goal is to resolve all areas of non-compliance during the visit
ESEA Monitori
ng
CIP Budget
Narrative
Data Submissio
ns
Desk Monitorin
g
Onsite Monitorin
g
Technical Assistanc
e
Updated Monitoring Protocol Less evidence submitted to ODE prior to a
review Technical assistance focus Opportunities to capture good practices Recognizing everyone is super busy and
program monitoring shouldn’t rule your time before, during and after
Capturing Good Strategies Goal is to record and share strategies for
meeting requirements Effective, efficient, smart thinking and action Districts assist in sharing in the future Working on details of a plan
When will districts be monitored? Fall 2014
4 district onsite visits Technical assistance visits as needed
Winter 2015 10 districts desk monitored
Spring 2015 3-5 districts visited from among winter desk
monitored 15 districts desk monitored
Which programs are included? Title I-A – Funds to schools with high levels of
poverty Title II-A – Teacher quality Title VI-B (REAP) – Small, rural schools Title X – Homeless student education Equitable services to private schools
Which are completed separately? Title I-C – Migrant Education Title I-D – Programs for neglected and
delinquent students Title III – Education of ELLs Title IV-B – 21st Century Community Learning Title V-B – Charter Schools Federal programs in special education Federal programs in assessment
What to Anticipate Technical assistance before, during, and after
the review Level of satisfaction and feedback from
districts Other changes to streamline document
submissions, provide better technical support, and reduce burden on districts
Changes during the 2014-15 school year and beyond
How are the reviews conducted? Districts submit documents describing program
implementation Reviewers assemble for 4 days of document
reviews 3 – 5 ODE staff 5 – 7 knowledgeable contractors
Budget compared to expenditures Submitted materials reviewed for completeness Technical assistance opportunities identified and
documented
Which years are reviewed? Last year and current year for programs
funded in your district For 2015 both winter and spring, 2014-15 SY
and 2013-14 SY Budget narrative as currently available (ODE
provides this) Expenditures to date
New Requirements for Evidence
Not everything needs to be submitted to ODE just prior to monitoring
Our goal is to not ask for evidence already collected at ODE
Some standard paperwork requirements could be handled through assurances
ODE needs to review items that get to the heart of the program’s implementation and fiduciary accountability
How does monitoring work? District submits materials to ODE one to two
weeks prior to the review Review of program documentation (desk
monitoring) Follow-up report or plans for visit
Most districts receive report from monitoring 5-7 scheduled for follow-up visit with discussion but
no report
What should district staff prepare? Notebook for each program Tabs downloaded from ODE website Search www.ode.state.or.us for “ESEA
Monitoring” www.ode.state.or.us/search/page/?=1426
What happens after the review? ODE staff choose 3 – 5 districts for onsite
visit/review Those not visited will receive report of findings
from desk monitoring Those visited onsite will receive report of
findings after visitBut – we will work with you to clear as many issues as possible before issuing a finding.
How do onsite visits work? Coordinate with ODE lead for visit Submit new notebooks 2 weeks before visit Meet with the visiting team to discuss content
of notebooks and discuss programs Host 1 to 4 day visit depending on district size
What reports do districts get? Desk monitored districts receive oral report
during exit interviews following the desk monitoring
Onsite monitored districts receive oral report on last day of visit
Print report sent within 30 business days of monitoring
District response requested within 60 business days of receipt of report
Who do I contact?Russ Sweet, Federal Systems Team and Monitoring Lead
russ.sweet@state.or.us 503-947-5638
Ann Kaltenbach,Federal Systems Monitoring Support
ann.kaltenbach@state.or.us 503-947-5641
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