pacts online tools adriana golumbeanu, loretta brown and randall richardson office of federal...

PACTS Online ToolsAdriana Golumbeanu, Loretta Brown and Randall RichardsonOffice of Federal Programs

PACTSProgram Audit and

Compliance Tracking System

PACTS

A four-tiered compliance monitoring system

To fulfill oversight responsibilities as required by the No Child Left Behind Act and ESEA

Monitors legal requirements

Agenda

PACTS Overview– Telephone – Onsite – Self Survey

PACTS– Resources and tools

Procedure for Monitoring the Three-year Cohort

All districts are randomly selected for compliance monitoring in a three-year cycle

Each year 1/3 of the districts receiving titles I,II-A, III, VIB, IDEA-B and ECSE funds are monitored.

Basic PACTS Framework

Telephone

Self Survey

Data Quality Review

Compliance Framework: Four-Tiered Approach

Review Criteria for Onsite

10% including the urban LEAs

receive an onsite if:

1) Are in Priority, Focus, Alert and SI status

2) Have an allocation greater

than $300,000

Telephone Survey Criteria

District Level leadership changes

Audit/Monitoring/CCIP issues

Random Selection/Last review

date/Consultant initiated

Self Survey Criteria

All LEAs in the cohort for the

present fiscal year must complete

PACTS Self Survey.If LEAs in the cohort do not complete the

Self Survey

they must do a Telephone Survey in

the following year

All users must have a SAFE account

The LEA OEDS-R administrator can give access.

All superintendents have the password to SAFE.

PACTS Self Survey

Self-evaluation: Access:

Click on PACTS once you log in to SAFE

PACTS

Access: Click on Audit and Compliance-Federal

Programs (PACTS-Federal)

Access: Overview

Access: Questions

Check the box to indicate the documentation

Telephone and Onsite

• Questions layout-like the Self Survey

• Schedule Tab

• Compliance Docs Tab-documentation

required (red asterisk for the Telephone Survey)

• Onsite-more extensive than the Telephone

Technical Assistance

• TA if items are completed but not meeting requirements

• Many times-deadlines, make sure to check

Noncompliance

• If items are not compliant- red

• Issues/Caps items are created

• The LEA will have to create a Corrective

Action Plan and submit it to PACTS

• Follow-up with a Telephone Survey the next year

Compliance Tools Review

• CCIP application• Telephone Survey Document• Onsite Review Document• CCIP Notes• Consultant Checklist

PACTS Support Materials: in the CCIP, Document library

Identify Key Staff

Leadership

Staff

Federal Programs Consultant

Key Contact

Questions

Interview arrangements

Document requests

Logistics

What to Share

LEA parent involvement policy

School parent involvement plan

School-Parent Compact

What to Share

Annual Meeting

Parents Right-to-Know

What NOT to Share

Student Identification

Do not upload large documents (financial/fiduciary, HQT worksheets for all teachers/tutors/paraprofessionals), etc.

Any large documents should be kept available on site

PACTS Documentation

Create a folder for each category

Provide letters, surveys, data or assurances needed to comply with the criteria

Review the PACTS document requirements

PACTS Documentation

How long should the documents be kept?

3 years

What documents should we keep?

E.g. Comparability reports (knowledge management/institutional memory)

Where should the documents be kept?

District and school offices

Non Public

Make sure to:

Collect evidence of consultation

Review process and collect all contracts for services provided to non-public schools

Goods and services procurement is at the district level.

Collaborate

Some regions have meetings and share best practices, review materials, programs, documentation strategies, or navigation techniques for federal programs.

Organize your documents and materials.

Prep The PrincipalsMake sure that the Principal understands Title I requirements and is able to articulate program design and implementation.

Title I was not built in a dayPrincipals should embrace the ideology of Title I requirements and effectively implement the program to benefit the students.

Ask questions

If you do not understand what is needed ask clarifying questions

PACTS Findings

HQT

Parent Right to Know

Fiscal – Equipment and Time

and Effort– Procurement

Technical Assistance

What are the gaps in the program and how better understanding can remedy gaps

Corrective Action

Steps to be taken and required actions

What to submit to ODE

What happens next

Questions?

education.ohio.gov

For More Information

Social Media

@OHEducation

ohio-department-of-education

Ohio Families and EducationOhio Teachers’ Homeroom

OhioEdDept

storify.com/ohioEdDept