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

Three Categories of Evidence

Only submit those materials listed as Evidence to be Submitted.

Evidence Listed in the Checklist

Submit only evidence listed in this section

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