2015-16Results-based Monitoring

Webinar – Impacted LEAs

September 17, 2015

Consolidated Planning & Monitoring

Eve CarneyExecutive Director

Eve.Carney@tn.gov

District Selection Risk Analysis

District Selection: Risk Analysis

• Designed to target departmental support where most needed

• An annual risk analysis identifies which LEAs are perceived to be at-risk based on various IDEA and ESEA indicators (programmatic, fiscal, administrative, and achievement)

• The programmatic risk analysis is weighted differently for program monitoring and fiscal monitoring.

District Selection: Risk Analysis

• There is often considerable overlap between program and fiscal risk, so many LEAs will receive both program and fiscal monitoring.

• Two LEAs, not identified through the risk analysis, are randomly selected for results-based and fiscal monitoring.

District Selection: Risk Analysis Indicators

• Categories included in the 2015-16 risk analysis:– Fiscal – Personnel – Monitoring, Audit & Compliance– Reporting Deadlines– Complaints & Hearings (with actual findings)– Student Outcomes– Additional Risk Concerns

• ESEA Programs• IDEA Programs• Fiscal

Results-based Monitoring Process

Monitoring Documents

• Documents are located on ePlan in the LEA Document Library / 2016 folder under:– Results-Based Monitoring for IDEA & ESEA Programs

Documents– Joint Fiscal Monitoring Documents

• Required documentation is uploaded prior to onsite visit.– There is a document list for results-based and one for fiscal– See “Monitoring Documents List” (under appropriate folder)– Upload required documents under appropriate document

links

• Many documents are reviewed on-site but no extra copies of documentation are expected.– See “Monitoring Documents List” for documents required on-

site for review during visit

Monitoring Process Overview

• Why a results-based monitoring tool? – Shifts focus from compliance to program effectiveness– Encourages collaborative conversations around district

programs– Provides a better understanding of successes and challenges

• How is the results-based monitoring tool organized?– Based on factors influencing student outcomes– Combines IDEA & ESEA monitoring items– Adds an Improvement Plan focusing on suggested strategies

to increase student outcomes – Includes a Compliance Action Plan

Monitoring Team

• Who is the Monitoring team? – Lead: CPM Regional Consultant – CPM Regional Consultant– Staff representing Special Education and other critical

subgroups and other areas (EL, non-public, etc.)– Fiscal consultants when needed– CPM Nashville staff when needed

Monitoring Process Overview

• Step 1. TDOE identifies LEAs based on risk and notifies selected LEAs

• Step 2. Data collection – TDOE gathers assessment and growth data on districts and

schools by proficiency levels, subjects and subgroups (SWD, ED, etc.)

– TDOE reviews LEA consolidated application and budget for ESEA and IDEA

– TDOE reviews LEA strategic plan– TDOE requests LEA upload specific items

Monitoring Process Overview

• Step 3. TDOE selects schools based upon school assessment results and other factors– At least two schools are selected for a two hour onsite visit– Additional sites such as a preschool, non-public school, or

program maybe also be selected

• Step 4. Phone call between TDOE and LEA to explain the process and clarify expectations– TDOE wants to see and hear about day-to-day procedures– LEA and School interviews– Note: Preparing boxes of information is not necessary– Agenda is negotiated with the LEA

Monitoring Process Overview

• Step 5. TDOE conducts an on-site visit for approximately 3.5 days– Entrance meeting (approximately one hour) with the district

leadership and other relevant staff to review district strategic plan, initiatives, best practices, challenges, etc.

– Meetings with ESEA Director, IDEA Supervisor, and program staff

– School visits– Time slots for TDOE to write comments and final report (at

least two)– Review and modify final report with ESEA Director, IDEA

Supervisor – Exit conference with LEA leadership

Monitoring Process Overview

• Step 6. While on-site TDOE completes written comments, improvement plan, and compliance action plan; the LEA status letter is sent after the visit– Prior to the exit conference, the results-based monitoring

comments are drafted – The exemplary practices, improvement plan and compliance

action plan are revised in the exit conference (suggestions from the LEA are incorporated into the final document)

– TDOE supervisory staff approved the monitoring document– Letter indicating Closed or Incomplete status is sent to the

LEA

Monitoring Process Overview

• Process relies heavily on interviews with LEA staff and listening to their procedures, best practices, and challenges.

• School site visits are conducted by meeting with the principal and school leadership then walking through classrooms and parts of the building.

Monitoring Process Overview

• TDOE drafts all comments, improvement recommends, and compliance action plan while in the district.

• An on-site exit conference to review the completed written monitoring instrument with LEA leadership.

Results-based Monitoring Document

Results-based Monitoring Document

• How is the results-based monitoring tool organized?– Based on and organized by factors influencing student

outcomes– Combines IDEA & ESEA monitoring items– Adds an Improvement Plan focusing on suggested strategies

to increase student outcomes – Includes a Compliance Action Plan

Major Sections of the Monitoring Document

• Quality Leadership

• Effective Teachers

• Instructional Practices

• Climate and Culture

• Parent and Community Involvement

• Appendices

• Practices, Improvement & Compliance Action Plan

Quality Leadership

Effective Teachers

Instructional Practices

Climate and Culture

Parent and Community Involvement

Practices, Improvement & Compliance Action Plan

MonitoringContact

Information

Regional Consultants – Contact Information• CPM Regional Consultants

1) Corey CurrieCorey.Currie@tn.gov (731) 234-5417

2) Janet (Michelle) MansfieldJanet.Mansfield@tn.gov (731) 225-3627

3) Bridgett CarwileBridgett.Carwile@tn.gov (615) 626-3466

4) Courtney WoodsCourtney.Woods@tn.gov (615) 864-5471

5) Deborah Thompson Deborah.Thompson@tn.gov (615) 864-5162

6) Jacki WolfeJacki.Wolfe@tn.gov (423) 262-3296

• Finance Regional Consultants1) Cindy Smith

Cindy.Smith@tn.gov (731) 571-4548

2) Brad DavisBrad.Davis@tn.gov (615) 308-3616

3) Robert (Rob) MynhierRobert.Mynhier@tn.gov (615) 253-4842

4) Brian RunionBrian.Runion@tn.gov (931) 488-3050

5) Dustin WinsteadDustin.Winstead@tn.gov (865) 253-5821

6) Jackie Broyles Jackie.Broyles@tn.gov (423) 283-1431

Questions

Questions?

FRAUD, WASTE or ABUSE

Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.

NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any

activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline:

1-800-232-5454

Notifications can also be submitted electronically at:

http://www.comptroller.tn.gov/hotline