2015-16 results-based monitoring webinar – impacted leas september 17, 2015

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?

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