Consolidated District Reviews and Monitoring

Preparing for Desk Monitoring of Titles I-A, I-D, II-A, VI-B (REAP), and X

Summer 2013

Welcome! ODE’s objective in monitoring 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.

What to Anticipate Technical assistance before, during, and after

monitoring Level of satisfaction and feedback from

districts Other changes to streamline document

submissions, provide better technical support, and reduce burden on districts

Some changes will be during 2013-14 and some implemented the following year

Capturing Good Strategies Goal is to record and share strategies for

meeting requirements Effective, efficient, smart thinking and action Districts assist in the sharing in the future Working on details of a plan

Why does ODE monitor districts? 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

Will my district be monitored? 3-5 years after last monitoring Selected based on geography and time since

last monitoring Districts to be monitored announced each

spring

When will districts be monitored? Fall 2013

6 districts visited 26 districts desk monitored

Spring 2014 5-7 districts visited from among fall desk monitored 24 districts desk monitored

Fall 2014 5-7 districts visited from among spring desk

monitored 20 districts desk monitored

Which programs are included? Title I-A – Funds to schools with high levels of

poverty Title I-D – Programs for neglected and

delinquent students Title II-A – Teacher quality Title VI-B (REAP) – Small, rural schools Title X – Homeless student education

Which are completed separately? Title I-C – Migrant Education 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

How does monitoring work? 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

How are the reviews conducted? Districts submit notebooks describing program

implementation Reviewers assemble for 4 days of notebook

reading 8-10 ODE staff 17-20 knowledgeable contractors

Budget compared to expenditures Submitted materials reviewed for completeness Technical assistance opportunities identified and

documented

What should district staff prepare? Notebook for each program Dividers downloaded from ODE website Search www.ode.state.or.us for “ESEA

Monitoring” www.ode.state.or.us/search/page/?=1426

Which years are reviewed? Last year and current year for programs

funded in your district For 2013 both fall and spring, 2013-14 SY and

2012-13 SY Budget narrative as currently available (ODE

provides this) Expenditures to date

What evidence should I have? Materials called for in notebook tabs Announcements and sign-in sheets for

meetings, letters and other communication with private schools, staff assignment and utilization, etc.

Budget and expenditures

What happens after the review? ODE staff choose 5-7 districts for onsite

visit/review Those not visited will receive report of findings

from desk monitoring Those visited will receive report of findings

after visit

How do onsite visits work? Coordinate with ODE lead for visit Submit new notebooks 2 weeks before visit Meet with ODE/contractor staff to discuss

content of notebooks and discuss programs Host 1 to 5 day visit depending on district size

What reports do districts get? Desk monitored districts receive oral report

during exit interviews on last day of monitoring

Onsite monitored districts receive oral report on last day of visit

Print report sent within 30 days of monitoring District response requested within 60 days of

receipt of report

Who do I contact? Russ Sweet, ESEA District Support and

Monitoring Lead russ.sweet@state.or.us 503-947-5638