Results-based Monitoring

2015 ESEA Directors Institute

August 27, 2015

Consolidated Planning & Monitoring

Eve CarneyExecutive Director

Eve.Carney@tn.gov

Overview

Results-based Monitoring

Purpose: To monitor and support districts in the implementation of IDEA & ESEA programs that improve outcomes for students, while recognizing continuous improvement is necessary.

• Shifting our focus from COMPLIANCE to PERFORMANCE

Continuous Cycle of Improvement

Results-based Monitoring Process

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

Process Overview

• 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. On-site visit 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 visit schedules– 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. Written Comments, Improvement Plan, Compliance Plan and LEA Letter– Prior to the exit conference, the results-based monitoring

comments are drafted – The Improvement Plans and Compliance Action Plans are

finalized in the exit conference (suggestions from the LEA are incorporated into the final document)

– Letter indicating Closed or Incomplete status is sent to the LEA within two weeks

Monitoring Process Overview

• Required documentation is uploaded prior to onsite visit.

• Many documents reviewed on-site but no copies of documentation are expected.

• Process relies heavily on interviews with LEA staff and listening to their procedures 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 plans and compliance action plans while in the district.

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

Major Sections of the Monitoring Tool

• Quality Leadership

• Effective Teachers

• Instructional Practices

• Climate and Culture

• Parent and Community Involvement

• Appendices

Exemplary Practices, Improvement Recommendations & Compliance Action Plan

Monitoring Documents on ePlan

• 2015-16 Monitoring documents will be located on ePlan in the TDOE Resources / 2015-16 folder

• For districts being monitored, documents will be located on ePlan in the LEA Document Library / 2015-16 folder under:– Results-Based Monitoring for IDEA & ESEA Programs

Documents– Joint Fiscal Monitoring Documents

District Selection Process

District Selection: Risk Analysis

• Designed to target TDOE support where most needed

• IDEA & ESEA monitoring selection based on risk analysis– IDEA & ESEA indicators considered with more weight for

program monitoring– Fiscal indicators considered with more weight for fiscal

monitoring

TDOE may add additional on-site reviews on an as-needed basis

• Informational Webinars to be scheduled for LEAs selected for monitoring

District Selection: Risk Analysis

• An annual risk analysis identifies which LEAs are perceived to be at-risk based on various indicators.

• The risk analysis includes programmatic, fiscal administrative, and achievement components of both IDEA and ESEA.

• 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.

2015-16 IDEA & ESEA Results-based & Joint Fiscal Monitoring

Tennessee Department of EducationConsolidated Planning & Monitoring / CFO – Office of Local Finance

ASD

Jefferson

Davidson

Fayette Hamilton

Weakley(Random

)

Knox Sevier

Manchester(Focus)

MurfreesboroMaury

Shelby

HancockDCS

(Special)

Madison

* *

* *

*

* ** *

* * * *

** *

* *

* *

** *

Newport (Focus)

*

* **

Overton(Random

)

* *Putnam*

Bradley

*Lewis

*

Maryville

*

DOC(Special

)

~ Random SelectionCPM & CFO Regional Consultant Map Attached

CPM & Finance Regional Consultants District Map

LAKE

OBION WEAKLEY

DYER GIBSON

LAUDERDALE

HAYWOOD

FAYETTE

CROCKETT

BENTON

SHELBY

TIPTON

HENRY

CARROLL HUMPHREYS

HENDERSONMADISON

HARDEMAN McNAIRY HARDIN

HOUSTON

STEWARTROBERTSON

MONTGOMERY

DICKSON

CHEA

THAM

PERRY

HICKMANWILLIAMSON

DAVIDSON

MAURY

LEWIS

WAYNE LAWRENCE

MARSHAL

L

GILES

SUMNERMACO

NTROUSDA

LE

WILSON

RUTHERFOR

D

BEDFORD

LINCOLN

SMITH

DEKALB

WHITE

PUTNAM

JACKSON

CLAY

CANNON

COFFEE

FRANKLIN

MO

OR

E

PICKETT

OVERTON

FENTRESS

CUMBERLAND

BLEDSO

E

WARREN

VAN

BUREN

GRUNDY

SEQUATCH

IE

MARION

SCOTT

MORGAN

CAMPBELL

ROANE

LOUDON

RHEA

HAMILTO

N BRADLE

Y

McMINN

POLK

MEI

GS

MONROE

BLOUNT

SEVIER

KNOXANDERSO

N

CLAIBORNE

GRAING

ER

JEFFERSON

HANCOC

K HAWKINS

SULLIVAN

JOHNSO

NCARTE

R

UNICO

I

HAMBLE

NGREENE

COCKE

WASHIN

GTO

NUNIO

N

Corey Currie, CPMCindy Smith, Fiscal

Michelle Mansfield, CPMBrad Davis, Fiscal

Bridgett Carwile, CPMRob Mynhier, Fiscal

Courtney Woods, CPMBrian Runion, Fiscal

Deborah Thompson, CPMDustin Winstead, Fiscal

Jacki Wolfe, CPMJackie Broyles, Fiscal

120 Chester200 Decatur240 Fayette350 Hardeman360 Hardin380 Haywood390 Henderson

391 Lexington (PK-8)

490 Lauderdale550 McNairy570 Madison 680 Perry792 Shelby

793 Arlington796 Germantown794 Bartlett798 Millington795 Collierville797 Lakeland

840 Tipton

960 West TN School for Deaf

030 Benton090 Carroll

092 Hollow Rock- Bruceton

093 Huntingdon094 McKenzie 095 South Carroll097 West Carroll

170 Crockett171 Alamo (PK-6)

172 Bells (PK-5)

230 Dyer231 Dyersburg City

275 Gibson271 Humboldt City272 Milan SSD273 Trenton274 Bradford SSD

400 Henry401 Paris SSD (K-

8)

420 Houston430 Humphreys480 Lake660 Obion

661 Union City810 Stewart920 Weakley

985 ASD

110 Cheatham140 Clay180 Cumberland190 Davidson 210 DeKalb220 Dickson250 Fentress440 Jackson560 Macon630 Montgomery670 Overton 690 Pickett710 Putnam740 Robertson800 Smith830 Sumner850 Trousdale930 White950 Wilson

951 Lebanon SSD (PK-8)

 

970 Dept. of Children’s Services971 Dept. of Corrections963 TN School for the Blind961 York Institute (9-12)

020 Bedford040 Bledsoe080 Cannon160 Coffee

161 Manchester (PK-8)

162 Tullahoma260 Franklin280 Giles310 Grundy410 Hickman500 Lawrence 510 Lewis520 Lincoln

521 Fayetteville 580 Marion

581 Richard City 590 Marshall600 Maury640 Moore750 Rutherford

751 Murfreesboro (PK-6)

770 Sequatchie880 Van Buren890 Warren910 Wayne940 Williamson 941 Franklin SSD (PK-8)

010 Anderson 011 Clinton (PK-6)

012 Oak Ridge

050 Blount 051 Alcoa City 052 Maryville 060 Bradley

061 Cleveland070 Campbell330 Hamilton530 Loudon

531 Lenoir City

540 McMinn541

Athens City (PK-9)

542 Etowah City (K-8)

610 Meigs620 Monroe

621 Sweetwater (PK-8)

650 Morgan700 Polk720 Rhea

721 Dayton City (PK-8)

730 Roane760 Scott

761 Onieda

100 Carter 101 Elizabethton

130 Claiborne150 Cocke

151 Newport City (K-8)

290 Grainger300 Greene

301 Greeneville

320 Hamblen340 Hancock370 Hawkins

371 Rogersville (K-8)

450 Jefferson460 Johnson County470 Knox

780 Sevier 820 Sullivan

821 Bristol 822 Kingsport

860 Unicoi Co870 Union Co900 Washington 901 Johnson City

964 East TN School for Deaf

Central Time Zone Eastern Time Zone

Revised 8/17/2015

CHESTE

R

DEC

ATU

R

1 2 3 4 5 6

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

QuestionsFeedback

TASL Credit Keyword

Questions?

Feedback Survey

• At the end of each day, please help us by providing feedback.

• Today, please use the survey link below.

– https://www.surveymonkey.com/r/2015-ESEA-Aug-27

TASL Credit

• In order to receive 14 TASL credits for the 2015 ESEA Directors Institute, the participant must attend two full days, August 26 – 27.– Partial credit cannot be earned.– Use the form provided at the back of the agenda to collect

keywords throughout the conference. – After the conference, go online to https://

www.surveymonkey.com/r/2015-ESEA-TASL and enter your information.

• You will not receive credit if you do not complete the online form by September 4, 2015.

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