Subrecipient Monitoring FY15

of Education

Oklahoma State Department of Education

Office of Federal Programs Federal Programs

Office of Titles I, II, III, VI and X

Today’s Agenda

Monitoring Overview and ProcessWhat’s New - FY 2015 MonitoringConsolidated Monitoring of Federal ProgramsMonitoring Process and District PreparationDesk or Onsite MonitoringReview Monitoring Tool

Monitoring Overview

USDE requires that all LEA sub-recipients receiving federal funds participate in a monitoring process as an accountability component.

Federal grant monitoring enables SEAs to work collaboratively with LEAs by providing them with high quality technical assistance for fiscal and programmatic planning and implementation of all services provided for students, teachers, and principals, on behalf of their federally funded programs.

What’s New for FY-2015

Revised Consolidated Federal Grant Programs Monitoring Tool

A three-year monitoring cycle and LEA monitoring schedule (FY15 is the third year of the new three-year cycle)

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Programs To Be Monitored

Title I, Part A-Improving Basic Programs Operated by Local Education Agencies

Title I, Part C-Migrant Education Program Title I, Part D-Prevention and Intervention Programs for Children and Youth who

are Neglected, Delinquent, or At-Risk

Title II, Part A-Preparing, Training, and Recruiting High Quality Teachers and Principals

Title III, Part A-Language Instruction for Limited English Proficient and Immigrant Students

Title VI, Part B-REAP-Flex/RLIS Program

Title X, Part C-McKinney-Vento Homeless Education Program

Desk/Site Monitoring

LEAs will receive a notification from OSDE, via e-mail, that contains:

The Monitoring Tool A notification letter indicating whether the

LEA will be Desk or Site monitored A list of LEAs to be monitored and the

OSDE staff assigned to review their documents

Desk Monitoring

Districts will submit required monitoring tool and supportive documentation to OSDE via flash drive, by December 1, 2014.

OSDE staff will review the documentation and notify the districts whether they are compliant or not-compliant with the monitoring requirements.

Site Monitoring

Districts will submit required monitoring tool and supportive documentation to OSDE via flash drive, by December 1, 2014.

OSDE will confirm with the LEA the date of the site visit. Site visits will occur between October 2014 and April 2015.

Site Monitoring OSDE will interview district staff and visit school sites

to interview principals, parents, and other stakeholders as appropriate.

The LEA will be informally notified of potential compliance issues during the Exit Conference, which will conclude the site visit.

The LEA will be formally notified, after the site visit and review of the Monitoring Tool, whether they are compliant or not-compliant with the monitoring requirements.

Site Visit Overview

Personnel requested for visit conducted at central office:Federal Program CoordinatorLEA SuperintendentHomeless LiaisonELL CoordinatorNeglected Part A Program CoordinatorOther Relevant Staff

Personnel requested for visit conducted at school sitesPrincipal or designee of selected schoolsParent Involvement CoordinatorOther Relevant Staff

Document Organization Instructions

LEAs are required to submit the monitoring tool and supportive documentation for each applicable program on a flash drive labeled with the District Name and County/District Number.

Create a main folder on the flash drive, named FY2015 Consolidated Monitoring, and within this folder create individual folders for each applicable program (i.e. Overarching, Title IA, Title ID, etc.)

Name each document according to how it is referred to on the Required Documentation Checklist.

If the district uses more than one flash drive, number them in sequential order.

The LEA must provide ALL documents listed on the Required Documentation Checklist for the applicable programs.

Document Organization Example• Perfect City 99I099_FY15

– Overarching • Procurement Policy• Inventory List• Etc.

– Title I A• Parent’s Right to Know Letter• School Parent Compact• Etc.

Title I C• Service Delivery Plan (SDP)• Comprehensive Needs Assessment (CNA) • Etc.

• Title I D• Assessments Currently Used for Pre-/Post-Testing• Etc.

• Title II A• Equitable Distribution Plan

Federal Programs Monitoring Resource Toolkit

The “Federal Programs Monitoring Resource Toolkit” is available on the website along with the other Consolidated Monitoring documents.

This toolkit contains samples of many of the documents that are requested to be provided during the monitoring process.

The documents are divided into three categories – Plans, Letters, and Forms – along with a fourth section containing sections of USDE law outlining and explaining why the LEA is required to maintain, update, and disseminate these documents.

Accessing Monitoring Document Templates

Go to the OSDE website @http://ok.gov/sde/

Accessing Monitoring Document Templates

Select “Services” and then “Federal Programs”

Accessing Monitoring Document Templates

Select “Federal Programs Overview”

Accessing Monitoring Document Templates

Scroll down to the “Consolidated Federal Grants Program Monitoring” table

Key Points for FY15

LEAs are encouraged to begin working on the Monitoring Tool - reviewing requirements, answering questions, gathering documents – as soon as possible.

Because LEAs will have approximately 5 months to complete the Tool, there will be no extensions granted.

All Tools must be submitted by the deadline, with all applicable documents listed on the Required Documentation Checklist and all applicable “Indicators” sufficiently addressed with narrative statements, or the LEA will be determined to be Out-of-Compliance with Federal requirements.

Key Points for FY15 cont.

The Tool must be sent back to OSDE in the same format it was originally distributed to LEAs. The Monitoring Tool must be saved to the flash drive as an

MS Word document. It should not be converted to other formats (pdf, jpg, etc.) at

any time. The LEA should not password protect the document. The Tool should not be saved separately for individual

programs - Ex., the Title I, Part A section of the Tool saved as it’s own individual Tool.

Key Points for FY15 cont.

Only the Federal Programs Director or Superintendent should provide the narrative statements.

LEAs should discuss Federal Programs (purpose, use, requirements, etc.) with teachers and other staff. All staff in Schoolwide schools should be aware of what

Federal Program dollars are supporting in the school. LEAs should have Homeless policies in place, such as

“identification” guides, that all staff has been informed of/trained on.

Thank you for participating today.