ESEAAct 807 ACSIP Arkansas Department of Education Division of Public School Accountability Federal amp State Monitoring Unit John Hoy Assistant Commissioner Willie Morris Director Wes Whitley Coordinator ID: 373977
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Financial and Programmatic MonitoringESEA/Act 807ACSIP
Arkansas Department of Education Division of Public School AccountabilitySlide2
Federal & State
Monitoring Unit
John Hoy, Assistant Commissioner
Willie Morris, Director
Wes Whitley, CoordinatorBarbara Means, MonitorCharles Nowak, MonitorWendy Reed, MonitorSlide3
Act 807
State of Arkansas 86th
General Assembly Regular Session, 2007
2.0 Purpose:
2.01 - To expand monitoring and implementation of school improvement plans (i.e., ACSIP) by the Department of Education2.02 - To monitor the use of “Instructional Facilitators”2.03 - To ensure statutory compliance
2.04 - To provide technical assistanceSlide4
Purpose of Monitoring –
The Department will periodically monitor each LEA (district) and selected schools to determine if the district is in compliance regarding the implementation of ACSIP. A team of monitors shall conduct a site visit to:
Determine whether the evaluation conducted by the public school/LEA was conducted properly;
Assess the areas in which the school or LEA needs to revise its plan;
Review the school/LEA’s performance during the preceding two years, including the documented academic performance of its students;Review the use of public school funding under the Public School Funding Act of 2003, Ark. Code 6-20-2301 et. Seq. (i.e., Categorical Funding).Slide5
Monitoring Cycle
6 year cycle
45
Districts Scheduled2013-2014 School Year (Oct – May)Slide6
Prior to On-site Visit -
The LEA will receive the following:
An e-mail/phone call announcing the visit
Registered Letter of Notification – This letter will include a list of schools that will be monitored
Monitoring Guide (checklist) and Protocol Confirmation of dates and schedule of eventsThe LEA (Superintendent or designee) will ensure that all documentation is organized, readily available, aligned to the monitoring guide and consistent by section and subsection.Contact us if you have any questions or concerns.Slide7
Visit
Start Time 9:00 a.m.
Visit conducted at central office
All documentation (school/district) will be examined at the central office
Monitors will interview LEA staff and review evidence to verify Federal/State complianceStaff to have at meeting:Federal Program CoordinatorPrincipal or designee of selected schools (found in the Notification Letter)Parent Involvement CoordinatorHomeless
Liaison
ALE-ELL Coordinator
Neglected Part A Program Coordinator
Other Relevant
Staff
School visits conducted (as applicable)Slide8
Exit Conference with LEA
An informal meeting with LEA designees will be held to summarize:
Monitoring activities
Potential findings
RecommendationsTimelines for developing the monitoring reportSlide9
Post-visit Protocol
Written Preliminary Monitoring Report
20 Days (from the date of the Exit Conference)
LEA Response30 Days (from receipt of SEA Preliminary Report)Final Report from ADE60 Days (from the date of the Exit Conference)Slide10
Programs To Be Monitored -
State Programs
Federal Programs
Alternative Learning Environments (ALE)
National School Lunch Act (NSLA)
English Language Learners (ELL)
Professional Development (PD)
Title I
Title IIA
Title III
Title VI (State & Federal)
Title XSlide11
Financial and Programmatic Monitoring Guide -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
Legal Requirement(s)
(Rules, Laws and Statutes)Slide12
Financial and Programmatic Monitoring Guide (cont.) -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
Compliance Indicator(s)
(The answers to these questions will determine the level of compliance)Slide13
Financial and Programmatic Monitoring Guide (cont.) -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
Monitoring Guide Key
Implemented
(I) – Compliance with all indicators
Implementation in Progress
(IP) – Scholastic Audit and New Interventions/Actions
Partially Implemented
(PI) – Recommendations
Not Implemented
(NI) – Findings
Not Applicable
(NA)Slide14
Financial and Programmatic Monitoring Guide (cont.) -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
Potential Evidence
(Documentation of the Compliance Indicators)Slide15
Financial and Programmatic Monitoring Guide (cont.) -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
The
Financial and Programmatic Monitoring Guide
Section Titles and NumbersSlide16
Financial and Programmatic Monitoring Guide (cont.) -
SECTION I: PROGRAM PLAN AND EVALUATION
Legal requirement(s)
Compliance indicator(s)
Samples of potential evidence
I-1
D
The local education agency (LEA) has approved a comprehensive school improvement plan, which includes appropriate program goals, evaluations, budgets and assurances. The LEA ensures that all required parties are consulted in the planning, development, and implementation of the programs and activities as indicated in the ACSIP.
§1112(d)(1), §3113(b),
§4115(A)(1), §5133(b)(1)
Edgar 80.42(a) ), §2122(b), §3113(b),
§4115(A), §5133(b)
Does the evidence verify that the LEA utilized a planning team of stakeholders in the development of the Arkansas Comprehensive School Improvement Plan (ACSIP)?
Minutes, Sign-in sheets (including position/title), Agendas
Documentation of Board approval (Board minutes and signed statement of assurance)
I
IP
PI
NI
NA
District and/or School
(where the record keeping should originate)
Slide17
Common Findings
and examples-
Supplement vs. Supplant
CSR
Incomplete Planning Meeting EvidenceIt is recommended that all meetings should be accompanied with agendas, sign-in sheets denoting names and positions, and minutes for each meeting. In addition, meeting agendas in which federal programs planning is conducted must be unique to the entitlement. Meeting agendas which only describe ACSIP as the topic, fail to meet the requirements necessary for specific planning requirements of entitlement law. Meetings should reflect that topics such as Title I Schoolwide, data, program research etc. are being discussed.
Adequate evidence that parents have been involved in entitlement program planning
All required planning meetings involving parent participation should be accompanied with sign-in sheets denoting the parent names. It is a requirement of federal funds grantees that parents participate in all stages of program planning and that documentation is archived by the LEA to support parent involvement
.Slide18
COMMON FINDINGS
and examples CONT’D
Homeless list
FINDING (
NI): A review of LEA records indicated that the LEA had no policy, procedures, or guidelines for identifying, enrolling, and addressing the educational needs of homeless children and youth. It is noted that the LEA had made a fund reservation of Title I, Part A funds for Homeless. CORRECTIVE ACTION: The LEA must remit to the Office of Federal and State Monitoring copies of procedures and guidelines for identifying and enrolling homeless children. These policies must provide assurance that homeless children have access to activities and programs that address their educational needs and do not inhibit comparable services to students so identified.ADE Schoolwide approval lettersFINDING: On the day of the visit, the LEA was cited with a finding of partially implemented (PI) for Section II-1. During a review of the LEA’s documentation, it was discovered that the district did not have a Schoolwide approval letter from the ADE. Currently the LEA is operating Title I Schoolwide Projects at both of its campuses. CORRECTIVE ACTION: The LEA must contact the Federal Programs Unit of the ADE
and
secure the necessary approval letter for the operation of a Title I Schoolwide Project. Once this authorization letter has been received, a copy of it must be forwarded to the Federal and State Monitoring Unit. This authorization will verify that the Federal Programs Unit of the ADE has reviewed all relevant requirements pertaining to the LEA’s status as a Title I schoolwide and will satisfy aforementioned area of non-compliance
.Slide19
COMMON FINDINGS and examples CONT’D
Excessive district fund reservations
The district ACSIP as written gives the false appearance of reservation of funds at the district level. The district is advised to allocate all supplemental funds to schools and only place in the district ACSIP an amount that is reasonable and necessary to administer the program.
Incomplete
equitable services documentationThe District has made contact with four Private Schools to notify each of the rights of students and teachers to benefit from federal entitlement funds; however, the contact was not timely. Each of the four private schools was contacted by certified mail on August 23, 2011. Private schools choosing to participate were therefore unable to complete the consultations necessary to begin an educational program in a timely fashion. The LEA was counseled regarding the timeliness of their responsibility in contacting private schools and will ensure that in the future the notices to private schools will be conducted each spring in order that sufficient time will exist to adequately consult and plan for programming. Slide20
COMMON FINDINGS and examples CONT’D
School
level compliance
reviewUnallowable expenditures (peer review)It is recommended that the district establish (or re-visit) a systematic internal control process for allowable costs and programmatic restrictions for entitlement funds. As the grant recipient, it is the district’s responsibility to review all entitlement expenditures for allowable uses prior to submission of the ACSIP to the SEA.A review of Title I expenditures in the district plan revealed unallowable expenditures for administrative conferences. The district was advised to reimburse Title I for the amount of these conferences, and pay for those conferences with an allowable funding source.
The LEA must continue to review actions in the ACSIP that contain NSLA funds. NSLA funds are restricted use funds and all expenditures are subject to the restrictions found in the Rules for Special Use Funding (revised June 2011).
During the on-site review of the Expenditure Audit Trail for Title I Funds it was observed that Title I funds had been used to reimburse expenditures for Quiz Bowl activities. The LEA was informed at that time that the use of Title I funds for this activity is not allowable. Slide21
Closing -
The six-year monitoring list was modified to make sure that no district would have a Standards Monitoring and a Federal/State Monitoring within the same school year.
The items listed below were revised and released in a Commissioner’s Memo and are posted on the ADE website:
Six-Year Monitoring Schedule
2013-2014 Monitoring Schedule2013-2014 Monitoring Protocol2013-2014 Monitoring Guide2013-2014 Training PowerPoint
2013-2014 Training Schedule
2013-2014 Training AgendaSlide22
Contact Information -
Willie Morris (501)682-4472Willie.Morris@arkansas.gov
Wes Whitley (501)682-4389
Wes.Whitley@arkansas.gov
Charles Nowak (501)682-5295Charles.Nowak@arkansas.govBarbara Means (501)682-2259Barbara.Means@arkansas.govWendy Reed (501)682-1188Wendy.Reed@arkansas.govSlide23
Resource Information
Please see the new Arkansas Dept. of Ed Website for additional information.
Use the following links:
ADE Divisions
Public School Accountability Federal/State Monitoring