Monthly Conference Call May 14, 2015 - PowerPoint Presentation

Slide1

Monthly Conference CallMay 14, 2015Slide2

Agenda

Welcome

GayeLeia

King

Fiscal Review and

Correction

of Findings

Sandra

Poolaw and Laura

Tsosie

DPA

Updates

Supplemental Programs Unit

GayeLeia

King

McKinney Vento

Valerie

Todacheene

Special Education

Special

Education Staff

Data Unit

Maureen

Lesky

ADI

Pam

Sheley

Regional Updates

ADD Navajo

Emily

Arviso/Cheryl Quimayousie

ADD BIE Operated Schools (West)

Cheryl Johnson, Verla Laplante, Ethel

Davis

, and Reanna Albert

ADD

Tribally Controlled Schools (East)

Margaret Claymore/Charmaine Weston

Next NS Call – June 11,

2015Slide3

Fiscal Review and

Correction

of

Findings

ESEA Fiscal

Accountability Action

Plan

IDEA Correction of FindingsSlide4

Task A.2.1

: The BIE will implement a fiscal monitoring system to ensure that BIE-Operated Schools and Tribally Controlled schools are ensuring the appropriate use of ESEA program

funds.

Milestone

A.2.1.1:

Implement the fiscal monitoring procedures developed and piloted in SY 2013-14

.Milestone A.2.1.2: Issue fiscal monitoring reportsMilestone A.2.1.3: Ensure timely correction of findings of non-compliance identified in fiscal monitoring reportsMilestone A.2.1.4:  Ensure verification of correction of non-compliance related to fiscal requirements for which no written findings are issued.

2.1 The SEA

conducts

monitoring of its

subgrantees

sufficient to ensure compliance with Title I program requirements. [§9304; §80.40 of EDGAR

]

3.4 Fiscal Requirements: Maintenance of Effort,

Comparability

, Supplement not Supplant, Internal Controls and Reporting.Slide5

School

City

StatE

Type

ADD-Region

DPA

Lead/Team

Administration

Staff

External Consultant

DATES

Cove Day School

Red Valley, AZ

BIE

Navajo

Sandra Poolaw

Connie Albert

Kimberly Garcia

Arlene Calvert-Routt

Nico Inocencio

12/10-11/ 14

Greasewood Springs Community School

Ganado, AZ

Grant

Navajo

Sandra Poolaw

Connie Albert

Franda Flyingman

Kimberly Garcia

Nico Inocencio

1/14-15/ 15

To’hajiilee Community School

To’hajiilee

, NM

Grant

Navajo

Laura Tsosie

Sandra Poolaw

Franda Flyingman

Arlene Calvert-Routt

 Vanda Cervantes

Nico Inocencio

1/ 28-30/15

Hopi Day School

Kykotsmovi, AZ

Grant

West

Sandra Poolaw

Laura Tsosie

Franda Flyingman

Kimberly Garcia

Vanda Cervantes

Nico Inocencio

2/3-4/15

Hotevilla-Bacavi Community School

Hotevilla, AZ

Grant

West

Laura Tsosie

Sandra Poolaw

Franda Flyingman

Kimberly Garcia

Vanda Cervantes

Nico Inocencio

2/5-6/15

3/24-25/15

Moencopi Day  School

Tuba City, AZ

Grant

West

Laura Tsosie

Sandra Poolaw

Franda Flyingman

Kimberly Garcia

Vanda Cervantes

Nico Inocencio

3/26-27/15

Ch'ooshgai Community School

Tohatchi, NM

Grant

Navajo

Connie Albert

Sandra Poolaw

Franda Flyingman

Vanda Cervantes

Arlene Calvert-Routt

Nico

Inocencio

4/21-22/15

Yakama Nation Tribal School

Toppenish, WA

Grant

West

Sandra Poolaw

Laura Tsosie

Franda Flyingman

Kimberly Garcia

Arlene Calvert-Routt

Nico Inocencio

4/7-9/15Slide6

STEp

1 -

select

LEAs/schools for Fiscal Review and

Verification

1

Purpose: To identify LEAs/schools that will receive onsite Fiscal Reviews. [The implementation of the Fiscal Reviews that will meet fiscal monitoring requirements in accordance with the Elementary and Secondary Education Act (ESEA), Public Law 107-110 and Individual with Disabilities Act 2004 (IDEA2004)], and

to

provide targeted Technical Assistance

that may ultimately build capacity

of LEA/school staff and stakeholders that may assist in effective use of funds intended for increasing student achievement.

1

Schools are currently identified by Special Education Programs’ Risk Levels. Determining risk levels and risk

management

should

be a coordinated effort that ensures all relevant entities within BIE take an active role in identifying, evaluating, monitoring, and

protecting

the physical, financial and human assets. Slide7

step 2 - Preparation activities

Purpose

:

To

enable the Fiscal Review Team

to

become more familiar with the LEA/ school through an objective review and analysis of program and fiscal data that will allow the Team to facilitate an unbiased discussion on those data relative to federal funding intended to be used for increasing student achievement, and begin identifying Technical Assistance needs and data-driven solutions with an intent to build capacity of the LEA/school staffSlide8

step 3 - Pre-Site

Visit

Webinar

Purpose

:

To

engage the LEA/school in a rich conversation about their data and provide an objective analysis of those data via webinar and to provide guidance that will assist the LEA/school in preparing for the onsite review and verificationSlide9

Step 4

-

oNSITE

Fiscal Review

and verification

Purpose: To create a collaborative, technical assistance approach to monitoring that ensures LEAs/schools meet fiscal requirements in accordance with the Elementary and Secondary Education Act (ESEA), Public Law 107-110 and Individual with Disabilities Act 2004 (IDEA2004), and facilitates an impartial verification of financial processes, use of funds,

and internal

controls.Slide10

step 5 - Exit Meeting

2

Purpose

:

To

provide immediate feedback of the Fiscal Review and Verification, a summary of findings, and deliver targeted Technical Assistance that will support the LEA/ school to address preliminary findings, and to build capacity of LEA/school staff and stakeholders that will enable them to understand intent of ISEP, ESEA and IDEA programs and funds

.

[

Stakeholders

include teachers, administrators, parents, school boards, tribal officials, and tribal community members].

1

Although

the Exit Meeting is an element of the Onsite Fiscal Review and Verification, it is a key to the overall process since it emphasizes the Technical Assistance aspect of the process and will be treated as an individual component of the process.Slide11

step 6 - Follow-up technical Assistance

Purpose

:

To

provide technical assistance that will enable LEAs/schools to correct findings that may be resolved promptly if addressed prior to issuing a final report.Slide12

step 7 -

Final

Report

Purpose

:

To

provide a written report that includes formal findings and provides corrective actions This component will be discussed in more detail in the Quarter 4 report.Slide13

step 8 - corrections of

findings

Purpose

:

To

track and ensure timely corrections that may serve to improve effectiveness and efficiency of operations, increase reliability of financial and management reporting, address compliance with laws and regulations, and safeguard of assets.Slide14

Correction of Findings for Elementary and Secondary Education Act (ESEA)

Fiscal Accountability Action Plan in Native StarSlide15

ESEA CORRECTION OF FINDINGS LEA/School

Responsibilities

(tracked

in Native Star)

Complete

the

Fiscal Accountability Action Plan (FAAP) in NS within 30 days of receipt of final report. Fill out LEA/School informationFill in the blanks for a) Finding, b) Identified Root Cause, c) Compliance Action Required, d) Documents to Verify Correction, and e) Target Completion DateSend for review by Regional Staff for approvalComplete required compliance actions as outlined in the approved FAAP within 1 year (sooner is better).Upload documentation of compliance into the Native Star Document Upload folder named “Fiscal Accountability Action Plan Documentation”Update Status (Not Started, In Progress, Completed) and fill in the Date that the action(s) is/are completed through FAAP in Native Star Slide16
Slide17

Enter appropriate information into the blocks

Check the appropriate checkboxes

Enter the date the plan is completedSlide18

Administrator/Principal or Process Manager :

Fills in the

Finding

block using your Fiscal Review Final Report.

F

ills in the

Identified Root Cause block based on the Leadership Team’s analysis & response.Fills in the Compliance Action Required block based on the Final Report and the Leadership Team’s review.Fills in the Documents to Verify Corrections block and uploads appropriate documents in the document upload.Administrator/Principal Provides a realistic date as the

Target Completion Date

Leadership Team

Identifies the Root Cause of noncompliance for each finding.

Verifies the Compliance Action Required outlined in the final report and adds any specific tasks necessary to address the specific noncompliance and the root cause.

Identifies documentation necessary to verify correction of noncompliance Slide19

LEAs/Schools may use buttons:

To

Save

as they work

To

Close

(after saving) to work on later

To

Save and Preview

the plan to gauge if they are ready submit or need more work

To Save and Send for Review

when you have completed

Administrator/Principal or Process Manager :

Checks the applicable

Status

checkbox.

Enters the date the action was completed.Slide20

ESEA CORRECTION OF FINDINGS Regional

Staff Responsibilities

Review

the LEA’s/school’s

Fiscal Accountability Action Plan

(FAAP) in Native Star

(same process)Provide written feedback with recommendations for revisions if necessaryReturn to the school for submission Provide necessary technical assistance to LEA/school to correct findingsTrack LEA/School’s progress in correction of findings on an ongoing basis to ensure completion within the year.Slide21

ESEA CORRECTION OF FINDINGS DPA (State)

Responsibilities

Track status

of

Fiscal Accountability Action Plan

(FAAP) in Native Star on a quarterly

basis to review progress and completion. Provide status updates and technical assistance during Quarterly Administrative Reviews (for BIE-Operated LEAs/schools) and Provide status updates during Administrative Calls (for all BIE-funded LEAs/schools)Slide22

Correction of Findings for Individuals with Disabilities Act (ESEA)

IDEA

Fiscal Corrective Action Plan (FCAP)Slide23

IDEA Fiscal Corrective Action Plan (FCAP)

Required Corrective Action

Date of Completion:

(1)

As verified by the ELO/Grantee;

Date, Signature, Comments

(2)

As verified by the BIE;

Date, Signature, Comments

(3)

Date of Completion:

As verified by the BIE;

Date, Signature, Comments

Finding 1

Upon review of the SY 2013-14 and SY2014-15 payroll documentation the XXX School board signed and adopted the LEA assurance for the Part B application on April 1, 2014, stating the school will ensure proper disbursement of, and accounting for, Federal funds paid to the LEA under IDEA 2004.

4 – 6 months after receipt of this report,

Review of the documents demonstrates the school is correctly implementing

1.1

Special Education Funds on Personnel Unallowable Costs

XXX School

spent its IDEA, Part B funds to pay for general education

teachers’

salaries in the amount of $49,743.

The school

will move $49,743 (and associated Fringe Benefits Costs) for personnel from their IDEA Part B funds account to a general education account.

Legal Citation: P.L. 108-446 IDEA Section 612(a)(4) and Section 612(a)(14)(B

30 days after receipt of this report

 Slide24

IDEA CORRECTION

OF FISCAL FINDINGS

SEA Responsibilities

Provide school with a completed IDEA Fiscal Corrective Action Plan (FCAP) attached to final Fiscal Review Verification report

After Regional staff verification

Review supporting documentation with BIE Administration to verify correction.

Verify correction by signing Column 5 (3) of the FCAPWithin 4-6 months of correctionReview and verify additional fiscal documents to ensure requirements are correctly implementedSlide25

IDEA CORRECTION OF FINDINGS

Regional Responsibilities

Provide technical assistance to the school for findings

not

corrected

Ensure school

corrects as soon as possible and no later than one yearVerify correction, dates, and sign Column 4 (2) of the FCAPScan and upload

signed

findings

chart and supporting documents into

Native Star—Fiscal Accountability Action Plan Documentation folderWithin

4-6 months of

correction

Review and upload to Native Star additional

fiscal documents to ensure requirements are correctly

implementedSlide26

IDEA Correction of Findings (Con’t

)

LEA/School Responsibilities

Correct

each finding of noncompliance as soon as possible and no later than one year from written

notification

Conduct root cause analysis to develop and implement an action plan to ensure school is correctly implementing regulatory requirements Provide supporting documents of corrections to Regional StaffWithin 4-6 months of correction, school sends additional fiscal documents to ADDs to ensure requirements are correctly implementedSlide27

Special Education Programs

Individuals with Disabilities Act (IDEA

) Slide28

Written Notification of Finding(s)

Special Education Integrated Monitoring Process (SEIMP)

W

ritten notification by June 1, 2015

B

ased on SY 2014-15 SEIMP monitoring activities

SPP/APR IndicatorsB11—timely initial evaluation (desk audit)B13—secondary transition (HS desk audit)ISEP special education certification (ADD regions)Slide29

Written Notification of Finding(s)

Integrated Accountability & Support (IA&S) verification visits (ESEA & IDEA)

Notification by letter and written report

Based on SY 2014-15 on-site visits

Fiscal Reviews (on-site)

Notification by letter and written report

Based on SY 2014-15 on-site fiscal reviewsCoordinated Early Intervening Services (CEIS)Notification by June 30, 2015Based on SY 2014-15 planSlide30

Part B Level of Determination (34 CFR 300.600 and 604)

Determinations during June 2015

B

ased on SY 2013-14 data

SPP/APR Compliance and Results Indicators

Indicator 4A—suspension/expulsion

Indicator 8—parental involvementIndicator 11—timely initial evaluationIndicator 13—secondary transitionIndicator 14—post-school outcomesOther criteria—Indicator 11 roster; Local School Performance Plan; Parent Survey returned to vendor by due dateSlide31

DPA Updates

ESEA Programs/Supplemental Education Programs

Title I, Title II, McKinney-Vento, and 21

st

CCLC

Data UnitSlide32

Chief

Leschi

Fond du Lac

Ojibwe

School

Bug O Nay

Ge ShigCheyenne Eagle ButteCrow Creek Tribal SchoolLower BruleCircle of Nations SchoolWingate High School

Hunters Point

Loneman

School/

Isna Wica Owayawa

Kin Dah

Lichii

Olta

Theodore Roosevelt

John F. Kennedy School

Standing Rock Community School

St. Stephens

Chilchinbeto

Greasewood Community School, Inc.

Flandreau Indian School

Rocky Ridge Boarding School

Riverside

2015-2018 McKinney-Vento Grants

T

op 20 ApplicantsSlide33

Integrated Accountability & Support Action Plan

ESEA

and IDEA Slide34

BIE ESEA and IDEA

IA&S Action Plan

DPA has mailed a

transmittal

letter and the Final

IA&S Monitoring

Report along with any non-compliance areas as a result of the onsite visit to each of the following schools:Beatrice Rafferty School Shonto Preparatory SchoolBeclabito Day School Sitting Bull School Casa Blanca Community School Taos Day SchoolCherokee Central Elementary School Tate Topa Tribal SchoolIsleta Elementary School Theodore Jamerson El. SchoolJemez Day School T’iis Nazbas Community School

Kin Dah

Lichi’i

Olta Tiospa Zina Tribal SchoolPine Springs Day School Wounded Knee District SchoolRock Creek Grant School Salt River Elementary SchoolSchools should address the non-compliance areas within the SY14-15 BIE ESEA and IDEA Integrated Accountability & Support Action Plan

found under the

Complete Forms

tab on the Native Star Dashboard. Schools should work with the ADD staff, GayeLeia

King, Gloria Yepa,

or the Site Visit Team Lead for any assistance. Slide35

BIE ESEA and IDEA

IA&S Action Plan

Remaining list of schools that will receive a Final

IA&S Monitoring

Report as a result of the onsite visit:

Cheyenne Eagle Butte School Hopi Jr./Sr. High School

Dunseith Day School Second Mesa Day SchoolOjibwa Indian School First Mesa Day School*Turtle Mountain Middle School Circle of Nations School Cheyenne Eagle Butte School Meskwaki Settlement School**Schools that will receive a Final IA&S Monitoring Report as a result of the Desk Review only:Choctaw Middle & High Schools Circle of Life SchoolLac Courte Oreilles Ojibwa School Aneth Community SchoolSanostee Day School Seba Dalkai Boarding SchoolTuba City Boarding School Santa Clara Day School Schools should address the non-compliance areas within the SY14-15 BIE ESEA and IDEA Integrated Accountability & Support Action Plan

found under the

Complete Forms

tab on the Native Star Dashboard. Schools should work with the ADD staff, GayeLeia King, Gloria Yepa, or the Site Visit Team Lead for any assistance. Slide36

BIE ESEA and IDEA IA&S

Action PlanSlide37

BIE ESEA and IDEA IA&S

Action PlanSlide38

BIE ESEA and IDEA IA&S

Action Plan

Please

click REPEAT to add additional findings

.

HINT:

Finding…Explain what information was given in the findings that suggests the school was non-compliant for each requirement.Compliance Action Required…Explain what the school must do to become compliant (e.g., fill core teaching positions with certified teachers)Deadline...Set a deadline that is reasonable and achievableStatus…Explain whether the action(s) is in progress, not started, or completed. If complete, please give date of completion.Slide39

Schools Scheduled for

SY15-16 IA&S Monitoring

Potential List for SY15-16 IA&S Monitoring

TeTseGehOweenge

Day School Coeur D’Alene Tribal School

Menominee Tribal School Noli School Sherman Indian High School Twin Buttes Day School Hannahville Indian School Oneida Nation Elem. School Turtle Mtn. Elem. School Indian Island School Sequoyah High School Navajo Preparatory School Bahweting Anishnabe School T’se’ii’ahi’ Community School Chitimacha Day School Blackwater Community School Duckwater Shoshone Elem. School Hanaa’dli Community School

Pinon

Community School Richfield Residential Hall

St. Stephens Indian School Miccosukee Indian School Jones Academy Lummi High School Black Mesa Community SchoolSlide40

Data Unit

Updates and AnnouncementsSlide41

NWEA Update: Destination PD

NWEA

Contact – Katie Redden – 503-548-5062, katie.redden@nwea.org

NWEA

Assessments - MAP and CPAA

NWEA

Professional Development ServicesOnline courses – Destination PD – https://destinationpd.nwea.org Onsite workshops – Overview – PDFSlide42

Onsite Professional Development – Facilitated by NWEA PD Staff

As schools

consider

current

needs or wants with the use of MAP data within your school, please contact

Katie

Reddin to discuss various options for onsite workshops.  There is no cost to schools for these workshops and we can set long-term plans with flexible content.  NWEA can work with schools to establish the best plan for NWEA PD school.  Slide43

Online Professional Development – eLearning

To prepare for staff

to use the eLearning option, please contact me or NWEA Partner Support (877-469-3287) for more information. 

Destination PD (formerly Knowledge Academy) is NWEA’s exclusive online learning platform and provides a suite of free online courses.  By using this free suite of online courses, you can:

Help sustain and extend face-to-face workshop learning for all participants

Provide new teachers with important information about the value of MAP for instruction

Give teachers tools for using MAP data to meet both daily and seasonal needsPrepare proctors to offer an optimal assessment experience for studentsElevate prep time for Professional Learning Community (PLC) meetings with “small bite” learning  optionsPlease watch the introductory webinar through the following link to learn more about how to get started:   http://kainfo.nwea.org/PublicLibrary/tour.html.  Slide44

Questions for ADI Shepard?

Pam

SheleySlide45

Regional Updates

Cheryl Johnson, Verla Laplante, Ethel Davis, and Reanna Albert

ADD West/BIE Operated Schools

Margaret Claymore and Charmaine Weston

ADD East/Tribal Controlled Schools

Emily Arviso and Cheryl Quimayousie ADD NavajoSlide46

Thank you for joining?

And thank

you for

all the work you do with and for the

schools!

Join us in June.