2013-2014 ESEA Consolidated Pre-Monitoring Meeting

Office of Federal Programs December 3, 2013

Bridgeport Conference Center

Agenda

• Welcome and Overview of Monitoring Guidance Document

• High Quality Schools Data Collection System• LEA Indicator Document• Working Lunch• Discussion, Questions and Preparation• Adjourn

ESEA Fiscal and Program Compliance

• General Education Provisions Act Sec. 440(a) • Section 80.40 of EDGAR • A-102 Common Rule and OMB Circular A-110 • OMB Circular 133 Subpart D--Federal Agencies

and Pass-Through Entities Responsibilities

ESEA Consolidated Monitoring

• Title I• Title II• Title III• Title VI (RLIS)• McKinney Vento

Two – Phase ESEA Compliance Monitoring Process

• Risk Assessment Criteria Approach to Identify LEAs for ESEA Compliance Monitoring

- Phase One: Cyclical Monitoring Process - Phase Two: On-site Technical Assistance

Monitoring

Note: Not all Counties will receive both Phases of Monitoring

Phase One: Cyclical Monitoring Process

• Initiated during the 2013-14 year • Utilizes Risk Assessment to Establish a Five-

Year Schedule concluding in 2017-2018• 11 LEAs Monitored Annually through a Desk-

Audit Process • The LEA will Electronically Upload Compliance

Documentation to the HQSDCS as Outlined by the ESEA Consolidated Monitoring Indicators

2013-14 Desk Audit Monitoring

Group 1Submission Deadline: February 3, 2014

• Gilmer County• Lincoln County• Preston County• Tucker County

Group 2Submission Deadline: May 1, 2014

• Boone County• Brooke County• Hancock County• Harrison County• Marshall County• Mineral County• Monroe County

Phase One: Review and Reporting

• SEA Staff will Review the LEA Uploaded Documentation

• SEA Monitoring Lead will Schedule a Teleconference with the LEA to Discuss and Verify Documentation

• A Monitoring Report will be Provided to the LEA within 60 days of the Documentation Submittal

• The LEA will have 30 Business Days to Respond to the Monitoring with Corrective Action Plans

Phase One: Appeals Process

• LEA May Appeal if Evidence of a Finding is Inaccurate

• Submitted in Writing within 30 days of Receipt of the Monitoring Report

• Documentation to Support Appeal Must be Submitted to WVDE with the Response

Phase Two: On-Site Technical Assistance Monitoring

• Based on Annual Risk Assessment Rakings• A Maximum of Five On-Site Monitoring Visits will be Conducted

Each Year*• Counties with a Rating of 13 or Higher May Receive an On-Site Visit

this Year• Scheduled at a Mutually Convenient Time in April 2014• Purpose: to Develop a Plan for Addressing Concerns from

Monitoring Report (no school visits will be conducted)

*Note that monitoring for specific program issues may be conducted at any time at the discretion of WVDE in response to written complaint/concern received by WVDE, Office of Federal Programs

Phase Two: Preparation for Visit

• WVDE Team Leader will Collaborate with the LEA’s Designated Lead to Develop a Schedule

• The WVDE Team Leader will Confirm the Schedule at Least One Month prior to the On-Site Visit

Phase Two: Activities During the On-Site Visit

• On-Site will Focus on Clarification of Compliance Concerns and Technical Assistance for Corrective Action from Desk Audit

• Documentation for Each Year Since Last Monitoring

• Availability of Appropriate LEA Staff • Development of a One-Year Workplan to

Prioritize Correction of Non-Compliance and Identify Technical Assistance

Phase Two: On-Site Monitoring Report

• The Workplan Developed During the On-Site Visit will form an Addendum to the Report Compiled During the Desk Audit.

• The Report will be issued Electronically to the LEA by WVDE within 30 Business Days of the On-Site Visit.

• A Written Acknowledgement of the On-Site Addendum Shall be Provided by the LEA with the Signature of LEA Superintendent

Questions?

High Quality Schools Data Collection System for Uploading Monitoring Documentation

LEA Indicator Document

ESEA Compliance Indicators

• Organized under Seven West Virginia Standards for High Quality Schools

• Three Forms of Verification-Interview Questions (Teleconference)-WVEIS Data (Reviewed Internally by WVDE)-Documentation in HQSDCS (Uploaded by LEA for Desk Audit)

Questions?

Preparation and Discussion