PACTS Online ToolsAdriana Golumbeanu, Loretta Brown and Randall RichardsonOffice of Federal Programs
PACTSProgram Audit and
Compliance Tracking System
PACTS
A four-tiered compliance monitoring system
To fulfill oversight responsibilities as required by the No Child Left Behind Act and ESEA
Monitors legal requirements
Agenda
PACTS Overview– Telephone – Onsite – Self Survey
PACTS– Resources and tools
Procedure for Monitoring the Three-year Cohort
All districts are randomly selected for compliance monitoring in a three-year cycle
Each year 1/3 of the districts receiving titles I,II-A, III, VIB, IDEA-B and ECSE funds are monitored.
Basic PACTS Framework
Telephone
Self Survey
Data Quality Review
Compliance Framework: Four-Tiered Approach
Review Criteria for Onsite
10% including the urban LEAs
receive an onsite if:
1) Are in Priority, Focus, Alert and SI status
2) Have an allocation greater
than $300,000
Telephone Survey Criteria
District Level leadership changes
Audit/Monitoring/CCIP issues
Random Selection/Last review
date/Consultant initiated
Self Survey Criteria
All LEAs in the cohort for the
present fiscal year must complete
PACTS Self Survey.If LEAs in the cohort do not complete the
Self Survey
they must do a Telephone Survey in
the following year
All users must have a SAFE account
The LEA OEDS-R administrator can give access.
All superintendents have the password to SAFE.
PACTS Self Survey
Self-evaluation: Access:
Click on PACTS once you log in to SAFE
PACTS
Access: Click on Audit and Compliance-Federal
Programs (PACTS-Federal)
Access: Overview
Access: Questions
Check the box to indicate the documentation
Telephone and Onsite
• Questions layout-like the Self Survey
• Schedule Tab
• Compliance Docs Tab-documentation
required (red asterisk for the Telephone Survey)
• Onsite-more extensive than the Telephone
Technical Assistance
• TA if items are completed but not meeting requirements
• Many times-deadlines, make sure to check
Noncompliance
• If items are not compliant- red
• Issues/Caps items are created
• The LEA will have to create a Corrective
Action Plan and submit it to PACTS
• Follow-up with a Telephone Survey the next year
Compliance Tools Review
• CCIP application• Telephone Survey Document• Onsite Review Document• CCIP Notes• Consultant Checklist
PACTS Support Materials: in the CCIP, Document library
Identify Key Staff
Leadership
Staff
Federal Programs Consultant
Key Contact
Questions
Interview arrangements
Document requests
Logistics
What to Share
LEA parent involvement policy
School parent involvement plan
School-Parent Compact
What to Share
Annual Meeting
Parents Right-to-Know
What NOT to Share
Student Identification
Do not upload large documents (financial/fiduciary, HQT worksheets for all teachers/tutors/paraprofessionals), etc.
Any large documents should be kept available on site
PACTS Documentation
Create a folder for each category
Provide letters, surveys, data or assurances needed to comply with the criteria
Review the PACTS document requirements
PACTS Documentation
How long should the documents be kept?
3 years
What documents should we keep?
E.g. Comparability reports (knowledge management/institutional memory)
Where should the documents be kept?
District and school offices
Non Public
Make sure to:
Collect evidence of consultation
Review process and collect all contracts for services provided to non-public schools
Goods and services procurement is at the district level.
Collaborate
Some regions have meetings and share best practices, review materials, programs, documentation strategies, or navigation techniques for federal programs.
Organize your documents and materials.
Prep The PrincipalsMake sure that the Principal understands Title I requirements and is able to articulate program design and implementation.
Title I was not built in a dayPrincipals should embrace the ideology of Title I requirements and effectively implement the program to benefit the students.
Ask questions
If you do not understand what is needed ask clarifying questions
PACTS Findings
HQT
Parent Right to Know
Fiscal – Equipment and Time
and Effort– Procurement
Technical Assistance
What are the gaps in the program and how better understanding can remedy gaps
Corrective Action
Steps to be taken and required actions
What to submit to ODE
What happens next
Questions?
education.ohio.gov
For More Information
Social Media
@OHEducation
ohio-department-of-education
Ohio Families and EducationOhio Teachers’ Homeroom
OhioEdDept
storify.com/ohioEdDept