Innovative Approaches to Offsite Monitoring and TA Provision

Greta Colombi, NDTAC

Onsite monitoring reviews tend to be short and infrequent.

Staff turnover tends to be high. Title I, Part D, requirements can be challenging to

understand. Offsite monitoring is often necessary but can be

challenging without effective communication and tools that help to Coordinate the receipt of appropriate materials

Coordinate between your team of reviewers

Address issues as they arise

2

Monitoring Challenges

Discuss ways to conduct offsite monitoring

Review innovative tools you can use to improve the monitoring experience, including when providing technical assistance (TA)

Do activity

3

Agenda

Consider ways you could either begin or improve your offsite monitoring process

Become familiar with innovative tools you could use for offsite monitoring and providing TA between reviews

4

Outcomes

Two primary methods

Desktop monitoring

State education agency (SEA) requests information/ data, subgrantees submit, and SEA determines compliance

Self assessment

Subgrantees complete and inform SEAs of compliance

5

Conducting Offsite Monitoring

1. Set offsite monitoring schedule

2. Develop tools/protocols

3. Gather information/data

4. Review information/data

5. Respond to information/data provided

6

Offsite Monitoring Process

In light of onsite monitoring schedule, how often do you need to conduct offsite monitoring?

What method(s) do you plan on using and when?

7

1. Set Offsite Monitoring Schedule

What requirements do you wish to review?

Is there anything else you would like to know?

Do you have questions based on your review of their data and onsite monitoring results?

Are there broader issues that you wish to investigate?

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2. Determine What Information/Data To Collect

What tools could you use? Forms Checklists

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3. Collect Information/Data

What vehicles could you use? E-mail Online system Web-based survey State system Video/phone conference Other

How will you analyze the information/data?

Identify problematic patterns

Identify good examples that can be shared

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4. Review Information/Data

How will you review the information/

data? Confirm receipt

Confirm completeness

Confirm quality

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5. Respond to Submitted Information/Data

How will you respond to identified findings?

SEA writes official response/corrective action plan.

Subgrantee submits plan to address areas of noncompliance.

How will you respond to findings and other identified issues? Develop a tiered TA approach based on analyses of results

Tier 1: TA for all

Tier 2: TA for some

Tier 3: TA for a few

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Innovative Communication Tools

Podcasts Social bookmarking Social networks Learning management

systems Webinars

Blogs Wikis Document-sharing

applications Collaborative

applications Online forum

Document sharing can be used to coordinate monitoring work among your SEA team of reviewers.

Google Docs in Plain English-sharing files http://video.google.com/videoplay?docid=5270543939540408357#

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Example of Creative Solution

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Training Options

Face-to-face training

Webinars

Self-directed courses

Facilitated online course

15

Activity

In pairs, discuss what innovative tools and strategies can be used by each offsite monitoring step (does not have to be in handout)

Report out (each pair is assigned to a step)