Financial and Programmatic Monitoring ESEA/Act 807 ACSIP Arkansas Department of Education Division...

Financial and Programmatic Monitoring

ESEA/Act 807ACSIP

Arkansas Department of Education Division of Academic Accountability

Federal & State Monitoring Unit

John Hoy, Assistant Commissioner

Willie Morris, Director

Wes Whitley, Coordinator

Barbara Means, Monitor

Charles Nowak, Monitor

Wendy Reed, Monitor

Act 807 State of Arkansas

86th General Assembly Regular Session, 2007

2.0 Purpose:

o 2.01 - To expand monitoring and implementation of school improvement plans (i.e., ACSIP) by the Department

of Educationo 2.02 - To monitor the use of “Instructional Facilitators”o 2.03 - To ensure statutory complianceo 2.04 - To provide technical assistance

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).

Monitoring Cycle

6 year cycle

46 Districts Scheduled2011-2012 School Year (Oct – May)

Prior to On-site Visit -

• The LEA will receive the following:o An e-mail/phone call announcing the visito Registered Letter of Notification – This letter will include a list of

schools that will be monitoredo Monitoring checklist and Protocol o Confirmation of dates and schedule of events

• The 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.

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 compliance• Staff to have at meeting:

o Federal Program Coordinatoro Principal or designee of selected schools (found in the Notification Letter)o Parent Involvement Coordinatoro Homeless Liaisono ALE-ELL Coordinatoro Neglected/Delinquent Coordinatoro Other Relevant Staff

• School visits conducted (as applicable)

Exit Conference with LEA

• An informal meeting with LEA designees will be held to summarize:o Monitoring activitieso Potential findingso Recommendationso Timelines for developing the monitoring report

Protocol after the On-site Visit - • Written Preliminary Monitoring Report

o 20 Days (from the date of the Exit Conference)(If the LEA incurred no findings of noncompliance, the

preliminary report will serve as the final report and no further action is necessary.)

• LEA Responseo 30 Days

• Final Report from ADEo 30 Days

Programs To Be Monitored -

State Programs Federal Programs

• Alternative Learning

Environments (ALE)

• National School Lunch Act

(NSLB)

• English Language Learners

(ELL)

• Professional Development

(PD)

• Title I

• Title IIA

• Title III

• Title VI (State &

Federal)

• Title X

Financial and Programmatic Monitoring Guide -

SECTION I: PROGRAM PLAN AND EVALUATION

Legal requirement(s) Compliance indicator(s) Samples of potential evidence

I-1D

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)

1. 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)

Financial and Programmatic Monitoring Guide (cont.) -



I-1D






I IP PI NI NA

Compliance Indicator(s)

(The answers to these questions will determine the level of compliance)




I-1D






I IP PI NI NA

Monitoring Guide KeyImplemented (I) – Compliance with all indicatorsImplementation in Progress (IP) – Scholastic Audit and New Interventions/ActionsPartially Implemented (PI) – RecommendationsNot Implemented (NI) – FindingsNot Applicable (NA)




I-1D






I IP PI NI NA

Potential Evidence(Documentation of the Compliance

Indicators)




I-1D






I IP PI NI NA

SectionThe Financial and Programmatic

Monitoring Guide has thirteen (13) Sections.




I-1D






I IP PI NI NA

District and/or School(where the record keeping should originate)

Common Findings -

• Incomplete Planning Meeting Evidence• Adequate evidence that parents have been

involved in program planning• Incomplete equitable services documentation• CSR• Supplement vs. Supplant• NSLA (allowable positions)

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 revised monitoring instrument, monitoring schedule, Protocol and this presentation will be released in a commissioner’s Memo and also posted on the ADE website.

Contact Information -

• Willie Morris (501)682-4472o [email protected]

• Wes Whitley (501)580-9714o [email protected]

• Charles Nowak (501)580-2430o [email protected]

• Barbara Means (501)682-2259o [email protected]

• Wendy Reed (501)580-7986o [email protected]

Resources -

Arkansas ACT 807

http://www.arkleg.state.ar.us/assembly/2007/R/Acts/Act807.pdf

ACT 807 Rules and Regulations

http://www.arkansased.org/rules/pdf/current/ade_285_acsip_1207_current.pdf

Center for Innovation and Improvement

http://www.centerii.org/

National Assessment of Title I: Final Report

http://ies.ed.gov/ncee/pubs/20084012/

Resources (cont.) -

U.S. Department of Education LEA and School

Improvement Guidance

http://www.ed.gov/policy/elsec/guid/schoolimprovementguid.pdf

Title I Program Monitoring

http://www.ed.gov/admins/lead/account/monitoring/index.html

U.S. Government Accountability Office (GAO Report)

http://www.gao.gov/new.items/d071035.pdf

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