INTRODUCTION Monitoring the implementation of federal grant programs and the use of federal program funds is an essential function of the U. S. Department of Education (USDE). Federal grant programs awarded to state educational agencies (SEA) have the potential for positively impacting the education of our nation’s children. In support of the mission of improving the teaching and learning of children attending high-poverty schools, this document, designed for the 2015-2016 school year, describes the purpose, rationale, and process used by the Oklahoma State Department of Education (OSDE) for monitoring local educational agencies’ (LEA) implementation of federal programs in alignment with the guidelines provided by USDE. Pursuant to Code of Federal Regulations (CFR) 200.331, monitoring and reporting program performance, grantees are responsible for managing the day-to-day operation of grant and subgrant supported activities to assure compliance with federal regulations. It is the grantee’s responsibility to ensure that federal funds are spent according to the prescribed federal program requirements. In accordance with P.L. 107-110 No Child Left Behind Act of 2001 (NCLB) and the Elementary and Secondary Education (ESEA) Flexibility Waiver, USDE requires that all LEA sub-recipients receiving federal funds participate in a monitoring process as an accountability component. Federal grant monitoring enables SEAs to work collaboratively with LEAs by providing them with high quality technical assistance for fiscal and programmatic planning and implementation of all services provided for students, teachers, and principals, on behalf of their federally funded programs. Definition and Purpose of Monitoring-Monitoring is the regular and systematic examination of a state’s administration and implementation of a federal education grant, contract, or cooperative agreement administered by the USDE. Monitoring the use of federal funds, in accordance with CFR 200.300, assures compliance with applicable federal requirements and ensures that all children have an equitable opportunity to obtain a high-quality education. Monitoring assesses the extent to which states provide leadership and guidance to LEAs and schools in the implementation of policies and procedures that comply with the statutes and regulations of all participating federal programs. OSDE’s monitoring process was created in alignment with USDE’s Student Achievement and School Accountability Program (SASA) monitoring and is grounded in the SEA’s responsibilities to provide guidance and support to LEAs and schools as outlined in the ESEA.
INSTRUCTIONS The LEA must complete ALL fields of the Cover Page and must check the box indicating that all information provided is true and accurate. Failure to complete this page in its entirety will result in the monitoring tool being returned to the LEA. The LEA must provide complete, descriptive narrative statements for ALL applicable sections of the monitoring tool. Failure to do so will result in the monitoring tool being returned to the LEA. Only SDE staff can edit and make comments in the purple shaded cells. If the monitoring tool is returned to the LEA for errors or missing information, the description and determination given in the purple cells will indicate what the LEA needs to address before returning the tool to the SDE (Ex. “Not Received” or “Did Not Meet Requirements”). SDE staff may also highlight in yellow the sections of the tool that the LEA needs to address. The LEA must provide ALL documents listed on the Required Documentation Checklist for the applicable programs. Individual folders will need to be created on the flash drive, named for each applicable section (Overarching, Title I A, Title I C, etc.), and the supporting documentation will need to be placed in the appropriate folder. Failure to do so will result in the monitoring tool being returned to the LEA. Examples of most of these documents can be found in the Federal Programs Resource Toolkit, available on the OSDE website. The LEA will complete the monitoring tool and return it along with supporting evidence, in electronic format, via flash drive. The monitoring tool must be returned in the MS Word format identical to how it was originally sent to the LEA. The LEA must label the flash drive with the District Name and County/District Number. This flash drive should be mailed to Oklahoma State Department of Education, Office of Federal Programs, 2500 North Lincoln Boulevard, Suite 311 Oklahoma City, Oklahoma 73105 by December 1st, 2015.
OVERARCHING REQUIREMENTS (OR) NOTE: This section will apply to all federal fund sources. MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY SDE REVIEWER: Comments Determination OR 1 Describe how the LEA Title I committee: selects a diverse group of members determines the frequency of the Title I meetings determines how federal funds are to be spent OR 2 Describe how the supplemental activities to be implemented align with the comprehensive needs assessment. OR 3 Describe how performance data for all students is used to determine area(s) in need of improvement.
OVERARCHING REQUIREMENTS (OR) NOTE: This section will apply to all federal fund sources. MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination OR 4 Describe the other data resources the LEA has utilized to determine the areas in need of improvement (graduation rates, attendance, parent involvement, etc.) OR 5 If applicable, describe how federal funds are used to facilitate data collection, provide data training, and/or support programs/services developed as a result of student academic achievement data review. . OR 6 Describe how the need for federally funded personnel is determined.
OVERARCHING REQUIREMENTS (OR) NOTE: This section will apply to all federal fund sources. PRIVATE SCHOOLS Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination OR 16 Describe the consultation process and meetings between the LEA and private school officials that occur: prior to the LEA making any decisions regarding the involvement in participating Title programs of eligible private school students, teachers, and families. throughout the implementation and assessment of the participating Title programs and services for private school students. OR 17 Describe how the LEA: uses multiple, educationally related, objective criteria to identify private school children eligible to participate in Title programs. provides services to Private School students, including those in “skipped” attendance areas.
TITLE I, PART A MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIA 7 Describe the LEA’s dispute resolution policy regarding the enrollment of homeless children and youth. TIA 8 Describe how the LEA evaluates the effectiveness of the activities and services it provides to homeless children and youth. TIA 9 Describe the educational services the LEA provides to assist homeless children and youth in achieving the same challenging state content and student performance standards as all other students.
TITLE I, PART A MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIA 10 Describe the LEA’s efforts to conduct outreach to parents of homeless children and youth in order to inform them of their children’s rights. TIA 11 If applicable, describe how the LEA meets the special transportation needs of its homeless children and youth. TIA 12 Describe how the LEA disseminates information on homeless students’ rights and how to contact the homeless liaison.
TITLE I, PART C Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIC 1 If applicable, explain any known reasons for an increase or decrease in the number of qualifying migrant students. TIC 2 Describe how the LEA ensures it stays up to date with program eligibility and guidelines. TIC 3 Describe the LEA’s quality control measures (internal controls for recruiting) and how often these measures are evaluated.
TITLE I, PART C Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIC 4 Describe the LEA’s recruiter’s responsibilities. TIC 5 Describe how the LEA integrates technology into educational and related programs for migratory children. TIC 6 Describe how the LEA evaluates the migrant program (examples: evaluation document, improvement plan, PAC recommendations, parent surveys, data review, achievement gap examination, etc.).
TITLE I, PART A and D NEGLECTED & DELINQUENT Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIN&D 1 Describe how the LEA consults with the N or D facility in program planning and evaluation process. TIN&D 2 Describe the LEA’s process for providing instruction that is aligned with state standards and accountability to Neglected/Delinquent children and youth. TIN&D 3 Describe the services provided to assist in the transition of children and youth back to the school or workforce environment.
TITLE I, PART A and D NEGLECTED & DELINQUENT Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIN&D 4 Describe the LEA’s dropout prevention program that targets at-risk children and youth. TIN&D 5 Describe the LEA’s process for administering and monitoring the funded programs to ensure program requirements are met. TIN&D 6 Describe how the LEA evaluates the program’s effectiveness. (examples: educational achievement, credit accrual, transition to a regular education program or secondary school/employment)