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 2017-2018 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. 114–95, Enacted December 10, 2015 of the Every Student Succeeds Act (ESSA), 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 ESSA.
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 content area(s) in need of improvement.
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 12 Describe how the LEA ensures that Private Schools are offered the same monitoring and inventory controls as the LEA’s public school sites. OR 13 Describe how the LEA provides equitable professional development opportunities for private school teachers. OR 14 Describe how the LEA’s parent involvement plan includes strategies for the inclusion of parents of private school children.
TITLE I, PART A MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments TIA 4 Describe the steps the LEA takes to remove barriers for homeless students so they can meet the same challenging academic achievement standards to which all students are held. TIA 5 Describe: a) the responsibilities of the LEA’s homeless liaison. b) the outreach activities the homeless liaison participates in that demonstrates involvement with community organizations that meet the needs of homeless children, youth, and families. (i.e. shelters, churches, etc.) TIA 6 Describe the professional development offered by the LEA to its staff that addresses the unique problems and needs of children and youth experiencing homelessness.
TITLE I, PART C Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIC 7 Describe the collaboration process between LEAs, other states, and/or other countries regarding the transfer of student academic data. TIC 8 If applicable, describe LEA’s summer or intersession programs that address the unique educational needs of migratory children. TIC 9 Describe the LEA’s process to enter student data information into the state migrant database system (MIS2000), such as immunization records, health information, credit accrual, IDEA services, state assessments, etc.
TITLE I, PART D NEGLECTED & DELINQUENT Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIN&D 4 Describe the process for: a) administering the funded N or D program(s) and b) monitoring the funded N or D program(s) to ensure program requirements are met. TIN&D 5 Describe the efforts to collaborate to implement “pay for success” initiatives. TIN&D 6 Describe the engagement with the Tribal Nations to meet the needs of N or D Native American students.
TITLE III, PART A Not Applicable MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination TIIIA 1 Describe the basic services that the LEA provides to all EL students to meet Lau requirements and how the LEA determines the use of Title III, Part A funds to supplement these basic services. TIIA 2 Describe how the LEA: has participated in State training and/or technical assistance for implementation of the State ELP standards. has disseminated the ELP standards to all teachers of EL students. TIIIA 3 For EL students receiving testing accommodations, please describe how the appropriate accommodations are determined.
PF 1 Describe LEA’s procedures to ensure the allowability of the costs charged to the administrative PF 2 Describe how the LEA distinguishes between consolidated administrative cost activities and indirect costs. Section C: Program Fiscal (Multi-Program) Allocations: LEAs must ensure that site allocations are made in accordance with applicable statutory requirements. ESSA,§ 1124(a)(2)(A) MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination PF 3 If applicable, describe the criteria the LEA uses when determining the eligibility and appropriate funding levels for: a) Title I, Part A sites; b) Sites participating in the Consolidation of
PF 5 Describe the LEA’s steps to: a) ensure that program funds are only used for activities, goods, or services that are allowable under the programs from which they originated; b) eliminate expenditures that are unnecessary, unreasonable or otherwise unallowable uses of program funds . Hgvhgv b PF 6 Describe the LEA’s steps to minimize redundancy in the use of funds, either within or across programs. Section C: Program Fiscal (Multi-Program) Maintenance of Effort and Comparability: Each LEA shall have either the combined fiscal effort per student or the aggregate expenditures of the LEA and the State with respect to the provision of free public education by the agency for the preceding fiscal year was not less than 90 percent of the combined fiscal effort or aggregate expenditures for the second preceding fiscal year. ESSA §8521;
MONITORING INDICATORS DISTRICT NARRATIVE STATEMENT SDE USE ONLY Comments Determination PF 10 Describe the processes the LEA has in place to evaluate LEA’s compliance with supplanting requirements. PF 11 Describe the LEA’s processes to correct budgets and expenditure reports due to supplanting violations.