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2013-2014 ESEA Consolidated Pre-Monitoring Meeting
Office of Federal Programs December 3, 2013
Bridgeport Conference Center
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Agenda
• Welcome and Overview of Monitoring Guidance Document
• High Quality Schools Data Collection System• LEA Indicator Document• Working Lunch• Discussion, Questions and Preparation• Adjourn
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ESEA Fiscal and Program Compliance
• General Education Provisions Act Sec. 440(a) • Section 80.40 of EDGAR • A-102 Common Rule and OMB Circular A-110 • OMB Circular 133 Subpart D--Federal Agencies
and Pass-Through Entities Responsibilities
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ESEA Consolidated Monitoring
• Title I• Title II• Title III• Title VI (RLIS)• McKinney Vento
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Two – Phase ESEA Compliance Monitoring Process
• Risk Assessment Criteria Approach to Identify LEAs for ESEA Compliance Monitoring
- Phase One: Cyclical Monitoring Process - Phase Two: On-site Technical Assistance
Monitoring
Note: Not all Counties will receive both Phases of Monitoring
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Phase One: Cyclical Monitoring Process
• Initiated during the 2013-14 year • Utilizes Risk Assessment to Establish a Five-
Year Schedule concluding in 2017-2018• 11 LEAs Monitored Annually through a Desk-
Audit Process • The LEA will Electronically Upload Compliance
Documentation to the HQSDCS as Outlined by the ESEA Consolidated Monitoring Indicators
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2013-14 Desk Audit Monitoring
Group 1Submission Deadline: February 3, 2014
• Gilmer County• Lincoln County• Preston County• Tucker County
Group 2Submission Deadline: May 1, 2014
• Boone County• Brooke County• Hancock County• Harrison County• Marshall County• Mineral County• Monroe County
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Phase One: Review and Reporting
• SEA Staff will Review the LEA Uploaded Documentation
• SEA Monitoring Lead will Schedule a Teleconference with the LEA to Discuss and Verify Documentation
• A Monitoring Report will be Provided to the LEA within 60 days of the Documentation Submittal
• The LEA will have 30 Business Days to Respond to the Monitoring with Corrective Action Plans
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Phase One: Appeals Process
• LEA May Appeal if Evidence of a Finding is Inaccurate
• Submitted in Writing within 30 days of Receipt of the Monitoring Report
• Documentation to Support Appeal Must be Submitted to WVDE with the Response
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Phase Two: On-Site Technical Assistance Monitoring
• Based on Annual Risk Assessment Rakings• A Maximum of Five On-Site Monitoring Visits will be Conducted
Each Year*• Counties with a Rating of 13 or Higher May Receive an On-Site Visit
this Year• Scheduled at a Mutually Convenient Time in April 2014• Purpose: to Develop a Plan for Addressing Concerns from
Monitoring Report (no school visits will be conducted)
*Note that monitoring for specific program issues may be conducted at any time at the discretion of WVDE in response to written complaint/concern received by WVDE, Office of Federal Programs
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Phase Two: Preparation for Visit
• WVDE Team Leader will Collaborate with the LEA’s Designated Lead to Develop a Schedule
• The WVDE Team Leader will Confirm the Schedule at Least One Month prior to the On-Site Visit
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Phase Two: Activities During the On-Site Visit
• On-Site will Focus on Clarification of Compliance Concerns and Technical Assistance for Corrective Action from Desk Audit
• Documentation for Each Year Since Last Monitoring
• Availability of Appropriate LEA Staff • Development of a One-Year Workplan to
Prioritize Correction of Non-Compliance and Identify Technical Assistance
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Phase Two: On-Site Monitoring Report
• The Workplan Developed During the On-Site Visit will form an Addendum to the Report Compiled During the Desk Audit.
• The Report will be issued Electronically to the LEA by WVDE within 30 Business Days of the On-Site Visit.
• A Written Acknowledgement of the On-Site Addendum Shall be Provided by the LEA with the Signature of LEA Superintendent
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Questions?
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High Quality Schools Data Collection System for Uploading Monitoring Documentation
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LEA Indicator Document
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ESEA Compliance Indicators
• Organized under Seven West Virginia Standards for High Quality Schools
• Three Forms of Verification-Interview Questions (Teleconference)-WVEIS Data (Reviewed Internally by WVDE)-Documentation in HQSDCS (Uploaded by LEA for Desk Audit)
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Questions?
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Preparation and Discussion