ESSA Monitoring Overview &

Desk Monitoring Details

2019-2020

Agenda

• Purpose

• Monitoring Requirements

• Timeline

• ESEA: ESSA Monitoring Tool

• Document Creation

• Upload Instructions

Monitoring Requirement

The Maine Department of Education (DOE) is responsible for the

oversight and monitoring of programs and activities carried out

under the Elementary and Secondary Education Act (ESEA), as

amended by the Every Student Succeeds Act (ESSA).

The Maine DOE has adopted a consolidated approach to

monitoring local education agencies (LEAs), both to ensure

compliance with federal laws and to support the effective

implementation of local programs. The following programs are

included within Maine DOEs consolidated ESEA program

monitoring: Title I, Part A; Title I, Part D; Title II, Part A; Title III, Part A;

Title IV, Part A, Title V, and the McKinney Vento Act.

Purpose of Webinar

• Ensure districts understand the means and format

for submitting required items

• Ensure that due dates are clear

• Ensure that SAUs understand their responsibilities for

the 2019-2020 monitoring process

Monitoring Requirement

Legal Requirement:

EDGAR 2 CFR Part 200.328—monitor subgrant activities

to assure compliance with applicable Federal

requirements and that performance goals are

being achieved

Maine’s ESEA Federal Program and Special Services

Teams will coordinate efforts to monitor school

districts beginning in school year 2019-2020

Monitoring Purposes

• Fully and effectively implement the

requirements of the Elementary and Secondary

Education Act of 1965, as amended by the

Every Student Succeeds Act (ESSA) of 2015

• Regularly monitor programmatic and fiscal

elements

• Provide quality technical assistance based on

identified needs

Monitoring Timeline

• June 2019: ESEA Monthly Update and e-blast sent to SAUs to inform them of the districts selected for the 2019-2020 cycle

• August 2019: SAU notification provided via ESEA e-blast

• September 2019: Individual letters sent to ESEA Coordinators and Superintendents of SAUs that will be monitored during the 2019-2020 school

year

• November 15, 2019: SAU responses and documents submission deadline

• November-December 2019: Maine DOE’s ESEA Federal Programs Team to review SAU submissions; phone calls may occur for questions or clarification

purposes

• December 2019-January 2020: Follow-up letters sent to SAUs to inform the SAU of monitoring review status

• January-June 2020: On-site visits performed

• By June 30, 2020: On-site visit follow-up letters sent to SAUs

Notification of Review

Important information included in the notification to

ESEA Coordinators:

• ESEA Monitoring Tool and instructions are located at

https://www.maine.gov/doe/learning/esea/monitor

ing

• Documentation submission deadline is November

15;

• If documentation is submitted after the deadline,

the on-site visit will be required;

• Date of possible on-site visit

ESSA Monitoring Tool

Monitoring Tool Responses and Document Setup

• The ESEA Coordinator should ensure that the

appropriate program coordinator responds to their

program questions i.e. McKinney-Vento Homeless

Liaison or Professional Development Coordinator

• The SAU should create one file per item to include

any response, artifact, and/or dissemination

description needed for a document; name the file

SAU_NAME_A-1

ESSA Monitoring Tool

Upload Process

• A File Transfer Protocol (FTP) site has been established

• Upload instructions for both a PC using Internet

Explorer or other browser are posted to ESEA

monitoring website:

https://www.maine.gov/doe/learning/esea/monitori

ng

• A site link, SAU login, and a password are included in

the instructions

• Do not attempt to login more than twice in a 30-

minute period. The system will lockdown. If this

occurs, contact Jackie Godbout at 624-6712

ESEA Internal Team Review

• ESEA Federal Programs Team reviews are scheduled for

November and December

• A review checklist will be completed for each SAU.

• There are three statuses for each item —Meets Requirement, Partially Meets Requirement, Does Not Meet Requirement

• A telephone call may occur for clarifying questions or to notify

the SAU that an on-site visit is necessary

• Factors used to determine if an on-site visit is necessary: late

submission or failure to submit review documentation, severity

of findings/recommendations in the review, repeat findings

from previous ESEA review, complexity of program elements,

and/or total allocation amount

Follow-up Review Letter

Follow-up review letters will be sent by January 30

If no on-site visit is necessary, the letter will include:

• Recommendations and Corrective Action Steps

If an on-site visit is necessary, the letter will include the above

elements plus the following elements:

• Date of on-site visit

• Reasons for on-site visit

• An agenda for the on-site visit

On-site Visit Format

• When: on-site visits are scheduled January-May

• Why: discuss findings and potential solutions

• Who: meet with program and financial staff,

parents, and non-public school personnel

• What: oral report out from State ESEA Team

• Written Follow-up letter will be sent to SAU by June

30

Resources

ESEA MONITORING INFORMATION:

• https://www.maine.gov/doe/learning/esea/monitor

ing

• FEDERAL GUIDANCE DOCUMENTS:

• https://www.maine.gov/doe/learning/esea/guide

nce

• QUESTIONS? Contact your assigned ESEA Regional

Program Manager available here:

https://www.maine.gov/doe/learning/esea/conta

ct

RESOURCES

QUESTIONS