NCLB Monitoring NCLB Monitoring 2013-20172013-2017

2013-2017 2013-2017 NCLB/ESEA CycleNCLB/ESEA Cycle

Legal Requirement:

EDGAR Part 80.40(a)—monitor subgrant activities to assure compliance with applicable Federal requirements and that performance goals are being achieved.

Maine has established a 5-year NCLB/ESEA 2013-2017 cycle for a document and process review for all SAUs as well as on-site visits for some SAUs.

Monitoring TimelineMonitoring Timeline• August current year – Notification of

Review sent .• October 30 current year– Responses and

Documents submitted to Maine Department of Education

• November-December current year – SAUs and State NCLB teams have been scheduled for the document/process review. Phone calls may occur for questions or clarification.

• January new year – Follow-up letters sent to SAUs to inform the SAU of its review status.

• March-May new year – On-site visits performed.

• June new year – On-site visit follow-up letters sent to SAUs.

• June new year – Notices sent to SAUs for 2014-2015 visits.

Notification of Review Notification of Review PLEASE TAKE NOTE of important information included in the notification that was emailed to Supt. and NCLB Coordinator:•NCLB Monitoring Tool was attached;•Due date for submission of responses and documents is October 30;•Consequence if submission not completed and on time;•Date of On-site Visit, if one is necessary.•If there is a district function or other critical event occurring on the on-site visit date, please contact Jackie Godbout immediately by calling 624-6712.

Monitoring Tool Monitoring Tool

Two components:

•Responses to Key Questions

•Documents

Monitoring Tool Monitoring Tool Responses to Responses to

QuestionsQuestionsIn most instances, we are looking for a description of the processes used to accomplish the task. Please note:•Use the Q1, Q2, Q3 numbering sequence in your response document.•Make sure when a pronoun is used, it clearly links back to a person or object.•When a person’s name is used, include the person’s title or position.•When a group is mentioned, include the makeup of the group using titles or positions.

Monitoring Tool Monitoring Tool Responses to QuestionsResponses to Questions• When meetings are held, include the

frequency of meetings. Try not to just reference “periodically” or “regularly.” Use specificity such as once every two months, at the first staff meeting of each month, etc.

• Include whether or not minutes of meetings are available.

• Results of meetings, discussions, or data review may be helpful to the response, but ensure that it is brief and pertinent to the overall process.

Monitoring Tool Monitoring Tool Document RequestsDocument Requests

• Documents should be dated.• Documents should be identified by D1, D2,

D3 etc.• If a document was disseminated, provide a

description of the dissemination process either as a continuation of the question and response file or as part of the document itself.

• Acceptable format of documents i.e. doc, pdf, docx; not Apple Pages format.

• If a document is not available in an electronic format, send 3 copies to Cathy Masse, MDOE, 23 State House Station, 111 Sewell Street, Augusta, ME 04333. Note: Date stamp must be by October 30, 2013.

UPLOAD PROCESSUPLOAD PROCESS

• A File Transfer Protocol (FTP) site is established;

• Upload instructions and additional information was emailed to SAUs with their notification letter and posted to NCLB monitoring website;

• A site link, SAU login, and a password is included in the instructions.

• The email notification letter will be sent with a Read Receipt. Please accept the receipt request.

NCLB Internal Team NCLB Internal Team ReviewReview

• Reviews are scheduled for days in November and December.

• A Review Checklist will be completed for each SAU.

• There are three choices for each response or document—Meets Intent, Needs Recommendation, or Finding—along with a comment section.

• A telephone call will occur for clarifying questions or to notify the SAU that an on-site visit will be 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 this review, repeat findings from previous NCLB review, complexity of program elements, and total allocation amount.

Follow-up Review LetterFollow-up Review LetterFollow-up Review Letters will be sent by January 30, 2014If no on-site visit is necessary, the letter will include:•Recommendations, Findings, and Corrective Action plan.

If 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;•Findings so that solutions could be discussed and developed locally before the on-site visit; and•Plans for the on-site visit.

On-site Visit FormatOn-site Visit Format

• On-site visits are scheduled for March through May

• Discuss findings and potential solutions• Meet with program and financial staff,

parents, and non-public school personnel on extended indicators.

• Oral report out from State NCLB Team• Written Follow-up letter will be sent to SAU

by June 30.

PROCESS STARTS AGAINPROCESS STARTS AGAIN

• Notice to SAUs will go out in June for the next cycle year.

• QUESTIONS? Contact Jackie Godbout

RESOURCESRESOURCES

MONITORING INFORMATION:• http://www.maine.gov/education/nclb/

monitoring/home.htmFEDERAL GUIDANCE DOCUMENTS: • http://www.maine.gov/education/nclb/

guidance/home.html