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Transcript of NCLB Monitoring Overview Part 2 - Documents. Objectives To provide clearer understanding of the...
NCLB Monitoring Overview
Part 2 - Documents
Objectives
To provide clearer understanding of the monitoring process
To provide further guidance regarding the document section of desk monitoring
D1 – Lau PlanSAU’s Lau Plan
The Lau plan should provide reference to: Revision date of 2010 or later Reference to a home-language survey Reference to WIDA Advanced Placement Test or MODEL Exit proficiency level of 6 on WIDA Assessment Reference to an ESL 660 endorsed teacher Design and implementation of student’s instructional plan
D2 - Consultation
Consultation notes/minutes with non-public school officials if a non-public school accepts NCLB services?
Documentation of decisions made Who attended the consultation meeting? Copies of notes/minutes
D3 – Parent notifications
Parent notification of their option to request that their child’s student directory information not be released to military recruiters or institutions of higher education without prior
written consent.
How was this notice disseminated to parents? Provide a copy of the notice Notification should include post secondary schools Title I high schools only
D4 – Professional Qualifications of Teachers
Parent notification of their right to request the professional qualifications of their child’s teacher in Title IA schools.
How was this provided to parents? Handbook Letter with date and signature
Copy of the notification
D5 - HQT
If a Title IA school has less than 100% Highly Qualified Teachers (HQT), provide a copy of an actual letter, signed
on SAU letterhead sent to parents which notifies them if their child has been assigned or has been taught for four or more consecutive weeks by a teacher (or substitute teacher) who
has not met the highly qualified teacher requirements.
Redacted teachers nameExplains student has been taught for 4+ consecutive weeks by a non-
HQT teacherSigned and dated letter on school letterhead
D6 – Staff Code of Conduct
The written notice to all staff concerning Staff Code of Conduct covering procurement issues including conflict of interest, gratuities and violations. Describe how this was
disseminated to staff. EDGAR 80.36 (b)(3)
A policy that defines a "Conflict of Interest" as it relates to purchasing and contracting as an employee & superintendent (Policy Code DJH)
The policy should also include disciplinary actions if conflict is not disclosed
Adoption date of policy Distribution can be in a teacher handbook, provided a copy through
payroll processing, or via staff mailboxes
D7 – Time & Effort: Semi-Annual Certification
For staff paid in whole by a single funding stream with NCLB federal funds performing a single objective (i.e. Title
1A staff as well as the NCLB Coordinator, Class size reduction teachers, Title IIA stipends, Title III staff) the most
recent copy of semi-annual certifications. Either a single funding stream with a single cost objective or multiple
funding streams with a single cost objective Accounts for 100% of their time or 100% of their stipend time If a person is doing a semi-annual for a Stipend, the certification should
include the words "100% of the stipend time". Time period not more than 6 months Time and effort is signed and dated after the work has been performed
D8 – Time & Effort: Monthly PAR
For all staff paid by multiple funding streams with any NCLB federal funds (i.e. Title IA staff as well as the NCLB
Coordinator, Class Size Reduction teachers, Title IIA stipends, Title III staff), the most recent copy of monthly
activity report(s). OMB Circular A-87(h)(4) An after-the-fact distribution of the actual activities/objectives by funding
steam Account for the total activity (100% of time) for which each employee is
compensated from all funding streams Be prepared at least monthly and coincide with one or more pay periods,
and Be signed and dated by the employee after the end of the period See additional information in NCLB Fiscal Monitoring Powerpoint
D9 – Identification for ServicesA copy of an actual letter/notice to parents/guardians,
signed and on SAU letterhead, which informs them that their child has been selected for Title IA services in
Targeted Assistance Schools.
Copy of the signed & dated letter Letter informs parents their child has been identified for Title I
services due to assessment results Services provided to students included in the letter
D10 – SAU Parent Involvement Policy
A copy of the SAU Parent Involvement Policy or exhibit. Describe how this was disseminated to parents.
Maine School Management KBF-E1 document sample Activities documenting how the SAU implements the policy in
order to meet the intent of the law Does the document align with items included in Q6a, 6b, 6c? How was the document disseminated to parents?
D11 – School Level Parent Involvement Policy
A copy of the School Level Parent Involvement Policy or exhibit.
Describe how this was disseminated to parents.
Maine School Management KBF-E2 document sample Activities documenting how the school implements the policy in
order to meet the intent of the law. Does the document align with items included in Q6a, 6b, 6c? How was the document disseminated to parents? Can be a parent friendly brochure with reference to regulations. Each school has a school specific policy/document.
D12 – Parent/School Compact
Title IA School written Parent/School Compact.
Describe how this was disseminated to parents.
Document should be school specific Addresses school and parent responsibility to reach & support
the student How was this disseminated to parents?
D13 – Academic Progress Communications
Academic progress communications to Title IA parents that demonstrate frequent reports are sent to inform them of their child’s academic progress.
Describe how these are provided to parents.
Title IA specific progress report Inform parent of child’s progress within the program
D14 – HQT Process & Procedures
The SAU’s written document describing the process and procedures for the annual HQT
review of teacher records and submission of HQT data to the Maine Educational Data Management
System (MEDMS)
Process outlining who is the SAU HQT official Where are the files stored? When do “new hires” certify for HQT? Who reviews teacher reassignments and HQT? Who reports MEDMS data in the spring?
D15 – Non-HQT Teachers
If 100% of the SAU’s teachers have not met the HQT requirement for the last two consecutive years, a copy of
the SAU’s HQT Action Plan outlining the needs of the non-HQT teachers and how those needs will be met.
The SAU should submit the HQT “Action” plan
D16 – Staff Needs Assessment
A summary of results of the staff needs assessment for professional development and
hiring, as identified by the SAU and school staff.
Summary of needs assessment Topics of professional development requested by staff
D17 – NCLB Report CardsNotice or document provided to parents regarding
the posting, availability and general information about the NCLB Report Cards.
Notice should summarize the data contained in the NCLB Report Card
If the NCLB Report Cards are posted to district and school websites, provide the links which parents use to access the reports
D18 – McKinney-Vento Dispute Resolution process
The SAU’s McKinney-Vento dispute resolution process. A dispute resolution process for families and youth that clearly
indicates:Who?What?When?How?
D19 – Financial: Grant Reimbursement
A copy of the most recent reimbursement invoice and expenditure run from the SAU’s accounting system to support the reimbursement for Title IA
and at least one other title – IIA, III, or VI. Most recent reimbursement invoice submitted A print out of that invoice from Federal Grant Reimbursement
System A print out of a detailed expense report or trial balance of those
expenses to support the invoice (i.e. Names of employees, account codes, posting dates, materials and supplies purchased, vendor names etc.)
Both Title 1A and one other Title
D20 Financial System Expenditure ReportsFinancial system expenditure reports for the past fiscal year for Titles IA, IIA, III and VI. Summarize salary/benefit runs by Title by Staff and provide detail runs by Title for all other expenditures.
A detailed run of expenditures for the entire fiscal year being monitored. Details should include employee names, account codes, vendor name, posting dates, etc.
Any charge put on a credit card or purchase order should be followed by the back up receipts of actual purchases.
Purchases for food whether for travel or parent engagement should be accompanied by travel requests, invitations, agenda, registration, etc.
For more specific questions
Jackie Godbout Title IA Program [email protected]
624-6712
Janette KirkTitle IA Program [email protected]
624-6707
Meghan SouthworthTitle IIA Coordinator
Nancy LamontagneTitle IA Management Analyst
Nancy MullinsDirector ESL/Bilingual Programs
Charlene TuckerDirector of Assessment and Accountability
For more specific questions
David FiskTitle IC Migrant Education Program Director
Chelsey Fortin-TrimbleTitle VI Program Director
Jacinda GoodwinMcKinney-Vento State Coordinator
Travis DoughtyFederal Grants Coordinator/21st Century/SIG
