PREPARING FOR CATEGORICAL PROGRAM MONITORING (CPM) Susie Morikawa, Consultant Nora Reed, Analyst

1. PREPARING FOR CATEGORICAL PROGRAM MONITORING (CPM)Susie Morikawa, ConsultantNora Reed, Analyst

2. What we will cover today: • What is a CPM? What to expect? • Before and After School Programs (BASP) CPM Instrument • California Accountability and Improvement System (CAIS) • Resources

3. What is a CPM? • Purpose and expectations • CPM Schedules: • Cycle A On-site 1/31/11 through 6/10/11 • Cycle C Online 4/18/11 through 8/26/11

4. What is the BASP CPM Instrument? • http://www.cde.ca.gov/ta/cr/cc/documents/baspinst201011.doc Each item will have a conclusion of: • Meets requirements • Does not meet requirements • Not reviewed • The instrument will be filed at the California Department of Education (CDE)

5. I. Involvement Parents, staff, students, and community members participate in developing, implementing, and evaluating core and categorical programs

6. Evidence for Dimension I can include: • Review of Documents: - Grant Applications - Planning Documents/Private School Consultation - Records of Meeting • Operational Processes and Procedure • Interviews with: - Grant Coordinator • After School Program (ASP) and Regular Day Staff • Community Representatives • Parents and Students • School Site Council

7. II. Governance and Administration Policies, plans, and administration of categorical programs meet statutory requirements

8. Evidence for Dimension II can include: • Review of Documents: • Local Educational Agency (LEA) Plan • Single Plan for Student Achievement • Program Plan in the Grant Application • Schedules, Menus, Policies, Inventories (Project Lean Snack Calculator http://www.californiaprojectlean.org/) Interviews with: • After SP and Regular Day Staff • Parents and Students • Community Representatives and Other Stakeholders

9. III. Funding Allocation and use of funds meet statutory requirements for allowable expenditures

10. Evidence for Dimension III can include: • Review of Documents: • Line item budget and expenditure reports • Audit reports • Personnel documents (timesheets and duty statements) • Contracts and Memorandums of Understanding • Interviews with: • Grant and site coordinators • ASP and LEA staff with fiscal responsibilities

11. Guidance on Match Evidence Match Requirement III-BASP 13. (ASES) The LEA/grantee agency operating an ASES program has obtained a local contribution of cash or in-kind local funds equal to not less than one-third of the total grant amount. Facilities or space usage may fulfill not more than 25 percent of the required local match. (California Education Code (EC) sections 8483.7[a][5] and 8483.75[a][4]). • Show where your grant match comes from by providing a list of match contributors, what the contribution was and its value (calculate amount for in-kind). Show total match value as a percent of total grant amount and clearly show the calculation of the percentage of the match that is provided by donated space and facilities (which can be no greater than 25 percent of the entire match). • You may find Making the Match: Finding Funding for After School Education and Safety Programs useful as a reference for the categories of contributions. It is available at http://76.12.61.196/publications/MakingTheMatch.pdf and also providesuseful information for calculating the value of in-kind contributions. • Attach evidence (i.e., Memorandums of Understanding, volunteer documentation) supporting the entries on the list of match contributors.

12. IV. Standards, Assessment, and Accountability Categorical programs meet state standards, are based on the assessed needs of program participants, and achieve the intended outcomes of the categorical program

13. Evidence for Dimension IV can include: • Confirmation of data submitted. • Principles of Effectiveness: • Conduct a needs assessment • Develop performance measures • Use science-based programs and strategies • Regularly evaluate your program for effectiveness • Use results of evaluation to strengthen and modify your program

14. V. Staffing and Professional Development Staff members are recruited, trained, assigned, and assisted to ensure the effectiveness of the program

15. Evidence for Dimension V can include: • Review of Documents: • Personnel records • Training plans • Schedules and sign in/out sheets • Interviews and Site observations

16. VI. Opportunity and Equal Educational Access Participants have equitable access to all programs provided by the LEA as provided by law

17. Evidence for Dimension VI can include: • Review of Documents: • ASES Program plan • School safety plan • Policy regarding charge of program fees • Program handouts/brochures • Interviews with: • ASP and district staff • teachers, students and parents • school security officers and stakeholders • Observation of sites

18. VII. Teaching and Learning Participants receive core and categorical program services that meet their assessed needs

19. Evidence for Dimension VII can include: • Review of documents: • Curriculum material • Program description/plan • Lesson plans • Brochures/course offerings • Student work. Note: where appropriate, the activities should be research-based and content standard aligned. • Interviews with: • Students, parents, • ASP and school site staff • Other stakeholders

20. What is CAIS? California Accountability and Improvement System (CAIS) Web page: http://64.147.175.16/tracker/ WestEd's CACC CAIS Information Web Page: http://www.cacompcenter.org/cs/cpm/print/htdocs/cpm/cais_resources.htm

21. CAIS Document Uploading GuidanceBefore and After School Programs OnlyPlease read the following BEFORE uploading your documents. • Please do not provide any information that goes beyond what is required to provide evidence that you are meeting the specific requirement. • Number all pages of the documents you are submitting consecutively. This may be done by hand and it is not necessary to eliminate page numbers that already exist in your documents. • Prior to uploading, highlight the section(s) in each document that contains information relevant to the item being tested. At the beginning of the document, note the page number(s) of the highlighted sections. • Do not submit the content of trainings and workshops (i.e., PowerPoint slides). An agenda for the workshop that lists presenters and a statement of who attended from your organization and their role is sufficient.

22. CAIS Resources • CAIS Webinar: http://www.cde.ca.gov/ta/cr/cc/cycleareviews.asp • CDE CPM Web site: http://www.cde.ca.gov/ta/cr/cc/ • caishelp@cde.ca.gov

23. CPM Resources Region 1 Del Norte, Humboldt, Lake, Mendocino, and Sonoma Counties Regional Lead Susan McConnell, Director Mendocino County Office of Education 707-467-5141 susan_mcconnell@mcoe.us CDE Contacts Marlena Uhrik, Program Consultant Barbara Bell, Fiscal Analyst 916-319-0716 916-319-0289 muhrik@cde.ca.gov bbell@cde.ca.gov Region 2 Butte, Glenn, Lassen, Modoc, Plumas, Shasta, Siskiyou,Tehama, and Trinity Counties Regional Lead Gloria Halley 530-532-5705 ghalley@bcoe.org CDE Contacts Patrice Roseboom, Program Consultant Bernadine Holman, Fiscal Analyst 916-319-0399 916-445-5695 proseboo@cde.ca.govbholman@cde.ca.gov

24. CPM Resources(cont’d) Region 3 Alpine, Colusa, El Dorado, Nevada, Placer, Sacramento, Sierra, Sutter, Yolo, and Yuba Counties Regional Leads Barbara Metzuk Frank Pisi 916-228-2715 916-228-2644 bmetzuk@scoe.netfpisi@scoe.net CDE Contacts Iqbal Badwalz, Program Consultant Veronica Maestas, Fiscal Analyst 916-319-0732 916-319-0540 ibadwalz@cde.ca.govvmaestas@cde.ca.gov Region 4 Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, and Solano Counties Regional LeadCDE Contacts Joe Hudson Danette McReynolds, Fiscal Analyst 510-670-7732 916-319-0363 Jhudson@acoe.orgdmcreynolds@cde Alameda and Marin counties only CDE Contacts Iqbal Badwalz, Program Consultant Melissa Weathers, Fiscal Analyst 916-319-0732 916-319-0264 ibadwalz@cde.ca.govmweather@cde.ca.gov All counties except Alameda and Marin

25. CPM Resources(cont’d) Region 5 Monterey, San Benito, Santa Clara, and Santa Cruz Counties Regional Lead Mara Wold 408-313-6059 mwold@monterey.k12.ca.us CDE Contacts Cindy Schneider, Program Consultant Karissa Lujan, Fiscal Analyst 916-319-0601 916-319-0620 cschneider@cde.ca.govklujan@cde.ca.gov Region 6 Amador, Calaveras, San Joaquin, Stanislaus, and Tuolumne Counties Regional Lead Lori Ward 209-238-1377 lward@stancoe.org CDE Contacts Linda Sain, Program Consultant Bernadine Holman, Fiscal Analyst 916-319-0203 916-445-5695 lsain@cde.ca.govbholman@cde.ca.gov

26. CPM Resources(cont’d) Region 7 Fresno, Kings, Madera, Mariposa, Merced, and Tulare Counties Regional Lead Diane Wilcock 559-651-0155, ext. 3612 dianew@tcoe.org CDE Contacts Susie Morikawa, Program Consultant Andrea Dickey, Fiscal Analyst 916-319-0537 916-445-5620 smorikawa@cde.ca.govadickey@cde.ca.gov Region 8 Kern, San Luis Obispo, Santa Barbara, and Ventura Counties Regional Lead Marcella Klein-Williams 805-437-1376 mkleinwilliams@vcoe.org CDE Contacts Shadidi Sia-Maat, Ph.D., Program Consultant Jerry Maurer, Fiscal Analyst 916-323-1027 916-445-4577 ssiamaat@cde.ca.gov jmaurer@cde.ca.gov

27. CPM Resources(cont’d) Region 9 Imperial, Orange, and San Diego Counties Regional Lead Helen Gonzales 619 682-5260 hgonzales@sdcoe.net CDE Contacts Joshua Brady, Program Consultant Nora Reed, Fiscal Analyst 916-319-0206 916-327-5928 jbrady@cde.ca.govnreed@cde.ca.gov Region 10 Inyo, Mono, Riverside, and San Bernardino Counties Regional Lead Martha Hall 909-386-2949 martha_hall@sbcss.k12.ca.us CDE Contacts Yvonne Evans, Program Consultant Paul Simpson-Jones, Fiscal Analyst 916-319-0623 916-319-0211 yevans@cde.ca.govpjones@cde.ca.gov

28. CPM Resources(cont’d) Region 11 Los Angeles County Regional Lead Mary Jo Ginty 562-803-8336 ginty_maryjo@lacoe.edu CDE Contacts Gloria Woodlock,Program Consultant Craig Pierini, Program Consultant 916-323-1025 916-319-0200 gwoodlock@cde.ca.govcpierini@cde.ca.gov Ella Graham, Fiscal Analyst Fred Sharp, Fiscal Analyst 916-319-0210 916-319-0720 egraham@cde.ca.gov fsharp@cde.ca.gov Grantees A-Ld Grantees Le-R Dan Ramsay, Fiscal Analyst 916-327-9482 dramsay@cde.ca.gov Grantees S-Z http://www.cde.ca.gov/ls/ba/cp/regntwrkcontacts.asp

29. What to Expect After the CPM Visit • Onsite CPM: • Formal exit meeting/debrief • Notice of finding (NOF) date • Online CAIS review: • Preliminary draft of findings deadline • Debrief date, if necessary and requested • NOF date • Proposed Resolution of Findings (PRF) • Track findings • Communicate between ASPO Consultant and CPM Office on findings • Ongoing Technical Assistance

30. CPM/CAIS Survey http://www3.cde.ca.gov/caissurvey/ surveysave.aspx?pid=37 Questions???