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FY15 Federal Programs Monitoring Process: Subrecipient Monitoring in Oklahoma State

This resource toolkit provides an overview of the monitoring process for subrecipients of federal funds in Oklahoma State Department of Education. Learn about the new requirements for FY 2015 monitoring and access the necessary documents for compliance.

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FY15 Federal Programs Monitoring Process: Subrecipient Monitoring in Oklahoma State

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  1. Subrecipient Monitoring FY15 of Education Oklahoma State Department of Education Office of Federal Programs Federal Programs Office of Titles I, II, III, VI and X

  2. Today’s Agenda • Monitoring Overview and Process • What’s New - FY 2015 Monitoring • Consolidated Monitoring of Federal Programs • Monitoring Process and District Preparation • Desk or Onsite Monitoring • Review Monitoring Tool

  3. Monitoring Overview • USDE requires that all LEA sub-recipients receiving federal funds participate in a monitoring process as an accountability component. • Federal grant monitoring enables SEAs to work collaboratively with LEAs by providing them with high quality technical assistance for fiscal and programmatic planning and implementation of all services provided for students, teachers, and principals, on behalf of their federally funded programs.

  4. What’s New for FY-2015 NEW • Revised Consolidated Federal Grant Programs Monitoring Tool • A three-year monitoring cycle and LEA monitoring schedule (FY15 is the third year of the new three-year cycle)

  5. Programs To Be Monitored • Title I, Part A-Improving Basic Programs Operated by Local Education Agencies • Title I, Part C-Migrant Education Program • Title I, Part D-Prevention and Intervention Programs for Children and Youth who are Neglected, Delinquent, or At-Risk • Title II, Part A-Preparing, Training, and Recruiting High Quality Teachers and Principals • Title III, Part A-Language Instruction for Limited English Proficient and Immigrant Students • Title VI, Part B-REAP-Flex/RLIS Program • Title X, Part C-McKinney-Vento Homeless Education Program

  6. Desk/Site Monitoring LEAs will receive a notification from OSDE, via e-mail, that contains: • The Monitoring Tool • A notification letter indicating whether the LEA will be Desk or Site monitored • A list of LEAs to be monitored and the OSDE staff assigned to review their documents

  7. Desk Monitoring • Districts will submit required monitoring tool and supportive documentation to OSDE via flash drive, by December 1, 2014. • OSDE staff will review the documentation and notify the districts whether they are compliant or not-compliant with the monitoring requirements.

  8. Site Monitoring • Districts will submit required monitoring tool and supportive documentation to OSDE via flash drive, by December 1, 2014. • OSDE will confirm with the LEA the date of the site visit. Site visits will occur between October 2014 and April 2015.

  9. Site Monitoring • OSDE will interview district staff and visit school sites to interview principals, parents, and other stakeholders as appropriate. • The LEA will be informally notified of potential compliance issues during the Exit Conference, which will conclude the site visit. • The LEA will be formally notified, after the site visit and review of the Monitoring Tool, whether they are compliant or not-compliant with the monitoring requirements.

  10. Site Visit Overview • Personnel requested for visit conducted at central office: • Federal Program Coordinator • LEA Superintendent • Homeless Liaison • ELL Coordinator • Neglected Part A Program Coordinator • Other Relevant Staff • Personnel requested for visit conducted at school sites • Principal or designee of selected schools • Parent Involvement Coordinator • Other Relevant Staff

  11. Document Organization Instructions • LEAs are required to submit the monitoring tool and supportive documentation for each applicable program on a flash drive labeled with the District Name and County/District Number. • Create a main folder on the flash drive, named FY2015 Consolidated Monitoring, andwithin this folder create individual folders for each applicable program (i.e. Overarching, Title IA, Title ID, etc.) • Name each document according to how it is referred to on the Required Documentation Checklist. • If the district uses more than one flash drive, number them in sequential order. • The LEA must provide ALL documents listed on the Required Documentation Checklist for the applicable programs.

  12. Document Organization Example • Perfect City 99I099_FY15 • Overarching • Procurement Policy • Inventory List • Etc. • Title I A • Parent’s Right to Know Letter • School Parent Compact • Etc. Title I C • Service Delivery Plan (SDP) • Comprehensive Needs Assessment (CNA) • Etc. • Title I D • Assessments Currently Used for Pre-/Post-Testing • Etc. • Title II A • Equitable Distribution Plan

  13. Federal Programs Monitoring Resource Toolkit • The “Federal Programs Monitoring Resource Toolkit” is available on the website along with the other Consolidated Monitoring documents. • This toolkit contains samples of many of the documents that are requested to be provided during the monitoring process. • The documents are divided into three categories – Plans, Letters, and Forms – along with a fourth section containing sections of USDE law outlining and explaining why the LEA is required to maintain, update, and disseminate these documents.

  14. Accessing Monitoring Document Templates Go to the OSDE website @ http://ok.gov/sde/

  15. Accessing Monitoring Document Templates Select “Services”and then “Federal Programs”

  16. Accessing Monitoring Document Templates Select “Federal Programs Overview”

  17. Accessing Monitoring Document Templates Scroll down to the “Consolidated Federal Grants Program Monitoring” table

  18. Key Points for FY15 • LEAs are encouraged to begin working on the Monitoring Tool - reviewing requirements, answering questions, gathering documents – as soon as possible. • Because LEAs will have approximately 5 months to complete the Tool, there will be no extensions granted. • All Tools must be submitted by the deadline, with all applicable documents listed on the Required Documentation Checklist and all applicable “Indicators” sufficiently addressed with narrative statements, or the LEA will be determined to be Out-of-Compliance with Federal requirements.

  19. Key Points for FY15 cont. • The Tool must be sent back to OSDE in the same format it was originally distributed to LEAs. • The Monitoring Tool must be saved to the flash drive as an MS Word document. • It should not be converted to other formats (pdf, jpg, etc.) at any time. • The LEA should not password protect the document. • The Tool should not be saved separately for individual programs - Ex., the Title I, Part A section of the Tool saved as it’s own individual Tool.

  20. Key Points for FY15 cont. • Only the Federal Programs Director or Superintendent should provide the narrative statements. • LEAs should discuss Federal Programs (purpose, use, requirements, etc.) with teachers and other staff. • All staff in Schoolwide schools should be aware of what Federal Program dollars are supporting in the school. • LEAs should have Homeless policies in place, such as “identification” guides, that all staff has been informed of/trained on.

  21. Thank you for participating today.

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