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Monitoring for Selected Programs under No Child Left Behind

Introduction

The monitoring of No Child Left Behind (NCLB) programs supports the Florida Department of Education's (FDOE's) mission to increase the proficiency of all students within one seamless, efficient system. It is also required by federal and state legislation. Education Department General Administrative Regulations (EDGAR) at 34 CFR 80.40(a) requires the FDOE to monitor subgrant activities, “to assure compliance with applicable Federal requirements and that performance goals are being achieved. Section 1008.32, Florida Statutes, addresses the responsibility of the State Board of Education for oversight and enforcement relative to compliance.

Annually, all Local Educational Agencies (LEAs) that receive NCLB funds, must conduct self-monitoring activities. The purpose of these activities is to self-evaluate each program’s success in meeting all requirements, determine if further action is needed to be in full compliance, or, in limited cases, identify the criterion item as Not Applicable.

The United States Department of Education (USED) has determined that self-monitoring activities alone are insufficient.  In addition to regular self-monitoring, LEA programs may be selected for enhanced self-monitoring, onsite monitoring, or desktop monitoring.  This focused monitoring process affirms that federal programs are implemented with fidelity.  For more information on the types of monitoring, please review the Frequently Asked Questions.

It is important to note that the FDOE reserves the right to withhold funding to, and to implement other more restrictive conditions for subgrant recipients deemed as not implementing state and federal programs with fidelity, as determined through the monitoring process.

In addition to determining compliance with federal and state laws, monitoring gives the FDOE the opportunity to collaborate more effectively with LEAs. The FDOE uses the results of monitoring activities to focus technical assistance on areas where LEAs are most likely to be out of compliance. Monitoring gives the state the opportunity to evaluate its effectiveness in providing the support needed for systemic and systematic program improvement.

Important Information!

  • The online monitoring system is now available! Superintendents should provide the FDOE with the name and contact information of the designated LEA liaison as soon as possible. LEA liaisons will be responsible for disseminating the password and other related monitoring information to LEA personnel working with the monitoring process.
  • Please e-mail or call 850-245-0657 for assistance with the online monitoring system.
  • Please visit the 2012-13 Monitoring Schedule (PDF) to find out which LEA programs are going to be monitored via onsite or desktop review and which week the review will occur.  The schedule also specifies which LEA programs are designated as enhanced self-monitoring and self-monitoring.

NOTE: Work Papers and documentation must be in the online monitoring system by November 2, 2012.

Important Links and Tools

LEAs with Programs Completing Self-Monitoring

LEAs with programs completing self-monitoring activities should access the online monitoring system, provide responses to all compliance items in the work papers (Requirements Met, Further Action Required, or Not Applicable), and upload the small amount of documentation that is required for all LEAs (listed below). The online monitoring system is the only acceptable method for submitting work papers and documentation to the FDOE. Once an LEA completes the work papers for all required NCLB programs (onsite, desktop, enhanced, or self), a Self-Evaluation Certification will automatically be generated. It must be signed by the Superintendent/designee and returned electronically or sent via mail to FDOE (at the email/address below).

If an LEA determines that further action is needed for one or more compliance items, System Improvement Plan(s) (SIPs) must be completed in the online system. All steps in the process must be completed by November 2, 2012.

Questions concerning the monitoring process may be directed to . Please direct all program specific questions/concerns to program staff.

*NOTE: Self-monitoring LEAs are not required to provide answers to the review questions or upload documentation for all compliance items, but are expected to upload documentation for the compliance items below.

Documents Required for All LEAs:

  • Title I, Part A, Improving the Academic Achievement for the Disadvantaged (DIA-1, DIA-3, DIA-8, MIA-1, and MIA-2)
  • Title I, Part C, Education of Migratory Students (IIC-1)
  • Title VI, Part B, Rural and Low-Income (AVIB-1 and BVIB-1)

LEAs with Programs Designated for Enhanced Self-Monitoring

LEAs with programs designated for enhanced self-monitoring should complete all self-monitoring requirements listed in the section above.  Additional LEA-specific requirements will be communicated to the LEA liaison following release of all monitoring information.  LEAs will be expected to provide a progress report or additional documentation beyond what is expected of regular self-monitoring.

Once an LEA completes the work papers for all required NCLB programs (onsite, desktop, enhanced, or self), a Self-Evaluation Certification will automatically be generated. It must be signed by the Superintendent/designee and returned electronically or sent via mail to FDOE (at the email/address below). All steps in the process must be completed by November 2, 2012.

Questions concerning the monitoring process may be directed to . Please direct all program specific questions/concerns to program staff.

*NOTE: Enhanced self-monitoring LEAs are not required to provide answers to the review questions or upload documentation for all compliance items, only those required for all self-monitoring LEAs and any others requested as a result of enhanced self-monitoring.

LEAs with Programs Designated for Onsite and Desktop Monitoring

LEAs with programs designated for onsite or desktop monitoring should access the online monitoring system and provide responses to all compliance items (Requirements Met, Further Action Required, or Not Applicable). All onsite or desktop LEAs must also answer the review questions and upload documentation for all compliance items for all required NCLB programs. The online monitoring system is the only acceptable method for submitting work papers and documentation to the FDOE.

Once an LEA completes the work papers for all required NCLB programs (onsite, desktop, enhanced, or self), a Self-Evaluation Certification will automatically be generated. It must be signed by the Superintendent/designee and returned electronically or sent via mail to FDOE (at the email/address below). All steps in the process must be completed by November 2, 2012.

Questions concerning the monitoring process may be directed to . Please direct all program specific questions/concerns to program staff.

*Note: LEAs designated for onsite or desktop monitoring will not have the SIPs generated at this time. Access to System Improvement Plans will be available after the LEA receives a preliminary report from the FDOE.

Please send all Self-Evaluation Certifications to

ofp at fldoe dot org

or:

Florida Department of Education
325 West Gaines Street, Room 644
Tallahassee, FL 32399-0400
Attention: Sara Dixon