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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 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.

All work papers and documentation are due on Friday, November 21, 2014. The online monitoring system is the only acceptable method to officially submit this information to FDOE.

Important Links and Tools

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.

Questions concerning the monitoring process may be directed to . Please direct all program specific questions/concerns (e.g., 2013-2014 monitoring reports or system improvement plans, work papers, monitoring dates and designations) to program staff.

System improvement plans (SIPs) will be not available to LEAs designated for onsite and desktop monitoring until preliminary reports are released by the FDOE.

LEAs with Programs Designated for Self-Monitoring

LEAs with programs completing self-monitoring activities should access the online monitoring system and provide responses to all compliance items in the work papers (Requirements Met, Further Action Required, or Not Applicable). Self-monitoring LEAs are required to provide answers to review questions for the Title I, Part A program only. In addition, self-monitoring LEAs are required to upload documentation to support compliance for the programs below if applicable.

  • Title I, Part C all LEAs must upload documentation for IIC-1
    • current (2014-2015) LEA fiscal year detailed budget expenditures for the MEP. This includes all invoices, purchase orders, and corresponding expenditure reports. This is not the DOE 399.
    • 2014-2015 Time and Effort documentation on all employees partially and/or fully funded by Title I, Part C

  • Title I, Part D, Subpart 2
    • AID2-1
      • Operating a Program for Youth Returning from Correctional Facilities: Written Evidence of the LEA’s process for transitioning students returning from correctional facilities
      • Academic Placement: Evidence of the academic placement of students returning from correctional facilities
      • Transition Plan: Evidence of the use of the Transition Plan in the academic placement of students that return from correctional facilities
    • AID2-3
      • Department of Juvenile Justice (DJJ) Educational Program Oversight: Evidence of constant LEA monitoring of the educational program provided at DJJ facilities
    • BID2-1
      • For transition from DJJ facilities this documentation must include:
        • evidence of the use of the DJJ Electronic Transition Plan or a comparable transition plan
        • evidence of an assessment of student's academic needs (pre and post-assessments where feasible)
        • evidence that the academic services provided are aligned with services provided home school district
    • HID2-1 (new compliance item)
      • Evidence of communication about the accuracy of data with a representative from the local MIS office

  • Title VI, Part B
    • AVIB-1 - Provide a copy of the LEAs previous year’s Program Evaluation
    • BVIB-1 - Provide the Comprehensive Needs Assessment (CNA) used to identify need(s) for upcoming school year

If a self-monitoring LEA determines that further action is needed for one or more compliance items, SIPs will be available after the work papers are submitted in online system.

Questions concerning the monitoring process may be directed to . Please direct all program specific questions/concerns (e.g., 2013-2014 monitoring reports or system improvement plans, work papers, monitoring dates and designations) to program staff.

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

Self-Evaluation Certifications may be emailed to or mailed to the address below.

Division of Public Schools
Florida Department of Education
325 West Gaines Street, Suite 644
Tallahassee, Florida 32399-0400
Attention: Felicia A. Williams