Q: For the 2020-21 school year, should we be reporting on our original Strategies and Activities as outlined in our SIA plan, or should we report on the Strategies and Activities we are focusing on under the reduced allocation due to COVID?
A: Within the first section of your progress report on the Reporting Dashboard, you will only need to report on the strategies and activities that you are still doing this year in light of the reduction of funding. You don’t need to report on the strategies and activities you’ve put on pause. In the second section of your progress report, you will still need to report on all of the planned expenditures as ODE is using this piece to capture adjustments to your original SIA plan in light of the reduction in funding.
Therefore, if you had a reduction in an activity from “Hire 2 mental health counselors” to now be “Hire 1 mental health counselor”, in the first section of the progress report your color coding system of red (no progress), yellow (significant progress), and green (completed) should be measured based on your revised activity target. In the second section of your progress report, you’ll need to indicate that you’ve reduced this expenditure given you’re shifting from hiring two mental health counselors to just one.
Q: With regard to the first progress report, if my district/charter decided to remove or pause any strategies or activities from my plan for the 2020-21 school year, will this requirement any sort of amendment or adjustment?
A: For this school year (2020-21), we defined adjustments as minor changes to activities or shifts to a tiered plan originally included in the SIA application and amendments as major changes to the original plan. With this in mind, for any recipient who has paused moving forward with a strategy or multiple strategies for this school year, they will remain in the adjustment category and will not need to submit an amendment (or anything else) at this point.
Q: Can Business Managers (or other points of contact) also receive an automated link to the Reporting Dashboard?
Unfortunately we are unable to accommodate multiple contacts for automated messages out of smartsheets (something we hope to remedy in year 2 of the SIA funding), but we are happy to change your point of contact. Alternatively, you could keep your original point of contact and have that person share the link to your district’s or school’s Reporting Dashboard. Please reach out to SIAInfo
to request any changes to contact information for either the biweekly SIA Message or the main grant point of contact.
Q: What do I do if I want multiple people to fill out my Reporting Dashboard? How do I get information from my charter schools for reporting?
A: The link you received from SmartSheets is customized to your district or charter school and allows editing by anyone that has the link. Therefore you can have multiple people accessing the link and editing the Reporting Dashboard as needed. If you have an eligible charter school that applied as part of your district you can either send them the link directly, or you can request the necessary information from your charter so that you can fill it in.
Q: What do I do if I have not received a link to my Reporting Dashboard?
At this time, ODE has created and sent customized Reporting Dashboards via Smartsheet to all districts and eligible charters who have a fully executed SIA grant agreement (i.e. ODE has countersigned your grant agreements and you are able to request funds in EGMS). If you have a fully executed SIA grant agreement and did not receive a Reporting Dashboard then please reach out to SIAInfo
and we will assist in getting you connected. If you do not yet have an executed grant agreement then please reach out to your Application Manager or SIAinfo@state.or.us
to find out where you are in the process.
Q: If I do not have an executed grant agreement in place, will I still be required to submit a Reporting Dashboard on January 31, 2021?
A: The due date for the first Progress Report is January 31, 2021 for all grantees who have a fully executed grant agreement. If your grant agreement is executed after January 15th, then ODE will work you on a reporting due date for the first Progress Report (3 weeks after the date of the executed grant agreement). Confirmation of this due date and a link to your customized Reporting Dashboard will be sent once you have a fully executed grant agreement.
Q: Do I need to fill out and submit both my Reporting Dashboard and the excel financial report templates that were included in the guidance released in December 2020?
As you are preparing your report response, you are also welcome to utilize the programmatic
report templates released in the Supporting Quality Implementation
guidance in December 2020, which were a preview for those who wanted to get a jump on their reporting. Please remember that the actual progress reports for each reporting period must be submitted via the customized Smartsheet link you received.
Q: The budget information, including the allocation amount, under the ”tracking expenses” section of my Reporting Dashboard is reflective of my original SIA allocation estimate. Why?
If ODE has a copy of your Excel SIA budget, we have pre-populated your original SIA budget into the “tracking expenses” section of the Reporting Dashboard. This will be reflective of the original allocation amount unless a formal amendment was submitted in fall 2020. The first financial progress report is where the majority of recipients will note the adjustments made to the original budget and reflect the updated budgeted amounts of activities based on the revised allocation estimates
that were released after the August 2020 special session. If you have any questions about how to reflect these adjustments or complete the financial progress report, contact SIAinfo@state.or.us
Q: If my district has a line item in our budget that represents charter pass through, should I leave this in, zero it out or mark it as “removed from budget” since my charter has a separate dashboard for their own budget?
A: If your charter has a separate dashboard (connected to your district dashboard) then you should not include it as a line item in your own district budget. We will be rolling up expenditures on the backend (for both charters and districts), so we don’t want to capture that charter allocation twice. In this case, you can mark it as “removed from budget” and zero it out in the district budget and all charter expenditures will be captured in their own reporting link. However, if your charter budget is embedded in your district budget then you should edit or add information as needed to show the charter expenditures for each line item. ODE needs to see additional detail on charter expenditures to understand if they are allowable under the HB3427 (i.e. we need to see more detail than “Charter pass-through to XX school”).
Q: In the Strategies and Activities section of the SIA Progress Report Dashboard, there is a cell next to each strategy to write in evidence. Can ODE provide examples of appropriate evidence for this part of the progress report?
A: The ODE SIA team recognizes that there has been some confusion on the evidence portion of the dashboard and hopes to provide clarity for future reporting. In the Strategies and Activities section of the SIA Progress Reporting Dashboard, recipients report on implementation progress toward each strategy and the supporting activities for that strategy.
If the strategy is related to implementing an integrated mental health program in order to improve student well-being, evidence over time might include:
- Survey Results: Survey of students indicates more students, and especially students of color, are feeling a sense of belonging.
- Counseling Caseload or Schedule: Increased individual attention for students through the addition of additional counseling staff.
- Professional Development Calendar: In a rolling wave model, all elementary school staff, and half of the middle school staff have participated in the professional learning series. High school staff begin participation in March.
- Summary Data: Classroom observations indicate that school staff are using strategies elevated through professional learning to improve classroom climate.
As a reminder, you don’t need to upload, attach or hyperlink this documentation into the Smartsheet at this point, though you are welcome to, however if you are audited in the future and this evidence is requested, you should be able to readily pull this information.
Another form of evidence that is coded in this section of the Progress Report, includes the color coding and notes next to discreet activities that support the strategy. The color coding is a simple way to indicate the level of progress next to each activity. The notes are a space where additional examples of activity-level evidence can be documented such as the following examples:
- Contracted with vendor for student mental health survey to be conducted and summarized annually.
- Hired additional counseling staff.
- Contracted with a vendor to provide professional learning for staff on strategies to improve school climate.
Finally, the Journaling Progress section on the report is space where narrative reflection and additional context is reported on the types of changes, barriers and celebrations that are happening in the district overall. As you start to plan for submitting the second progress report, your district or charter school might consider pulling together a team or small group to complete the progress report to ensure you’re covering both the programmatic and financial aspects of the required reporting, as well as to determine next steps for your plan implementation.