ESEA Federal Monitoring

Federal Monitoring

The Oregon Department of Education and Federal Systems Team strive to build collaborative partnerships with districts through the implementation of federal grant programs. The monitoring of federal grant programs allows the Oregon Department of Education and districts to collaborate while providing equitable education to all students and ensuring accountability.

Desk monitoring occurs twice each school year, in the winter and in the spring. Following desk monitoring, a small number of districts will be selected for on-site monitoring. Districts are selected using a risk based monitoring tool.

Districts to be Monitored

ESEA Monitoring Schedule, 2022-2023 

Preparation for Monitoring

• Self-Assessment for ESEA Monitoring
  
  • The self-assessment is aligned to programmatic requirements laid out in ESEA and is designed to help districts examine their practices around federal programs. Districts being monitored complete the self-assessment to develop shared understanding of the district's current practices relative to ESSA requirements, noting strengths and identifying where technical assistance/support may be needed from ODE. However, the self-assessment is available for use by any district at any time for the process of program reflection.
    
• ESEA Monitoring Organizational Tool
  
  • The ESEA Monitoring Organizational Tool includes information on all the requirements within ESEA for which districts are responsible. This tool serves as a reference for districts regarding what documentation should be maintained at the local level.
    
• Submission List for Monitoring
  
  • This list describes which materials a district must submit as evidence for each component of monitoring. These materials are uploaded by the district into OneDrive and are reviewed by the monitoring teams at ODE.
    
• How to Submit Monitoring Materials
• District Guide to ESEA Monitoring
  
• One-Pager Overview Document
  
  

Monitoring Resources

Common Compliance

Guidelines for tracking fixed assets (Inventory)

• Inventory Guidelines
  
• Sample Inventory Sheet
  

Title I-A

School Plans

• Targeted Assistance Program (TAS) Supplemental Questions
  
• Schoolwide Program (SWP) Supplemental Questions
  
• Title I-A Plans for Schoolwide Programs
  
• Title I-A Plans for Targeted Assistance Programs
  

II-A

• Title II-A Monitoring Response Form
  

Private Schools

• 2022-2023 Affirmation of Consultation Form
• Intent to Participate Letter
  
• Equitable Services Narrative Form
  

Foster Care

• Foster Care Monitoring Narrative
  
• Transportation
  • Guidelines, Elements to Consider, Procedures
  • Sample Transportation Plan
    
• Enrollment
  • Sample Enrollment Policy – Sherwood SD
    
  • Sample Record Request Form – Pleasant Hill SD
    
• Collaboration
  • School Notification Form
    
• Free and Reduced Meals
  • Sample School Meal Policy – Sherwood SD