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, 2019-2020

Preparation for Monitoring

• ESEA Monitoring Checklist 2019-2020
• ESEA Monitoring Notebook Divider Tabs 2019-2020
• One-Pager Overview Monitoring Checklist 2019-2020
• Parent Survey: As a part of the onsite monitoring visit, a survey of parents must be conducted verifying and gathering information regarding parental notification and involvement. Materials for the survey can be found here.
• ESEA Monitoring Training 2019-2020

Monitoring Tools

Common Compliance

CC-A: Military Recruitment/Student Directory Information: A component of federal education law that requires schools to provide student directory information to military recruiters.

• Military Recruiting Letter: This letter provides information on the right of military recruiters to access certain student records.
• Policy Guidance - Access to High School Students and Information on Students by Military Recruiters: This link contains questions and answers about the military recruiter law.

CC-B: Comparability: Complete by December 1st each year and keep on file in district office.

• The 2019-2020 CR ListServe announcement
• The 2019-2020 CR FAQs Sheet
• The 2019-2020 Comparability Report PowerPoint Presentation
• The 2019-2020 Revised Excel Spreadsheet for Comparability- request from Emily Swope (format not supported by web)
• The 2019-2020 Signature Page to accompany this format
• The Traditional CR Format Excel Spreadsheet

CC-E: LEA refund payments to the Oregon Department of Education

• LEA Payments to ODE Form

CC-F: Guidelines for tracking fixed assets (Inventory)

• Inventory Guidelines
• Sample Inventory Sheet

CC-G & CC-H: This form is used to determine whether CC-G (Semi-Annual Certification) or CC-H (Time and Effort) should be used.

• Breakdown of Staff Positions Funded by Federal Funds (Sample Form)

CC-G: Semi-Annual Certification

• Sample Semi-Annual Certification Form (Form used for semi-annual certification)

CC-H: Time and Effort

• Fixed Schedule Time and Effort Reporting Form
• Sample of Time and Effort Certification Schedule

Title I-A

Effective June 30, 2020, Indistar will no longer be available to districts for submission of Title IA School Level Plans and/or related annual documents. Districts and schools can now submit all of the information below on the Schoolwide and Targeted Assistance Planning web page.

IA-A: Targeted Assistance Program (TAS)

• Targeted Assistance Program (TAS) Supplemental Questions

IA-B: SchoolWide Program (SWP)

• SchoolWide Program (SWP) Supplemental Questions

IA-C: Annual Meetings

• Annual Meeting Checklist for Title IA Schools
• Sample Annual Meeting PowerPoint

IA-D: Parent Plan

• Ashland School District Building Parent Plans

IA-E: Compact

• School Parent Compact (New Jersey Department of Education)
• School Parent Compact (Georgia Department of Education)

IA-F: Parent Capacity

• Building Parent Capacity - Parent Capacity Log

IA-G: Verification

• Please use the “LEA Verification of Teacher and Paraprofessional Qualifications” form on the TransAct website

IA-H: Paraprofessional Qualifications

• Paraprofessional Qualification Form
• Final Paraprofessional OAR Adopted June 2010
• Paraprofessional with Scenarios

II-A

Please use this resource to assist you in preparation for the Title II-A monitoring items.

• IIA-B - IIA-D: Professional Development Implementation and Evaluation form

Private Schools

PS-B: Complied with Consultation Requirements

• Private School Consultation Checklist
• Affirmation of Consultation
• Federal Requirements for Private Schools Accepting Public Funds

PS-C: Services Provided to Private School Students

• 3rd Party Contracts

PS-D: Assessment to measure effectiveness of Title I, II-A, and/or IV-A Programs

• Title I-A Program Evaluation and Modifications
• Sample - Title I-A Plan (Eugene)
• Sample - Title I-A Program Review (Salem-Keizer) 2018-2019
• Sample - Title II-A Needs Assessment and Program Plan (Eugene)
• Professional Development Plan and Evaluation (Title IIA)

Foster Care

• FC-A Guidelines, Elements to Consider, Procedures
• FC-D School Notification

• Title I-C Monitoring
• Title I-D Monitoring
• Title IV-B 21st Century Monitoring
• Title III Monitoring

For more information on this topic contact Lisa Plumb or Jen Engberg.