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Targeted Monitoring

Targeted monitoring is a process in which DPI provides differentiated support on a targeted set of requirements to a small group of LEAs selected from risk assessments conducted by DPI. In addition to the universal support provided to all LEAs during the application process, DPI staff conduct a desk review, and will hold a monitoring visit with the selected LEAs to provide more intensive guidance and support.

Targeted Monitoring for Cross-Cutting Federal Fiscal Requirements
DPI’s targeted monitoring practices include cross-cutting federal fiscal requirements set forth in the Uniform Grant Guidance. See Appendix A - Targeted Monitoring for Cross-Cutting Federal Fiscal Requirements for more details and resources.
 
Targeted Monitoring for LEAs with Schools Identified for Comprehensive Support and Improvement (CSI)

DPI’s targeted monitoring process includes procedures to assist and monitor schools identified for comprehensive support and improvement (CSI). See Appendix B - Targeted Monitoring for LEAs with Schools Identified for Comprehensive Support and Improvement (CSI) for a summary of this process.

Targeted Monitoring Process for Private School Equitable Participation
In addition to the universal support provided to all LEAs with private schools within their boundaries, DPI staff conduct a desk review and virtual visit with the selected LEAs to provide more intensive guidance and support.

 

Timeline for ESEA Targeted Monitoring Process for Private School Participation:

Selection Late fall, Document Submission late fall until 4 weeks prior to visit, Desk Review 4 weeks prior to visit, Monitoring Visit February-April, Monitoring Report approximately 6 weeks after visit, Corrective Action 30 days after report is sent, Closure late spring early summer

Selection 

DPI selects approximately 15 LEAs to monitor annually. The risk assessment factors used to determine which LEAs are selected for equitable participation monitoring include: 25 percent or less of the private share in one or more Title grant(s) being utilized; no private share funds being spent for one or more Title grant(s); late submission of affirmation form(s); programmatic concerns identified through universal monitoring; and/or admission by the LEA that equitable services were not provided. DPI will notify LEAs selected for the targeted monitoring process in late fall.

Document Submission and Desk Review

Once notified, LEAs should begin gathering the required evidence to demonstrate compliance with requirements outlined in Section E (below). Shortly after notification, DPI will provide LEAs with the information, tools, instructions and resources needed to submit the required documentation and prepare for the visit in a sufficient amount of time.

LEAs will have until four weeks prior to the scheduled monitoring visit to submit the required documentation, at which time the submission folders will be locked giving DPI staff time to review and prepare for the visit.

LEAs must observe all requirements of the Family Educational Rights and Privacy Act (FERPA) when developing and submitting documents to DPI. In other words, documents MUST NOT include any personally identifiable information (PII). LEAs should not upload narrative responses to the guiding questions, but should be prepared to discuss them during the monitoring visit.

Equitable Participation Monitoring Visits 

Once the document submission process begins, DPI will reach out to the LEA to schedule a mutually agreed upon date for the monitoring visit. Targeted monitoring visits will be held virtually in late winter/early spring.

The purpose of the monitoring visit is to provide LEA and DPI staff time to discuss the evidence provided for each requirement, gather additional information, and gain clarity to determine an LEA’s level of compliance. LEAs should be prepared to discuss the guiding questions at the visit, although DPI staff will only ask questions that will help them better understand the LEA’s level of compliance with a requirement. DPI will not accept narrative responses to the guiding questions as submitted evidence.

It is important that LEA staff who implement the program(s) funded by ESEA grants participate in gathering and uploading required documentation, as well as speak in-depth to the programs monitored during the visit. The visit gives the LEA the opportunity to seek support where needed and to highlight and celebrate promising practices.

Monitoring Results and Follow Up

If Preliminary findings will be presented to LEAs at the conclusion of the visit. A formal written report will be sent to LEA leaders approximately six weeks after the visit. The formal report will identify strengths, weaknesses, any necessary corrective action and deadlines, and will provide technical assistance if needed. If the monitoring report indicates the LEA successfully met all requirements, DPI will include a final closure letter with the report. If corrective action is necessary, DPI will send the LEA a final closure letter once all corrective actions are complete.

If DPI determines that corrective action is necessary as outlined in the monitoring report, DPI will provide LEAs with a deadline to complete the corrective action.

Corrective Action and Closure 

If the LEA didn’t meet at least the “Developing” level as described in a requirement’s rubric, then corrective action will be assigned for that requirement in the monitoring report, along with deadlines to complete it. DPI will support LEAs who have corrective action(s) so that the LEAs can complete their corrective action in a timely manner. Once all requirements are successfully met, DPI will send a final closure letter to the LEA leadership.