Joint Fiscal Monitoring 200708

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Joint Fiscal Monitoring2007-08

• Tennessee Department of Education
• Office of Career and Technical Education
• Office of Federal Programs
• Office of LEA Support Services
• Office of Special Education

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Joint Fiscal Monitoring

• Background
• Schedules
• Joint Monitoring Instrument
• SDE Roles

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Background

• Commissioners Request
• PMOC Charter
• Joint Fiscal Monitoring Committee
• Input from all programs
• Cross-cutting fiscal items
• Procedures, timelines, schedules shared

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Background

• Pilots in 2006-07
• Oak Ridge City Schools East TN
• Wilson County Middle TN
• Paris SSD West TN
• Feedback provided by district staff

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Schedules

• Balanced by Field Service Center
• 2007-08 through 2012-13
• All programs participating
• Career and Technical Education
• Federal programs
• LEA Support Services Fiscal
• Special Education
• NCLB Large LEAs more frequently
• indicated on the schedule ( )

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LEAs to be Monitored 2007-08
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6-weeks monitoring window

• Nine windows
• On-site visits completed by winter break
• Included in each monitoring window
• All program monitoring
• Joint Fiscal Monitoring
• All Exit Conferences
• Gives LEAs fewer interruptions for monitoring
• Gives SDE more opportunity to focus on quality

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6-weeks monitoring window
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Schedule for Joint Monitoring On-site Visit
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Schedule for Joint Monitoring On-site Visit
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Joint Monitoring Instrument

• Table of Contents
• Process and Procedures
• Compliance Action Plan Agreement
• Joint Fiscal Monitoring Report for
  Self-Assessment
• Joint Fiscal Monitoring Report for On-Site
  Assessment

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Compliance Action Plan Agreement
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Self-Assessment
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On-Site Assessment
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Joint Monitoring Instrument

• 1-13 Policies and Procedures
• 14-27 General Fiscal
• 28-29 FACTS - Federal Application
  Consolidated Tracking System
• 30 TCSPP TN Comprehensive Systemwide
  Planning Process
• 31-38 Personnel
• 39-42 Equipment
• Appendix A IDEA Program Specific Fiscal
  Monitoring

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Department of Education Roles

• Field Service Center Directors
• Fiscal Consultants
• NCLB Regional Coordinators
• CTE Consultants
• Special Ed Consultants
• Nashville Program Directors

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Field Service Center Directors

• Work with NCLB Regional Coordinators to identify
  Primary Point of Contact for Joint Fiscal
  Monitoring in each LEA
• Attend Exit Conference of the LEAs in their Field
  Service Center
• Ensure final reports are completed, sent to the
  LEA, and Nashville offices
• Keep a copy of final reports at FSC
• Send original documents to Office of Fed.
  Programs

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Fiscal Consultants

• Serve as Monitoring Team Leader during the
  on-site visit
• Complete original instrument
• Note any compliance issues
• Give all original documents to the FSC Director
  for processing

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NCLB Regional Coordinators

• Work with FSC Director to identify Primary Point
  of Contact in each LEA
• Schedule on-site joint fiscal monitoring with LEA
  and SDE staff
• Provide assistance to Joint Fiscal Monitoring
  Team Leader

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CTE Consultants

• Work with NCLB Regional Coordinator to schedule
  monitoring dates in their LEAs
• Work with LEA staff to review CTE evidence
• Work with Joint Fiscal Monitoring Team Leader to
  complete the CTE portions of the monitoring
  instrument

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Special Ed Consultants

• Work with NCLB Regional Coordinator to schedule
  monitoring dates in their LEAs
• Work with LEA staff to review Special Ed evidence
• Work with Joint Fiscal Monitoring Team Leader to
  complete the Special Ed portions of the
  monitoring instrument
• Complete Appendix A IDEA Program Specific
  Fiscal Monitoring

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Nashville Program Directors

• Keep on file their program monitoring and a copy
  of the Joint Fiscal Monitoring
• Review completed instruments
• Sign applicable Compliance Action Plan Agreements
• Ensure follow-up monitoring for compliance issues
  is completed

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LEA Program Directors

• Gather evidence for each item in the Joint Fiscal
  Monitoring Instrument
• Provide a centralized meeting space for
  monitoring
• Provide separate work spaces for each program
  area
• Be present the day of on-site monitoring

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Where do we go from here?

• Schedule on-site Joint Fiscal Monitoring
• Schedule all program monitoring within 6 weeks
  window

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Where we would like to go?

• Schedule for Fall 2008 monitoring during Spring
  2008
• Increase desktop monitoring to minimize
  monitoring time on-site
• Electronic format to reduce paper use

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QUESTIONS?