Ramiro Nava and Stacy Savoca Federal Program Monitoring Office September 20, 2012

CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction

Ramiro Nava and Stacy Savoca Federal Program Monitoring Office

September 20, 2012

California Accountability and Improvement System

Nuts and Bolts

TOM TORLAKSONState Superintendent of Public Instruction

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Pre-CAIS• Local educational agencies (LEAs) responded to

Program Instrument items using hard copy documents

• LEAs prepared numerous files and boxes for monitoring visits

• Communication via phone, e-mail and fax


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CAIS Beginning

• A web-based system, designed to enhance and streamline the Federal Program Monitoring (FPM) process including:

– Tools for storage and retrieval of LEA documents– Electronic communication specific to compliance

monitoring– Opportunity for effective monitoring and targeted

technical assistance– Transparency in the monitoring process


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CAIS Today

• CAIS has expanded:– Compliance monitoring for FPM, School

Improvement Grants (SIG), Civil Rights Review of Career Technical Education (CRR-CTE), and Charter Schools

– Review of local educational agency (LEA) and school plans

– Special Education Nonpublic Schools and Agencies (NPS/As) application submission


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CDE CAIS Web pagehttp://www.cde.ca.gov/ta/ac/ca/


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CAIS and FPM

• CAIS provides CDE a tool to assist with monitoring LEAs to ensure that they meet fiscal and program requirements – CAIS is limited to LEAs in the FPM

monitoring process– CAIS access, training, and assistance is

available for these LEAs through the FPM Office


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CAIS Roles and Definitions

Roles DefinitionsSchool User A user who has the ability to upload

documents in draft form only.District User A user who has the ability to upload

documents. Submitter A District User who has the ability to

submit the instrument on behalf of the LEA. Receives comments for each assigned program instrument.

Administrator A District User who can add and manager users.

LEA Review Coordinator

A District User with administrative rights and is assigned as a Submitter for all program instruments being reviewed.

Each user accessing the system must have an individual user account.


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LEA Overview


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LEA Review Schedule

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Instrument Overview


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Uploading Documents

1. Add a New File by browsing your computer and selecting the file to add. • Provide a Title and Description. • The default for the Title is the file name, but you

may uncheck this to create your own. • Be sure to include file types that are generally

able to be opened on most computers: Microsoft Office applications such as Word and Excel, PDF files, and text files.

• If you have files in a software format not available to most users (Photoshop or design software), please convert to a PDF file.


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Uploading Documents 2. Select an Existing File uploaded by the LEA or

School to the File Cabinet. • Only documents (including links and hard copy

references) already uploaded by your LEA will be available for selection to attach to a new instrument item.

• Select Existing File, then select Browse. • You will see a view of the entire LEA file cabinet. • You may select one or multiple documents by

checking the box to the left of each document title.

• Select Review at the bottom of the screen to confirm the selected documents.

• Then select Attach to save.


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Uploading Documents

3. Select a link to a Web page if the document(s) are on at Web page i.e., LEA Web page parent notifications. • Add a URL, including “http://” to create the

record• Provide a direct link to the document• Provide a Title and Description of the Web

page


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Uploading Documents

4. Select the Hard Copy Reference Only option when a document containing student-identifying or other sensitive information is not uploaded.

• Provide a Title and Description• Indicate in the Description field where the

document is available for review


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Notification Of Findings: No Findings

• When an FPM review is completed and there are no findings, the LEA will receive this comment

• The Notification of Findings (NOF) report will be posted in CAIS File Cabinet


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Notification Of Findings: Findings

• When the FPM review is completed and there are findings the LEA will receive this comment

• The Notification of Findings (NOF) report will be posted in CAIS File Cabinet

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Resolution of Findings

• LEAs will resolve all findings within 45 calendar days from the last day of a review

• Program reviewers respond to uploaded resolution documents within 15 calendar days

• When LEAs cannot resolve findings within the 45 calendar days, they can request a Resolution Agreement

• Resolution Agreement requests are granted or denied within 5 calendar days

• Resolution Agreement requests cannot extend over 225 days from the last day of a review


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Uploading Resolution Documents

• LEA uploads resolution documents at the instrument item with a status of Does Not Meet Requirements

• LEA selects paper clip under Associated Documents or Required and Suggested Documents to upload documents

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Contact InformationFederal Program Monitoring Office

916-319-0935

[email protected]

Ramiro Nava, Educational Programs Consultant

916-319-0375

[email protected]

Stacy Savoca, Associate Governmental Program Analyst

916-319-0502

[email protected]

CDE Compliance Monitoring Web page

http://www.cde.ca.gov/ta/cr/

CDE CAIS Web page

http://www.cde.ca.gov/ta/ac/ca/index.asp

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Other Program ContactsCharter Schools

916-322-6029

[email protected]

LEA Plan Implementation

Clement Mok, 916-319-0940

[email protected]

LEA Plan

Janice Morrison, 916-319-0259

[email protected]

School Improvement Grant

916-319-0833

[email protected]

Special Education, Interagency-Nonpublic Schools and Agencies

916-327-0141

[email protected]

Title III: Year 2 and 4 Improvement Plans

Lilia Sanchez, 916-319-0265

[email protected] 20