What Directors Need to Know About ELO-P Program Monitoring

If your ELO-P program has been selected for monitoring, take a deep breath - it's not an audit. Compliance monitoring is a routine oversight process that the California Department of Education (CDE) uses to ensure programs meet requirements and serve students effectively. While the process requires preparation, you'll have support and resources available to help you succeed.

Understanding California Compliance Monitoring 

Compliance Monitoring helps CDE assess how well educational agencies implement their programs and meet requirements. The process looks at both program guidelines and fiscal obligations through either onsite visits, online reviews, or remote monitoring via video calls.

CDE selects programs for monitoring based on several factors including program size, spending patterns, previous compliance issues, and specific risk factors. They aim to identify which programs could benefit most from review and support.

The monitoring process typically takes about 60 days to prepare for, during which you'll work directly with CDE specialists who can guide you through what's needed. While intensive, the process is meant to help identify both what's working well and where improvements might be needed.

Key Differences Between Compliance Monitoring and Annual Audits

While both processes evaluate your ELO-P program, they serve distinct purposes and follow different approaches:

Annual audits:

• Required yearly financial review of your program
• Conducted by independent auditors using standardized tests
• Focuses on verifying fiscal compliance like proper attendance tracking and ratio requirements
• Results in findings if requirements aren't met, with specific dollar penalties
• No preparation support or guidance - auditors must maintain independence

Compliance monitoring:

• Comprehensive review of how your program operates
• Conducted by CDE specialists who work collaboratively with your team
• Examines program implementation including student services and program quality
• Identifies areas for improvement with time to make corrections during the process
• Includes preparation support and guidance from CDE specialists

The key is that audits verify compliance after the fact, while monitoring helps ensure your program is on track while there's still time to improve. Think of audits as checking your work, and monitoring as helping you succeed.

Types of Monitoring

CDE conducts monitoring either onsite or online. Both types follow the same program requirements and standards - the main difference is how CDE interacts with your team during the review.

First, it's important to know that every LEA is assigned to one of four cohorts (A, B, C, or D). Each year, CDE selects about 130 LEAs for review - 65 from one cohort for onsite reviews and 65 from another cohort for online reviews. This cohort system helps CDE maintain consistent oversight across all programs over time.

Onsite Reviews 

With onsite reviews, CDE staff visit your locations in person. They'll meet with your team, school site staff, and both LEA and school advisory committees face-to-face. This allows for direct observation of programs and real-time discussion of any questions that come up.

It may be obvious, but here are some things to consider when planning for a successful ELO-P program monitoring process. Be prepared to spend time scheduling for staff interviews. You'll also want to budget time pulling together all program documentation so it's readily available. Additionally, preparing meeting spaces and arranging site visits to program locations help facilitate a smooth review.

Online Reviews

Online reviews cover the same content and use the same program instruments as onsite visits, but all documentation and evidence is submitted electronically. While there's no in-person component, you'll still need to demonstrate how your program meets requirements through detailed documentation.

For the online ELO-P program monitoring process, focus on organizing digital files in a single place with a folder structure that mirrors what your FPM Review Lead will be asking for. Scan paper documents as needed to ensure they are readily accessible in digital format. It is also important to ensure that staff can easily access and upload necessary materials.

Telemonitoring

Telemonitoring combines elements of both approaches using web video conferencing applications like Zoom. You'll submit documentation online, but also have video meetings with CDE staff to discuss your program. This option became more common during the pandemic and continues to offer a flexible way to complete reviews while maintaining the interactive benefits of face-to-face discussions.

Selection Criteria for LEAs 

While your cohort assignment determines when you might be reviewed, CDE uses specific risk factors to decide which LEAs within each cohort will receive a review. Understanding these factors can help you assess your program's likelihood of selection.

Key factors CDE considers include:

• Program size and total funding allocation
• High per-pupil allocation amounts
• Significant carryover percentages
• Previous audit findings
• Past compliance history
• Whether your LEA has been identified for Tier 2 differentiated assistance or Tier 3 intensive intervention under LCFF

Timeline and Process 

Once selected, here's what to expect:

Preparation Period (60 days):

• You'll be assigned a CDE Review Lead as your main point of contact
• Your program administrators will work directly with CDE specialists
• You'll gather and organize required documentation
• Staff can attend CDE training sessions

Resolution Period:

• After the review, you'll receive a Notification of Findings (if any)
• You have 45 calendar days to resolve any findings
• If needed, you can request additional time through a Resolution Agreement
• The maximum resolution period is 225 calendar days

If findings aren't resolved within the timeline, your LEA will appear on CDE's Unresolved Findings list. This is public information that could affect future funding, so it's important to address any findings promptly.

Preparing for ELO-P Compliance Monitoring 

CDE provides several resources to help you prepare for and navigate the monitoring process successfully. Using these effectively can make a significant difference in your review outcome.

Key CDE Resources:

• Your assigned FPM Review Lead who coordinates all review activities
• Program-specific resources in the CDE Box file sharing site
• Annual training sessions in August covering both the overall process and specific program requirements
• The CDE Monitoring Tool (CMT) for submitting documentation

County Office Support

Your county office of education can be an invaluable partner during the monitoring process. Most county offices have staff who understand the local context and challenges. They also have experience with multiple reviews, and can help interpret requirements. Additionally, they may offer pre-review support services to further assist in ensuring a successful monitoring experience.

Don't hesitate to reach out to your county office - they're often an underutilized resource that can help you prepare more effectively.

Why Compliance Monitoring Matters

Preparing for compliance monitoring requires up front effort, but the process serves important purposes beyond mere compliance. It all comes back to making sure that we're doing the best for our students. It helps the CDE ensure that programs they are funding are operating effectively and identifies areas where additional support might be needed. For districts, it provides an opportunity to demonstrate program strengths and creates accountability for the proper use of public funds.

Effective Implementation Tips

Based on successful FPM experiences, consider these practical approaches:

• Start organizing documentation early - the 60-day preparation period goes quickly
• Involve key staff members in preparation - don't try to handle everything alone
• Use the experience to improve your ongoing record-keeping systems
• Take advantage of training opportunities before your review
• Keep communication channels open with your FPM Review Lead

Remember: while the process can feel overwhelming, you have support available and a reasonable timeframe to prepare. Focus on demonstrating how your program serves students effectively while meeting requirements, and you'll be well-positioned for a successful review.

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