Education Jobs Fund Monitoring
Effective 04/1/11
INTRODUCTION
The monitoring process for the Education Jobs Fund (EJF) in West Virginia will be conducted by the Governor’s Office, specifically the Education Jobs Fund Grant Administrator.
1. The Monitor will ensure clear and consistent communication regarding agency/program changes, concerns, etc.
2. A monitoring folder will be used on the computer shared drive, which will house important documents necessary to the monitoring process.
3. The goal is to provide onsite monitoring once for at least half of the 55 (fifty-five) Local Education Agencies (LEAs). Additional monitoring will take place if time permits.
4. Any LEA determined to be “at risk” will also receive an in-depth monitored visit onsite, as well as the regular desk monitoring along with all other LEAs.
DESKTOP REVIEWS
1. The Monitor will review monthly the LEAs Reimbursement Requests / Reporting Forms and supporting documentation to project progress and expenditures. All records will be maintained by the Governor’s Office. Additionally, this file is to be maintained by each agency and used as a management tool to analyze project progress and expenditures.
2. Concerns resulting from the Desktop reviews will be communicated in writing to the LEA in a timely manner with required response dates for addressing the concerns.
ONISITE MONITORING
1. Before providing an onsite monitoring visit, the Monitor will conduct a pre-monitoring review. A Pre-monitoring Visit Letter will be forwarded to the LEA in preparation for the monitoring visit requesting specific documents to be sent to the Monitor approximately 14 (fourteen) days prior to the monitoring visit.
2. While onsite, the Monitor will review various organization documents and policies, and may interview staff in order to ascertain their compliance with the indicators.
3. Once the onsite review is completed, the Monitor will offer to conduct an exit interview with the Superintendent or other authority. During this exit interview, an initial summary of findings will be presented and will allow the organization an opportunity to ask questions. These initial findings could differ from the final findings that will be included in a written summary.
4. The Monitor will submit a written report to the organization approximately 90 (ninety) days after the onsite monitoring visit. This written report will include a summary of the organization’s strengths and findings. In some cases, the organization will be mandated within 30 (thirty) days to submit a corrective action plan which includes specific strategies and timelines to address concerns. The Monitor will then have 14 (fourteen) days to submit a written approval or denial of the corrective action plan. If the corrective action plan is denied, the organization has another 14 (fourteen) days to submit a new corrective action plan.
5. The Monitor, in some cases, will provide training or technical assistance to organizations which request assistance and are in need of such assistance in order to meet the EJF regulations.
MONITORING PROTOCOLS
Financial Management and Stability
Indicator 1.0
The Local Educational Agency Grantee (LEA) has a single set of governing body approved financial management policies and procedures and they are adhered to consistently.
Indicator 1.1
The LEA maintains records for the EJF that separately track and account for the EJF.
Indicator 1.2
The EJF records fully disclose how the funds are used, the total cost of the activity for which the funds are used, and the share of that cost provided by other sources.
Indicator 1.3
If the EJF is used to support salaries, documents are maintained demonstrating this.
Indicator 1.4
Administrative expenses are distributed on the basis of a governing body approved cost allocation plan or an approved indirect cost rate. (Not applicable - Administrative cost are not covered under EJF.)
Indicator 1.6
Reports to funders are submitted accurately and timely.
Indicator 1.7
Management places a high degree of importance on the work of external audits and other evaluations and studies and is responsive to information developed through such products.
Indicator 1.8
Bills and expenses are paid within 30 (thirty) days of receipt or due date.
Indicator 1.9
Insurance coverage is appropriate to the nature and financial size of organizational and program activities.
Indicator 1.10
Contractors performing services for the agency have proper business and other licenses. (Only employees are covered under EJF.)
Indicator 1.12
In regard to allowable costs of the EJF, notwithstanding § 14003(a) of division A of Public Law 111-5 that authorized the LEA to use funds for any activity that is authorized under the Elementary and Secondary Education Act of 1965 (ESEA); the Individuals with Disabilities Education Act (IDEA); the Adult Education and Family Literacy Act (AEFLA); or the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins Act), ARRA also provides that funds awarded to LEAs:
• May only be used for compensation and benefits and other expenses, such as support services, necessary to retain existing employees, to recall or rehire former employees, and to hire new employees, in order to provide early childhood, elementary, or secondary educational and related services; and
• May not be used for general administrative expenses or for other support services expenditures as those terms were defined by the National Center for Education Statistics in its Common Core of Data.
Human Resources
Indicator 2.0
The LEA complies with state and federal regulations.
Indicator 2.1
The LEA has a governing body approved set of employment policies and procedures which includes hiring, discipline, and termination processes that are consistent amongst all employees and documented appropriately.
Indicator 2.2
The governing body has approved a pay schedule.
Indicator 2.3
The governing body has approved a fringe benefits plan.
Planning
Indicator 3.0
There is a clear governing body approved plan on how the agency intends to use the EJF money.
Services
Indicator 4.0
Monitoring reports from other funders verify program compliance.
Administration
Indicator 5.0
The organization has no pending legal action.
Indicator 5.1
1512 related reports are submitted to the Governor’s Office in a timely manner.