CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction

PREPARING FOR CATEGORICAL PROGRAM MONITORING

(CPM)

Susie Morikawa, ConsultantNora Reed, Analyst

TOM TORLAKSONState Superintendent of Public Instruction

What we will cover today:

• What is a CPM? What to expect?

• Before and After School Programs (BASP) CPM Instrument

• California Accountability and Improvement System (CAIS)

• Resources

TOM TORLAKSONState Superintendent of Public Instruction

What is a CPM?

• Purpose and expectations

• CPM Schedules:– Cycle A On-site

1/31/11 through 6/10/11– Cycle C Online

4/18/11 through 8/26/11

TOM TORLAKSONState Superintendent of Public Instruction

What is the BASP CPM Instrument?

• http://www.cde.ca.gov/ta/cr/cc/documents/baspinst201011.doc

Each item will have a conclusion of:• Meets requirements• Does not meet requirements

• Not reviewed

• The instrument will be filed at the California Department of Education (CDE)

TOM TORLAKSONState Superintendent of Public Instruction

I. Involvement

Parents, staff, students, and community members participate in developing, implementing, and evaluating core and categorical programs

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension I can include:

• Review of Documents: - Grant Applications- Planning Documents/Private School Consultation- Records of Meeting- Operational Processes and Procedure

• Interviews with: - Grant Coordinator- After School Program (ASP) and Regular Day Staff- Community Representatives- Parents and Students- School Site Council

TOM TORLAKSONState Superintendent of Public Instruction

II. Governance and Administration

Policies, plans, and administration of categorical programs meet statutory requirements

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension II can include:

• Review of Documents: – Local Educational Agency (LEA) Plan– Single Plan for Student Achievement– Program Plan in the Grant Application– Schedules, Menus, Policies, Inventories (Project Lean Snack Calculator http://

www.californiaprojectlean.org/)

Interviews with: – After SP and Regular Day Staff– Parents and Students– Community Representatives and Other

Stakeholders

TOM TORLAKSONState Superintendent of Public Instruction

III. Funding

Allocation and use of funds meet statutory requirements for allowable expenditures

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension III can include:

• Review of Documents:– Line item budget and expenditure reports– Audit reports– Personnel documents (timesheets and duty

statements)– Contracts and Memorandums of Understanding

• Interviews with:– Grant and site coordinators– ASP and LEA staff with fiscal responsibilities

TOM TORLAKSONState Superintendent of Public Instruction

Guidance on Match Evidence

• Show where your grant match comes from by providing a list of match contributors, what the contribution was and its value (calculate amount for in-kind). Show total match value as a percent of total grant amount and clearly show the calculation of the percentage of the match that is provided by donated space and facilities (which can be no greater than 25 percent of the entire match).

• You may find Making the Match: Finding Funding for After School Education and Safety Programs useful as a reference for the categories of contributions. It is available at http://76.12.61.196/publications/MakingTheMatch.pdf and also provides useful information for calculating the value of in-kind contributions.

• Attach evidence (i.e., Memorandums of Understanding, volunteer documentation) supporting the entries on the list of match contributors.

Match Requirement

III-BASP 13. (ASES) The LEA/grantee agency operating an ASES program has obtained a local contribution of cash or in-kind local funds equal to not less than one-third of the total grant amount. Facilities or space usage may fulfill not more than 25 percent of the required local match. (California Education Code (EC) sections 8483.7[a][5] and 8483.75[a][4]).

TOM TORLAKSONState Superintendent of Public Instruction

IV. Standards, Assessment, and Accountability

Categorical programs meet state standards, are based on the assessed needs of program participants, and achieve the intended outcomes of the categorical program

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension IV can include:

• Confirmation of data submitted.

• Principles of Effectiveness:– Conduct a needs assessment– Develop performance measures– Use science-based programs and

strategies – Regularly evaluate your program for

effectiveness– Use results of evaluation to strengthen and

modify your program

TOM TORLAKSONState Superintendent of Public Instruction

V. Staffing and Professional Development

Staff members are recruited, trained, assigned, and assisted to ensure the effectiveness of the program

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension V can include:

• Review of Documents:– Personnel records– Training plans– Schedules and sign in/out sheets

• Interviews and Site observations

TOM TORLAKSONState Superintendent of Public Instruction

VI. Opportunity and Equal Educational Access

Participants have equitable access to all programs provided by the LEA as provided by law

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension VI can include:

• Review of Documents:– ASES Program plan– School safety plan– Policy regarding charge of program fees – Program handouts/brochures

• Interviews with:– ASP and district staff– teachers, students and parents– school security officers and stakeholders

• Observation of sites

TOM TORLAKSONState Superintendent of Public Instruction

VII. Teaching and Learning

Participants receive core and categorical program services that meet their assessed needs

TOM TORLAKSONState Superintendent of Public Instruction

Evidence for Dimension VII can include:

• Review of documents:– Curriculum material– Program description/plan– Lesson plans– Brochures/course offerings– Student work. Note: where appropriate, the activities should be

research-based and content standard aligned.

• Interviews with:– Students, parents, – ASP and school site staff– Other stakeholders

TOM TORLAKSONState Superintendent of Public Instruction

What is CAIS?

California Accountability and Improvement System (CAIS) Web page: http://64.147.175.16/tracker/

WestEd's CACC CAIS Information Web Page: http://www.cacompcenter.org/cs/cpm/print/htdocs/cpm/cais_resources.htm

TOM TORLAKSONState Superintendent of Public Instruction

CAIS Document Uploading GuidanceBefore and After School Programs Only

Please read the following BEFORE uploading your documents.

• Please do not provide any information that goes beyond what is required to provide evidence that you are meeting the specific requirement.

• Number all pages of the documents you are submitting consecutively. This may be done by hand and it is not necessary to eliminate page numbers that already exist in your documents.

• Prior to uploading, highlight the section(s) in each document that contains information relevant to the item being tested. At the beginning of the document, note the page number(s) of the highlighted sections.

• Do not submit the content of trainings and workshops (i.e., PowerPoint slides). An agenda for the workshop that lists presenters and a statement of who attended from your organization and their role is sufficient.

TOM TORLAKSONState Superintendent of Public Instruction

CAIS Resources

• CAIS Webinar: http://www.cde.ca.gov/ta/cr/cc/cycleareviews.asp

• CDE CPM Web site: http://www.cde.ca.gov/ta/cr/cc/

• caishelp@cde.ca.gov

TOM TORLAKSONState Superintendent of Public Instruction

CPM ResourcesRegion 1

Del Norte, Humboldt, Lake, Mendocino, and Sonoma Counties

Regional LeadSusan McConnell, DirectorMendocino County Office of Education 707-467-5141susan_mcconnell@mcoe.us

CDE Contacts Marlena Uhrik, Program Consultant Barbara Bell, Fiscal Analyst916-319-0716 916-319-0289muhrik@cde.ca.gov bbell@cde.ca.gov

Region 2Butte, Glenn, Lassen, Modoc, Plumas, Shasta, Siskiyou,Tehama, and Trinity Counties

Regional Lead Gloria Halley530-532-5705ghalley@bcoe.org

CDE Contacts Patrice Roseboom, Program Consultant Bernadine Holman, Fiscal Analyst916-319-0399 916-445-5695proseboo@cde.ca.gov bholman@cde.ca.gov

TOM TORLAKSONState Superintendent of Public Instruction

CPM Resources (cont’d)

Region 3 Alpine, Colusa, El Dorado, Nevada, Placer, Sacramento, Sierra, Sutter, Yolo, and Yuba Counties

Regional Leads Barbara Metzuk Frank Pisi916-228-2715 916-228-2644 bmetzuk@scoe.net fpisi@scoe.net

CDE ContactsIqbal Badwalz, Program Consultant Veronica Maestas, Fiscal Analyst916-319-0732 916-319-0540ibadwalz@cde.ca.gov vmaestas@cde.ca.gov

Region 4Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, and Solano Counties

Regional Lead CDE Contacts Joe Hudson Danette McReynolds, Fiscal Analyst510-670-7732 916-319-0363Jhudson@acoe.org dmcreynolds@cde

Alameda and Marin counties onlyCDE Contacts Iqbal Badwalz, Program Consultant Melissa Weathers, Fiscal Analyst 916-319-0732 916-319-0264ibadwalz@cde.ca.gov mweather@cde.ca.gov

All counties except Alameda and Marin

TOM TORLAKSONState Superintendent of Public Instruction

CPM Resources (cont’d)

Region 5 Monterey, San Benito, Santa Clara, and Santa Cruz Counties

Regional Lead Mara Wold 408-313-6059mwold@monterey.k12.ca.us

CDE ContactsCindy Schneider, Program Consultant Karissa Lujan, Fiscal Analyst916-319-0601 916-319-0620cschneider@cde.ca.gov klujan@cde.ca.gov

Region 6 Amador, Calaveras, San Joaquin, Stanislaus, and Tuolumne Counties

Regional Lead Lori Ward209-238-1377lward@stancoe.org

CDE ContactsLinda Sain, Program Consultant Bernadine Holman, Fiscal Analyst916-319-0203 916-445-5695lsain@cde.ca.gov bholman@cde.ca.gov

TOM TORLAKSONState Superintendent of Public Instruction

CPM Resources (cont’d)

Region 7 Fresno, Kings, Madera, Mariposa, Merced, and Tulare Counties

Regional Lead Diane Wilcock559-651-0155, ext. 3612dianew@tcoe.org

CDE ContactsSusie Morikawa, Program Consultant Andrea Dickey, Fiscal Analyst 916-319-0537 916-445-5620 smorikawa@cde.ca.gov adickey@cde.ca.gov

Region 8 Kern, San Luis Obispo, Santa Barbara, and Ventura Counties

Regional Lead Marcella Klein-Williams805-437-1376mkleinwilliams@vcoe.org

CDE ContactsShadidi Sia-Maat, Ph.D., Program Consultant Jerry Maurer, Fiscal Analyst 916-323-1027 916-445-4577 ssiamaat@cde.ca.gov jmaurer@cde.ca.gov

TOM TORLAKSONState Superintendent of Public Instruction

CPM Resources (cont’d)

Region 9 Imperial, Orange, and San Diego Counties

Regional Lead Helen Gonzales619 682-5260hgonzales@sdcoe.net

CDE ContactsJoshua Brady, Program Consultant Nora Reed, Fiscal Analyst916-319-0206 916-327-5928jbrady@cde.ca.gov nreed@cde.ca.gov

Region 10 Inyo, Mono, Riverside, and San Bernardino Counties

Regional Lead Martha Hall909-386-2949martha_hall@sbcss.k12.ca.us

CDE ContactsYvonne Evans, Program Consultant Paul Simpson-Jones, Fiscal Analyst916-319-0623 916-319-0211 yevans@cde.ca.gov pjones@cde.ca.gov

TOM TORLAKSONState Superintendent of Public Instruction

CPM Resources (cont’d)

Region 11Los Angeles County

Regional Lead Mary Jo Ginty562-803-8336

ginty_maryjo@lacoe.edu

CDE Contacts

Gloria Woodlock,Program Consultant Craig Pierini, Program Consultant

916-323-1025 916-319-0200 gwoodlock@cde.ca.gov cpierini@cde.ca.gov

Ella Graham, Fiscal Analyst Fred Sharp, Fiscal Analyst 916-319-0210 916-319-0720 egraham@cde.ca.gov fsharp@cde.ca.gov Grantees A-Ld Grantees Le-R

Dan Ramsay, Fiscal Analyst916-327-9482dramsay@cde.ca.govGrantees S-Z

http://www.cde.ca.gov/ls/ba/cp/regntwrkcontacts.asp

TOM TORLAKSONState Superintendent of Public Instruction

What to Expect After the CPM Visit

• Onsite CPM:– Formal exit meeting/debrief– Notice of finding (NOF) date

• Online CAIS review: – Preliminary draft of findings deadline– Debrief date, if necessary and requested– NOF date

• Proposed Resolution of Findings (PRF)– Track findings– Communicate between ASPO Consultant and CPM Office

on findings– Ongoing Technical Assistance

TOM TORLAKSONState Superintendent of Public Instruction

CPM/CAIS Survey

http://www3.cde.ca.gov/caissurvey/

surveysave.aspx?pid=37

Questions???