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Additional Federal and State Monitoring
General Information
Federal and state laws require the California Department of Education (CDE) to monitor implementation of categorical programs operated by local educational agencies (LEAs). LEAs are responsible for creating and maintaining programs which meet requirements.
LEAs are monitored to ensure that they meet fiscal and program requirements of federal categorical programs and mandated areas of state responsibility and funding in Economic Impact Aid—Limited English Proficient and State Compensatory Education (EIA-LEP and EIA-SCE), Physical Education, and Educational Equity.
The Federal Program Monitoring (FPM) Office coordinates reviews through a combination of data and document review and on-site visits. LEAs are assigned to one of four cycles: A, B, C, or D. Each year, CDE analyzes extensive data for all LEAs which receive categorical funds in two of the four cycles. LEAs may be selected for an on-site or online monitoring every two years. The Cycle Schedule by School Year demonstrates the distribution of the cycles for a four year period.
Several factors, including compliance history, academic achievement, program size, and fiscal analysis are considered in identifying LEAs for reviews. Using this established selection criteria, approximately 60 LEAs and sites are selected for on-site or online monitoring. Several LEAs are also randomly selected each year for monitoring.
FPM Regional Team Leaders (RTLs) coordinate teams of select program monitors to conduct on-site or online monitoring of the LEA using the Program Instruments.
FPM Frequently Asked Questions
This page provides answers to frequently asked questions regarding the FPM process.
LEA Monitoring Cycles (XLS; Dated 06-Dec-2012)
This document provides monitoring cycle information for all LEAs including direct funded charters.
LEA Monitoring Cycles by Region (XLS; Dated 06-Dec-2012)
This document provides monitoring cycle information by region for all LEAs including direct funded charters. Regional assignments by county can be found on the Regional Team Leader Assignment Web page.
Cycle Schedule by School Year
This page provides information about the schedule of cycles for a four year period.
Reviews
Monitoring Selection Criteria
Description of the risk factors including academic achievement, fiscal, and random process for the selection of LEAs for a review.
LEAs Selected for Reviews
This is the list of LEAs by county-district-school code selected for an on-site or online review. Information regarding the scheduling of the review and program information is available under the Review Schedules sub-header.
2013-14 School Year
2013-14 LEAs Selected for Cycle D On-site Reviews
2013-14 LEAs Selected for Cycle B Online Reviews
2012-13 School Year
2012–13 LEAs Selected for Cycle C On-site Reviews
2012–13 LEAs Selected for Cycle A Online Reviews
Review Schedules
The Review Schedules include detailed information regarding FPM reviews. These schedules are organized by region and list the LEA name, Regional Team Leader, review dates, sites selected for review, and the programs participating in each review. These schedules are updated at the end of each month. For the most current information, visit the California Accountability and Improvement System (CAIS)
.
2013-14 School Year
2013-14 Schedule for Cycle D On-site Reviews (PDF; Updated 29-Jul-2013)
2013-14 Schedule for Cycle B Online Reviews (PDF; Updated 29-Jul-2013)
2012-13 School Year
2012-13 Schedule for Cycle C On-site Reviews (PDF; Updated 04-Jan-2013)
2012-13 Schedule for Cycle A Online Reviews (PDF; Updated 03-Jun-2013)
Training
Information related to FPM training.
2013-14 Local Educational Agency Training
Information related to training in 2013-14 for staff of LEAs selected for a Cycle D or B FPM review.
LEA Resolution Process Update Training (PDF; Updated 01-Dec-2011)
Presentation materials from the December 2011 LEA resolution process update training.
Program Instruments
The FPM Instrument for each categorical program contains federal and state legal requirements organized into statutory core items and supporting items arranged under seven general CDE dimensions. FPM team members use Program Instruments to determine whether an LEA is meeting requirements of each item.
Program Instruments are developed and reviewed by the CDE on an annual basis and may change from year to year to respond to changes in federal or state law, regulations, or court cases.
Current Year Program Instruments
2013-14 Program Instruments
This page provides links to the 2013-14 Program Instruments for the fourteen programs participating in FPM reviews.
2012-13 Program Instruments
This page provides links to the 2012-13 Program Instruments for the fifteen programs participating in FPM reviews.
Prior Year Program Instruments
2011-12 Cycle B Program Instruments
This page provides links to the 2011-12 Program Instruments for the sixteen programs participating in Cycle B FPM reviews.
2011-12 Cycle D Program Instruments
This page provides links to the 2011-12 Program Instruments for the fourteen programs participating in the Cycle D FPM online reviews.
Prior year program instruments are available by request to the FPM Office at fpmoffice@cde.ca.gov.
Resolution of Findings
Within 45 calendar days after the date of the Notification of Findings (NOF), the LEA must resolve each finding by uploading resolution documents to the California Accountability and Improvement System (CAIS) and selecting the certification box. The LEA may use the resolution process in CAIS to request a Resolution Agreement to extend the resolution period beyond the due date on the NOF. CDE Program Reviewers approve or deny Resolution Agreement requests.
The Resolution Agreement period should allow for reasonable time to resolve findings but cannot exceed 225 calendar days from the last day of the review. The LEA Resolution Process Update Training (PDF) provides guidance on resolving findings in CAIS.
Unresolved FPM Findings
Unresolved FPM Findings | XLS (Updated 17-Jun-2013)
This document lists by region and local educational agency the unresolved, non-compliant program instrument items (over 225 calendar days) beginning with the 2010–11 school year. The California Accountability and Improvement System (CAIS)
contains the current status of these non-compliant items.
Unresolved FPM Findings Not Available in CAIS | XLS (Updated 17-Jun-2013)
This document lists by region and local educational agency the unresolved, non-compliant program instrument items (over 225 calendar days) prior to the 2010–11 school year.
For information related to the non-compliant items, please contact the assigned Regional Team Leader or appropriate participating program.
California Accountability and Improvement System (CAIS)
The California Accountability and Improvement System (CAIS)
is a Web-based system which allows the monitoring of local educational agencies (LEAs) to ensure that they meet fiscal and program requirements of federal categorical programs and State funding they receive.
CAIS was designed to enhance and streamline the Federal Program Monitoring (FPM) process by providing tools for storage and retrieval of LEA documents as well as electronic communication specific to compliance monitoring. Through an exclusive use and exchange of information between the CDE and LEAs, CAIS provides an opportunity for effective monitoring and targeted technical assistance.
Access to CAIS is limited to appropriate use managed by the CAIS support team. LEAs may request access, training, and assistance in using CAIS by e-mailing the FPM Office at fpmoffice@cde.ca.gov.
For additional information regarding the California Department of Education’s use of CAIS, please visit the CAIS Web page.
Correspondence
2013-14 Notification of LEAs Selected for Cycle D On-site Monitoring (Dated 15-Feb-2013)
February 15, 2013: Letter to Select County and District Superintendents regarding the Cycle D LEA selection for on-site review in 2013-14 school year of certain state and federal categorical programs operating within the LEA.
2013-14 Notification of LEAs Selected for Cycle B Online Monitoring (Dated 15-Feb-2013)
February 15, 2013: Letter to Select County and District Superintendents regarding the Cycle B LEA selection for online review in 2013-14 school year of certain state and federal categorical programs operating within the LEA.
Legislative Reports
Report to the Governor, Legislature, and Legislature Analyst's Office: Identification and Status of State Monitoring of County Court Schools and State Division of Juvenile Justice Schools (PDF; Posted 21-Dec-2012)
December 2012: Supplemental Report of the 2008 Budget Act Item 6110-001-0001
Report to the Governor, Legislature, and Legislative Analyst's Office: Identification and Status of State Monitoring of County Court Schools and State Division of Juvenile Justice Schools (PDF; Posted 01-Sept-2011)
August 2011: Supplemental Report of the 2008 Budget Act Item 6110-001-0001
Report to the Legislature: Monitoring of County Court Schools and California Department of Corrections and Rehabilitation, Division of Juvenile Justice Schools (DOC; Posted 28-Jun-2010)
June 2010: Supplemental Report of the 2008 Budget Act Item 6110-001-0001
Additional Federal and State Monitoring
The Additional Federal and State Monitoring page provides information related to the monitoring of LEAs and non-LEAs for programs outside the scope of the FPM process.
Contact Information
Regional Team Leader Assignments
Contact information for Regional Team Leaders and regional assignments.
2012-13 FPM Participating Programs
Contact information for CDE programs participating in 2012-13 monitoring reviews.
CAIS County Leads
Contact, meeting, and training information for CAIS County Leads. The primary role of the CAIS County Lead is to provide support to LEAs in using CAIS during the FPM process.
