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Monitoring Tool

The California Department of Education Monitoring Tool (CMT), a new Web-based system, which allows local educational agencies (LEAs) to facilitate a response to state and federal requirements for program monitoring.

Access

Access to the CDE Monitoring Tool (CMT) is limited to appropriate use managed by the CMT support team. LEAs may request access, training, and assistance with the use of CMT by contacting the appropriate CDE Program Contact, who serves as the system administrator.

Two-Step Process

Access to CMT is a two-step process.

Step 1 - the first step is creating a user account in the Centralized Authentication System (CAS).

Registering a user account with CAS alone does not provide a user access to CMT

Step 2 - the second step requires a CMT agency administrator or CMT CDE administrator assigning the CAS user account to a role on an active review in CMT.

CMT utilizes the CAS system for authentication. Once access to CMT is granted, users log in to CMT by entering their CAS user ID and Password on the CMT log-on screen.

Access

Access is granted when a CMT Agency Administrator or a CMT CDE Administrator assigns a user to an Agency level role or to a Review level role. CMT Access cannot be provided to users from agencies that have no reviews, active or completed, in CMT. A review is considered inactive once it has reached the completed stage or is cancelled. Please reference the CDE Program Contacts section of this page to identify the CMT CDE administrator for a particular program.

Review Level Roles

Access is available to a user while assigned a role on an active review. Once the review enters the completed stage or becomes inactive, access for users assigned to the review are rescinded automatically by CMT and the user is no longer able to log-on. In instances where an agency has more than one active review, a user will only have access to reviews they are assigned to.

Agency Review Coordinator - Primary agency contact and coordinator for a particular review. Facilitates communication with the Review Lead and has access to all features including, uploading and linking documents, certifying evidence requests, and posting comments. This user role is often also assigned the agency level role of Agency Administrator.

Agency Review Program Staff - Manages review documents directly. This user role has access to all features including, uploading and linking documents, certifying evidence requests, and posting comments.

Agency Review Staff - A user involved in managing review documents including uploading and linking documents to evidence requests, and may post comments.

Agency Level Roles

User Administrator – User has access to assign themselves or other users to active review associated with their agency.

Agency Administrator – users assigned this role are granted read-only rights to CMT for any of the agency’s active or completed reviews and are able to assign themselves and others to roles on active reviews associated with their agency. The Agency Administrator often is or was assigned the role of Agency Review Coordinator for a review in CMT. Agencies designating an Agency Review Coordinator must first be assigned the role of Agency Review Coordinator and Assigned Agency Administrator Access by a CMT CDE system administrator

County Lead – County Office of Education (COE) Leads in partnership with the CDE provide support to LEAs in the Federal Program Monitoring (FPM) process. County lead access is granted and authorized solely by FPM staff. This type of access provides read-only rights to active and completed reviews for all local educational agencies located within the respective county. Users with this type of access must be assigned a role in an active review by a CMT agency administrator in order to perform any support activities during a review (i.e. uploading of documents).

Creating an Account

The Centralized Authentication System (CAS) was created by the CDE with the intention of necessitating a single user account, ID and password to access multiple CDE information systems. Accounts are user-managed; password administration and maintaining up-to-date contact information is incumbent on the user. There are currently three CDE information systems utilizing CAS; the Consolidated Application Reporting System (CARS); the CDE monitoring Tool (CMT); and the Local Control and Accountability Plan (LCAP) Electronic Template System (eTemplate), and more may be added in the future.

CAS is a user maintained high security system. CMT system administrators do not have ability to update CAS user account information or reset passwords. When creating an account, users select two security questions from a list of twelve. When attempting to use the “Forgot password” feature, users are presented with all twelve questions and must provide the correct response to one of the two questions they selected when creating the account. Therefore, it is strongly advised that when creating an account, users record their chosen security questions and answers and save them in a private and secure location. CMT system administrators do not have the ability to identify chosen security questions or the original answers provided by the user.

Current CARS and LCAP users with an established CAS account. CAS is designed to allow the user to have one user account for CARS, CMT, and LCAP. A new CAS user account should not be created for CMT when the user already has an existing account that is used with CARS or LCAP. When solicited to provide your CAS username for access to CMT, you should provide your existing CAS username. If a user with access to CAR or LCAP creates an additional CAS user account for CMT, the new account, after being assigned a role, will only work with CMT. A user will not be able to access CARS or LCAP with the new CAS username unless the user notifies the CARS or LCAP staff that they are using a new CAS username and requests to have their accounts switched.

Training

Information related to CMT training.
CDE Monitoring Tool (CMT) Introduction for Agencies External link opens in new window or tab.
Recorded presentation of CDE Monitoring Tool (CMT) Introduction for Agencies uploaded on October 6th, 2016.
Transcripts of CDE Monitoring Tool (CMT) Introduction for Agencies
CDE Monitoring Tool (CMT) Introduction for Agencies (PDF; Posted 14-Nov-2016)
PDF version of recorded presentation of CDE Monitoring Tool (CMT) Introduction for Agencies.

CMT Help Desk

To report problems, request technical assistance, or ask other questions, please e-mail the CMT Help desk at cmt@cde.ca.gov.

CDE Program Contacts

Program Name Description of Use Office Name Staff Phone Number E-mail

Adult Education and Family Literacy Act (AEFLA) Non-LEA Reviews*

Monitor Adult Education and Family Literacy Act (AEFLA) grants.

Adult Education Office

N/A

916-322-1849

N/A

Before and After School Program (BASP) Non-LEA Reviews* Monitor California's 21st Century Community Learning Centers Grants. After School Division N/A 916-319-0923 afterschool@cde.ca.gov
Civil Rights Review (CRR) Monitor Career Technical Education (CTE) programs offered or administered by LEAs. Office of Equal Opportunity N/A 916-445-9174 oeocte@cde.ca.gov
Federal Program Monitoring (FPM) Monitor federal categorical and state mandated areas of responsibility (representing 19 programs) of LEAs. Federal Program Monitoring Office N/A 916-319-0935 fpmoffice@cde.ca.gov
School Improvement Grant (SIG) Evaluation and Verification of implementation of SIG grants at SIG funded. School Turnaround Office N/A 916-319-0833 sto@cde.ca.gov
Title III Eligibility Reviews Administers the Title III Eligibility Reviews in CMT. Language Policy and Leadership Office (LPLO) Sandra Covarrubias 916-319-0845 scovarrubias@cde.ca.gov

*LEAs monitored for BASP and AE contact the FPM Office.

Frequently Asked Questions

Questions:   CMT Help Desk | cmt@cde.ca.gov | 916-319-0935
Last Reviewed: Friday, May 5, 2017