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Approved Memos: Federal/State Monitoring 2013-2014

Arkansas Department of Education
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Federal/State Monitoring 2013-2014 

Memo Number


Memo Date



Co-op Directors; Elementary Principals; Middle School Principals; High School Principals; Superintendents; Federal Coordinators 

Memo Type


Response Required



Public School Accountability 

Regulatory Authority

§ 6-15-246 

Contact Person

Willie Morris 

Phone Number



Memo Text

The Elementary and Secondary Education Act, as amended by the No Child Left Behind Act of 2001, requires that the Arkansas Department of Education (ADE) establish a system to monitor the operation of federal programs in every participating local education agency, including charter schools.  Additionally Rule 4.01 of the Arkansas Department of Education Rule Governing the Monitoring of Arkansas Comprehensive School Improvement Plans (ACSIP) requires periodic comprehensive on-site monitoring to verify that activities are being implemented in accordance with the approved application.  The Federal and State Monitoring Team of the  Division of Public School Accountability conducts these monitoring visits on a six-year rotation which is attached to this memo.  However, at the discretion of the  Commissioner of Education, any LEA or public charter school designated as high priority may be visited at any time.


Monitoring reviews for the 2013-2014 school year will occur between October 2013 and May 2014.  A list of local education agencies scheduled for a Financial and Programmatic Monitoring/ACSIP review this school year is also attached. 


Districts will be contacted via email or phone approximately six weeks prior to the monitoring visit. A follow-up confirmation letter, including the monitoring protocol and monitoring guide, will be sent to the superintendent approximately four weeks prior to the visit, and will provide details on the schools to be monitored, date of the on-site review, and schedule. 


Using the monitoring guide, the local education agency and identified school(s) should prepare documentation for each of the applicable components prior to the review.  Documents should be organized by section and item number in the same fashion as the monitoring instrument.  To facilitate the on-site review, administrative personnel and/or other personnel familiar with the programs to be monitored must be available for interview during the review, as well as school level staff from identified schools.


The ADE website will be updated to include the latest revisions to the Six-year Monitoring Schedule, 2013-2014 Monitoring Schedule, 2013-2014 Monitoring Protocol, and the 2013-2014 Monitoring Guide. Additional support in preparing for the monitoring process can be obtained by attending one of the training sessions scheduled at the Education Service Cooperative serving districts scheduled for monitoring in the 2013-2014 school year. The training schedule, agenda, and PowerPoint are attached to this memo, as well as copies of all updated documents. Meeting attendees are asked to log into their escWorks Shoebox to register for the meeting in their area. In addition, meeting attendees are asked to bring copies of the monitoring protocol, monitoring guide, training agenda, and training PowerPoint with them to the meeting.





  • Six-year Monitoring Schedule
  • 2013-2014 Monitoring Schedule
  • 2013-2014 Monitoring Protocol
  • 2013-2014 Monitoring Guide
  • 2013-2014 Training Schedule
  • 2013-2014 Training Agenda
  • 2013-2014 Training PowerPoint
2013-2014 Monitoring Guide.doc    
2013-2014 MONITORING PROTOCOL.docx    
2013-2014 Monitoring Schedule.xlsx    
2013-2014 TRAINING AGENDA.docx    
2013-2014 TRAINING POWERPOINT.pptx    
2013-2014 TRAINING SCHEDULE.docx    
Updated 6 yr monitoring schedule 6-18-13(1).xlsx    
Version: 8.0 
Created at 7/26/2013 2:14 PM  by Gayle Morris (ADE) 
Last modified at 7/30/2013 4:25 PM  by Deborah Coffman (ADE)