Overview of the State of Oregon Accountability Review (SOAR) Process For

Overview of the State of Oregon Accountability Review (SOAR) Process for

Grantees Receiving Oregon Prekindergarten (OPK) Funding

All Grantees

All grantees submit the following information to ODE.

·  Biennial continuation grants and mid-biennium reports, which include program budgets

·  Regular expenditure reports and biennial close out statements

·  Monthly reports on enrollment, attendance and key health indicators

·  Enrollment information (either through RX OHS or directly)

·  Program Information Reports (PIR) (both the Federal Office of Head Start format and the State Addendum)

·  Annual audits

·  Child outcome summaries

·  Annual public reports [as described in the Federal Head Start Act of 2007 Sec. 644.(a)(2)]

ODE OPK specialists…

·  Review all required submissions

·  Conduct follow-up activities as needed, and

·  Document monitoring materials, activities and responses in the grantee’s paper and/or electronic files.

Jointly Funded Grantees

ODE OPK Specialists assigned to jointly funded grantees coordinate additional monitoring activities with the Region X Office of Head Start. The specialist assigned to a particular grantee:

·  Participates in the grantee’s yearly Risk Management Meetings scheduled by the Region X Office of Head Start

·  Reviews copies of the reports and improvement plans generated by the grantee’s Federally conducted on-site triennial review

·  Collaborates with Region X counterparts to follow-up on issues of concern

State Only Grantees

ODE OPK Specialists coordinate monitoring activities with grantees, ODE staff and, if needed, with consultants who have expertise in specific Head Start content areas. State only grantees receive a full review at least once every three years. Reviews rely on a series of activities that take place within a three to six month framework.

To begin the review process the grantee conducts a full self assessment, using the current Federal monitoring protocol and tools. They then submit the following materials to ODE:

·  The results of the self-assessment

·  The most recent community needs assessment

·  Samples of three child files (selected from ones reviewed as part of self-assessment)

The specialist assigned to a particular grantee reviews program submissions, including the self-assessment, community assessment and child files. Based on the information submitted, the specialist assesses how the program is addressing the following areas identified in section 641A(c)(2) of the Head Start Reauthorization Act of 2007.

·  Population and community needs

·  Needs of dual language learners

·  Communitywide strategic planning and needs assessment

·  Innovative and effective efforts to collaborate with community partners

·  Barriers to community collaboration

·  Fiscal management

·  Enrollment, recruitment, selection, eligibility & attendance

·  Enrollment and services for children with disabilities, including collaboration with EI/ECSE providers

·  Child outcomes related to school readiness

·  Compliance with performance standards (especially as reported in the grantee’s self-assessment

·  Other topics of interest and concern

The results of the ODE specialist’s assessment are documented in a draft State of Oregon Accountability Review (SOAR) Report. The SOAR Report identifies strengths, challenges, and potential areas of non-compliance. The specialist reviews the SOAR Report, first with a team at ODE (usually made up of the two OPK specialists, the EC director, and other specialists and/or consultants with expertise in Head Start content areas) and then with the grantee director.

The specialist then works with the director to schedule, coordinate and/or conduct follow-up activities. The specialist maintains records of follow-up activities, keeping the grantee appraised of results and findings. Follow-up activities will include, at a minimum,

·  CLASS observations conducted by either an ODE Specialist or a qualified ODE designated observer

·  An on-site visit by the specialist to meet with the director and representatives from the grantee staff, board and policy council

·  Submission by the grantee and approval of the ODE specialist of an action plan to address any areas of concern/non-compliance identified during the review process

Other follow-up activities are based on the individual needs and interests of ODE and the grantee. They could include, but are not limited to:

·  Ongoing discussions between the director and ODE specialist to clarify issues and plan corrective actions

·  On-site review by ODE staff or a consultant, using one or more portions of the Federal review protocol to clarify/verify self-assessment findings and/or to examine areas of concern raised by analysis of monitoring materials

·  Targeted training and technical assistance from individuals with specific Head Start content area expertise

Within three – four months of receipt of the grantees self-assessment materials, the process should be completed. ODE Specialist will submit a formal SOAR Report, documenting review activities and outcomes. A copy of this report will be sent to the grantee board, policy council and director and a copy will be maintained in the grantee’s files. Activities requiring further follow-up will be documented as part of the ongoing work between the grantee and specialist.

If during the course of the review, the grantee, ODE reviewers or ODE consultants find areas of non-compliance with the Performance Standards, the grantee is required to

·  immediately correct non-compliance issues that pose a direct threat to the health or safety children and staff

·  create and submit an action plan that includes a timeline for addressing all other areas of non-compliance, as well as other issues identified in the review process

·  have the action plan approved by ODE

·  submit documentation to ODE showing that tasks on the action plan have been completed and each identified area of non-compliance has been corrected.

If the grantee does not provide evidence that areas of non-compliance have been rectified within the agreed upon timeline, the grantee will be found deficient and a detailed quality improvement plan with timeline must be submitted and approved. Failure to correct deficiencies within the designated timeline may lead to termination or denial of refunding.

It is a policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the State Superintendent of Public Instruction at the Oregon Department of Education, 255 Capitol Street NE, Salem, Oregon 97310; phone 503-947-5740; or fax 503-378-4722.