Report 2012-044 Recommendation 12 Responses

Report 2012-044: California Department of Education: Despite Some Improvements, Oversight of the Migrant Education Program Remains Inadequate (Release Date: February 2013)

Recommendation #12 To: Education, Department of

To address past federal findings that are not yet resolved, Education should respond as recommended in Appendix B of this report.

Annual Follow-Up Agency Response From November 2016

Fully implemented. Education worked directly with the U.S. Department of Migrant Education to resolve past audit findings. As a result, for 2016-17, there were no conditions identified on the MEP grant award (see Attachment 6). Education also contracted with the SCO to conduct an audit of the MEP. On October 5, 2016, the SCO issued its audit report on Education's MEP oversight efforts. The SCO reported that Education restored its administrative oversight efforts and implemented several improvements including: (1) redesigning accounting forms; (2) building a competent program-oversight workforce;

(3) organizing Webinar trainings; (4) updating policies and procedures;

(5) revising the MEP FiscaI Handbook; (6) performing a comprehensive analysis and updated the contents of the annual funding application and quarterly expenditure reports; and (7) fostering a collaborative relationship with the subgrantees (see Attachment 7). Education continues to interact with subgrantees to improve oversight efforts.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

We reviewed the latest grant award notification from the U.S. Department of Migrant Education and found, as Education stated above, that it was free of any special conditions, indicating that all past audit findings have been resolved.

Annual Follow-Up Agency Response From October 2015

Education considers this recommendation fully implemented. Education worked directly with the federal Department of Migrant Education to resolve past audit findings.

California State Auditor's Assessment of Annual Follow-Up Status: Partially Implemented

The federal Office of Migrant Education has cleared past audit findings related to migrant program eligibility re-interviews and the data contained in the State's Consolidated State Performance Report and there were no grant conditions related to these items placed on the 2015 migrant program grant award. However, the 2015 grant award continues to have a grant condition related to federal concern about Education's fiscal oversight. Therefore, this recommendation remains partially implemented.

Annual Follow-Up Agency Response From October 2014

Education considers this recommendation fully implemented. Education worked directly with the OME to resolve past audit findings. OME letters indicating the resolution of past audit findings will be sent separately to the CSA.

California State Auditor's Assessment of Annual Follow-Up Status: Partially Implemented

Although OME has resolved some of the past federal findings, it has continued to note issues with Education's fiscal monitoring of its regional subgrantees and its eligibility reinterview discrepancy rate. These remaining issues are now being addressed through grant conditions on Education's 2014 grant award. Also, as a condition on its 2013 grant award, OME expects that Education will continue to implement corrective action related to Education's required reporting to the federal level about the migrant program in the State's Consolidated State Performance Report.

1-Year Agency Response

Education worked directly with the federal Office of Migrant Education (OME) to resolve past audit findings. In doing so, the OME has expressed appreciation for Educations implementation efforts and honest communication as to the barriers faced in meeting program requirements, as well as Educations willingness to heed direction from the OME in negotiating those barriers.

California State Auditor's Assessment of 1-Year Status: Partially Implemented

Education provided evidence that it continues to work with the federal Office of Migrant Education to resolve some of the federal concerns. However, as of the time of this response, Education had not yet resolved those federal findings.

6-Month Agency Response

Education has taken corrective actions to address past federal findings; Education continues to work with OME on resolving the two conditions regarding Fiscal Reporting of Regions and the Identification and Recruitment processes. In regard to the recommendations contained in Appendix B, a summary of Education's corrective actions taken are as follows:

- On April 19, 2013, Education submitted its response to the Fiscal Report of Regional/District Administrative Cost. In accordance with federal guidelines, all applications and budget plans were carefully reviewed by Education (2012 Grant Condition #2).

- On May 17, 2013, Education submitted its update on the status of efforts to implement its corrective action concerning the State Parent Advisory Council (2012 Grant Condition #1).

- On June 18, 2013, Education submitted to OME its response to the Re-interview Correction Actions (2012 Grant Condition #3).

- On July 31, 2013, Education submitted to OME its responses to further clarify the steps Education has taken to resolve data quality problems as reflected in the State's Consolidated Performance Report (CSPR) (Audit Control Numbers 09-08-910517 and 09-09-010580).

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

Education continues to provide responses to the conditions required by the U.S. Department of Education, Office of Migrant Education (OME) as part of the 2012-13 Federal Grant as well as to previous audit findings. Correspondences with supporting documentation were sent to the OME on the following dates: Report on State Parent Advisory Council (Condition 1): February 28, 2013, Report on Fiscal Review of Regional Subgrantees (Condition 2): April 19, 2013 (final response unless further response is requested), Report on Prospective Re-Interview (Condition 3): January 15, 2013, Investigations of Allegations against Regional MEP Staff (Condition 4): In process of being resolved and closed, Audit Finding: Consolidated State Performance Report (CSPR): Letter submitted January 30, 2013; currently following up with the OME and developing a plan and process for continued improvements to the systems of data management and monitoring.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2012-044

Agency responses received after June 2013 are posted verbatim.