Oregon Department of Education Oregon Department of Community Colleges

							                                            Oregon Department of Education
                         Oregon Department of Community Colleges and Workforce Development
                                 Office of Educational Improvement & Innovation (EII)

                      EII CIVIL RIGHTS METHODS OF ADMINISTRATION (MOA) PROCESS

   STEP 1           Creation of Biennial Targeting Plan
                        Create and describe a process for identifying Carl D. Perkins Grant Sub-recipients to be targeted for
                        on-site reviews during each year of the biennium.
                        Annually, at least 2.5% of the sub-recipients shall receive an on-site review—for Oregon, at least 3
                        high schools and 2 community colleges shall receive an on-site review during each year of the
                        biennium.
                        Submit Biennial Targeting Plan to U.S. Department of Education, Office for Civil Rights by
                        September 1 of each odd numbered year.
   STEP 2           Notify Targeted Sites of Selection for an On-site Review
                        Draft letter over Associate Superintendent’s signature notifying targeted sites of pending on-site
                        review.
                        Conduct telephone follow-up with targeted sites to schedule specific date(s) for on-site review.
                        Provide targeted sites with copies of on-site review process and compliance checklist to inform their
                        preparation.
                        Provide technical assistance to targeted sites, if requested, in preparation for the on-site review.
   STEP 3           Conduct On-site Review
                        Use same on-site review process and compliance checklist as provided to the targeted site in
                        preparation for the on-site review.
                        Conduct on-site review orientation, cover expectations and interview the District Superintendent/
                        Community College President (or designee) on policy-level compliance.
                        Interview school staff and tour school facilities on program-level compliance.
                        Conduct exit interview with appropriate administrative staff and describe post-review reporting
                        (Report of Findings).
   STEP 4           Report of Findings
                        Each on-site review needs to be completed with a Report of Findings. The Report of Findings shall
                        address each of the standards that are part of the compliance checklist.
                        If the site is non-compliant or in violation with a particular standard, describe and document the
                        violation and reference the specific OCR statute that is in violation as part of the Report of Findings.
                        In addition to reporting the compliance status for each standard, include overall commendations and
                        recommendations in the Report of Findings.
                        Submit a copy of the Report of Findings to the targeted site and hold a copy for inclusion in the OCR
                        Biennial Report to the U.S. Department of Education.
                    Voluntary Compliance Plans
                        If a violation has been identified, negotiate and prepare a Voluntary Compliance Plan for the site that
                        recommends specific corrective action to remedy the violation including a date for compliance.
                        Request the return of a district-signed copy of the Voluntary Compliance Plan.
                        Submit district-signed Voluntary Compliance Plan with the OCR Biennial Report to the U.S.
                        Department of Education.
                        Monitor the site’s compliance of the Voluntary Compliance Plan.
   STEP 5           Biennial Civil Rights Compliance Report
                        Submit Biennial Civil Rights Compliance Report to U.S. Department of Education, Office for Civil
                        Rights by July 1 of each odd numbered year.
                        Along with Compliance Report, include a copy of each on-site review Report of Findings and
                        Voluntary Compliance Plans for the biennial reporting period.

Reference: U.S. Department of Education Letter dated September 26, 1996; Revised Procedures for Preparing the
                   MOA Described in the Vocational Education Guidelines

                   U.S. Department of Education Letter dated December 28, 1998; Advice for MOA Coordinators on
                   Preparing Biennial Reports to OCR


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