SECTION TWO: ACCOUNTABILITY
2.1 GOVERNANCE AND DECISION-MAKING PROCESSES
Describe the governance and decision-making processes in place between the consortium fiscal agent and its members. Address the following:
- Indicate the fiscal agent and all additional members of the consortium.
- Which members are ABE providers? (ABE providers are members, including the fiscal agent, that receive funding to run ABE programming.)
- Describe consortium meetings, including: frequency, typical agenda items, and invited/required participants with expectations for their attendance.
- How and when is the annual consortium agreement developed and signed by the consortium and its members?
The fiscal agent for the Mille Lacs Band of Ojibwe ABE Consortium is the Mille Lacs Band of Ojibwe. No public schools are members of the consortium. The Mille Lacs Band Department of Education schools include the Nay Ah Shing Tribal School near Onamia, and Pine Grove Learning Academy near Sandstone.
Aanjibimaadizing is the only ABE provider with the Mille Lacs Band of Ojibwe ABE Consortium and receives all ABE funding.
Consortium meetings will be held no less than twice a year to review data and policies, review funding and prepare objectives for the future. The annual consortium agreement will be developed and signed during these meetings as well as reviewing compiled performance and fiscal reports. These meetings will involve the Aanjibimaadizing Executive Director, Training Manager, and Instructional Staff.
Meetings with instructors will be held monthly to ensure the ABE program meets state requirements. The Training Manager meets regularly with Instructional Staff to review program activities for compliance, address issues, review curriculum, and advise on staff development trainings.
Department All-Staff Meetings are held monthly, where feedback from other programs can be gathered.
Attendance is recorded for all meetings and trainings.
2.2 QUALITY AND ACCOUNTABILITY PLANS AND PROCEDURES
Describe the program quality and accountability plans and procedures for consortium fiscal agent and all members. Address the following:
- How does the fiscal agent ensure that ABE providers in the consortium spend funding appropriately and exclusively for the purposes of running adult education services, and how does the fiscal agent ensure that caps on spending for administration are not exceeded?
- How does the fiscal agent ensure that ABE providers in the consortium adhere to all federal and state ABE law, policy and guidance for operating ABE programming?
- How is program performance data (especially information about attendance, pre- and post-testing, measurable skills gain, level gains and other outcome achievement) monitored at the fiscal agent-, provider-, site-, teacher-, and/or class-levels?
- How and when is program performance data shared and communicated with staff and other stakeholders?
Funding will be distributed to the Mille Lacs Band Aanjibimaadizing Program. The consortium will meet to determine how funds will be used and ensure they provide for viability of the Mille Lacs Band of Ojibwe ABE consortium. Administrative costs over and above the 5% cap will be covered through other funding. It is presumed this will be provided through Public Law 102-477 funding but may also include other funding and grant programs.
All ABE staff will be provided the information needed to ensure program quality and accountability. This will include but is not limited to the Minnesota State ABE Law and Policies.
Staff will also have the opportunity to attend state sponsored professional development events. These may include the Summer Institute or other conferences.
Performance data and services will be monitored no less than monthly to ensure compliance. Related data is compiled in our annual 477 report each October to be presented to our federal partners in December, the Mille Lacs Band Community at the State of the Band each January, and to the Mille Lacs Band Government Officials in December, when the 477 report is reviewed and May, when the annual ABE Application is submitted to the state.
Data is shared and communicated with staff and other stakeholders whenever it is compiled for reports. The Training Manager and Instructional Staff review their data monthly.
ABE Instructional staff are expected to complete all mandatory trainings.
The Training Manager will attend ABE manager meetings, the Grant Application Workshop and other trainings and meetings as required.
2.3 PROCESS(ES) USED IN THE CONSORTIUM TO HELP STUDENTS DEVELOP REALISTIC GOALS AND TIMELINES
Describe the process(es) used in the consortium to help students develop realistic goals and timelines for educational progress, secondary credential attainment, enrolling in college and/or gaining or improving employment. Refer to Document A as appropriate. Address the following:
- How do these processes vary for different types of students, or for students enrolled in different types of programming?
After referral to training services, instructors inquire further about their needs and obtain transcripts and other documents and information as needed. This may include working with Aanjibimaadizing facilitators or other Mille Lacs Band Departments to ensure they are supported in the best way possible.
Assessments are then administered. The assessments needed vary, depending on the programs that the client is accessing. Most often these include attending training orientation, completing the Comprehensive Adult Student Assessment Systems (CASAS), Job Search Attitude Inventory (JSAI), Barriers to Employment Success Inventory (BESI), Communication Skills Assessment, Career Cluster Interest Survey, and CAREERwise Interest Assessments.
2.4 HOW THE CONSORTIUM ADEQUATELY IDENTIFIES, TRACKS, AND REPORTS INFORMATION ABOUT STUDENTS
Describe how the consortium adequately identifies, tracks, and reports information about students that may fall within WIOA barriers to employment (public assistance, exhausting MFIP, disability, displaced homemakers, ex-offender, foster care, homeless, learning disabled, low-income, migrant worker, and single parent) in the intake process.
- How is the consortium utilizing the information collected? (e.g. specialized referrals, additional services, instructional planning)
As an entity that provides most of these services, most Aanjibimaadizing clients fall within one or more of these classifications. This data is entered into our database, One Tribe, and MAXIS when appropriate. The participant’s Case Manager is responsible for providing for or making specialized referrals for these supports and recording this data. The Instructional Team may make suggestions and recommendations to the Case Manager.
Individuals who are justice involved are typically assigned to a Facilitator as well as a Case Manager. An ROI may be signed to allow communication with Mille Lacs Band HHS and Family Services (for example) regarding Foster Care. Our department frequently works with Mille Lacs Band HHS departments (as well as others if needed) to support clients with disabilities, in recovery, and/or working to reunite their families.
For details on how information is tracked and recorded, the list below displays the section and page number from the Aanjibimaadizing Program Policies and Procedures Manual:
| SERVICE DELIVERY | 10 | WELFARE ASSISTANCE | 106 | |
| Intake | 10 | NON-RECURRING SHORT-TERM BENEFITS | 108 | |
| Client Files | 12 | EMERGENCY ASSISTANCE | 108 | |
| Payments | 15 | FACILITATED SERVICES | 108 | |
| EMPLOYMENT SERVICES | 15 | SPECIALIZED INTENSIVE SERVICES | 113 | |
| WORK EXPERIENCE (WEX) | 16 | HOUSING | 113 | |
| PARTIAL WAGE SUBISDY CONTRACTS | 34 | GE-NIIGAANIZIJIG (YOUTH SERVICES) | 118 | |
| CHILD CARE | 35 | Youth Enrollment Procedure | 118 | |
| EDUCATION and TRAINING | 45 | Youth Programs | 124 | |
| Displaced Workers | 47 | ‘Healthy Circles’ for Teens | 124 | |
| Educational College or Technical School | 47 | Youth Financial Literacy Development | 124 | |
| Client Training Procedure | 47 | Youth Sports | 124 | |
| Adult Basic Education (ABE) | 49 | Career Exploration | 127 | |
| Da-nanda-anokiing (Job Readiness Program) | 50 | Summer Internships | 128 | |
| Driver’s License | 54 | Non-Program Events | 130 | |
| SMALL BUSINESS DEVELOPMENT | 54 | Youth Support Services | 130 | |
| ADULT SUPPORT SERVICES | 60 | Youth Facilitated Services | 132 | |
| Support Services Approval Procedure | 61 | Youth Educational Expectations | 132 | |
| Adult and Youth Clothing Support | 62 | Transportation | 136 | |
| Educational Certificates, Licensures and Dues | 62 | OJIBWE LANGUAGE AND CULTURE | 137 | |
| Incidental Work or Education Expenses | 62 | Healthy Families Initiative | 138 | |
| Transportation Barriers | 63 | Rosetta Stone | 138 | |
| Shelter and Utilities | 65 | HEALTH and SAFETY | 138 | |
| Food Vouchers/Cards | 66 | EMERGENCY POLICIES and PROCEDURES | 139 | |
| SNAP Employment and Training (SNAP E&T) | 67 | DATA POLICY | 142 | |
| TANF (Temporary Assistance to Needy Families) | 67 | PARTICIPANT GRIEVANCE PROCESS | 146 |
It should be noted that as a 477 program serving only members of Federally recognized tribes, it is unlikely that we will be working with ESL students. If the opportunity arises, we will happily assist them.
Outside of providing services, data collected may be used in reports and to align programming with participant needs and abilities.