Education Stimulus Fund Monitoring

Federal requirements mandate that State Educational Agencies (SEAs) provide technical assistance to Local Educational Agencies (LEAs), as well as oversee and monitor the implementation of Education Stimulus Funds (ESF).

ESF Monitoring Explainer Video

Based on that understanding, the Office of ESSA-Funded Programs Project Staff will monitor for compliance and provide technical assistance related to the programmatic and fiscal requirements under the following Education Stimulus Funds:

Elementary and Secondary School Emergency Relief (ESSER I) Fund
Governor鈥檚 Emergency Education Relief (GEER I & GEER II) Fund
Coronavirus Response and Relief Supplemental Appropriations (CRRSA/ESSER II) Act
American Rescue Plan (ARP), including the State-Level Reserves:
- 5% - Addressing the Academic Impact of Lost Instructional Time
- 1% - Comprehensive After-School
- 1% - Summer Learning and Enrichment

The Project Staff used a risk-based approach to select LEAs from across New York State for monitoring reviews to determine compliance with requirements outlined in the Education Stimulus Funds. All LEAs that received allocations under the Education Stimulus Funds will be monitored between September 2022 and September 2024

The Education Stimulus Fund monitoring will consist of 3 types of monitoring of the programs outlined above:

Types of Education Stimulus Fund Monitoring
听	Coordinated	Targeted	Desk-Review
Number of LEAs selected	115	367	529
How conducted	Full day, on-site with document review and staff interviews	Half day, virtual with document review and staff interviews	Remote via 颤抖小蜜桃 Portal Document Review
Number of 颤抖小蜜桃 Reviewers	2	1	1

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While the underlying mandate of monitoring is compliance-focused, the Department recognizes that compliance is the minimum requirement. To expand the focus from compliance to continuous improvement and maximum impact of each monitored program, staff work to engage with LEA and facility representatives throughout the monitoring process to provide targeted technical assistance that addresses an LEA鈥檚 specific programmatic and fiscal implementation needs.

Due to the large number of LEAs that will be monitored between September 2022 and September 2024, LEAs will be separated into Review Groups to facilitate scheduling and the review process.

Coordinated and Targeted Review Groups

Coordinated/Targeted Monitoring Dates
听听听听听听鈥�	听听 Evidence Timeframe*听	听听听听 Welcome Email鈥�	听听听听 Scheduling Survey Due鈥�	听听听听 Portal Survey Publish Date鈥�	听听听听 Scheduling Email Sent	听听听听 Portal Survey Due Date鈥�	听听听听 Monitoring Visits鈥�
Group A鈥�	March 13, 2020 - October 31, 2022听	October 11, 2022鈥�	November 4, 2022鈥�	October 28, 2022鈥�	November 18, 2022鈥�	December 09, 2022鈥�	January 9 鈥� March 31, 2023鈥�
Group B鈥�	March 13, 2020 - December 31, 2022听	December 15, 2022鈥�	January 19, 2023鈥�	January 19, 2023鈥�	February 2, 2023鈥�	March 2, 2023鈥�	April 3, 2023- June 30, 2023鈥�
Group C鈥�	March 13, 2020 - March 31, 2023听	March 23, 2023鈥�	April 21, 2023鈥�	April 21, 2023鈥�	May 5, 2023鈥�	June 2, 2023鈥�	July 3, 2023- September 29,听2023
Group D鈥�	March 13, 2020 - June 30, 2023听	June 15, 2023鈥�	July 21, 2023鈥�	July 21, 2023鈥�	August 4, 2023鈥�	September 1, 2023鈥�	October 2,2023 鈥� December 29, 2023鈥�
Group E鈥�	听March 13, 2020 - September 30, 2023听	September 28, 2023鈥�	October 27, 2023鈥�	October 27, 2023鈥�	November 10, 2023鈥�	December 8, 2023鈥�	January 8, 2024 鈥揗arch 29, 2024鈥�
Group F鈥�	March 13, 2020 - December 31, 2023	December 14, 2023听	January 19, 2024	January 19, 2024鈥�	听February 2, 224鈥�	March 1, 2024鈥�	April 2, 2024 鈥� Jun 30, 2024鈥€�

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*颤抖小蜜桃 has established discrete timeframes to guide the evidence uploads. For example, LEAs who are part of the Group A monitoring reviews should upload evidence for the timeframe of March 13, 2020 鈥� October 31, 2022.听听

Desk Review Groups

Desk Review Portal Due Dates
Review Group鈥�	Evidence Timeframe*听	Welcome Email	Portal Survey Publish Date鈥�	Portal Survey Due Date鈥�	颤抖小蜜桃 Ratings鈥�	Corrective Actions听
Group A鈥�	March 13, 2020 -听December 31, 2022听	December 5,听2022鈥�	December 19,听2022鈥�	February 3,听2023鈥�	April 3, 2023听	May 3, 2023
Group B鈥�	March 13, 2020 -January 31, 2023听	January 12,听2023鈥�	January 30,听2023鈥�	听March 14,听2023鈥�	May 15, 2023听	June 15,听2023鈥�
Group C鈥�	March 13, 2020 -March 31, 2023听	March 13,听2023鈥�	March 29,听2023鈥�	May 10,听2023鈥�	July 10,听2023鈥�	August 10,听2023鈥�
Group D鈥�	March 13, 2020 -April 30, 2023听	April 24,听2023鈥�	听May 10,听2023鈥�	June 21,听2023鈥�	August 21,听2023鈥�	September 21,听2023鈥�
Group E鈥�	March 13, 2020 -May 31, 2023听	May 15,听2023鈥�	May 31,听2023鈥�	July 12,听2023鈥�	September 11,听2023鈥�	October 11,听2023鈥�
Group F鈥�	March 13, 2020 -June 30, 2023听	June 15,听2023鈥�	July 12,听2023鈥�	August 23,听2023鈥�	October 23,听2023鈥�	November 22,听2023鈥�
Group G鈥�	March 13, 2020 -August 31, 2023听	听August 7,听2023鈥�	August 23,听2023鈥�	October 4,听2023鈥�	December 4,听2023鈥�	January 5,听2024
Group H鈥�	March 13, 2020 -September 30, 2023听	September 18,听2023鈥�	October 4,听2023鈥�	November 15,听2023鈥�	January 16, 2024听	February 16,听2024鈥�
Group听I鈥�	March 13, 2020 -November 30, 2023听	November 28,听2023鈥�	December 14,听2023鈥�	February 1,听2024鈥�	April 1,听2024鈥�	May 1,听2024鈥�
Group J鈥�	March 13, 2020 -January 31, 2024听	January 11,听2024鈥�	January 31,听2024鈥�	March 13,听2024鈥�	May 13,听2024鈥�	June 13,听2024鈥�

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Coordinated Monitoring Review

The Education Stimulus Fund Coordinated Monitoring Review is conducted by the 颤抖小蜜桃 Office of ESSA-Funded Programs Project Staff. The review is designed to ensure that the LEA is following the programmatic and fiscal plans submitted in the Education Stimulus Fund Applications and maintaining compliance with the assurances embedded within the applications.

The ESF Coordinated Monitoring Review survey will be administered via the . Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Coordinated Monitoring Process Video听

ESF Coordinated Monitoring Timeline

Each LEA will receive a personalized timeline from its reviewer once the on-site visit has been scheduled.

September 14, 2022	The LEA is notified via email that it has been selected for ESF Coordinated Monitoring Review. The email will contain resources and the .
September 30, 2022	is due to 颤抖小蜜桃.
October 7, 2022 10 a.m.	颤抖小蜜桃 provides a Technical Assistance webinar on ESF Coordinated Review Process. Register Here:
October 11, 2022	颤抖小蜜桃 will contact LEA to assign the Review Group.
3-5 weeks before the survey is published in the portal	颤抖小蜜桃 Lead Reviewer will send a Welcome Email to schedule the on-site visit via a scheduling form. Please see the detailed review group dates above.
October 2022 鈥� January 2024	ESF Monitoring Survey is published to the LEA in the 颤抖小蜜桃 Portal. The Scheduling Form is due. Please see the detailed review group dates above.
2 weeks after the Survey Publish Date	颤抖小蜜桃 reviewer will schedule the on-site visit, send a personalized timeline, and collaborate with the LEA to create the visit agenda. Please see the detailed review group dates above.
6 weeks after the Survey Publish Date	LEA submits the completed ESF Coordinated Monitoring Review survey to 颤抖小蜜桃 in the Portal. Please see the detailed review group dates above.
3 business days before the site visit	At least 3 business days before the site visit, LEA receives preliminary ratings.
January 2023 - June 2024	颤抖小蜜桃 conducts a 1-day site visit with 2 reviewers.
5 business days after the site visit	After the on-site visit, LEA has 5 business days to upload additional materials to address preliminary ratings.
30 days after the 5-day preliminary rating period	After the 5-day period, LEA will receive final ratings from 颤抖小蜜桃 within 30 days.

Targeted Monitoring Review

The Education Stimulus Fund Targeted Monitoring Review is conducted by the 颤抖小蜜桃 Office of ESSA-Funded Programs Project Staff. The review is designed to ensure that the LEA is following the programmatic and fiscal plans submitted in the Education Stimulus Fund Applications and maintaining compliance with the assurances embedded within the applications.

The ESF Targeted Monitoring Review survey will be administered via the . Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Targeted Monitoring Review Process Video听

ESF Targeted Monitoring Timeline

Each LEA will receive a personalized timeline from its reviewer once the on-site visit has been scheduled.

September 14, 2022	The LEA is notified via email that it has been selected for ESF Targeted Monitoring Review.鈥疶he email will contain resources and the .
September 30, 2022	is due to 颤抖小蜜桃.
October 11, 2022	颤抖小蜜桃 will contact LEA to assign the Review Group.
October 18, 2022 10 a.m.	颤抖小蜜桃 provides a Technical Assistance webinar on ESF Targeted Review Process. Register Here:
October 2022 鈥� January 2024	ESF Monitoring Survey is published to the LEA in the 颤抖小蜜桃 Portal. Please see the detailed review group dates above.
2 weeks after the Survey Publish Date	颤抖小蜜桃 reviewer will schedule the virtual meeting, send a personalized timeline, and collaborate with the LEA to create the visit agenda. Please see the detailed review group dates above.
6 weeks after the Survey Publish Date	LEA submits the completed ESF Targeted Monitoring Review survey to 颤抖小蜜桃 in the Portal. Please see the detailed review group dates above.
3 business days before the virtual meeting	At least 3 business days before the virtual meeting, LEA receives preliminary ratings.
January 2023 - June 2024	颤抖小蜜桃 conducts a half-day virtual meeting with 1 reviewer.
5 business days after the virtual meeting鈥�	After the virtual meeting, LEA has 5 business days to upload additional materials to address preliminary ratings.
30 days after the 5-day preliminary rating period	After 5-day period, LEA will receive final ratings from 颤抖小蜜桃 within 30 days.
30 days after receipt of final ratings	LEA will have 30 days from receipt of final ratings to complete Corrective Actions.鈥�
After Submission of Corrective Action Evidence	After Final Resubmission, 颤抖小蜜桃 will issue a formal letter to conclude the Targeted Monitoring Review after all compliance issues have been addressed.

Desk Review Monitoring

The Education Stimulus Fund Desk Review Monitoring Review is conducted by the 颤抖小蜜桃 Office of ESSA-Funded Programs Project Staff. The review is designed to ensure that the LEA is following the programmatic and fiscal plans submitted in the Education Stimulus Fund Applications and maintaining compliance with the assurances embedded within the applications.

The ESF Desk Review Monitoring Review survey will be administered via the . Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Desk Review Monitoring Review Process Video听

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ESF Desk Review Monitoring Timeline听

September 14, 2022	The LEA is notified via email that it has been selected for ESF Desk Review Monitoring.鈥疶he email will contain resources and the .听
September 30, 2022听	is due to 颤抖小蜜桃.
October 27, 2022	颤抖小蜜桃 will contact LEA to assign the Review Group.鈥�
November 1, 2022 10 a.m.	颤抖小蜜桃 provides a Technical Assistance webinar on ESF Desk Review Monitoring Process. Register Here:
2 weeks before the survey is published in the portal听	颤抖小蜜桃 Lead Reviewer will send a Welcome Email with important resources. Please see the detailed review group dates above.
December 2022 鈥� January 2024听	ESF Desk Review Monitoring Survey is published to the LEA in the 颤抖小蜜桃 Portal. Please see the detailed review group dates above.
6 weeks after the Survey Publish Date鈥�	LEA submits the completed ESF Desk Review Monitoring survey to 颤抖小蜜桃 in the Portal.鈥� Please see the detailed review group dates above.
30 days after the survey due date鈥�	30 days after the Desk Review Survey Due Date, LEA receives final ratings.鈥� Please see the detailed review group dates above.
30 days after receipt of 颤抖小蜜桃 final ratings听	LEA will have 30 days from receipt of final ratings to complete Corrective Actions.听听
After submission of Corrective Action evidence听	After final resubmission, 颤抖小蜜桃 will issue a formal letter to conclude the Desk Review Monitoring after all compliance issues have been addressed.听听

Webinars & Technical Assistance

Monitoring Webinars

April Office Hours Webinar听- 4/19/23
April Office Hours 鈥� Frewsburg CSD Presentation
April Office Hours 鈥� Lessons Learned Presentation

ESF Coordinated Monitoring Webinar - 10/7/22
ESF Coordinated Monitoring Webinar PPT Slides - 10/7/22
ESF Coordinated Monitoring FAQ - 10/7/22

ESF Targeted Monitoring Webinar - 10/18/22
ESF Targeted Monitoring Webinar PPT Slides - 10/18/22
ESF Targeted Monitoring FAQ

ESF Desk Monitoring Webinar - 11/1/22
ESF Desk Review Monitoring Webinar PPT Slides听- 11/1/22
ESF Desk Review Monitoring FAQ

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颤抖小蜜桃

颤抖小蜜桃

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