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Education Stimulus Fund Monitoring and Technical Assistance

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).

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’s 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
Ìý 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 Â鶹¹ÙÍø Portal Document Review

Number of Â鶹¹ÙÍø Reviewers

2

1

1

Ìý
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’s 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
Ìý
Ìý
Ìý
Ìý
Ìý
Ìý

 Ìý

Ìý

Ìý

Evidence Timeframe*Ìý

Ìý
Ìý
Ìý
Ìý

Welcome Email Ìý

Ìý
Ìý
Ìý
Ìý

Scheduling Survey Due Ìý

Ìý
Ìý
Ìý
Ìý

Portal Survey Publish Date Ìý

Ìý
Ìý
Ìý
Ìý

Scheduling Email Sent

Ìý
Ìý
Ìý
Ìý

Portal Survey Due Date Ìý

Ìý
Ìý
Ìý
Ìý

Monitoring Visits Ìý

Group A Ìý
March 13, 2020 - October 31, 2022Ìý
October 11, 2022 Ìý
November 4, 2022 Ìý
October 28, 2022 Ìý
November 18, 2022 Ìý
December 09, 2022 Ìý
January 9 –
March 31,
2023 Ìý
Group B Ìý
March 13, 2020 - December 31, 2022Ìý
December 15, 2022 Ìý
January 19, 2023 Ìý
January 19, 2023 Ìý
February 2, 2023 Ìý
March 2, 2023 Ìý
April 3, 2023-
June 30,
2023 Ìý
Group C Ìý
March 13, 2020 - March 31, 2023Ìý
March 23, 2023 Ìý
April 21, 2023 Ìý
April 21, 2023 Ìý
May 5, 2023 Ìý
June 2, 2023 Ìý

July 3, 2023- September 29,Ìý2023

Group D Ìý
March 13, 2020 - June 30, 2023Ìý
June 15, 2023 Ìý
July 21, 2023 Ìý
July 21, 2023 Ìý
August 4, 2023 Ìý
September 1, 2023 Ìý
October 2,2023 –
December 29,
2023 Ìý
Group E Ìý
ÌýMarch 13, 2020 - September 30, 2023Ìý
September 28, 2023 Ìý
October 27, 2023 Ìý
October 27, 2023 Ìý
November 10, 2023 Ìý
December 8, 2023 Ìý
January 8, 2024 –March 29, 2024 Ìý
Group F Ìý
March 13, 2020 - December 31, 2023

December 14, 2023Ìý

January 19, 2024
January 19, 2024 

ÌýFebruary 2, 224 Ìý

March 1, 2024 Ìý

April 2, 2024 –
Jun 30,
2024  Ìý

Ìý
*Â鶹¹ÙÍø 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 – October 31, 2022.ÌýÌý
Desk Review Groups
Desk Review Portal Due Dates

Review Group 

Evidence Timeframe*Ìý

Welcome Email

Portal Survey Publish Date Ìý

Portal Survey Due Date Ìý

Â鶹¹ÙÍø Ratings 

Corrective ActionsÌý

Group A Ìý

March 13, 2020 -ÌýDecember 31, 2022Ìý

December 5,Ìý2022 Ìý

December 19,Ìý2022 Ìý

February 3,Ìý2023 Ìý

April 3, 2023Ìý

May 3, 2023

Group B Ìý

March 13, 2020 -January 31, 2023Ìý

January 12,Ìý2023 Ìý

January 30,Ìý2023 Ìý

ÌýMarch 14,Ìý2023 Ìý

May 15, 2023Ìý

June 15,Ìý2023 Ìý

Group C Ìý

March 13, 2020 -March 31, 2023Ìý

March 13,Ìý2023 Ìý

March 29,Ìý2023 Ìý

May 10,Ìý2023 Ìý

July 10,Ìý2023 Ìý

August 10,Ìý2023 Ìý

Group D Ìý

March 13, 2020 -April 30, 2023Ìý

April 24,Ìý2023 Ìý

ÌýMay 10,Ìý2023 Ìý

June 21,Ìý2023 Ìý

August 21,Ìý2023 Ìý

September 21,Ìý2023 Ìý

Group E Ìý

March 13, 2020 -May 31, 2023Ìý

May 15,Ìý2023 Ìý

May 31,Ìý2023 Ìý

July 12,Ìý2023 Ìý

September 11,Ìý2023 Ìý

October 11,Ìý2023 Ìý

Group F Ìý

March 13, 2020 -June 30, 2023Ìý

June 15,Ìý2023 Ìý

July 12,Ìý2023 Ìý

August 23,Ìý2023 Ìý

October 23,Ìý2023 Ìý

November 22,Ìý2023 Ìý

Group G Ìý

March 13, 2020 -August 31, 2023Ìý

ÌýAugust 7,Ìý2023 Ìý

August 23,Ìý2023 Ìý

October 4,Ìý2023 Ìý

December 4,Ìý2023 Ìý

January 5,Ìý2024

Group H Ìý

March 13, 2020 -September 30, 2023Ìý

September 18,Ìý2023 Ìý

October 4,Ìý2023 Ìý

November 15,Ìý2023 Ìý

January 16, 2024Ìý

February 16,Ìý2024 Ìý

GroupÌýI Ìý

March 13, 2020 -November 30, 2023Ìý

November 28,Ìý2023 Ìý

December 14,Ìý2023 Ìý

February 1,Ìý2024 Ìý

April 1,Ìý2024 Ìý

May 1,Ìý2024 Ìý

Group J Ìý

March 13, 2020 -January 31, 2024Ìý

January 11,Ìý2024 Ìý

January 31,Ìý2024 Ìý

March 13,Ìý2024 Ìý

May 13,Ìý2024 Ìý

June 13,Ìý2024 

Ìý
Ìý
*Â鶹¹ÙÍø 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 – October 31, 2022.Ìý
Coordinated Monitoring Review

The Education Stimulus Fund Coordinated Monitoring Review is conducted by the Â鶹¹ÙÍø 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 VideoÌý

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 Â鶹¹ÙÍø.
October 7, 2022
10 a.m.
Â鶹¹ÙÍø provides a Technical Assistance webinar on ESF Coordinated Review Process.
Register Here:
October 11, 2022 Â鶹¹ÙÍø will contact LEA to assign the Review Group.
3-5 weeks before the survey is published in the portal Â鶹¹ÙÍø 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 – January 2024 ESF Monitoring Survey is published to the LEA in the Â鶹¹ÙÍø Portal.
The Scheduling Form is due.
Please see the detailed review group dates above.
2 weeks after the Survey Publish Date Â鶹¹ÙÍø 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 Â鶹¹ÙÍø 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 Â鶹¹ÙÍø 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 Â鶹¹ÙÍø within 30 days.
Targeted Monitoring Review

The Education Stimulus Fund Targeted Monitoring Review is conducted by the Â鶹¹ÙÍø 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 VideoÌý

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. The email will contain resources and the .
September 30, 2022 is due to Â鶹¹ÙÍø.
October 11, 2022 Â鶹¹ÙÍø will contact LEA to assign the Review Group.
October 18, 2022
10 a.m.
Â鶹¹ÙÍø provides a Technical Assistance webinar on ESF Targeted Review Process.

Register Here:

October 2022 – January 2024 ESF Monitoring Survey is published to the LEA in the Â鶹¹ÙÍø Portal.
Please see the detailed review group dates above.
2 weeks after the Survey Publish Date Â鶹¹ÙÍø 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 Â鶹¹ÙÍø 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 Â鶹¹ÙÍø conducts a half-day virtual meeting with 1 reviewer.
5 business days after the virtual meeting  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 Â鶹¹ÙÍø within 30 days.
30 days after receipt of final ratings LEA will have 30 days from receipt of final ratings to complete Corrective Actions. 
After Submission of Corrective Action Evidence After Final Resubmission, Â鶹¹ÙÍø 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 Â鶹¹ÙÍø 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 VideoÌý

Ìý

ESF Desk Review Monitoring TimelineÌý

September 14, 2022 The LEA is notified via email that it has been selected for ESF Desk Review Monitoring. The email will contain resources and the .Ìý
September 30, 2022Ìý is due to Â鶹¹ÙÍø.
October 27, 2022 Â鶹¹ÙÍø will contact LEA to assign the Review Group. Ìý
November 1, 2022
10 a.m.
Â鶹¹ÙÍø provides a Technical Assistance webinar on ESF Desk Review Monitoring Process.

Register Here:

2 weeks before the survey is published in the portalÌý Â鶹¹ÙÍø Lead Reviewer will send a Welcome Email with important resources.
Please see the detailed review group dates above.
December 2022 – January 2024Ìý ESF Desk Review Monitoring Survey is published to the LEA in the Â鶹¹ÙÍø Portal.
Please see the detailed review group dates above.
6 weeks after the Survey Publish Date Ìý LEA submits the completed ESF Desk Review Monitoring survey to Â鶹¹ÙÍø in the Portal. 
Please see the detailed review group dates above.
30 days after the survey due date Ìý 30 days after the Desk Review Survey Due Date, LEA receives final ratings. 
Please see the detailed review group dates above.
30 days after receipt of Â鶹¹ÙÍø final ratingsÌý LEA will have 30 days from receipt of final ratings to complete Corrective Actions.ÌýÌý
After submission of Corrective Action evidenceÌý After final resubmission, Â鶹¹ÙÍø will issue a formal letter to conclude the Desk Review Monitoring after all compliance issues have been addressed.ÌýÌý