ESSA Funded Programs Calendar of Reminders

Item/Activity

When

Documentation

Learn More

Family Engagement and Communications

• Hold Annual Title I Meetings in each Title I building

Sept-Oct

Minutes, agendas, presentation materials, and sign-in sheets for Annual Title I Meetings

Contact conappta@nysed.gov

• Share LEA Level and Building Level Written Parent and Family Engagement Policies with Title I parents
• Annually review and approve LEA Level and Building Level Written Parent and Family Engagement Policies with Title I parents

Sept-Oct

Nov-Dec

Evidence of disseminating Parent and Family Engagement Policy as sharing in a parent handbook or on a parent website

Invites, minutes, agendas, sign-in sheets, BOE vote

NYSED Parent and Family Engagement Guidance

District Level Parent and Family Engagement Policy Checklist

School Level Parent and Family Engagement Policy Checklist

• Share School-Parent Compact at Title I schools

Sept-Oct

Evidence of disseminating compact, such as sharing in a parent handbook or on a parent website

​NYSED Parent and Family Engagement Guidance

• Update Schoolwide plans with parental input

Nov-Dec

Minutes, agendas, presentation materials, and sign-in sheets for Annual Title I Meetings Schoolwide Plan discussions; dated revised plans posted to website

USDE Guidance Supporting School Reform by Leveraging Federal Funds in a Schoolwide Program

Title I Schoolwide Program Plan Checklist

• Inform families of their right to request and receive information on the qualifications of their children’s teachers and paraprofessionals (Right to Know)

Sept-Oct

Right to Know Notification (on website or in parent handbook)

Contact conappta@nysed.gov

• Inform families if their child has been taught for 4 or more weeks by a teacher who does not meet certification requirements at the assigned grade level and subject area

Ongoing

Four-Week Notice Letter (LEA should have a draft on letterhead on hand even if there are no current cases)

Contact conappta@nysed.gov

• Maintain records of all Federally-funded parent engagement meetings/initiatives that occur throughout the year

Ongoing

Meeting notifications, agendas, calendars, presentation materials, sign-up sheets, Zoom attendance lists, formal Parent and Family Engagement plans, etc.

NYSED Parent and Family Engagement Guidance

Equitable Services

• Begin program services at private schools

Sept-Oct

Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, and sign-in sheets

USDE Guidance Providing Equitable Services to Eligible Private School Children, Teachers, and Families 

NYSED Guidance Equitable Services to Non-Public Schools Consultation

• Engage in ongoing consultation and communication regarding the delivery of equitable services at private school

Ongoing

Communication with private schools, such as emails, phone logs, meeting agendas or notes, visit notes

USDE Guidance Providing Equitable Services to Eligible Private School Children, Teachers, and Families 

NYSED Guidance Equitable Services to Non-Public Schools Consultation

• Maintain documentation of services provided at private schools

Ongoing

Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, and sign-in sheets

USDE Guidance Providing Equitable Services to Eligible Private School Children, Teachers, and Families 

NYSED Guidance Equitable Services to Non-Public Schools Consultation

• Evaluate services at private schools for each program

March-April

Surveys, visit notes, records of conversations, completed evaluation forms (if available)

Contact conappta@nysed.gov

• Begin consultation with private schools regarding equitable sharing for the following year

March-April

Communication with private schools, such as letters, emails, phone logs, meeting agendas or notes

USDE Guidance Providing Equitable Services to Eligible Private School Children, Teachers, and Families

NYSED Guidance Equitable Services to Non-Public Schools Consultation

• Inform participating private schools of deadline to obligate funds

May-June

Written communication with private schools, such as letter or email with consequences clearly explained

USDE Guidance Providing Equitable Services to Eligible Private School Children, Teachers, and Families
NYSED Guidance Equitable Services to Non-Public Schools Consultation

• Send out Letter of Intent to Participate in ESSA Programs to private schools

April-May

Certified letter or Read Receipt emailed Letter of Intent to private schools

Out of District Private School Letter of Intent - Sample

Within District Private School Letter of Intent - Sample

• Collect completed Written Affirmation Forms for all participating private schools

May-Aug

Written Affirmation Form

Written Affirmation of LEA Consultation with Private School Officials Form

Program Implementation and Evaluation

• Keep records of program services to students

Ongoing

Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, sign-in sheets, student performance results, parent communications

Contact conappta@nysed.gov

• Keep records of all Federally-funded professional development (ongoing throughout the year)

Ongoing

Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, sign-in sheets

Contact conappta@nysed.gov

• Ensure McKinney-Vento training has occurred or is planned

Sept-Oct

Evidence of McKinney-Vento trainings such as registration or certificates of completion

McKinney Vento Program Information

• Ensure the LEA has engaged the local METS program centers to share data and coordinate services for eligible migrant students, including Free and Reduced Price Lunch (FRPL), McKinney-Vento Homeless Education, etc.

Sept-Oct and as needed

Letter(s) or email(s) from METS directors with list(s) of current migrant-eligible children and youth

Migrant Education Program Information

• Engage with the NYS-MEP, through the local METS program centers, to verify that migrant-eligible students are correctly coded in LEAs’ student data management systems.

March-June

Memo from Deputy Commissioner Jason Harmon with request for action

Follow-up letters from METS directors with instructions, along with list(s) of current migrant-eligible children and youth

Migrant Education Program information

• Evaluate effectiveness of Federally-funded programs and activities to determine needs and goals in each program area for the following year

March-April

Evaluation summaries, observation notes, leadership meeting minutes, survey results, etc.

Contact conappta@nysed.gov

• Perform consultation with stakeholders required for the Consolidated Application for ESSA-Funded Programs

April-June

Meeting notifications, minutes, sign in sheets with stakeholder groups identified, agendas, presentations, email exchanges which show discussion of program, as applicable and completed Consultation Collaboration forms

Consultation/Collaboration Documentation Form

• Consult with Neglected and Delinquent facilities on program for following year; ensure written contract is created or updated

March-Aug

Communication with facilities, such as letters, emails, phone logs, visit notes, meeting agendas or notes

Neglected and Delinquent Affirmation of Consultation Form

• Develop written contracts for third parties providing Federally-funded services, including a provision for monitoring of services

March-Aug or as needed

Copies of third-party contracts

Contact conappta@nysed.gov

Application and Reporting Deadlines

• Complete and submit Application for ESSA-Funded Programs

May-Aug

Submitted annually through online business portal by 8/31

2023-2024 Consolidated Application for ESSA-Funded Program Website

• Complete and submit Title IA Comparability survey

Nov

Submitted annually through online business portal

Contact conappta@nysed.gov

• Complete and submit Title IA Supplement Not Supplant survey

Nov

Submitted annually through online business portal

Contact conappta@nysed.gov

• Complete and submit Title IVA Consolidated State Performance Report (CSPR) Survey

Nov-Dec

Submitted annually through online business portal

Contact conappta@nysed.gov

• Complete assigned monitoring survey, as applicable

Jan-Aug

Submitted annually through online business portal

Compliance Monitoring and Technical Assistance

Fiscal Reminders

• File previous year’s FS-10F for each program area budget (deadline is 90 days after close of project period)

Sept-Nov

Copy of FS-10F maintained on file at LEA

Grants Finance Budget Forms

• Check for adjusted Title IA, Title ID, Title IIA, and Title IVA allocations and check Grants Finance Report for available carryover status in all Titles

Jan-Feb

Copies of program budgets, narratives, and amendments should be maintained on file at LEA

ESSA Funded Programs Allocations, Poverty Data and Student Counts

Grants Finance Reports

• Submit FS-10A, if applicable (ongoing until end of project period 8/31)

Jan-Aug

Copies of program budgets, narratives, and amendments should be maintained on file at LEA

Grants Finance Budget Forms

• Begin preparing FS-10 budgets and budget narratives for each program area for the following year

March-Aug

Copies of program budgets, narratives, and amendments should be maintained on file at LEA

Grants Finance Budget Forms

• Ensure appropriate records are maintained for staff who are paid with federal funds

Ongoing

Periodic documentation of work performed with employee and/or supervisor sign off OR Employee Payroll Certifications (EPC)/Personal Activity Reports (PAR)

Contact conappta@nysed.gov

• Follow written procurement and tracking policies and procedures which detail the purchasing, requisitioning, receiving, distribution, tracking, and disposal of supplies/materials, purchased with Federal funds, including high-risk of loss items

Ongoing

Written procurement and Inventory Tracking Policy, written procedures which describe the receiving, labeling, distribution, tracking, and disposal of supplies/materials, including high risk of loss items, and purchase orders, invoices, item tracking labels, and spreadsheets demonstrating current use of these procedures

Contact conappta@nysed.gov