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Federal Education COVID Response Funding

COVID Response Funding

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).

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’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
  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 NYSED Portal Document Review

Number of NYSED Reviewers

2

1

1
 
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
 
 
 
 
 
 

  
 

 

Evidence Timeframe* 
 
 
 
 

Welcome Email  
 
 
 
 

Scheduling Survey Due  
 
 
 
 

Portal Survey Publish Date  
 
 
 
 

Scheduling Email Sent
 
 
 
 

Portal Survey Due Date  
 
 
 
 

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

July 3, 2023- September 29, 2023
Group D  
March 13, 2020 - June 30, 2023 
June 15, 2023  
July 21, 2023  
July 21, 2023  
August 4, 2023  
September 1, 2023  
October 2,2023 –
December 29, 2023  
Group E  
 March 13, 2020 - September 30, 2023 
September 28, 2023  
October 27, 2023  
October 27, 2023  
November 10, 2023  
December 8, 2023  
January 8, 2024 –March 29, 2024  
Group F  
March 13, 2020 - December 31, 2023

December 14, 2023 
January 19, 2024
January 19, 2024 

 February 2, 224  

March 1, 2024  

April 2, 2024 –
Jun 30, 2024   
 
*NYSED 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.  
Desk Review Groups
Desk Review Portal Due Dates

Review Group 

Evidence Timeframe* 

Welcome Email

Portal Survey Publish Date  

Portal Survey Due Date  

NYSED Ratings 

Corrective Actions 

Group A  

March 13, 2020 - December 31, 2022 

December 5, 2022  

December 19, 2022  

February 3, 2023  

April 3, 2023 

May 3, 2023

Group B  

March 13, 2020 -January 31, 2023 

January 12, 2023  

January 30, 2023  

 March 14, 2023  

May 15, 2023 

June 15, 2023  

Group C  

March 13, 2020 -March 31, 2023 

March 13, 2023  

March 29, 2023  

May 10, 2023  

July 10, 2023  

August 10, 2023  

Group D  

March 13, 2020 -April 30, 2023 

April 24, 2023  

 May 10, 2023  

June 21, 2023  

August 21, 2023  

September 21, 2023  

Group E  

March 13, 2020 -May 31, 2023 

May 15, 2023  

May 31, 2023  

July 12, 2023  

September 11, 2023  

October 11, 2023  

Group F  

March 13, 2020 -June 30, 2023 

June 15, 2023  

July 12, 2023  

August 23, 2023  

October 23, 2023  

November 22, 2023  

Group G  

March 13, 2020 -August 31, 2023 

 August 7, 2023  

August 23, 2023  

October 4, 2023  

December 4, 2023  

January 5, 2024

Group H  

March 13, 2020 -September 30, 2023 

September 18, 2023  

October 4, 2023  

November 15, 2023  

January 16, 2024 

February 16, 2024  

Group I  

March 13, 2020 -November 30, 2023 

November 28, 2023  

December 14, 2023  

February 1, 2024  

April 1, 2024  

May 1, 2024  

Group J  

March 13, 2020 -January 31, 2024 

January 11, 2024  

January 31, 2024  

March 13, 2024  

May 13, 2024  

June 13, 2024 
 
 
*NYSED 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. 
Coordinated Monitoring Review

The Education Stimulus Fund Coordinated Monitoring Review is conducted by the NYSED 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 NYSED Business Portal. Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Coordinated Monitoring Process Video 

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

The Education Stimulus Fund Targeted Monitoring Review is conducted by the NYSED 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 NYSED Business Portal. Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Targeted Monitoring Review Process Video 

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 Review Group Survey.
September 30, 2022 Review Group Survey is due to NYSED.
October 11, 2022 NYSED will contact LEA to assign the Review Group.
October 18, 2022
10 a.m.		 NYSED provides a Technical Assistance webinar on ESF Targeted Review Process.

Register Here: ESF Targeted Monitoring Webinar
October 2022 – January 2024 ESF Monitoring Survey is published to the LEA in the NYSED Portal.
Please see the detailed review group dates above.
2 weeks after the Survey Publish Date NYSED 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 NYSED 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 NYSED 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 NYSED 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, NYSED 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 NYSED 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 NYSED Business Portal. Please see the resources below for the review process, Indicators and Evidence Review Protocol, and timeline.

ESF Desk Review Monitoring Review Process Video 

 

ESF Desk Review Monitoring Timeline 

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 Review Group Survey. 
September 30, 2022  Review Group Survey is due to NYSED.
October 27, 2022 NYSED will contact LEA to assign the Review Group.  
November 1, 2022
10 a.m.		 NYSED provides a Technical Assistance webinar on ESF Desk Review Monitoring Process.

Register Here: ESF Desk Review Monitoring Webinar
2 weeks before the survey is published in the portal  NYSED Lead Reviewer will send a Welcome Email with important resources.
Please see the detailed review group dates above.
December 2022 – January 2024  ESF Desk Review Monitoring Survey is published to the LEA in the NYSED Portal.
Please see the detailed review group dates above.
6 weeks after the Survey Publish Date   LEA submits the completed ESF Desk Review Monitoring survey to NYSED in the Portal. 
Please see the detailed review group dates above.
30 days after the survey due date   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 NYSED 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, NYSED will issue a formal letter to conclude the Desk Review Monitoring after all compliance issues have been addressed.  
Webinars & Technical Assistance

Monitoring Webinars

April Office Hours Webinar - 4/19/23
April Office Hours – Frewsburg CSD Presentation
April Office Hours – 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 - 11/1/22
ESF Desk Review Monitoring FAQ