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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
  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
  Review Block Welcome Email Scheduling Survey Due Survey Publish Date On-site/ Virtual Visit Scheduled Due Date On-Site/ Virtual Visits

Group A

October 2022 - May 2023

October 11, 2022

November 4, 2022

October 28, 2022

November 18, 2022

December 09, 2022

January 9 – March 31, 2023

Group B

January 2023 – August 2023

December 15, 2022

January 19, 2023

January 19, 2023

February 2, 2023

March 2, 2023

April 3, 2023- June 30, 2023

Group C

April 2023 – November 2023

March 23, 2023

April 21, 2023

April 21, 2023

May 5, 2023

June 2, 2023

July 3, 2023- September 29, 2023

Group D

July 2023 – February 2024

June 15, 2023

July 21, 2023

July 21, 2023

August 4, 2023

 

September 1, 2023

October 2, 2023 – December 29, 2023

Group E

October 2023 – May 2024

September 28, 2023

October 27, 2023

October 27, 2023

November 10, 2023

December 8, 2023

January 8, 2024 – March 29, 2024

Group F

January 2024 – August 2024

December 14, 2023

January 19, 2024

January 19, 2024

February 2, 2024

March 1, 2024

April 2, 2024 – June 30, 2024

 
Desk Review Groups
Desk Review Portal Due Dates
Review Group Date Block Welcome Email Publish Date Due Date NYSED Ratings Corrective Actions

Group A

December 2022- April 2023

December 5, 2022

December 19, 2022

February 3, 2023

March 3, 2023

April 3, 2023

Group B

January 2023- May 2023

January 12, 2023

January 30, 2023

March 14, 2023

April 14, 2023

May 15, 2023

Group C

March 2023 – July 2023

March 13, 2023

March 29, 2023

May 10, 2023

June 9, 2023

July 10, 2023

Group D

May 2023 – August 2023

April 24, 2023

May 10, 2023

June 21, 2023

July 21, 2023

August 21, 2023

Group E

May 2023- September 2023

May 15, 2023

May 31, 2023

July 12, 2023

August 11, 2023

September 11, 2023

Group F

July 2023- October 2023

June 15, 2023

July 12, 2023

August 23, 2023

September 22, 2023

October 23, 2023

Group G

August 2023 – December 2023

August 7, 2023

August 23, 2023

October 4, 2023

November 3, 2023

December 4, 2023

Group H

October 2023 – January 2023

October 18, 2023

October 4, 2023

November 15, 2023

December 15, 2023

January 29, 2024

Group I

December 2023 – April 2024

November 28, 2023

December 14, 2023

February 1, 2024

March 1, 2024

April 2, 2024

Group J

January 2024 – May 2024

January 11, 2024

January 31, 2024

March 13, 2024

April 12, 2024

May 13, 2024

 
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.