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Item/Activity

When

Documentation

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Family Engagement and Communications

• Hold Annual Title I Meetings in each Title I building

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Sept-Oct

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

Ìý

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

Ìý

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

Â鶹ÊÓƵ 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

​Â鶹ÊÓƵ 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

Ìý

USDE Guidance Sm

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)

Ìý

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.

Ìý

Â鶹ÊÓƵ Parent and Family Engagement Guidance

Ìý

Equitable Services

• Begin program services at private schools

Ìý

Sept-Oct

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

USDE Guidance

Â鶹ÊÓƵ Guidance Equitable Services to Non-Public Schools Consultation

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

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Ongoing

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

Ìý

USDE Guidance

Â鶹ÊÓƵ 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

Ìý

USDE Guidance

Â鶹ÊÓƵ 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

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March-April

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

Ìý

USDE Guidance

Â鶹ÊÓƵ Guidance Equitable Services to Non-Public Schools Consultation

• Inform participating private schools of deadline to obligate funds

Ìý

May-June

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

Ìý

USDE Guidance
Â鶹ÊÓƵ Guidance Equitable Services to Non-Public Schools Consultation

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

Ìý

April-May

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

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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

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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

Ìý

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

• 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

• 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

• 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

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

Ìý

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