ESSA Funded Programs Calendar of Reminders
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Family Engagement and Communications |ÌýEquitable Services |ÌýProgram Implementation and Evaluation |Ìý
Application and Reporting Deadlines |ÌýFiscal Reminders
|
Item/Activity |
When |
Documentation |
Learn More |
Ìý |
Sept-Oct |
Minutes, agendas, presentation materials, and sign-in sheets for Annual Title I Meetings Ìý |
Contact conappta@nysed.gov |
|
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 |
NYSED Parent and Family Engagement Guidance District Level Parent and Family Engagement Policy Checklist |
|
Sept-Oct |
Evidence of disseminating compact, such as sharing in a parent handbook or on a parent website |
|
|
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 S |
|
Sept-Oct |
Right to Know Notification (on website or in parent handbook) |
Contact conappta@nysed.gov |
|
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 |
|
Ongoing |
Meeting notifications, agendas, calendars, presentation materials, sign-up sheets, Zoom attendance lists, formal Parent and Family Engagement plans, etc. Ìý |
NYSED Parent and Family Engagement Guidance Ìý |
Ìý |
Sept-Oct |
Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, and sign-in sheets |
USDE Guidance NYSED Guidance Equitable Services to Non-Public Schools Consultation |
Ìý |
Ongoing |
Communication with private schools, such as emails, phone logs, meeting agendas or notes, visit notes Ìý |
USDE Guidance NYSED Guidance Equitable Services to Non-Public Schools Consultation |
|
Ongoing |
Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, and sign-in sheets Ìý |
USDE Guidance NYSED Guidance Equitable Services to Non-Public Schools Consultation |
|
March-April |
Surveys, visit notes, records of conversations, completed evaluation forms (if available) |
Contact conappta@nysed.gov |
Ìý |
March-April |
Communication with private schools, such as letters, emails, phone logs, meeting agendas or notes Ìý |
USDE Guidance NYSED Guidance Equitable Services to Non-Public Schools Consultation |
Ìý |
May-June |
Written communication with private schools, such as letter or email with consequences clearly explained Ìý |
USDE Guidance |
Ìý |
April-May |
Certified letter or Read Receipt emailed Letter of Intent to private schools Ìý |
|
|
May-Aug |
Written Affirmation Form |
Written Affirmation of LEA Consultation with Private School Officials Form |
|
Ongoing |
Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, sign-in sheets, student performance results, parent communications |
Contact conappta@nysed.gov |
|
Ongoing |
Relevant purchase orders and invoices; professional development materials, agendas, presentation materials, sign-in sheets |
Contact conappta@nysed.gov |
|
Sept-Oct |
Evidence of McKinney-Vento trainings such as registration or certificates of completion |
|
|
Sept-Oct and as needed |
Letter(s) or email(s) from METS directors with list(s) of current migrant-eligible children and youth |
|
|
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 |
|
|
March-April |
Evaluation summaries, observation notes, leadership meeting minutes, survey results, etc. |
Contact conappta@nysed.gov |
Ìý |
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 |
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|
March-Aug |
Communication with facilities, such as letters, emails, phone logs, visit notes, meeting agendas or notes Ìý |
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March-Aug or as needed |
Copies of third-party contracts |
Contact conappta@nysed.gov |
|
May-Aug |
Submitted annually through online business portal by 8/31 |
|
|
Nov |
Submitted annually through online business portal |
Contact conappta@nysed.gov |
|
Nov |
Submitted annually through online business portal |
Contact conappta@nysed.gov |
|
Nov-Dec |
Submitted annually through online business portal |
Contact conappta@nysed.gov |
|
Jan-Aug |
Submitted annually through online business portal |
|
|
Sept-Nov |
Copy of FS-10F maintained on file at LEA |
|
|
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 |
|
|
Jan-Aug |
Copies of program budgets, narratives, and amendments should be maintained on file at LEA |
|
|
March-Aug |
Copies of program budgets, narratives, and amendments should be maintained on file at LEA |
|
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 |
|
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 |
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