ESSA Funded Programs Calendar of Reminders

��

Family Engagement and Communications |��Equitable Services |��Program Implementation and Evaluation |��
Application and Reporting Deadlines |��Fiscal 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	��Ƶ 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	��Ƶ 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 S 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. ��	��Ƶ 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 ��Ƶ 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 ��Ƶ 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 ��Ƶ 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 ��Ƶ 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 ��Ƶ 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 resul

������Ƶ

������Ƶ

Related Links

ESSA Funded Programs Calendar of Reminders

��Ƶ

��Ƶ