ESEA Program Monitoring Process

ESEA Monitoring Process 

Notification

All LEAs will participate in ESEA Program Monitoring during a multi-year cycle. LEAs will be notified of their participation in ESEA program monitoring activities based on the Federal Programs and Supports Unit (FPSU) monitoring schedule. Monitoring notifications are typically sent in the fall of the year the LEA is being monitored. LEAs will be notified if any changes to the monitoring timeline are made by CDE.

Document Submission and Review 

All LEAs participating in ESEA Program Monitoring will submit the Program Monitoring Self-Assessment (PMSA) through the Grant Administration Implementation and Navigation System (GAINS). LEAs will use the self-assessment to review applicable program requirements and submit a self-rating, narrative summary, and supporting documentation for review. Additional information regarding the process for submitting the self-assessment can be found on the ESEA PMSA Process Guide.

LEAs will submit evidence of implementation from the year prior to the active monitoring year (see table below). An LEA may choose to submit more recent evidence of implementation to demonstrate compliance.

Initial Monitoring Results

CDE will provide a comprehensive LEA monitoring report for all monitoring tiers. The report will delineate LEA compliance with each program requirement included in the monitoring process and may include recommended next steps. Any findings and required corrective actions will also be identified through the initial monitoring results process. A point contact from the Program Monitoring Office will work with the LEA's primary program monitoring contact to seek input on the initial monitoring results report.

Additional Evidence Submission and Review

The LEA will have the opportunity to submit additional evidence for review following receipt of the initial monitoring results. If the LEA cannot demonstrate compliance for an identified program requirement, the LEA will need to provide a response that outlines the actions the LEA will take to demonstrate compliance and the timeline needed for implementation. When all additional evidence requests, including any action plans developed by the LEA, have been reviewed, CDE will make revisions to the initial monitoring results. This process will continue until all outstanding evidence requests have been addressed by the LEA and approved by CDE.

Action Planning and Implementation

When a corrective action is required, CDE will partner with the LEA to design an action plan that is reasonable for the LEA to implement within an agreed upon timeline. LEAs may work with CDE to establish a timeline that is reasonable for implementation and follow-through by the LEA.

CDE will continue to monitor LEA progress toward fulfilling any identified corrective action plans within the timeline(s) stipulated. The Program Monitoring Office will update the initial monitoring results in GAINS and the LEA's CDE-maintained monitoring portfolio to reflect compliance status, and include documents, memoranda, a copy of the monitoring report, and other supporting materials as needed.

If necessary, CDE may schedule additional follow-up reviews with the LEA. If CDE determines the LEA's plan is not sufficient for compliance, the LEA will be notified of the consequences for failure to take corrective action and asked to provide additional corrective actions. Consequences for failure to take required actions may include CDE authority to apply conditions to current or future grant awards.

Final Monitoring Results

When CDE has reviewed and approved all additional evidence requests, including any action plans submitted by the LEA, and all corrective actions have been resolved, the monitoring report will be revised to reflect the complete monitoring process. A final monitoring report will be provided to the LEA. The LEA will have ten days to provide feedback or request additional changes. CDE will take LEA feedback into consideration prior to the finalization of the report. Once any remaining feedback has been addressed, or if a response is not provided by the LEA within ten days, the monitoring process will be considered complete.

Report Analyses and Evaluation of the Monitoring Process

CDE analyzes the findings and recommendations from each monitoring function to more completely understand implementation trends statewide. These analyses help inform efforts to provide state and regional leadership activities and technical assistance to LEAs. Analyses may also be used to inform ED staff of local implementation efforts and share future policy decisions.

The compliance and implementation review process achieves CDE's monitoring objectives by focusing on indicators that matter, reducing the burden on LEAs to engage in lengthy monitoring processes, improving communication and resources between CDE and LEAs, differentiating and customizing LEA support, and ensuring that basic ESEA requirements are met. CDE will reflect on, seek stakeholder input regarding, and collect evidence to ensure effectiveness of the monitoring process annually. As areas needing improvement are identified based on evaluation results, stakeholders will be engaged to improve monitoring protocols and processes. 

Last Updated 10/16/2025