EANS I Monitoring

Overview of Monitoring:

Monitoring is a collaborative process that includes input from both the non-public school and Colorado Department of Education (CDE). This is to ensure that both parties involved in the Monitoring Process are aware of the expectations and requirements. CDE aims to help non-public schools understand the requirements associated with participating in the CRRSA EANS program.

Therefore, in additional to meeting statutory requirements for CRSA and EANS compliance, Colorado's monitoring vision and mission include:

Identifying and highlighting non-public school areas of strength and effective implementation;
Verifying poverty percentages reported in the application;
Identifying and tagging items that were purchased for the school; and,
Determining the need for the items purchased after the end of the performance period.

Purpose

Monitoring emphasizes accountability for using resources to respond to the disruptions caused by the pandemic. A set of clear monitoring activities clarifies for non-public schools, and CDE monitoring personnel, the critical components of this accountability and provides a standard against which non-public schools participation can be measured.

Monitoring Activities:

CDE will use existing processes and collect evidence from non-public schools to demonstrate compliance. Non-public schools will complete the Colorado GEER, RISE and EANS closeout and Narrative report, submit evidence that supports the student enrollment reported in the EANS application, and evidence that supports the low-income eligibility of the students reported in the EANS application.

Resources

FAQ Document

2019-2020 Federal Poverty Guidelines

Closeout and Final Narrative Report

NEW Planning Document

Equipment Inventory Form

Residual Supplies and Materials

CRRSA EANS Certification Form

GEER EANS Certification Form

Instructions for Asset Tagging

All items purchased on behalf of the school must remain in public control. Equipment with a purchase value greater than $5000 per unit must be tracked, maintained and inventoried per federal regulation 2 CFR 200.312 and must be done at least once every two years throughout the record retention period, discussed below. For items considered highly walkable and non- capital, such as Chromebooks, laptops, small printers etc., it is best practice to continue to track and inventory those items as well.

CDE will provide schools that have items with a purchase value of greater than $5,000 and highly walkable, non-capital items with an asset tag. Each tag must be affixed to the item that was purchased with EANS funds. A list of the items purchased, including the serial number of each item, and asset tags will be provided to the school.

Notification, Review Process, and Timeline

Notification of monitoring activities was sent to the Authorized Representative listed in the EANS application. The notice provided specific instructions on submission of evidence. The non-public school will need to the Colorado GEER, RISE and EANS Closeout and Final Narrative report, RISE/EANS Equipment Inventory Form (if applicable), RISE/EANS Residual Supplies and Materials Inventory form (if applicable), Asset Tag report, and EANS Monitoring Certifications. For more information about the requirements and regulations behind these collections, see the FAQ on EANS Disposition of Equipment and Supplies.

Once all evidence is uploaded to Syncplicity and the GEER, RISE and EANS Closeout and Final Narrative report (with attachments) is submitted, non-public schools will complete the EANS I Monitoring Evidence Completion Form notifying CDE that all required forms and documents have been submitted.

All evidence and forms are due by June 30, 2023. CDE staff will then review the submitted evidence and provide a response within 30 business days (approximately 6 weeks).

Technical Assistance and Support

CDE hosted a EANS I Monitoring Information Session on staring April 18th, 2023 from 3-4pm. The recording and presentation slide are linked below. Non-public schools will be supported throughout the process and any required follow-up or follow-through will be developed collaboratively with the non-public school.

April 18, 2023: Presentation | Recording | Recording Transcript

April 25, 2023: Presentation | Recording

May 2, 2023: Presentation | Recording

May 9, 2023: Presentation | Recording

If you, or anyone on your team has questions related to monitoring or would like to request technical assistance in preparation for monitoring activities, do not hesitate to email us.

Evidence Submissions

Please review the EANS I Monitoring FAQ document here.

Syncplicity Submissions

CDE will verify the data reported in the EANS application. Non-public schools reported the total number of students enrolled in the school during the 2019-2020 school year and the number of students considered low-income within the student enrollment data. Applicants were allowed to choose between several data sources that to determine the number of low-income students whose family income does not exceed 185 percent of the 2020 Federal poverty guidelines. Section 312(d)(3)(C) requires an SEA to prioritize services or assistance to non-public schools that enroll low-income students and are most impacted by COVID-19. Applicants are required to provide evidence that supports the 2019-2020 enrollment and low-income data provided in the EANS application.

Low Income Student Evidence - Examples of evidence includes but is not limited to:
- Child nutrition claim forms
- NSLP applications
- Low-income survey
- Scholarship and or financial assistance data that meets 185% of the federal poverty guidelines
- E-rate form 471
- Copies of data from the 2019-2020 school year from the following:
- U.S. Census Bureau Small Area Income and Poverty Estimates (SAIPE) program data,
- Proportionality Data (Title I),
- Other relevant data, such as data that the non-public school has provided to the State for purposes of State or local programs.
Enrollment Data - Examples of evidence includes but is not limited to:
- Colorado Department of Education student October report
- Report from the school's Student Information System

Smartsheet Submissions

GEER/RISE/EANS Final Closeout Narrative Report - The purpose of this form is to collect the impact of Emergency Assistance to Non-public School support and to identify and understand if the items provided to the non-public school can remain at the school or if the items need to be collected and remain in public control.
- Equipment Inventory Form - This form is required for nonpublic schools with permanent equipment. Permanent equipment is defined as a tangible item that is durable and nonexpendable, has a useful life of at least one year, and an acquisition cost of $5,000 or more. This form is valuable to complete for tracking purposes, even if EANS I purchases do not meet the previous listed requirements.
- Residual Supplies and Material Inventory Form - This form is required for nonpublic schools that wish to continue to keep and use the materials purchased under EANS I and how they will be utilized under another federal program.
EANS I Monitoring Evidence Completion Report - This form is required to show the completion of evidence submission to CDE.
- Asset Tagging - all non-consumable items must be tagged. Some examples are:
  - For non-capital items considered highly walkable, attractive, such as Chromebooks, laptops, small printers, web camera, speakers, iPads, tablets, portable ventilation systems, etc.
  - Single item equipment with a purchase value greater than $5000 per unit must be tracked, maintained and inventoried per federal regulation 2 CFR 200.312 and must be done once every two years at least throughout the record retention period.

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