Emergency Assistance to Non-Public Schools (EANS) II 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 ARP EANS II program.

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

Identifying populations served with grant funds and services, and how those funds and services contributed to the COVID-19 pandemic in terms of responding to, preparing for, and preventing it from spreading, or to address learning loss;
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 the GAINS system to process and collect evidence from non-public schools to demonstrate compliance. Non-public schools will complete all elements within that system.

Instructions for Asset Tagging

All items purchased on behalf of the school must remain under 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 or 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 are attached to this email. Please complete the highlighted columns and submit it through the GAINS system.

Resources

EANS II Monitoring FAQ

Federal Poverty Guidelines

Planning and Evidence Preparation Tool

Instructions for Asset Tagging

EANS I and II Disposition Form

Create a Comment

GAINS Training Site

Submission, Technical Assistance, and Timeline

ARP EANS II monitoring process will be conducted through the GAINS system. This means that all submissions, communications, and monitoring notifications will be made within the GAINS system.

Submission - Accessing GAINS

GAINS is CDE’s role-based grants management system. This system allows applicants to request funding and participate in monitoring activities for grants and awards distributed by CDE. To access GAINS, applicants will complete the GAINS Non-Public School Access Request Form. Upon completion of the form, users will receive instructions on how to create a unique password to access the monitoring instruments for ARP EANS II.

Through GAINS, applicants will respond to monitoring questions, upload documents, and certify compliance with the ARP EANS II program rules land requirements.

Technical Assistance and Support

February 26, 2025: Initial Office Hours

This will be a live online training with a step-by-step guide on how to log in to the GAINS system, navigate the monitoring instrument, and submit your evidence.
Webinar Recording | Webinar Slides (PPT)

March 5, 2025: Office Hours Q&A

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.
Registration.

EANS II Monitoring Small Bites

EANS II Monitoring Log in and Submission
- This video will show you how to access GAINS, Log in, and Submit your initial monitoring requirements.
EANS II Monitoring Response Process
- This video will show you the process after CDE reviews you submitted documents and how to respond after the initial review.

Timeline

February 26, 2025:

Deadline for submitting Access Request Form
- By submitting the GAINS Non-Public School Access Request, you will be requested to obtain a roll in the GAINS system. This is a critical action for the monitoring process. Users will be unable to access the GAINS platform until the form is completed.
Initial Office Hours
- Live online training with a step-by-step guide on how to log in to the GAINS system, navigate the monitoring instrument, and submit your evidence.
- Webinar Recording | Webinar Slides (PPT)

March 5, 2025:

Office Hours Q&A
- This will be a live online Q&A with an open agenda. Bring questions about the GAINS system and we will answer them in real time,
- Registration.

April 25, 2025:

Submission Deadline
- All evidence for compliance must be turned in to GAINS before this deadline. This includes all fields complete, and the asset tagging sheet attached.

April 26 - May 30, 2025:

CDE Monitoring Review and Assessment Period
- During this time, CDE will do an initial assessment of compliance and notify the NPS if items are missing, need clarified, or comply with the GAINS System. During this time, each school will be given the opportunity to submit additional evidence to address the compliance status listed in the GAINS system. After the initial notification is sent, NPS will have 30 days (about 4 and a half weeks) to submit additional requirements.

May 30, 2025:

Monitoring Deadline
- This is a hard deadline. All documents and evidence must be submitted and reviewed as “Compliant” before this deadline. Any outstanding submissions will result in a final determination that may require the return of items submitted or repayment of the award received.

Please reach out to eansapplications@cde.state.co.us if you have any questions.