Subgrantee Monitoring and Reporting

Financial Reporting Schedule

Financial reports from grant recipients are due on the following dates using CDE provided forms. The reporting window will be open on the first day of the month following the end of the reporting period and close on the last day of that same month.

DUE April 30 – IFR

• IFR/AFR Expense Form in Smartsheet
  • A detailed General Ledger attached to the above IFR/AFR Smartsheet Form. Please make sure vendor information is clearly visible and that the ledger reflects the correct dates: October 1-March 31.
  • All expenses filled out in the IFR tab of the AFR & Budget Template form.

DUE November 30 – AFR

• IFR/AFR Expense Form in Smartsheet
  • A detailed General Ledgers attached in the above IFR/AFR Smartsheet Form. Please make sure vendor information is clearly visible and that the expenses are for the correct dates: October 1-September 30.
  • Last day to request funds is November 15.
  • All expenses filled out in the AFR tab of the AFR & Budget Template form.
  • IMPORTANT NOTE: Please ensure that you did NOT take more than 5% towards indirect/admin costs. This will be 5% of your actual expenses, NOT your approved budget.

A general ledger showing expenditures for the current reporting period is required with each report. These ledgers must track CLSD grant expenditures and revenue separately from other funding sources and must include grant code 5371 and source code 4000.

Narrative Reporting

Grantees will use the Narrative Reporting Form to report on progress twice a year, at the beginning of the school year and end of school year. Grantees should provide a brief overview of the activities they have focused on during the reporting period, covering both highlights and challenges.

Grantees may be requested to provide updates on the status of their projects outside of the official reporting schedule. These requests are made to ensure continuous oversight, address any emerging concerns, or share progress with stakeholders. Grantees are encouraged to maintain thorough and up-to-date records to facilitate timely responses to such inquiries and demonstrate their commitment to transparency and effective project management.

• Progress Report Link (Due October 31st)
• Progress Report PDF 

Site Visits or Desktop Reviews

Grantees are required to actively participate in site visits or desktop reviews as part of the grant monitoring process. The goal of these reviews is to ensure compliance with grant requirements, assess program performance, and identify areas for improvement.   The Program Manager will communicate the process for a desktop review or site visit, ensuring grantees have ample time to prepare the necessary materials for evaluation. 

Student Data Reporting

CDE will review student outcome data for all students supported by the CLSD Grant, regardless of subgroup or grade. Additionally, you should be aware of the following additional data collection reports required for the grant project:

GPRA Measures
CDE is required to report specific student data to the US Department of Education as part of our reporting on the CLSD Project and Grant Activities. This includes the following:

• Oral language skills for 4-year-olds using Results Matter data.
• 5th grade students who meet or exceed proficiency on CMAS ELA assessments
• 8th grade students who meet or exceed proficiency on CMAS ELA assessments.
• High school students who meet or exceed proficiency on 11th grade SAT ELA assessments.
• ELA proficiency scores for underserved populations such as students receiving free and reduced lunch, multilingual learners, and students with disabilities in all age and grade levels birth through grade 12.
• Percentage of activities being implemented that are aligned to scientifically and evidence-based practices.

CDE will strive to pull this information from existing data collection resources to minimize your workload. However, please ensure that your data collection team gathers student data for the groups listed above, in case we are unable to retrieve the necessary information from CDE resources.

PII & Data Privacy
CDE takes seriously its obligation to protect the privacy of student and educator Personally Identifiable Information (PII) collected, used, shared, and stored. PII will not be collected through the CO Comprehensive Literacy State Development (CLSD) Grant. All program evaluation data will be collected in the aggregate and will be used, shared, and stored in compliance with CDE’s privacy and security policies and procedures.

Note: Documents submitted must not contain any personally identifiable student or educator information including names, identification numbers, or anything that could identify an individual. All data should be referenced/included in the aggregate and the aggregate counts should be redacted to remove small numbers under n=16 for students or n=5 for educators.