Federal & State Reporting
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Federal & State Reporting

We manage your local, state, and federal reporting compliance and guarantee everything's submitted on time, every time.

Get Compliance Off Your Plate Join Community
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What Is It

A year-long, project-managed engagement in which School Frontiers serves as the school's primary partner for compliance reporting on federal and state programs the school already holds — formula grants (Title I, IDEA) and the ongoing program evaluation and compliance reporting for discretionary programs already awarded to the school, such as 21st CCLC. School Frontiers assumes responsibility for the reporting workload so that school administrators can focus on their academic mission rather than the complexity of multi-agency reporting.

This service does not identify or pursue new grant funding, and it does not manage grant budgets or process reimbursements — that is Grant Writing & Management's role. For 21st CCLC specifically, School Frontiers' responsibility is limited to program evaluation and compliance reporting (site visits, stakeholder surveys, and outcomes reporting); School Frontiers does not manage or fiscally administer the 21st CCLC grant itself. The engagement is structured as a true partnership: School Frontiers leads the compliance work, maintains audit-ready documentation at all times, and guarantees 100% on-time reporting across all local, state, and federal deadlines.

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Problems Solved

Special Ed Compliance Risk
Underserving English Learners
Underfunded vs. District Schools
Compliance Requirements Keep Expanding
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Deliverables

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Needs Assessment Report — strengths, weaknesses, risk areas, and a prioritized compliance plan for the year
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Consolidated Application and Funding Adjustment Application submissions in PDE's eGrants system (Title I, II, III, IV as applicable)
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Collaborative federal programs/compliance calendar — all deadlines, tasks, and responsibilities mapped across the full year
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CS Enrollment Verification report — verified and submitted in eGrants
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Uniform Grant Guidance Performance Goal Report — submitted in eGrants with analysis of goal attainment and recommendations for improvement
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Title Grant Stakeholder Meeting materials — agenda, PowerPoint, and sign-in sheets for initial stakeholder notifications
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Monthly compliance coordinator reports — completed reporting and upcoming deadlines
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Comprehensive Plan — lead-written and submitted in PDE's FRCPP system with all stakeholder participation components
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Schoolwide / School Improvement Plan — lead-written and submitted in PDE's FRCPP system
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PDE Annual Report — submitted in FRCPP by August 1 deadline
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IDEA grant documentation — all IU reimbursement submissions, Maintenance of Effort analysis, and monitoring correspondence
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ESSA Cyclical Monitoring preparation materials — and full monitoring support documentation if school is selected
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21st CCLC program evaluation and compliance reports — site visit summaries, Stakeholder and Implementation Survey results, and the Final Evaluation Report submitted on the state's reporting schedule
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Annual administrative staff training materials and session documentation (minimum 20 hours)
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Who's Involved

🏫 At Your School
Primary: School executive director or principal and designated federal programs coordinator or business manager
Active participants: Administrative staff responsible for budget management, payroll review, and program documentation
Informed partners: School board (financial oversight); Intermediate Unit (IDEA coordination); PDE monitors
🧑‍🏫 Your School Frontiers Team
Data & Evaluation Services Project Manager — manages the PIMS reporting cycle and owns day-to-day 21st CCLC compliance reporting; coordinates site visits, stakeholder surveys, and progress tracking against federal and state requirements; compiles attendance, academic progress, and service delivery reports across program sites
Educational Data Analyst — supports compliance preparation, data verification, and enrollment reporting
Research Assistant — conducts 21st CCLC site visits (three times per year across program sites); supports administration of annual Stakeholder Surveys, Implementation Surveys, and Final Evaluation Reports; tracks attendance, participation, and outcome data against reporting deadlines
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How It Works

School Frontiers structures the engagement around three core functions — Identify, Coordinate, and Report — delivered across the full school year calendar:

1
Identify
At the outset of each engagement, School Frontiers conducts a needs assessment to establish a clear picture of the school's compliance strengths, weaknesses, and risk areas. Using interviews, surveys, PDE's internal risk assessment tools, and policy review, SF produces a Needs Assessment Report identifying the most pressing compliance priorities and a plan to address them.
2
Coordinate
School Frontiers project manages the full scope of federal and state program obligations from start to finish — including Title I/II/III/IV, IDEA, PIMS, Medical Assistance claiming (SBAP), SHARRS, PERMS, TIMS, CRDC, 21st CCLC evaluation and compliance reporting, Comprehensive and Schoolwide Planning, and ESSA Cyclical Monitoring.
3
Report
School Frontiers maintains continuous communication with school administration through bi-weekly check-in meetings, monthly compliance coordinator reports, and 24-hour response to urgent compliance questions. All documentation is maintained in audit-ready condition at all times.

Coordinate covers:

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Title I, II, III, and IV grant administration — Consolidated Application and Funding Adjustment Application submission in PDE's eGrants system; budget management aligned to preliminary and final allocations; required reporting including enrollment verification, Uniform Grant Guidance Performance Goal Reporting, and final expenditure reports; Parent and Family Engagement (PFE) annual requirements, meeting support, policies, and documentation; alignment of budget and action steps with Schoolwide and Comprehensive Planning; audit support
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IDEA grant administration — coordination with the school's Intermediate Unit (IU) for all required reimbursement documentation; Maintenance of Effort analysis and Bureau of Special Education (BSE) compliance support; IU and BSE monitoring; audit support
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PIMS (Pennsylvania Information Management System) reporting — extraction and formatting of enrollment, staff, and program data to meet PDE requirements; submission uploads, review of verification files, and preparation of Accuracy Statements; year-round maintenance support for District Billing and Child Accounting; monitoring and application of PIMS requirement updates as they evolve
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Medical Assistance (MA) Claiming / School-Based ACCESS Program (SBAP) — quarterly Medicaid Administrative Claiming (MAC) cost reporting and coordination of SBAP claims for Medical Assistance-eligible IEP services
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SHARRS (School Health Annual Reimbursement Request System) — annual school health program reporting and reimbursement request preparation, due September 30
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PERMS (Professional Educator Record Management System) — monitoring of Act 48 continuing education credit compliance for certificated staff
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TIMS (Teacher Information Management System) — staff certification and employment record reporting to support accurate PDE staffing compliance
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Civil Rights Data Collection (CRDC) — biennial federal civil rights data submission support, ensuring accurate reporting on enrollment, discipline, and program access under federal civil rights law
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21st Century Community Learning Centers (21st CCLC) — program evaluation and compliance reporting only: site visit coordination across program sites, administration of annual Stakeholder and Implementation Surveys, and compilation of attendance, participation, and outcome data into Final Evaluation Reports on the state's reporting schedule. School Frontiers does not manage the 21st CCLC grant budget or process reimbursements under this service — that responsibility sits with Grant Writing & Management.
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Comprehensive and Schoolwide Planning — SF acts as lead writer and inputter for all components of the PDE-required Comprehensive Plan (minimum 6-month process) and Schoolwide/School Improvement Plan (minimum 3-month process) in PDE's FRCPP system, managing stakeholder participation and all interim tasks through the collaborative calendar
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ESSA Cyclical Monitoring — regardless of whether the school is selected by PDE for review in a given year, SF prepares the school annually for ESSA cyclical monitoring requirements. If selected, SF supports the school through all aspects of the review, including FedMonitor submission and attendance at the monitoring visit
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Compliance Guarantees

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100% on-time reporting — all federal and state reports submitted by authorized deadlines without exceptions
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Audit-ready documentation — maintained at all times throughout the engagement
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24-hour response — to urgent compliance questions and issues
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Minimum 20 hours — of annual administrative staff training on federal program requirements and compliance obligations
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When

Initiated in July — prior to the start of the school year — so that the Consolidated Application can be submitted in July and the Needs Assessment completed in August before the school year begins. The engagement runs July through June, covering the full federal program cycle. Most effective when the school has one or more active federal grants (Title I, IDEA, or 21st CCLC) and lacks dedicated internal staff with the expertise to manage multi-grant compliance simultaneously. Also appropriate when a school has received an audit finding, been selected for ESSA monitoring, or is preparing for a compliance-intensive renewal cycle.

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Objectives

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Ensure 100% on-time submission of all federal and state program reports, applications, and required documentation throughout the school year
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Eliminate audit findings and compliance gaps by maintaining audit-ready documentation and proactively identifying risk areas before they become violations
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Free school administrators from the burden of multi-agency compliance management so they can focus on instruction and school operations
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Build school staff's understanding of federal program requirements through structured training, reducing dependency on external support over time
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Maximize federal funding reimbursement — particularly IDEA — by ensuring all required documentation is complete, accurate, and submitted on time
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Position the school for successful ESSA cyclical monitoring regardless of whether it is selected for review in a given year
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Testimonials

Testimonials coming soon.

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FAQ

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Special Ed Compliance Risk
Underserving English Learners
Underfunded vs. District Schools
Compliance Requirements Keep Expanding
Other
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A member of our team will follow up shortly. In the meantime, here's a preview of what School Frontiers' compliance support includes.

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Federal & State Reporting – Sample Compliance Calendar
Compliance Calendar Overview · Reporting Checklist · Needs Assessment Snapshot (excerpt)
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