Monitoring LEA McKinney-Vento Programs Virginia Webinar January 9, 2018 Patricia A. Popp, Ph.D. Project HOPE-Virginia

What is monitoring? Monitor: to watch, keep track of, or check usually for a special purpose (Merriam-Webster’s Online Dictionary) What is our purpose? To ensure compliance To help our students succeed

Why monitor? Because we have to: (statutory requirements): Section 722(f)(5) in the functions of the state coordinator: `(5) provide technical assistance to and conduct monitoring of local educational agencies in coordination with local educational agency liaisons designated under subsection (g)(1)(J)(ii), to ensure that local educational agencies comply with the requirements of subsection (e)(3) and paragraphs (3) through (7) of subsection (g);   Because it improves programs Opportunity for training and gathering info for TA and PD (g)(1)(J)(ii), `(ii) The local educational agencies will designate an appropriate staff person, able to carry out the duties described in paragraph (6)(A), who may also be a coordinator for other Federal programs, as a local educational agency liaison for homeless children and youths.

Every Student Succeeds Act McKinney-Vento Homeless Assistance Act Education for Homeless Children and Youth (EHCY) Program  Title IX, Part A Every Student Succeeds Act http://education.wm.edu/centers/hope/legislative/ESSAtransition/index.php Popp, 2009 Popp, 2014

McKinney-Vento Act, EHCY Reauthorizes the Stewart B. McKinney Act, originally enacted in 1987 Provides states with funding to support local grants and statewide initiatives Requires educational access, attendance, and success for homeless children and youth Popp, 2009 Popp, 2010

Who gets monitored in Virginia? All LEAs are required to comply with McKinney-Vento EHCY http://education.wm.edu/centers/hope/17-18%20monitoring/index.php

When does monitoring occur? (frequency) No longer aligned with Title I, Part A MV Subgrantees every three years* Nonsubgrantees every five years* *unless a concern suggests sooner Monitoring Schedule revised this year based on new subgrant awards (how many/how often??)

How is monitoring implemented? Site visit MV subgrants LEAs where liaison changed since last monitoring Questions about program exist/requested Phone/virtual monitoring Non-subgrant LEAs, Same liaison as last monitoring, AND No findings Monitors Patricia Popp Mary Herrington-Babb

LEA # School Division Monitoring 2017-18 On-site or Virtual last monitoring Monitor 1 Accomack County Public Schools on-site 15 Pat 3 Alleghany County Public Schools 13 Mary 4 Amelia County Public Schools virtual 9 Bath County Public Schools 17 Caroline County Public Schools 12 26 Dickenson County Public Schools 28 Essex County Public Schools 29 Fairfax County Public Schools* 32 Fluvanna County Public Schools 34 Frederick County Public Schools* 43 Henrico County Public Schools* 53 Loudoun County Public Schools* 56 Madison County Public Schools 57 Mathews County Schools 63 New Kent County Public Schools 79 Richmond County Public Schools 87 Southampton County Public Schools 88 Spotsylvania County Public Schools* 89 Stafford County Public Schools* 16 94 Washington County Public Schools 96 Wise County Public Schools 101 Alexandria City Public Schools* 102 Bristol City Public Schools 117 Newport News City Public Schools* 118 Norfolk City Public Schools* 120 Petersburg City Public Schools* 123 Richmond City Public Schools* 124 Roanoke City Public Schools* 132 Winchester City Public Schools* 137 Lexington City Public Schools 139 Salem City Public Schools 143 Manassas City Public Schools 144 Manassas Park City Public Schools

How to Prepare – Self Study Review monitoring protocol Pull documentation that supports your responses Three years of counts compared to poverty Title I, Part A homeless education page and reservation of funds LEA homeless policy (ex. JECA**) Intake forms, residency questionnaires, enrollment forms, needs assessments Description of procedures for free meals and transportation Protocol gives options for data that can support responses Discuss timing for revising policy and need for change to Code of Virginia

Are Your Numbers Reasonable? SAIPE – 5-17 year olds in poverty Free meals USED State Coordinator data workbooks HOPE cover sheet

How to Prepare - continued Correspondence with division/school staff and community partners; agendas; ppt Academic analyses – compare the total LEA, SWD, economically disadvantaged SOL scores – 2017 required Benchmark scores Report cards Attendance rates Graduation rates for homeless – cohort Academic and career plans DO NOT MAKE DUPLICATE COPIES FOR QUESTIONS THAT OVERLAP

Virginia SOL Assessment: Percentage Passing: 2012-13 Mathematics

How to Prepare - continued COMPLETE the LEA response column on the monitoring protocol. Save in Word Do not save as a pdf Note supporting documents in the narrative. Sample student files may be requested Subgrants – backup for one reimbursement will be requested Phone/virtual monitoring: submit documentation via SSWS at least one week prior to meeting. On-site: may submit in advance or have available at meeting; provide protocol with LEA responses SSWS - Single sign-on for Web systems

The Actual Monitoring Review questions in order Conversation supported by documentation May request samples May suggest procedures/resources – recommendations are not findings If a finding is obvious, it will be identified and potential solutions offered

After the monitoring Send promised resources (remind me, if needed) I email your MV protocol with monitor comments, including any recommendations Liaison can share any suggestions for edits or updates Letters to local superintendents are sent over the summer If there is a finding, what to do and by when will be noted

Follow up actions? Updated MV local policy Liaison capacity and training Change in enrollment form Updated Title I, Part A application Description of collaboration Reservation of funds Documentation of collaboration with other agencies Checking child count data EOY

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