EHCY Program Office Q4 Updates 1September 19, 2012John McLaughlin, Federal Coordinator

Agenda Overview of NCHE’s updated Guide to Federal Data Collection and CSPR Changes, SY & SY Checking Homeless Graduates/Completers and Dropouts Data in EDFacts Fiscal Maintenance of Effort for EHCY Subgrant Programs Use of Grant Funds for Conferences and Meetings Q&A or Solicitation of Topics (time permitting) 2September 19, 2012John McLaughlin, Federal Coordinator

Consolidated State Performance Report Federal Data Collection Guide for State Coordinators of Homeless Education SY Beth Hartness – NCHE 3 September 19, 2012

Title Concept Title Concept Beth Hartness – NCHE4September 19, 2012

Guide Layout Overview and Purpose Federal Data Collection – EDFacts and the CSPR General Instructions Annual Data Collection and Submission Steps Data Collection Question Clarification Appendices Beth Hartness – NCHE5September 19, 2012

Section 1: The CSPR and EDFacts Consolidated State Performance Report CSPR timeframe Finalized version of CSPR collection tool Section 1.9 EDFacts State EDFacts Coordinators and State CSPR Coordinators Data submission requirements and processes EDFacts collection process File specifications September 19, 2012Beth Hartness – NCHE6

Section 1: The CSPR and EDFacts (continued) Manual CSPR collection process New SY data collection requirements Facilitating collection of quality data State Coordinator planning and responsibilities Pre-fill reports Data verification and certification Edit checks Verification reports Correction window Certification of data Beth Hartness – NCHE7September 19, 2012

Section 2: General Guidance Annual timeline Which students are reported Data collection requirements School year Definitions Actual counts versus estimated data Comment box Duplicated counts Missing data September 19, 2012Beth Hartness – NCHE8

Section 3: Data Collection Question Clarification CSPR Section – All LEAs (With and Without McKinney-Vento Subgrants Question 1.9 – Number of LEAs with and without Subgrants in the State Question – Number of Homeless Children and Youths by Grade Level Enrolled in Public School at any Time during the School Year Question – Primary Nighttime Residence of Homeless Children and Youths September 19, 2012Beth Hartness – NCHE9

Section 3: Data Collection Question Clarification CSPR Section – All LEAs With McKinney- Vento Subgrants Only Question – Number of Homeless Children and Youths by Grade Level Served by McKinney- Vento Subgrants Question – Subgroups of Homeless Students Served by McKinney-Vento Subgrants September 19, 2012Beth Hartness – NCHE10

Section 3: Data Collection Question Clarification CSPR Section 1.9.3– Academic Progress of Homeless Students Question – Reading Assessment Question – Mathematics Assessment Question – Science Assessment September 19, 2012Beth Hartness – NCHE11

Appendices Appendix A – McKinney- Vento Definition of “Homeless” Appendix B – Support and Contact Information Appendix C – CSPR/EDFacts Crosswalk Appendix D – Example of Federal Data Collection Form SY Appendix E – Glossary of Terms Appendix F – EDFacts File Specifications for CSPR Section 1.9 Appendix G – Other EDFacts File Specifications Appendix F – Steps for State Coordinators September 19, 2012Beth Hartness – NCHE12

CSPR Changes September 19, 2012Beth Hartness – NCHE13 SY Changes Proposed SY Changes Addition of “Birth through Two” in (Total Served in LEAs with McKinney-Vento subgrants). Addition of new question : Subgroups of Homeless Students Enrolled:  Unaccompanied Homeless Youth  Migratory children/youth  Children with disabilities (IDEA)  Limited English Proficient (LEP) Students Addition of New Question: (Academic Achievement in Science for Homeless Students Enrolled in all LEAs). LEAs which have McKinney-Vento subgrants will now be flagged with a yes/no choice for identification (based on new file specification C170) in ESS. Note: Question – Subgroups of Homeless Students Served – will still be collected for LEAs with McKinney-Vento subgrants.

Checking EDFacts Data on Homeless Graduates/Completers and Graduates Spring 2010: Submission of EDFacts data is mandatory for all States (i.e., for SY reporting year) Early 2011: EHCY office requested a cohort graduation rate be reported for homeless students in the CSPR (still pending) Early 2012: EHCY office promised to check the quality of EDFacts data on homeless student graduate/completers and dropouts grade 12 and create a data quality tool for use by State Coordinators Spring/Summer 2012: Checking of EDFacts-only data, now based on enrollment in all LEAs rather than served by LEAs (i.e., only for subgrantees) September 19, 2012John McLaughlin, Federal Coordinator14

Data Quality Issues Concerning Homeless Graduates and Dropouts 13 of 53 SEAs did not submit data on homeless graduates for SY 10-11; 1 SEA reported 0 graduates and 2 SEAs reported more graduates than homeless students enrolled in grade SEAs did not submit data on homeless dropouts, grades 7-12, or were missing grade 12 Some minor discrepancies between the SEA and LEA-level data were noted September 19, 2012John McLaughlin, Federal Coordinator15

Improving Data Quality Have all SEAs submit SEA and LEA-level data via EdFacts for SY (due by 12/21/12); EHCY office will let you know if your SEA was missing SY homeless graduates or dropouts data Have SC’s review SY SEA and LEA-level data and check data quality; EHCY office will send out a data quality checking tool with Webinar slides and notes September 19, 2012John McLaughlin, Federal Coordinator16

EDFacts File Specs and Public Comment Period EDFacts file specifications are available at y nonxml.html (not enabled in ESS yet) y nonxml.html EDFacts clearance package for SY to SY is available for public comment until Nov. 12 from (browse pending collections and click on link 04929) September 19, 2012John McLaughlin, Federal Coordinator17

Maintenance of Effort in EHCY Section 723(b)(3), Subtitle B, Title VII of the MVHAA states that LEA applications to the SEA for a subgrant shall include: “An assurance that the local educational agency’s combined fiscal effort per student, or the aggregate expenditures of that agency and the State with respect to the provision of free public education by such agency for the fiscal year preceding the fiscal year for which the determination is made, was not less than 90 percent of such combined fiscal effort or aggregate expenditures for the second fiscal year preceding the fiscal year for which the determination is made.” What does this mean? 18September 19, 2012John McLaughlin, Federal Coordinator

Summary of EHCY MOE Requirements It’s an LEA assurance to the SEA, which the SEA should check It can be calculated on a per pupil basis or aggregate basis of State and local funding for public education (excluding all Federal funding) FY ‘12 MOE: compares State and local fiscal effort between three fiscal years ago and two fiscal years ago (e.g., FY 2009 and 2010 MOE data were probably available by Spring 2012) 19September 19, 2012John McLaughlin, Federal Coordinator

SEAs and MOE for EHCY SEAs have a choice of determining how to calculate MOE—per pupil or aggregate State fiscal years may vary but they usually are from July 1-June 30 Ask the Title I State Director for a list of LEAs not meeting MOE by June of every year Unlike Title I, Parts A or D, there are no provisions for grant reductions for failing to maintain effort, NOR does the Secretary of Education have waiver authority for the EHCY MOE assurance 20September 19, 2012John McLaughlin, Federal Coordinator

MOE under ESEA Under Section 1120A of Title I, Part A, “Fiscal Requirements”, an LEA may receive a grant only if the LEA and the SEA have maintained effort Section 1125A(e) describes MOE, reduction of funds, and waivers for Title I, Part A Also Section 9521 outlines the methods of calculating MOE, reducing a grant award amount, and a waiver process through ED’s secretary due to “exceptional or uncontrollable circumstances, such as a natural disaster” or “a precipitous decline in the financial resources” of an LEA. 21September 19, 2012John McLaughlin, Federal Coordinator

EHCY MOE in Practice #1 ED allocates EHCY funds to States by July 1 and they are available for 27 months Subgrants should be awarded between then and no later than September so services can be provided to homeless students Check with the Title I State Director whether approved EHCY subgrantees meet MOE If any LEA subgrantees don’t, their funds for that grant year should be reallocated September 19, 2012John McLaughlin, Federal Coordinator22

EHCY MOE in Practice #2 3-Year Grants: If the LEA subgrantee has been approved for a three-year grant, and maintains fiscal effort by the next determination, it can receive grant funds the following year without recompeting. Consortia: If the LEA is in a consortia, it cannot receive grant-funded services for the year it was determined not to maintain fiscal effort. If it’s a fiscal agent or host LEA, another LEA must assume this responsibility. 23September 19, 2012John McLaughlin, Federal Coordinator

Use of Grant Funds for Conferences and Meetings Enclosure 7 on this topic went out with GANs in July It’s a reminder memorandum from ED’s Office of the Chief Financial Officer (OCFO). While the information is not new, in the past year, there has been additional scrutiny of meals and travel funded through Federal agencies and programs 24September 19, 2012John McLaughlin, Federal Coordinator

Deciding Whether to Host or Attend a Conference or Meeting Ensure it is reasonable and necessary to achieve the goals and objectives of the grant (including the number of attendees being sent) Consider whether there are more effective and efficient alternatives that can accomplish the desired results at a lower cost, e.g., webinars, video or teleconferencing Ensure that the primary purpose is to disseminate technical information: i.e., information, research advances, training or PD, and work planning and coordination September 19, 2012John McLaughlin, Federal Coordinator25

Food for Conferences and Meetings Should not be paid for by grant funds unless doing so is necessary to accomplish legitimate business. Working lunches may be allowable if attendance is needed to ensure full participation in essential discussions and speeches concerning the purpose of the conference and objectives of the project. Breakfasts, coffee breaks, receptions and dinners are generally discouraged. Any meals should be reviewed on a case by case basis. No alcoholic beverages or entertainment may be paid for by Federal grant funds September 19, 2012John McLaughlin, Federal Coordinator26

Conference Sponsorship If there’s approval to use the ED seal on conference materials and signage, there must also be the following disclaimer: “The contents of this (type of publication) were developed under a grant from the U.S. Department of Education. However, those contents do not necessarily represent the policy of Department of Education, and you should not assume endorsement by the Federal Government.” Note: Swag is also discouraged, such as bags, notebooks, folders, pens and pencils, coffee cups, etc. September 19, 2012John McLaughlin, Federal Coordinator27

Consequences and Questions Please contact the program office if you have any questions or concerns about whether using grant funds for a meeting or conference is allowable prior to obligating the funds Grantees may have to repay funds if they violate the rules on the use of grant funds, including the rules for meeting- and conference-related expenses Questions and further topics: e.g., obligating grant funds for Fall conferences (when Tydings Amendment applies) 28September 19, 2012John McLaughlin, Federal Coordinator

Short Announcements, Other Topics and General Q&A Contact information: Tel. no. (202) September 19, 2012John McLaughlin, Federal Coordinator

Thanks for joining us Questions? Contact: – John McLaughlin, Ph: (202) – Beth Hartness, September 19, 2012John McLaughlin, Federal Coordinator30