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

EHCY Program Office Q4 Updates

1September 19, 2012 John McLaughlin, Federal Coordinator

AgendaAgenda

• Overview of NCHE’s updated Guide to Federal Data Collection and CSPR Changes, SY 11-12 & SY 12-13

• 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)


Consolidated State Performance ReportFederal Data Collection Guide

forState Coordinators of Homeless Education

SY 2011-12

Consolidated State Performance ReportFederal Data Collection Guide

forState Coordinators of Homeless Education

SY 2011-12

Beth Hartness – NCHE 3September 19, 2012

• Title• Concept• Title• Concept


Guide LayoutGuide Layout

• Overview and Purpose• Federal Data Collection – EDFacts and the CSPR• General Instructions• Annual Data Collection and Submission Steps• Data Collection Question Clarification• Appendices


Section 1: The CSPR and EDFactsSection 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, 2012 Beth Hartness – NCHE 6

Section 1: The CSPR and EDFacts (continued)

Section 1: The CSPR and EDFacts (continued)

• Manual CSPR collection process• New SY 2011-12 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


Section 2: General GuidanceSection 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


Section 3: Data Collection Question Clarification


• CSPR Section 1.9.1 – All LEAs (With and Without McKinney-Vento Subgrants

• Question 1.9 – Number of LEAs with and without Subgrants in the State

• Question 1.9.1.1 – Number of Homeless Children and Youths by Grade Level Enrolled in Public School at any Time during the School Year

• Question 1.9.1.2 – Primary Nighttime Residence of Homeless Children and Youths




• CSPR Section 1.9.2 – All LEAs With McKinney-Vento Subgrants Only

• Question 1.9. 2.1 – Number of Homeless Children and Youths by Grade Level Served by McKinney-Vento Subgrants

• Question 1.9.2.2 – Subgroups of Homeless Students Served by McKinney-Vento Subgrants




• CSPR Section 1.9.3– Academic Progress of Homeless Students

• Question 1.9. 3.1 – Reading Assessment• Question 1.9.3.2 – Mathematics Assessment• Question 1.9.3.3 – Science Assessment


AppendicesAppendices

• 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 2011-12

• 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


CSPR ChangesCSPR Changes


SY 2011-12 Changes Proposed SY 2012-13 Changes Addition of “Birth through Two” in 1.9.2.1 (Total Served in LEAs with McKinney-Vento subgrants).

Addition of new question 1.9.1.3: Subgroups of Homeless Students Enrolled: Unaccompanied Homeless YouthMigratory children/youthChildren with disabilities (IDEA)Limited English Proficient (LEP) Students

Addition of New Question: 1.9.3.3 (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 1.9.2.2 – Subgroups of Homeless Students Served – will still be collected for LEAs with McKinney-Vento subgrants.

Checking EDFacts Data on Homeless Graduates/Completers and GraduatesChecking EDFacts Data on Homeless

Graduates/Completers and GraduatesSpring 2010: Submission of EDFacts data is mandatory for all States (i.e., for SY 08-09 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 CoordinatorsSpring/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, 2012 John McLaughlin, Federal Coordinator 14

Data Quality Issues Concerning Homeless Graduates and Dropouts

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 12

• 13 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


Improving Data QualityImproving Data Quality

• Have all SEAs submit SEA and LEA-level data via EdFacts for SY 11-12 (due by 12/21/12); EHCY office will let you know if your SEA was missing SY 10-11 homeless graduates or dropouts data

• Have SC’s review SY 10-11 SEA and LEA-level data and check data quality; EHCY office will send out a data quality checking tool with Webinar slides and notes


EDFacts File Specs and Public Comment PeriodEDFacts File Specs and

Public Comment Period• EDFacts file specifications are available at

http://www2.ed.gov/about/inits/ed/edfacts/sy-11-12-nonxml.html (not enabled in ESS yet)

• EDFacts clearance package for SY 12-13 to SY 14-15 is available for public comment until Nov. 12 from http://edicsweb.ed.gov (browse pending collections and click on link 04929)


http://www2.ed.gov/about/inits/ed/edfacts/sy-11-12-nonxml.html

http://www2.ed.gov/about/inits/ed/edfacts/sy-11-12-nonxml.html

http://edicsweb.ed.gov/

Maintenance of Effort in EHCYMaintenance of Effort in EHCYSection 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?


Summary of EHCY MOE RequirementsSummary 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)


SEAs and MOE for EHCYSEAs 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


MOE under ESEAMOE 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.


EHCY MOE in Practice #1EHCY 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


EHCY MOE in Practice #2EHCY 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.


Use of Grant Funds for Conferences and Meetings

Use of Grant Funds for Conferences and Meetings

• Enclosure 7 on this topic went out with GANs in July 2012. 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


Deciding Whether to Host or Attend a Conference or Meeting

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


Food for Conferences and MeetingsFood 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


Conference SponsorshipConference SponsorshipIf 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.


Consequences and QuestionsConsequences 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)


Short Announcements, Other Topics and General Q&A

Short Announcements, Other Topics and General Q&A

Contact information: [email protected]. no. (202) 401-0962


mailto:[email protected]

Thanks for joining us

• Questions? Contact:– John McLaughlin, [email protected],

Ph: (202) 401-0962– Beth Hartness, [email protected],

336-315-7452




Documents

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