Monitoring LEA McKinney-Vento Programs State Coordinators Meeting February 2009 Arlington, Virginia

Find a partner. Answer the following questions: What is monitoring? Why monitor?

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

Why monitor? Because we have to: (statutory requirements): ◦ Section 722(g)(2) of the ESEA State plans for the education of homeless children and youth requires the State to ensure that LEAs comply with the requirements of the McKinney-Vento ESEA. Section of the EDGAR (Education Department General Administrative Regs) further requires that the State, as the grantee, is responsible for monitoring grant and subgrant-supported activities to assure compliance with applicable Federal requirements. Because it improves programs

Who gets monitored in your state? Part of all title programs – on site, desktop, self evaluation based on criteria (flag concerns), 5 year cycle (FL) McKinney and nonsubgrantee – included in Title I monitoring, extra detail for grantees (cross train monitors) (KY) Network with other title specialists Every grantee every year (GA) WA – reminder of monitoring and requirements each year

When does monitoring occur? (frequency) Annually – small # LEAs Subgrants yearly; nongrantees 3 year (SC) Three year cycle; nongrantees as possible MT Many grantees annually 5 year cycle with other federal programs

How is monitoring implemented? Structure/system? MD – advance notice, complete template and return to SC; explore any questions at visit; complete report and submit VT; consol applic; pre- site submission; on site (reduces time on site; KY: grantee meetings TA to ease monitoring; FL – on line system LEA selection? See who is monitored (WA – “big 4 annually” + indicators) Follow up actions? FL – system improvement plan

Vermont’s Monitoring Targeting: ◦ Liaisons ◦ Subgrants ◦ Embedded in Other Monitoring ◦ Ongoing Monitoring of Performance Purposes ◦ To meet federal requirements ◦ To educate liaisons and subgrants ◦ To gather feedback on TA and PD needs

VT: Homeless Education Liaisons Survey Monkey Format Includes overview of liaison responsibilities in McKinney-Vento Solicits feedback on TA and PD needs of individual liaisons Guides work of the Vermont Homeless Children and Youth Project staff

VT: Subgrants On-site monitoring Monitoring tool incorporates federal monitoring content Survey monkey end-of-year data gathering

VT: Embedded Monitoring Title I on-site monitoring tool Feedback from Title I staff to Homeless Coordinator Coordinated compliance follow-up

VT: Ongoing Monitoring Funding to purchase time from Surrogate Parent Program staff Creation of Vermont Homeless Children and Youth Project On-site orientation and technical assistance On-going monitoring of quality of services in schools

Rejoin your partner. Brainstorm components to include in LEA monitoring Which are most critical? How did you decide?

Review your state’s monitoring protocol (or one being shared) Be ready to report out observations/comments

Special issues Number of LEAs/large area to cover Balancing findings and technical assistance “Buy-in” from other SEA departments

Top Ten Reasons to Monitor: 10. You love to drive 200 miles or more in a day. 9. Your state’s travel regulations are a breeze to follow. 8. Hotels that meet your state rate are so luxurious. 7. Visiting the Bates Motel brings back fond memories. 6. Ah, such fine dining options are available.

Top Ten Reasons to Monitor: (continued) 5. You need a break from your significant other. 4. You need a break from your kids. 3. On the road, somebody else makes the bed. 2. Talking face-to-face beats and phone calls. 1. Bottom line: you have an opportunity to improve programs and, therefore, the lives of our children