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

2. 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

3. 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.

4. 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
Popp, 2009
Popp, 2014

5. 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Reauthorizes the Stewart B. McKinney Act, originally enacted in 1987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

6. Who gets monitored in Virginia?
All LEAs are required to comply with McKinney-Vento EHCY

7. 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??)

8. 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

9. LEA #
School Division Monitoring
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

10. 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

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

12. 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

13. Virginia SOL Assessment: Percentage Passing: 2012-13 Mathematics

15. 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

16. 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

17. After the monitoring Send promised resources (remind me, if needed)
I 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

18. 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

19. Suggestions from the field

20. Your questions