2013 McKinney-Vento Bidder’s Conference K-20

1. 2013 McKinney-Vento Bidder’s Conference K-20 Office of Superintendent of Public Instruction May 9, 2013

2. Getting Started • When should a district consider applying for a McKinney-Vento grant? • The district sees a need for additional funding/services for homeless students. • The district sees a need for additional staff support. • A consortia (group of districts) sees a need for improved coordination of services for homeless students across district boundaries.

3. Who May Apply? • Every district in the state is eligible to apply for McKinney-Vento grant funding. • Individual districts may apply for a maximum of $30,000. • Consortia/ESD applications may request a maximum of $45,000. • Grants are competitive and funding will be based on need as well as quality of proposal (as per USDE rules.)

4. Who May Apply, Cont. • Generally, a district should not be named in more than one proposal.

5. How May the Funds be Used? There are 16 “Authorized Activities” listed in the McKinney-Vento Act. See full text of the Act for details. (Items listed below are paraphrased.) • Tutoring, supplemental instruction, and enriched educational services. • Expedited evaluations for homeless students. • Professional development.

6. How May the Funds be Used? Cont. • Provision of referral services for medical, dental mental and other health services. • Assistance to defray the excess cost of transportation. (Please note: McKinney-Vento funding is not intended for use solely as a transportation grant. If a district receives McKinney-Vento funding, they may use no more than 60% of the grant award to defray the excess cost of transportation of homeless students.)

7. How May the Funds be Used? Cont. • Appropriate early childhood education programs for school-aged homeless children. • Services and assistance to attract, engage, and retain homeless children and youths in public school programs. • Before- and after-school, mentoring, and summer programs. • Payment of fees and other costs associated with tracking, obtaining and transferring records.

8. How May the Funds be Used? Cont. • Education and training to the parents of homeless children and youths. • Coordination between schools and agencies providing services to homeless children and youths. • Provision of pupil services (including violence prevention counseling) and referrals for such services.

9. How May the Funds be Used? Cont. • Activities to address the particular needs of homeless children and youths that may arise from domestic violence. • The adaptation of space and purchase of supplies for any nonschool facilities made available to provide services. • The provision of school supplies. • The provision of other extraordinary or emergency assistance needed to enable homeless children and youths to attend school.

10. Focusing on “Authorized Activities” • You will be asked in the application to “check off” the authorized activities on which your district will focus their energy. • You are strongly encouraged to focus on a few key activities. • You should be prepared to explain your focus. (District needs assessment, past performance, etc.)

11. Needs Assessment • A district “Needs Assessment” is now a required component of the application for funding. This will be completed at the district level and must be embedded in the form package when submitted for consideration.

12. Needs Assessment, cont. • Individual Districts: Complete the “Needs Assessment” based on an overall district assessment of student needs as well as school district assets and deficits regarding homeless students.

13. Needs Assessment, cont. • Consortia applicants: Complete the “Needs Assessment” based on the common themes found in all consortia partners, and be ready to provide narrative when necessary. (i.e. “The most significant need identified in our consortia was supplemental tutoring for elementary homeless students, with the exception of ABCD School District, which already has a successful tutoring program.”

14. Needs Assessment, cont. • All consortia partners should actively participate in the completion of the needs assessment as well as the grant-writing process. (Districts listed as consortia partners, are not “silent” partners!)

15. Establishing Need • I have a small district. Will my proposal still be considered for funding? • Yes. Past experience has shown us that districts of all sizes can submit competitive/fundable proposals. McKinney-Vento sub-grantee sites have ranged in size from 28,210 total district enrollment (Spokane) to 205 total district enrollment (Taholah.)

16. Establishing Need, Cont. • My district does not have a high number of homeless students, however, homeless students represent a large percentage of the total student enrollment. Will this be considered when reviewing need? • Yes. You will be asked to report the percentage of homeless students in your district. This will be one element of establishing overall need in your district/consortia.

17. Program Overview • Proposal will be written for a three year grant period. Plan accordingly (2013-16.) • Goals and objectives must be clear and outcome-based. (i.e. “By 2014, at least 75% of homeless 3rd grade students in our district will be at or above grade level in reading, as demonstrated on statewide assessments.”) • Writing should be clear and concise. Space is limited. Skip the “fluff.” Go for substance. • Don’t overlook special populations of kids, such as those receiving Special Education services.

18. Program Overview, Cont. • Be thoughtful about how the grant will directly benefit the homeless students in your district. Write your proposal with this in mind.

19. Coordination of Services • McKinney-Vento funding is limited. You must coordinate/collaborate/partner with others, both inside and outside of the district, to develop a functional/sustainable program. • Be ready to describe connections with other programs and funding streams.

20. Coordination of Services, cont. • Coordination with preschool/early childhood programs/HeadStart/ECEAP, etc. is essential. If your district has none of these programs, be prepared to describe what is available and how young children will be served.

21. Coordination of Services, Cont. • According to the federal McKinney-Vento Act, districts are required to set aside Title I funds in the amount needed to serve homeless students. • Be ready to explain how the district arrived at the amount of the Title I set aside. (Formula based, needs assessment, etc. Title I and McKinney-Vento must be coordinated.)

22. Coordination of Services, cont. • Title I set-aside funds may be used for a variety of academic and non-academic supports for students. You will be asked to explain how the Title I set-aside funds will support the needs of the homeless students in your district.

23. Training • Inclusion of professional development in your grant proposal/budget is strongly encouraged. • If your proposal is funded, staff members from your district/program should plan to attend OSPI McKinney-Vento training.

24. Training and Professional Development • OSPI Annual Liaison Training (SeaTac and Spokane, February.) One day session. (No registration fee, free clock hours, lunch provided.) • OSPI Annual Grantee Workshop, Vancouver. Two day session for funded districts. (No registration fee, free clock hours, most meals provided, hotel room provided.) • Monthly NCHE webinars and online training. • Annual NAEHCY Conference

25. Transportation • Funds to help “defray the EXCESSS costs” of homeless transportation is one of the16 “authorized activities.” • Not to exceed 60% of grant total. • Be ready to address questions about the coordination of homeless transportation services.

26. Evaluation • Avoid vague evaluation plans • May wish to look at existing data, trends over time, individual student outcomes, district and community trends, program development, etc. • Be ready to describe how you will measure the success of your program. (Keep student outcomes in mind…)

27. Budget • You will be asked to provide a detailed budget narrative. • Be reasonable in your request for funding. • Budgets will be negotiated after-the-fact with programs selected for funding.

28. Budget, cont. (example) Object [Cite activities in narrative text] Estimated Cost [ ] Object 2 (Salaries Cert.) • 50% salary/benefits for (1FTE) homeless liaison 2013-14: 50% x$48,000 =$24,000

29. Assurances • McKinney-Vento is subject to all state and federal assurances (as per assurance page in iGrant) • Additional Assurance: In short… Implement your program according to your proposal. (Grant funds are provided to support what is written in your proposal… not something else.)

30. Monitoring • McKinney-Vento is included in CPR review. • On-site visits and program monitoring (typically on a rotating schedule.) • Annual “End-of-Year” reporting. • Annual data collection for USDE (Funded districts must answer a few additional questions.) • Programs will be monitored and reviewed regularly during the three-year grant cycle.

31. Proposed Timelines, Process, etc. • McKinney-Vento form package was launched May 1, 2013 • Deadline for submission: June 7, 2013. • Threshold review: June 12, 2013. • Grant review finalized by July 1, 2013. • Independent review team. • Proposals are read, scored and provided w/comments. • Recommendations made for approval/funding. • Districts contacted by July 31, 2010.

32. Resources • Melinda Dyer, Program Supervisor, melinda.dyer@k12.wa.us 360.725-6050 • National Center for Homeless Education www.serve.org/nche/ • National Association for the Education of Homeless Children and Youth www.naehcy.org • Office of Superintendent of Public Instruction www.k12.wa.us/homelessed/default.aspx