2008 US Department of Education Consolidated State Performance Report Federal Data Collection

1. 2008 US Department of Education Consolidated State Performance ReportFederal Data Collection Part 1, Section 1.9 McKinney-Vento Education for Homeless Children and Youth Prepared by the National Center for Homeless Education Diana Bowman, Director Beth Hartness, Program Specialist John McLaughlin, Federal Program Officer

2. Today’s call will familiarize state coordinators of homeless education with data collection for the Consolidated State Performance Report as outlined in the reporting Guide. The EDFacts Initiative as it pertains to the CSPR data collection will also be discussed. • Not all sections of the Guide will be addressed in depth. Special attention will be given to those items whose terminology or requirements have caused past confusion. • Things to Keep in Mind: • Questions should be posed for clarification of requirements and the guide itself. • Any state-specific questions regarding the data collection should be directed to Beth Hartness after the meeting. State CSPR Coordinators and EDFacts coordinators may be consulted as well. Today’s Call: Purpose & Goals

3. All SEAs have both EDFacts Coordinators and CSPR Coordinators. Each state coordinator is encouraged to become acquainted with and collaborate with these coordinators. • EDFacts has a support center for technical assistance: • Toll Free: 877-457-3336 • E-mail: EDEN_SS@ed.gov EDFacts

4. To measure program improvements based on accountability requirements required of SEAs and LEAs accepting federal funds for education programs under the No Child Left Behind Act of 2001 • To ensure that homeless children and youth have equal access to public school education. Purpose of Data Collection

5. The Consolidated State Performance Report (CSPR) is the required annual reporting tool for each State, the District of Columbia, and Puerto Rico as authorized under Section 9303 of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind Act of 2001 (NCLB). • Individual state CSPR reports are made publicly available in the late spring on ED’s website at http://www.ed.gov/admins/lead/account/consolidated/index.html CSPR Consolidated State Performance Report

6. CSPR data is submitted to ED via the EDEN Submission System (ESS) • ESS is a centralized portal through which states submit their education data • McKinney-Vento data are submitted under Part 1 of the CSPR Report EDEN: Education Data Exchange Network

7. Is an initiative for having one federally coordinated K-12 education data repository located in the U.S. Department of Education. • EDFacts allows prepopulation (information is automatically loaded and automatically refreshed when new data is entered) into certain areas of the CSPR through data submission to EDEN. • Data that is not prepopulated must be manually entered by the state’s CSPR Coordinator. EDFacts

8. McKinney-Vento data are prepopulated in some of the questions pertaining to LEAs with subgrants: • Number Served and Number Subpopulations Served (File Spec #043) • Number Participating in Assessments (File Spec #081) • Reading Assessment (File Spec #078) and Mathematics Assessment (File Spec #075) EDFacts

9. ED finalizes draft by late spring and submits to OMB • Draft is published in Federal Register for 60-day public comment period • 1-2 week response and revision period • Second 30-day public comment period • Final version approved and released Finalized Version of the CSPR

10. Late October, 2008: Final version of CSPR available for 2007-2008 • Early November, 2008: CSPR Part 1 opens for data entry • Friday, December 19, 2008: CSPR closes at 5 pm (Eastern Standard Time) • February 2009: CSPR Part 1 re-opened for corrections Important Dates

11. Who is included? • All children and youth who meet the McKinney-Vento definition of homelessness. • Who is required to submit data? • Every LEA in the United States is required by law to submit homeless education data. • What is the time period for data collection? • Data is collected for one school year which is defined as the period July 1 through June 30. Data Collection Information

12. May estimated data be submitted? • Estimated data submitted for any question is UNACCEPTABLE. • What about duplicated counts? • Efforts should be made to eliminate duplicated counts both within an LEA and at the state level. Data Collection Information

13. How are missing data, zero counts, discrepancies or problems accounted for? • Zero Values are indicated with a 0 • Missing or data not collected should be left blank. • An explanation for any of instances above is to be given in the individual question’s comment box. A Comment Box is provided for each question. An explanation of up to 8,000 characters may be provided here. Data Collection Information

14. Edit Checks Are program instructions that check the validity of the data. All submitted data is processed through edit checks. If unusual conditions are detected, a warning may be issued by the edit check process during entry of the CSPR data (whether by pre-population or manually). If this occurs, an 8,000 character or less explanation should be given in the Comments box before the final CSPR is submitted and certified. Data Collection Information

15. Provide training and support for LEAs • Achieve close communication and collaboration between state coordinators of homeless education, state EDFacts coordinators and state CSPR coordinators • Ensure accountability Facilitating Data Collection

16. Part 1: Data from all LEAs With and Without McKinney-Vento Subgrants Data Collection Form

17. Collects data on the total number of LEAs with and the total number of LEAs without subgrants in a State. Also collects the total number of LEAs with and without subgrants who actually reported data on homeless children and youth. Question 1.9: Number of LEAs with and Without Subgrants

18. LEA (Local Education Agency) is defined as a “public board or education or other public authority legally constituted within a state for either administrative control or direction of, or to perform a service for, public elementary schools or secondary schools, or other political subdivisions or a State, or of or for a combination of school districts or counties that is recognized in a State as an administrative agency for its public elementary or secondary schools” Question 1.9: Clarification

19. Collects data on the total number of homeless children and youths enrolled in LEAs with and without McKinney-Vento subgrants in a State. • ENROLLED is defined according to McKinney-Vento as those students attending classes and participating fully in school activities. For data collection purposes, “enrolled” includes any child for whom a current record exists. Question 1.9.1: Number of Homeless Children and Youths by Grade Level Enrolled in Public School

20. Additional Grade Levels • Age 3-5 (not Kindergarten) Includes any preschool-aged child (3-5) homeless child who is enrolled in a LEA-funded preschool program or enrolled in a preschool program with which the LEA is a partner administratively or financially or has any accountability in serving the children. • Kindergarten Includes all homeless children who attend kindergarten programs whether the programs are mandatory or non-mandatory. • Ungraded means that the children are served in an educational unit that has no separate grades or standard grade designation. Question 1.9.1: Clarification

21. Collects data on the total number of homeless children and youths categorized by primary nighttime residence who are enrolled in LEAs with and without McKinney-Vento Subgrants. • The Primary Nighttime Residence is the student’s residence when the student is determined to be eligible for McKinney-Vento Services. Question 1.9.1.2: Primary Nighttime Residence of Homeless Children and Youths

22. Recording Primary Residence category is the responsibility of the Homeless Education Liaison. • No Primary Residence is to be classified in any manner other than the types indicated (i.e. no “Unknown” or “Other”). • Data counts regarding residence should correspond with data counts recorded for number of homeless children and youth enrolled: • For each one child reported as enrolled, one type of residence for this child should be reported. Question 1.9.1.2: Clarification

23. Additional Points Regarding Primary Residence: • Transitional Housing: Residents continue to be considered homeless until they move into permanent housing. • Awaiting Foster Care: This term is not defined by the McKinney-Vento Act. State and/or local definition should be the guide for determining this classification • Substandard Housing: may be determined by local building codes, community norms, and/or a case-by-case determination as to whether the accommodation is a fixed, regular and adequate nighttime residence. Question 1.9.1.2: Clarification

24. Part 2 (Section 1.9.2): Data from LEAs With McKinney-Vento Subgrants Only Data Collection Form

25. Collects data on the total number of homeless children and youths who were served in LEAs with McKinney-Vento subgrants at any time during the school year. • SERVED includes homeless students who have been served in any way with McKinney-Vento funds. • Services include both direct services (as outlined by the McKinney-Vento Act, Sec. 723) and indirect services which may be provided to a whole group instead of an individual student. • Every LEA with a subgrant may decide what constitutes a service. Question 1.9.2.1: Number of Homeless Children and Youths by Grade Level Served by McKinney-Vento Subgrants

26. Collects data on the total number of homeless children and youths by category that were served in LEAs with McKinney-Vento subgrants at any time during the school year. • Unaccompanied Youth is a youth who is not in the physical custody of a parent or guardian and who fits the McKinney-Vento definition of homeless. There is no age range specified for an unaccompanied youth in the law. • Migratory Children/Youth to be included in the data are those who have Certificates of Eligibility and fit the McKinney-Vento definition of homeless. • Children with Disabilities (IDEA) are defined as any child served under IDEA who has a current IEP. Students with 504 plans are not included in the federal data collection. • Limited English Proficient (LEP) students are defined as any student who has been identified by the district as needing English Language Learner (ELL) services. Question 1.9.2.2: Subpopulations of Homeless Children and Youths Served by McKinney-Vento Subgrants

27. Collects data on the number of subgrantee programs that provided certain educational support services with McKinney-Vento funds. Question 1.9.2.3: Educational Support Services Provided by Subgrantees

28. Collects data on the number of subgrantee programs that experienced listed barriers to services provided by the LEA. • A “barrier” is defined as a situation in which difficulties or conflicts have arisen related to the enrollment, attendance and provisions of services for homeless students. • Any conflict or difficulty that has required the intervention of the local liaison or other homeless education staff to resolve should be reported. • LEAs are only required to report whether a barrier was experienced. States are required to report only the number of LEAs reporting the barrier, not the number of instances in which a barrier was addressed. Question 1.9.2.4: Barriers to the Education of Homeless Children and Youths

29. Part 2 (Section 1.9.2.5): Academic Progress of Homeless Students • Question 1.9.2.5.1: Reading Assessment • Question 1.9.2.5.2: Mathematics Assessment Academic Progress

30. These questions collect data on the number of homeless children and youths served by McKinney-Vento subgrants who participated in: • The State NCLB reading/language arts assessment • The State NCLB mathematics assessment • And on those who have a valid score at or above the State’s Proficiency level Questions 1.9.2.5.1 and 1.9.2.5.2 Clarification

31. Grades 3-8 data are to be submitted by grade level. • Grades 9-12 data should be consolidated into an aggregate figure referred to as “High School”. • Data are not collected for Age 3-5 Not Kindergarten, K-2 and Ungraded. • State Proficiency Level is determined by each individual state and may be found in the State’s Accountability Plan. • Data are not to be disaggregated by the type of test a State administers. Data is to be disaggregated by grade level only. Questions 1.9.2.5.1 and 1.9.2.5.2 Clarification