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McKinney-Vento Education of Homeless Children and Youth Program
Year 3 of 3
15-BR17-H02
David G. Hespe
Commissioner of Education
Susan Martz
Assistant Commissioner
Division of Student and Field Services
Karen Campbell
Director
Office of Supplemental Educational Programs
Division of Student and Field Services
May 2014
Application Due Date: July 10, 2014
NEW JERSEY DEPARTMENT OF EDUCATION
P.O. Box 500
Trenton, NJ 08625-0500
CFDA # 84.196A STATE BOARD OF EDUCATION
ARCELIO APONTE .Middlesex
President
JOSEPH FISICARO .................Burlington
Vice President
MARK W. BIEDRON............Hunterdon
RONALD K. BUTCHER...Gloucester
CLAIRE CHAMBERLAIN .Somerset
JACK FORNARO...Warren
EDITHE FULTON ...Ocean
ERNEST P. LEPORE.Hudson
ANDREW J. MULVIHILL..Sussex
J. PETER SIMON Morris
DOROTHY S. STRICKLAND .Essex
David Hespe, Acting Commissioner
Secretary, State Board of Education
It is a policy of the New Jersey State Board of Education and the State Department of Education that no person, on the basis of race, color, creed, national origin, age, sex, handicap or marital status, shall be subjected to discrimination in employment or be excluded from or denied benefits of any activity, program or service for which the department has responsibility. The department will comply with all state and federal laws and regulations concerning nondiscrimination.
TABLE OF CONTENTS
When responding to this Notice of Grant Opportunity (NGO), applicants must use the Electronic Web Enabled Grant (EWEG) online application system. See HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/ to access this system. Please refer to the web page for the NGO at HYPERLINK "http://www.nj.gov/education/grants/discretionary/" http://www.nj.gov/education/grants/discretionary/ (click on available grants) for information on when the EWEG application will be online.
TOC \o "2-3" \h \z \u \t "Heading 1,1" HYPERLINK \l "_Toc384136075" SECTION 1: GRANT PROGRAM INFORMATION PAGEREF _Toc384136075 \h 4
HYPERLINK \l "_Toc384136076" 1.1 DESCRIPTION OF THE GRANT PROGRAM PAGEREF _Toc384136076 \h 4
HYPERLINK \l "_Toc384136077" 1.2 ELIGIBILITY TO APPLY PAGEREF _Toc384136077 \h 4
HYPERLINK \l "_Toc384136078" 1.3 FEDERAL COMPLIANCE REQUIREMENTS (DUNS, SAM) PAGEREF _Toc384136078 \h 5
HYPERLINK \l "_Toc384136079" 1.4 STATUTORY/REGULATORY SOURCE AND FUNDING (CFDA # 84.196) PAGEREF _Toc384136079 \h 6
HYPERLINK \l "_Toc384136080" 1.5 DISSEMINATION OF THIS NOTICE PAGEREF _Toc384136080 \h 6
HYPERLINK \l "_Toc384136081" 1.6 TECHNICAL ASSISTANCE PAGEREF _Toc384136081 \h 6
HYPERLINK \l "_Toc384136082" 1.7 APPLICATION SUBMISSION PAGEREF _Toc384136082 \h 6
HYPERLINK \l "_Toc384136083" 1.8 REPORTING REQUIREMENTS PAGEREF _Toc384136083 \h 7
HYPERLINK \l "_Toc384136084" 1.9 ASSESSMENT OF STATEWIDE PROGRAM RESULTS PAGEREF _Toc384136084 \h 8
HYPERLINK \l "_Toc384136085" 1.10 REIMBURSEMENT REQUESTS PAGEREF _Toc384136085 \h 8
HYPERLINK \l "_Toc384136086" SECTION 2: PROJECT GUIDELINES PAGEREF _Toc384136086 \h 9
HYPERLINK \l "_Toc384136087" 2.1 REQUIRED PROJECT DESIGN CONSIDERATIONS PAGEREF _Toc384136087 \h 9
HYPERLINK \l "_Toc384136088" 2.2 PROJECT REQUIREMENTS PAGEREF _Toc384136088 \h 11
HYPERLINK \l "_Toc384136089" 2.3 PROJECT DESCRIPTION PAGEREF _Toc384136089 \h 12
HYPERLINK \l "_Toc384136090" 2.4 BUDGET DESIGN CONSIDERATIONS PAGEREF _Toc384136090 \h 14
HYPERLINK \l "_Toc384136091" 2.5 BUDGET REQUIREMENTS PAGEREF _Toc384136091 \h 17
HYPERLINK \l "_Toc384136092" SECTION 3: COMPLETING THE APPLICATION PAGEREF _Toc384136092 \h 20
HYPERLINK \l "_Toc384136093" 3.1 GENERAL INSTRUCTIONS FOR APPLYING PAGEREF _Toc384136093 \h 20
HYPERLINK \l "_Toc384136094" 3.2 REVIEW OF CONTINUATION APPLICATIONS PAGEREF _Toc384136094 \h 20
HYPERLINK \l "_Toc384136095" 3.3 APPLICATION COMPONENT CHECKLIST PAGEREF _Toc384136095 \h 20
Standard Application for cONTINUATION (SAC) SAC APPENDICES
HYPERLINK \l "_Toc384136096" Appendix 1: Statement of Assurances PAGEREF _Toc384136096 \h 21
HYPERLINK \l "_Toc384136097" Appendix 2: Verification of District Collaboration and District Title I, Part A Reserve for Homeless Education PAGEREF _Toc384136097 \h 22
HYPERLINK \l "_Toc384136098" Appendix 3: Documentation of Required Collaboration PAGEREF _Toc384136098 \h 23
SECTION 1: GRANT PROGRAM INFORMATION
1.1 DESCRIPTION OF THE GRANT PROGRAM
It is the intent of Stewart B. McKinney-Vento Act for the Education of Homeless Children and Youth program to ensure that homeless children and youth have equal access to a free, appropriate public education, and to be able to enroll in, and attend school. The Stewart B. McKinney-Vento grant program funds are to provide instructional and non-instructional services for homeless children and youth to assure their academic success.
The New Jersey Department of Education (NJDOE) has established a three-year grant program which focuses on the provision of instructional services that are supplemental to the regular school program and on referral services to appropriate community-based organizations with the goal of enabling all homeless children and youth to meet challenging state content and student performance standards. The purpose of this grant program is to assist partnerships of educational agencies and community-based organizations in New Jersey in providing educational programs and services for homeless children and youth residing in the partnerships project area. Based on the availability of federal resources, this three-year grant program will run from September 1, 2012 through August 31, 2015. Year three of the grant program begins on September 1, 2014 and ends August 31, 2015.
In an effort to ensure quality and continuity of care, the NJDOE is requiring all grantees to have in place a full complement of services available to all identified homeless children and youth as of September 1, 2014. Failure to begin by this date will result in a withholding of grant payments and may result in a reduced award or termination of the grant.
1.2 ELIGIBILITY TO APPLY
Eligibility to apply for this Education of Homeless Children and Youth Program continuation grant is limited to the currently-funded agencies listed in the following table. Agencies may apply for up to the amount specified in the column which corresponds to the inter-county regional project which they serve.
Region NumberInter-County Regional Project Lead AgencyCounties ServedReported Homeless Children and Youth 12-13 Maximum Award Amount
1Bergen County Special Services School DistrictWarren, Sussex, Passaic, Bergen289$85,1312Essex County Regional Educational Services Commission Essex, Hudson1,051$309,5933Brick Township SchoolsMiddlesex, Monmouth, Ocean522$153,7664Trenton Public SchoolsMercer, Burlington, Atlantic484$142,5725Gloucester County Special Services School DistrictCamden, Gloucester837$246,5556BridgetonSalem, Cape May, Cumberland831$244,788
Further, continued eligibility is contingent upon the following:
Certification of acceptable program performance by the Office of Title I which will be based in whole, or in part, on the programs history of returned funds, the previous years program performance and the agencys ability to fiscally and programmatically implement the Education of Homeless Children and Youth Program as outlined in this NGO;
Timely and accurate submission of all reports required under the current grant program and the NJDOEs approval of those reports;
Timely and accurate submission of data collection requirements;
Consistent and timely program reimbursement requests via New Jerseys Electronic Web-Enabled Grants (EWEG) system;
Approval of grantees progress towards program goals and objectives, and implementation of the Education of Homeless Children and Youth Program determined through desk audits and/or on-site monitoring; and
Satisfactory progress toward completion of any necessary remediation identified by the Office of Title I.
NOTE: The NJDOE reserves the right to reject any application not in conformance with the requirements of this NGO.
1.3 FEDERAL COMPLIANCE REQUIREMENTS (DUNS, SAM)
In accordance with the Federal Fiscal Accountability Transparency Act (FFATA), all grant recipients must have a valid Data Universal Numbering System (DUNS) number and must also be registered with the federal System for Award Management (SAM), the successor to the federal Central Contractor Registration (CCR) database. DUNS numbers are issued by Dun and Bradstreet and are available for free to all entities required to register under FFATA.
To obtain a DUNS number, go to HYPERLINK "http://fedgov.dnb.com/webform/"http://fedgov.dnb.com/webform/
To register with the SAM database, go to HYPERLINK "http://www.sam.gov"www.sam.gov
Applicants are required to submit their DUNS number and expiration date of their SAM registration as part of the EWEG application using the appropriate EWEG tab (contacts) and must certify that they will ensure that their registration will remain active for the entire grant period.
Applicants must also print the Entity Overview page from their HYPERLINK "http://www.sam.gov"www.sam.gov profile (which displays their DUNS number and street address with ZIP+4 code), and upload a scan of the page using the UPLOAD tab.
No award will be made to an applicant not in compliance with FFATA.
1.4 STATUTORY/REGULATORY SOURCE AND FUNDING (CFDA # 84.196A)
The applicants project must be designed and implemented in conformance with all applicable state and federal regulations. The program is authorized under Title VII-B of the McKinney-Vento Homeless Assistance Act (42 USC 11431 et seq.) and reauthorized under the No Child Left Behind Act of 2001 (NCLB), P.L. 107-110. It is federally funded under NCLB with an allocation of $1.18 million for year three of this three-year grant program.
The grantee is expected to complete the goal(s) and objectives laid out in the approved grant application, complete implementation activities established in its grant agreement, and make satisfactory progress toward the completion of its approved action plan. Failure to do so may result in the withdrawal by the New Jersey Department of Education (NJDOE) of the grantees eligibility for the continuation of grant funding. The Department of Education will remove ineligible, inappropriate or undocumented costs from funding consideration.
Final awards are subject to the availability of McKinney-Vento federal funds.
1.5 DISSEMINATION OF THIS NOTICE
The Office of Title I will make this notice available to the eligible agencies identified in Section 1.2: Eligibility to Apply and to the executive county superintendents of the counties in which the eligible agencies are located.
Additional copies of the NGO are also available on the NJDOE website at HYPERLINK "http://www.state.nj.us/education/grants/discretionary/" http://www.state.nj.us/education/grants/discretionary/ or by contacting the Office of Title I at the New Jersey Department of Education, River View Executive Plaza, Building 100, Route 29, P.O. Box 500, Trenton, NJ 08625-0500; telephone (609) 292-8777; facsimile (609) 292-1211.
1.6 TECHNICAL ASSISTANCE
Technical Assistance regarding this NGO will be provided upon request.
1.7 APPLICATION SUBMISSION
The NJDOE administers discretionary grant programs in strict conformance with procedures designed to ensure accountability and integrity in the use of public funds and, therefore, will not accept late applications.
The responsibility for a timely submission resides with the applicant. The Application Control Center (ACC) must receive the complete application through the online Electronic Web Enabled Grant (EWEG) system at http://homeroom.state.nj. no later than 4:00 P.M. on July 10, 2014. Without exception, the ACC will not accept, and the Office of Grants Management cannot evaluate for funding consideration, an application after this deadline.
Each eligible applicant must have a logon ID and password to access the system. Applicants should contact their districts web (homeroom) administrator who will complete the registration. Questions regarding access to EWEG may be directed to HYPERLINK "mailto:eweghelp@doe.state.nj.us" eweghelp@doe.state.nj.us.
Applicants are advised to plan appropriately to allow time to address any technical challenges that may occur. Additionally, applicants should run a consistency check at least 24 hours before the due date to determine any errors that might prevent submission of the application. Applicants are advised not to wait until the due date to submit the application online as the system may be slower than normal due to increased usage. Please note that the EWEG system will be closed at 4:00 PM on the due date.
Complete applications are those that include all elements listed in Section 3.3, Application Component Checklist of this notice. Applications received by the due date and time will be screened to determine whether they are, in fact, eligible for consideration. The NJDOE reserves the right to reject any application not in conformance with the requirements of this NGO.
Paper copies of the grant application will not be accepted in lieu of the EWEG application. Applications submitted by FAX cannot be accepted under any circumstances
1.8 REPORTING REQUIREMENTS
Grant recipients are required to submit quarterly program and fiscal progress reports. For additional information regarding post-award reporting requirements, please review the Grant Recipients Manual for Discretionary Grants, Part Seven, which is available online at HYPERLINK "http://www.nj.gov/njded/grants/discretionary/management/manual.shtml" http://www.nj.gov/njded/grants/discretionary/management/manual.shtml. Program and fiscal reports for this program will be due as follows:
Report Reporting Period Due Date
1st Interim September 1, 2014 - November 30, 2014 December 16, 2014
2nd Interim September 1, 2014- March 31, 2015 April 16, 2015
3rd Interim September 1, 2014- June 30, 2015 July 16, 2015
Final September 1, 2014- August 31, 2015 October 30, 2015
All program and fiscal reports will be submitted through EWEG.
(For additional information about post award requirements see the Grant Recipients Manual for Discretionary Grants at HYPERLINK "http://www.state.nj.us/education/grants/discretionary" www.state.nj.us/education/grants/discretionary ).
1.9 ASSESSMENT OF STATEWIDE PROGRAM RESULTS
The NJDOE will conduct periodic reviews of the grant programs implementation based on the program outlined in the grant award agreement and the required programmatic and fiscal reports for the second grant award period. In conducting these reviews, the NJDOE will consider program implementation in the context of a full multi-year grant program, and whether such implementation is likely to contribute to a successful program implemented over multiple years.
Staff members of the Office of Grants Management will conduct desk reviews of quarterly and final fiscal reports. Staff members from the Office of Title I will conduct desk reviews of quarterly program and fiscal reports, as well as conduct compliance oversight and compliance monitoring during the grant award period, in accordance with NJDOE policy.
In addition to the submission of the aforementioned reports, grant award recipients must be prepared to submit to the NJDOE and/or its designees, data including but not limited to, measuring the level of proficiency on the state assessments of children and youth experiencing homelessness.
1.10 REIMBURSEMENT REQUESTS
Payment of grant funds is made through a reimbursement system. Reimbursement requests for any grant funds the local project has expended are made through the Electronic Web-Enabled Grant (EWEG) system. Reimbursement requests may begin once the application has been marked Final Approved in the EWEG system, and the grantee has accepted the award by clicking on the Accept Award button on the Application Select page and completing the Grant Acceptance Certificate information. Only one (1) request may be submitted per month. Grantees must submit their request no later than the 15th of the month. The requests may include funds that will be expended through the last calendar day of the month in which reimbursement is requested. If the grantees request is approved by the NJDOE program officer, the grantee should receive payment around the 8th-10th of the following month. NOTE: Payments cannot be processed until the award has been accepted in EWEG.
SECTION 2: PROJECT GUIDELINES
The intent of this section is to provide the applicant with the framework within which it will plan, design, and develop Year 3 of its proposed project to meet the purpose of this grant program. Before preparing applications, continuation applicants are advised to review Section 1.1: Description of the Grant Program, of this NGO to ensure a full understanding of the States vision and purpose for offering the program. Additionally, the information contained in Section 2 will complete the applicants understanding of the specific considerations and requirements that are to be considered and/or addressed in their project.
Please note that the School District Accountability Act (A5 or Chapter Law 53) places additional administrative requirements on the travel of school district personnel. The applicant is urged to be mindful of these requirements as they may impact the ability of school district personnel to participate in activities sponsored by the grant program.
When submitting an application, the agency must use the EWEG online application system located at HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/.
2.1 REQUIRED PROJECT DESIGN CONSIDERATIONS
The goals and objectives for each Stewart B. McKinney-Vento Homeless Education Project were developed in the programs first year application in response to the initiating NGO. Grantees are expected to conform to the general scope of the program design that was outlined and approved in their year-one applications. However, grantees must consider implementing program design modifications for the purpose of ensuring continuous program improvement, as supported by the following:
Prior program implementation experiences (successes, challenges, etc.);
Program evaluation and outcome data;
Student, parent, and teacher surveys/needs assessment outcomes;
Advisory board recommendations;
NJDOE recommendations;
Monitoring and compliance reports;
Local level evaluation outcomes and recommendations;
National best practice standards; and
Partner and/or collaborator consultations.
Many of these programs include the following practices:
Oversight of successful ongoing implementation of all program components by the lead agency, regardless of which collaborator has responsibility for which component. Collaborators and other participating agencies should meet periodically to review progress toward program goals and to review each agencys continued role and responsibilities to the project.
Development of activities that respond to both intended and unintended outcomes. Programs must be prepared to be flexible to be effective.
Effective use of available resources and recognition of individual accountability among collaborating agencies to maximize progress toward achieving program goals.
Additionally, programs must carefully plan and develop a program that is cognizant of the fact that homeless children and youth have needs above and beyond those of other students. It is important, however, not to stigmatize or classify these students as being any different from any other child or youth, but rather to focus on the delivery of services in ensuring that homeless children and youth enroll in and attend school, and meet the same challenging standards that all other students are expected to meet.
Partnerships and Collaborations
Grantees are required to maintain their current partnerships and collaborations with agencies that provide services to enhance implementation. Partnering and collaborating with local education agencies and organizations to expand the benefits available to participants allows for more efficient use of resources. Moreover, there is an increased likelihood of sustainability as a result of the investment that each organization contributes. Partnerships and collaborations must be formed with key organizations that provide high-quality services, which are directly related to the core program components of the McKinney-Vento Education of Homeless Children and Youth Program.
The following factors are essential to strengthening the relationships and facilitating regular communication between the grantee and its partners and collaborators:
Regular meetings between the grantee and its partners and/or collaborators to review progress toward program goals and each agencys continued role and responsibility;
Recognition of mutual accountability among the grantee and its partners and/or collaborators to maximize progress towards achieving program goals; and
Expansion of the number of collaborators as programs enter each succeeding year in order to increase available resources and services.
Additionally, quality homeless education programs consider the needs of those engaged in providing services to the identified population.
General principles for operating quality homeless education programs include:
Developing staff awareness of issues pertaining to homelessness and how homelessness impacts the education of children and youth;
Strengthening links with social service agencies in an effort to ensure delivery of comprehensive services to homeless children and youth based on needs;
Sharing strategies for self-sufficiency with homeless families;
Ensuring the identification of all homeless children and youth;
Developing staff awareness of their roles and responsibilities in the project;
Providing continuous opportunities for training and professional development;
Providing program services that are supportive of the entire family;
Providing opportunities for homeless children and youth to experience activities which they may not otherwise experience due to socio-economic status;
Assuring the capacity to serve homeless special needs students;
Developing effective systems to address the transportation needs of homeless children and their families;
Accessing existing and other educational services to address the comprehensive needs of homeless children and youth;
Assuring the provision of counseling services to allow homeless children and youth to address their emotional and social issues, challenges, or concerns due to homelessness;
Establishing relationships with vendors or organizations who are able to provide supplies or materials that students in homeless situation may not otherwise be able to afford;
Ensuring that the district has developed a systematic process for the collection of required data;
Developing methods to ensure the privacy and integrity of homeless children and their families in all possible situations; and
Providing opportunities for homeless children to participate in extracurricular activities to make friendships and form allegiances with other children.
Projects should develop and implement systems and services based upon a sound understanding of homelessness and the unique challenges of educating children and youth experiencing this situation. Any anticipated needs of this population, which may be addressed through the provision of this program, should be served.
2.2 PROJECT REQUIREMENTS
Applicants must assure that they serve and meet both the supplemental instructional and supportive needs of each homeless child/youth identified. To do this, projects must develop a sound process for identifying, enrolling and providing services to this population and assist districts within their region to do the same. The aforementioned process must be free of barriers to the enrollment and attendance of homeless children and youth; such as the requirement for homeless children and youth to provide proof of residence or notarized affidavits; health/immunization records; previous school or transfer records as a condition of enrollment. Grantees are required to interface with all districts within their respective region. Further, it is required that grantees report to the SEA on all barriers to enrollment experienced by local liaisons for homeless children and youth in their respective regions regarding enrollment and attendance of homeless children and youth. The following citation from the Elementary and Secondary Education Act (ESEA) requires that districts receiving Title I funds reserve funds for its homeless students. Therefore, interfacing with these districts is essential.
Title 1, Part A: RESERVATION- A local educational agency shall reserve such funds as are necessary under this part to provide services comparable to those provided to children in schools funded under this part to serve homeless children who do not attend participating schools, including providing educationally related support services to children in shelters and other locations where children may live. 20 USC 6313(c)(3)(A)
It is a requirement that the applicant agency is responsible for providing supplemental and supportive services to all McKinney-Vento eligible students within their respective geographic boundaries (see Table 1.2 Eligibility to Apply). To fulfill this requirement, consultation must take place with local education agencies, who must be given a genuine opportunity to participate in the grant program. The SEA requires all applicants to conduct timely and meaningful consultation with the appropriate LEA school officials prior to the development of the local projects grant application and prior to any decision being made regarding the design of the local project that could affect the ability of the LEAs students, teachers and other education personnel to receive benefits. Consultation must continue throughout the implementation and assessment of activities.
Listed below are the considerations that must be taken into account by all applicants when assessing the needs of the LEAs students and teachers and when determining in consultation with the LEA(s) whether those needs fit the grants program design. Consultation generally must include discussion on such issues as:
Which children will receive benefits under the project and how their needs will be/have been identified;
What services will be provided;
How, when, where, and by whom the services will be provided;
How the services will be assessed and how the results of the assessment will be used to improve those services;
If, and the amount of funds available for services; and
How and when decisions about the delivery of services will be made.
The Chief School Administrator of the lead grant agency must also review and sign: a Statement of Assurances form (Appendix 1) indicating compliance with the fiscal requirements set forth in this Notice of Grant Opportunity; Verification of District Collaboration and District, Part A: Reserve for Homeless Education forms (Appendix 2); and Documentation of Required Collaboration form(s) (Appendix 3), respectively. The aforementioned forms are provided at the end of this NGO document and all are to be uploaded through the EWEG system.
2.3 PROJECT DESCRIPTION
All applicants must include and describe in their application how the following requirements will be met under the Stewart B. McKinney-Vento Grant for the Education of Homeless Children and Youth, according to the childs best interest:
Continue the childs education in the school of origin for the duration of homelessness; for the remainder of the academic year if permanently housed during the academic year; or enroll the child in any public school that non-homeless students who live in attendance area in which the child is actually living are eligible to attend;
To the extent feasible, keep a homeless child in the school of origin, except when doing so is contrary to the wishes of the childs parent or guardian;
Provide a written explanation, including a statement regarding the right to appeal to the homeless childs parent or guardian, if the local education agency sends such child to a school other than the school of origin or a school requested by the parent; and in the case of an unaccompanied youth, and provide notice to such youth of the right to appeal;
Immediately, but no later than 48 hours after notification, enroll the homeless child, even if the child is unable to produce records normally required for enrollment, such as previous academic records, medical records, proof of residency, or other documentation;
Immediately contact the school last attended by the child to obtain relevant academic and other records;
Immediately refer the parent or guardian of a child needing immunizations or immunization records to the local liaison, who will assist in obtaining necessary immunizations, or immunization or medical records;
Maintain for each homeless student any record ordinarily kept by the school, and ensure that, upon request, the record can be made available in a timely fashion;
Notwithstanding a dispute, immediately admit the homeless child to the school in which enrollment is sought, pending resolution of the dispute;
Provide a written explanation of the schools decision regarding school selection or enrollment, including the rights of the parent, guardian, or child to appeal the decision;
Refer the child, parent, or guardian to the local liaison, who will coordinate the dispute resolution process as expeditiously as possible, and in the case of an unaccompanied youth, ensure that the student is immediately enrolled in school pending resolution of the dispute; and
Make a placement choice regardless of whether the child lives with the homeless parents or has been placed elsewhere.
Goals, Objectives and Indicators
The NJDOE requires that all applicants develop goals and objectives for their local project. Objectives should reflect those benchmarks that the applicant wants to accomplish in each year of this three-year project towards each goal. Corresponding indicators should be designed to realistically assist in the accomplishment of each objective. Objectives and indicators are important incremental measures of progress made by the homeless education project toward its goals.
The foundation of a successful project rests with result-oriented goals and objectives designed for the population to be served.
Project Activity Plan
A carefully constructed Program Activity Plan listing activities that correspond to each objective, supporting the proposed budget and providing a clear linkage to the goals, objectives and indicators must be included. Goals should reflect the intent and standards of those in the McKinney-Vento Homeless Assistance Act and be based upon each the following primary needs of children and youth experiencing homelessness:
Tutoring, remedial educational services and enrichment activities that are linked to the achievement of state standards (e.g., developmentally appropriate early childhood programs, not otherwise provided through federal, state or local funding, for preschool age children; before school and after school tutoring; summer programs for homeless children and youth in which a teacher or other qualified individual provides tutoring, homework assistance, and supervision of education activities);
Professional development and other activities for educators and pupil services personnel to develop awareness and heighten their understanding of, and sensitivity to, the needs and rights of homeless children and youth, and the specific educational needs of runaway and homeless youth;
Education and training for parents of homeless children and youth regarding the rights and resources available to their children;
Expedited evaluations of the strengths and needs of homeless children and youth, including needs and eligibility for existing programs and services (e.g., program for gifted and talented students, children with disabilities, English language learners, services provided under Title I of the ESEA, or similar state or local programs in vocational educational and school meals programs);
A program design that provides necessary support services, including but not limited to, a minimum of three of the services listed below:
Referral services for homeless children and youth for medical, dental, psychological, nutritional and other health services;
Transportation, which includes transportation to the childs school of origin when that school is within the LEA, and a method to share responsibility and costs if outside of the LEA;
Pupil counseling services (including violence prevention counseling) and referrals for such services;
Activities to address the particular needs of homeless children and youth that may arise from domestic violence;
Provision of school supplies, including those supplies to be distributed at shelters or temporary housing facilities or other appropriate locations; and
Other extraordinary or emergency assistance needed to enable homeless children and youth to attend school.
2.4 BUDGET DESIGN CONSIDERATIONS
The applicants budget must be well-considered, necessary for the implementation of the project, remain within the funding parameters contained in this handout, and demonstrate prudent use of resources. The budget will be reviewed to ensure that costs are customary and reasonable for implementation of each project activity.
The applicant must provide a direct link for each cost to the goal, objectives and activities in the Project Activity Plan that provides programmatic support for the proposed cost. In addition, the applicant must provide documentation and details sufficient to support each proposed cost.
Guidance on constructing a grant budget may be found in the Discretionary Grant Application (DGA) document, which can be accessed at HYPERLINK "http://www.state.nj.us/education/grants/discretionary" www.state.nj.us/education/grants/discretionary .
The budget submitted as part of the application is for the current grant period only.
The NJDOE will remove from consideration all ineligible costs, as well as costs not supported by the Project Activity Plan. The actual amount awarded will be contingent upon the applicants ability to provide support for its proposed budget upon application and ultimately will be determined by the NJDOE through the pre-award revision process. The applicants opportunity to make pre-award revisions will be limited by the NJDOE which is not responsible either to provide repeated opportunities for revisions or to permit reallocation of the funds previously requested for costs that have not been approved or have been disallowed.
Funds are for the purpose of developing and implementing supplemental educational and supportive services for school-age children who are experiencing homelessness, by providing services during school hours and/or before and after school, during holidays, weekends, and vacations.
Specifically, McKinney-Vento funds must be used to assist homeless children and youth in enrolling, attending, and succeeding in school. Funds may support the following activities:
Paying for the salary of the local liaison for homeless children and youth.
Tutoring, supplemental instruction, and other educational services that help homeless children and youth reach the same challenging content and student performance standards to which all children are held. As clearly specified in the ESEA, all academic enrichment programs for disadvantaged students, including programs for homeless students, must be aligned with State standards and curricula. Additionally, when offering supplemental instruction, LEAs should focus on providing services for children and youth that reflect scientifically based research as the foundation for programs and strategies to ensure academic success.
Expedited evaluations of eligible students to measure their strengths and needs. These evaluations should be done promptly in order to avoid a gap in the provision of necessary services to those children and youth. Evaluations may also determine a homeless child or youths eligibility for other programs and services, including educational programs for gifted and talented students, special education and related services for children with disabilities, English language acquisition, vocational education, school lunch, and appropriate programs or services under ESEA.
Programs and other activities designed to raise awareness among educators and pupil services personnel of the rights of homeless children and youth under the McKinney-Vento Act, and the special needs such children and youth have as a result of their homelessness.
Referrals of eligible students to medical, dental, mental, and other health services.
Paying the excess cost of transportation not otherwise provided through federal, state, or local funds, to enable students to attend schools selected under section 722(g)(3) of the McKinney-Vento Act.
Developmentally appropriate early childhood education programs for homeless children of preschool age that are not provided through other federal, state, or local funds.
Services and assistance to attract, engage, and retain homeless children and youth, and unaccompanied youth, in public school programs and services provided to non-homeless children and youth.
Before- and after-school programs, mentoring, and summer programs for homeless children and youth. Qualified personnel may provide homework assistance, tutoring, and supervision of other educational instruction in carrying out these activities.
Paying fees and costs associated with tracking, obtaining, and transferring records necessary for the enrollment of students in school. The records may include birth certificates, guardianship records, immunization records, academic records, and evaluations of students needed to determine eligibility for other programs and services.
Education and training programs for parents of homeless children and youth regarding the rights their children have as homeless individuals and regarding the educational and other resources available to their children.
Programs coordinating services provided by schools and other agencies to eligible students in order to expand and enhance such services. Coordination with programs funded under the Runaway and Homeless Youth Act should be included in this effort.
Pupil services programs providing violence prevention counseling and referrals to such counseling.
Programs addressing the particular needs of eligible students that may arise from domestic violence.
Providing supplies to non-school facilities serving eligible students and adapting these facilities to enable them to provide services.
Providing school supplies to eligible students at shelters, temporary housing facilities, and other locations as appropriate.
Providing extraordinary or emergency services to eligible students as necessary to enroll and retain such children and youth in school.
It should be noted that food may be offered to encourage families to continuously participate in activities throughout the day and/or evening.
2.5 BUDGET REQUIREMENTS
In constructing the budget, please note that all costs must be reasonable and necessary to implement program activities. Additionally, the budget entries must demonstrate clear and specific links to the project activity plan. All applicants must provide sufficient explanation of budgeted costs, including the calculation detail (cost-basis).
In the Title of Position box for positions that have Other Benefits be sure to list the Other benefits by type and percentage amount such that the total of the individual Other benefit percentage amounts equal the percentage amount shown in the Other Benefits box.
For budget entries that represent administrative costs be sure to check, Administrative, in the Cost section of those entries.
For any budget entry that has both a program and administrative portion create two budget entries, one for each. Be sure to check Program or Administrative in the Cost section. For example, if an after-school teachers salary is based on providing both teaching (Instructional tab) and nonteaching (Non-instructional tab) services to the grant.
Be sure to explain what the amounts in the How Many and Cost per Unit boxes represent for the Supply, Equipment, and Other tabs budget entries. If the amounts in those boxes represent a calculation, describe that calculation in the Description box.
Be sure the Description boxes also describe what the cost is for, the need for it, and its relation to the grant program.
Mileage reimbursement budget entries must describe the relation to the grant of the traveler(s) and the grant-related purpose(s) of the travel, as well as a brief explanation of how the number of miles was calculated. Mileage must be a separate budget entry and calculated at no more than $.31 per mile.
When requesting conference travel costs such as airfare, lodging, and meals, create separate entries for each conference. Be sure to identify the relation of the grant of each traveler. (There should be a corresponding conference registration entry). Insert this statement, gsa.gov rates will be used at the time of travel, into the Description box for all conference travel costs. Be sure to itemize travel costs on a per person basis. In the How Many box insert the number of travelers. In the Cost per Unit box insert the total cost per person. In the Description box show the per person cost for round-trip coach airfare or rail fare. For meals shows the per person, per day cost times the number of days. For lodging show the per night rate per room times the number of nights. For airport shuttles show the cost for up to four shuttles per person.
Grantees must adhere to the NJDOE required provisions of A-5/Chapter Law 53. The provisions of A-5/Chapter Law 53 contain additional requirements concerning prior approvals, as well as expenditures related to travel. It is strongly recommended that the grantee work with their business administrator when constructing the budget. The NJDOE applies the A-5 restrictions uniformly to all grantees. Unless otherwise specified, the following restrictions apply to all grant programs:
No reimbursement for in-state overnight travel (meals and/or lodging)
No reimbursement for meals on in-state travel
Mileage reimbursement may not exceed $.31 per mile
The grantee must ensure that it meets all of the requirements listed below:
Programs will be expected to allocate ninety percent (90%) of the total grant amount for program services to children and their families. No more than ten (10) percent may be used for administrative purposes. Program services costs may include salaries and fringe benefits for persons with direct instructional, evaluation, counseling and/or referral responsibilities; curriculum materials and supplies; training and staff development activities; contracted services; and transportation of the children.
Administrative costs, which include indirect costs, may not exceed ten percent (10%) of the total grant amount. If the applicant requests an indirect cost percentage, documentation of an approved rate must be included with the application by using the Upload tab.
For each staff member whose duties include administration and program services, provide a job description which includes the percentage of time spent on each task, group of tasks, or responsibility. When budgeting administrative costs, be sure to check ADMIN under COST. When budgeting program costs, be sure to check PROGRAM under COST.
For each staff member whose duties must be entered in more than one salary line (for example, a staff member who serves as teacher, Instructional Salary tab, and a counselor, Non-instructional Salary tab) provide a job description which includes the percentage of time spent on each task, group of tasks, or responsibility.
The applicant must be prepared to document all salaries. Salaries for split-funded personnel must be pro-rated to accurately reflect the time charged to this grant program.
Instructional equipment may be purchased only if directly related to grant activities, sufficiently justified, and designed to meet the needs of the population served.
7. Assistance may be provided to defray the excess cost of transportation for students under section 722(g)(4)(A) of the Homeless Education Assistance Act, when not otherwise provided through federal, state, or local funding, and where necessary to enable students to attend the school selected under section 722(g)(3).
Grant funds provided through this NGO may not be expended for the following:
Entertainment. Each field trip budgeted must have a corresponding, documented educational component.
Costs of rental space
Costs for capital renovations or construction
The applicants project must be designed and implemented in conformance with all applicable state and federal regulations. The NJDOE will remove from consideration all ineligible costs, as well as costs not supported by the Project Activity Plan.
SECTION 3: COMPLETING THE APPLICATION
3.1 GENERAL INSTRUCTIONS FOR APPLYING
To apply for a grant under this NGO, you must prepare and submit a complete application. You must submit the Year 3/3 application using the online EWEG system found at HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/: paper copies of the application will not be accepted.
3.2 REVIEW OF CONTINUATION APPLICATIONS
NJDOE staff will review each continuation grant application on the basis of quality and comprehensiveness, including consistency with the comprehensive project plan selected and approved in the application under the initiating multiyear NGO. Applications will also be reviewed for completeness, accuracy and appropriateness of response to each of the items identified in Section 2.
3.3 APPLICATION COMPONENT CHECKLIST
The following components are required (see Required ( Column) to be included as part of your EWEG application. Failure to include a required component may result in your application being removed from consideration for funding. Use the checklist (see Included ( Column) to ensure that all required components have been completed.
Required
(()Form
EWEG TAB/SUBTABIncluded
(()(Admin (Contacts, Allocation, Assurance, Board Resolution and DUNS-SAM)(Budget (Narrative (Update, Description, Objectives, Activities) (*The following documents are to be scanned and uploaded in the EWEG Application prior to submission. Specific criteria for this activity will be listed on the Upload tab in the EWEG application. All forms are included as Appendices in the NGO document. (NGOStatement of Assurances (Appendix 1) (NGOVerification of District Collaboration and Part A Reserve for Homeless Education (Appendix 2)(NGODocumentation of Required Collaboration (Appendix 3)(UPLOADEntity Overview page from the applicants HYPERLINK "http://www.sam.gov" www.sam.gov profile
Appendix 1: Statement of Assurances
McKinney-Vento Education of Homeless Children and Youth Program
Standard Application for Continuation (SAC)
STATEMENT OF ASSURANCES
2014-2015
I, ____________________________ certify that ________________________________
Print Name of Chief School Administrator Name of LEA
Will assure that the combined fiscal effort per student, or the aggregate expenditures of our 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 third fiscal year preceding the fiscal year for which the determination is made;
Will use subgrant funds in compliance with requirements of section 722(g) (3) through (7) of the McKinney-Vento Homeless Education Assistance Improvements Act of 2001.
Will implement policies and procedures to ensure that activities will not isolate or stigmatize homeless children and youth.
Will assure the choice of schools homeless children and youth are eligible to attend, as provided in subsection (g)(3)(A);
Will assure that no homeless child or youth is required to attend a separate school for homeless children or youths; and
Will assure that homeless children and youths shall be provided comparable services described in subsection (g)(4), including transportation services, educational services and meals through school meals programs; and that homeless children and youth will not be stigmatized by school personnel.
____________________________________________ _________________________
Signature of Lead Agencys CSA Date
Appendix 2: Verification of District Collaboration and District Title I, Part A Reserve for Homeless Education
McKinney-Vento Education of Homeless Children and Youth Program
Standard Application for Continuation (SAC)
VERIFICATION OF DISTRICT COLLABORATION
and
DISTRICT Title I, PART A RESERVE FOR HOMELESS EDUCATION
2014-2015
(Please duplicate for each school to be served.)
This document is to be signed and included with the application as evidence of collaboration with any district not documented previously and/or as evidence of continued collaboration with each district approved to be served in the original and/or last application.
Name of Collaborating School District: _________________________________________________
Name of District Homeless Liaison: _______________________E-mail_______________________
Total Title I, Part A Allocation_________________________________________________________
Amount of Homeless Reserve__________________________________________________________
Title I, Part A funds Reserve, if any, for homeless education as noted on the FY 2014 Title I, Part A Application, Eligibility Step 4 tab of the NCLB application in the EWEG system.
It is my understanding that the above-named applicant will serve those children and youth enrolled in my district who are experiencing homelessness with supplemental instructional and/or support services as needed. I certify that my district has a designated district homeless liaison, named above, who will work with this program to ensure coordination and collaboration of services to these students and their families. I further certify that my district will provide data to the above applicant for the purposes of local and state evaluations. In addition, I certify that this document accurately represents the amount of Title I, Part A funding that is reserved to serve the needs of homeless children and youth within the aforementioned district.
By our signatures below we agree that timely and meaningful consultation occurred before the LEA/applicant agency made any decision that affected the participation of eligible children, teachers or other educational personnel in the McKinney-Vento Education of Homeless Children and Youth Program.
% Y e s , w e w i s h t o p a r t i c i p a t e i n t h i s
% N o , w e d o n o t w i s h t o p a r t i c i p a t e i n t h i s g r a n t o p p o r t u n i t y
P r i n t N a m e o f C o l l a b o r a t i n g C S A S i g n a t u r e o f C o l l a b o r a t i n g C S A D a t e
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ______________________________________________ ________
Print Name of Applicant CSA Signature of Applicant CSA Date
Appendix 3: Documentation of Required Collaboration
McKinney-Vento Education of Homeless Children and Youth Program
Standard Application for Continuation (SAC)
2014-2015 DOCUMENTATION OF REQUIRED COLLABORATION
(Please duplicate for each collaborating agency.)
Applicant Agency Name:
This document is to be signed and submitted with the grant application as evidence of the collaboration between the applicant and the agency with whom the applicant has or will coordinate in the planning and execution of services outlined in the grant application.
Name of collaborating agency/organization:
Contact Person Name and Title: _____________________________________________ ______
Address: ______________________________________________________________________
County: _________________Telephone #: ___________________ Fax #: _________________
Email Address: ________________________________________________
Type of agency/organization (Please check the appropriate agency):
___ Social Service Agency
___ City/County Government Agency
___ School ___ Business/ Corporation
___ Community-based Organization
___ Faith-based Organization
It is my understanding that the applicant listed above plans to submit an Education of Homeless Children and Youth Program application, available through the New Jersey Department of Education (NJDOE) to provide supplemental instructional and supportive services to eligible children and youth and their families. Recognizing the need for such services, I am committed to ensuring that my agency acts in full support of the proposed program through the provision of activities, services, and/or resources as a result of the collaborative effort between my agency and the aforementioned applicant agency. In addition, my agency will provide data or other information to the applicant for the purposes of documentation of services and the state evaluation of the program.
Please check off the services that the collaborating agency will provide:
___ Programming/activity-related services
___ Paid staffing
___ Volunteer staffing
___ In-kind donations
___ Goods/materials
___ Transportation
___ Technical assistance___ Supportive services (referral, mental health
counseling,social services)
___ Fundraising
___ Adult Education
___ Parent Education
___ Provide evaluation services
___ Other (please specify) _________________
________________________________________________________________________
Print Name of Collaborating Agency CEO or CSA
___________________________________________________ ___________________
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