P-12

Prekindergarten through Grade 12 Education

2010 – 2013 McKinney-Vento Education of Homeless Children and Youth

Competitive Grant Application


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Purpose of Funding

The McKinney-Vento Grant Program is designed to offer educational and related services to homeless children and youth to promote the enrollment, attendance, and academic success of homeless children and youth in schools and to ensure that they receive other educational support services for which they are eligible, including Head Start, Even Start, and pre-school programs administered by Local Education Agencies (LEAs).

To receive funding, LEAs must provide services that are likely to increase the identification, enrollment, retention, and educational success of homeless children and youth. Grant funds may be used for programs on school grounds or at other facilities, such as shelters.

Eligible Applicants

Only an LEA or a consortium of LEAs that reported at least 100 students as homeless to Basic Education Data System (BEDS) data during the 2008-09 school year are eligible to apply for a grant. LEAs include BOCES, Public School Districts and Charter Schools.

Funding

Approximately $3.7 million per year is expected to be available to fund grants with the first six months, January 1, 2011 to June 30, 2011 to be funded at $1.85 million. Funding for years two and three will be subject to satisfactory performance in the previous year, submission of an annual report and availability of funds.

Questions & Answers

Questions and answers are now posted.

Due Date

Submit one (1) original and two (2) copies. Applications must be postmarked by September 30, 2010 and mailed to:

New York State Education Department
89 Washington Avenue
Grants Management, Room 674 EBA
Albany, New York 12234

Attn. McKinney-Vento Education of Homeless Children and Youth Application

(Applications may not be faxed or emailed.)

Date Posted

July 8, 2010

Program Purpose

The McKinney-Vento Grant Program is designed to promote the enrollment, attendance, and academic success of homeless children and youth in schools and to ensure that they receive other educational support services for which they are eligible, including Head Start, Even Start, and pre-school programs administered by Local Education Agencies (LEAs). In order to accomplish this goal, it is necessary to offer educational and related services to homeless children and youth to supplement the traditional classroom experience.

To receive funding, LEAs must provide services that are likely to increase the identification, enrollment, retention, and educational success of homeless children and youth. Grant funds may be used for programs on school grounds or at other facilities, such as shelters. Programs on school grounds may also be available to children or youth who are determined to be at-risk of failing or dropping out of school; however, priority for such services shall be given to homeless children and youth.

Services provided through McKinney-Vento funds may not replace regular academic programs or services provided by other funding sources.

LEAs funded with McKinney-Vento funds must:

  • Ensure that the district’s liaison for homeless students coordinates services to ensure that homeless children and youth are identified and enrolled in school immediately and have the academic, counseling and other services needed to succeed. Barriers to providing these services must be identified and eliminated. The mandated duties of the district’s liaison and the LEA’s requirements are listed in the Terms and Conditions at the end of the Assurances.
  • Establish collaborative efforts both within the LEA and with other LEAs that provide the opportunity for systematic identification, enrollment, transportation and academic support for homeless children and youth. Examples of programs within the LEA with which to collaborate include, but are not limited to remedial education, language programs, tutoring, special education, programs for gifted children, transportation, counseling, extra-curricular programs, and parenting education for teens.
  • Collaborate with local departments of social services (LDSS), family shelters, runaway and homeless youth (RHY) county service coordinators, youth shelters and other agencies that provide services to homeless children and youth to provide comprehensive services that are continuous and non-duplicative.
  • Ensure that the LEA’s homeless liaison and other responsible staff attend the annual McKinney-Vento workshop sponsored by New York State Education Department.

Eligible Applicants

Only an LEA or a consortium of LEAs that reported at least 100 students as homeless to Basic Education Data System (BEDS) data during the 2008-09 school year are eligible to apply for a grant. LEAs include BOCES, Public School Districts and Charter Schools. The Preliminary BEDS Data from 3/1/10 for School Year 2008-9 for Public School Districts and Charter Schools are available at: http://www.nysteachs.org/media/INF_SED_Homeless_Preliminary_08-09_DistrictsChartersMarch.xls external link icon and preliminary statistics on the number of students reported as homeless in New York City (not including Charter Schools) over the 2008-2009 school year are available at: http://www.nysteachs.org/media/INF_SED_STH_Analysis_08-09_NYC_BEDS.xls external link icon

Consortia applications are encouraged. If applying as a consortium, the sum of the students identified as homeless during the 2008-09 school year as reported to BEDS from the component LEAs must equal at least 100 students. Suggested regional areas for consortia are identified within the 37 Boards of Cooperative Educational Services (BOCES) in New York State. For a BOCES in your area see website: http://www.boces.org/wps/portal/BOCESofNYS external link icon and then click on "about" to "BOCES in Your Area."

NYSED Consortium Policy for State and Federal Discretionary Grant Programs

Applicants can form a partnership or consortium to apply for the grant. In order to do so, the consortium must meet the following requirements:

  1. The consortium must designate one of the applicants to serve as the applicant and fiscal agent for the grant. The applicant agency must be an eligible grant recipient. All other consortium members must be eligible grant participants, as defined by the program statute or regulation.
  2. In the event a grant is awarded to a consortium, the grant or grant contract will be prepared in the name of the applicant agency/fiscal agent, not the consortium, since the group may not be a legal entity.
  3. The applicant agency/fiscal agent must meet the following requirements:
    1. Must be an eligible grant recipient as defined by statute.
    2. Must receive and administer the grant funds and submit the required reports to account for the use of grant funds.
    3. Must require consortium partners to sign an agreement with the fiscal agent that specifically outlines all services each partner agrees to provide.
    4. Must be an active member of the partnership/consortium.
    5. Cannot act as a flow-through for grant funds to pass to other recipients.
    6. Is PROHIBITED from subgranting funds to other recipients. The fiscal agent is permitted to contract for services with other consortium partners or consultants to provide services that the fiscal agent cannot provide itself.
    7. Must be responsible for the performance of any services provided by the partners, consultants, or other organizations and must coordinate how each plan to participate.

Project Period and Funding

Newly funded, approved program grants will be awarded on a competitive basis for the two and one half-year period of January 1, 2011 through June 30, 2013. Approximately $3.7 million per year is expected to be available to fund grants with the first six months, January 1, 2011 to June 30, 2011 to be funded at $1.85 million. Funding for years two and three will be subject to satisfactory performance in the previous year, submission of an annual report and availability of funds.

Applicants may apply for grant amounts as follows:

No. of Students

1/1/11-6/30/11
(Up to)

7/1/11-6/30/12
(Up to)

7/1/12-6/30/13
(Up to)

100-500 $50,000 $100,000 $100,000
501-1,000 $75,000 $150,000 $150,000
1,001-49,999 $125,000 $250,000 $250,000
50,000 or more $1,000,000 $2,000,000 $2,000,000

All awards are subject to future funding appropriation and availability.

Due Date

Applications must be postmarked by September 30, 2010.

Questions and Answers

Questions and answers are now posted.

Application Submission Instructions

Application in Word Word document icon (325 KB)
Application in PDF PDF icon (235 KB)

Submit one original and two copies of the complete application. A complete application includes the sections in the order shown below. Use the Application Checklist to ensure that the application submission is complete.

  1. Application Cover Page signed in blue ink by the Chief School Officer
  2. Application Checklist
  3. List of LEAs Participating in a Consortium and the agreement between the LEAs outlining all services each partner will provide.
  4. Proposal Narrative
  5. Chart of Activities
  6. Budget Category and Narrative Forms
  7. Assurances, Certifications and Terms and Conditions (Appendix A and Appendix A-1 G)
  8. FS-20 Budget Summary Form (http://www.oms.nysed.gov/cafe/forms/)

The Proposal Narrative and the Budget Category and Narrative Forms must be typed in 12 point font. The Proposal Narrative must be no more than 12 pages. This page limit does not include the Chart of Activities, the Budget Category and Narrative Forms, and the FS-20 Budget Summary.

The original and two copies should be mailed to:

New York State Education Department
Grants Management
Room 674 EBA
Albany, New York 12234

Non-Allowable Activities and Costs

All costs must be for academic and related services for homeless children. Clothing for homeless students may only be allowed in cases of emergency or to meet a school requirement.

Budget Submission

Applicants are required to submit a six-month budget for the period January 1, 2011 - June 30, 2011. Budgets for years’ two and three will be for twelve-month periods. The FS-20 Budget Summary form must be completed with totals from the Budget Category and Narrative Forms and bear the original signature of the Chief School Officer. The Budget Category and Narrative Forms must clearly and thoroughly describe all intended expenditures and how the expenditures are necessary to carry out the proposed program.

Copies of the FS-20 budget and related forms, descriptions of budget categories, and general guidelines are available at the following website: http://www.oms.nysed.gov/cafe/forms/. For additional information about grants, please refer to the Fiscal Guidelines for Federal and State Aided Grants, http://www.oms.nysed.gov/cafe/guidance/.

Review and Ranking of Proposals

Only complete applications from eligible applicants postmarked by the due date will be reviewed and rated by at least two reviewers. The scores of the reviewers will be totaled and then averaged to arrive at the final score for each application. If there is a difference of 20 points or more between the two reviewer’s scores, a third reviewer will review the application and the two closest scores will be averaged to compute the final score. An application must receive a final score of at least 60 points to be considered for funding. Applications receiving an average score of 60 or above will be ranked in order of their final score.

Budgets will be reviewed and rated on their appropriateness and cost-effectiveness. Any items in the budget that are deemed unallowable or inappropriate will be eliminated and the budget will be scored accordingly.

Applications will be awarded in rank order of score until funds are insufficient to fund the next ranking application in full. Remaining funds will be offered to that applicant to run a smaller program. In case of tie scores, the higher score in the following parts of the Proposal Narrative will be used to rank the applications:

  • First, the score on the Project Activities;
  • Second, the score on the Project Personnel and Evaluation Plan;
  • Third, the score on Project Need;
  • Fourth, the score on the Budget Category and Narrative Forms.

The New York State Education Department reserves the right to reject all proposals received or cancel this RFP if it is in the best interest of the Department.

Reporting and Monitoring

Grant recipients must keep a record of STAC 202 forms which are the required designation form that must be filled out for each homeless student. STAC 202 forms are available at http://www.oms.nysed.gov/stac/. Grant recipients must submit an annual report that includes data on academic performance and services provided to homeless students. Funding in the second and third years of the grant period will be dependent on a satisfactory report. The performance report should demonstrate that substantial progress has been made toward meeting the project activities described in the narrative and should specify the program performance indicators. Grant recipients must maintain documentation of the activities conducted and purchases made using sub-grant funds for on-site, desktop, or self-certification monitoring.

Entities’ Responsibility

Projects must operate under the jurisdiction of the local board of education, or other appropriate governing body, and are subject to at least the same degree of accountability as all other expenditures of the local agency. The local board of education, or other appropriate governing body, is responsible for the proper disbursement of, and accounting for, project funds. Written agency policy concerning wages, mileage and travel allowances, overtime compensation, or fringe benefits, as well as State rules pertaining to competitive bidding, safety regulations and inventory control must be followed. Supporting or source documents are required for all grant related transactions entered into the local agency’s recordkeeping systems. Source documents that authorize the disbursement of grant funds consist of purchase orders, contracts, time and effort records, delivery receipts, vendor invoices, travel documentation and payment documents, including check stubs.

Supporting documentation for grants and grant contracts must be kept for at least six years after the last payment was made unless otherwise specified by program requirements. Additionally, audit or litigation will “freeze the clock” for records retention purposes until the issue is resolved. All records and documentation must be available for inspection by NYSED officials or its representatives.

Award Protest Procedures

Applicants who receive a notice of non-award may protest the NYSED award decision subject to the following:

  1. The protest must be in writing and must contain specific factual and/or legal allegations setting forth the basis on which the protesting party challenges the notice of non-award by NYSED.
  2. The protest must be filed within ten (10) business days of receipt of the notice of non-award. The protest letter must be filed with:

    NYS Education Department
    Contract Administration Unit
    89 Washington Avenue
    Room 505W EB
    Albany, NY 12234

  3. The NYSED Contract Administration Unit (CAU) will convene a review team that will include at least one staff member from each of NYSED’s Office of Counsel, CAU, and the Program Office. The review team will review and consider the merits of the protest and will decide whether the protest is approved or denied. Counsel’s Office will provide the applicant with written notification of the review team’s decision within seven (7) business days of the receipt of the protest. The original protest and decision will be filed with OSC when the contract procurement record is submitted for approval and CAU will advise OSC that a protest was filed.
  4. The NYSED Contract Administration Unit (CAU) may summarily deny a protest that fails to contain specific factual or legal allegations, or where the protest only raises issues of law that have already been decided by the courts.

Application in Word Word document icon (325 KB)
Application in PDF PDF icon (235 KB)


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Last Updated: August 18, 2010