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Monitoring 2025

Region 7

Changes and Requirements for Monitoring implemented in 2024-25 School Year.

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Old system will remain in use :

New system for data:

Data Systems

Purpose of the ECYEH Monitoring �

The purpose of LEA is to ensure compliance with the McKinney-Vento Act. Data collected during the monitoring process is used by regional coordinators to assist LEAs with quality assurance and improvement, and by the Pennsylvania Department of Education (PDE) to ensure that LEAS comply with federal homeless monitoring regulations. Items reviewed during monitoring are based on standards from the Education for Homeless Youth Basic Education Circular (BEC) and/or the United States Department of Education McKinney-Vento Monitoring Tool (SEA).

ECYEH Monitoring Tool�

The ECYEH monitoring tool is divided into two parts: Document Review and Monitoring Interview. Each individual item on the tool is scored and scores are tallied by segment and overall. Scores are used to help PDE and regional coordinators to identify areas in need of technical support at the individual LEA level and in trends in aggregate. The following information is provided for LEAs to prepare for the monitoring process.

Document Review�

Document Review has two sections. The first, document upload, must be completed one week prior to the LEA Monitoring Visit and involves uploading specific documents to the online ECYEH system. The second part of the document review is conducted during the visit itself, when the LEA shows the monitor specific documents as part of the interview process.
Scoring: Documents that include all or nearly all of the best practices/standards set forth by monitoring regulations will be marked as “Meets Standards” and assigned 2 points. Documents that incorporate some, but not all, of the standards noted below will be marked as “Does Not Meet Standards” and assigned 1 point. Documents that do not meet any of the standards, or that are not provided, will be marked as “Not Provided” and will receive zero points.

Section 1: Document Upload �

1. Board Policy 251 (or other LEA Board Policy)

2. Homeless Liaison job description

3. Staff Handbook

4. Parent Handbook

5. School Staff training materials (one or more documents or PPT)

6. LEA Profile (from ECYEH Data website)

7. Enrollment form or Residence Housing Questionnaire (not just demographics) Description of Plan to provide service

Section 2: Documents Shared During Monitoring

1. Basic Education Circular (BEC) demonstrate ability to access

2. LEA Website

3. ECYEH Website (ability to navigate)

4. ECYEH Student/Parent Poster (picture or description of location)

5. McKinney-Vento flyers, brochures, posters (distributed to stakeholders)

LEA Monitoring Visit�

The monitoring visit consists of an interview with the LEA Homeless Liaison, and other relevant LEA personnel as needed, in addition to demonstrating the ability to access specific documents / websites as part of the document review section above. There are 39 questions categorized under six main interview topics, followed by two questions asking for LEA program quality recommendations. A table of documents detailing the interview questions LEAs should be prepared to answer and the standards monitors are looking for is in distributed packet of information.

LEA Monitoring Visit…continued

Scoring: Monitors will score responses to each of the 39 interview questions on the monitoring tool. The two questions regarding program quality recommendations are not scored. If the LEA answers the question in a way that meets the majority of response standards, the monitor will assign 2 points. If the LEA responds to the question in a way that meets some of the standards the standards, they will be assigned 1 point. If the LEA does not provide a satisfactory response to the question they will receive zero points for that item. If a section is Not Applicable for an LEA, the monitor can select N/A and score the LEA as having all of the points possible for that section.