McKinney-Vento Data Collection


Data Collection is required by the U.S. Department of Education.

PowerSchool is open.
The following resources are provided to assist you with data entry:

Technical Assistance

For questions directly related to homeless data collection, please contact the NCHEP Program Specialist for your region:

  • For the Northeast, Southeast, North Central, and the Sandhills regions, contact: Paullett Wall at pwall@serve.org or 336-315-7407.
  • For the Piedmont-Triad, Southwest, Northwest, and Western regions, contact: Patricia Lentz at plentz@serve.org or 336-315-7402.

Requested LEA Actions

January 2018

If your LEA is not current with entering all identifications in PowerSchool, please do so as soon as possible. Do not delay in entering your data. Hidden issues may not surface until all data is entered and cross-checking has taken place

January 2018

All LEAs and charter schools have been opened. Anyone receiving a "Collection is Not Open" message, or has any inability to enter data, needs to contact the Program Specialist serving in your regions to determine the cause.

January 2018

If your LEA or charter school's last school day for the 2016-2017 SY falls after June 15th, please notify the Program Specialist serving your region as soon as possible. Please send an email containing the following information:

  • Name of Homeless Liaison with phone number and email address
  • LEA or charter school name with LEA code
  • Date of your last school day within the current academic school year

Unresolved Data Entry Issues Protocol

If you have unresolved technical issues preventing the entry of student data or if you receive the "Collection is Not Open" message, please contact the NCHEP Program Specialist for your region with the following information:

  • Your name along with phone number and email address
  • Your LEA/charter school name
  • Your LEA/charter school code
  • Description of the technical issue
  • DO NOT send personally identifiable information (PII) in any emails. You may send student numbers, but not the name.

Data Collection & Submission Tips

  • Data fields are available on the Homeless Student page this year, which denote current school name and code. This allows the user to quickly locate students who have attended multiple schools within your LEA during this academic year (Keep in mind that these students are "housed" within the first school of attendance during the current academic year.).
  • Export capability allows you to export all data entered at any given point-in-time. This feature is located on the Homeless Student page to the left of the Homeless School Summary View/Approve button.
  • Capture data for all students who were identified for any period of time this year in your LEA, even if they now are in permanent housing.
  • If you do not see "Homeless in your left-side navigation page, please consult your PowerSchool Coordinator for user rights to access the homeless module.
  • Data can only be entered when "School" is set to a specific school name. "LEA Office" only allows for:
    • Viewing records once entered,
    • Viewing the Homeless School Summary View page, and
    • Submitting your data after your academic year closes.
  • Keep in mind that the column headings on the Homeless School Summary View page are skewed to the left.
  • Ensure that "Term" is always set to the current academic year, or data will not be visible even if entered.
  • Capture information for preschool and out-of-school, school-aged siblings who also qualify as McKinney-Vento.
  • Do not include siblings in data collection who are enrolled in home schools or private schools.
  • Program eligibility data should always be equal to or greater than the initial start date of the current academic year.
  • Program withdrawn date is only needed if:
    • Permanent housing has been obtained prior to the end of the current academic year, or
    • Student withdraws (or is an early graduate) before the end of the current academic year.
  • Utilize the Homeless School Summary page to cross reference data entry to ensure all students have been captured in the collection.
  • Do not submit/approve your data until after your last school day has ended during this current academic year, but no later than June 15th.
  • If your LEA's last school day occurs after June 15th, notify the NCHEP Program Specialist for your region to determin how your data submission will be handled.

New User Tips

In order to get data entry users access to the appropriate data entry pages, please communicate these tips to your PowerSchool Coordinator.

  • Add user to the group that has access to the pages.
  • Give user "View & Modify" access.
  • Set up the security groups' "Access Level" as "View & Modify" for whatever "Accessible Student" screens are needed, instead of "View Only".
  • Set up the groups' "Page Level Privilege" as "Full", instead of "Group Default".

Data Collection FAQs

Browsers

When trying to view mystudents, I have “LEA office” chosen as my “school,” and when I click on the Homeless Students tab, I see the following message: “Grid cannot be used in (quirks mode). What does this mean?

Some internet browsers do not communicate well with PowerSchool. The use of Internet Explorer can cause this error message. It is recommended that you use Google Chrome.

Data Entry

I have entered all of my homeless students into Special Programs, but they are not showing up on any school roster or under “LEA Office” view. Why?

Student data must be entered using the “Federal” - “Homeless” option in the left-side navigation pane in PowerSchool. Using this module enables access to the appropriate homeless information page for the student selected. Data entered into this module will appear in rosters for individual schools and LEA Office.

Entering students into Special Programs is not a requirement for data collection/submission. Special Programs is a module that LEAs may use at their discretion to aid in the manipulation of data during the academic year.

Definitions

What does MST1 mean?

MST1 Member - Standard Day Program - this code should be applied to students who are to be included in Average Daily Membership funding and are not enrolled in an Extended Day Program. These students are included in Principal’s Monthly Report Data. In grade levels KI-13.

NOTE: PK and P0 - P3 students will be coded as MST1 for reporting needs only, not ADM.

(Definition taken from 2016-2017 Student Attendance and Student Accounting Manual)

Please consult with your PowerSchool Coordinator on the use of this code to ensure consistency within your LEA.

What does VST1 mean?

VST1 Visitor - Standard Day Program - this code should be applied to students that are NOT to be included in Average Daily Membership funding and are not enrolled in an Extended Day Program.

NOTE: Foreign Exchange students would be coded as VST1.

(Definition take from 2016-2017 Student Attendance and Student Accounting Manual)

Please consult with your PowerSchool Coordinator on the use of this code to ensure consistency within your LEA.

Which students are included in "preschool" siblings?

Preschool siblings include children from birth to 4 years old, who are siblings of identified MV students in your LEA, AND who are also living in a qualifying MV situation.

Please refer to the see the Enrolling a Preschool or Out-of-School Student document for assistance in determining their "grade level" when enrolling them into the homeless school.

Which students are included in "out-of-school" siblings?

Out-of-school siblings are children over the age of 4 and are not graduated or enrolled in any school (up to age 21), who are siblings of identified MV students in your LEA, AND who are also living in a qualifying MV situation.

Please refer to the see the Enrolling a Preschool or Out-of-School Student document for assistance in determining their "grade level" when enrolling them into the homeless school.

Homeless School

Is it ever necessary to "withdraw" a preschool, or out-of-school sibling from the homeless school?

Yes. When a MV student withdraws, please make sure that if s/he has any preschool siblings or out-of-school siblings enrolled in the homeless school to also withdraw that preschool or out-of-school sibling.

Additionally, at the end of the year be sure to withdraw any students enrolled in the homeless school.

Failure to withdraw the preschool or out-of-school siblings will prevent any future LEA from being able to "enroll" them into their homeless school, if identified in the new LEA. If the student returns to the same LEA and is identified again in the new academic year, a new enrollment into the homeless school can be made.

What county should be entered on the “LEA of Residence” line on the initial student enrollment screen?

Your LEA code should be chosen from the drop down box. (You will see both the LEA code and the LEA name within this drop down box.)

I am having trouble setting up my homeless school so that I can enroll my preschool and out-of-school students.What suggestions can you provide?

Districts have to set up the “homeless” school like all other schools with years and terms, FTE, preferences, and attendance conversions. No bell schedule is needed. Students do not have to be in a homeroom or scheduled in classes.

Tips for enrolling in Homeless School document (PDF)

General

Is it necessary to enter a program withdrawal date for every student record which will be submitted in final data collection on June 15th?

No. It is only necessary to enter a program withdrawal date in the following situations:

  • The student is an early graduate (i.e., they graduated at the end of the 1st semester).
  • The student has withdrawn from your LEA and has not returned.
  • The student obtained permanent housing prior to the end of the current academic year.
Am I able to enter a program eligibility date prior to the current school year?

Yes. PowerSchool will allow for program eligibility dates in previous school years. (An update to the PowerSchool system was recently made to accommodate those situations in which a family has been MV eligible over multiple academic years.)

Within the options for Nighttime Residency in data collection, I do not see where to place students with substandard housing.Which option should be chosen?

Please include substandard housing students within the “unsheltered” option.

Under “Functions” there is an option titled “Tag as Homeless.” What is its purpose?

This “tag” option is used to add many students to the homeless roster at once; however, all the children returned in the search would be added to the homeless roster. There is not an option to select just a few.

For example, if you search all children with last name beginning with “Q,” you might only have 6 returned in the results box. If you use the Tag as the homeless option, those 6 children will all be added to the homeless roster. Then, child by child, the user would need to add extra homeless data. If only 4 of those 6 students were the ones the user actually needed to add, you could “delete” the 2 that are not needed. This might be quicker in some cases, but not all.

Is there a PowerPoint for this online training, and will we be able to print it to share with colleagues?

Yes, a printer-friendly PowerPoint for this online training is located within the Data Collection page of the NCHEP website at the following URL and can be printed for reference and sharing.

McKinney-Vento Data Collection presentation (PDF)

View the online training presentation (mp4)

Will the homeless information entered into Power School follow students from one LEA (or Charter School) to another LEA (or Charter School)?

No. McKinney-Vento data entered by each LEA/charter belongs to that LEA/charter. If a student withdraws from one LEA/charter and enrolls in another LEA/charter, there will not be any homeless data within Power School accompanying that record.

Each LEA/Charter School will report the student for the time period in which the student was enrolled in each LEA/charter.

It is recommended that the homeless liaison of the withdrawing LEA/charter communicate with the new LEA/charter to ensure an easy transition in the enrollment process.

When I click on the “Homeless Students” tab, a message appears which reads, “Collection is not open yet.” What does this mean?

The message “Collection is not open yet” means that the data collection pages are not open yet. This is the message which will appear during any period of time in which DPI has the homeless pages “closed” for use.

I need to capture homeless data on a student who is also enrolled in the CECAS school. Is that possible?

Yes. Ensure that the user has access rights to view/edit the CECAS school. The student should have a homeless page which is accessible for the homeless data entry.

I need to capture homeless data on a student who is also enrolled in the Migrant school. Is that possible?

Yes. Ensure that the user has access rights to view/edit the Migrant school. The student should have a homeless page which is accessible for the homeless data entry.

Import/Export

Is there any type of bulk upload interface (import) with Power School from a csv (comma-separated value) file?

There is no bulk upload (import) option within the data collection process.

Can I export my data?

Yes. You will use the "Export All Data" function located on the Homeless Students page. You will need to have "School" set to "LEA Office." This export process will export all data entered by that point-in-time.

Preloaded Students

I don't see the student preload list this year. Is something wrong with my system?

No. The student preload list has been discontinued beginning with the 2015-2016 SY.

Preschool & Out-of-School Siblings

I am not able to access a homeless page for some of my MV preschool students who are enrolled in preschool whose school code is under 300. Why?

Preschool-aged siblings who are not attending an LEA-administered preschool should be enrolled into the homeless school (school code 297).

Preschool-aged siblings who are attending an LEA-administered preschool should be enrolled in the elementary school which houses that child’s preschool program. You should not be using any other school codes for enrollment of preschool students participating in a preschool program within your LEA.

PLEASE NOTE:

Enrollment using any school code that is not found within EDDIE (i.e. codes <300, except for 297, the homeless school) will result in an error message when attempting to access the homeless page for any identified student, which indicates the school chosen is “not a valid homeless school.” Within the last 3 years, the NCDPI has enable three school codes under 300 for report ability, but only one specific to homeless data collection. That school code is 297 and is designated as "Homeless". The other two school codes now able to report data to the NCDPI are Migrant (294) and CECAS (292).

Enrollment using school codes not found within EDDIE will not be captured in federal data collection causing your data submission total to be inaccurate, which may result in lower funding.

Do we need to submit data for the preschool and out-of-school siblings of identified students? If so, how do we capture that data since they are not enrolled in our LEA/charter?

Yes, IF they are living in the same or another qualifying homeless situation; not siblings that are living in a non-qualifying situation.

Please Note: Do not include siblings in data collection who are enrolled in home schools or private schools. Any siblings who are attending charter schools should be reported by the charter school in which they are enrolled.

Capturing data for these students involves enrollment into the homeless school. When enrolling, you must ensure that you are not creating a duplicate student record. The tips regarding "searching for" and “enrolling” can be found in the training video, but please consult with your PowerSchool Coordinator for complete PowerSchool enrollment instructions. Once the student is enrolled, you are then able to capture the homeless data in their online record.

Who enrolls preschool or out-of-school students if there are homeless students in that family at multiple schools?

Each homeless liaison is ultimately responsible to ensure that all homeless student data is entered into PowerSchool; however, the liaison should work with LEA administration to develop a protocol for handling these specific situations in their LEA.

Why do we need to submit data on the preschool and school-aged, and out-of-school siblings of identified students?

The U.S. Department of Education has requested this information to enable them to notify Congress of needs in communities across the country, which may ultimately result in budget adjustments and increased funding to schools, as well as, affect policy changes. Information submitted to the U.S. Department of Education is completely de-identified. Individual names will not be provided, only total counts will be shared.

Student Record Detail

Why do some of my student records indicate an enrollment date of "0/0/0"?

Student records which indicate an enrollment date of “0/0/0” result when the district’s “term” is not set to the earliest school start date in the district. You will likely not be able to save any information to that student’s record.

Example: If your district’s traditional calendar start date is 8/25/16 and your year round school/early college start date is 7/25/16, your district’s “term” date should be the earliest date, 7/25/16.

Submission Process

I have tried to submit my homeless data, but got the following message: “Collection not open yet.” Why?

Submissions should not occur until your academic year has ended. PowerSchool will not allow for early submissions. The NCHEP deadline for McKinney-Vento data submissions is June 15th. If your LEA plans to close out PowerSchool prior to June 15th, you would need to submit before the closeout, but not before the end of your academic year. Once PowerSchool is closed for the current academic year, no re-entry for the updating data will be possible.

Please note: If your LEA's last school day falls after June 15th, please advise your NCHEP Program Specialist as soon as possible so that appropriate steps can be taken pertaining to your data submission.

User Access

When I click the Select School button, “Homeless” is not an option. Only the physical schools in my LEA are displayed. Why?

Users can only view schools for which they have been given viewing rights. You may need to ask your PowerSchool Coordinator to add the “homeless” school to the list of schools you have access to view.

Another possibility is that the homeless school has not been set up for the current academic year. If that is the case, your PowerSchool Coordinator will need to set up the homeless school before it can be seen or used.

How long will data collection be open each year?

Once DPI “opens” the homeless pages at the beginning of each academic year, the pages will remain open until the June 15th deadline for submissions of all data.

Opening dates are provided each year to liaisons via Listserv messages and are posted to the NCHEP data collection website. You should bookmark this page for future reference.

When I try to add a student data on a student who is already enrolled, my entries are not saved. Why?

Your access rights need adjustment. Please see your PowerSchool Coordinator to have “edit” and “add” rights assigned to you.

I do not see “Homeless” on my left side bar, and I am working within “LEA Office.” Why?

You do not currently have access rights to view the “homeless school.” Please see your PowerSchool Coordinator to have your user rights to include access to the “homeless school.”

Withdrawn Students

If a student moved to another LEA and is exited/transferred out in PowerSchool, do we need to exit them also in the homeless section or will they just disappear from our list?

No. Students who have withdrawn from your LEA during the current academic year, but who were identified as McKinney-Vento and served by your LEA at any point during the current academic year still needs to be reported by your LEA.

If you need to capture data for a student “after” he/she has withdrawn from your LEA, you are still able to do so by searching for their record and bringing it back into your LEA “for data collection purposes only.”

See Tips for Working with Withdrawn Students (PDF)