TEXSHEP Subgrant Management Documents

Funding Cycle September 1, 2015 – August 31, 2018

Download each of the documents listed below by clicking on the bold-faced title of the document.

Directory of Currently Funded McKinney-Vento Subgrants in Texas

Click here to access contact information for each of the current Texas Support for Homeless Education Program (TEXSHEP) subgrantees. Last updated: August 10, 2018

Important Dates

To view the most current version of the three-year grant cycle calendar, click here. Updated June 12, 2018

 TEXSHEP Subgrantee Compliance Handbook

M-V Subgrantee Handbook, 3rd Edition
Released September 30, 2015

Summary of Changes, M-V Subgrantee Handbook, 3rd_Edition
Released October 16, 2015

FAQ M-V Subgrantee Handbook, 3rd Edition

Financial Management Documents – Year 3 (2017-18)

TEXSHEP Expenditure Report Form (Region 10) Year 3 (2017-18)
Use this form to submit quarterly reimbursement requests to Region Education Service Center.

TEXSHEP 2015-17 Grant Cycle Year 3 (2017-18) Fiscal Requirements
This document contains specific information regarding subgrant fiscal reports, reimbursement procedures, and deadlines.

Please allow four (4) weeks to process the following prior approval requests. You cannot proceed with the planned activity until you have received approval from your THEO consultant.

TEA Allowable Cost Prior Approval Request Field Trip

TEA Allowable Cost Prior Approval Request Program Related Out of State Travel

TEA Allowable Cost Prior Approval Request Participant Support

TEXSHEP Year 3 (2017-2018) Year-End Report

The end-of-year reports for the final year of the 2015-2017 TEXSHEP subgrant cycle (Year 3, 2017-2018) will be due on October 5, 2018, as outlined in the Important Dates document for the subgrant cycle.

These reports must be completed with the final data for the subgrant year ending on August 31, 2018. The necessary documents and links are ready for you to use. Review these materials so that you can begin to enter the required information and obtain the data needed to complete the reports by the required due dates.

There are four parts to the end-of-year reports, due according to the following schedule:

  1. 4th Quarterly Expenditures Report
    Due to Region 10 Education Service Center on September 21, 2018This report is completed as per the first three quarters for the subgrant year.
  2. Year-End Narrative Report
    Due to Region 10 Education Service Center on October 5, 2018

    The blank form is available at the following link: http://www.theotx.org/texshep-year3-2017-2018-yer/.
  3. Year Three Cumulative Data Table
    Due to Region 10 Education Service Center on October 5, 2018The data for Year 3 of the subgrant should be reported on the same data workbook that was used for the first two years of the subgrant and the mid-year review for Year 3. If you have trouble accessing the data workbook, please contact your THEO consultant for the most recent copy of the data workbook in order to complete the Year 3 end-of-year portion.
  4. Year Three Online Supplemental Data Survey
    Must be completed online by close of business on October 5, 2018Each project must update the online data survey that was completed as part of the mid-year review with the complete year-end data as of August 31, 2018. In order to make this submission easier, a link will be provided to each project to update the data submitted in the online survey during the mid-year review and avoid having to enter all the data from scratch. The project contact and the homeless liaison for each TEXSHEP subgrant will receive an email by May 25, 2018, with the unique link to the project’s online supplemental data survey. The survey may be started and returned to as often as needed, so long as the same computer used to initiate the survey is used to complete the survey. The survey may be modified and updated until the SUBMIT button is pressed. If you have any difficulties with the survey, please contact your THEO consultant.

 Mid-Year Program Review Documents – Year 3 (2017-18)

TEXSHEP 2017-18 (Year 3) Self-Assessment Guide
This document contains the instructions, list of required document submissions, and the actual program review form that must be completed by each subgrantee.

The link for the TEXSHEP Subgrantee Supplemental Program Information Online Survey for Year 3 (2017-18) will be sent to each subgrantee for updating by December 15, 2017.

TEXSHEP 2015-17 Grant Cycle Data Workbook
The data submission will be on the same Data Workbook begun in 2015-16 for the mid-year review and end-of-year report for Year 1. For this year’s mid-year review submission, use the Mid-Year 2017-18 tab.

The data workbook contains tabs for all submissions for all three project years of the subgrant cycle.
Only download the data workbook if you intend to start over from scratch with your data submissions.

This table may be downloaded in one of two identical versions:
Version 1 is an Excel file with the current .xlsx extension.
Version 2 is an Excel file with the older .xls extension. Use the format most compatible with your computer software.
If you receive a message asking you about the use of macros, click on the “Disable Macros” option.
Download Version 1 (.xlsx)
Download Version 2 (.xls)

TEXSHEP 2015-17 Grant Cycle Federal and State Compliance Guide
This document is NOT needed for Year 2 unless the project did not receive a compliance review in Year 1 or had findings in the Year 1 compliance review.

TEXSHEP 2017-18 (Year 3) Reviewer Report
This document is for reference and information purposes only so that subgrantees may see what the reports generated by THEO consultants for the mid-year reviews will look like.

Amendment Packet for Year 3 (2017-2018)

TEXSHEP_Amendment Forms and Instructions Year 3 (2017-18)
IF your amendment includes budget pages THAT WERE NOT part of your current approved application that was included with your most recent NOGA, you may access blank budget pages on the following link. DO NOT USE the following pages to make changes to existing budget pages in your grant.

TEXSHEP Year 3 (2017-18) Blank Budget Schedules 7.1 – 7F

TEA Indirect Cost Rates Handbook
Released by TEA in 2013

 TEXSHEP Fall Training Materials – Year 3 (2017-18)

The following materials were distributed at the Annual Statewide Conference on Ending Homelessness at the Omni Hotel at Park West in Dallas,  Texas. The conference was held Wednesday, October 4, through Friday, October 6, 2017. Click on each of the session titles below to access the handouts for the session.

Download the complete conference program with the conference agenda and session descriptions by clicking here.

Preconference: TEXSHEP Subgrantee Required Training; Wednesday, October 4, 2017; 8:30 – 11:30 a.m.

85th Texas Legislature – Foster Care and Related Updates by Kelly Kravitz (Texas Education Agency)

Trauma-Informed Schools by John Hernandez (East Central ISD)

Title, I Part A by Amber Lasseigne (Region 10 ESC)

Session 3.5 Immigration Issues – Where do we go from here? by Michelle L. Saenz-Rodriguez

Session 3.6: Texas Appleseed and Texas Network of Youth Services Youth Survey Report by Christine Gendron and Gabriella McDonald

Session 4.4: An Examination of the Intersection Between Human Trafficking and Homelessness by Bill Bernstein and Fatima Rasul

Session 5.7: ESSA Compliance and Implementation by Barbara Duffield and Patricia Julianelle of School House Connection

ESSA Compliance PowerPoint

Making the Case: Legal Language to Support Students

Assessing the Capacity of LEA McKinney-Vento Liaisons for Children and Youth Experiencing Homelessness

Is My Early Childhood Program a McKinney-Vento “Preschool?”

Making Your School District Websites McKinney-Vento Tools

Session 7.4: TEXSHEP Subgrantee Required Training; Friday, October 6, 2017; 10:30 a.m. – 12:00 p.m.

Attendance and Truancy Interventions by Tyler Shoesmith (North East ISD)

Credit Accrual and Credit Recovery by Cal Lopez



TEXSHEP Subgrant Continuation Application for Year 3 (2017-2018)

TEXSHEP RFA Year 3 2017-2018 Single
This application is to be used by current TEXSHEP subgrants that are SINGLE DISTRICT applicants, such as an ISD or charter school.
Released March 27, 2017

TEXSHEP RFA Year 3 2017-2018 SSA
This application is to be used by current TEXSHEP subgrants that are MULTIPLE-DISTRICT applicants, such as education service centers.
Released March 27, 2017

TEXSHEP Schedules 12-13D Year 3 2017-2018 Provisions and Assurances
These Provisions and Assurances take the place of the schedules used for Year 1, and are certified with the applicant’s signature on the continuation schedule.
Released March 27, 2017

This form must be filled out for any NEW collaborators added to the subgrant for Year 3. Do NOT submit this schedule with the application.  Collaboration forms will be examined during the mid-year review.  Each collaborator should have a form on file.

Funding RFA for TEXSHEP Subgrants (2015-2017)

Application (RFA) schedules and complete instructions for the Texas Support for Homeless Education Program (TEXSHEP) subgrant cycle effective September 1, 2015 – August 31, 2018. Submission deadline was 3:30 p.m. on December 11, 2014. To access the complete TEXSHEP RFA 2015-17 grant cycle application materials, click here.