To maintain an accurate database, at the end of the school year, I remove students whom I know have secured stable housing. In August, I reach out to the others with questionnaires and phone calls/emails, to get the latest information. If they are still eligible, I keep them in the program. Is that process appropriate, or should I remove ALL my McKinney-Vento students at the end of each year and then have them re-apply to determine continued eligibility?

Answer: Your process seems appropriate and more likely to avoid dropping students from the program who actually are still experiencing homelessness. Reaching out with phone calls, emails, questionnaires, and reminders to families to update you on their living situation is as efficient as possible and unlikely to drop eligible students from your data or from services. Coordinating with the transportation department helps, too. As they find out that children have moved, they can give you a heads up so you know to check on whether the move was to permanent housing.

If you were to remove all the students and have them re-apply, it’s likely many would fall through the cracks. (Although a lot depends on what is involved in “re-applying”– If there is a system in place to reach out to the students and ensure those who remain homeless are not dropped from the program, that can work.)

Lastly, it’s a good idea to check with your State Coordinator. Based on the timing, clearing the database at the end of the school year could result in incorrect data reporting to the state, which would make that process a real problem.

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