REGION I ESC Eligibility Reviewer Training Texas Migrant Education Conference November 15-17, 2006 Maria Elena Garza, NGS/Quality Control Specialist [email protected]

REGION I ESC

Eligibility Reviewer Eligibility Reviewer TrainingTraining

Texas Migrant Education ConferenceTexas Migrant Education ConferenceNovember 15-17, 2006November 15-17, 2006

Maria Elena GarzaMaria Elena Garza, , NGS/Quality Control SpecialistNGS/Quality Control Specialist

[email protected]@esconett.org

Region One ESCRegion One ESC1900 West Schunior1900 West Schunior

Edinburg, Texas 78541Edinburg, Texas 78541(956) 984-6000(956) 984-6000www.esc1.netwww.esc1.net

REGION I ESC

Purpose of Purpose of Eligibility Reviewer Training Eligibility Reviewer Training

To provide To provide intensiveintensive training on procedures training on procedures and re-interview & and re-interview & verification scenarios to verification scenarios to ensure accurate protocol ensure accurate protocol in the Texas Quality in the Texas Quality Control Plan.Control Plan.

REGION I ESC

AgendaAgendaEligibility Reviewers need to be Eligibility Reviewers need to be

familiar with…familiar with…1.1. Texas Quality Control ProceduresTexas Quality Control Procedures2.2. Eligibility Reviewer ResponsibilitiesEligibility Reviewer Responsibilities3.3. Eligibility ProcessEligibility Process4.4. PMOL ConcernsPMOL Concerns5.5. Non-qualifying PMOL Non-qualifying PMOL 6.6. Non-qualifying conditions Non-qualifying conditions 7.7. Mapping & networking Mapping & networking 8.8. Agricultural & Fishing Activities Agricultural & Fishing Activities 9.9. Required documentation for eligibility Required documentation for eligibility

determinations & comments for clarificationdeterminations & comments for clarification10.10. Validation ProcessValidation Process

REGION I ESC

Importance of Identification Importance of Identification and Recruitment (ID&R) and Recruitment (ID&R)

The State’s core responsibility is to ensure that only The State’s core responsibility is to ensure that only those children who are eligible for MEP are those children who are eligible for MEP are recruitedrecruited, , countedcounted and and servedserved::

State directs MEP-funded services State directs MEP-funded services onlyonly to to eligible migrant children; eligible migrant children;

MEP allocation is an accurate reflection of MEP allocation is an accurate reflection of children who are migrant; andchildren who are migrant; and

MEP’s integrity remains strong.MEP’s integrity remains strong.

Section 5.1Section 5.1

REGION I ESC

Quality Control PlanQuality Control Plan

Also ensures that:Also ensures that:

Annual eligibility validations are Annual eligibility validations are conducted by trained ESC migrant conducted by trained ESC migrant staff.staff.

COEs are randomly checked.COEs are randomly checked.


REGION I ESC

Texas Quality Control PlanTexas Quality Control Plan

All individuals involved in All individuals involved in identification and identification and recruitment for the MEP recruitment for the MEP must follow the guidelines must follow the guidelines and procedures outlined in and procedures outlined in section 5 of the ID&R section 5 of the ID&R manual.manual.

REGION I ESC

Texas Migrant Education Program Texas Migrant Education Program Quality Control ProceduresQuality Control Procedures

Know the Texas Quality Control ProceduresKnow the Texas Quality Control Procedures

1.1. Recruiters must be trained by their regional Recruiters must be trained by their regional ESC annually in ID&R and cannot begin ESC annually in ID&R and cannot begin recruiting students for the new school year recruiting students for the new school year until they have successfully completed the until they have successfully completed the training. (Only those individuals who have training. (Only those individuals who have undergone annual training can sign the COE-undergone annual training can sign the COE-2.3, 2.16, ID&R Manual).2.3, 2.16, ID&R Manual).

2.2. ESCs train all recruiters annually and certify ESCs train all recruiters annually and certify them on NGS by assigning each trained them on NGS by assigning each trained recruiter and reviewer an I.D.recruiter and reviewer an I.D.

5.25.2

REGION I ESC


3.3. Recruiters must always use the newest version Recruiters must always use the newest version of the Texas COE to record eligibility (2.3).of the Texas COE to record eligibility (2.3).

4.4. The COE Supplemental Documentation Form is The COE Supplemental Documentation Form is required for any family who does not rely on required for any family who does not rely on migrancy for the sole source of income (2.20). migrancy for the sole source of income (2.20). There are 2 ways to answer question 2:There are 2 ways to answer question 2:

““Migrant work is the family’s only livelihood Migrant work is the family’s only livelihood (2.21).” (2.21).”

Responses must be documented in the parent’s Responses must be documented in the parent’s words and completed in the presence of the words and completed in the presence of the parent (2.20).parent (2.20).

5.25.2

REGION I ESC


5.5. Trained eligibility reviewers verify recruiters’ Trained eligibility reviewers verify recruiters’ eligibility determinations.eligibility determinations.

The eligibility reviewer’s signature certifies that The eligibility reviewer’s signature certifies that the COE has been reviewed by a district the COE has been reviewed by a district official and that no concerns exist regarding official and that no concerns exist regarding the eligibility of any of the children listed on the eligibility of any of the children listed on the COE (2.16).the COE (2.16).

6.6. COEs requiring more than 1 comment are COEs requiring more than 1 comment are forwarded to the ESC (1.28-1.29 or back of forwarded to the ESC (1.28-1.29 or back of supplemental doc).supplemental doc).

5.25.2

REGION I ESC


7. 7. COEs are used on an intra-state basis (2.6)COEs are used on an intra-state basis (2.6)8.8. Residency verification occurs annually (9/1 Residency verification occurs annually (9/1

thru 11/1 ).thru 11/1 ).9.9. The ESC conducts annual eligibility validation The ESC conducts annual eligibility validation

in coordination with the LEA.in coordination with the LEA.10.10. ESC re-interviewers interview families if ESC re-interviewers interview families if

questions regarding the initial determination questions regarding the initial determination arise.arise.

11.11. The State MEP randomly selects children for The State MEP randomly selects children for eligibility review.eligibility review.

5.25.2

REGION I ESC

A recruiter asks the following….A recruiter asks the following….

WhoWho

What and WhereWhat and Where

WhyWhy

WhenWhen

To Investigate EligibilityTo Investigate Eligibility

REGION I ESC

Eligibility CriteriaEligibility Criteria

Who-children under 22, no graduation or Who-children under 22, no graduation or G.E.D.G.E.D.

What-worker is engaged in qualifying What-worker is engaged in qualifying activityactivity

When-within the last 36 monthsWhen-within the last 36 months Where-across school district boundariesWhere-across school district boundaries Why-PMOLWhy-PMOL

*Principal Means of Livelihood means that *Principal Means of Livelihood means that migrant work is necessary to sustain family.migrant work is necessary to sustain family.

REGION I ESC

ID&R: What’s New?ID&R: What’s New?

To the To the COECOE

To the To the SupplemenSupplemen

tal tal DocumentDocument

To the ID&R manualTo the ID&R manual

#24#24NA has NA has been been removeremove

dd

Reduced toReduced to2 questions2 questions

Residency VerificationResidency Verification has been extended has been extended 9/1-11/19/1-11/1

Residency verification chartResidency verification chart is included is included (4.31)(4.31)

CommentsComments for clarification (1.29) for clarification (1.29) Reg Flags has changed to Reg Flags has changed to PMOL ConcernsPMOL Concerns

(1.23)(1.23) Section 4 is divided by Section 4 is divided by toolstools first then first then

resourcesresources New Optional Forms: New Optional Forms: family surveyfamily survey (4.33), (4.33),

record of critical & non-critical record of critical & non-critical errorserrors (4.41) (4.41) Qualifying activity related to Qualifying activity related to transportingtransporting: :

“taking vegetable from field to the packing “taking vegetable from field to the packing shed” page (1.11)shed” page (1.11)

Clarification on Clarification on Professional workProfessional work (1.22) (1.22) Intra-stateIntra-state cooperation (2.6) cooperation (2.6) P2s turning P3P2s turning P3 Comments on COE (2.17) Comments on COE (2.17) Process for Process for Charter & magnetCharter & magnet schools (2.23) schools (2.23)

REGION I ESC

Eligibility ProcessEligibility Process

1.1. RecruiterRecruiter

begins by recruiting and identifyingbegins by recruiting and identifying2.2. Eligibility ReviewerEligibility Reviewer

Re-examines and verifies the eligibility of Re-examines and verifies the eligibility of migrant children on COEmigrant children on COE

3.3. NGS Data SpecialistNGS Data SpecialistEnters COE data into NGSEnters COE data into NGS

4.4. Re-InterviewerRe-InterviewerValidates child’s eligibilityValidates child’s eligibility

Section 5.4-5.5Section 5.4-5.5

REGION I ESC

1. The Recruiter

Potentially misidentified children - COE sent to State MEP

4. Re-Interviewer

2. The Eligibility Reviewer

COEback to recruiter for documentation/clarification.

3. The NGS Data Specialist

Key Roles in the Eligibility Process

5.85.8

REGION I ESC

4. ESC

1. LEA 2. ESC

3. State MEP

5. LEA

MAKING DIFFICULT ELIGIBILITY DETERMINATIONS

5.10

REGION I ESC

1. Role and Responsibilities of 1. Role and Responsibilities of the Recruiterthe Recruiter

Primary Role:Primary Role: Find and enroll eligible children.Find and enroll eligible children.

Responsibilities:Responsibilities: Attend annual training.Attend annual training. Locate families.Locate families. Gather facts & determine eligibility.Gather facts & determine eligibility. Keep records.Keep records. Additional duties.Additional duties.Section 3.2-3.4Section 3.2-3.4

REGION I ESC

Residency VerificationResidency Verification

The The recruiterrecruiter verifies between 9/1-11/1/06 that all verifies between 9/1-11/1/06 that all the children on the COE are present in the school the children on the COE are present in the school district within the reporting period 9/1-8/31.district within the reporting period 9/1-8/31.

Residency Verification - Date parent signed the Residency Verification - Date parent signed the COE. (for new COEs)COE. (for new COEs)

Residency Verification by: Residency Verification by: conducting face-to-face visit with the family; or conducting face-to-face visit with the family; or obtaining school PEIMS enrollment lists.obtaining school PEIMS enrollment lists.

Non-enrollees = ages 3-21 who are not attending Non-enrollees = ages 3-21 who are not attending school.school.


REGION I ESC

Termination of EligibilityTermination of Eligibility

Has no eligible moves within three Has no eligible moves within three years from the last QAD;years from the last QAD;

Graduates from high school/GED; orGraduates from high school/GED; or Turns 22 years of age.Turns 22 years of age.Section 1.25Section 1.25

MEP eligibility terminates when a student:

REGION I ESC

Who is Eligible for the MEP?Who is Eligible for the MEP?

ChildrenChildren, not their parents, are , not their parents, are enrolled in the MEP.enrolled in the MEP.

ChildrenChildren benefit from the services benefit from the services offered by the MEP.offered by the MEP.

Children qualify because they do the Children qualify because they do the qualifying work or they have moved qualifying work or they have moved with a parent/guardian who does the with a parent/guardian who does the qualifying work.qualifying work.

Section 1.3, 1.21Section 1.3, 1.21

REGION I ESC

Children should not be Children should not be included on the COE if:included on the COE if:

They were born after the QAD;They were born after the QAD; They have graduated from a U.S. high They have graduated from a U.S. high

school or have obtained a General school or have obtained a General Education Diploma (GED);Education Diploma (GED);

They did NOT move across school They did NOT move across school district lines with or to join the worker;district lines with or to join the worker;

They did not make a new qualifying They did not make a new qualifying move within three years (36 months) move within three years (36 months) of their existing QAD).of their existing QAD).

REGION I ESC

2. Role of the Eligibility Reviewer2. Role of the Eligibility Reviewer

Primary Role: to re-examine & verify the eligibility Primary Role: to re-examine & verify the eligibility of the children listed on the COE.of the children listed on the COE.

The Eligibility Reviewer must:The Eligibility Reviewer must:

1.1. Attend annual intensive training conducted Attend annual intensive training conducted specifically for reviewers by the ESC before specifically for reviewers by the ESC before conducting eligibility verification and signing COEs.conducting eligibility verification and signing COEs.

2.2. Carefully re-examine the COE and verify the Carefully re-examine the COE and verify the accuracy of all required information.accuracy of all required information.

3.3. Know and identify situations that require additional Know and identify situations that require additional documentation in the form of comments.documentation in the form of comments.

5.45.4

REGION I ESC

Role of the eligibility reviewerRole of the eligibility reviewer

The Eligibility Reviewer must:The Eligibility Reviewer must:

4.4. Know how additional documentation must be Know how additional documentation must be recorded on the COE and COE Supplemental recorded on the COE and COE Supplemental Documentation forms.Documentation forms.

5.5. Know how to interpret eligibility-related data Know how to interpret eligibility-related data on the New Generation System (NGS).on the New Generation System (NGS).

6.6. Know which qualifying agricultural and fishing Know which qualifying agricultural and fishing activities take place in the local area and activities take place in the local area and throughout the state and nation.throughout the state and nation.

5.55.5

REGION I ESC

Role of the eligibility reviewerRole of the eligibility reviewer

The Eligibility Reviewer must:The Eligibility Reviewer must:7. Verify eligibility based on the 7. Verify eligibility based on the

reviewer’s thorough knowledge of reviewer’s thorough knowledge of eligibility guidelines, as outlined in eligibility guidelines, as outlined in the Non-Regulatory Guidance and in the Non-Regulatory Guidance and in this manual.this manual.

8. Maintain an auditable work log 8. Maintain an auditable work log detailing the jobs and time spent detailing the jobs and time spent fulfilling the reviewer’s duties. (5.5)fulfilling the reviewer’s duties. (5.5)

5.55.5

REGION I ESC

Based on the eligibility review:Based on the eligibility review:

The Recruiter may be asked to revisit The Recruiter may be asked to revisit family.family.

A second recruiter may be asked to A second recruiter may be asked to visit family.visit family.

The family may be determined The family may be determined ineligible for the MEP. ineligible for the MEP.


REGION I ESC

Role of LEA in the Role of LEA in the Eligibility ProcessEligibility Process

After COE has been signed (by recruiter and After COE has been signed (by recruiter and reviewer) and entered into NGS:reviewer) and entered into NGS:

LEAs LEAs nevernever re-interview parent/worker to verify re-interview parent/worker to verify eligibility after the COE has been signed by the eligibility after the COE has been signed by the recruiter & eligibility reviewer & entered into NGS.recruiter & eligibility reviewer & entered into NGS.

COEs are forwarded to ESC.COEs are forwarded to ESC.Section 5.6Section 5.6

REGION I ESC

Sections of the COESections of the COE

I.I. Family DataFamily DataII.II. Eligibility Data Eligibility Data III.III. Child/School Data Child/School Data IV.IV. Parent/Guardian/Self Certification Parent/Guardian/Self Certification V.V. Eligibility Certification Data Eligibility Certification Data VI.VI. Continued Residency VerificationContinued Residency Verification Section 2.2Section 2.2

The COE is composed of the following parts:

REGION I ESC

Why Eligibility Criteria: Why Eligibility Criteria: PMOL ConcernsPMOL Concerns

Clarification should be documented on COE.Clarification should be documented on COE.

Family indicates that migrancy is the only Family indicates that migrancy is the only source of income, yet source of income, yet

the timeframe surrounding the qualifying move the timeframe surrounding the qualifying move is very limited.is very limited.

multiple moves are NOT made during the year.multiple moves are NOT made during the year. Worker or family members have positions that Worker or family members have positions that

are professional in nature, requiring training or are professional in nature, requiring training or higher education.higher education.

Non-entry level occupation, especially for non-Non-entry level occupation, especially for non-qualifying work; non-agricultural/fishing qualifying work; non-agricultural/fishing occupationsoccupations

1.231.23

REGION I ESC

Why Eligibility Criteria: Why Eligibility Criteria: PMOL ConcernsPMOL Concerns

Clarification should be documented on COE.Clarification should be documented on COE.

Moves from urban or non-traditional Moves from urban or non-traditional migrant areasmigrant areas

part-time non-agricultural/fishing part-time non-agricultural/fishing employmentemployment

non-migrant lifestylenon-migrant lifestyle1.231.23

REGION I ESC

Why Eligibility Criteria:Why Eligibility Criteria:Non-Qualifying Conditions Non-Qualifying Conditions

Related to Primary PurposeRelated to Primary Purpose

A single one day move.A single one day move. A move to relocate to the United States.A move to relocate to the United States. A move to seek non-agriculturally related A move to seek non-agriculturally related

work such a construction work.work such a construction work. A move to seek political asylum.A move to seek political asylum. A move from a country other than Mexico A move from a country other than Mexico

or Canada.or Canada.Section 1.20Section 1.20

REGION I ESC

Why Eligibility Criteria:Why Eligibility Criteria:Non-Qualifying Conditions Related Non-Qualifying Conditions Related

to Primary Purposeto Primary Purpose A move back to Mexico.A move back to Mexico. A move where a worker is returning form A move where a worker is returning form

doing agricultural work in Mexico, visiting doing agricultural work in Mexico, visiting a sick relative, or traveling for personal a sick relative, or traveling for personal reasons.reasons.

A move where a worker is returning to the A move where a worker is returning to the same job after taking a vacation or taking same job after taking a vacation or taking leave without pay.leave without pay.

A “to seek” move back to the worker’s A “to seek” move back to the worker’s homebase.homebase.

1.201.20

REGION I ESC

When Eligibility Criteria:When Eligibility Criteria:Non-Qualifying ConditionsNon-Qualifying Conditions

A first time “to seek” move;A first time “to seek” move; A second consecutive “to seek” move;A second consecutive “to seek” move; A “to seek” move back to the worker’s A “to seek” move back to the worker’s

home base.home base. A ‘to seek” short distance and/or short A ‘to seek” short distance and/or short

duration move.duration move. A ‘to seek” move where the worker never A ‘to seek” move where the worker never

arrived at the work site.arrived at the work site.Section 1.26Section 1.26

REGION I ESC


Any “to seek” move that cannot be Any “to seek” move that cannot be documented by well-established documented by well-established migratory pattern AND an explanation as migratory pattern AND an explanation as to why work was not obtained.to why work was not obtained.

A “to join” move in which a child’s move A “to join” move in which a child’s move occurs after a year of the worker’s occurs after a year of the worker’s move.move.

A move of a single day.A move of a single day. Moves for 7 day or less, unless required Moves for 7 day or less, unless required

documentation is supplied in the documentation is supplied in the comment section.comment section.

1.261.26

REGION I ESC


A move of short distance (100 miles or A move of short distance (100 miles or less), unless required documentation less), unless required documentation is supplied in the comment section.is supplied in the comment section.

A move with the purpose of A move with the purpose of establishing a new residence or establishing a new residence or permanent location.permanent location.

Permanent employment in a qualifying Permanent employment in a qualifying activity.activity.

Work in which a worker is hired on a Work in which a worker is hired on a “probationary basis.”“probationary basis.”

REGION I ESC


A move where a worker is returning from A move where a worker is returning from vacation, leave without pay, doing agricultural vacation, leave without pay, doing agricultural work in Mexico, visiting a sick relative, or work in Mexico, visiting a sick relative, or traveling for personal reasons.traveling for personal reasons.

A move for political asylumA move for political asylum An international move from a non-border country.An international move from a non-border country. Activities involving transporting or hauling.Activities involving transporting or hauling. Personal subsistence.Personal subsistence. Daily commuting.Daily commuting. Activities, or a series of activities, that would be Activities, or a series of activities, that would be

either temporary or permanent.either temporary or permanent. Supplemental income involving work in a Supplemental income involving work in a

professional or certified field.professional or certified field.1.271.27

REGION I ESC

What is an eligibility What is an eligibility comment?comment?

There are eleven comments There are eleven comments related to eligibility that must be related to eligibility that must be supplied on a COE. supplied on a COE.

From “The Weekly Recruiter” July From “The Weekly Recruiter” July 12, 200612, 2006

REGION I ESC

Required Documentation:Required Documentation:Comments Needed on COEComments Needed on COE

““To seek” moveTo seek” move

Short distance moveShort distance move

Short duration moveShort duration move

Temporary employmentTemporary employment

““To join” move To join” move

Qualifying move back to home Qualifying move back to home basebase


REGION I ESC

Required Documentation:Required Documentation:Comments Needed on COE (cont.)Comments Needed on COE (cont.)

Multiple intent moveMultiple intent move

Early moveEarly move

Industrial survey Industrial survey

Unusual qualifying workUnusual qualifying work

Series of activities that could be Series of activities that could be considered year roundconsidered year round

Industrial surveyIndustrial surveySection 1.29Section 1.29

REGION I ESC

What is a procedural comment?What is a procedural comment?

A procedural comment is a comment that A procedural comment is a comment that clarifies an item on the COE that is not directly clarifies an item on the COE that is not directly related to the eligibility determination. related to the eligibility determination. Examples of procedural comments are:Examples of procedural comments are: A second COE was needed to include all the A second COE was needed to include all the

children in the family who made the move children in the family who made the move with the worker; with the worker;

The child was the worker but, because of The child was the worker but, because of age, the mother signed the COE. Child was age, the mother signed the COE. Child was present during the interview and supplied present during the interview and supplied the information; or the information; or

Comment references another COE on file.Comment references another COE on file.

From “The Weekly Recruiter” July 12, 2006From “The Weekly Recruiter” July 12, 2006

REGION I ESC

Required for Clarification Purposes:Required for Clarification Purposes:Additional CommentsAdditional Comments

GuardianGuardian

SelfSelf

Cross-Referencing ChildrenCross-Referencing Children

Intrastate MovementIntrastate Movement

Changes on the COEChanges on the COE1.291.29

REGION I ESC

Basic Steps for AccuracyBasic Steps for Accuracy

Complete COE using Complete COE using black or black or blueblue ink; ink; Corrections are made using Corrections are made using redred ink, dated and initialed ink, dated and initialed

(Section 2.5);(Section 2.5); Review COE for blanks;Review COE for blanks; Compare Qualifying Arrival Date (QAD) vs. Residency Compare Qualifying Arrival Date (QAD) vs. Residency

date;date; Include all necessary comments to support eligibility;Include all necessary comments to support eligibility; Check COE for accuracy, legibleness and neatness;Check COE for accuracy, legibleness and neatness; Must be completed in Must be completed in English onlyEnglish only; ; Recruiters MUST not give the parents a copy until all Recruiters MUST not give the parents a copy until all

signatures have been obtained & eligibility has been signatures have been obtained & eligibility has been established. established.


REGION I ESC

Critical and Non-Critical ErrorsCritical and Non-Critical Errors4.414.41

A critical error is data or information that indicates that A critical error is data or information that indicates that the children listed on the COE are not eligible for the children listed on the COE are not eligible for migrant services. Examples of critical errors are the migrant services. Examples of critical errors are the following:following: Child did not accompany worker; Child did not accompany worker; Move was to permanently re-locate; or Move was to permanently re-locate; or Work was of a permanent nature.Work was of a permanent nature.

A non-critical error is data or information that is missing A non-critical error is data or information that is missing or is specified incorrectly, but is not essential to or is specified incorrectly, but is not essential to identifying the children listed on the COE as eligible for identifying the children listed on the COE as eligible for migrant services. Examples of non-critical errors are:migrant services. Examples of non-critical errors are: Lack of supporting comments on COE; Lack of supporting comments on COE; Lack of specific detail in qualifying activity; or Lack of specific detail in qualifying activity; or Wrong dates reported on COE.Wrong dates reported on COE.

From “The Weekly Recruiter” July 12, 2006From “The Weekly Recruiter” July 12, 2006

REGION I ESC

Forward COEs forForward COEs forAdditional ReviewAdditional Review

LEA to ESCLEA to ESC COEs containing more than one comment (may be forwarded from COEs containing more than one comment (may be forwarded from

ESC to State MEP if unable to make an eligibility determination).ESC to State MEP if unable to make an eligibility determination). PMOL concerns (may be forwarded from ESC to State MEP if unable PMOL concerns (may be forwarded from ESC to State MEP if unable

to make an eligibility determination).to make an eligibility determination). COEs on existing QADs containing conflicting qualifying information COEs on existing QADs containing conflicting qualifying information

(may be forwarded from ESC to State MEP if unable to make an (may be forwarded from ESC to State MEP if unable to make an eligibility determination).eligibility determination).

LEAs cannot change QADs on COEs. LEA must forward COE and LEAs cannot change QADs on COEs. LEA must forward COE and reasons why QAD should be changed to the ESC migrant staff. reasons why QAD should be changed to the ESC migrant staff. (ESC should check with the state if unsure if new QAD falls outside (ESC should check with the state if unsure if new QAD falls outside of the reporting window).of the reporting window).

Extenuating circumstances.Extenuating circumstances. Potentially misidentified childrenPotentially misidentified children

Section 5.Section 5.

REGION I ESC

Forward COEs forForward COEs forAdditional Review (cont.)Additional Review (cont.)

From ESC to StateFrom ESC to State

Extenuating circumstancesExtenuating circumstances Potentially misidentified childrenPotentially misidentified children


REGION I ESC

ExceptionsExceptions

Children Children not eligiblenot eligible for the MEP:for the MEP: Children who are born after the qualifying arrival Children who are born after the qualifying arrival

date.date. Children who did not make the move across Children who did not make the move across

school district lines or to join the worker.school district lines or to join the worker. Youth who have graduated from a U.S. high Youth who have graduated from a U.S. high

school or have obtained a General Education school or have obtained a General Education Diploma (GED).Diploma (GED).

Did not make a new qualifying move within three Did not make a new qualifying move within three years of the existing QAD.years of the existing QAD.


REGION I ESC

COE Copy DistributionCOE Copy Distribution

After the form is signed by the recruiter and the eligibility After the form is signed by the recruiter and the eligibility reviewer, the copies should be distributed as follows:reviewer, the copies should be distributed as follows:

The recruiter should give the The recruiter should give the goldenrodgoldenrod copy to the copy to the parent/guardian/worker.parent/guardian/worker.

The original (white) form should be filed in the auditable The original (white) form should be filed in the auditable file for the district or the fiscal agent.file for the district or the fiscal agent.

The The yellowyellow copy should be forwarded to the ESC. copy should be forwarded to the ESC. The The pinkpink copy should be forwarded to the PEIMS clerk copy should be forwarded to the PEIMS clerk

unless arrangements have been made to keep PEIMS unless arrangements have been made to keep PEIMS copy in the migrant department/office.copy in the migrant department/office.


REGION I ESC

Yellow CopiesYellow Copies

The Texas MEP recommends that in districts The Texas MEP recommends that in districts with more than 100 identified migrant with more than 100 identified migrant students, the ESC select a random sample students, the ESC select a random sample of at least 1% of the yellow copies of at least 1% of the yellow copies submitted to them to review for non-critical submitted to them to review for non-critical as well as for critical errors. This should be as well as for critical errors. This should be done as part of the ESCs ongoing quality done as part of the ESCs ongoing quality control process. When errors are found, the control process. When errors are found, the ESC must contact the district to follow up in ESC must contact the district to follow up in terms of eligibility determinations and/or to terms of eligibility determinations and/or to make corrections on the COE as needed.make corrections on the COE as needed.

5.75.7

REGION I ESC

Maintaining Auditable FilesMaintaining Auditable Files

The original Certificate of Eligibility The original Certificate of Eligibility must be maintained by the fiscal agent. must be maintained by the fiscal agent. The fiscal agent must also maintain The fiscal agent must also maintain documentation regarding annual documentation regarding annual training of all individuals signing the training of all individuals signing the COE.COE.

Retention of COE (original) is 10 years Retention of COE (original) is 10 years from the QAD from the QAD


REGION I ESC

Why Mapping and Networking?Why Mapping and Networking?

To locate all migrant children residing To locate all migrant children residing within the state:within the state: Map where migrant families reside;Map where migrant families reside; Map agriculture and fishing areas; Map agriculture and fishing areas; Maintain lists of migrant housing;Maintain lists of migrant housing; Conduct community and industrial Conduct community and industrial

surveys;surveys; Network with agencies.Network with agencies.


REGION I ESC

Texas Fresh Produce Texas Fresh Produce Availability ChartAvailability Chart

Created by the Texas Department of Created by the Texas Department of Agriculture.Agriculture.

Information on the months when the fruits Information on the months when the fruits and vegetables are available in different and vegetables are available in different regions of the state.regions of the state.

Familiarizes recruiter with produce Familiarizes recruiter with produce season/cycle.season/cycle.

Section 4.27, 4.29-4.32Section 4.27, 4.29-4.32

REGION I ESC

3. NGS Data Specialist3. NGS Data Specialist

Enters COE data into NGSEnters COE data into NGS Possible 3Possible 3rdrd prong/eye in prong/eye in

eligibility processeligibility process

REGION I ESC

4. Eligibility Validation4. Eligibility Validation

The ESC is responsible for conducting The ESC is responsible for conducting eligibility validations for the entire eligibility validations for the entire regionregion. . Children chosen for the eligibility validation Children chosen for the eligibility validation process may be located:process may be located: In independent project districtsIn independent project districts SSA member districts; or SSA member districts; or Non-projects districts.Non-projects districts.

Section 5.Section 5.

REGION I ESC

Eligibility Validation Eligibility Validation Process for ESCProcess for ESC

Receive list of children selected for process Receive list of children selected for process from State MEP.from State MEP.

Collect copies of COEs corresponding to Collect copies of COEs corresponding to reporting period.reporting period.

Review COE and information on family.Review COE and information on family. Contact district to schedule re-interview.Contact district to schedule re-interview. Local MEP recruiter may accompany the re-Local MEP recruiter may accompany the re-

interview.interview.Section 5.13Section 5.13

REGION I ESC

Eligibility Validation Process Eligibility Validation Process (cont.)(cont.)

Re-interviewer follows questions in Re-interviewer follows questions in order on Eligibility Validation form. order on Eligibility Validation form.

Then re-interviewer may use the Then re-interviewer may use the COE and other data to review for COE and other data to review for discrepancies.discrepancies.


REGION I ESC

Eligibility Validation Eligibility Validation Process…Process…

ESC migrant contact will thoroughly ESC migrant contact will thoroughly review the re-interviewer’s notes to review the re-interviewer’s notes to verify that the re-interviewer has verify that the re-interviewer has confirmed the following and has confirmed the following and has addressed the following:addressed the following:

1.1. If the sample child made the move;If the sample child made the move;

2.2. The dates of the move;The dates of the move;

3.3. The locations involved in the move; and The locations involved in the move; and

4.4. The qualifying activity.The qualifying activity.5.175.17

REGION I ESC

Importance ofImportance ofQuality ControlQuality Control

Some Final Words:Some Final Words: All roles share in the effort.All roles share in the effort.

School districts, region ESCs, and the State School districts, region ESCs, and the State MEP can be assured that:MEP can be assured that: Eligibility determinations are correctEligibility determinations are correct Texas MEP will continue to reach the Texas MEP will continue to reach the

many children we all strive to serve.many children we all strive to serve.Section 5.14Section 5.14

REGION I ESC

ScenariosScenarios Please review the 8 COEs Please review the 8 COEs

and document information and document information requested on the eligibility requested on the eligibility review form.review form.

Documents

REGION I ESC Eligibility Reviewer Training Texas Migrant Education Conference November 15-17, 2006 Maria Elena Garza, NGS/Quality Control Specialist [email protected]