Migrant Data 101 - Migrant Education Program

Migrant Data 101Preeti Choudhary, Christopher D. Hill, BenjaminStarr, and Patricia Meyertholen, OMEFebruary 18 , 2021The mission of the Office of Migrant Education is toprovide excellent leadership, technical assistance, andfinancial support to improve the educational opportunitiesand academic success of migratory children, youth,agricultural workers, fishers, and their families.

BEFORE WE GET STARTED!Participate! Ask Questions! Click the “Reaction” button and “Raise Hand” if youwould like to speak. Click the “Chat” button to ask questions. We are hereto help and will actively monitor the chat. For Technical Assistance during the meeting, pleasesend a private chat to “Technical Assistance – RTI”by selecting it in the dropdown menu in the chatwindow You may also call 212-444-8879 forcontractor technical support.R E S U LT S . E D.G OV

PURPOSE OF MIGRANT DATA 101 AND 102PRESENTATIONSOME seeks to: Increase understanding about the Migrant EducationProgram (MEP) data and MEP data submissions Discuss the data elements collected via the Certificate ofEligibility (COE), the Consolidated State PerformanceReport (CSPR)/EDFacts, the Migrant Student InformationExchange (MSIX) Raise awareness about the data OME uses to report onprogram performance (Government Performance ResultsAct (GPRA) measures) Improve MEP data submission accuracy and timelinessby sharing promising practices among StatesR E S U LT S . E D.G OV

INTRODUCTION AND OVERVIEWIn Migrant Data 101 and 102, we will review data what iscollected by the MEP, the reasons why, and ways thatdata are collected by the state education agency (SEA)and submitted to OME.Migrant Data 101COE Types of Data Use of DataCSPR/EDFacts File SpecificationsMigrant Data 102MSIX Minimum Data Elements(MDEs) Cybersecurity Updates and RemindersProgram Performance GPRAs Leading IndicatorsR E S U LT S . E D.G OV

TYPES OF MEP DATA COLLECTEDEligibility, DemographicChild Count, MEPFunded Services,Student DesignationsSEA MigrantSpecific DatabaseEnrollment, AssessmentCourse History, StudentDesignationsPerformance DataR E S U LT S . E D.G OV

USES OF MEP DATA Child eligibility determinations and quality control Category 1 and Category 2 Child Counts Allocations to SEAs Program management Program evaluation Student enrollment, placement, and credit accrual Participation in the MEPR E S U LT S . E D.G OV

HOW MEP DATA FLOWS7R E S U LT S . E D.G OV

MEP DATA FLOWCHARTEnrollment, Assessment,and/or Course HistoryData from LEAs and LOAsCertificate ofEligibility (COE)State AssessmentData State/CourseHistory Data fromLongitudinal DataSystems (SLDSs) andother StatedatabasesState MigrantSpecific DatabaseNCEScampusanddistrict IDsMigrant StudentInformation Exchange(MSIX)EdFacts and Consolidated StatePerformance Report (CSPR)R E S U LT S . E D.G OV

MEP DATA COLLECTIONINSTRUMENTSCOECSPR/EDFactsMSIXR E S U LT S . E D.G OV

MEP DATA COLLECTIONINSTRUMENTSCOECSPR/EDFactsMSIXR E S U LT S . E D.G OV

LEGAL REFERENCES FOR DATA COLLECTIONVIA THE COEStatuteElementary and Secondary Education Act, as amended(ESEA), Title I, Part A Section 1115(b)(1)(A); Title I, PartC, Sections 1304(c)(7) and 1309(2)Code of Federal Regulations34 CFR § 200.81 and 200.89 & 200.103(a)GuidanceNon-Regulatory Guidance for Title I, Part C, Educationof Migratory Children: Chapters II and IIIR E S U LT S . E D.G OV

CHILD ELIGIBILITY DATAA child is eligible for the MEP (and thereby eligible toreceive MEP services) if the child: Meets the definition of “migratory child”; and Has the basis for the State’s determination that thechild is a “migratory child” properly recorded on thenational Certificate of Eligibility (COE).R E S U LT S . E D.G OV

STATE RESPONSIBILITIES TO DOCUMENT THEELIGIBILITY OF MIGRATORY CHILDREN1. The SEA and local operating agencies (LOAs) must complete aCOE form established by the Secretary to document the State’sdetermination of the eligibility of each migratory child.2. The SEA and its LOAs must maintain any additionaldocumentation the SEA requires to confirm that each childfound eligible for the MEP meets all the eligibilityrequirements.3. The SEA is responsible for the accuracy of all determinations ofthe eligibility of migratory children identified in the state.4. The SEA must establish and implement a system of qualitycontrols for the proper identification and recruitment ofeligible migratory children.R E S U LT S . E D.G OV

NATIONAL COE Every child eligible for MEP services must have a COE onfile. The national COE, established by the Secretary, consists ofrequired data elements and required data sectionsnecessary for documenting a child’s eligibility for the MEP. A third part, for State-requested or required information, isoptional. Each State’s COE may look different, but every State’s COEmust include all the required data elements and therequired data sections contained in the national COE. Detailed information about the national COE requirements,including how to complete the COE and specifics about howa state may design its COE, is in the National Certificate ofEligibility (COE) Instructions.R E S U LT S . E D.G OV

COE DATA ELEMENTSCOE data elements submitted to the State migrant-specificdatabase populate MSIX through submission of the followingMDEs:MDE #NameMDE #Name4-8Child’s First, Middle, LastName and Suffix16-19Parent 1 and Parent 2 Firstand Last Names9Sex20Qualifying Arrival Date(QAD)10Birth Date21-23Qualifying Move from City,State, Country11Multiple Birth Flag24-25Qualifying Move to City,State15Birth Date Verification70Residency DateEligibility data on the COE is also used to calculate Category 1and Category 2 Child Counts in the State migrant-specificdatabase and is submitted to CSPR/EDFactsR E S U LT S . E D.G OV

QUALIFYING MOVES AND WORK SECTION1.The child(ren) listed on this form moved due to economic necessity from a residence in School district/ State / Country to a residence in School district /City/CityState .2.The child(ren) moved (complete both a. and b.):/a. as the worker, OR with the worker, OR to join or precede the worker.b.The worker, First Name and Last Name of Worker , is the child or the child’s parent/guardian spouse.i.The child(ren) moved on MM/DD/YY .ii.(Complete if “to join or precede” is checked in #2a.) The worker moved on MM/DD/YY (provide comment)3.The Qualifying Arrival Date was MM/DD/YY .4.The worker moved due to economic necessity on MM/DD/YY , from a residence in School District/ City/State/Country to a residence in School District/City/State, and:a. engaged in new qualifying work soon after the move (provide comment if worker engaged more than 60 days afterthe move), ORb. actively sought new qualifying work after the move AND has a recent history of moves for qualifying work(provide comment)5.The qualifying work,* describe agricultural or fishing work was (make a selection in both a. and b.):a. seasonal OR temporary employmentb. agricultural OR fishing work*If applicable, check: personal subsistence (provide comment)6.a.b.c.(Complete if “temporary” is checked in #5a) The work was determined to be temporary employment based on: worker’s statement (provide comment), OR employer’s statement (provide comment), OR State documentation for Employer .R E S U LT S . E D.G OV

POP QUIZ! - POLLWhich of the following is a false statement?A. Current address is contained in the QualifyingMoves and Work Section of the National COEB. The SEA is responsible for the accuracy of alldeterminations of the eligibility of migratorychildren identified in the state.C. A COE must be completed every time a childmakes a new qualifying move that would renewthe child’s eligibility for the MEP.R E S U LT S . E D.G OV

POLLRESULTSNational Certificate ofEligibility (COE)InstructionsR E S U LT S . E D.G OV

MEP DATA COLLECTIONINSTRUMENTSCOECSPR/EDFactsMSIXR E S U LT S . E D.G OV

LEGAL REFERENCES FOR CSPR, EDFACTS ANDGPRA DATA COLLECTIONSTitle VIII. General Provisions: Part C, Section8303, Consolidated Reporting (ESEA, asamended through P.L. 114-95).Code of Federal Regulations: 34 CFR 76.720Applies to a State’s reports required under 2CFR 200.327 (Financial Reporting) and 2 CFR200.328 (Monitoring and Reporting of ProgramPerformance).Guidance: MEP Guidance, March 2017,Chapter IX. Program Performance and ChildCount Reporting, pages 96-105.R E S U LT S . E D.G OV

STATE RESPONSIBILITIES FOR COLLECTINGEDFACTS AND CSPR DATA1. The SEA must have in place processes and procedures forcollecting and reporting EDFACTS and CSPR data to ED.2. The SEA should train LOA staff on key terms and definitions toensure reporting is consistent and accurate.3. The SEA should have processes in place to review localdocumentation, such as a project service types, projectenrollment lists, attendance rosters, teacher logs, etc. toconfirm the accuracy of data submitted to the SEA.4. The State Chief or his/her designee is required to attest, priorto submission of the CSPR, to the accuracy, reliability andvalidity of both the Category 1 and Category 2 child counts.R E S U LT S . E D.G OV

WHAT IS EDFACTS?EDFacts is a U.S. Department of Education (ED)initiative to collect, analyze, and promote the use ofhigh-quality, pre-kindergarten through grade 12 data.oSupports planning, policymaking, andmanagement/budget decision-making.oCentralizes data provided by SEAs.oCollects data on district and schooldemographics, program participation, andperformance data.R E S U LT S . E D.G OV

WHAT IS THE PURPOSE OF EDFACTS?EDFacts centralizes performance data supplied by SEAswith other data assets, such as financial grant information,within the Department to enable better analysis and use inpolicy development, planning and management. Thepurpose of EDFacts is to:oPlace the use of robust, timely performance data at thecore of decision and policymaking in education.oReduce state and district data burden and streamlinedata practices.oImprove state data capabilities by providing resourcesand technical assistance.oProvide data for planning, policy, and management atthe federal, state, and local levels.R E S U LT S . E D.G OV

MEP DATA COLLECTIONS - EDFACTSR E S U LT S . E D.G OV

EDFACTS FILE SPECIFICATIONS FS 121 Eligible Birth through 2 and Category 1 ChildCount FS 122 Eligible Birth through 2 and Category 2 ChildCount FS 054 MEP Services FS 145 MEP Instructional/Support Services FS 165 Consolidated MEP funds status FS 175 Mathematics Assessment Data – shared file FS 178 Reading/Language Arts Assessment Data –shared fileEDFacts Initiative Home 19-20-nonxml.htmlR E S U LT S . E D.G OV

MEP DATA COLLECTIONS - DATA ELEMENT BYFILE SPECIFICATIONFS121FileSpecificationFS122FS054FS145 Eligible Eligible and MEPstudentsmigratoryservedserved students – 12summer/intersession12 monthmonthtermSEA-LevelData Age/Grade Age/Grade PFS - Eligible OSY QAD OSY OSY IDEAFS175 Eligible Consolidated MATHmigratoryMEP ices Age/Grade Age/Grade ConsolidatedMEP FundsStatus PFS MEPServedServices Instruction OSYal Services SupportServices COS ELLFS165FS178 RLAASSESSMENTDATAR E S U LT S . E D.G OV

EDFACTS DATA SUBMISSION PORTALR E S U LT S . E D.G OV

WHAT IS THE CSPR? The CSPR is a reporting mechanism ED uses to collectinformation on the MEP and other formula grantprograms. The CSPR report provides timely information on theimplementation of Consolidated State Plans. The Department uses CSPR data to monitor States’progress in implementing ESEA and to identifytechnical assistance needs and program managementand policy needs. SEAs must submit a CSPR on an annual basis.R E S U LT S . E D.G OV

CSPR PART I: STUDENT ACADEMICACHIEVEMENT AND PARTICIPATION IN STATEASSESSMENTSCSPRNumberCSPRPART I1.2.1Data Element AcademicAchievement andParticipation ntGroup1.2.2Academic Achievementand Participation inReading/Language ArtsAssessmentFS178# Students who# Students Scoring at orReceived a Valid Score Above ProficientR E S U LT S . E D.G OV