Migrant Student Information Exchange (MSIX) State Data Quality Grants Presented by the Office of Migrant Education, US Department of Education April

Presenters Sarah Martinez Migrant Education Program (MEP) Policy Lead (202) Patricia Meyertholen MSIX Project Manager (202)

Agenda Objectives Legal references for records exchange MSIX State Data Quality Grants: Background Four requirements, including funding formula Examples of possible uses of grant funds Application process Timeline Questions

Objectives Provide interested applicants with key information regarding FY 2016 MSIX State Data Quality Grants, including the requirements, application process, and timeline Engage attendees in discussion regarding possible uses of grant funds

Legal References for Records Exchange Statute: Sections 1304(b)(3) and 1308(b) of the Elementary and Secondary School Act of 1965 (ESEA), as amended by the No Child Left Behind Act of 2001 (NCLB) Code of Federal Regulations: 34 CFR (c)) Guidance: Chapter VI, Section D of the Non-Regulatory Guidance for the Title I, Part C Education of Migratory Children, 2010

MSIX State Data Quality Grants Authorized under section 1308(b) of the ESEA, as amended by NCLB Non-competitive formula grants to State Educational Agencies (SEAs) operating Migrant Education Programs (MEPs) Application letter required To assist SEAs and their local operating agencies (LOAs) in implementing the interstate electronic exchange of migrant children's records through MSIX Subject to the availability of funds in any fiscal year

MSIX State Data Quality Grants: Background FY 2008: first year that the Department issued these grant awards to SEAs All awards from FY 2008 to date are subject to the requirements in the Notice of final requirements, published in Federal Register July 23, 2008 Lessons learned: unobligated funds returned to Treasury Rationale for issuing the awards again in FY 2016

MSIX State Data Quality Grants: Requirement 1 In consultation with the LOAs and the State’s parent advisory council, each SEA will determine how these funds will be used in the State. SEAs must use these funds only to help pay for additional costs that their agencies and the LOAs in their States may assume for various activities related to the transfer of the Minimum Data Elements (MDEs) to and through MSIX.

MSIX State Data Quality Grants: Requirement 1 (cont.) Examples of these activities include: (a) Enhancements to the State’s migrant or State student database to ensure the inclusion of the MDEs in accordance with MSIX data specifications; (b) Staffing or information technology (IT) services needed for the collection, data entry, and maintenance of the MDEs or the connectivity to MSIX; (c) Development of manuals, procedures, pamphlets, or other materials that support the implementation of the State’s records exchange program; and (d) Support for activities directly related to staff training on the use of MSIX, including staff attendance and travel to MSIX meetings and workshops.

MSIX State Data Quality Grants: Requirement 2 Only an SEA that receives an MEP Basic State Formula grant award is eligible to receive an MSIX State Data Quality grant. To receive an MSIX State Data Quality grant, an SEA must submit a letter, signed by the Chief State School Officer or his or her authorized representative, (a) requesting an MSIX State Data Quality grant award, and (b) providing an assurance that these funds will be used only for activities that comport with the requirements in this notice of final requirements. In each fiscal year for which sufficient section 1308 funds are available, the Department will announce the estimated amount of each grant award and invite SEAs to submit their letters of application on or before a date that the Department specifies.

MSIX State Data Quality Grants: Requirement 3 These grant awards are subject to the financial reporting requirements in section of the Education Department General Administrative Regulations (EDGAR) (34 CFR 80.41)*. *Note that the requirements in Part 80 of EDGAR have now been subsumed under the Uniform Guidance (2 CFR Part 200)

MSIX State Data Quality Grants: Requirement 3 (cont.) With regard to performance reporting, the Department does not apply the provisions contained in section 80.40(b)* of EDGAR. Instead, the Department will use program monitoring conducted in conjunction with the overall MEP Basic State Formula Grant program as a means of obtaining information, including supporting documentation, on how the SEA and LOAs in the State used MSIX State Data Quality grant funds to support MSIX-related activities. Monitoring activities will examine progress relative to the MSIX efficiency measure, which assesses the percentage of migrant student records that are consolidated when school enrollment has occurred in more than one State. *Note that the requirements in Part 80 of EDGAR have now been subsumed under the Uniform Guidance (2 CFR Part 200)

MSIX State Data Quality Grants: Requirement 4 In any year in which funds are available for this program under section 1308, the Department will award these grants using the following two-tiered formula: 75% of the total amount available will be awarded in equal amounts to each SEA with a MEP Basic State Formula grant award; and The remaining 25% of the funds will be awarded proportionally relative to the amount of each State’s Basic MEP State Formula grant award made on July 1 of the fiscal year; except that No SEA may receive an MSIX State Data Quality grant award that exceeds 20 % of its Basic State Formula grant award.

MSIX State Data Quality Grants: Award estimates We provided FY 2016 award estimates assuming that all eligible SEAs apply, and based on an estimated total of $2.75 million available Exact amounts will be adjusted after applications are received and the total amount available is confirmed.

MSIX State Data Quality Grants – Usage Ideas 1.Travel costs, including logistical support, to permit state, regional or district-level staff or working groups to discuss the intrastate processes that are required to fully collect or utilize MSIX information in the State; 2.Travel costs by such staff or working groups, including logistical support, to another State from or to which your State’s migrant children move in order to discuss common records exchange issues and ways to facilitate a child’s enrollment, placement, or accrual of credits with the MDE that will be received from MSIX;

MSIX State Data Quality Grants – Usage Ideas (cont.) 3.Travel costs for such staff or working groups, including logistical support, to a State that does not share migrant children with your State in order, where necessary, to discuss best practices in the use of migrant data via MSIX or to gain necessary knowledge or expertise regarding exemplary practices in collecting and transmitting migrant data to and from MSIX; 4.Studies to analyze methods to improve or automate the collection of MDEs from other State-wide data sources;

MSIX State Data Quality Grants – Usage Ideas (cont.) 5.Purchase of technologies that will streamline the transmission or improve the quality of the MDEs; 6.Hiring of additional staff to assist in improving the quality of the MDEs in the state’s migrant child database (e.g. verifying and inputting NCES IDs, updating missing data elements, performing quality checks on existing data, etc.);

MSIX State Data Quality Grants – Usage Ideas (cont.) 7.Hiring of additional technical staff or increased funding for existing technical contractors to create logic programs and reports that identify data anomalies in the State’s migrant child database; and 8.Development of educational materials for (or conduct meetings with) migrant parents and/or migrant recruiters to inform them of the purposes of MSIX and the importance of accurately reflecting data on the certificate of eligibility (COE) and how that data is relevant to the MSIX MDE.

Application Process Submission of a letter from the Chief State School Officer (or other authorized SEA official) requesting the grant funds and providing an assurance that the funds are to be used only for the purposes established in the Notice. SEAs may use either the template application letter provided by OME or one of its own. In order to be considered for funding, ED must receive the SEA’s signed application letter on or before the May 31, 2016 deadline.

Timeline for MSIX State Data Quality Grants DateEvent April 5, 2016MEPSTATE listserv announcement April 12, 2016 s to Chief State School Officers (CSSOs) and MEP State Directors April 20, 2016Informational webinar for interested applicants April 29, 2016Reminder on MEPSTATE listserv May , 2016 MEP Program Officer s and phone calls to MEP State Directors who have not responded May 31, 2016Application deadline September 30, 2016MSIX State Data Quality Grants awarded to SEAs September 30, 2017Deadline for obligations December 30, 2017Deadline for draw downs

Questions?

Contacts Sarah Martinez Migrant Education Program (MEP) Policy Lead (202) Patricia Meyertholen MSIX Project Manager (202)