Migrant Education Program New State Directors’ Orientation Tutorial Module 9: Coordination U.S. Department of Education Office of Migrant Education Tools for Program Improvement

Table of Contents Section Slide # Getting Started 3 What is Required 9 Coordination with Federal Programs and National Agencies 14 Strategies for Increasing Cross-Program Coordination 24 Interstate and Intrastate Coordination 33 Timely Transfer of Student Records 40 Wrapping Up 45

Getting Started In This Section Tutorial Objectives How to Use the Tutorial Icons to Guide You Key Readings and Resources

Tutorial Objectives Module 9 will enable new state directors to: Understand the legislative requirements for coordination across programs, Understand the legislative requirements for coordination across and within states, Increase cross-program coordination, Ensure the timely transfer of student records across school district and state lines, Understand the provisions in the Family Education Rights and Privacy Act (FERPA) pertaining to sharing student records, and Develop an action plan for improving coordination.

How to Use the Tutorial For optimal benefit from the tutorial, you should Allow sufficient time to read the slides, reflect on the information, and complete all activities on the slides or on the Quick Resource and Reflection Sheets (QRRS) that can be downloaded as worksheets; Read each slide as well as the information referenced in the slides; Engage with the “What Do You Think?” slides to facilitate interaction with the information (Answers will be provided directly following each of these slides.);

How to Use the Tutorial For optimal benefit from the tutorial, you should (cont.) Pause to reflect on your state program at the “Check-in” slides (A QRRS document will typically accompany these.); Complete the “Pop Quiz!” slides to reinforce key concepts; Review your state’s Migrant Education Program (MEP) documents and reports as directed; Develop an action plan using the worksheets provided; Add actionable items to your MEP planning calendar (QRRS 14.2.); and Contact your MEP Officer for follow-up questions.

Icons to Guide You The following icons will guide you in making best use of this tutorial: What Do You Think? Check-in Pop Quiz! Quick Reference & Reflection Sheet (QRRS) Action Planning Calendar Item Q! QRRS

Key Readings and Resources You should have these documents readily available while completing the module, as the module will refer to these documents for more complete information on various topics. MEP Guidance on the Education of Migratory Children under Title I, Part C of the Elementary and Secondary Education Act of 1965

What is Required In This Section Coordination with Other Programs Interstate and Intrastate Coordination Grants or Contracts to Improve Interstate and Intrastate Coordination Transfer of Student Records

Coordination with Other Programs Each SEA must have and implement a plan for describing how the state and its local operating agencies (LOAs) will ensure that the special educational needs of migrant children are identified and addressed through: The full range of services that are available through local, state, and federal educational programs, Joint planning among educational programs serving migrant children, The integration of services among educational programs, and Measurable program goals and outcomes. Section 1304(b)(1) of the ESEA, as amended

Interstate and Intrastate Coordination Each state must have and implement a plan for how the state will use funds to promote the interstate and intrastate coordination of services for migratory children Section 1304(b)(3) of the ESEA, as amended

Grants or Contracts to Improve Interstate and Intrastate Coordination The Secretary may make grants to, or enter into contracts with, state education agencies (SEAs), local education agencies (LEAs), institutions of higher education, and other public and nonprofit entities to improve the interstate and intrastate coordination among the agencies and educational programs available to migrant students. Section 1308(a)(1) of the ESEA, as amended See Module 13 for information on these grants.

Transfer of Student Records The state must promote interstate and intrastate coordination by providing for educational continuity through the timely transfer of pertinent school records, including information on health, when children move from one school to another, whether or not such moves occur during the regular school year. Section 1304(b)(3) of the ESEA, as amended

Coordination with Programs Funded by the U.S. Department of Education In This Section Some applicable U.S. Department of Education Programs

U.S. Department of Education Programs In general, MEP funds are to be used to address the needs of migratory children that are not addressed by other Federal, and non-Federal programs. Section 1306(b)(2) of the ESEA, as amended Title I, Part A Title I, Part A of the Elementary and Secondary Education Act as amended (ESEA), is designed to meet the educational needs of low-achieving children in schools with the highest levels of poverty by aligning high-quality assessments, systems of accountability, teacher preparation, curriculum, and instructional materials with challenging state academic standards.

U.S. Department of Education Programs Title I, Part A (cont.) LEAs must ensure that eligible migrant children receive Title I, Part A services on the same basis as other eligible children in schoolwide programs and targeted assistance schools. LEAs must coordinate and integrate Title I, Part A services with programs that serve migrant children.

U.S. Department of Education Programs Title III Title III of the ESEA, as amended, is designed to help ensure that children who are limited English proficient (LEP), including immigrant children and youth, attain English proficiency, develop high levels of academic attainment in English, and meet the same challenging state academic content and student academic achievement standards as all children are expected to meet.

U.S. Department of Education Programs Title III (cont.) If the LEA receives a Title III subgrant from the SEA, migrant children who are LEP must be selected to receive Title III services on the same basis as all other LEP children.

U.S. Department of Education Programs The McKinney Vento Act -- Education for Homeless Children and Youths The McKinney-Vento Act is intended to help ensure that children experiencing homelessness have access to the same free, appropriate public education and related services as their permanently housed peers so that they have an equal opportunity to meet the same challenging academic standards as other students.

U.S. Department of Education Programs McKinney-Vento (cont.) Migrant children and youth who fit the McKinney-Vento definition of homeless are entitled to rights and services to which all homeless children and youth are entitled.

Strategies for Increasing Cross-Program Coordination In This Section Cross-Program Coordination Basics Additional Cross-Program Coordination Strategies Identifying the Coordination Landscape

What Do You Think? Not only is cross-program coordination required in the law, but it has a number of important benefits. Can you think of three ways that coordination can improve the MEP? 1. 2. 3.

What Do You Think? - Reflection Following are some of the key benefits of cross-program coordination: Expansion of program capacity through access to resources, Greater awareness of the needs of migrant children and youth in other programs, More efficient use of resources across programs, and Greater community awareness and political clout through partnerships.

Cross-Program Coordination Basics Despite the benefits of cross-program coordination, coordination is labor intensive and time consuming, and poses challenges for busy people. How do you make coordination manageable?

Cross-Program Coordination Basics Coordination Basics for Busy People: Be intentional and have a clear purpose in mind. Select programs and agencies that have the greatest potential for assisting migrant children (do not spend time with those that do not). In creating a partnership, be attuned to what is needed and what can be expected at each stage of the partnership so that your efforts are not wasted.

Cross-Program Coordination Basics Think of coordination as a hierarchy of activities; note where a potential partnership is in the hierarchy in order to guide your approach.

What Do You Think? Read the following scenario and consider the best way to initiate a partnership. Up to this point, there has been no coordination between the MEP and Mc-Kinney-Vento (education program for homeless students). You would like meet with the Mc-Kinney-Vento state coordinator to discuss ways to ensure that migrant students experiencing homelessness can be identified for McKinney-Vento services. What level of interaction would be appropriate? How would you approach the state coordinator?

What Do You Think? - Reflection Following are some strategies to consider for a creating a new partnership: The first contact should be building awareness – ensure that the program administrator understands the needs of migrant children and how these needs might fit in with the mission and work of his/her program; Discuss the mutual benefits of coordination for both programs; and

What Do You Think? - Reflection Identify a basic coordination task that is easy to accomplish to “test the waters” (e.g., cross-training each program, developing a joint memo, or agreeing to serve on a task force together).

Additional Cross-Program Coordination Strategies Include other program coordinators on the development teams for the Comprehensive Needs Assessment (CNA) and/or Service Delivery Plan (SDP). Conduct joint trainings with other programs. Identify common goals and identify ways that each program can contribute toward these goals. Include coordination with specific programs in the SDP, with Measurable Program Outcomes (MPOs) to ensure accountability for the coordination.

Identifying the Coordination Landscape It is important to know basic information about programs with which the MEP can coordinate. Key questions: With which programs should the MEP collaborate? What can these other programs contribute to the MEP? What can the MEP offer to other programs? What is the history of collaboration? Who are the appropriate program contacts? See QRRS 9.1 – Identifying the Coordination Landscape

Identifying the Coordination Landscape The MEP cannot offer funds to another program unless the funds will directly benefit migrant students in proportion to the benefits they receive. However, contributions do not necessarily have to be monetary. For example, the MEP could assist with identifying whether migrant children are eligible for a partner’s program who (and vice versa) or the MEP could offer their staff expertise for a joint training or advisory committee that would benefit both migrant students and those participating in the another program.

Interstate and Intrastate Coordination In This Section Interstate Coordination Intrastate Coordination Examples of Interstate and Intrastate Coordination Services

Interstate Coordination Interstate coordination refers to collaborative activities undertaken by two or more states to improve the education of migrant children who are common to both states. Ideally, this term refers to the collaborative activities that two or more states assume to improve the education of migrant children who move between or among those states. MEP Guidance, Chapter VI, B3

Intrastate Coordination Intrastate coordination refers to efforts involving two or more LOAs within a state to improve educational services to migrant children common to those LOAs. The SEA may facilitate these efforts among LOAs, or the LOAs may conduct them directly. MEP Guidance, Chapter VI, B4

Examples of Interstate and Intrastate Coordination Services Developing academic credit accrual and academic credit exchange programs Collaborating in the development of a summer-term project curriculum Exchanging teachers and teaching materials Implementing a dropout prevention program in two or more states Meeting with other states to discuss issues related to the MEP MEP Guidance, Chapter IV, B5

What Do You Think? Instructions: Review the following scenario and list three interstate coordination activities that would enhance services for migrant students. A receiving state often finds that high school students from the sending state do not have courses and credits that align with their requirements for graduation. What are three coordination strategies to enhance secondary school credit accrual for migrants students who come to your state? 1. 2. 3.

What Do You Think? - Reflection Strategies to enhance coordination between the sending and receiving state: The receiving and sending state curriculum specialists and migrant state directors meet to identify course areas that do not align between the two states, and the two states develop a memorandum of agreement of course adjustments the sending state will make and adjustments in acceptable credits the receiving state will make; The receiving state provides school counselors who work with migrant students in the sending state with information on required courses for graduation so that the counselors can help students enroll in these courses before they move;

What Do You Think? – Reflection Strategies to enhance coordination between the sending and receiving state (cont.): Curriculum specialists in the receiving school district agree to review course schedules of migrant students in the sending school before the students actually transfer to advise on any needed requirements in the course offerings; and The sending school district assists students with accessing online courses offered in the receiving school district.

Timely Transfer of Student Records In This Section Ensuring Educational Continuity Strategies for Timely Transfer of Records Family Educational Rights and Privacy Act (FERPA)

Ensuring Educational Continuity Timely transfer of student records can reduce educational disruption of migrant students when they must transfer from one school to another. School officials will be able to make appropriate decisions regarding a student’s enrollment in school, grade placement, academic planning, and credit accrual and exchange. MEP Guidance, Chapter VI, D2

Strategies for Timely Transfer of Records School staff and staff of non-district LOAs are provided information and training on how to access migrant student records in the state records systems, and in the national database, Migrant Student Information Exchange (MSIX) (See Module 12). Schools staff and staff of non-district LOAs contact the sending school and request records by fax or email. The state MEP develops a policy for all LEAs that outlines procedures for timely transfer of student records.

Family Educational Rights and Privacy Act FERPA establishes the rights of parents to examine the content of their children’s school records and restricts transfer of school records without parental permission.

Family Educational Rights and Privacy Act Some exceptions to the need for parental permission: An LEA may transfer records to other school officials within the LEA (whom the LEA has determined to have legitimate educational interests), and An LEA may transfer records to officials of another school, school system, or institution of postsecondary education, where the student seeks or intends to enroll. The second exception above applies only if the LEA notifies parents annually of this policy. Visit the ED website for more information on FERPA.

Wrapping Up In This Section Key Points Action Planning Resources

Key Points Cross-program coordination takes many forms, from basic awareness building to sharing resources and policy development. Interstate and intrastate coordination can increase efficiency in serving migrant students who move from one state to another or one school district in a state to another. Timely transfer of student records can reduce the effects of educational disruption on migrant students.

Action Planning Consider the following questions to assist with planning cross-program coordination and interstate and intrastate coordination: With which programs is the MEP is currently coordinating? With which programs does the MEP need to strengthen connections? To what extent does the SDP include program coordination?

Action Planning What program administrators serve on the planning teams for the CNA or SDP? What procedures and processes are in place to facilitate the timely transfer of student records? How familiar are you and the LEAs or LOAs with FERPA regulations? See QRRS 9.2 – Coordination Action Plan Add any actionable items to your MEP planning calendar.

MEP Resources for Coordination MEP Guidance on Education of Migratory Children under Title I, Part C, of the Elementary and Secondary Education Act of 1965 – explanation of guidelines to implement the laws and regulations related to the MEP MEP Officers – list of OME contact information Glossary of Terms – alphabetical listing of key terms applicable to migrant education

New State Directors’ Orientation Tutorial This tutorial was developed by The SERVE Center at The University of North Carolina at Greensboro under contract number ED-08-CO-0111. Content for this tutorial was developed through a review, compilation, and synthesis of Authorizing statutes and regulatory guidance, Information and resources obtained from the www.ed.gov and http://RESULTS.ed.gov websites, Other documents shared by the Office of Migrant Education, State Migrant Education Program websites and related documents, and Other websites supporting the educational welfare of migrant children and youth. Note: Some links in this tutorial take the user to external websites provided by other organizations. The U.S. Department of Education cannot guarantee the accuracy of the information at these sites. The inclusion of these links is not intended to reflect their importance, nor is it intended to endorse any views or products of these organizations. No official endorsement by the U.S. Department of Education of any product, commodity, service, or enterprise mentioned in this publication is intended or should be inferred. Note: All images included in this tutorial are used with appropriate licensing agreement, or are copyright cleared or open source.