North Carolina Migrant Education National COE Discussion

Purpose The State Education Agency (SEA) is required to document every migrant child’s eligibility for the Migrant Education Program on the national Certificate of Eligibility (COE) created by the U.S. Department of Education (ED) and North Carolina’s Department of Public Instruction (NC DPI). The COE serves as the official record of the State’s eligibility determination for each individual child.

General Instructions Complete a COE every time a child makes a new qualifying move. The COE must be handwritten in blue or black ink. Write a dash (-) or “N/A” where a response is not required or does not apply. Complete a separate COE for a child who has a different Qualifying Arrival Date (QAD) or different eligibility criteria than the rest of the children in the family. Any changes made on the COE must be initialed and dated. The COE must be entered into the MIS2000 database within 2 weeks of being identified. The Local Educational Agency (LEA) must keep the COEs in a secure place for 11 years from the time a child is identified. If you are an LEA with Regional Data, keep the old COEs and send the latest ones to your Data Specialist. Programs that are closing need to send all COEs to DPI. The dash or N/A acknowledges that the inquiry was made. Any eligibility changes made on the COE must be initialed and dated by the parent, spouse, guardian, or worker next to his/her original signature.

I. Family Data (General Instructions) In this section of the COE, the recruiter will record the name and address of the child’s current parent(s)/guardian(s). Keep in mind that by “current parent(s)/guardian(s)” we are referring to the person currently responsible for the child’s welfare. If the child has more than one male and/or female parent or if the legal parent is different from the current parent, provide the name of the other/legal parent in the Comments section; if no parent information is disclosed, write a dash (-) or “N/A”.

I. Family Data (Elements) Record the name as it legally exists. Two last names. Hyphenated last name. Record the physical address of where the child currently resides. Identifying information. Record the current city/town, postal abbreviation of the state, 5-digit zip code and telephone number. Possible identifying information – trailer number, migrant camp, landmark, etc.

II. Child/Youth Data (Names) Last Name 1 – Record the legal last name of the child (if it’s legally hyphenated record it here with the hyphen). Last Name 2 – Record the second part of the name if the child legally has a multiple or last name. Record the first and middle name; where applicable, enter the child’s generation. Record the mother’s maiden name. If the child does not have a legally multiple/hyphenated last name then put a dash or N/A in the Last Name 2 section. Generation is part of the child’s legal name.

II. Child/Youth Data (Elements) Race – Ask two questions during interviews: 1) "Do you identify yourself (or the child) as Latino or Hispanic?“ 2) "Do you identify yourself (or the child) as American Indian/Alaska Native, Asian, Black, Native Hawaiian/Pacific Islander, and/or White?"  Example: Question - "Con quien se identifica usted (o su hijo/a)?“ In the Race* column you would enter "HI" for Hispanic if the person answered "yes" to question #1.  Then you would enter the answer(s) to question #2.  Example: Answer – “AM” American Indian/Alaskan, “AS” Asian, “BL” Black, “HI” Hispanic, “WH” White, “PI” Native Hawaiian or other Pacific Islander. Sex – “M” Male, “F” Female. Birth Date – Two-digit numbers for month and day, and the last two-digits of the year. Age – Record the child’s age. D.O.B. Code – Record the last two numbers that correspond to the evidence. 04 Birth Certificate 07 Parent Affidavit (Verbal Statement) 08 Passport Multiple Birth – Enter a “Y” if the student has a twin or a “N” is the student does not have a twin.

II. Child/Youth Data (Elements) Birth Place – Enter the city, state, and country. Current School – Enter the name of the school the child is currently attending. If the child is going to be enrolled in a school (within 1-2 weeks of the interview), enter the name of that school. If the child is going to be enrolled in a school (after 2 weeks of the interview), enter the county’s name followed by “MEP” (Lee MEP) and write the potential school’s information in the Comments section. If the child is out-of-school, enter the county’s name followed by “MEP” (Lee MEP). Enrollment Date - Enter the month, day, and year when the child was enrolled in that particular school. If the child is going to be enrolled in a school (within 1-2 weeks of the interview), enter the date of that future enrollment. If the child is going to be enrolled in a school (after 2 weeks of the interview), enter the interview date. Put the possible enrollment date in Comments section. If the child is out-of-school, enter the interview date. Grade – Enter the current grade-level, enter the grade-level the student would be going to if he/she is recruited during the summer, enter “OS” for a child that does not and will not attend school.

II. Child/Youth Data (Residency Date) The Residency Date is the date the child entered the present school district. Record the Residency Date. If it is the same as the Qualifying Arrival Date. If it is different from the Qualifying Arrival Date. If the child moved prior to the worker’s move, the residency date would precede the QAD. If the child qualified for the MEP on a previous move, the residency date would be later than the QAD. Use the child’s residency date.

III. Qualifying Move & Work (Residence) From a residence in… The last place of residency before the child and/or the worker moved in order to obtain qualifying work. To a residence in… The place of residency where the child and/or the worker moved to obtain qualifying work. If the child moved from one school district to another school district within the same U.S. city… Write the School District, and City in the “from” & “to” sections. If the child moved from one U.S. city to another U.S. city within the same U.S. state… Write the City, and State in the “from” & “to” sections. If the child moved from one U.S. state to another U.S. state… Write the City, and State in the “from” & “to” sections.. If the child moved from one country other than the United States to the United States... Write the State, and Country in the “from” section. Write the City, and State in the “to” section. Use the child’s residency information, if the parent has different residency information then write it in the Comments section. Try to obtain the city’s name if the move was from another country (not required).

III. Qualifying Move & Work (Move) On own as a worker… Mark the box if the child himself/herself moved in order to obtain qualifying work. With the worker… Mark the box if the child moved with a parent, spouse, or guardian. To join or precede the worker… Mark the box if the child moved within 12 months either before or after the parent, spouse, or guardian. Write the dates of the worker’s move and the child’s move and record the reason for the different moves in the Comments section. Write the worker’s first and last name and identify his/her relationship to the child (parent, spouse, guardian). If it is “self” do not mark any of the boxes.

III. Qualifying Move & Work (QAD) The Qualifying Arrival Date (QAD) is the date that both the child and worker completed the move. The QAD is the date that the child’s eligibility for the MEP begins. Qualifying Move & Arrival Date… If the child moved with the worker, write the date the child and worker arrived in the district. If the child moved before the worker, write the date the worker arrived to join the child. If the child moved after the worker, write the date the child arrived to join the worker. The child moved to enable the worker to obtain qualifying work.

III. Qualifying Move & Work (Obtain) Qualifying work, and obtained qualifying work… Mark this box if the worker was looking for and obtained qualifying work. Any work, and obtained qualifying work… Mark this box if the worker was looking for any work and obtained qualifying work within 36 months of the move. Qualifying work but did not obtain qualifying work… Mark this box if the worker was looking for qualifying work but did not obtain qualifying work. Mark “i” if the worker has a prior history of qualifying work; explain this history in the Comments section. Mark “ii” if there is evidence that the worker actively sought qualifying work but it was not available; explain this evidence in the Comments section.

III. Qualifying Move & Work (Work) The qualifying work… When describing the work, the recruiter should use an action verb (topping) and a noun (tobacco). Seasonal… Occurs only during a certain period of the year because of the cycles of nature. Temporary… The employment lasts no longer than 12 months. If “Temporary” is marked, go to #6 and mark if the work is determined to be temporary based on the worker’s statement, the employer’s statement, or the state’s documentation. Agricultural… The work involves crops, dairy, poultry, livestock, trees, etc. Fishing… The work involves fish, shellfish, etc. Personal subsistence… The worker and family consume, as a substantial portion of their food intake, the crops, dairy products, livestock, or fish they produce or catch.

IV. Comments The “Comments section” of the COE allows the recruiter to provide additional information or details that clarify the reasons for the recruiter’s eligibility determination. At a minimum, the recruiter must provide comments that clearly explain items 2bi, 4c, 5, 6a and 6b of the Qualifying Move & Work Section.

V. Signature The interviewee signs and dates the COE on the day the interview is conducted. The interviewee must also write his or her relationship to the child. The person who signs the COE must be the source of the information contained in the document. If the parent is unable to sign his or her name, the parent must mark an “X” in the signature section and the recruiter must print the parent’s name and relationship to the child in the Comments section. If a parent refuses to sign his or her name, the recruiter must document the parent’s refusal in the Comments section and print the parent’s name and relationship to the child.

VI. Eligibility Data Certification The recruiter signs and dates the COE on the day the interview is conducted. At least one reviewer must check each completed COE to ensure that the written documentation is sufficient and that, based on the recorded data, the child(ren) may be enrolled in the MEP. The reviewer must sign and date the COE on the day it was reviewed.

VII. Release of Records The interviewee marks the box to “Accept” or “Decline” (“Acepto” or “No Acepto”) the Release of Records statement. The interviewee then signs and dates the Release of Records on the day the interview is conducted. The interviewee must also write his or her relationship to the child.

VIII. OSY Pre-MEP Information Write “Y” if the child has attended school in the USA, and include the last grade attended Write “N” is the child has not attended school in the USA. Write the reason(s) for the dropout.

Questions/Comments