Advanced MEP Eligibility & COE Completion Presented by: Louisiana MEP ID&R Team

Authorities Statute Code of Federal Regulations Guidance Sections 1115(b) and (c), 1304(c)(2), and 1309 of the Elementary and Secondary Education Act (ESEA) of 1965, as amended by the Every Student Succeeds Act (ESSA) of 2015 Code of Federal Regulations 34 C.F.R. 20.81, 200.103, and 200.89(c) National Certificate of Eligibility (COE) Instructions (OMB Control Number 1810-0662) Guidance Chapter II of the Non-Regulatory Guidance for the Title I, Part C Education of Migratory Children

Agenda COE Completion Resources COE Instructions Additional Topics General Family Tab Eligibility Tab Child(ren) Tab Signatures Tab Additional Topics COE Status QAD & Residency Date Comments Section & Short Duration Moves

COE Completion Resources National COE Instructions: https://www2.ed.gov/programs/mep/legislation.html LMEP ID&R Website: https://louisianamigrantidr.com/ LMEP ID&R Team: idr.team@louisiana-mep.org

General If there are any ID&R questions, including questions about specific COEs, send an email to the Louisiana ID&R Team: idr.team@louisiana-mep.org Emailing the whole team will ensure that everybody receives the message and is on the same page.

General Take your time! Review every field on the COE for spelling and consistency Use the resources at your disposal National COE Instructions LMEP ID&R Website MERIL2 COE Instructions MERIL2 COE Cheat Sheet MERIL2 Mexico Cities and Villages Codes, Country Codes, Central American Department Codes Google (names of school districts, spelling of towns, etc.) Submit the COE within one business day of the COE Date

MERIL2 COE Cheat Sheet

MERIL2 COE Instructions

MERIL2 COE Review Checklist

MERIL2 Central American Codes

Family Tab Male & Female Parent/Guardians: If the student is an OSY, we do not need to record their name in the parent/guardian section. Leave this field blank when this is the case. These instructions are in accordance with the National COE Instructions from the Office of Migrant Education

Eligibility Tab 2b. The worker: If the student is an OSY, we will need to type the student’s name into this section since MERIL2 creates a dropdown list based on the parent/guardian fields. The name shall be typed in the following format “Last Name, First Name”

Eligibility Tab 2b. The worker: Only choose one worker for this section. If both parents/guardians engaged in qualifying work, include this information with the name of the other parent/guardian in the comments section.

3. Qualifying Arrival Date 1. Migratory Qualifying Worker Eligibility Tab 2. Migratory Child 3. Qualifying Arrival Date 1. Migratory Qualifying Worker

Eligibility Tab 4A vs 4B

Eligibility Tab 4A VS 4B

Eligibility Tab 4A Within the past 36 months… The migratory qualifying worker made a qualifying move and engaged in qualifying work soon after the move.

Eligibility Tab 4B Within the past 36 months… The migratory qualifying worker made a qualifying move and, soon after the move, actively sought qualifying work and has a recent history of moves for qualifying work.

Eligibility Tab 4B Within the past 36 months… The migratory qualifying worker made a qualifying move and, soon after the move, actively sought qualifying work and has a recent history of moves for qualifying work.

Eligibility Tab School districts: If the school districts are from out of the country, we do not need to record the name of the school district. Input the name of the country when this is the case.

Child(ren) Tab Last Grade: From the dropdown list, select the grade that the student has last completed. For students that completed grades in different countries, refer to the “MERIL2 COE Cheat Sheet” document or if the country is not listed, conduct research to determine the appropriate grade level.

Regular School Enrollment Child(ren) Tab Relationship: Select from the dropdown list each child’s relationship to the worker Type: Select the appropriate enrollment code: N Non-Participant The student is not participating in any Migrant Education Program (MEP) projects. P Participant MEP Funded Project R Regular School Enrollment Basic School Program and Regular Term MEP Funded Project S Summer School Summer School/Intersession MEP-Funded Project

Child(ren) Tab DOB Code: Input the code below that corresponds to the document that you used to verify the student’s information. 1003 – baptismal or church certificate; 1004 – birth certificate; 1005 – entry in family Bible; 1006 – hospital certificate; 1007 – parent’s affidavit; 1008 – passport; 1009 – physician’s certificate; 1010 – previously verified school records; 1011 – State-issued ID; 1012 – driver’s license; 1013 – immigration document; 2382 – life insurance policy; or 9999 – other. If written evidence is not available, the interviewer may rely on the interviewee’s verbal statement. In such cases, the interviewer should record “1007” – the number that corresponds to “parent’s affidavit.”

Signatures Tab Migrant Section “Signed by” This field automatically populates based on the information in the parent/guardian fields. If the student is an OSY, it will populate based on the child’s name in the Child(ren) tab. The child must be marked as “OS” in their grade field in order to be added to this dropdown box.

Additional Topics

COE Status

COE Status Incomplete New Eligible Verified COE created by the recruiter New Submitted by the recruiter Eligible Deemed eligible by the first level of review Verified Student information has been verified in MSIX and MERIL2

COE Status Reviewed Accepted Rejected All information reviewed for eligibility, accuracy and consistency Accepted Accepted by the state DOE Rejected The COE has been sent back to the recruiter for revisions

COE Status COE Review Process Accepted Melanie, LA0, approved the COE Reviewed Matt, LA1015, reviewed for eligibility and consistency Verified Traci, LA1005, verified student information Eligible Nae, LA1004, completes initial review New Recruiter completes, submits a new COE Incomplete Recruiter creates a new COE

COE Status COE Rejection Process Rejected Traci, LA1005, rejects the COE for incorrect student information. Eligible Nae, LA1004, corrects the information or sends it back to recruiter for revision. New Recruiter reviews the Log and corrects or confirms the COE information.

COE Status COE Rejection Process Rejected Matt, LA1015, rejects the COE for revisions. Verified Eligible Nae, LA1004, corrects the information or sends it back to recruiter for revision. New Recruiter reviews the Log and corrects or confirms the COE information.

COE Status This COE Log indicates the COE has been “reviewed” and is awaiting approval by the state, LA0.

Include only what is necessary! Comments Section Include only what is necessary! #2bi: The child and worker moved separately, including when the worker moved from a different district than the child. #4B: The worker did not engage in new qualifying work soon after the qualifying move but actively sought qualifying work and has a recent history of moves for qualifying work. The worker is a migratory agricultural worker or migratory fisher on the basis of “personal subsistence” #6: The employment is temporary based on the worker’s statement or the employer’s statement. The student(s) qualified based on the short duration move policy. Review the MERIL2 COE Instructions for other examples that warrant a comment.

Short Duration Move Policy Comments Section Short Duration Move Policy The following information obtained through the interview must be included in the comment section of the COE: series of short duration moves of three Qualifying Arrival Dates (QADs) within a season or a 6-month period (if applicable) and length of each trip. total duration of current stay where family resided type of qualifying work whether qualifying work was obtained or sought If work not obtained, recruiter must follow the same requirements stated above.

Short Duration Move Policy Comments Section Short Duration Move Policy Example comments: "The child made a series of short duration moves during the summer 2018 brown shrimp season with his father. Between 5-30-18 and 8-5-18 they made 6-7 trips of 5-6 days each to St. Mary parish." "The family made a series of short duration moves during the 2018 fall shrimp season to St. Mary parish. Between 8-17-18 and 11-30-18, they made at least 12 trips of 3 days each." "From June 15 - July 29, 2018, the child moved with the worker to catch shrimp. There were 4 trips lasting 2-3 days each."

QAD and Residency Date Eligibility Tab Children Tab

QAD and Residency Date Qualifying Arrival Date: Residency Date: The date the Migratory child makes a qualifying move as, with, to join or precede the Migratory Qualifying Worker Residency Date: The date when the child moves into the current school district

QAD and Residency Date When are they the same? The child and the worker make a qualifying move at the same time. The child makes a qualifying move to join the worker. When are they different? The child makes a qualifying move to precede the worker. The child makes another move into the present school district without the worker.

Questions?

LMEP ID&R Team Please reach out to the LMEP ID&R Team at idr.team@louisiana- mep.org. The ID&R Team is available to assist with ID&R questions, recruitment efforts or anything else that may come up. Matt Flaherty (207) 632-9186 matt.flaherty@louisiana-mep.org Susan “Nae” McDaniel 318-447-9989 nae.mcdaniel@louisiana-mep.org Ray Melecio (813) 748-1614 Ray.Melecio@louisiana-mep.org Tomi Soto (956) 740-8077 Tomi.Soto@louisiana-mep.org