1. The COE Process Module 8 Level 2 Reviewing and Processing the COE
Agenda
Activity
Slide(s)
Time
The Importance of Reviewing a COE
6-7
15 minutes
COE Resources
8-16
45 minutes
Next Steps for the COE
17-20
30 minutes
Maintaining Records and Documentation
21-24
Review: Next Steps for the COE 25
Assessment 26
Total time to complete module
2 hours, minutes
Module 8 Level 2
This level based on Chapter 8: Completing the Certificate of Eligibility, in the Migrant Education Program Identification and Recruitment Manual.
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2. Materials Module 8 Level 2 Outline Handouts, as needed Pen or pencil
Highlighters
Post-its
Trainer’s Notes
Refer participants to the Module 8 Level 2 Outline for this module.
Point out the first row, which lists the goal and objectives, and note that they have space to take notes.
Tell participants that they will not receive a PowerPoint for the presentation, since the Module 8 Level 2 Outline provides the most pertinent information from the slides.
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3. Level 2: Reviewing and Processing the COE
Module 8 Level 2
Level 2: Reviewing and Processing the COE
Goal The recruiter will know how to review and process a COE for quality control purposes.
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4. Level 2: Reviewing and Processing the COE
Module 8 Level 2
Level 2: Reviewing and Processing the COE
Objectives
Participants will be able to:
Review their COE for errors.
Explain next steps for the COE.
Explain the importance of maintaining records and documentation for the MEP.
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5. Agenda: Level 2 The Importance of Reviewing a COE COE Resources
Module 8 Level 2
Agenda: Level 2
The Importance of Reviewing a COE
COE Resources
Next Steps for the COE
Maintaining Records and Documentation
Assessment
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6. The Importance of Reviewing a COE
Module 8 Level 2
The Importance of Reviewing a COE
It is an auditable document.
Missing information may delay services to children.
Incorrect information may cause the children to be declared ineligible.
The recruiter may determine the need for a follow-up interview.
Trainer’s Notes
Review each bullet as it appears on the slide with participants. Allow for discussion as needed. Ask participants to complete each statement on their Outline as they are discussed.
When you address the last bullet, ask the following question:
Why might the recruiter decide to have a follow-up interview?
You notice a conflict in dates (i.e., QAD and enrollment in school), and may need to return to the parent to determine which is correct.
The COE has many corrections or mistakes; the recruiter may determine the need to complete a new COE in order to have a clean copy.
The state migrant database information differs from the information provided by the parent or youth. Another visit with the parent may be needed to determine which information is correct.
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7. What does it mean to “review a COE”?
Module 8 Level 2
What does it mean to “review a COE”?
Materials and Prep
One sheet of chart paper for trainer entitled “What does it mean to review a COE?”
Markers
Sample completed COE, for trainer to display on document viewer
Trainer’s Notes
Ask participants to discuss what it means to “review a COE”. What does review entail?
Record responses on chart paper.
Trainer may wish to display a completed COE on the document viewer to give participants something to refer to during the exercise.
Listen for participants to mention the following. If any are not mentioned, you may want to bring them up to participants and add to the chart paper:
Checking the spelling of names, cities, states, streets, etc.
Looking for blank fields.
Checking the format for data entered.
Using school records (if available) to verify data, especially to determine a conflict between school enrollment and the move date.
Reviewing the details of the move to determine if story is clear to anyone who reads it.
Ensuring that all applicable comments have been recorded.
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8. COE Resources What resources do you have to help you review a COE?
Module 8 Level 2
COE Resources
What resources do you have to help you review a COE?
Materials and Prep
One sheet of chart paper for trainer entitled “Resources for Reviewing a COE”
Markers
Trainer’s Notes
Let participants know that a recruiter can effectively review his own COE for errors if he knows what he’s looking for.
Click to display the question on the slide. Ask participants to talk with their table group about the resources they have available to ensure they have completed a COE accurately before turning it in to the designated reviewer. Record all applicable responses on chart paper.
Listen for the following; add them to the chart if they are not suggested.
The state manual
MEP Guidance
State migrant student database
MSIX
School records
Online mapping service (Mapquest, Googlemaps, etc.)
Websites with crop information / agricultural maps
If participants suggest resources that are not on the list, you will want to make sure and include them in the next activity; only those listed are included.
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9. COE Resources For your assigned resource(s):
Module 8 Level 2
COE Resources
For your assigned resource(s):
How may it help you review a COE?
Record your resource and responses on chart paper.
Be prepared to share.
Materials and Prep
One sheet of chart paper per table group
Markers
Trainer’s Notes
Now that participants have generated a list of resources, ask them to record the list in their Outline on p. 2.
Tell participants that each group will now be assigned one or two of the resources listed. Possible table group assignments:
Group 1: State migrant student database and MSIX
Group 2: School records
Group 3: Online mapping service
Group 4: Websites with crop information / agricultural maps
Group 5: State manual and MEP Guidance
For trainings with more than five groups, assign two groups to record information for each resource. For smaller groups, assign each more resources.
Once resources have been assigned, continue.
Click to display the directions on the slide and review. Make sure participants know that their goal is to explain how the resource they are assigned can be used to review a COE; what information can it help verify, confirm, or contradict?
Monitor table groups to facilitate the process. Remind participants they will be sharing the information with the group. They should prepare for this by orally sharing the information with each other.
Debrief using the next 5 slides.
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10. COE Resources State migrant student database and MSIX Trainer’s Notes
Module 8 Level 2
COE Resources
State migrant student database and MSIX
Trainer’s Notes
Debrief this resource by having the table group responsible post their chart paper and discuss the information listed. Listen for the following. If any are not stated by the group, trainer may wish to suggest and have them add to their chart.
How may it help you review a COE?
Check for enrollments in migrant regular year or summer program that may conflict with QAD or residency date, both in-state and out-of-state.
Verify spelling of all data elements.
Check for previous migrant history.
Verify date of birth.
Look for conflicting information (i.e., legal/current parents, home base district).
Ask participants to record any information that is new to them on their Outline.
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11. COE Resources School records Trainer’s Notes
Module 8 Level 2
COE Resources
School records
Trainer’s Notes
Same debriefing process as previous resource.
Recruiter access to school records may vary by school district.
How may it help you review a COE?
Check for enrollments in school district that might conflict with QAD or residency date.
Verify spelling of student name, including middle, last, and suffix. Follow state manual regarding how to proceed when a conflict exists.
Verify birthdate.
Ask participants to record any information that is new to them on their Outline.
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12. COE Resources On-line mapping service Trainer’s Notes
Module 8 Level 2
COE Resources
On-line mapping service
Trainer’s Notes
Same debriefing process as previous resources.
How may it help you review a COE?
Verify spelling of city, state, and district.
Verify distance between residence they moved from to the residence they moved to.
Verify distance between the city the family moved to and the city they are actually performing qualifying work in.
Ask participants to record any information that is new to them on their Outline.
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13. COE Resources Websites with crop information/ agricultural maps
Module 8 Level 2
COE Resources
Websites with crop information/ agricultural maps
Trainer’s Notes
Same debriefing process as previous resources.
How may it help you review a COE?
Verify that the qualifying activity is available in the area moved to at the time of year listed on the COE.
Ask participants to record any information that is new to them on their Outline.
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14. COE Resources State Manual and MEP Guidance Trainer’s Notes
Module 8 Level 2
COE Resources
State Manual and MEP Guidance
Trainer’s Notes
Same debriefing process as previous resources.
How may it help you review a COE?
Verify that all required and procedural comments have been included.
Verify format for all data entered.
Verify that activity is qualifying under state guidelines.
Guidance on any situation that may be questionable .
Ask participants to record any information that is new to them on their Outline.
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15. COE Resources – Final Thoughts
Module 8 Level 2
COE Resources – Final Thoughts
What will your review consist of?
Review the entire COE, from top to bottom
Review the eligibility data only, since that is what will determine whether the child qualifies.
Review only those fields I believe may be in question; will vary by COE.
Trainer’s Notes
The purpose of this slide and the next is to generate discussion among participants regarding the COE review process. Trainer may wish to include both slides during training or select one depending on the needs of participants. Both questions are listed in Outline.
Ask participants to read the question and independently decide which response best fits what they plan to do with regards reviewing a COE. Tell them to record their response in the Outline (both letter and response), and justify as indicated.
After all have responded in their Outline, debrief by clicking to highlight the first response. Ask participants who selected this response to share their justification. Ask others if they agree/disagree with their reasoning, and why.
Repeat process with response B and response C.
Refer participants back to chart paper made on slide 7, “What does it mean to review a COE?”. Ask which of the three responses on the current slide will ensure the COE was reviewed for all the data/information listed.
Trainer will want to make sure participants leave this segment understanding that being proactive and correcting any possible errors prior to sending the COE forward for review is best practice for any MEP.
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16. COE Resources – Final Thoughts
Module 8 Level 2
COE Resources – Final Thoughts
How do you plan to use the resources discussed to review your COEs?
All resources, every COE (explain why)
Certain resources for every COE (specify which ones and why)
Only use resources when in doubt about specific data (explain why)
Trainer’s Notes
The purpose of this slide is to generate discussion among participants regarding when to use resources when reviewing a COE and why.
Ask participants to read the question and independently decide which response best fits what they plan to do with regards to resources. Tell them to record their response in the Outline (both letter and response), and justify as indicated.
After all have made a selection and responded in Outline, debrief by clicking to highlight the first response. Ask participants who selected this response to share their justification. Ask others if they agree/disagree with their reasoning, and why.
Repeat process with response B and response C.
Refer participants back to chart paper made on slide 7, “What does it mean to review a COE?”. Ask which of the three responses on the current slide will ensure the COE was reviewed for all the data/information listed?
Trainer will want to make sure participants leave this segment understanding that being proactive and correcting any possible errors prior to sending the COE forward for review is best practice for any MEP.
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17. Module 8 Level 2
Next Steps for the COE
COE is completed at interview; COE is signed by ___________ and _____________.
the parent
the recruiter
Materials and Prep
NOTE: Trainer will want to review the steps listed in the Next Steps for the COE Flowchart in the Outline to ensure all steps pertain to the participants in the training. Document may be revised as needed.
Next Steps for the COE Flowchart, one copy for the trainer to display on the document viewer. Use the participant version in the Outline.
Next Steps for the COE Flowchart KEY, one copy for trainer only. NOTE: Trainer will need to revise key if flowchart is revised.
Trainer’s Notes
Have participants turn to the Next Steps for the COE flowchart in their Outline.
Tell participants that this flowchart is designed to assist them with understanding the steps a COE must follow in order to get from the parent signature stage to eligibility for the children.
Together the flowchart will be completed through discussions during the next few slides.
Ask participants to look at the box at the top of the page, and click to display the box on the slide.
Ask the participants to think about which two people sign the COE once the COE has been completely filled out at the interview. After responses have been shared, click to display correct answers and discuss as needed.
Ask participants to record the answers in the appropriate blanks.
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18. COE is reviewed by ___________ using all available ______________.
Module 8 Level 2
Next Steps for the COE
COE is reviewed by ___________ using all available ______________.
resources
the recruiter
Trainer’s Notes
Ask participants to look at the second box.
Ask the participants to think about what happens to the COE once the recruiter returns to the office.
Click to display correct answers. Allow for discussion.
Ask participants to record the answers in the appropriate blanks.
Tell participants they will now learn the content to complete the next step in the eligibility process.
Participants should place the flowchart aside and participate in the next discussion.
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19. Next Steps for the COE: SEA Reviewer
Module 8 Level 2
Next Steps for the COE: SEA Reviewer
The SEA Reviewer must:
Check each completed COE.
Ensure written documentation is sufficient.
Ensure that children may be enrolled in MEP.
Sign and date on the day reviewed if it appears all children are eligible.
Materials and Prep
Large Post-it, one per table group
Trainer’s Notes
Remind participants that once the COE has been completed and reviewed by the recruiter, it should be forwarded to the designated SEA reviewer.
Ask participants to share their thoughts on what the role of the reviewer is in their district/state with their table group. Tell them as a group, to record the role on one Post-it.
Monitor discussions, reminding participants to record the role of the reviewer as a group on one Post-it.
When all table groups are done, click to display the bullets, and tell participants according to OME, this is the role of the reviewer. Ask them to compare what they wrote with what is on the slide. Discuss and clarify as needed. Ask participants to record the reviewer’s role in their Outline on p. 4.
The ID &R Manual states the following regarding the reviewer’s role :
At least one SEA designated 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 SEA designated reviewer must sign and date the COE on the day it was reviewed.
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20. Module 8 Level 2
Next Steps for the COE
Recruiter forwards COE to SEA Designated Reviewer for ______________and _______________.
review
signature
Trainer’s Notes
Ask participants to return to the flowchart in their Outline and look at the next box.
Tell participants that they now know more about the SEA reviewer’s role and should be able to tell you what the two primary responsibilities are for this person.
Allow for suggestions and discussion.
Click to display correct answers.
Ask participants to record the answers in the appropriate blanks.
The rest of the flowchart will be completed by the Trainer placing his copy of the blank chart (not the KEY) on a document viewer and talking the participants through completing each step. Trainer will want to allow participants to generate responses prior to providing them.
Trainer may wish to refer to the key for guidance.
Tell participants that they will need to know the steps to determining eligibility in order to ensure all eligible children are correctly identified, so they will be seeing this document again later in the training.
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21. Maintaining Records and Documentation
Module 8 Level 2
Maintaining Records and Documentation
Stand up.
Take your Outline and something to write with.
Form a pair.
Read the text on the next slide.
Write a paragraph summarizing the federal requirements for storing COEs in your own words.
Trainer’s Notes
Have participants stand up, take their Outline and something to write with, and find a partner from another table group.
Once all participants have a partner, click to display the next set of directions.
Tell participants you will be showing them a slide with three federal requirements for storing COEs listed.
Pairs will work together to read and make sense of the text, then write a brief paragraph summarizing the federal requirements for storing COEs in their own words. Each person should have a summary written on their Outline, but pairs may have the same paragraph.
Trainer should make sure all participants clearly understand the task before advancing to the next slide.
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22. Maintaining Records and Documentation
Module 8 Level 2
Maintaining Records and Documentation
The process for storing COEs varies by state, but there are federal requirements that do not vary among the states.
Ensure that records are stored in an orderly fashion and readily available if needed.
Store COEs in a secure place to guard personal information.
Follow local, state, and federal record-keeping and maintenance requirements.
Trainer’s Notes
As pairs are working, trainer should actively monitor to assist participants as they write their summaries.
Trainer may wish to ask participants to think about how they would respond to the following question when asked by another recruiter or MEP staff member:
What are the federal requirements regarding storing COEs?
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23. Module 8 Level 2
Debrief
The process for storing COEs varies by state, but there are federal requirements that do not vary among the states.
Ensure that records are stored in an orderly fashion and readily available if needed.
Store COEs in a secure place to guard personal information.
Follow local, state, and federal record-keeping and maintenance requirements.
Trainer’s Notes
When all pairs are done, have them stand up with their Outline.
Ask each pair to team up with another pair to form a group of four. One person from each pair should then read the summary created.
The trainer should know that all pairs were successful with the task by the following evidence:
The trainer read the summary while pairs were writing it.
The trainer heard the summary while actively monitoring groups of four.
A sample summary could be as follows:
The federal requirement for storing COEs states that we must store our records in an organized manner and make sure they are easily accessible, if needed. The place we store them should have a lock to protect the personal information of our families. We must refer to our local, state, and federal guidelines to determine how long we should keep each COE.
When all pairs have shared their summary with their group of four, ask participants to return to their seats.
Trainer should then ask participants to respond to the question on the next slide.
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24. Module 8 Level 2
Debrief
Why is a specific process for maintaining records and documentation so important?
Trainer’s Notes
Ask participants to respond independently on their Outline.
Allow volunteers to share responses.
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25. Review: Next Steps for the COE
Module 8 Level 2
Review: Next Steps for the COE
Work with your table group.
You need
Next Steps Cards
One sheet of chart paper
Markers and tape
On your chart paper, create a flowchart showing the steps to eligibility.
You may not refer to your notes.
Materials and Prep
Next Steps Cards, one cardstock set per table group, p. 4 in Trainer’s Resource Materials
Chart paper, one per table group
Markers
Tape
Trainer’s Notes
Tell participants the review for today’s training will cover the Next Steps for the COE that were discussed earlier. It is critical that they understand the steps the COE must take in order to ensure all students enrolled in your MEP are eligible to receive services.
Pass out the Next Steps Cards, chart paper, markers, and tape.
Click to display the directions on the slide. Review and discuss as needed.
Monitor table groups, reminding them to use the markers to draw arrows indicating the relationship between each card.
When all groups are done, ask them to refer to the flowchart in their Outline to check. Discuss/clarify as needed.
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26. Level 2 Assessment Please complete the assessment independently.
Module 8 Level 2
Level 2 Assessment
Please complete the assessment independently.
When all participants are done, discuss answers with a partner; revise answers if needed.
We will review as a whole group and you will grade your own.
Materials and Prep
Level 2 Assessment, p. 5 in Trainer’s Resource Materials, one copy per participant
Level 2 Assessment KEY, p. 6 in Trainer’s Resource Materials, one copy per trainer
Trainer’s Notes
Remind participants that the assessment is an indication of how well the content of the training was delivered, not an indication of how well they can recruit.
All resources given during the training may be used during the assessment.
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