1. Migrant Education Program New State Directors’ Orientation Tutorial Module 11: Federal Monitoring of the State Migrant Education Program
U.S. Department of Education
Office of Migrant Education
Tools for Program Improvement

2. Table of Contents Section Slide # Getting Started 3
Purpose of Federal Monitoring 9
Overview of the Monitoring Process 16
How to Prepare for Federal Monitoring 29
How to Respond to Findings 32
Wrapping Up 42

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

4. Tutorial Objectives Module 11 will enable new state directors to:
Understand the purpose of federal monitoring,
Become familiar with the monitoring process,
Prepare for federal monitoring,
Respond to findings,
Ensure ongoing compliance, and
Develop an action plan to avoid findings.

5. 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.);

6. 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 (See QRRS 14.2.); and
Contact your MEP Officer for follow-up questions.

7. 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

8. 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
Your state’s most recent Title I, Part C federal monitoring report for the state MEP and any subsequent responses

9. Purpose of Federal Monitoring
In This Section
Purposes of the U.S. Department of Education’s Monitoring of State Migrant Education Programs (MEPs)

10. Purposes of ED Monitoring of State MEPs
Monitoring of MEP grantees allows ED to:
Understand the state context within which each MEP operates;
Examine the results achieved by the MEP, particularly with regard to:
The U.S. Department of Education’s Strategic Plan,
Government Performance and Results Act (GPRA) indicators, and
The state’s performance targets/ Annual Measurable Outcomes (AMOs) with regard to migrant students;

11. Purposes of ED Monitoring of State MEPs
Examine the implementation of the MEP with a focus on assessing program quality and identifying areas where improvements can be made;
Document the state’s compliance with applicable statutes and regulations;
Examine the state’s resolution of prior findings from audits/monitoring reviews;

12. Purposes of ED Monitoring of State MEPs
Identify exemplary practices that can be used as a model for others; and
Determine where the state could benefit from federal technical assistance.

13. Pop Quiz!
List four reasons why ED/Office of Migrant Education (OME) conducts monitoring of state MEPs: 1. 2. 3. 4.
Review the previous three slides to see if you remembered correctly.

14. What Do You Think? Win-Win-Win
Instructions: Think of three ways ED/OME, the state MEP, and migrant children can benefit from Federal monitoring.
WIN
ED/OME
State MEP
Migrant Children 1. 2. 3.

15. What Do You Think? – Reflection
Did some of your responses match those in the table below?
WIN
ED/OME
State MEP
Migrant Children
Creates greater understanding of how the MEP is implemented in states
Identifies areas in which ED can provide technical assistance
Helps ensure that MEPs are being implemented as required
Clarifies expectations for program implementation
Identifies areas in which the state can benefit from technical assistance or program improvement
Helps the program to highlight effective strategies implemented by the state for national recognition and coordination with other programs
Receive improved services
Achieve better outcomes
Benefit from the state’s compliance with policies and protections guaranteed in the law

16. Overview of the Monitoring Process
In This Section
How ED/OME Monitors State MEPs
Documents state educational agencies (SEAs) Need to Provide for the Review
Role of the State Director

17. How ED/OME Monitors State MEPs
Approximately 90 days before federal monitoring, the MEP Officer will contact the state director to discuss possible dates for monitoring.
Approximately 60 days before federal monitoring, OME will send a letter to:
The Chief State School Officer (CSSO) to confirm the monitoring dates and
The state director to provide the following details for the visit:
A list of personnel to be interviewed— SEA staff and any non-SEA staff that work on the MEP,
Local sites to be reviewed,
Documents the SEA needs to send prior to the review, and
State director responsibilities for arranging and coordinating the review.
Approximately 60 days before federal monitoring, the MEP Officer and state director will begin communicating frequently to discuss the agenda and clarify expectations.

18. How ED/OME Monitors State MEPs
Monitoring Topics

19. How ED/OME Monitors State MEPs
Monitoring Topics
State Context
State Demographics
Migrant Populations
GRPA Indicators
Education Improvement Agenda
Overall Program Design
MEP Goals
Organizational Structure and Staffing

20. How ED/OME Monitors State MEPs
Monitoring Topics (cont.)
III. Program Operations
A. Identification and Recruitment (ID&R)
B. Provision of Services
C. Fiscal Management
IV. Program Results
V. Prior Findings
See QRRS 11.1 – Onsite Monitoring Instrument: State Level

21. How ED/OME Monitors State MEPs
On-site Review
The on-site review is usually a comprehensive examination of several topic areas.
Typically, the state’s assigned MEP Officer and a team of one to five OME staff members will participate in the review.

22. How ED/OME Monitors State MEPs
Individuals typically requested for interview at the State level include:
MEP State director,
SEA staff who work with the MEP, including those who work with migrant student records and/or the state’s student database,
State evaluation coordinator,
Fiscal/budget office staff, and
Members of the State Migrant Parent Advisory Council (PAC).

23. How ED/OME Monitors State MEPs
OME will select local sites for the on-site review based on the following criteria:
Geographic proximity;
Size -
Sites with a large number of migrant children or sites that receive a large portion of funds are more likely to be selected;
Random selection after sites that are too remote or too small are eliminated -
Some local sites may be selected even if they were visited during a prior monitoring visit if, for example, they are very large sites or if the sites had challenges;
Implementation difficulties -
Sites with significant audit or site visit findings, complaints;

24. How ED/OME Monitors State MEPs
OME also may select local sites for the on-site review based on the following criteria (cont.):
Promising program models;
Distinctive characteristics (e.g., rapidly changing demographics, model partnerships);
Length of time since last visit; and
Varied programs (schoolwide and targeted assistance, elementary and secondary, extended day, summer programs).

25. How ED/OME Monitors State MEPs
Possible interviewees at local sites include:
LOA administrators;
Migrant coordinator and program staff;
Federal programs staff;
School principal, teachers, aides, home-school liaisons, health staff, migrant counselors;
ID&R staff;
Migrant parents and students;
Data entry specialists and staff working with the exchange of student records; and
Staff from local agencies that coordinate with the MEP.

26. How ED/OME Monitors State MEPs
Desk Monitoring (via telephone and/or webinar):
A desk or targeted review is usually based on a risk assessment, outstanding findings, and/or unresolved audit findings.
Remote interviews may include the following:
SEA level
State director
SEA staff who work with the MEP, including those who work with migrant student records and/or the state’s student database
LOA level
Local migrant program coordinator
Local MEP staff

27. Documents SEAs Need to Provide for the Review
OME will request MEP-related documents and necessary information from the SEA prior to the on-site or desk monitoring review.
State directors are encouraged to:
Keep documents on hand (electronic or hard-copy) for easy access, and
Determine where to find the most up-to-date information.
See QRRS 11.2 – Locating Documents for Review

28. Role of the State Director
Planning and coordinating review activities and logistics, including developing an agenda with the OME review leader;
Sharing review expectations, goals, and objectives with appropriate state and local officials;
Serving as liaison between OME and the local project sites selected for review; and
Providing requested documents to OME prior to the review.

29. How to Prepare for Federal Monitoring
In This Section
Benefits of Monitoring
Organizing the Review

30. Benefits of Monitoring
A positive attitude, and keeping the benefits of monitoring in mind, will make the experience valuable. Consider:
The shared goals of OME and the state MEP: positive outcomes for migrant children and youth;
You are not a target, but a partner in the process to improve outcomes for migrant children and youth;
An external perspective will help you see aspects of the program that you may have overlooked and that need improvement; and
Federal monitoring can be the leverage you need at the state level to get buy-in and support to make program improvements.

31. Organizing the Review
Read all correspondence from the OME review coordinator to determine your responsibilities; contact the coordinator with any questions.
Develop a detailed agenda for yourself that includes activities, times, logistics, and people involved to help you attend to all details; develop a more basic agenda to share with others.
Keep SEA administrators apprised of upcoming monitoring activities and any roles they are asked to play (share the basic agenda).
Communicate with administrators in LOAs selected for a visit and all others whom OME will interview (share the basic agenda).

32. How to Respond to Findings
In This Section
ED/OME Requirements and Expectations
Plan and Implement Improvements
Ongoing Compliance

33. Post-Monitoring: ED/OME Requirements and Expectations
OME sends a report to the Chief State School Officer (CSSO) that contains the following:
A Program Overview,
Noteworthy Areas,
Areas of Non-Compliance (“Findings”) and Required Corrective Actions, and
Recommendations for Improvement.
The SEA must respond to each finding and corrective action and return the report to OME.
The timeline for response will vary according to the number and nature of the findings. Timelines or due dates will be clearly stated for each corrective action.

34. Plan and Implement Improvements
The state MEP director communicates how the SEA will implement all corrective actions required by OME.
Depending on the nature of the finding, some corrective actions may include:
Revision of the state ID&R plan,
Revision of the Service Delivery Plan (SDP),
Revision of training or guidance provided to subgrantees,
Development, or utilization of, parental advisory councils (PACs)

35. Ongoing Compliance
The best way for the MEP to avoid findings from a monitoring visit is to maintain ongoing compliance with the program requirements. The following strategies will help ensure the SEA is following the law.
Be familiar with the law, regulations, and MEP Guidance – read these documents periodically to ensure that you are aware of all statutory requirements and OME recommended practices.
Save them on your Desktop or a favorite on your web browser for easy access.

36. Ongoing Compliance
Complete an SEA self-assessment on an annual basis by reviewing the MEP monitoring instrument, and create an action plan to address any areas noted for improvement.
Run the MEP as if it will be monitored every year, and
Make ongoing program improvements.

37. Check-in
Complete the OME State Director’s Self-Assessment Tool (QRRS 11.3) to determine:
Which parts of the MEP are in compliance with the law and meet ED/OME expectations,
Which parts of the program need improvement, and
Program aspects on which you need further information to determine compliance and meeting expectations (consider how you will find additional information about the MEP).
See QRRS 11.3 – State Director’s Self-assessment

38. Ongoing Compliance
Review previous federal monitoring reports for your state MEP and any subsequent responses.
Questions to Consider:
Were the findings resolved?
Do the findings indicate an ongoing weakness in the program that needs greater focus?
Do the findings indicate a need for increased program capacity that may require a restructuring of staff and/or other resources?
Do the findings indicate a need for clarification or technical assistance from OME?

39. Ongoing Compliance
Be aware of common compliance issues identified by ED/OME across all states, and ensure your SEA is in compliance in these areas.

40. What Do You Think?
In the list below, note the top five areas where you think ED/OME has had the most findings in monitoring state MEPs.
State Assessment
Evaluation & Improvement: Program Improvement
ID&R: Child Eligibility
Continuity of Instruction
ID&R: Child Counts
Subgranting Formula
Comprehensive State Plan:
Program Monitoring
Needs Assessment (CNA)
Service Delivery Plan (SDP)
Unique Administrative Activities
Priority for Services (PFS)
Parent Advisory Councils (PACs)
Evaluation & Improvement: Program Effectiveness

41. What Do You Think? – Reflection
The top five areas of OME monitoring findings are listed below. How similar is this list to the top five areas you identified?
Evaluation & Improvement: Program Effectiveness
Comprehensive State Plan: Service Delivery Plan (SDP)
Comprehensive State Plan: Needs Assessment (CNA)
Evaluation & Improvement: Program Implementation
Priority for Services (PFS)
See QRRS Summary of Common Compliance Findings

42. Wrapping Up
In This Section
Key Points
Action Planning
Resources

43. Key Points
The purpose of federal monitoring of the state MEP is to help states improve outcomes for migrant children and youth.
The OME state contact will communicate with you on ways to prepare for the monitoring.
You should keep documents current and easily accessible so that you can provide them expeditiously to OME upon request prior to federal monitoring.
The SEA is required to respond to findings in writing by describing and providing documentation to support corrective actions.
The best way to avoid monitoring findings is to run the MEP as if it will be monitored every year.
An annual review of the monitoring protocol will help you create an action plan to ensure ongoing compliance.

44. Action Planning
Consider the following questions to ensure that you are prepared for OME monitoring:
What documents do I need to locate and keep on file?
With what information sources do I need to become familiar?
What findings were in previous monitoring reports? Have these been adequately addressed?
What other areas of common compliance findings do I need to address?
Have I reviewed the State-Level Onsite Monitoring Instrument as a self-assessment? In what areas is improvement needed?
When is my state’s MEP likely to be monitored again?
See QRRS 11.5 – Action Planning for Federal Monitoring
Add any actionable items to your MEP planning calendar.

45. Resources for Federal Monitoring
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

46. 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 and 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.