1. North Carolina Migrant Education Program
Quality Assurance System

2. What is Quality Assurance?
Our goal at NC Migrant Education is to promote a high-quality program that is based on the needs of migrant students.

3. Which of these words BEST describes a high quality program?
Responsive
Accountable
Consistent
Efficient
Research-based

4. Isn’t Quality Assurance the same as monitoring?
Snapshot in time
Ongoing
Consolidated
Program-specific
Statutory Compliance
Guidance and best practices
Findings
Observations and follow-up
Actions needed
Professional Development

5. Quality Assurance Covers Three Aspects of the Migrant Education Program
Identification and Recruitment
Data Collection and Reporting
Service Delivery

6. The Quality Assurance Manual
Contains all three components: ID & R, Data Collection and Reporting, and Service Delivery
Each section has an explanation followed by an appendix containing the forms for that section.
version, CD version, online on the Web site.

7. Quality Assurance in ID & R
Training
Resolving Eligibility Questions
Determining Accuracy of Eligibility Documentation
Re-interviewing Families/Workers
ID & R and COE Reports

8. ID & R—Training
The purpose of training is to assure that Recruiters gain and maintain the Eligibility and Recruitment Basic Core Competencies. It occurs at two levels:
One-on-One
Statewide

9. ID & R—Resolving Eligibility Questions
Two steps to resolution:
Use ID & R Manual and local resources
Call NC DPI ID & R Coordinator

10. ID & R—Determining Accuracy of Eligibility Documentation (the COE)
Standardized, handwritten COE
Signatures
Electronic COE
COE Reviewers
COE Review Form

11. Determining Accuracy of Eligibility Determinations
COE Review Form
See form in QA Manual.
LEA assigns a staff member to review COEs.
Attach this form to each COE.
Make corrections on COE in ink, dated, and initialed.

12. Re-interviewing Families and Workers
SEA Prospective Re-interviews
Annual (sample of 50+); used for troubleshooting
Triennial; independent, contracted re-interview
LEA/Regional Re-interviews
Annual; 5% or 5 students
Report due on August 31; keep a copy on file
Re-interviewers assigned by LEAs, but should not be the person who originally interviewed the family.

13. Re-Interview Forms Re-Interview Challenge Form
This form is used in case a recruiter or LEA staff member wishes to challenge the eligibility decision made by the re-interviewer or explain the circumstances of the original eligibility decision.

14. Re-Interview Forms Re-interview Outcome Report
Send to State ID & R Coordinator.
Ineligible students must be removed from enrollment by August 31.

15. ID & R—Evaluation Report
List of activities and outcomes that took place in resource areas
Due with MEP Application on June 1

16. COE Summary Outcome Report
Use the COE Summary Report in MIS2000 to complete the form.
Due June 30.
Keep a copy for your records.
The SEA will run and check the report for 11 or 12 LEAs each year.

17. COE Summary Report Timeline
Year 1 Year 2 Year 3
Nash Henderson Rockingham
Edgecombe Pender Johnston
Pitt Chatham Lenoir
Columbus Hoke Sampson
Halifax Buncombe Lee
Robeson Duplin Whiteville
Brunswick Randolph Surry
Montgomery Bladen Alamance
Alleghany Northampton Beaufort
Ashe Franklin Mitchell
Haywood Granville Vance
Bertie

18. Quick Survey Which is your heaviest period for recruiting? March-April
May-June
July-August
September-October
November-February

19. Another Survey Question…
When do you recruit?
Weekdays, during school hours
Weekdays, evenings
Weekends, daytime
Weekends, evenings
All of the above

20. Another Survey Question
When is the ideal time of day and week to recruit?
Monday-Friday, school hours
Monday-Friday, after school and evening
Saturdays
Sundays

21. Quality Assurance of Data Collection and Reporting
To ensure that data entered into MIS2000 are accurate, updated, and comply with requirements.
To guarantee the detection of errors and other problems related to data collection and reporting.

22. Quality Assurance of Data Collection and Reporting
Training
Re-enrollment Certification
Duplicate Records Checking
Transfer of Student Records
Data Certification
Accurate and Updated Data

23. Data Collection and Reporting—Training
One-on-One Training of New Users
On a monthly basis at DPI
Biannual Statewide training

24. Data Collection and Reporting— Re-Enrollment Certification
Enrollment verification must be conducted by each LEA and Regional Data Specialist at the beginning of each school year and summer period.
Re-enrollment Certification form—to be signed by the LEA Program Director or State ID & R Coordinator and the Data Specialist; then submitted to DPI Data Manager.
Enrollment Verification Outcome Report—no longer required, but to be kept on file in LEA/region.

25. Data Collection and Reporting—Duplicate Records
Conducted by Data Specialists
In collaboration with Recruiters to verify Out-of-School student information
Schedule: 6 times per year
November
January
February
March
April
July

26. Data Collection and Reporting—Transfer of Migrant Student Records Evaluation Report
Submitted by local programs to DPI on August 31 of each year.
Records of transfer should be kept on file.

27. Data Collection and Reporting— Data Certification
Certifies that
The student ID of every migrant student attending school is included in his/her record in MIS2000
The information stored on the electronic COE stored in MIS2000 matches 100% the hand-written information captured on the original COE
COEs are entered into MIS2000 within 2 weeks of the interview date

28. Data Collection and Reporting— Data Certification
Certification will be signed by local program Director and Data Specialist or—in the case of LEAs not having a Migrant Education Program—by the Regional Data Specialist and the DPI MEP Data Manager.

29. Accurate and Updated Data
A random sample of 50 students will be run for the entire state, and each student’s data will be reviewed for accuracy and timeliness.
A report will be sent from DPI to each LEA or Regional Data Specialist on June 30 of each year.
There will be 30 days in which to make corrections, report corrections, and submit an action plan to the state.

30. Survey Question How do you feel about data collection and reporting?
I know how to collect AND report.
I know how to enter data, but I need help reporting on the data.
I need help.

31. Quality Assurance of North Carolina Migrant Education Service Delivery
Service delivery throughout the state should be based on the NCMEP Service Delivery Plan.
The Quality Assurance Process helps programs document their services, show alignment with the Service Delivery Plan, and demonstrate use of best practices.

32. Quality Assurance of Services—Types of Documentation
Submitted to DPI
Services Summary Report
Program Evaluation
Student Profile
Maintained at local MEP sites
OSY Services Log
Pre-K Hours and Curriculum
PFS Students and Services
K-12 Students Not Meeting State Standards
Grade 9-12 Students Not on Track to Graduate
Parent Involvement and PAC Log

33. Forms Submitted— Services Summary Report
This report records types of services and numbers of students receiving them. It is being designed as a report in MIS2000. You will receive the numbers of students receiving services, and will have to fill in only the activity, personnel, and outcome.
It is due at the same time as the Student Profile, Program Evaluation, and Application.

34. Reports Submitted— Program Evaluation
This evaluation is submitted with your Application.
You should evaluate the previous year’s summer program, since you will not have conducted your summer activities at the time it is due.
Evaluate both implementation and outcomes.

35. Reports to Submit— Student Profile
We have been working to design a “Student Profile” report in MIS2000, and this will provide you with baseline data on your students.
You can include other information that you gain through surveys, focus groups, or other meetings as part of this document.
It summarizes statistics about the students in your LEA and serves as the basis for your next year’s program.

36. Service Reports to Keep on File— OSY Services
This report gives you a space to report how you serve your Out of School Youth.

37. Documenting Pre-K Hours and Curriculum
This form allows you to keep a count on both hours and program information for your Pre-K children.

38. Priority for Services
This form is used to document that PFS students are receiving priority.

39. K-12 Students NOT Meeting State Standards
This documentation provides an ongoing log of students who are at-risk.
It provides a place for recording strategies used to serve those students.

40. High School Students NOT on Track to Graduate
If a child has not passed English I or Algebra I by the end of 10th grade, that child will need interventions to graduate on time.
This document records both status and interventions.

41. Parent Involvement and Parent Advisory Committee Documentation
This summary information keeps a snapshot of your parent involvement efforts at hand.
It also is a record of your PAC.

42. Survey Question
Would you like some regionally based follow-up to assist you in implementing the Service Delivery Plan and Quality Assurance System?
Yes.
No; I’m good to go.
Maybe; I need some time to digest this!

43. Thinking back to the characteristics of a high-quality program, do you think there are others that we should add?
Responsive
Accountable
Consistent
Efficient
Research-based

44. Next Steps
Use the Service Delivery Plan, along with your student data, to develop your goals and objectives for next year.
Contact us if you would like help in this process. Don’t be shy!
Volunteer to be on the next CNA team.

45. Questions???