Migrant Education Program Webinar Overview and Guidance for SY 2020-21
This consolidated state performance report (CSPR) webinar provides guidance and information for State Migrant Education Programs (MEPs) to improve data reporting accuracy and submission processes for the 2020-2021 performance reporting period. The Office of Migrant Education (OME) aims to enhance resources and assist MEPs in fulfilling qualitative data reporting requirements. Legal references, purpose of the webinar, CSPR Part I details, and assessment data submissions for SY 2020-21 are covered in this informative session.
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Consolidated State Performance Report (CSPR) Qualitative Data Submissions: For SY 2020-21 Migrant Education Program (MEP) Webinar September 2,2021 3:00 pm 4:30 pm ET OME Mission To provide excellent leadership, technical assistance, and financial support to improve the educational opportunities and academic success of migratory children, youth, agricultural workers, fishers, and their families.
Before We Get Started! 1. Dial-in Number: +1 202-991-0393, Access Code: 489 391 764# 2. Participate! Ask Questions! Use the Raise Hand feature Use the chat box Just ask 3. Listen 4. Speak Unmute your microphone 5. Anything Else? 2
Legal References for CSPR and EDFacts Collection Title VIII. General Provisions: Part C, Section 8303, Consolidated Reporting (Elementary and Secondary Education Act (ESEA), as amended through Public Law (PL) 114-95). Code of Federal Regulations (CFR): 34 CFR 76.720 Applies to a State s reports required under 2 CFR 200.329 (Monitoring and Reporting of Program Performance) and 2 CFR 200.328 (Financial Reporting). Guidance: Migrant Education Program (MEP) Guidance, March 2017, Chapter IX. Program Performance and Child Count Reporting, pages 96-105. 3
Purpose of CSPR Webinar The Office of Migrant Education (OME) seeks to: Improve resources that assist State Migrant Education Programs (MEPs) in fulfilling. qualitative data reporting requirements for the 2020-2021 performance reporting period. Improve first-submission accuracy by providing examples and data quality tools to State MEPs. Inform States on CSPR qualitative data submission processes. 4
What is CSPR Part I? The CSPR Part I provides timely information on the implementation of the States approved Consolidated State Plans, to include program-specific performance information. Note: CSPR Part II MEP specific File Specifications (FS) have been moved to CSPR Part I. File Specifications (FS) 32 and 40 will still be collected via CSPR Part II. 5
Assessment Data Submissions For SY 2020-21: State assessment and participation data are due on December 15, 2021, at 11:59 pm EST. FS 175/185 (Mathematics) FS 178/188 (Reading/Language Arts) FS 179/189 (Science) File Specifications: SY 2020-21 Non-XML File Specifications (ed.gov) 6
MEP CSPR Glossary In order to complete CSPR/EDFacts accurately, you should review the MEP CSPR Glossary with its key terms and definitions. OME will share the MEP CSPR Glossary via the MEPSTATE Listserv. 7
SY 2019-20 CSPR Part II Results 45 41 40 35 31 30 25 20 15 15 10 5 5 0 First Submission Second Submission Accepatble Not Acceptable 8
SY 2019-20 CSPR Part II Results Cont. Methods Used to Count Children (2.4.3.1) 45 42 40 35 30 25 21 20 15 10 5 0 Data Quality Issues First Submission Second Submission 9
Missing Critical Elements Number of Missing Elements Category 2 - Services 9 Category 2 - Child age 6 Two years old turn three residency 5 Child Age 4 Unique ID 4 QAD 4 Category I residency verification 4 HSED 3 Eliminating duplicates 2 COE entered in database 1 10
SY 2020-21 CSPR Part I Process The Office of Elementary and Secondary Education (OESE) will use the same tool Illume, the same software tool used last year, for the States' CSPR manual entry submissions. EdFacts data will not populate the CSPR collection tool. States will need to submit their EDFacts data files via the EDFacts Submission System (ESS). 11
Helpful Resources for Submission Data Check Sheet (with instructions) MEP CSPR Rating Instrument MEP CSPR/EDFACTs Glossary Results Website: https://results.ed.gov/ MEP NRG (Chapter IX) 12
MEP CSPR Part I Rating Instrument Tool Intended to be a resource to States to better understand how OME reviews CSPR Part I submissions. Gives examples of the types of information OME expects to find in the States CSPR Part I submission as it relates to methods for counting eligible children and quality control processes. Provided as a resource. States should NOT submit the CSPR rating instrument. 13
Child Count Elements 1.7.3.1 Critical Child Count logic elements that the State MUST address in its description. Ages 3 - 21 Qualifying Arrival Date (QAD) Residency (for all children as well as for two-years-old turning three) Elimination of prior year s Graduates and HSED obtainers SEA approved Certificate of Eligibility (COE) Unduplicated counts Category 2 criteria 16
Category 1 Elements for 1.7.3.1 The unduplicated count of eligible migratory children, ages 3-21, Only children who were within 36 months of a QAD, That the child resided in the State during the 2020- 2021 Performance Period (September 1, 2020 August 31, 2021) verified by one or more of the following dates: enrollment date, residency date, recertification/residency verification date, or withdrawal date between 9/1/2020 and 8/31/2021. 17
Category 1 Elements for 1.7.3.1 Cont. Children who graduated from high school or attained a High School Equivalency Diploma (HSED) during the performance period and ensures that these children are not counted in the subsequent performance period s child count Children who had an SEA approved Certificate of Eligibility (COE) and were entered in the State s migratory student database 18
Brief Discussion #1 How does your migrant specific data base check for eligibility requirements related to age and QAD? 19
MEP CSPR Part I Category 1 1.7.3.1 Verify residency by: School attendance records for those enrolled in school Written documentation, i.e., a home visit, updated COE, etc., after September 1 and before August 31 for every child in the Category 1 count who is not enrolled in school. For two-year-old children turning three years of age, MEP staff must verify the child s residency after the child s third birthdate. 20
Brief Discussion #2 How does your State verify residency for two-year-old children turning three? What logic checks, if any, are included in your child count methodology? 21
MEP CSPR Part I Unduplicated Child Count 1.7.3.1 Unduplicated child counts: Examples: Create a unique student ID for each child Conduct initial student searches in: State-specific database National system, MSIX, by State 22
Brief Discussion #3 How does your State ensure that every child is counted only once in your child count? 23
Unduplicated Child Count 1.7.3.1 Unduplicated child counts: Run the MSIX Potential Duplicate Report, or If the State has its own potential duplicate report, description should be outlined also 24
Poll Question Does your State run the MSIX Potential Duplicates Report? 25
Category 2 Elements for 1.7.3.1 1.7.3.1 Category 2 service data: Category 2 Count is a subset of the Category 1. It is the count of children who received a MEP- funded service during the summer or intersession term. Must be enrolled in the State migrant database with a summer or intersession enrollment for one or more days Ensure that children are between the ages of three through 21 at the time of enrollment 26
Brief Discussion #4 Are you familiar with the MSIX Child Count Reconciliation Report for Category 1 and Category 2? How often does your State run the MSIX Reconciliation Report? 27
Re-interview Process for 2020-21 Performance Period MEP Eligibility determination by using re-interview process: 29
Independent Prospective Re-interview Process Refer CFR 200.89(b)(2) Prospective re-interview Independent prospective interviews should be conducted at least once every three years by an independent interviewer, performed on the current year s identified migratory children. 30
SY 2020-21 MEP Data File Submission Changes CSPR Part I Initial Submission Due Date: December 16, 2021, at 5:00 pm EST Second/Final Submission Due Date: March 31, 2022, at 5:00 pm EST MSIX Snapshot Date: December 18, 2021 33
FS Submission Due Date Migrant Specific FS Due Date Shared File Due Date FS 121 Dec. 15, 2021, at 11:59 pm EST FS 32 (Dropouts) Feb. 9, 2022, at 11:59 pm EST FS 122 Dec. 15, 2021, at 11:59 pm EST FS 40 (Graduation/Co mpleters) Feb. 9, 2022, at 11:59 pm EST FS 54 Dec. 15, 2021, at 11:59 pm EST FS 175/185 (Math) Dec. 15, 2021, at 11:59 pm EST FS 145 Dec. 15, 2021, at 11:59 pm EST FS 178/188 (RLA) Dec. 15, 2021, at 11:59 pm EST FS 165 Dec. 15, 2021, at 11:59 pm EST FS 179/189 (Science) Dec. 15, 2021, at 11:59 pm EST 34
Child Count Resubmission Resubmission of State-level (SEA) Category 1 and Category 2 child counts after first submission, The SEA must submit an email request through the EDFacts Partner Support Center (PSC) to the U.S. Department of Education, OME Program Director, for pre-approval to modify its child count(s). The request must include an explanation of the data that need to be changed, why the change needs to be made, and what the State is doing to prevent the error in the future. 35
Child Count Resubmission (cont.) The request should be sent at least seven days (one week) prior to the EDFacts/CSPR Part I resubmission window. Resubmissions of SEA child count data with upward or downward revisions without prior approval may not be accepted by OME. If OME accepts a revision from the State, a formal response via email will be issued by OME s Director. 36
Certification Signature The authorizing official is the Chief State School Officer. If any other individual certifies the data submission, the Department assumes the following: The other signatory has been delegated authorized authority by the Chief State School Officer; and The Chief State School Officer is aware of and has reviewed the data submission 37
Resubmission Review Criteria Acceptable Resubmission For Category 1 and 2: the State identifies an error and resubmits the data with OME prior approval. Unacceptable Resubmission The State resubmits the data after first submission without OME prior approval. For other file specifications: State should work to resolve data quality issues that occurred after first submission. For example: Cross comparison of FS 54 vs 145. In order to resolve data quality issues, State takes another snapshot after first submission that includes children who were not identified during the performance period. 38
Questions? Please submit any questions that you may have about the webinar s content through the conversation box. 39
THANK YOU! Preeti Choudhary Preeti.Choudhary@ed.gov 202-453-5736 Christopher D. Hill 202-453-6061 Partner Support Center (PSC) Contact Information: Christopher.d.hill@ed.gov Telephone: 877-457-3336 (877-HLP-EDEN) Fax: 888-329-3336 (888-FAX-EDEN) TTY/TDD: 888-403-3336 (888-403-EDEN) E-mail: EDEN_SS@ed.gov Website: EDFacts Initiative Hours of Operation: 8:00 am - 6:00 pm ET, Monday- Friday, excluding federal holidays. 40
