Eligibility Reviewer
Training
Texas Migrant Education Conference
November 15-17, 2006
Maria Elena Garza,
NGS/Quality Control Specialist
[email protected]
Region One ESC
1900 West Schunior
Edinburg, Texas 78541
(956) 984-6000
www.esc1.net
REGION I ESC
Purpose of
Eligibility Reviewer Training
 To
provide intensive
training on procedures
and re-interview &
verification scenarios to
ensure accurate protocol
in the Texas Quality
Control Plan.
REGION I ESC
Agenda
Eligibility Reviewers need to be
familiar with…
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Texas Quality Control Procedures
Eligibility Reviewer Responsibilities
Eligibility Process
PMOL Concerns
Non-qualifying PMOL
Non-qualifying conditions
Mapping & networking
Agricultural & Fishing Activities
Required documentation for eligibility
determinations & comments for clarification
Validation Process REGION I ESC
Importance of Identification
and Recruitment (ID&R)
The State’s core responsibility is to ensure
that only those children who are eligible for
MEP are recruited, counted and served:
State directs MEP-funded services only
to eligible migrant children;
MEP allocation is an accurate reflection
of children who are migrant; and
MEP’s integrity remains strong.
Section 5.1
REGION I ESC
Quality Control Plan
Also ensures that:
Annual eligibility validations are
conducted by trained ESC migrant
staff.
COEs are randomly checked.
Section 5.1
REGION I ESC
Texas Quality Control Plan
 All
individuals involved in
identification and
recruitment for the MEP
must follow the guidelines
and procedures outlined in
section 5 of the ID&R
manual.
REGION I ESC
Texas Migrant Education Program
Quality Control Procedures
Know the Texas Quality Control Procedures
1. Recruiters must be trained by their regional ESC
annually in ID&R and cannot begin recruiting
students for the new school year until they have
successfully completed the training. (Only those
individuals who have undergone annual training
can sign the COE-2.3, 2.16, ID&R Manual).
2. ESCs train all recruiters annually and certify them
on NGS by assigning each trained recruiter and
reviewer an I.D.
5.2
REGION I ESC
Texas Migrant Education Program
Quality Control Procedures
3.
4.


Recruiters must always use the newest version of
the Texas COE to record eligibility (2.3).
The COE Supplemental Documentation Form is
required for any family who does not rely on
migrancy for the sole source of income (2.20).
There are 2 ways to answer question 2:
“Migrant work is the family’s only livelihood (2.21).”
Responses must be documented in the parent’s
words and completed in the presence of the parent
(2.20).
5.2
REGION I ESC
Texas Migrant Education Program
Quality Control Procedures
Trained eligibility reviewers verify recruiters’
eligibility determinations.
The eligibility reviewer’s signature certifies that the
COE has been reviewed by a district official and
that no concerns exist regarding the eligibility of
any of the children listed on the COE (2.16).
6. COEs requiring more than 1 comment are
forwarded to the ESC (1.28-1.29 or back of
supplemental doc).
5.
5.2
REGION I ESC
Texas Migrant Education Program
Quality Control Procedures
7.
8.
9.
10.
11.
COEs are used on an intra-state basis (2.6)
Residency verification occurs annually (9/1 thru
11/1 ).
The ESC conducts annual eligibility validation in
coordination with the LEA.
ESC re-interviewers interview families if questions
regarding the initial determination arise.
The State MEP randomly selects children for
eligibility review.
5.2
REGION I ESC
To Investigate Eligibility
A recruiter asks the following….
Who
What and Where
Why
When
REGION I ESC
Eligibility Criteria
Who-children under 22, no graduation or
G.E.D.
 What-worker is engaged in qualifying activity
 When-within the last 36 months
 Where-across school district boundaries
 Why-PMOL
*Principal Means of Livelihood means that
migrant work is necessary to sustain family.

REGION I ESC
ID&R: What’s New?
To the
COE
To the
Supplemental
Document
To the ID&R manual
#24
NA has
been
removed
Reduced to
2 questions











Residency Verification has been extended 9/1-11/1
Residency verification chart is included (4.31)
Comments for clarification (1.29)
Reg Flags has changed to PMOL Concerns (1.23)
Section 4 is divided by tools first then resources
New Optional Forms: family survey (4.33), record
of critical & non-critical errors (4.41)
Qualifying activity related to transporting: “taking
vegetable from field to the packing shed” page
(1.11)
Clarification on Professional work (1.22)
Intra-state cooperation (2.6)
P2s turning P3 Comments on COE (2.17)
Process for Charter & magnet schools (2.23)
REGION I ESC
Eligibility Process
1. Recruiter
begins by recruiting and identifying
2. Eligibility Reviewer
Re-examines and verifies the eligibility of
migrant children on COE
3. NGS Data Specialist
Enters COE data into NGS
4. Re-Interviewer
Validates child’s eligibility
Section 5.4-5.5
REGION I ESC
Potentially
misidentified
children - COE sent
to State MEP
Key Roles in the Eligibility Process
1. The
Recruiter
COE
back to recruiter
for
documentation/
clarification.
2. The
Eligibility
Reviewer
4. ReInterviewer
3. The
NGS Data
Specialist
5.8
REGION I ESC
5.8
MAKING DIFFICULT ELIGIBILITY
DETERMINATIONS
1. LEA
2. ESC
3. State
MEP
5. LEA
4. ESC
REGION I ESC
5.10
1. Role and Responsibilities of
the Recruiter
Primary Role:
Find and enroll eligible children.
Responsibilities:
Attend annual training.
 Locate families.
 Gather facts & determine eligibility.
 Keep records.
 Additional duties.

Section 3.2-3.4
REGION I ESC
Residency Verification
The recruiter verifies between 9/1-11/1/06 that all
the children on the COE are present in the school
district within the reporting period 9/1-8/31.
 Residency Verification - Date parent signed the
COE. (for new COEs)
 Residency Verification by:
 conducting face-to-face visit with the family; or
 obtaining school PEIMS enrollment lists.
Non-enrollees = ages 3-21 who are not attending
school.

Section 5.13
REGION I ESC
Termination of Eligibility
MEP eligibility terminates when a
student:



Has no eligible moves within three
years from the last QAD;
Graduates from high school/GED;
or
Turns 22 years of age.
Section 1.25
REGION I ESC
Who is Eligible for the MEP?

Children, not their parents, are
enrolled in the MEP.

Children benefit from the
services offered by the MEP.

Children qualify because they do
the qualifying work or they have
moved with a parent/guardian
who does the qualifying work.
Section 1.3, 1.21
REGION I ESC
Children should not be
included on the COE if:




They were born after the QAD;
They have graduated from a U.S.
high school or have obtained a
General Education Diploma (GED);
They did NOT move across school
district lines with or to join the
worker;
They did not make a new qualifying
move within three years (36 months)
of their existing QAD).
REGION I ESC
2. Role of the Eligibility Reviewer
Primary Role: to re-examine & verify the eligibility of
the children listed on the COE.
The Eligibility Reviewer must:
1. Attend annual intensive training conducted
specifically for reviewers by the ESC before
conducting eligibility verification and signing COEs.
2. Carefully re-examine the COE and verify the accuracy
of all required information.
3. Know and identify situations that require additional
documentation in the form of comments.
5.4

REGION I ESC
Role of the eligibility reviewer
The Eligibility Reviewer must:
4. Know how additional documentation must be
recorded on the COE and COE Supplemental
Documentation forms.
5. Know how to interpret eligibility-related data on the
New Generation System (NGS).
6. Know which qualifying agricultural and fishing
activities take place in the local area and throughout
the state and nation.
5.5
REGION I ESC
Role of the eligibility reviewer
The Eligibility Reviewer must:
7. Verify eligibility based on the
reviewer’s thorough knowledge of
eligibility guidelines, as outlined in
the Non-Regulatory Guidance and in
this manual.
8. Maintain an auditable work log
detailing the jobs and time spent
fulfilling the reviewer’s duties. (5.5)
5.5
REGION I ESC
Based on the eligibility review:

The Recruiter may be asked to
revisit family.

A second recruiter may be asked
to visit family.

The family may be determined
ineligible for the MEP.
Section 5.5
REGION I ESC
Role of LEA in the
Eligibility Process
After COE has been signed (by recruiter and
reviewer) and entered into NGS:


LEAs never re-interview parent/worker to verify
eligibility after the COE has been signed by the
recruiter & eligibility reviewer & entered into NGS.
COEs are forwarded to ESC.
Section 5.6
REGION I ESC
Sections of the COE
The COE is composed of the following parts:
I.
II.
III.
IV.
V.
VI.
Family Data
Eligibility Data
Child/School Data
Parent/Guardian/Self Certification
Eligibility Certification Data
Continued Residency Verification
Section 2.2
REGION I ESC
Why Eligibility Criteria:
PMOL Concerns
Clarification should be documented on COE.





Family indicates that migrancy is the only source of
income, yet
the timeframe surrounding the qualifying move is very
limited.
multiple moves are NOT made during the year.
Worker or family members have positions that are
professional in nature, requiring training or higher
education.
Non-entry level occupation, especially for nonqualifying work; non-agricultural/fishing occupations
1.23
REGION I ESC
Why Eligibility Criteria:
PMOL Concerns
Clarification should be documented on COE.
Moves from urban or non-traditional
migrant areas
part-time non-agricultural/fishing
employment
non-migrant lifestyle
1.23
REGION I ESC
Why Eligibility Criteria:
Non-Qualifying Conditions
Related to Primary Purpose





A single one day move.
A move to relocate to the United States.
A move to seek non-agriculturally related
work such a construction work.
A move to seek political asylum.
A move from a country other than Mexico
or Canada.
Section 1.20
REGION I ESC
Why Eligibility Criteria:
Non-Qualifying Conditions Related
to Primary Purpose




A move back to Mexico.
A move where a worker is returning form
doing agricultural work in Mexico, visiting a
sick relative, or traveling for personal
reasons.
A move where a worker is returning to the
same job after taking a vacation or taking
leave without pay.
A “to seek” move back to the worker’s
homebase.
1.20
REGION I ESC
When Eligibility Criteria:
Non-Qualifying Conditions





A first time “to seek” move;
A second consecutive “to seek” move;
A “to seek” move back to the worker’s
home base.
A ‘to seek” short distance and/or short
duration move.
A ‘to seek” move where the worker never
arrived at the work site.
Section 1.26
REGION I ESC
When Eligibility Criteria:
Non-Qualifying Conditions




Any “to seek” move that cannot be
documented by well-established migratory
pattern AND an explanation as to why work
was not obtained.
A “to join” move in which a child’s move
occurs after a year of the worker’s move.
A move of a single day.
Moves for 7 day or less, unless required
documentation is supplied in the comment
section.
1.26
REGION I ESC
When Eligibility Criteria:
Non-Qualifying Conditions




A move of short distance (100 miles or
less), unless required documentation is
supplied in the comment section.
A move with the purpose of establishing a
new residence or permanent location.
Permanent employment in a qualifying
activity.
Work in which a worker is hired on a
“probationary basis.”
REGION I ESC
When Eligibility Criteria:
Non-Qualifying Conditions








A move where a worker is returning from vacation,
leave without pay, doing agricultural work in Mexico,
visiting a sick relative, or traveling for personal
reasons.
A move for political asylum
An international move from a non-border country.
Activities involving transporting or hauling.
Personal subsistence.
Daily commuting.
Activities, or a series of activities, that would be
either temporary or permanent.
Supplemental income involving work in a professional
or certified field.
1.27
REGION I ESC
What is an eligibility
comment?

There are eleven comments related to
eligibility that must be supplied on a
COE.
From “The Weekly Recruiter” July 12,
2006
REGION I ESC
Required Documentation:
Comments Needed on COE
“To seek” move
Short distance move
Short duration move
Temporary employment
“To join” move
Qualifying move back to
home base
Section 1.28
REGION I ESC
Required Documentation:
Comments Needed on COE (cont.)
Multiple intent move
Early move
Industrial survey
Unusual qualifying work
Series of activities that could
be considered year round
Industrial survey
Section 1.29
REGION I ESC
What is a procedural comment?

A procedural comment is a comment that clarifies an
item on the COE that is not directly related to the
eligibility determination. Examples of procedural
comments are:
 A second COE was needed to include all the
children in the family who made the move with
the worker;
 The child was the worker but, because of age, the
mother signed the COE. Child was present during
the interview and supplied the information; or
 Comment references another COE on file.
From “The Weekly Recruiter” July 12, 2006
REGION I ESC
Required for Clarification Purposes:
Additional Comments
Guardian
Self
Cross-Referencing Children
Intrastate Movement
Changes on the COE
1.29
REGION I ESC
Basic Steps for Accuracy








Complete COE using black or blue ink;
Corrections are made using red ink, dated and initialed
(Section 2.5);
Review COE for blanks;
Compare Qualifying Arrival Date (QAD) vs. Residency
date;
Include all necessary comments to support eligibility;
Check COE for accuracy, legibleness and neatness;
Must be completed in English only;
Recruiters MUST not give the parents a copy until all
signatures have been obtained & eligibility has been
established.
Section 2.3
REGION I ESC
Critical and Non-Critical Errors
4.41
A critical error is data or information that indicates
that the children listed on the COE are not eligible for
migrant services. Examples of critical errors are the
following:
 Child did not accompany worker;
 Move was to permanently re-locate; or
 Work was of a permanent nature.
 A non-critical error is data or information that is
missing or is specified incorrectly, but is not essential
to identifying the children listed on the COE as eligible
for migrant services. Examples of non-critical errors
are:
 Lack of supporting comments on COE;
 Lack of specific detail in qualifying activity; or
 Wrong dates reported on COE.
REGION I ESC
From “The Weekly Recruiter”
July 12, 2006

Forward COEs for
Additional Review
LEA to ESC

COEs containing more than one comment (may be forwarded from
ESC to State MEP if unable to make an eligibility determination).

PMOL concerns (may be forwarded from ESC to State MEP if
unable to make an eligibility determination).

COEs on existing QADs containing conflicting qualifying information
(may be forwarded from ESC to State MEP if unable to make an
eligibility determination).

LEAs cannot change QADs on COEs. LEA must forward COE and
reasons why QAD should be changed to the ESC migrant staff.
(ESC should check with the state if unsure if new QAD falls outside
of the reporting window).

Extenuating circumstances.

Potentially misidentified children
Section 5.
REGION I ESC
Forward COEs for
Additional Review (cont.)
From ESC to State
 Extenuating
circumstances
 Potentially misidentified children
Section 5.11
REGION I ESC
Exceptions
Children not eligible for the MEP:

Children who are born after the qualifying arrival
date.

Children who did not make the move across
school district lines or to join the worker.

Youth who have graduated from a U.S. high
school or have obtained a General Education
Diploma (GED).

Did not make a new qualifying move within three
years of the existing QAD.
Section 2.2
REGION I ESC
COE Copy Distribution
After the form is signed by the recruiter and the eligibility
reviewer, the copies should be distributed as follows:
 The recruiter should give the goldenrod copy to the
parent/guardian/worker.
 The original (white) form should be filed in the auditable
file for the district or the fiscal agent.
 The yellow copy should be forwarded to the ESC.
 The pink copy should be forwarded to the PEIMS clerk
unless arrangements have been made to keep PEIMS
copy in the migrant department/office.
Section 2.22
REGION I ESC
Yellow Copies
The Texas MEP recommends that in districts with
more than 100 identified migrant students, the
ESC select a random sample of at least 1% of the
yellow copies submitted to them to review for
non-critical as well as for critical errors. This
should be done as part of the ESCs ongoing
quality control process. When errors are found,
the ESC must contact the district to follow up in
terms of eligibility determinations and/or to make
corrections on the COE as needed.
5.7

REGION I ESC
Maintaining Auditable Files


The original Certificate of Eligibility
must be maintained by the fiscal
agent. The fiscal agent must also
maintain documentation regarding
annual training of all individuals
signing the COE.
Retention of COE (original) is 10
years from the QAD
Section 2.24
REGION I ESC
Why Mapping and Networking?
To locate all migrant children residing
within the state:
 Map where migrant families reside;
 Map agriculture and fishing areas;
 Maintain lists of migrant housing;
 Conduct community and industrial
surveys;
 Network with agencies.
Section 5.3
REGION I ESC
Texas Fresh Produce
Availability Chart



Created by the Texas Department of
Agriculture.
Information on the months when the fruits
and vegetables are available in different
regions of the state.
Familiarizes recruiter with produce
season/cycle.
Section 4.27, 4.29-4.32
REGION I ESC
3. NGS Data Specialist
 Enters
COE data into NGS
 Possible 3rd prong/eye in eligibility
process
REGION I ESC
4. Eligibility Validation

The ESC is responsible for conducting
eligibility validations for the entire
region.
Children chosen for the eligibility validation
process may be located:
 In independent project districts
 SSA member districts; or
 Non-projects districts.
Section 5.
REGION I ESC
Eligibility Validation
Process for ESC





Receive list of children selected for process
from State MEP.
Collect copies of COEs corresponding to
reporting period.
Review COE and information on family.
Contact district to schedule re-interview.
Local MEP recruiter may accompany the reinterview.
Section 5.13
REGION I ESC
Eligibility Validation Process
(cont.)


Re-interviewer follows questions in
order on Eligibility Validation form.
Then re-interviewer may use the
COE and other data to review for
discrepancies.
Section 5.13
REGION I ESC
Eligibility Validation Process…
ESC migrant contact will thoroughly review
the re-interviewer’s notes to verify that
the re-interviewer has confirmed the
following and has addressed the
following:
1. If the sample child made the move;
2. The dates of the move;
3. The locations involved in the move; and
4. The qualifying activity.
5.17
REGION I ESC
Importance of
Quality Control
Some Final Words:
 All roles share in the effort.

School districts, region ESCs, and the State
MEP can be assured that:
 Eligibility determinations are correct
 Texas MEP will continue to reach the
many children we all strive to serve.
Section 5.14
REGION I ESC
Scenarios
 Please
review the 8 COEs and
document information
requested on the eligibility
review form.
REGION I ESC