Comprehensive Needs Assessment
for Migrant Education Programs
Logistics
Task
To develop a schedule of all the meetings, preparation requirements for each
meeting, meeting objectives, and timelines needed to complete the work
delineated in the needs assessment process
Rationale
The final step in management planning is to establish timelines, a calendar of
meeting dates, and deadlines for pieces of work. This planning will facilitate the
smooth and orderly flow of the CNA process. A clear schedule makes the work
feasible and allows the committee and team members to incorporate this
commitment into their individual schedules. Many of the individuals who will
serve on the CNA Committee are busy leaders, and notifying them of meeting
dates far in advance of the scheduled time with ensure their attendance and
participation.
Considerations
1.
2.
3.
4.
5.
Communication Structures: Encourage communication structures that
are flexible and do not necessitate everyone being present at the same
place at the same time. E-mail, fax, and conference calls can be used
to move the process forward. For example, a conference call may
allow a Goal Team to finalize and word-smith the need indicators after
solidifying the indicators at a meeting, or the CNA Committee could
refer the finalization of the collection plan to the Management Team,
who will complete the plan via email.
Time for Data Requests: A major consideration is the length of time it
will take to obtain requested data. Discuss the timeline with the Data
Team chair so that a realistic timeframe can be set.
Current Structures: Use meetings that are already scheduled to get
members together. Schedule work sessions during state conferences
and workshops, or annual parent gatherings. Such annual meetings
may also provide a means of fulfilling focus group or surveys
requirements.
Mobility Patterns: Consider when the maximum number of migrant
students and their families are in the state and can, therefore,
participate in surveys, focus groups, or other data gathering activities.
Testing Results: Consider when state testing results, including
accountability and English proficiency measures, are available for
review.
Comprehensive Center Network
Comprehensive Needs Assessment
for Migrant Education Programs
6.
7.
Time Schedules: The time it will take to complete each phase is
dependent on several factors, including the number of staff who can
support the effort, the frequency with which the committees and Goal
or Data Teams meet, and the available access to data sources.
Reporting Schedule: The Project Manager should establish milestone
dates and share these with all involved parties. Timely reports to top
management and other important stakeholders, with opportunities for
interaction on major issues, are also important. Regular reports on the
progress and findings of the needs assessment process should be
provided to district and school level personnel, as well as Migrant
Education Program staff and migrant parents throughout the state.
Newsletters, town meetings, and meetings that are already established
are perfect avenues for this type of communication.
Recognizing how busy the CAN Committee members are likely to be, providing a
calendar of meetings with the tasks to be accomplished at each will help ensure the
continued involvement of the group membership. The tasks for each meeting are laid
out in the Implementation Framework. If your state will be revising this schedule in any
way, this is the time to do so. Otherwise the framework can be used to set the number
of meetings, their dates and the tasks to be completed at each meeting. Once these
dates are set, it is wise to follow the schedule. All members will be able to enter these
dates for the coming year in their calendar.
An abbreviated form of the Implementation Guide Framework is attached and can be
used for this purpose.
Support Materials


Implementation Framework
Template for Logistics Planning
Comprehensive Center Network
Comprehensive Needs Assessment
for Migrant Education Programs
Abbreviated Implementation Guide
CNA Committee Meetings and Work Structure for Phases I, II and III
Meeting 1
Meeting 2
Meeting 3
Meeting 4
Meeting 5
Date: ____________
Date: ___________
Date: ___________
Date: ____________
Date; ___________
Meeting Goals
Phase I: 1 ½ days
CNA Model
 Process
 Anticipated outcomes
for state
Migrant Student Profile
 Initial Migrant Profile
 Additional data
 Disaggregations
Phase I: 1 day
Concern Statements
 Community input and
final Migrant Student
Profile
 Concern Statements
Priority
Need Indicators
 Need Indicators
definition and examples
Concern Statements for
Seven Areas
 Seven Areas of
Concern
 Concern Statements
Plan for Collecting
Community Input
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Phase II: 1 day
Data Collection Plan
 Existing and needed
data
 Areas of Concern with
Need Indicators and
Data Sources
 Comparison groups
and disaggregations
 Data Collection Plan
Phase III: 1 day
Gaps
 Data analysis review and
Need Statements
 Prioritize Need
Statements
Solution Plan
 Criteria for solutions
 Plan to determine
solutions
Phase III: 1 day
Solutions
 Solutions and
recommendations
Comprehensive Needs Assessment
for Migrant Education Programs
Implementation Guide Framework
CNA Committee Meetings and Work Structure for Phases I, II and III
Preparation
Project Director
(PD)
Management
Team (MT)
Management Plan
 Determine
committee
structures
 Set roles/
responsibilities
for committee
members
 Define number
of meetings,
tasks for each,
and calendar
Initial Migrant
Student Profile
 Define
demographics
and patterns
 Use readily
available data
Meeting 1
CNA Committee (CNA)
Goal Area Work Team
Members (GT)
Data Team (DT)
Phase I: 1 ½ days
CNA Model
 Review three-phase
model as on-going
process
 Identify anticipated
outcomes for state
Migrant Student Profile
 Understand purpose
of profile and
emphasis on
priority-for-service
(PFS) students
 Review Initial
Migrant Profile
 Determine additional
data needed for
profile
 Specify additional
disaggregations
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Meeting 2
Meeting 3
Responsible Party/Meeting Participants
CNA Committee (CNA) CNA Committee
Goal Area Work Team
(CNA)
Representative
Goal Area Work Team
(GT)
Representative
Data Team (DT)
(GT)
Data Team (DT)
Meeting Goals
Phase I: 1 day
Phase II: 1 day
Concern Statements
Data Collection Plan
 Review summary of
 Identify existing and
community input
needed data
and final Migrant
 Review
Student Profile
summarized Areas
 Review and finalize
of Concern with
Concern
Need Indicators
Statements
and Data Sources
 Finalize
Need Indicators
comparison groups
 Define Need
and
Indicator and its
disaggregations for
purpose
PFS students
 Draft example Need
 Develop Data
Indicators for
Collection Plan
highest priority
Concern
Statements
Meeting 4
Meeting 5
CNA Committee (CNA)
Goal Area Work Group
Representative (GT)
Data Team
Representative (DT)
CNA Committee
(CNA)
Goal Area Work Group
Members (GT)
Data Team (DT)
Phase III: 1 day
Gaps
 Review summarized
data analysis and
Need Statements
 Prioritize Need
Statements based on
gap magnitude and
criticality
Phase III: 1 day
Solutions
 Review alternative
solutions and
recommendations
 Select solutions
Solution Plan
 Set criteria for
solutions
 Develop plan to
determine solutions
Comprehensive Needs Assessment
for Migrant Education Programs
Concern Statements for
Seven Areas
 Review seven areas
of concern
 Discuss seven
areas across four
goal areas
considering PFS
students
 Draft concern
statements
Plan for Collecting
Community Input
2 months
Responsible Party:
Project Director
(PD)
Management
Team (MT)
 Develop initial
Migrant Student
Profile (PD/MT)
3 months
Responsible Party:
Goal Teams (GT) and
Data Team (DT)
Management Team
(MT)
 Collect and
summarize
additional data for
Migrant Student
Profile (DT/MT)
 Collect and
summarize
community input
data (GT)
 Refine Concern
Statements (GT/MT)
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Work To Complete
2 months
5 months
Responsible Party:
Responsible Party:
Goal Teams (GT) and
Goal Teams (GT) and
Data Team (DT)
Data Team (DT)
 Develop Needs
Indicators for
highest priority
Concern Statements
(GT with DT
representatives)
 List data sources for
each Need Indicator
(GT/DT)
 Synthesize and
revise Need
Indicators from all
Goal Teams (GT &
DT representatives)
 Prepare
Recommendations
for comparison
groups or standards
(DT)
 Develop or identify
any instruments or
data requests
(GT/DT)
 Collect data
(GT/DT)
 Analyze data to
establish gaps (DT)
 Write gap-based
Need Statements
(GT/DT)
2 months
Responsible Party:
Goal Teams (GT)
 Review research
(GT)
 Solicit expert advise
(GT)
 List alternative
solutions and
recommendations
(GT)
1 month
Responsible Party:
Project Director (PD)
Management Team
(MT)
 Write Migrant
Program Report for
OME (PD/MT)
 Develop Action Plan
(PD/MT)
 Develop monitoring/
evaluation
mechanisms
(PD/MT)
 Develop annual
cycle (PD/MT)
Comprehensive Needs Assessment
for Migrant Education Programs
Template for Logistics Planning
Meeting Date
Meeting
Objectives
Preparation
Required
Who Attends
Comprehensive Center Network