Module 11: Federal Monitoring of State Migrant Education Programs

Quick Reference and Reflection Sheet 11.2

Locating Documents for Federal Review

Instructions: When OME monitors state MEPs, all MEP documents and state-level information on migrant children may be requested for review. State directors are encouraged to have all documents in their most current form readily available and to know how to access all state level information that may be required.

The following worksheet will help you determine what documents you have on file and where you can access information that will be needed. For documents that you do not have, you should take the time to obtain them and store them (electronically or in hard copy) in an easily accessible location.

Document/Information / Location / Currently Available& Easily Accessible? Yes or No / Action Needed
  1. Current SEA and MEP organization charts

  1. State Report Card

  1. MEP Comprehensive Needs Assessment (CNA)

  1. MEP Service Delivery Plan (SDP)

  1. MEP Evaluation

  1. State Performance Targets/Annual Measurable Objectives (AMOs) and Measurable Program Outcomes (MPOs) for the MEP

  1. List of subgrantees and grant amount received by each project

  1. Random sample of Certificates of Eligibility (COEs)

  1. Written procedures for transferring and using migrant student records

  1. Written procedures for student assessment and for including migrant children in the state’s standards-based assessment system

  1. State assessment data for migrant students that is disaggregated at the state, LEA, and school level with an explanation of how the data are used

  1. State assessment data for migrant students that is disaggregated for Priority for Services (PFS) students.

  1. Recent A-133 single state and local audit reports with findings regarding the MEP

  1. Current subgrant guidelines, funding allocation criteria, application forms, review criteria, and report forms

  1. LOA grant applications for projects that will be reviewed during monitoring

  1. Subgrant monitoring instruments and site visit records, including follow –up to corrective actions

  1. Written procedures for charging MEP and staff time to SEA fiscal accounts (e.g., SEA administrative funds vs. MEP program funds)

1

This content was developed by The SERVE Center at The University of North Carolina at Greensboro under contract number ED-08-CO-0111. No official endorsement by the U.S. Department of Education (ED) of any product, commodity, service, or enterprise mentioned in this publication is intended or should be inferred.