Applying Georgia’s Continuation of Services Requirements to Your Eligible Children

1. Applying Georgia’s Continuation of Services Requirements to Your Eligible Children 9th Annual Title Programs Conference June 14-17, 2011 Presenters: Craig Geers, Director, Outreach Programs Susan Joyce-Stone, Migrant Education Program State Data Collections Coordinator

2. Session Content Section 1: A Review of Title I, Part C Program Eligibility Requirements Section 2: Circumstances Under Which COS May be Applied Section 3: The Request for COS Documentation and Approval Process Section 4: Case Scenarios and Practice Completing a Sample Form

3. Section 1 A Review of Title I, Part C Program Eligibility Requirements

4. What is the definition of a “migratory child”? • is younger than 22; • has not graduated from high school or does not hold a high school equivalency certificate; • is a migrant agricultural worker or has a parent, spouse, or guardian who is a migrant agricultural worker; and • has moved from one school district to another within the preceding 36 months in order to obtain (or seek) temporary or seasonal employment in qualifying agricultural work.

5. MEP Eligibility A child’s eligibility for the MEP begins when the child completes a qualifying move. This is often referred to as the qualifying arrival date (QAD) for purposes of the Certificate Of Eligibility (COE).

6. Duration of MEP Services A migratory child is entitled to MEP services for a 36-month period, or until he or she: • extends/restarts the eligibility period by making another qualifying move; or • terminates eligibility (e.g., receives a high school diploma or its equivalent, or turns 22).

7. Section 2 Circumstances Under Which COS May be Applied

8. There are 3 circumstances in which the state or a local operating agency may continue to provide MEP services to children who are no longer eligible for the MEP because the 36 month time period has expired.

9. Number 1 A child’s eligibility ends during the school term and the agency provides services for the duration of the term [fall, spring, summer, intersession].Include in child count Fall Intersession Spring Summer August December January May June July

10. Number 2 A child’s eligibility ends and the agency provides services for an additional school year because comparable services are not available through other programs. Do not include in additional year’s child count Fall IntersessionSpring Summer August December January May June July

11. Number 3 A local operating agency continues to serve secondary school students who were eligible for services in secondary school through credit accrual programs until they graduate. Do not include in additional years’ child counts Fall Fall Fall Fall Intersession Intersession Intersession Intersession Spring Spring Spring Spring Summer Summer Summer Summer August August August August December December December December January January January January May May May May June June June June July July July July

12. Remember! • Before providing services under these provisions, it must document that the child’s educational needs are not able to be met through comparable services delivered by other programs • Georgia allows only such services that are being delivered at the time of end of eligibility to be continued • Eligible migrant children, particularly those who have a priority for services, must never be denied services because of the needs of COS students

13. Remember! • The student has to be enrolled in COS before he/she loses eligibility, i.e. must have paperwork approved • COS students do not generate funds because they do not meet the definition of a “migratory child”

14. Section 3 The Request for COS Documentation and THE Approval Process

15. Accountability The state MEP must maintain documentation that substantiates a lack of comparable services.

16. Accountability Continued What possibilities should be considered when determining and documenting a lack of comparable services? • In school tutorials • After school tutorials • Summer school programs • Home visits • Parent-School communication • Pre-K services • OSY services

17. Documentation Process Using the Request Form STUDENT SECTION District: The name of the school district Student’s Name: As it appears in the COEstar database DOB: Date of birth, including month, day, and year COE ID#: COEstar database-generated identification number School: Name of the school where the student is enrolled Grade: Grade that the student is in EOE: Date that the student will reach end of eligibility (EOE) for services

18. Documentation Process Using the Request Form STUDENT SECTION (continued) DEFINE MEP education service(s) received at time of EOE to be continued (e.g., math tutoring – three hours per week) • Documentation should be attached to verify service is in progress. (e.g., lesson plan, schedule, health care provider assessment). EXPLAIN why this/these education service(s) should be continued (i.e., achievement remains borderline or failing, etc.) • Include facts regarding progress report, report card, test scores, etc.

19. Documentation Process Using the Request Form STUDENT SECTION (continued) EXPLAIN process and resulting outcomes used to determine that the MEP is the only resource available to meet this student’s need for the continuation of the defined education service(s). • You should be able to describe sufficient evidence to support a monitoring or audit question. A cross-program team meeting or a checklist of school/district/community resources are possible responses. Simply stating that no other comparable services are available will not be sufficient. Start Date: End of current term End Date: Up to additional year from start date (365 days)

20. Documentation Process Using the Request Form LEA SECTION Name of person completing this form: School district or MEP staff person Title: Position title, e.g., SSP, consortium liaison, etc. School: School or other work location for this person Email: Work email address for this person Phone #: Best phone number where this person can be reached Date: Needs to be prior to EOE date

21. Approval Process • Fully completed forms and attachments are sent to Iliana (Elaine) Garcia-Acevedo in the Bainbridge, GA Data Collections office. • Elaine reviews the STUDENT section for accuracy and completion, highlights the services being offered in the next section and compares what is written to the documentation that you submitted to show that the services are currently delivered. • She then initials and dates the form and sends it to the appropriate regional MEA office coordinator. • He or she reviews it and takes the appropriate action and then gives it to the regional office data specialist. • She makes a pink (parent) and yellow (district) copy and sends them to the individual who submitted the form. She files the original.

22. Section 4 Case Scenarios and Practice Completing a Sample Form

23. Questions?

24. ContactInformation Craig M. Geers Susan Joyce-Stone Division Director, Outreach Programs State Data Collection Coordinator Georgia Department of Education Georgia Department of Education 1866 Twin Towers East Migrant Education Program 205 Jesse Hill Jr. Drive 221 N. Robinson Street Atlanta GA 30334 Lenox GA 31637 (404) 657-1793 – Office (229) 546-3051 - Office (404) 557- 6650 – Cell (404) 694-9104 - Cell (770) 357-9476 – Fax (229) 546-3251 - Fax cgeers@doe.k12.ga.us sstone@doe.k12.ga.us http://www.gadoe.org http://www.gadoe.org