2018 Annual Directors Meeting. U.S. Department of Education Office of Migrant Education. March 5-7, 2018

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1 U.S. Department of Education Office of Migrant Education March 5-7, 2018 The mission of the Office of Migrant Education is 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.

2 The objectives of this meeting are: 1) to facilitate opportunities for Directors to network and share promising practices and resources; 2) to provide Directors with information pertinent to the State administration and operation of the Migrant Education Program (MEP); 3) to promote understanding of, and coordination with, other U.S. Department of Education (ED) initiatives and programs; and 4) to provide Directors and Office of Migrant Education (OME) personnel with opportunities to coordinate on issues important to the successful design and implementation of programs and services that benefit migratory children. ED Wi-Fi Network: Password: Ed Guest Edwifi#1

3 New Directors Orientation March 5, :00-9:10 a.m. 9:10-9:40 a.m. Break 10:00-10:30 a.m. Break 10:45 a.m.- 12:00 p.m. Welcome and Logistics Lindsay Booth & Lisa Gillette, OME Lessons Learned as a New MEP Director Christina Nava, ID OME Resources Lindsay Booth, OME & Research Triangle Institute (RTI) MEP Mentoring Initiative Kick Off RTI Please allow for extra time for going through security when entering the building. Every person entering the building will be asked to present a photo ID, walk through a metal detector and send bags through an x-ray machine. Laptops will need to be removed and sent through separately. The New Directors Orientation (NDO) is intended to prepare Directors for beneficial collaboration and comprehension throughout the meeting. Those who have become MEP Directors in the last three years are strongly encouraged to attend. All NDO Sessions will take place in the.

4 Day 1: March 5, 2018 ADM registration will take place between 12:30-1:30 p.m. Please enter by the C Street entrance. There will be signage once you go through security on where to access ADM Registration. The U.S. Department of Education is located at 400 Maryland Ave SW, Washington D.C., Please allow for extra time for going through security when entering the building. Every person entering the building will be asked to present a photo ID, walk through a metal detector and send bags through an x-ray machine. Laptops will need to be removed and sent through separately. Only those who are registered for the meeting will be allowed entry. 1:30 1:40 p.m. Welcome and Logistics Lindsay Booth, OME 1:40 2:00 p.m. OESE Updates Jason Botel, Principal Deputy Assistant Secretary, Office of Elementary and Secondary Education 2:00 2:30 p.m. 2:30 3:00 p.m. OME Updates Lisa Gillette, Acting Director, OME Migrant Student Information Exchange (MSIX) Updates Maria Hishikawa & Patricia Meyertholen, OME 3:00 3:20 p.m. BREAK 3:20 4:20 p.m. Consortium Incentive Grant Feedback Session Steven Carr & Jennifer Rodriguez, OME 4:20 4:35 p.m. BREAK 4:35 5:30 p.m. A Collaboration to Address the Needs of Out of School Youth (OSY) and College Going MEP Students HEP/ CAMP Association Emily Hoffman, Massachusetts MEP/ EDCO Collaborative Erin Shea, Vermont MEP/ University of Vermont Extension

5 Day 2: March 6, :00 9:50 a.m. 9:50 10:10 a.m. Collaboration Session: Operational Management Coordination Work Group Members MEP Q/A Lisa Gillette & Sarah Martinez, OME 10:10 10:30 a.m. BREAK 10:30 a.m. 12:00 p.m. Eligibility Scenarios & Identification and Recruitment (ID&R) Models Lindsay Booth, Sarah Martinez & Patricia Meyertholen, OME 12:00 1:30 p.m. LUNCH 1:30 2:30 p.m. MEP Improvement: Family Feud Preeti Choudhary & Edward Monaghan, OME 2:30 2:50 p.m. BREAK Office of English Language Acquisition (OELA) Resources Interactive Informational Workshop José Viana, Assistant Deputy Secretary and Director, OELA Room: 1W 105/108 2:50 3:40 p.m. (Choose a topic) Monitoring for MSIX Interactive Informational Workshop Maria Hishikawa & Patricia Meyertholen, OME Room: Using Remote Technology to Engage Students and Families Resource Sharing Session Facilitated by Jonathan Fernow (OR) & Betty Garcia Mathewson (NY) Room: 1W 128 3:40 4:00 p.m. BREAK 4:00 4:50 p.m. Every Right for Every Child Frances Frost, Family Ambassador, ED 4:50 5:00 p.m. Closing / Announcements

6 Day 3: March 7, :00 9:20 a.m. 9:20 10:00 a.m. Study of the Implementation of the MEP- Update Joanne Bogart, Office of Planning, Evaluation and Policy Development Priority For Services: State Implementation Sarah Martinez, OME 10:00 10:20 a.m. BREAK 10:20 11:10 a.m. MSIX Promising Practices Interactive Informational Workshop Maria Hishikawa & Patricia Meyertholen, OME Room: LBJ Auditorium Binational Initiative Resource Sharing Facilitated by Tomás Mejia (CO) Room: 1W105/108 Service Delivery Plan Implementation: Utilizing Partnerships to Serve Migratory Children Resource Sharing Facilitated by Veronica Aguila (CA) & Terry Garrett (WA) Room: 1W128 11:10-11:30 a.m. BREAK 11:30 a.m. 12:20 p.m. 12:20 12:30 p.m. State Plan Analysis Jessica McKinney & Melissa Siry, Office of State Support Closing Lisa Gillette, OME The LBJ Auditorium and break out rooms are available for meetings/ lunch until 3:00pm. Please take advantage of this time to collaborate with colleagues. If you would like to meet with your Program Officer, members of the MSIX or Data and Evaluation teams you must make an appointment ahead of time. The MSIX Help Desk will be available throughout the ADM to answer questions. Please be mindful to not disrupt sessions in progress.

7 SESSION DESCRIPTIONS Migrant Student Information Exchange (MSIX) Updates MSIX, a national records exchange, allows State educational agencies (SEAs) to upload required minimum data elements (MDEs) from their own existing State student record systems into a single data repository where information on each migratory child is maintained, organized and compiled in order to facilitate school enrollment, grade and course placement, credit accrual and participation in the MEP for migratory children. Since the deployment of a Responsive Web Design (RWD) in February 2017, the MSIX Team has steadily released updates and fixes. The MSIX Project Manager and MSIX Technical Lead will brief you on the very busy year we've had, the improvements we've made to the system with user input and the continuous improvements we have planned for the upcoming year and beyond. A Collaboration to Address the Needs of Out of School Youth (OSY) and College Going MEP Students The High School Equivalency Program (HEP) helps migrant and seasonal farmworkers obtain the equivalent of a high school diploma (HSE) and gain employment, go to an institution of higher education, the military, or other postsecondary education or vocational training. The College Assistance Migrant Program (CAMP) assists migrant and seasonal farmworkers in their first year of college. This presentation will explore opportunities and potential models for MEP programs to collaborate with HEP and CAMP and create opportunities to maximize resources of the programs to better address the needs of migratory students. There will also be a discussion on HEP services for out of school youth (OSY) and how MEP programs can best support OSY to prepare and be successful HEP students and case studies on MEP programs starting and implementing adult education classes, specifically around HSE prep. Consortium Incentive Grant Feedback Session This session will provide an update on the current CIG (Consortium Incentive Grant) program, discuss changes to the program and provide participants an opportunity to provide feedback. The primary purpose of this session is to provide a forum for participants to share their ideas and feedback on the CIG program. Collaboration Session: Operational Management Members of the Coordination Work Group will lead discussions on select MEP operational management topics. This interactive session will give new and veteran directors an opportunity to collaborate to find solutions to common challenges. MEP Improvement: Family Feud The Data-Evaluation Team will use a popular television game format to explore effective data analysis, evaluation, and program improvement strategies with MEP directors in an interactive setting. OELA Resources Mr. Viana will provide a brief overview of the EL landscape using current data and a brief preview of OELA s EL Family Toolkit, which is currently in development. Monitoring for MSIX The MSIX regulations, in effect since June2016, require that each SEA collect, maintain, and submit MDEs within required time frames to facilitate timely school enrollment, grade and course placement, accrual of secondary course credits, and participation in the MEP for migratory children. In fiscal year 2018 the OME is incorporating these regulations as a key requirement in monitoring MEP grantees. The presenters will discuss what to expect if and when your State is monitored by OME regarding compliance to the MSIX regulations as well as the process for reconciling child counts with MSIX. The MSIX Team will be present to answer questions regarding data collection, file submission and child count reconciliation processes.

8 Every Right for Every Child: Protecting our Nation s Youth Participants will learn about the different issues facing our nation s most marginalized youth and new strategies to ensure every child receives a quality education that prepares them for college and career opportunities. There will be a discussion of ways to advocate for homeless youth, foster care youth, Lesbian, Gay, Bisexual, Transgender and Questioning (LGBTQ) students, and immigrant children and families. Eligibility Scenarios & ID&R Models This session will address questions that may arise in determining and documenting eligibility of migratory children. Presenters will use fictional scenarios to illustrate eligibility questions ranging from straightforward to more complex, and participants will have an opportunity to work with their colleagues in formulating responses to the scenarios. Eligibility scenarios will be used as a launching point for discussion among participants about how changes to program eligibility, combined with changes in agricultural work and migratory patterns, have impacted States ID&R processes and procedures. Participants will be asked to share with their colleagues promising practices and specific tactics to address recent challenges in ID&R. Study of the Implementation of the MEP- Update OPEPD will brief the MEP Directors on the status of the national MEP implementation study. Priority for Services: State Implementation This session will focus on how States prioritize migratory children who meet specific criteria, in providing MEP-funded services i.e., the priority for services, or PFS, requirement. The primary purpose of this session is to provide a forum for participants to share their own reasonable interpretations of the PFS criteria, how the State identifies migratory children who meet those criteria, and the impact of PFS on program design and delivery of services. Binational Initiative This session addresses the Binational Migrant Initiative s 4 main components: supporting pedagogical models for educators, the binational teacher exchange program, the transference of education documents, and available educational resources including Secretaria de educación pública (SEP) books from Mexico. State directors who implement the Binational Initiative will discuss current binational issues, as well as the participation process and the benefits to the wider migrant population. The purpose of the session is to provide information and support to states interested in learning about the Binational Initiative. MSIX Promising Practices This interactive informational workshop is a forum for States to share and discuss MSIX success stories as well as to learn how to overcome challenges related to data collection and communication across States. The OME team will facilitate information sharing among attendees. Be prepared to talk about how MSIX is integrated into your State MEP processes. The MSIX team will be present to answer questions regarding data collection processes and using MSIX notification and data request functions. State Plan Analysis The Office of State Support (OSS) will provide an update and overview of the consolidated state plan review and approval process and highlight key provisions within consolidated state plans. Resource Sharing Sessions Resource sharing breakout sessions are MEP Director led. Each session provides Directors an opportunity to collaborate with their colleagues on a selected topic. Directors should be ready to share best practices, challenges and/ or ask thought provoking questions.

9 Training and Development Center

10 Common Acronyms ADM Annual Directors Meeting APR Annual Performance Report CAMP College Assistance Migrant Program CFR Code of Federal Regulations CIG Consortium Incentive Grant CNA Comprehensive Needs Assessment COE Certificate of Eligibility COS Continuation of Services CR Continuing Resolution CSPR Consolidated State Performance Report CSR Consolidated Student Record CWG Coordination Work Group DQI Data Quality Initiative DR Disaster Recovery DUNS Data Universal Numbering System ED United States Department of Education EDGAR Education Department General Administrative Regulations ESEA Elementary and Secondary Education Act ESSA Every Student Succeeds Act FERPA Family Education Rights and Privacy Act FISMA Federal Information Security Modernization Act of 2014 FR Federal Register FY Fiscal Year GAN Grant Award Notification GOSOSY Graduation and Outcomes for Success for Out-of-School Youth (MEP consortium) GPRA Government Performance and Results Act GSS Grantee Satisfaction Survey HEP High School Equivalency Program ID&R Identification and Recruitment IMEC Interstate Migrant Education Council IRRC Identification and Recruitment Rapid Response Consortium (MEP consortium) ISA Interconnection Security Agreement LBJ Lyndon B. Johnson (Name of the US Department of Education Headquarters building) LEA Local Educational Agency LGBTQ Lesbian, Gay, Bisexual, Transgender and Questioning LI Leading Indicator LOA Local Operating Agency MDE Minimum Data Element MEP Migrant Education Program MiraCORE Migrant Reading Achievement: Comprehensive Online Reading Education (MEP consortium) MOU Memorandum of Understanding MPO Measurable Program Outcome MSIX Migrant Student Information Exchange

11 NASDME NCLB NDO NIA NRG OESE OGC OIG OELA OME OPEPD OSS OSY PAC PFS PI PII PO PPE PPSS PSA QAD RTI RWD SDP SEA SEP SUGAR National Association of State Directors of Migrant Education No Child Left Behind New Directors Orientation Notice Inviting Applications Non-Regulatory Guidance Office of Elementary and Secondary Education Office of General Council Office of Inspector General Office of English Language Acquisition Office of Migrant Education Office of Planning, Evaluation and Policy Development Office of State Support Out-of-School Youth Parent Advisory Council Priority for Services Preschool Initiative (MEP consortium) Personally Identifiable Information Program Officer Per Pupil Expenditure Policy and Program Studies Service Policy Study Associates Qualifying Arrival Date Research Triangle Institute Responsive Web Design Service Delivery Plan State Educational Agency Secretaria de educación pública State User Group for Analysis and Reporting

12 FY 2018 TA Schedule EVENT TOPIC DATE Webinar 6 Subgranting Mar. 29, 2018 Conference National Association of State Directors of Migrant Education (NASDME) Annual Conference April 30 May 2, 2018 Webinar 7 Evaluation Exemplars May 30, 2018 Webinar 8 Using Evaluation Results for Program Improvement June 13, 2018 In-person Meeting CWG June 21-22, 2018 Webinar 9 MSIX: Welcome Back to School Aug. 6-10, 2018 Webinar 10 State Profile Snapshot Data Aug. 16, 2018 Webinar 11 MEP Fiscal Requirements Aug. 30, 2018