001Welcome to the ESA consolidated compliance report overview for title one part C education of migratory children report or PR1200. During this training we will walk through each section of this report. Legal disclaimer. This presentation is intended solely to provide general information and guidance to Texas LEAs, ESC's, and nonprofit subrantees, and participating private schools receiving equitable services. The content in this presentation reflects the Texas education agency's current understanding of statue and applicable federal guidance. The content of this presentation is subject to change as a result of future guidance and or other updates provided by the federal agencies with regulatory oversight over these programs. This presentation does not constitute legal advice and entities are therefore advised to seek legal counsel regarding the information and guidance provided in this presentation before acting upon information provided. AI disclaimer recording
002or use of artificial intelligence. The text education agency does not permit thirdparty recording or the use of artificial intelligence summary services during these grant related trainings. Attendees of TA's grant related trainings may not use AI services, language models, applications, interfaces, or assistance to attend, review, or record the trainings. TA further prohibits any person or entity from using the information included in these grant related trainings to train AI technologies. Any attendees of TA's grant related trainings who violates the prohibition may be removed from the trainings and may be barred from attending future grants related trainings. PR1200 title one part C PR 1200 Title One Part C The usual navigation buttons are at the top of the report. Part one expenditures from Title One Part C funds is to be used to provide data on services to
003migratory children using Title One Part C funding. Use zeros when questions do not apply. Funds utilized from other programs through funding transferability should be included in the expenditure amounts for title one part C. Part one expenditures from title one part C funds. If your organization is not serving one or more of the types of campuses or providing program or support services that were that are listed, check all the boxes that apply. Checking a box in this section disables the corresponding subsection in part B. Expenditures related to required program activities. In part 1B, for each required program activity listed, type the estimated amounts of title one part C funds expended from MEP or other funding sources. If the response is zero, ensure documentation is in place to justify the response. Expenditure related to plan supplemental activities
004for each applicable activity listed in each of the following sections by range of grades. Example, grades 6 through 12. Type the estimated amount of total of title one part C funds from MEP or other sources. Totals. This field shows the total estimated expenditures for title one part C funds from MEP and other sources. The program selfch check item section of the compliance report format has been changed for the fiscal agents only. For each program selfch check item, the LEA or fiscal agent is required to self-report program requirement compliance as an independent LEA or as a fiscal agent to include compliance of the members of the share service arrangement or SSA. What is meant by incompliance? The LEA or the fiscal agent assures that the LEA or the fiscal agent has the strongest documentation recommended readably
005available as evident that the requirement has met has been met in the current reporting year or the LEA or fiscal agent has other documentation that potentially might show compliance. In the event of an audit, TA or the audit staff will make the final determination concerning whether the documentation is sufficient to demonstrate compliance with the program program requirements. For fiscal agents, the incompliance report assures that this documentation is available for all members of the SSA. What is meant by not in compliance? The LEA or fiscal agent assures that the LEA or the fiscal agent is out of compliance and does not have the strongest documentation recommended readily available as evidence that the requirement was met in the current reporting year. The LEA or fiscal agent will be required to provide a plan to meet the compliance
006the following year. For fiscal agents reporting not in compliance, this means that one or more of the SSA members are out of compliance. The fiscal agent would be required to provide a list of the SSA members that are that are out of compliance. This is not enabled for eleas. What is meant by not applicable? This option only displays when a requirement may have a circumstance that is identified by TA as not applicable. The LEA or fiscal agent assures that only the listed reasons apply. No other reason is acceptable for ELEAs and fiscal agents. Each program selfch check item has the following in compliance with the listed strongest documentation recommended. Not in compliance with an area to provide a plan to meet requirement in the following year. Not applicable only identified requirements. This change to program
007selfch check items applies to fiscal agents of an SSA for a respective program. On bullet A, if the fiscal agent reports in compliance, that means that all members of the SSA are in compliance with the requirement. For point B, if the fiscal agent reports not in compliance, the fiscal agent would will be required to submit a plan to meet the compliance the following year. In addition, the fiscal agent will also be required to list only the members that are not in compliance. Members not listed will be considered in compliance. The format for listing members that are not in compliance is the sixdigit county district number followed by the district name. This portion of B is not enabled for independent LEAs, only applies to fiscal agents of an SSA. Point C, not applicable, is an option
008that is available only for those requirements that have been identified by TEA as having acceptable reasons for being considered not applicable. Part two, program compliance selfch check program implementation guide. For part two, complete this section to indicate the LEA's compliance with the program requirements. For each program requirement listed, click in compliance, not in compliance or NA to indicate whether the LEA comply with the requirement. By selecting in compliance, the LEA assures that it has documentation showing compliance is readilibly available upon request by TEA and or an auditor. If not in compliance is selected, use the space provided to describe how the LEA plans to meet the compliance for the following year. An NA is only an option for some requirements and under very specific circumstances that are listed where applicable. Now let's take a look
009at the first compliance uh item that we have here. Number one, the LEA indicates adequate provisions for serving the unmet educational needs of preschool migratory children according to section 1304 B1 and C4. If the district indicates that they're in compliance, if in compliance, the LEA assures that it has documentation showing compliance readily available upon request. And some of the strongest documentation that we recommend are enrollment reports from TXNGs, for example, district or campus reports showing the number of preschool age migratory children. Documentation showing the number of preschool migratory children served by early childhood programs, whether they're districtbased programs, homebased programs, or community preschool programs, or Head Start, etc. as well as documentation of efforts to provide services to preschool age migratory children not being served through other sources. If no preschool migratory children are identified
010by the LEA during the current school year, the following documentation must be readily available upon request. DXNGs unique student count reports showing no preschool children were identified. The LEA may have other documentation that potentially might show compliance. In the event in the event of an audit, TA or the audit staff would make the final determination concerning whether the documentation is sufficient to demonstrate compliance with the program requirement. Now, if the LEA indicates that they're not in compliance, then they will have to provide in the space below a description of how the LEA plans to meet the compliance for the next There. Now let's take a look at program requirement B, priority for service or PFS. The LEA gives service priority to migratory children who made a qualifying move within the previous one-year period and who
011are failing or most at risk of failing to meet the challenging state academic standards or had dropped out of school. If an LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance readily available upon request. The strongest documentation recommended are the priority for service or PFL reports found or T on TX as well as the district PFS action plan. Now when we mention the PFS district action plan, we really want to see that the report takes into consideration the unique needs of the district. If you're looking at a PFS action plan that was completed for an SSA uh district, we want to see that the fiscal agency is taking into consideration the unique needs of the district. We don't want to see a copy and paste type of deal where
012is not applicable. We want to ensure that the action plan is looked at every year and is adapted to the unique needs of the migratory population in the district. In addition, the following is required only for ei students. Supplemental program count reports from TXNS which lists the supplemental services being provided to PFS students. Please note if the supplemental program report is submitted, the district must highlight the names of the PFS students. Documentation that the MEPF funded services are provided to PFS students first. The LEA may have other documentation that potentially show compliance. In the event of an audit, TA or the audit staff would make the final determination concerning whether the documentation is sufficient to demonstrate compliance for the program requirement. Now, if the LEA indicates that they're not in compliance, they will have to
013provide on the space below how the LEA plans to meet compliance for the following year. program requirement C, local needs assessment, LNA. The LEA identifies and addresses the unique educational needs of migratory children through a needs assessment and an outline a comprehensive plan for the delivery of services. If a district indicates that they're in compliance, the LEA assures that it has documentation showing compliance readily available upon request. And this is the strongest documentation recommended. A completed version of the Texas MEP local needs assessment tool. A copy of the LEA's comprehensive needs assessment if it includes a migrant specific component. A copy of the LNA action plan. a copy of the district improvement plan showing the migrant specific section and documentation showing how the ELEA is conducting the activities approved on the PS3103 of the ESSA
014consolidated federal grant application. The LEA may have other documentation that has pot that potentially might show compliance in the event of an audit. TA or the audit staff will make the final determination concerning the documentation uh if it's sufficient to demonstrate compliance within the program requirements. Again, if the LEA indicates that it's not in compliance, they will have to provide a description of how the LEA plans to meet the compliance for the following year. Program requirement D parent and family engagement. The LEA has established a parent advisory council or pack for the migrant program and provide opportunity for appropriate consultation in the planning, implementation, and evaluation of the LEA's migrant program. If the district indicates that they're in compliance, the LEA assures that it has documentation showing compliance readily available upon request. And this is
015the strongest documentation recommended. agendas for the migrant parent advisory council meetings. These agendas have to show that there was meaningful consultation in place throughout the agenda. So when we receive those agendas, we are going to be looking for that meaningful cons consultation happening meeting notes that capture meaningful consultation during the migrant parent advisory council meetings. What is meaningful consultation? Meaningful consultation requires the district to listen and give the opportunity to the parents to express their needs and knowledge of the program in order to ensure that we are implementing the program in a way that truly is helping their children. Minutes for the migrant parent advisory council meetings. Documentation of attendance, for example, signing sheets, electronic attendance rosters for the migrant pack meetings. Documentation that meetings are offered at times that parents of migratory children could
016attend and that meetings are conducted in a language that the parents could understand or that translation is provided as needed. documentation that the meeting allows for meaningful consultation with an input from the parents of migratory children concerning the planning, implementation and evaluation of the program. If no pack has been established due to no participation, the following must be readily available. documentation to show that efforts have been made to establish a pack but due to factors such as extreme geographical distance, low numbers of identified migratory families within the LEA etc. A pack has not been established but the district has to show that the effort took place and that is the crucial part of this. The LEA may have other documentation that potentially might show compliance. In the event of an audit, the TA and the
017or the audit staff would make the final determination concerning whether the documentation is sufficient to demonstrate compliance within the program requirement. If the LEA indicates that they're not in compliance, they will have to provide a description of how the LEA plans to meet the compliance for the following year. Program requirement D.2 parent and family engagement. The LEA coordinates slashprovides trainings slashresources to parents of migratory children on reading strategies, mathematics strategies, de developmentally appropriate school readiness resources and strategies and or information and resources about college/career opportunities. If the LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance readily available upon request. And this is the strongest documentation recommended. the FSI tool or the fidelity of implementation tool section that addresses trainings and or resources for parents. Evidence of collaboration with
018other district programs, training agendas, documentation of attendance, for example, signing sheets, electronically attendance rosters, and sample of materials presented. If no migratory children are identified by the LEA during the current school year, the following documentation must be readily available upon request. The TX NGS unique student count report showing that no migratory children were identified. Additionally, the LEA may have other documentation that potentially might show compliance. In the event of an audit, TA or the audit staff would make the final determination concerning whether the documentation is sufficient to demonstrate compliance with the program requirement. Now, if the LEA indicates that they're not in compliance, they will have to provide a description of how the LEA plans to meet the compliance the following year. Program requirement E evaluation. The LEA evaluates and improves the effectiveness of the
019migrant program to enable all migratory students to meet the same challenging state academic standards that all Texas children are expected to meet. If the LEA selects incompliance, the LEA assures that it has documentation showing compliance readily available upon request. And the strongest documentation uh recommended are the FSI tool, the fidelity of uh of strategy implementation, student surveys, parent surveys, staff surveys, a copy of the migrant program evaluation conducted for activities approved on the PS3103 of the ESA consolidated grant application and the measurable program outcomes or NO forms use. The LEA may have other documentation that potentially show might show compliance. In the event of an audit, TEA or the audit staff will make the final determination. If the LEA indicates that it's not in compliance, they will have to provide a description of of how
020the LEA plans to meet the compliance the following year. Program requirement E2 evaluation. The LEA uses the service evaluation results to improve the services the services to its migratory students. If the LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance read available upon request. And the strongest documentation recommended is the following. A copy of the revised district improvement plan showing the migrant specific section with additional services offered to the migratory students. A list of improved services offered to the migratory students. Any other document showing how the results were used to improve services to migratory students. The evaluation planning notes. If the LEA have other potential other documentation that might potentially show compliance, it will be up to TEA or the audit staff to determine whether or not uh the
021documentation is sufficient to demonstrate compliance. If the LEA indicates that they're not in compliance, they will have to provide a description of how the LEA plans to meet compliance the following year in the box below. Program requirement F, identification and recruitment. The LEA identifies and recruits migratory children and youth, including OSY, according to the specific timelines and guidance outlined in the Texas manual for identification and recruitment of migrant children in order to ensure the accuracy of such information. If the LEA indicates that they're in compliance, the AEA assures that it has documentation showing compliance readily available upon request. This is the strongest documentation recommended. Recruiter logs, reviewer logs, and sample record of certificate of eligibility error forms. As far as the logs, we really recommend that the logs show that identification and recruitment are happening
022in a year round basis. How do we show that in there? We understand that there might be highs and lows when it comes to recruitment depending on the populations moving in and out of the district, but we really want to ensure that the the logs are showing that recruiters are making efforts throughout the year. Additionally, another really strong form of documentation that an AEA can provide is the IDNR action plan. A proper IDNR action plan will show that the district is making the needed preparations, is performing the activities throughout the year and is also evaluating the effectiveness of it say its IDNR efforts. So, another great uh form of documentation that can show that a district is in compliance is the IDNR action plan. The LEA might have other documentation that potentially might show compliance.
023Uh but as we mentioned before, TEA or the audit staff will make that determination. If the LEA indicates that they're not in compliance, the LEA has to use the space below to describe how the LEA will plan to meet compliance the following Here. Program requirement G, interstate and interstate coordination. The LEA ensures interstate and interstate coordination of services for migratory children to provide educational continuity through timely transfer or pertinent school records. If the LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance readily available upon request. And this is the strongest documentation recommended. Emails showing that there was communication with other districts within the state or with other districts in other states. Call logs again also showing that there's communication interstate and intrastate communication. And probably most importantly, M6 move
024notifications. M6 is the national database and it's a great tool to keep track of movements of families as they move throughout Texas and into other states. If no migratory student records were requested during the school year, the following documentation must be readily available upon request. documentation that shows why there was no request of records from another LEA or had no need for this type of service and TXNGs student unique counter reports for the current school year if you didn't have any students for the school year. There was no need for a transfer of student records. So by printing the unique student count showing a number of zero that would be sufficient. Additionally if you have migratory students identified in the district but there was no movement out of it therefore there was no need for
025transfer of records that would also satisfy uh the incompliance for this requirement. If the LEA indicates that they're not in compliance, they will have to provide a description on the box below as far as how the LEA plans to meet compliance for the following year. Program requirement H, use of funds. One, the LEA consolidates title one part C funds in schoolwide program. If the LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance readilibly available upon request and this is the strongest documentation recommended. A copy of the written approval from TEA. The LEA may have other documentation that might potentially show compliance. In the event of an audit, TEA or the audit staff will make the final determination concerning whether the documentation is sufficient to demonstrate compliance with the program
026requirement. If the LEA indicates that they're not in compliance, the LEA assures the following reason applies. No other reason is acceptable. The LEA doesn't consolidate Title One Part C funds on a schoolwide program. Program requirement H.2 use of funds. The AEA ensures that all MEPF funded services and activities are supplemental. If the LEA indicates that they're in compliance, the LEA assures that it has the following documentation, which is the strongest recommended documentation recommended. District or campus improvement plans showing the migrant specific section job descriptions for MEF funded personnel, copies of emails or phone logs showing efforts to ensure supplemental nature. Additionally, the LEA might have uh documentation that might show compliance, but that determination will be done by the TA staff or the audit staff. If the LEA indicates that it's not in compliance, they
027will have to use the space below to describe how the LEA plans to meet the compliance the following year. Program requirement H.3 use of funds. All MEAP funded supplies, materials, and equipment are used only for MEP activities and to the benefit of MEP students. If the LEA indicates that they're in compliance, the LEA assures that it has documentation showing compliance readilibly available upon request and this is the strongest documentation recommended. District and campus improvement plans showing the migrant specific section. Logs on the use of equipment not required if MEP funds were used only for personnel performing MEP related duties. List of participants. Again, this is not required if the MEP funds were used only for personnel performing MAP related duties. If no supplies, material or equipment have been requested during the school year, the following
028documentation must be readily available upon request. Documentation that shows why there has not been a request for MEF funded supplies, materials, or equipment. TXNGs student unique count reports for the current school year. The LEA may have other documentation that potentially might show compliance. In the in the event of an audit, TEA or the audit staff will make the final determination concerning whether the documentation is sufficient to determ demonstrate compliance with the program requirement. If the LEA indicates that they're not in compliance, they will have to provide a description on of how the LEA plans to meet the compliance the following year in the box below. Program requirement I, records transfer. The LEA has local policies and procedures in place to ensure that migratory student records are requested and transferred in a timely manner. If the
029LEA indicates that they're in compliance, the LEA has to have documentation showing compliance readilibly available upon request. And this is the strongest documentation recommended. Reading procedures followed for sharing and or obtaining migratory student records with or from other districts and states, records, request forms, copies of emails concerning the sharing of student records. One thing to keep in mind when it comes to emails, anything that has to do with student records and that has identifiable information, it has to be encrypted. Additionally, if the LEA accepts MEP funding, the LENA LEA needs to have a policy and procedures in place whether or not it has students identified for the year. In the event in the event that the LEA will identify may have students later on, the LEA may have other documentation that potentially might show compliance
030in the event of an audit. TA or the other staff will make that determination. If the a if the LEA indicates that they're not in compliance, they have to provide a description in the box below as far as how the LEA plans to meet compliance for the following year. Part three, additional information optional. If the LEA wishes to provide additional information, they can input that information in the box below. It's important to remember that this is optional. Thank you for participating in this training and for all you do for the migratory students of the state of Texas. For questions regarding this report, please feel free to send questions to migrant perioded at tea period texas period gov. Thank you.