Quantitative Data Submissions for School Year 2020-21 MEP Webinar Summary

ED Facts Quantitative Data Submissions: For School Year (SY) 2020-21 Migrant Education Program (MEP) Webinar August 26, 2021 3:00 pm 4:30 pm ET OME Mission 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.

Before We Get Started! 1. Dial-in Number: +1 202-991-0393, Access Code: 328 247 838# 2. Participate! Ask Questions! Use the Raise Hand feature Use the chat box Just ask 3. Listen 4. Speak Unmute your microphone 5. Anything Else? 2

Purpose of Webinar Improve resources to assist State Migrant Education Programs (MEPs) in fulfilling quantitative data reporting requirements, and Improve first-submission accuracy by providing examples and data quality tools to State MEPs. Inform States on EDFacts data submission processes. 3

Legal References for CSPR, EDFacts and GPRA data Collections Title VIII. General Provisions: Part C, Section 8303, Consolidated Reporting (ESEA, as amended through P.L. 114-95). Code of Federal Regulations: 34 CFR 76.720 Applies to a State s reports required under 2 CFR 200.329(Monitoring and Reporting of Program Performance) and 2 CFR 200.328 (Financial Reporting). Guidance: MEP Guidance, March 2017, Chapter IX. Program Performance and Child Count Reporting, pages 96-105. 4

Webinar Objectives Discuss State Responsibilities for Data Collection and Submission. Review SY 2020-21 EDFacts Data Collection/File Specifications (FS) Review the SY 2020-21 FS changes Review the Data Check Sheet Review the Busines Rule Single Inventory (BRSI) MSIX Child Count Reconciliation Review the Data Submissions Timeline Review the Child Count Resubmission Process for SY 2020-21. 5

STATE Responsibilities for collecting EDFacts and Consolidated State Performance Report (CSPR) Data 1. The State education agency (SEA) must have in place processes and procedures for collecting and reporting EDFacts and CSPR data to the US Department of Education (ED). 2. The SEA should train local operating agency (LOA) staff on key terms and definitions to ensure reporting is consistent and accurate. 3. The SEA should have processes in place to review local documentation, such as a project service types, project enrollment lists, attendance rosters, teacher logs, etc. to confirm the accuracy of data submitted to the SEA. 4. The State Chief or his/her designee is required to attest, prior to submission of the CSPR, to the accuracy, reliability and validity of both the Category 1 and Category 2 child counts. 6

MEP Data Collections - EdFacts 7

ED Facts FS FS 121(Eligible Birth through 2 and Category 1 Child Count) FS 122 (Eligible Birth through 2 and Category 2 Child Count) FS 54 (MEP Services) FS 145 (MEP Instructional/Support Services) FS 165 (Consolidated MEP funds status) FS 32 (Shared file for Dropouts) EDFacts Initiative Home Page https://www2.ed.gov/about/inits/ed/edfacts/sy-19-20-nonxml.html 8

MEP Data Collections - Data element by FS File FS121 FS122 FS054 FS145 FS165 FS175 FS178 Specification Eligible migratory students 12 month Eligible and served summer/ intersession term MEP students served - 12 month Eligible migrator y children who receive MEP services Age/Gra de Consolidat ed MEP Funds Status MATH ASSESS -MENT DATA RLA ASSESS- MENT DATA Age/Grade Age/Grad e Age/Grad e Consolidat ed MEP Funds Status SEA-Level Data PFS - Eligible ELL OSY PFS - Served Instructio nal Services Support Services COS OSY MEP Services OSY IDEA QAD OSY 9

EdFacts data submission portal

File Specification (FS) 121 Only children will be reported in FS 121 who meets the followings: SEA approved Certificate of Eligibility (COE) Eligible children ages birth through 21 within the Performance Period. Qualifying Arrival Date (QAD) within 36 months of the start of the Performance Period (e.g., the earliest QAD for the 2020-21 Performance Period would be September 2, 2017). Resided in the State for one or more days within the Performance Period 11

File Specification (FS) 121 Cont. Who should not be reported in FS 121 Children served by the MEP (under the continuation of services authority) after their period of eligibility has expired when other services are not available to meet their needs Previously eligible secondary school children who are receiving credit accrual services (under the continuation of services authority). 12

File Specification (FS) 122 Reporting Who should be reported in FS 122 Must meet all the category 1 criteria (COE, Age, QAD, Residency) and, Child has an enrollment that indicates the child received services from a MEP-funded project/MEP-funded services during the summer/Intersession term. Who should not be reported in FS 122 Did not receive services during a summer term or intersession period COS Same as FS 121 Served through a Title I Schoolwide Program (SWP) where MEP funds were combined with those of other federal programs. Only received referred services (non-MEP funded). 13

File Specification (FS) 122 Revised! How are child counts reported by Age/Grade? Report a child in the age/grade category in which s/he spent the majority of his/her time while residing in the State during the performance period. There are two exceptions to this rule related to enrollment into the Summer/Intersession terms. The first exception deals with a two-year-old who turns three during the performance period. In order to be included in the Category 2 child count, a child must be at least three years of age when provided MEP-funded services during the Summer/Intersession term. Each State must have a method for verifying that an eligible migratory child turned three years old prior to, or while receiving MEP-funded services in, the summer/intersession term. 14

File Specification (FS) 122 Cont. The second exception to this rule deals with a child who turns 22 years of age during the performance period. In order to be included in the Category 2 child count, the child must NOT have turned 22 years old on, or prior to, the date of enrollment into the Summer/Intersession term. This is important to note because the date of enrollment into the Summer/Intersession term may be the ONLY date that determines residency in the Category 2 child count calculation. 15

Knowledge Check 1 Which one of the following criteria is not part of FS 121? A. Children listed on the appropriate State education agency (SEA) approved Certificate of Eligibility (COE). B. Eligible children ages birth through 21 years of age within the Performance Period. C. Children served by the MEP (under the continuation of services (COS) authority) during the Performance Period. D. Children with a Qualifying Arrival Date (QAD) within 36 months of the start of the Performance Period. 16

Knowledge Check 1 - Answer Which one of the following criteria is not part of FS 121? C. Children served by the MEP (under the continuation of services (COS) authority) during the Performance Period 17

Knowledge Check 2 Which of the following date ranges includes the correct population of eligible migratory children ages 3 through 21 for Category 1 Child Count for the 2020-2021 Performance Period? A. August 31,1997 September 1, 2015 B. August 31,1998 September 1, 2016 C. August 31,1999 September 1, 2017 18

Knowledge Check 2 - Answer Which of the following date ranges includes the correct population of eligible migratory children ages 3 through 21 for Category 1 Child Count for the 2020-21 Performance Period? C. August 31,1999 September 1, 2017 19

Why You Should Use Your Data Check Sheet as a Resource Tool Helps you identify any data error before submitting files to the Education Data Exchange Network (EDEN) Submission System Compares numbers of Eligible Population to Subpopulations Although it's not required OME encourages State to use it as a guide to ensure that your quantitative data submission aligns with OME s edit checks for SY 2020-21 20

Data Check Sheet SY 2020-21 Question Number SY 2020-21 File Specification Row Name Response Header SY 2019-20 Numeric Response SY 2020-21 Numeric Response Percent Change SY 2019-20 to SY 2020- 21 Data Check 1.7.1.1 C121 Age 3 through 5 (not Kindergarten) Eligible Migrant Children 1295 1.7.1.1 KEligible Migrant Children 743 1.7.1.1 1Eligible Migrant Children 830 1.7.1.1 2Eligible Migrant Children 836 1.7.1.1 3Eligible Migrant Children 936 1.7.1.1 4Eligible Migrant Children 984 1.7.1.1 5Eligible Migrant Children 1011 1.7.1.1 6Eligible Migrant Children 996 1.7.1.1 7Eligible Migrant Children 944 1.7.1.1 8Eligible Migrant Children 966 1.7.1.1 9Eligible Migrant Children 928 1.7.1.1 10Eligible Migrant Children 838 1.7.1.1 11Eligible Migrant Children 751 1.7.1.1 12Eligible Migrant Children 821 1.7.1.1 UngradedEligible Migrant Children 1.7.1.1 Out of SchoolEligible Migrant Children 90 1.7.1.1 TotalEligible Migrant Children 12,880 12,969 101%OK 21

Data Check Sheet Cont. SY 2020- 21 Question Number SY 2020- 21 File Specificati on Row Name Response Header SY 2019- 20 Numeric Response SY 2020- 21 Numeric Response Percent Change SY 2019-20 to SY 2020- 21 Data Check Comparison to Eligible Population or Subpopulatio n #1 1.7.2 C122 Age 3 through 5 (not Kindergarten) Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 317 302 1.7.2 1.7.2 KEligible Migrant Children Served by the MEP During the S/I 1Eligible Migrant Children Served by the MEP During the S/I OK-Eligible OK-Eligible 349 1.7.2 2Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 366 1.7.2 3Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 431 1.7.2 4Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 479 1.7.2 5Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 478 1.7.2 6Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 430 1.7.2 7Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 390 1.7.2 8Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 164 1.7.2 9Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 175 1.7.2 10Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 149 1.7.2 11Eligible Migrant Children Served by the MEP During the S/I OK-Eligible 145 29 1.7.2 1.7.2 1.7.2 12Eligible Migrant Children Served by the MEP During the S/I UngradedEligible Migrant Children Served by the MEP During the S/I Out of SchoolEligible Migrant Children Served by the MEP During the S/I OK-Eligible OK-Eligible OK-Eligible 0 9 1.7.2 TotalEligible Migrant Children Served by the MEP During the S/I 2,744 4,213 154%OVER 10%, Provide Comment OK-Eligible 22

Data Check Across File Spec 54 and 145 File Spec 54 Numeric Response 3 File Spec 145 Numeric response 0 Age Grade Age birth through 2 Data Check 54 across 145 OK-Eligible OK-Eligible Age 3 through 5 (not Kindergarten) 19 17 K 1 22 13 19 12 OK-Eligible OK-Eligible 2 21 22 Greater Than Eligible 3 4 5 6 7 8 9 21 18 20 18 19 16 17 19 15 21 18 18 18 17 15 17 19 14 OK-Eligible OK-Eligible OK-Eligible OK-Eligible OK-Eligible OK-Eligible OK-Eligible OK-Eligible OK-Eligible 10 11 12 9 10 Greater Than Eligible Out of School Ungraded Total 7 0 0 0 OK-Eligible OK-Eligible OK-Eligible 257 237 23

File Spec. 165 File Spec Row Name Response Header SY 2019-20 Numeric Response SY 2020- 21 Numeric Response Percent Change SY2019-20 to SY 2020- 21 Data Check C165 Number of schools that enrolled eligible migratory children Number of Schools Enrolling Migratory Children - RY #DIV/0! LowN- OK Number of eligible migratory children enrolled in those schools Number of Eligible Migratory Chilren Enrolled in School - RY #DIV/0! LowN- OK C165 Number of schools where MEP funds were consolidated in a schoolwide program Number of Schools Where MEP Funds Were Consolidated - RY OK Number of eligible migratory children enrolled in those schools Number of Eligible Migrant Children Enrolled in SWP - RY OK 24

Using the Data Check Sheet Over 10%/Under 10% - States must provide a reason for large overall increases or decreases in their eligible counts OVER 25%/UNDER 25% - Percent Change from SY 2019-20 to SY 2020-21 falls outside the range of +/-25% LowN OK - if a data check output in Column G falls outside the range of 25%, and the response is lower than 50 OK - response falls within the normal range 25

Using the Data Check Sheet Cont. OK-Eligible, - the response in Column F represents a number that is equal to or less than a larger population or subpopulation for which it is a subset. Greater than Eligible, - the response in Column F is more than the larger population or subpopulation for which it is a subset. Provide Comment and Check Values, - response falls outside the expected range in multiple questions. 26

EDFacts Business Rules Single Inventory (BRSI) The BRSI includes the following two documents: 1.the EDFacts Business Rules Single Inventory User Guide, detailing the layout of the BRSI spreadsheet, Frequently Asked Questions (FAQs) and commonly used filters; and 2.the EDFacts Business Rules Single Inventory Excel spreadsheet describing each business rule. Business Rules Single Inventory (BRSI) 27

BRSI Rules SY Scop e Steward Rule ID Rule Type FS DG Question Number (CSPR, EMAPS) OME DEFINITION 2019- 20 Not yet enabl ed MEP Servi ces OESE/O ME OESE- MIG- 005 Accuracy - Longitudin al 54 102 CSPR 2.4.6. Is the total UNDUPLICATED number of ELIGIBLE migrant students served - 12 months in SY 2018-19 similar to the total UNDUPLICATED number of ELIGIBLE migrant students served - 12 months in SY 2019-20(DG 102) reported in FS 054? Using aggregated SEA level data, raise edit if the total count of migrant students served is different by 25% or more and an N of 50 students or more. 28

MSIX Child Count Reconciliation Report OME recommends that States run the MSIX Child Count Reconciliation report The MSIXChild Count Reconciliation serves as a tool for data administrators to work through data quality issues that create a discrepancy between their State-generated child counts and the MSIX- generated ones. Should be run and all issues addressed before State s EDFacts data submission, due on or before December 15, 2021. 29

Child Count Reconciliation Report: Category 1 Determination Included List: Children appear on the Category 1 Children Included List, if one of the dates that establishes residency (Enrollment Date, Withdrawal Date, Residency Date, Residency Verification Date) occurs during the performance period, and the date satisfies all of the following criteria: This date must occur on or after the child s 3 rd birthday and before the child s 22nd birthday. The Qualifying Arrival Date (QAD) must occur on or before the date. The Eligibility Expiration Date must occur on or after the date. If a Graduation/HSE Date has been submitted, it must occur on or after the date. The Enrollment Type associated with the date must be 01,02,03,04,05, or 06 (MDE#29). Continuation of Services Reason associated with this date must be blank or 01. 30

Knowledge Check 3 Children appear on the Category 1 Children Included List, if one or more of the dates that establish residency (Enrollment Date, Withdrawal Date, Residency Date, Residency Verification Date) occurs between August 1 and September 1 (beginning of the performance period). a. True b. False 31

Knowledge Check 3 - Answer Children appear on the Category 1 Children Included List, if one or more of the dates that establish residency (Enrollment Date, Withdrawal Date, Residency Date, Residency Verification Date) occurs between August 1 and September 1 (beginning of the performance period). b. False 32

EDFacts/MSIX Child Count Correction/Resubmission During Second Submission Window Resubmission of State-level (SEA) category 1 and category 2 child count after first submission, For File Spec.121 and 122: The SEA must submit an email request through the EDFacts Partner Support Center (PSC) to the U.S. Department of Education, OME Program Director for pre- approval to modify the child count. 33

Child Count Resubmission The request must include an explanation of the data that needs to be changed, why the change needs to be made, and what the State is doing to prevent the error in the future. Resubmissions of SEA child count data with upward or downward revisions without prior approval will not be accepted by the Office of Migrant Education. If OME accepts a revision from the State, a formal response via email will be issued by OME Officials. 34

Knowledge Check 4 Resubmissions of SEA child count data with upward or downward revisions may be submitted during second submission window without prior approval from OME. a. True b. False 35

Knowledge Check 4 - Answer Resubmissions of SEA child count data with upward or downward revisions may be submitted during second submission window without prior approval from OME. b. False 36

Knowledge Check 5 Resubmission to correct a SEA data quality issue, i.e., FS 54 not being subset of 121 age grade, PFS served not being a subset of PFS eligible for age grade, etc. may also include an upward revision of the State's child count data. a. True b. False 37

Knowledge Check 5 - Answer Resubmissions to correct a SEA data quality issues may also include an upward revision of their child count data. b. False 38

SY 2020-21 MEP Data File Submission Changes EDFacts Initial Submission Due Date: December 15, 2021, at 11:59 pm EST Second/Final Submission Due Date: March 30, 2022, at 11:59 pm EST CSPR Part I Initial Submission Due Date: December 16, 2021, at 5:00 pm EST Second/Final Submission Due Date: March 31, 2022, at 11:59 pm EST MSIX Snapshot Date: December 18, 2021 39

Questions? Please submit any questions that you may have about the webinar s content through the conversation box. 40

THANK YOU! Preeti Choudhary Preeti.Choudhary@ed.gov 202-453-5736 Christopher Hill Christopher.d.hill@ed.gov 202-453-6061 Partner Support Center (PSC) Contact Information: Telephone: 877-457-3336 (877-HLP-EDEN) Fax: 888-329-3336 (888-FAX-EDEN) TTY/TDD: 888-403-3336 (888-403-EDEN) E-mail: EDEN_SS@ed.gov Website: EDFacts Initiative Hours of Operation: 8:00 am - 6:00 pm ET, Monday- Friday, excluding federal holidays. 41