*New* Recruiter Training

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1 *New* Recruiter Training Module Michigan Migrant Education Programs Vision The MiMEP vision is to ensure ALL ELIGIBLE migrant students have access to high quality, supplemental educational and supportive services that reduce and eliminate barriers to academic achievement. To that end, MiMEP will provide leadership in interpreting federal policy and ensuring common application across programs. MiMEP will encourage and facilitate networking and collaboration amongst local MEPs, ID&R centers, state agencies and other community organizations. MiMEP will reduce barriers for local programs in order to facilitate the identification and delivery of services to migrant children and their families. Our Work Identify all potentially eligible migrant students. Provide educational and supportive services to migrant students and their families. Refer families to appropriate agencies. 1

2 Goals Understand basic terminology and eligibility factors Understand the information that must be obtained in order to determine eligibility Be able to determine eligibility of migrant children Be able to conduct a recruitment interview Complete a mock interview and the COE documentation Understand the basics of how the paper COE connects to the electronic COE MiMEP The Michigan Migrant Education Program is designed to support high-quality comprehensive educational programs for migratory children to help reduce the educational disruptions and other problems that result from repeated moves. The program provides educational and support services to migrant children and youth through both regular school year and summer programs. The program also supports identification and recruitment activities across the state to locate migrant families and inform them of available services. MiMEP - 25 Summer Programs - 28 Regular Year Programs - 2 ID&R Centers - 2 MiMEP COE Approvers - MEDS Programmers - Re-Interview Team - Lansing MiMEP team - Coordination of Services - Within Educational System - With other Community Agencies 2

3 National Statistics: Migrant Families Over 3 million migrant and seasonal farmworkers (National Agriculture Worker Survey, 2005) 94% Hispanic 81% native language Spanish 7 th grade median level of education Average income $15,000- $17,499 30% below poverty level Health needs of farmworkers have been compared to those of most Third World countries (National Center for Farmworker Health, 2011) Literature Review: MIGRANT EDUCATION Migrant students may attend several schools during the academic year which results in the need for them to adapt to new classrooms, teachers, curricula, and school policies while making new friends and adjusting to unfamiliar neighborhoods and school surroundings. Mobility has been found to have a negative impact on academic achievement, academic progress, test scores, grades, graduation from high school, behavior, and non-academic outcomes such as increases in community involvement and accessing of local resources (Rumberger, 2011; Reynolds, et al., 2009). Walls (2003) stated that it can take four to six months for students to recover academically from a change in schools. Literature Review: MIGRANT EDUCATION Identification and Recruitment: Importance Why is it so important to identify and recruit all eligible migrant children, families and youth? Children and youth cannot receive MEP services without a certificate of eligibility a recruiter has completed and the state has accepted. The longer it takes to find a migrant child and determine the child to be eligible, the longer it will take to provide the child with MEP services. 3

4 What if we don t identify all migrant children? Migrant children not identified may experience: Delays in school placement or incorrect school assignments. Failure to receive partial credits or an inappropriate course sequence for graduation from student s home-based school. Obstacles to receiving necessary supplemental services. Children previously found eligible for the MEP who may not currently be receiving services need to be re-identified when eligibility can be updated so future services can be planned. Role of Recruiter Ensure that all migrant children are identified and recruited accurately and in a timely manner. Ensure that all migrant children and their families are connected to resources that meet their migratory needs. Why? Migrant children cannot be served by the migrant program until they are identified and recruited. Migrant children experience many barriers related to the migratory lifestyle Recruiters are OFTEN the link between families, the school, and community resources. Definitions Migrant Worker vs. Seasonal Worker 4

5 Definitions Qualifying work Qualifying work means temporary employment or seasonal employment in agricultural work or fishing work. Definitions Agricultural work (a) Agricultural work means the production or initial processing of crops, dairy products, poultry, or livestock, as well as the cultivation or harvesting of trees. It consists of work performed for wages or personal subsistence. Definitions Fishing work (b) Fishing work means the catching or initial processing of fish or shellfish or the raising or harvesting of fish or shellfish at fish farms. It consists of work performed for wages or personal subsistence. 5

6 Definitions Personal subsistence Personal subsistence means that the worker and the worker s family, as a matter of economic necessity, consume, as a substantial portion of their food intake, the crops, dairy products, or livestock they produce or the fish they catch. Definitions Seasonal employment Seasonal employment means employment that occurs only during a certain period of the year because of the cycles of nature and that, by its nature, may not be continuous or carried on throughout the year. Definitions Temporary employment Temporary employment means employment that lasts for a limited period of time, usually a few months, but no longer than 12 months. Typically includes employment where the employer states that the worker was hired for a limited time frame; the worker states that the worker does not intend to remain in that employment indefinitely; or the State educational agency has determined on some other reasonable basis that the employment is temporary 6

7 Definitions Temporary employment Year round operations or positions that could last more than 12 months must have the employee or employer state the position is temporary. Dairy Farms: Dairy farm work is considered temporary and a statement must be included in the COE stating the dates of work if less than 12 months. If more than 12 months, include a statement that the worker found temporary qualifying employment but has worked more than 12 months. The original Qualifying Arrival Date (QAD) cannot be updated and the family will lose eligibility after 36 months from the QAD. Common Acronyms LQM QAD COE BC Last Qualifying Move Qualifying Arrival Date Certificate of Eligibility Birth Certificate Eligibility 5 factors Age School completion Move Purpose of the Move Qualifying Work 7

8 Eligibility Age MEP defines a child as a person ages 0 through 21 years of age [birth to the last day they are 21 years]. Students may not be enrolled on or after their 22 nd birthday. Eligibility School Completion Students are no longer eligible for MEP services once they graduate from high school or obtain a G.E.D. Children who are too young to have started school may qualify. Children who are entitled to a free public education may qualify. Eligibility The Move 1. Type of move: with, to join or preceding 2. The move must be across school district boundaries. 3. They must have a change in residence. 4. The move was due to economic necessity. 5. The qualifying move must have occurred within the last 3 years (36 months). This will be their start date for eligibility (LQM/QAD). 8

9 Eligibility The Move (tips) Remember that they may have made a number of qualifying and non-qualifying moves in the last 36 months. Ask questions. Use the LATEST qualifying move to allow the greatest period of eligibility. The COE is good for 3 years from the date of the qualifying move. Eligibility Purpose of the Move At least one of the reasons given by the family must be to seek or obtain qualifying work. Families move for a variety of reasons besides work. A recruiter must, without asking leading questions, determine if the family moved in search of qualifying work. If a family moved, among any other reasons, in search of 3% ANY work and obtained qualifying work, they may or may not be eligible. Eligibility Qualifying Work The employment must be seasonal or temporary. The work is in agriculture or fishing. 9

10 Verifying Eligibility OME Checklist Scenario 1 Two years ago, Ruben Gomez and his sons, Andy, 17, and Rudy, 15, arrived in your community, Phoenix, AZ. The family has a long history of moves for seasonal agricultural work. They moved from Tucson, AZ to obtain seasonal employment picking tomatoes but could not find work due to a drought that had limited the field work available. Mr. Gomez, instead, found temporary work at a local tire shop. He enrolled Andy and Rudy in school shortly after they arrived. One year later, Ruben and his sons were hired by a farmer to fertilize cotton. Scenario 2 On March 20th of last year, Don Butler, his wife and two children, ages 9 and 13, moved from Muldrow, OK, to Dodge City, KS, because they heard Kansas had more employment opportunities and because Mrs. Butler s sister lives in Kansas. Ten days after arriving in Kansas, Mr. Butler found work skinning cattle. The employer said that he only needed Mr. Butler for five months. A year later, the recruiter returned to speak with the family and learned that Mr. Butler continued to work at the plant, but his responsibilities changed to a cattle sorter. 10

11 Scenario 3 On April 1st of this year, Jeff and Marie Bates, both 20 years old, and their daughter Donna, 3 years old, moved to Beardstown, IL, from Hope, AR, looking for any work. Both Jeff and Marie dropped out of high school in the 11th grade and need to work to support their family. When they arrived in Beardstown, Jeff found part-time, night work as a janitor at a melon packing shed. Marie found work cleaning houses. Scenario 4 In March of this year, the Babenko family moved from Carnation, WA, to work at a dairy farm near Silverton, OR. The dairy farm owner said that the work was expected to last five months. The parents will be feeding and milking cows, cleaning stalls and other duties. The family typically moves throughout the Northwest to do this type of work. The Babenkos take their three children, Dmitry, 18, Denis,14, and Alexandra,10, with them when they move. The parents enrolled Denis and Alexandra in school. Dmitry worked with his parents on the farm. Scenario 5 Michael Adams lives in Tacoma, WA, with his wife and four children, all under age 18. On June 5th of this year, Michael moved to Homer, AK, to obtain seasonal employment as a salmon fisherman. The children were enrolled in the district s summer school program in Tacoma so they did not travel with dad. Mr. Adams moved back home on September 13th. The following day, Michael returned to his other job as a bus driver for the school district. 11

12 Connection to MEDS Electronic COE Why is accuracy so critical? The information is used to generate student numbers (MEDS, MSDS (state system), and MSIX (national system)) which are essential for linking student records within and between states. No field can be left blank on the COE. Use or N/A. This communicates that the field was intentional left blank. [ex. no middle name vs. did not include middle name] Reviewing a COE Male / Female Parent Guardian is who they live with now. Current address and a current phone number (additional phone numbers may be included). Tip: Current address is not a box and is easy to miss. 12

13 Reviewing a COE Record the child s complete name according to the birth certificate whenever possible. You must create a second COE, complete with signatures, if the number of children exceeds four. Do not include children who did not make the qualifying move. Reviewing a COE Code is the documentation type from page 2 of the COE. Only the last 2 digits are used. (Birth Certificate code is 04). Must use MM/DD/YYYY. Residency date is when they arrived at the current school district, (may be different from the QAD/LQM) N/A or on all blank fields. Reviewing a COE PAGE 1 PAGE 2 13

14 1. Location/residency of where the move was from and to, specifically for the qualifying move. Move with, to join, or preceding With child moves with the worker. 97% To join worker arrives first to obtain work, and the child arrives after. (united within 12 months) Preceding child arrives first, and the worker arrives after to obtain work. (united within 12 months) 2.a. Did the children move with, before, or after the worker? Or is the child the worker? 2.b. Record the full name of the worker. No box is checked if child is the worker. 2.b.i. Comments are included when the child arrived before/after the worker. The worker, Juan Mendez, stated that he arrived May 15 th and the children arrived June 17 th after school got out. 14

15 3. QAD/LQM is the date when both the worker and the child(ren) have both arrived and completed the qualifying move. (with/join/precede) Note: Use the most recent date if there are multiple moves. 4. Check a, b, c (i or ii) and provide detailed comments ci or cii in the comment box. Qualifying Work In order to obtain. a. qualifying work, and obtained qualifying work. 97% Sample: I came to pick blueberries at Pic N Pac. I started picking blueberries last week. 15

16 Qualifying Work In order to obtain. 3% b. any work, and obtained qualifying work soon after the move. (within 30 days) Sample: I moved to find work in the beginning of June. I got a job working at Pic N Pac picking blueberries and started last week. Qualifying Work In order to obtain. c. qualifying work specifically, but did not obtain the work. Seeking Qualifying Work SQW 3% Sample: I moved to pick blueberries at Pic N Pac in the beginning of June. When I got here, I didn t work because they didn t need any more workers. Qualifying Work 3% In order to obtain. c. qualifying work specifically, but did not obtain the work. (c)i. The worker has a prior history of moves to obtain qualifying work (Provide comment.) (c)ii. There is other credible evidence that the worker actively sought qualifying work soon after the move (Provide comment.) 16

17 Qualifying Work 3% (c)i. The worker has a prior history of moves to obtain qualifying work (Provide comment.) Documentation: Use previous COEs, MEDS or MSIX data to provide assurances of prior qualifying moves whenever possible. Sample Comment: Worker moved to obtain qualifying work for the last three years, verified in MEDS by child enrollments. The family has been coming to our area for the last five years but there was no work this year. This recruiter has completed the last five COEs. Qualifying Work 3% (c)ii. There is other credible evidence that the worker actively sought qualifying work soon after the move (Provide comment.) Documentation: Detailed comments include businesses, dates, places, phone numbers, contact persons, qualifying work performed, types of documentation reviewed or verification attempts made by recruiter Sample Comment: July 7 - Spoke to Mr. Jones, owner of Pic N Pac, and he confirmed that the worker applied to pick blueberries at the beginning of June. Worker gave dates (6/4, 6/9, 6/12, 6/14, 6/20) and locations (Pic N Pac, Blueberry Patch, Barb s Berries, and Blueberries R Us) of where they applied for qualifying work. Recruiter confirms that these are all local farms who were not hiring due to a blueberry freeze. 4. Check a, b, c (i or ii) and provide detailed comments ci or cii in the comment box. 17

18 5. Qualifying work is 2 words ing. Picking Cherries. Only 1 option is selected in line A (season or temporary) and one option in line B (agricultural or fishing work). Personal Subsistence checkbox is very uncommon. Include comment in box. The worker stated that a significant percent of their compensation comes in food and/or products from the farm. 6. Completed only when work is temporary. Check only A or B. Do not use option C. Comments must be provided: Worker stated he only planned to work there 4 months then work picking blueberries in Holland. Worker obtained qualifying temporary work at Bebow dairy and worked 8 months milking cows. Mr. Jones, owner, stated the position lasts for 6 weeks. Signature Statements: 1. Recruiter reviews the information written on page 1 with the parent/guardian. 2. Recruiter reads and/or translates the parent statement as written. 3. Recruiter explains that they are signing a legal document which allows us to serve their children, and this means that the information has to be accurate. 4. Recruiter reads and translates the interviewer/recruiter statement to the family and signs and dates. 5. Recruiter explains that their signature verifies that they believe the information to be true and can be used to make and eligibility determination for MEP. NOTE For RECRUITERS ONLY: Penalty for a family giving false information is removal from the program. Penalty for recruiters falsifying information, aka perjury, can be termination, large fines or even jail time if pursed by the program/mde. 18

19 If the recruiter is concerned about the eligibility factors, the recruiter has the option to ask for documentation relevant to the factor in question. Recruiters always have the option to seek assistance from the MiMEP team when making eligibility decisions. The recruiter is responsible for the initial eligibility decision. Therefore, no one can force a recruiter to sign a Certificate of Eligibility if the recruiter considers, or is concerned that, the children are ineligible for the Migrant Education Program. Worker s name is copied from line 2b. COE number should be noted (if an update). Home base address is where they call their permanent home. Previous address is where they moved from during the qualifying move. Date left is included when they left the previous address. Ten Day Rule In order to ensure timely entry, the COE must be completed, signed, entered in MEDS, and approved by the MIMEP Approver within 10 days. A recruiter should have the COE to the director for approval within two days to ensure the 10 day rule is met. 19

20 Legal Male/Female Parent. Only if not listed on the top of page 1 as parent/guardian. Date entered Michigan is the date the child entered. Oldest child s birthday is used if they have always lived in Michigan. Employer name address and phone except when using option 4cii. (not employed). Last names should match the Birth Certificate or ID. Hyphenated last names all go in the Last Name 1 field. Primary Language is the one spoken at home (not necessarily the child's best language) Y if there is a documented IEP or special education assessment, N if no or unknown. Any medical/psychological concerns that would affect learning are noted in the health issues box. Birth city or sometimes county, and state where each child was born. Let s Talk about Hyphenated Last Names COE Page 1 National COE Instructions state Last name 1: Record the legal last name of each eligible child in the family. If the child has a multiple or hyphenated last name (e.g., Ramírez-García), record the first part of the name (i.e., Ramírez). Last name 2: If the child has a multiple or hyphenated last name (e.g., Ramírez-García), record the second part of the name (i.e., García). If the child does not have a multiple or hyphenated name, write a dash (-) or N/A. COE Page 2 Michigan s Page Since the MEDS system has both last names with the hyphen included in the box for the last name 1 with the hyphen and no spaces, on page 2, the entire hyphenated last name is written in the box last name 1. 20

21 Grade is what grade they hold during the current regular school year (9/1 to 6/15) Depending on the current date (i.e. summer!) you can verify by asking what grade the child was in at Christmas time, or what grade will the child begin in the fall. For the grade, the codes are used from the top of the page. Note: Not all pre-schools are district sponsored. If child attends preschool, you must write the name of the program. Example District Great Start Readiness Program (PS) or Telamon Migrant HeadStart (P0-P5). Ethnicity must be one of the codes above or a combination of up to 5 codes. Regular Year School Interruption Did the child have a move that occurred during the regular school in the past 12 months? Note: Write yes; add a brief description of the interruption and date in the box, Was Regular School Year Interrupted?. Graduating District is for children in 9 th -12 th grade only. Document where he/she plans to graduate from. If unknown, use the school district they plan to be attending in June of that year. Update the following year if the family has more information. Immunization information is filled out for every child or a copy of the immunization record is acquired during enrollment in regular year or summer programs. 21

22 Permissions ~ These are to be reviewed with parents and each is checked off for all children included on the COE. Parents are informed that student information is protected under FERPA and parents give permission for the use of information for MEP program purposes. If a parent refuses to give permission, additional steps must be taken including contacting MiMEP. Without permissions, we cannot upload the child s data to MSIX. The Interview Introduction Eligibility Interview Wrap-up 22

23 Introduction Establish rapport Clearly identify yourself as Migrant Education Program Recruiter show your school ID Provide basic information that explains why you have come Engage in casual conversation Ask about needs (food, blankets, etc.) Share handouts and giveaways Explain the eligibility process - Do not promise service or eligibility Introduction Key Point! The introduction ensures families feel comfortable with the interview process and the interviewer. Eligibility Interview **Typical, non-leading questions** 1) AGE How old are your children? 2) SCHOOL COMPLETION Have any of your children graduated or received a GED? 3) MOVE Where did you live previously? When did you move? Did your children move with you? [Determine if they crossed district boundaries.] 4) PURPOSE OF THE MOVE Why did you move? What work were you looking for? What are some of the other reasons you moved? 5) QUALIFYING WORK What kind of work are you doing? What other work do you do at the farm? 23

24 Interviewing Questions Avoid Leading Questions AVOID closed-ended questions (answered by yes or no ) AVOID conveying to the interviewee that you are looking for a particular response (e.g.. You moved here to work in the orchards, right? vs. What kind of work did you move here to do? ) Avoid CLOSED-ENDED questions Was Francisco in Kindergarten when he lived in Texas? Positives Answer yes or no Gets to the point quickly Questions are useful for fact finding and summarizing Negatives May unintentionally lead the interviewee May not elicit the right or enough information Focus on OPEN-ENDED questions Why did you move here? Positives Puts the interviewee at ease and helps to build rapport Lets the interviewee answer in his/her own way Is more reliable Allows for unanticipated answers Negatives May make the interviewee feel uncomfortable if you are asking for information that is considered personal 24

25 Use PROBING questions Gain insight into a person s thought process, rationale Obtain additional information or clarification Start with one of the 5 W s (who, what, when, where, and why) Rounds out a picture Used later in the interview (If used too early, may be interpreted as threatening.) Examples: What are some of the reasons you moved? Why were you not able to find work? Eligibility Interview Open-Ended vs. Leading Questions 1. You moved here to work in agriculture, right? Handout! 2. Did you move to obtain any type of agricultural work? 3. How did you know this type of work was available? 4. What kind of work were you looking for? 5. Why did you move here? 6. You ve moved recently, haven t you? Say, within the past 3 years? 7. How long has your family been living in (name of current hometown)? 8. You know we have a great summer program for children who have moved. I ll bet your kids have moved in the last few years, haven t they? 9. Has anyone in your family moved recently? 10. When did they move? Eligibility Interview 3% Additional Notes Obtaining Mobility History A qualifying move can take place anytime in the last 3 years and may not have been the move to Michigan. What different work have you done in the past three years? What other moves have you made to find work? (note: if more than 12 months, contact Michelle Williams for guidance) It is OK of the parent does not want to sign up. Thank the parent for their time, give them your business card and let them know that they can call you at any time and that we will keep in touch. 25

26 Eligibility Interview Additional Notes 3% Some solo workers (including OSY) will not want to fill out the COE. You might want to invite them to tour the facilities or to a special program that you are holding (Consul Movil, Fiesta), and then see if they are more receptive to the idea. Boast your partnerships and offer your assistance with future needs. Explain the nationwide nature of MEP. Signatures Interviewee Ask respondent to sign the interview form indicating that the information provided reflects what was discussed regarding the child/family and eligibility information. Interviewer Sign as the person conducting the interview to indicate that the information provided reflects what was discussed. Eligibility Interview Key Points! Determine the eligibility of the children, and complete the COE. Keep asking open-ended questions. Avoid leading questions. Children must meet ALL eligibility factors to be eligible for the Migrant Education Program. 26

27 Wrap-Up Provide detailed information on the local program. Primarily, the family relationship is established during the interview. Who s going to be the teacher? Bus Schedule (pick-up and drop-off times)? Non-programmatic: DACA, employment issues, housing, etc. Provide referrals to other agencies or within the MEP to address needs. Ask for referrals for other migrant children, workers, or employers. Thank the interviewee for their time. Wrap-Up Key Point! Families understand the benefit of completing the eligibility process and participating in the Migrant Education Program. Move vs. Trip Establishing Residency As data entry staff, you are looking for.. New qualifying move date Previous address School records/attendance MSIX records Many of these may fall into case by case basis. 97% These must be discussed with the recruiter, data entry and director. EACH PIECE OF EVIDENCE is NOT in and of itself justification of a change in residency. The question is - IS there SUFFICIENT evidence that a change in residence has occurred? 27

28 Possible Evidence from our MiMEP local recruiters & d.e. Change in address (associated with a qualifying move) Information about the duration of stay/length of absence who they lived with (if anyone) terms of residency (camp, hotel, lease, family,etc.) frequency they return to the same spot if they setup service there (bills, social services, etc.) house was closed or occupied by someone else enrollments in to schools or other programs purpose of the movement (to work indicates residence, to visit does not) change in worker s employment parents worked while they were away MSIX for documented moves and patterns Verifications from the "farmer/employer ; employer reports there was no current work for them- weren t on vacation, but off for the season September 1 st Verifications September Changing of the migrant year. September 1 Clarifications September 1 begins the new year for Migrant eligibility determinations. Procedure: Prior to August 31, create a preliminary list of those eligible migrant children that may not be enrolling in school or whose families intend to move out of your area before the start of school on September 2, On September 1 or shortly thereafter, re-certify the families residency. A statement must be added to the comment section of the COE stating the current address. Parents must sign and date the COE. [If there is insufficient space, attach a separate document.] The recruiter and MEP director will initial and date the statement of residency. Sample statement: I, Michelle Williams certify that I reside at 2222 Paradise Lane, Grand Rapids MI on September 1, Enrollment is added to MEDS and follows normal approval procedures. SEPARATE FROM ANNUAL UPDATES 28

29 Resource: Qualifying Activities Note only the primary activity at the time of the move (if multiple qualifying activities) Worksheets must be completely and legibly filled out. All eligibility factors must have been discussed and documented. Signatures are required. 29