Evaluation of the ESSA Title I, Part C, Migrant Education Programs (Study Instruments)

September 7, 2017

The Study of the Implementation of the ESEA Title I—Part C Migrant Education Program Serving Children of Agricultural Workers and Fishers

Revised Draft OMB Package #2: Appendix B, State Director Survey Instrument

Contract GS-10F-0554N/BPA Order ED-PEP-16-A-0005/TO01

SRI Project P24149

Submitted to:

Joanne Bogart

Policy and Program Studies Service

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202

Prepared by:

SRI International

Rebecca Schmidt

Deborah Jonas

Policy Studies Associates

Leslie Anderson

Email Text with Survey Link

Dear {State MEP Coordinator name}:

The U.S. Department of Education (the Department) has commissioned the Study of Implementation of the ESEA Title I, Part C Migrant Education Program (MEP) Serving Children of Agricultural Workers and Fishers. The study includes a survey focusing on four primary topics: (1) migrant student identification and recruitment activities; (2) MEP-funded services and supports for migratory students and out-of-school youth (OSY); (3) coordination and collaboration with other agencies and organizations to serve the needs of migratory students and out-of-school youth; and (4) data use.

The survey takes approximately 20 minutes to complete. We ask that you complete this survey no later than {XXXX, 2018}.

LINK INFO

If you are not the best person to respond to questions about the MEP program, please send a message to mep@sri.com with the name, email address, and phone number of a more appropriate respondent in your state or call 800-xxx-xxxx. ¹

Linked Log-in Page Text

Survey of State

Migrant Education Program Directors

Dear State/District Administrator,

Thank you for agreeing to participate in the Study of the Implementation of the ESEA Title I—Part C Migrant Education Program Serving Children of Agricultural Workers and Fishers.

• Purpose of Study: To better understand how services supported through the Migrant Education Program are implemented.

• Sponsor: The study is being conducted by SRI International under a contract from the U.S. Department of Education.

• Participation: Participation in this study is required under Section 8306(a)(4) of the Elementary and Secondary Education Act. According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. The valid OMB control number for this information collection is XXXX-XX.

• Reporting and Confidentiality: Responses to this survey will be used to summarize findings in an aggregate manner (across groups or sites), or will be used to provide examples of program implementation in a manner that does not associate responses with a specific site or individual. The study team may refer to the generic title of an individual (e.g., State MEP Director) but neither the site name nor the individual name will be used. All efforts will be made to keep the description of the site general enough so that the reader would never be able to determine the identity of the site. The study team will make sure that access to all data with identifiable information is limited to members of the study team. Except for that which is already public, every effort will be made to maintain the confidentiality for all information collected, and we will not provide information that identifies you or your district to anyone outside the study team, except as required by law.

• Response Burden: This survey should require approximately 20 minutes of your time.

• Benefits: Your participation will help inform policy makers, educators, and researchers at the local, state, and national level about the implementation of the Title I-Part C Migrant Education Program.

• More Information: For questions or more information about this study, you may contact the SRI study team at XXXX@sri.com or call the study toll-free-number at, 1-800-XXX-XXXX.

Please answer the questions to the best of your ability by clicking on the appropriate response. Use the “Next” and “Back” buttons at the bottom of each page to move through the survey. Know that you do not have to complete the survey in one sitting; you can exit and re-enter the survey at any time.

Thank you for your cooperation in this very important effort!

Migrant Education Program (MEP) Background and Context

1. In which of the following MEP-related activities is your state involved? (Select all that apply.)

• Identification and recruitment (ID&R) of migratory students (e.g., setting ID&R policy for the state/ LEA/region and/or conducting ID&R activities)

• Identifying and/or providing program services and activities to serve the needs of eligible migratory students and out-of-school youth

• Collaborating with other regional- or local-level agencies and organizations working with migratory and other at-risk populations

• Providing technical assistance and professional development to school or project staff who serve migratory students and/or out-of-school youth

• Other (PLEASE SPECIFY)

2. During the past grant period (SY 2016-17) did your state award MEP subgrants to any of the following entities?

	Yes	No
Regional Educational Service Agencies (RESAs)
Local Education Agencies (LEAs)
Local Operating Agencies (LOAs)
Other (PLEASE SPECIFY)

3. During the past grant period (SY 2016-17), did your state contract with any outside contractors or consultants for MEP-related services (e.g., ID&R, instructional services or support services, etc.)? (Select one.)

• Yes

• No

• Don't know

If yes:

3a. During the past grant period (SY 2016-17), for which services did your state contract with outside contractors or consultants? (Please select all that apply.)

• ID&R

• Instructional services

• Support services

• Other (please specify)

Migratory Student Identification and Recruitment (ID&R)

4. Which of the following best describes how your state manages the identification and recruitment of migratory students and out-of-school youth? (Select all that apply.)

• The state MEP manages migratory student ID&R activities directly

• The state contracts with an external organization/agency to conduct migratory student ID&R activities

• The state relies on its MEP subgrantees to conduct migratory student ID&R activities

• Don't know

• Other (PLEASE SPECIFY)

If “The state MEP manages migratory student ID&R activities directly” Is Selected:

5. To what extent does your state work with the following groups and organizations to identify eligible migratory students for services? (Select one per row.)

	Not at all	To a minimal extent	To a moderate extent	To a great extent
Work sites, employers, or local businesses
Nonprofit organizations
Religious organizations
LEAs in my state
Other state-level agencies and organizations in my state [e.g., Department of Health and Human Services (HHS), Department of Agriculture, Department of Labor, etc.]
State-level agencies and organizations in other states (e.g., HHS, Department of Agriculture, Department of Labor, etc.)
Migratory families and youth
Other (PLEASE SPECIFY)

6. To your knowledge, which of the following strategies do recruiters in your state use to identify and recruit eligible migratory students? (Select one per row.)

	Yes	No	Don't know
Use referrals from other agencies and organizations (e.g., HHS), Department of Labor, etc.)
Develop and maintain contact with employers who hire migratory workers
Develop and maintain contacts with staff in local schools (i.e., school secretaries, nurses, guidance counselors, teachers, bus drivers, and cafeteria workers) who work directly with migratory families
Develop and maintain contact with local businesses and organizations that serve migratory families
Develop and maintain contacts in places/communities where migratory families are likely to reside (i.e., local apartment complexes, shared homes/trailers, etc.)
Attend community events to raise awareness about the availability MEP-funded services
Use mass media (e.g., radio, television, newspapers, etc.) to raise awareness about the availability of MEP-funded services for eligible migratory students and out-of-school youth
Use social media (e.g., Facebook, Snapchat, Twitter, etc.) to raise awareness about the availability of MEP-funded services for eligible migratory students and out-of-school youth
Other (PLEASE SPECIFY)

Priority for Service (PFS)

ESSA expanded the definition of Priority For Service (PFS) to include children who made a qualifying move within the previous one-year period—not just during the school year—and who are failing or at risk of failing, or have dropped out of school.  

7. Which criteria to determine PFS eligibility, if any, has your state used under NCLB and/or does it plan to use under ESSA? (Select one per row.)

	Used under NCLB and use (or plan to use) under ESSA	Used under NCLB, but no longer use (or plan to stop using) under ESSA	Not used under NCLB, but use now (or plan to use) under ESSA	Not used under NCLB or ESSA	Don't know
Changed schools during the previous or current school year
Achieving below grade-level based on state assessment results
Lack of state assessment data (e.g., designated absent, exempt, not tested, or not scored on the state assessment)
Grade point average (GPA) below 1.5
Dropped out of school
Discipline incidents including suspensions or expulsions
Chronic absenteeism
Truancy
Involvement in the juvenile justice system (i.e., arrested for delinquency, truancy, under-age drinking, running away, drug possession, etc.)
In foster care
Pregnancy / teen parenthood
Reports of substance abuse
Limited English proficiency
Overage for grade level
Behind in accumulating credits for grade level
Teacher / staff reports of problems (e.g., academic, social/emotional, etc.)
Other (PLEASE SPECIFY)

MEP-funded Services and Supports

In this section, please consider the services and supports the state provides or funds to serve the needs of migratory students.

8. To what extent, if at all, did each of the following influence state decisions regarding the services and supports your state provides or funds to meet the needs of migratory students and out-of-school youth? (Select one per row.)

	Not at all	To a minimal extent	To a moderate extent	To a great extent	Don't know
Federal policy priorities
State policy priorities
LEA policy priorities
Social service agency priorities
Research evidence on migratory students
Needs assessments of migratory students
Migratory student outcomes data
Available MEP funding
Other state and/or local non-governmental services available to migratory students and out-of-school youth
Other (PLEASE SPECIFY)

9. How does your state know what services eligible migratory students already receive from other sources (i.e., in school or outside of school) in order to determine what services to provide or supplement with MEP funds? (Select all that apply.)

• The state MEP surveys LEA personnel to identify migratory student needs

• The state MEP surveys school personnel to identify migratory student needs

• The state MEP surveys non-profit organizations to identify migratory student and out-of-school youth needs

• The state MEP conducts regular meetings (e.g., annual, bi-annual, bi-monthly, monthly, etc.) with stakeholder groups to identify migratory student and out-of-school youth needs

• Other (PLEASE SPECIFY)

10. Which of the following instructional services does your state directly provide and/or fund through its MEP subgrantees to serve the needs of migratory students and out-of-school youth? (Select all that apply in each row.)

	State provides directly	State funds through its MEP subgrantees	Other agencies without MEP funding provide	Not provided	Don't know
Math instruction (e.g., tutoring, remedial education, or other instructional services)
Reading/language arts instruction (e.g., tutoring, remedial education, or other instructional services)
Online courses
Other online educational support (e.g., test prep, homework help)
Graduation planning assistance
Career exploration and guidance
Academic guidance and advocacy services
Preschool or early childhood education programs
Preparation for post-secondary transition
Career and technical skills training (e.g., IT, hospitality, etc.)
Diagnostic evaluations of the educational needs of individual migratory children and youth
Credit-recovery programs
GED preparation classes
English as a Second Language (ESL) instruction
Adult education classes
Other (PLEASE SPECIFY)

11. To your knowledge, when are these instructional services —provided or funded by your state—offered to eligible migratory students and/or out-of-school youth? (Select all that apply in each row.) {Ask only of services directly provided in Q10}

	During the school day in the regular school year	Before or after school during the regular school year	Year-round	During the summer or intersession period ONLY	Don't know
Math instruction (e.g., tutoring, remedial education, or other instructional services)
Reading/language arts instruction (e.g., tutoring, remedial education, or other instructional services)
Online courses
Other online educational support (e.g., test prep, homework help)
Graduation planning assistance
Career exploration and guidance
Academic guidance and advocacy services
Preschool or early childhood education programs
Preparation for post-secondary transition
Career and technical skills training (e.g., IT, hospitality, etc.)
Diagnostic evaluations of the educational needs of individual migratory children and youth
Credit-recovery programs
GED preparation classes
ESL instruction
Adult education classes
Other (SPECIFY)

12. Which of the following support services does your state directly provide and/or fund through its MEP subgrantees to serve the needs of migratory students and/or out-of-school youth? (Select all that apply in each row.)

	State provides directly	State funds through its MEP subgrantees	Other agencies without MEP funding provide	Not provided	Don't know
Counseling/mental health services
Individual student advocacy services
Health care
Dental care
Eye care
School supplies
Clothing
Transportation not otherwise provided
Language support (e.g., translation or interpretation services) not otherwise provided
Mentoring
Leadership development programs
Housing guidance or assistance
Child care
Other (PLEASE SPECIFY)

13. To your knowledge, when are these support services offered to eligible migratory students and/or out-of-school youth? (Select all that apply in each row.) {Ask only of services directly provided in Q12}

	During the school day in the regular school year	Before or after school during the regular school year	Year-round	During the summer or intersession period ONLY	Don't know
Counseling/mental health services
Individual student advocacy services
Health care
Dental care
Eye care
School supplies
Clothing
Transportation not otherwise provided
Language support (e.g., translation or interpretation services)
Mentoring
Leadership development programs
Housing guidance or assistance
Child care
Other

14. Which of the following referral services and supports does your state directly provide and/or fund through its MEP subgrantees to eligible migratory students and/or out-of-school youth? (Select all that apply in each row.)

	State refers students directly	Subgrantees funded by state refer students	Another agency without MEP funding refers students	Not provided
Health care
Counseling/mental health services
Dental care
Eye care
School supplies
Clothing
Transportation
Language support (e.g., translation or interpretation services)
Mentoring
Meal or nutrition programs [including Women, Infants, and Children Program (WIC) assistance and Supplemental Nutrition Assistance Program (SNAP)]
Flexible service delivery (e.g., home-based versus site-based programs)
Child care
Adult education classes
Other (PLEASE SPECIFY)

15. How does your state ensure that services are prioritized for PFS migratory students? (Select all that apply.)

• Base the selection of MEP subgrantees (i.e., at regional or LEA/LOA level) on the number of identified PFS students

• Select MEP subgrantees based on how they will prioritize services for PFS students

• Require subgrantees to provide a minimum level of instructional services for PFS students (e.g. number of hours or contacts for PFS migratory students)

• Apply a weighted funding formula for MEP subgrantees based on the number of identified PFS students

• Other (PLEASE SPECIFY)

• None of the above

16. What strategies does your state use to ensure that services are provided to eligible migratory out-of-school youth? (Select all that apply.)

• Use recruiters to provide on-demand services, such as referrals, support materials, basic needs supplies

• Deliver tutoring and instructional support through MEP-funded service providers

• Use recruiters to deliver basic English language instruction

• Use recruiters to refer out-of-school youth to ESL programs

• Use recruiters to help out-of-school youth enroll in classroom- or online-based credit recovery programs

• Collaborate with other organizations and agencies to serve the needs of out-of-school youth

• Use MEP funding to support nonprofit organizations’ programming for out-of-school youth

• Other (PLEASE SPECIFY)

• None of the above

Coordination and Collaboration

Ask of states only

17. To what extent, if at all, does your state collaborate with any of the following agencies and organizations to serve the needs of migratory students and out-of-school youth? (Select one per row.)

	Not at all	To a minimal extent	To a moderate extent	To a great extent	Don't know
Other offices within the state educational agency (e.g., Title I, Part A; Title III, etc.) (Please specify)
Other state agencies (Please specify)
Non-governmental organizations (NGOs)
Institutions of higher education (IHEs)
State Chamber of Commerce
State-level parent associations
Other states or other state-level government agencies outside the state
Other (PLEASE SPECIFY)

18. During the past grant period (SY 2016-17), which of the following advocacy and outreach activities, if any, did your state use to engage other agencies and organizations to support the needs of migratory students and out-of-school youth? (Select all that apply.)

• Workshops

• Presentations

• In-person meetings

• Task force(s)

• Dissemination of materials (e.g., informational letters, brochures, or briefs; data or research; etc.)

• Other (PLEASE SPECIFY)

• None of the above

19. Does your state collaborate with other agencies and organizations to provide any of the following instructional services to migratory students and out-of-school youth? (Select one per row.) {Ask only of services directly provided in Q10}

	Yes	No	Don't know
Math instruction (e.g., tutoring, remedial education, or other instructional services)
Reading/language arts instruction (e.g., tutoring, remedial education, or other instructional services)
Online courses
Other online educational support (e.g., test prep, homework help)
Graduation planning assistance
Career exploration and guidance
Academic guidance and advocacy services
Preschool or early childhood education programs
Preparation for post-secondary transition
Career and technical skills training (e.g., IT, hospitality, etc.)
Diagnostic evaluations of the educational needs of individual migratory children and youth
Credit-recovery programs
GED preparation classes
ESL instruction
Adult education classes
Other

20. Does your state collaborate with other agencies and organizations to provide any of the following support services to migratory students and out-of-school youth? (Select one per row.) {Ask only of services directly provided in Q12}

	Yes	No	Don't know
Counseling/mental health services
Individual student advocacy
Health care
Dental care
Eye care
School supplies
Clothing
Transportation not otherwise provided
Language support (e.g., translation or interpretation services)
Mentoring
Leadership development programs
Housing guidance or assistance
Child care
Other

21. What, if any, formal agreements does your state have with other organizations and agencies both within and outside of your state to serve the needs of migratory students and out-of-school youth? (Select all that apply in each row.)

	Memoranda of Understanding (MOU)	Cost-sharing agreement	Other formal agreement (PLEASE SPECIFY)	No formal agreement	Don't know
Other RESAs, LEAs, and/or LOAs in the state that do not have an MEP subgrant
State Health Department
State Department of Labor
State Department of Child and Family Services
Other state agencies
Other states or other state-level government agencies outside the state
State Chamber of Commerce
Institutions of higher education (IHEs)
Non-governmental organizations
State-level parent associations
Other (PLEASE SPECIFY)

Other OME-funded Programs

22. In which of the following ways, if any, does your {Grantee Type} coordinate or collaborate with the following OME-funded programs, including the College Assistance Program Migrant Program (CAMP), the High School Equivalency Program (HEP), and other OME-funded programs? (Select one per row.)

	Agreed to share information/ data on migratory students and/or out-of-school youth	Participate in an interagency task force or committee for migratory students	Agreed to work together to distribute program information to students, youth, and families	Agreed to work together to identify and contact eligible high school students	Other (SPECIFY)	N/A: We do not coordinate or collaborate with this program
CAMP
HEP
Other OME-funded program(s) (PLEASE SPECIFY)

23. To what extent, if at all, have efforts to coordinate and collaborate with OME-funded programs (e.g., CAMP, HEP, other OME-funded programs) improved program administration in each of the following areas? (Select one per row.) {Ask only if coordinate in at least one way in Q22}

	Not at all	To a minimal extent	To a moderate extent	To a great extent	Don't know
Identifying and recruiting eligible migratory students
Identifying and recruiting eligible out-of-school migratory youth
Delivering MEP-funded instructional and support services to migratory students
Delivering MEP-funded instructional and support services to out-of-school youth
Delivering MEP-funded instructional and support services to PFS students
Delivering MEP-funded instructional and support services to high school students

Data Use and Decision Making

24. Is a student’s migratory status tracked in your state's student information system? (Select one.)

• Yes

• No

• Don't know

If yes to Q24:

25. Which of the following data, if any, can your state's student information system disaggregate by students' migratory status? (Select all that apply.)

	Yes	No	Don't know
Attendance
Scores on state assessments
Chronic absenteeism
Truancy
Involvement with the criminal justice system
Involvement with social services or foster care
Pregnancy / teen parenthood
Reports of substance abuse
Limited English proficiency
Students overage for their grade level
Retention in grade
Changed schools during the previous or current school year
Cohort graduation rates
Dropout status
Other (PLEASE SPECIFY)

If yes to Q24:

26. How are data disaggregated by students' migratory status made available to MEP grantees? (Select one.)

• On demand

• Through periodic public reporting

• Through periodic reports sent to LEAs and/or MEP subgrantees

• Other (PLEASE SPECIFY)

If yes to Q24:

27. How many days must a student be enrolled in a school to be included in the school's reported count of migratory students? (Please fill in a number.)

Number of days: ___________________

MSIX is the Migrant Students Records Exchange. It is designed to assist in electronic transfer of student records and in determining the number of migratory children and youth in each state.

28. To what extent does MSIX facilitate migratory student records transfer across LEAs within your state? (Select one.)

• Not at all

• To a minimal extent

• To a moderate extent

• To a great extent

• Don't know/Not sure

29. To what extent does MSIX facilitate migratory student records transfer across states? (Select one.)

• Not at all

• To a minimal extent

• To a moderate extent

• To a great extent

• Don't know/Not sure

30. To what extent, if at all, has the MSIX system improved each of the following systems, supports, and services for migratory students and/or out-of-school youth?

	Not at all	To a minimal extent	To a moderate extent	To a great extent	Don't know
Timeliness of school enrollment
Appropriateness of grade placements
Appropriateness of course placements
Reduction in unnecessary immunizations
Facilitation of course credit accrual
Timely notification when migrant students move across states
Other (PLEASE SPECIFY)

31. What data, if any, does your state use to inform its planning and delivery of MEP-funded services? (Select all that apply.)

• Progress on Measurable Program Outcomes

• Progress on MEP Performance Targets

• Performance on MEP Indicators

• Student performance on state assessments

• Student enrollment patterns

• graduation rates

• Participant survey responses

• Parent survey responses

• Staff survey responses

• Other (PLEASE SPECIFY)

1 A toll-free number will be generated when the study receives OMB clearance.