Name of Grant Program: Massachusetts Migrant Education Program
Fund Code: 308
PART III – REQUIRED PROGRAM INFORMATION
With FY2015 RFP fund code 308 as year two of the three year grant cycle, using no more than a total of
twenty-five (25) pages, provide the required program information for the following areas listed below.
Responses should be formatted according to the outline and font size 12.
I.
STAFFING
All Staff:
A. Describe any changes in staffing that occurred during the FY2015 grant cycle (include any vacant
positions, as well as any job positions that may have been eliminated)
For the following staffing sections (office and instructional):
 Be sure all chart information is provided and consistent with Part II – Budget Details Pages,
including the Budget Narrative
 If a position’s salary will be shared, i.e. between the MMEP and OSY grants, be sure to indicate
this on the Budget Narrative
Administration and Support Staff (office):
B. Given migrants are located in various regions of the state, complete the following organizational
chart, identifying the roles and responsibilities of individuals involved with the day-to-day
administration and operation of the Massachusetts Migrant Education Program that would ensure
compliance with all state and federal laws and regulations for the FY2016 grant cycle (chart is
expandable)
NAME
TITLE
RESPONSIBILITY
NUMBER OF
STAFF
FTE
MMEP
SALARY
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C. Provide a brief description of how staff at this level will be recruited to fill a position
D. Provide a job description for any new positions and why positions are needed
E. Provide a brief explanation of the need for any positions that are unique to one office/region and/or
shared within an office/region
Program Services Staff (instruct Migrant students):
F. Provide a timeline for recruitment of program services staff that will be providing the services to
students for the FY2016 grant cycle; include any changes from FY2015
G. Provide a brief description of how program services staff will be recruited for the FY2016 grant
cycle; include any changes from FY2015
H. Complete the following organizational chart for program services staff for FY2016 grant cycle
(chart is expandable)
I. Provide a job description for any new positions and why positions are needed
J. Provide a brief explanation of the need for any positions that are unique to one office/region and/or
shared within an office/region
NAME
TITLE
RESPONSIBILITY
NUMBER OF
STAFF
FTE
PAY
RATE
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II.
PROFESSIONAL DEVELOPMENT
A. Briefly describe the professional development/training activities provided to all staff for the FY2015
grant cycle; include any changes from the FY2014 grant cycle
B. Briefly describe the professional development/training activities to be provided for all staff; including
how those activities will be determined for FY2016 (include how the activities relate to planned
services, as well as staff needs)
III.
IDENTIFICATION AND RECRUITMENT OF MIGRATORY STUDENTS
A. Describe the identification and recruitment activities and procedures that were implemented to
effectively identify and recruit all eligible migrant students in the state for the FY2015 grant cycle.
What identification and recruitment activities are planned for FY2016? Include all of the following
elements in the response:
i. What were the primary populations and locations of migratory students within the state? Will
there be any changes for FY 2016?
ii. What were the collaboration and coordination efforts conducted with other entities in the
identification and recruitment of migrant students?
What are the plans for collaboration and coordination efforts for FY2016?
iii. How were the supervision/monitoring of individual recruiters’ identification and recruitment
efforts conducted?
How will it be conducted for FY2016?
iv. How were staff assessed in identification and recruitment?
Will there be any changes for FY2016?
IV.
ELIGIBILITY AND QUALITY CONTROL PROCESSES
A. As a result of the eligibility and quality control processes implemented in the FY2015 grant cycle,
provide an update of the following components; including any changes to the process and how all of
the components will be implemented in FY2016:
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i.
ii.
iii.
iv.
v.
vi.
vii.
V.
Documentation of eligibility and maintenance of documentation
The process for resolving and communicating eligibility questions
The processes to verify and validate the eligibility of migratory students
The process for school notification of the validation of eligibility
The periodic review of the quality control system conducted
Results from the re-interviewing conducted and implications for FY2016
The process for implementing corrective action, if necessary.
FISCAL MANAGEMENT
A. Describe any changes that were implemented or to be implemented to the fiscal controls and
procedures established to ensure compliance with Federal and State grant management requirements
(Be sure to include any changes as a result of the recent Fiscal Review conducted by DESE)
(Appendix O - Financial Management System Review Checklist
Title 2, Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards
B. Describe any changes to your plan that occurred or will occur in regards to responding to additional
federal and state requests for information related to the MMEP
VI.
PARENT ENGAGEMENT
A. What strategies were implemented to increase parental involvement in all of the following areas and
will those strategies continue for the FY2016 grant cycle:
i. To increase parental attendance and participation on the migrant parent advisory councils
ii. To develop a written parent involvement policy (stage of process?)
iii. To support the parent/school, parent/child (e.g. family literacy), and parent/community
connections
iv. To inform the parent/students of other available educational programs in their community
v. To inform and/or assist the parent/students in how to gain access to other resources in their
community (e.g. health, nutrition, social services, etc)
vi. To involve parents in the design, implementation, and evaluation of program services for their
children, specifically including parents in the development of the Comprehensive Needs
Assessment and the Service Delivery Plan
VII.
SUPPLEMENTAL SUPPORT SERVICES
A. Describe the progress of the development, implementation, and documentation of the comprehensive
needs assessment (CNA) and plans for the CNA for the FY2016 grant cycle
B. Describe any changes that were made to the process for prioritizing for services (PFS) those migrant
students who are failing, or most at risk of failing to meet the state standards, and whose education has
been interrupted during the regular school year and comment about the process for the FY2016 grant
cycle
C. Describe any changes in the goals and objectives identified to ensure that migratory students are
served across the state (include an explanation for any changes in programs to be offered or eliminated
in alignment with the numbers provided in D. below)
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D. Complete the following table providing totals for the FY2015 grant cycle (indicate if approximate
numbers):
Preschool
K-3
4-6
7-8
High School
OSY
Eligible Migrant Students
PFS Migrant Students
PFS Served by MMEP
Non-PFS served by MMEP
PFS Served by other entity
Non- PFS served by other entity
E. Complete the following table providing “anticipated” totals for the FY2016 grant cycle
Preschool
K-3
4-6
7-8
High School
OSY
Eligible Migrant Students
PFS Migrant Students
PFS Served by MMEP
Non-PFS served by MMEP
PFS Served by other entity
Non- PFS served by other entity
F. Describe the service delivery plan (SDP) that was implemented in the FY2015 grant cycle to ensure
that migrant students were provided the same opportunity to meet the challenging state student
academic achievement standards that all children are expected to meet and indicate any changes to the
SDP for FY2016; include all of the following elements in the response:
i. Provide a schedule of program services, including a timeline (school year, summer, parent advisory
council meetings etc.)
ii. Identify the components of the program services (program design) provided as supplemental
educational services for migrant students
iii. What curriculum was implemented for program services?
iv. How were students and program services assessed?
G. Describe the programs put in place to promote the transition of secondary students to post-secondary
education or employment, including organizations that were partnered with to promote the transition
and indicate if these programs will continue for the FY2016 grant cycle
H. Describe the collaboration conducted with community and state agencies to provide migrant students
with services and indicate any further collaboration that will be implemented for the FY2016 grant
cycle
VIII.
DATA COLLECTION - Child Counts
A. Describe any changes in procedures that occurred during the FY2015 grant cycle to ensure that the
child counts were accurate, reflected only eligible migrant children, and were sufficiently well
documented so that an outside reviewer who is unfamiliar with the MMEP would understand the
process? Will there be any changes for FY2016?
B. Describe any changes to the quality control checks that were implemented during the FY2015 grant
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cycle to provide accurate child counts as to avoid duplication? Will there be any changes for FY2016?
DATA COLLECTION - Student Assessment
C. Describe any changes during the FY2015 grant cycle in the plans to conduct interstate and intrastate
coordination and collaboration of services for migratory students and any changes for FY2016, include
all of the following elements in the response:
i. How the transfer of pertinent school/health records was promoted?
ii. What method was utilized to transfer student data electronically between states?
iii. What were the results and are the plans for the MSIX database usage by the MMEP staff
involved in the identification and recruitment of eligible migrant students?
D. As a result of the processes implemented to work with local districts and schools to collect and report
information and data on the status of eligible migrant students under the State Consolidated Grant
Performance Goals 2 and 5, as well as the process for obtaining data for the GPRAs in the FY2015
grant cycle, provide an update, including any changes to the procedures implemented to ensure that
assessment data were reliably disaggregated for migrant students for reporting purposes and if any
further changes will be implemented in FY2016?
[Government Performance And Results Act Measures (GPRA's 1-4)
State Consolidated Grant Performance Goals (see page three)]
IX.
PROGRAM EVALUATION
A. Given the evaluation design [Evaluation Toolkit (see Section B-1-1 for Evaluation Checklist)] to
determine the effectiveness of the migrant education program and projects that was submitted for
implementation for the FY2015 grant cycle, provide an update of all the following components;
including any changes to the design and how the design will be implemented in FY2016:
i. Identification, development, implementation and assessment of measurable MMEP goals and
outcomes
ii. Development and utilization of “tools” to obtain data for the evaluation report
iii. Utilization of the outcomes or data obtained from evaluation for program design and
improvement to reach desired goals
Using the Massachusetts Migrant Education Program Budget Narrative Form, provide a budget
narrative that explains how program expenditures relate to the proposed activities.
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