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Quality Control

Region I has an on-going system to assure quality control in the identification and recruitment process.

Ongoing Recruiter Training

Recruiters are annually provided inservice on:

  • The Migrant Education Program

  • The Role of Recruitment

  • How to Fill Out a Certificate of Eligibility (COE)

  • The I & R Manual

  • Effective Recruitment Techniques

  • Records Maintenance/Documentation

In addition, new recruiters are shadow an experienced recruiter.

Recruiters are required to pass certification quizzes on each aspect of the recruitment function. Multiple opportunities are provided to review information and retake quizzes as necessary. Certification is required for continued employment as a recruiter

COE Processing

A certified recruiter enrolls qualified migrant families on a Certificate of Eligibility (COE). Copies are distributed as follows:

  • Original COE goes to Computer Terminal Operator. The COE is date stamped upon arrival at the Region I Office.

  • Yellow copy is distributed to district staff.

  • Pink copy is distributed to the parent(s).

The Computer Terminal Operator reviews the Certificate of Eligibility prior to data entry. The operator reviews the information on the form to ensure that all boxes are filled out correctly according to the Certificate of Eligibility Instruction Manual. The CTO will review the Qualifying Arrival Date (QAD), occupation/type of qualifying employment, dates, and other criteria needed to qualify the student for the Migrant Education Program. 

  • If the Certificate of Eligibility (COE) meets all the necessary criteria, the CTO will sign or initial it as appropriate.

  • If an item needs additional clarification, the CTO will contact the original recruiter who conducted the interview. The recruiter will fill out a Basic Interview Pattern (written) to clarify the issue.

  • If critical information is missing, or if information conflicts with previous information on file, the COE will be referred back to the original recruiter. That recruiter will be responsible for completing a new COE.

Data Flow

All completed Certificates of Eligibility will be processed in the following manner:

  • The COE will be date stamped by a CTO upon arrival at the Region I office.

  • The information will be reviewed by the CTO for completeness and accuracy.

  • If there are no errors on the COE, the CTO will continue processing.

  • If an item needs clarification, the CTO will contact the original recruiter who conducted the interview and fill out a Basic Interview Pattern to clarify the issue.

  • If critical information is missing, or if information conflicts with previous information on file, the COE will be referred back to the original recruiter. That recruiter will be responsible for completing a new COE.

  • The Computer Terminal Operators will maintain a list of errors which are encountered, and the name of the recruiter submitting the COE in question. This will assist us in monitoring errors as they arise. The Region I office will be responsible for (1) resolving outstanding issues/discrepancies and (2) providing feedback and training to individual recruiters as the need arises.

  • As errors and discrepancies are resolved, the information in the COE will be entered into the COESTAR system.

  • Copies of the COE will be distributed and files maintained at both the district and Region I office.

  • The Region I Director will meet with the Computer Terminal Operators on a monthly basis to review the status of data flow, assess workloads, prioritize tasks, and resolve outstanding issues.

Resolution of Identification and Recruitment issues

The Computer Terminal Operators will work as a team. They will consult with each other to resolve issues and answer questions that may arise.

If there are issues that the Computer Terminal Operators are unable to resolve independently, they will either (1) consult with the Region I Director immediately to resolve the issue or (2) bring the issue to the monthly meeting.

Any issues which the region is unable to resolve independently will be referred to the Consultant for Identification and Recruitment, Migrant Education Program, California Department of Education.

If the consultant is unable to provide an answer, he will refer the question to the Identification and Recruitment Committee for resolution.

If at any time the Identification and Recruitment Committee is unable to answer the question, it will be referred to the Migrant Education Office within the United States Department of Education in Washington, DC.

Staff Development

Staff development will be provided via quarterly meetings. Recruitment staff will be given comprehensive training on the specifics of the Identification and Recruitment Manual, and required to pass competencies on each section. In addition, regional training will be provided as new procedures are implemented. There will be ongoing discussion and sharing of recruitment strategies at the recruiter trainings. Region I will involve recruiters in countywide forums on identification and recruitment issues. We will exchange information about local agricultural and fishing operations in the county, as well as establish a list of community partners to assist us in the identification and recruitment process. The Region I Director will meet with regional recruiters on a monthly basis, as well as provide feedback to local districts and recruiters on their recruitment targets and progress toward identified recruitment goals.

Monitoring Process

  • The Region I office will determine the accuracy of recruitment by contacting a random sample of families by telephone on a monthly basis. A review form will be completed for each contact made.

  • A Needs Assessment will be conducted within 30 days of enrollment for students new to the program.

  • Region I staff will provide a copy of review forms to district staff upon request.

  • Region I staff will withdraw those students determined to be ineligible. District staff will be asked to maintain ongoing communication with migrant families and to notify families of students deemed ineligible for the program.

  • Regional and district staff responsible for COE documentation will be monitored on an on-going basis to determine areas of concern and deficiencies. Additional training will be provided as needed.

Student Eligibility