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Designated SEA Reviewers / ECOE Approvers



Independent Project Districts with more than 100 identified migratory students are responsible for having a staff member serve as the Designated SEA Reviewer/ECOE Approver, or Reviewer/Approver. If a district has less than 100 identified migratory students, the ESC may serve as the Reviewer/Approver.7

The Reviewer/Approver is responsible for reviewing all COEs and SDFs for accuracy and completeness, as well as signing the COE as the second signature. “The Reviewer’s/Approver’s signature certifies that the COE has been reviewed by a district official and that no concerns exist regarding the eligibility of any of the children listed on the COE.” 8 The role of the Reviewer/Approver is crucial in implementing the State’s plan for quality control.9

The training for Reviewer/Approver must be conducted separately from the ID&R Training. The Reviewer/Approver must complete both the annual ID&R and Reviewer/Approver trainings before they are allowed to proceed with their responsibilities.

During the Reviewer/Approver training, it is highly encouraged to offer multiple opportunities to examine COEs and SDFs for accuracy. It is acceptable to create mock COEs and SDFs to practice reviewing during this training. The responsibilities of the Reviewer/Approver and their role in the eligibility process should be thoroughly explained.

Trainers should emphasize the correct process when reviewing COEs and SDFs for accuracy. The flowchart below shows the eligibility review process at both the district and ESC levels.


Process for Reviewing COEs and SDFs for Accuracy

Click on the interactive flow chart below to get started.

Click here to reset chart

Recruiter completes a COE and SDF, if needed, and submits the COE and eligibility documentation to the Reviewer/Approver.

If the ESC is serving as Reviewer/Approver, the COE and documentation are submitted to the appropriate ESC staff member.

District Reviewer/Approver examines all documentation.

If the ESC is serving as Reviewer/Approver, the COE and documentation are submitted to the appropriate ESC staff member.

If eligibility concerns exist, the ESC Reviewer/Approver should not sign the COE, and

  • The initial recruiter may need to revisit the family to obtain additional information, or
  • A second recruiter may be asked to visit the family to clarify information obtained by the initial recruiter

If after seeking clarification and additional information the ESC Reviewer/Approver no longer has eligibility concerns, eligibility determination is made.

If all eligibility requirements are met,

the ESC Reviewer/Approver signs the COE.

If the ESC Reviewer/Approver is unsure about a particular case, they MUST contact the State MEP immediately.10

  • The ESC should maintain a copy of every COE and supporting documentation forwarded to TEA, including email correspondence.

The ESC will contact the LEA in writing with the determination by TEA and ensure any necessary next steps are addressed.

If all eligibility requirements are NOT met , the family is determined ineligible for the MEP. The ESC Reviewer/Approver will notify the LEA immediately of this determination.

  • A copy of the COE is sent to the parents after the Reviewer/Approver signs the COE.
  • A copy of the COE is provided to the TX-NGS Data Entry Specialist
    • if using a paper COE, to encode the data into TX-NGS and current enrollment line, or
    • if using an ECOE, to enter the current enrollment line.

District Reviewer/Approver examines all documentation.

If all eligibility requirements are met,

the ESC Reviewer/Approver signs the COE.

  • A copy of the COE is sent to the parents after the Reviewer/Approver signs the COE.
  • A copy of the COE is provided to the TX-NGS Data Entry Specialist
    • if using a paper COE, to encode the data into TX-NGS and current enrollment line, or
    • if using an ECOE, to enter the current enrollment line.

If after seeking clarification and additional information the ESC Reviewer/Approver no longer has eligibility concerns, eligibility determination is made.

If all eligibility requirements are NOT met, the family is determined ineligible for the MEP. The ESC Reviewer/Approver will notify the LEA immediately of this determination.

If eligibility concerns exist, the district Reviewer/Approver should not sign the COE, and

  • The initial recruiter may need to revisit the family to obtain additional information, or
  • A second recruiter may be asked to visit the family to clarify information obtained by the initial recruiter

If after seeking clarification and additional information the district Reviewer/Approver still has eligibility concerns, the district Reviewer/Approver MUST refer the COE and the SDF to the appropriate ESC staff member.

The ESC Reviewer/Approver reviews the documentation submitted and

  • The initial recruiter may need to revisit the family to obtain additional information, or
  • A second recruiter may be asked to visit the family to clarify information obtained by the initial recruiter

If the ESC Reviewer/Approver is unsure about a particular case, they MUST contact the State MEP immediately.10

  • The ESC should maintain a copy of every COE and supporting documentation forwarded to the TEA, including email correspondence.

The ESC will contact the LEA in writing with the determination by the TEA and ensure any necessary next steps are addressed.


7 Texas Education Agency, Texas Manual, p. 2.26.
8 Texas Education Agency, Texas Manual, p. 5.21.
9 Texas Education Agency, 2019-2020 and 2020-2021 Texas Manual for the Identiÿcation and Recruitment of Migrant Children (Texas Education Agency, 2019), p. 5.22
10 Texas Education Agency, 2019-2020 and 2020-2021 Texas Manual for the Identiÿcation and Recruitment of Migrant Children (Texas Education Agency, 2019), p. 5.21.