Documentation that demonstrates evidence of compliance in all program-specific provisions and assurances, program guidelines, and activities selected on the grant application is required and may be maintained in many formats. The TEA provides a plethora of documentation forms, checklists, and other tools to give Project Districts guidance in compliance documentation. These resources can be used exactly as they are provided, or they may be modified to fit the needs of the local MEP. It is important to maintain the documentation in a form that is easily accessible and available in an electronic or hardcopy format. Regardless of the format, the documentation reflects implementation of program requirements. An LEA cannot just say something was done; it must be able to provide evidence that it was done.
Note: As indicated earlier, maintaining documentation is not a suggestion but a requirement.
TEA Guidance and Documentation Examples
- The TEA has created Program Implementation Questions to help districts understand the required activities for program implementation and the type of documentation that may be requested as evidence of compliance when districts submit the annual compliance report. The Program Implementation Questions become available to an LEA during the compliance reporting period each year.
- Throughout the program year, districts are randomly selected for validation and will receive notification from the TEA MEP team regarding documentation to submit. Refer to the Random Validation web page to access the link to the most recent validation documents.
LEA-Generated Program Compliance Documentation Examples
This list is not exhaustive.
- ID&R Efforts—Family Surveys, Recruiter Logs, Agricultural/Fishing Employer Contacts, MSIX Move Notifications
- Approved ESSA Consolidated Application PS3103—Planning for services meeting notes, staff sign-in sheets, budget office paperwork
- MEP Action Plans —specific section of DIP including MEP Action Plan, PFS Action Plan, ID&R Action Plan
- LNA Process—Stakeholder surveys, MEP student profile, LEA Committee notes and sign-in sheets
- Program Evaluation—Stakeholder surveys, FSI , MPOs
- Coordination with other programs—Emails and meetings with other federal, state, local and community service providers
- MEP -funded Staff (100% MEP-funded and Split-funded)
- Signed and dated job descriptions for all MEP staff
- Semi-annual attestations (100% MEP funded staff)
- Sample of monthly Time & Effort documentation (Split-funded MEP and Other)
- Services offered to all migratory students, with evidence that PFS students were given priority of services before other migratory students.
- Student sign-in sheets for tutorials at school or home, MEP tutors’ anecdotal logs, timesheets for MEP tutors
- Documentation of compliance for activities that are implemented must show evidence that the following category of students were served:
- Migratory children ages 3 through 5 not enrolled in school for school readiness
- Migratory students in grades K-12 to successfully meet state assessments in reading and mathematics (PFS students must have priority before all other migratory students);
- Migratory students in grades 9-12 to accrue credits that will meet high school graduation requirements;
- OSY needs assessed and addressed
- Activities and services offered to PFS students must be recorded quarterly on the Student Progress Review Form created by the TEA .
- PAC Meetings—Notice of meetings, invitation sent to parents, sign-in sheets, handouts, meeting minutes with evidence of meaningful consultation, follow-up to address needs
- Prior approval for MEP expenditures linked to Goal/Strategy in DIP —Following local purchasing procedures
- Request and receipt of MEP purchased goods provided to students after identified/requested need
- Interstate and intrastate coordination of services for migrant children to provide educational continuity —Emails, call logs, MSIX notifications, Transfer of Student Records Request Log
- Training logs and evidence of professional development attended—Sign-in sheets, handouts, certificates of attendance
Downloadable documents to assist LEAs with collecting documentation.