Title I, Part C
Program Monitoring Validation Protocol
2025-26 Program Monitoring Validation
Guidance Document
Collected samples from ESCs
Program Coordination/Integration
Compliance Item 1:
The LEA/fiscal agent makes adequate provisions for serving the unmet educational needs of migratory children, including preschool children and migratory children who have dropped out of school, are identified and addressed through a full range of services that are available for migratory children from appropriate local, State, and Federal educational programs. [Section 1304(b)(1) and (c)(4)]
Strongest Documentation:
1.3 Documentation showing service coordination with other local, State, and Federal educational programs.
A maximum of 2 samples of documentation that showing efforts to coordinate services
- Sample Community Outreach Event Flyer (ESC-20)
- Sample Holiday Event Flyer (ESC-20)
Priority for Service (PFS)
Compliance Item 1:
The LEA/fiscal agent gives service priority to migratory children who made a qualifying move within the previous 1-year period and who are failing or most at risk of failing to meet the challenging State academic standards or have dropped out of school. [Sections 1301(2), 1304(d)]
Strongest Documentation:
1.2 School System PFS Action Plan
1.4 Documentation that MEP-funded services are provided to the PFS students first
- Explanation of PFS Letter (ESC-20)
Local Needs Assessment (LNA)
Compliance Item 1:
The LEA/fiscal agent identifies and addresses the unique educational needs of migratory children through a needs assessment and outlines a comprehensive plan for the delivery of services. [Section 1306(a)(1)(A)-(G)]
- Linked sample goes here
Parent and Family Engagement
Compliance Item 1:
The LEA/fiscal agent has established a parent advisory council (PAC) for the Title I, Part C – Migratory Education Program (MEP) and provides an opportunity for appropriate consultation in the planning, implementation, and evaluation of the school system’s migratory program. [Sections 1304(c)(3); 1306(a)(1)(B)(ii); and 1116]
Strongest Documentation:
1.1 Evidence of migratory parent advisory council (PAC) meetings occurred and allowed for meaningful consultation with and input from parents of migratory children concerning the planning, implementation, and evaluation of the program.
Documentation for a maximum of 2 meetings
- 1.1 Sample State PAC Agenda (MEP CB&CI)
- 1.1 Sample State PAC Meaningful Consultation (MEP CB&CI)
- 1.1 Sample State PAC Meeting Minutes (English & Spanish) (MEP CB&CI)
Strongest Documentation:
1.2 Evidence that meetings are offered at times that parents of migratory children could attend, and that the meetings are conducted in a language that the parents could understand, or that translation is provided, as needed.
A maximum of 2 samples of communication regarding options for meeting times, dates, and modality; or meeting invitations
- 1.2 Sample State PAC Meeting Invitation (English) (MEP CB&CI)
- 1.2 Sample State PAC Meeting Invitation (Spanish) (MEP CB&CI)
Compliance Item 2:
The LEA/fiscal agent coordinates/provides training/resources to parents of migratory children on reading strategies; mathematics strategies; developmentally appropriate school readiness resources and strategies; and/or information and resources about college/career opportunities. [Section 1304(c)(1) and (c)(6)]
Strongest Documentation:
1.1 Evidence of coordination with other school system programs for training and resources.
A maximum of 2 samples of documentation for meetings regarding coordination with other programs
- 1.1 Sample PAC Meeting Minutes (ESC-20)
- 1.1 Sample Brochure of Services (ESC-20)
Strongest Documentation:
1.2 Evidence of coordination with other programs that can benefit migratory children and their families.
A maximum of 2 copies of the coordination meeting agendas and minutes between MEP school system staff and other programs to discuss sharing needs and resources.
- Linked samples go here
Strongest Documentation:
1.3 Evidence that training was offered to migratory parents and families.
Documentation that training was offered to parents and families that includes a maximum of 2 samples
- 1.3 Sample Training Slides (ESC-20)
Evaluation
Compliance Item 1:
The LEA/fiscal agent evaluates and improves the effectiveness of the Title I, Part C – Migratory Education Program (MEP) to enable all migratory students to meet the same challenging State academic standards that all Texas children are expected to meet. [Section 1304 (b)(1), (b)(2) and
(c)(5)]
Strongest Documentation:
1.1 Evidence that a Title I, Part C Evaluation was conducted
- Linked sample goes here
1.2 Evidence of the Title I, Part C Evaluation Planning Meeting
Documentation for maximum of 2 Title I, Part C Evaluation Planning Meetings took place
- Linked sample goes here
Compliance Item 2:
The LEA/fiscal agent uses the program evaluation results to improve services to its migratory students. [Section 1304 (b)(1), (b)(2) and (c)(5), 1306(a)(1)(C)]
Strongest Documentation:
1.1 Evidence that evaluation results were considered to improve services to migratory children
1.2 Evidence of the Title I, Part C Evaluation Planning Meeting
Documentation for maximum of 2 Title I, Part C Evaluation Planning meetings took place
Identification and Recruitment (ID&R)
Compliance Item 1:
The LEA/fiscal agent identifies and recruits migratory children and youth, including OSY, according to the specific timelines and guidance outlined in the Texas Manual for the Identification and Recruitment (ID&R) of Migratory Children to ensure the accuracy of such information. [Sections 1303(f), 1304(c)(7), 1309(2)-(5)]
Strongest Documentation:
1.1 Evidence of ID&R Activities
A maximum of 2 samples of documentation for the following: recruiter logs, reviewer logs, or other forms of supporting documentation that provide evidence of ID&R activities
- Sample Recruiter Log Tracking Sheet (Google-make a copy) (MEP Systems)
- Sample Reviewer Log Tracking Sheet (Google-make a copy) (MEP Systems)
- Additional forms that can be used: Copies of completed family surveys, family survey tracking sheet or online registration report showing % of max student population returned; COEs; Meeting Agendas (MEP Systems)
1.2 Identification and Recruitment Plan
- ID&R Action Plan Template (MEP Systems)
- Blank ID&R Plan (MEP Systems)
1.3 School System ID&R Quality Control Procedures
- Written Procedures Exemplar (MEP Systems)
Interstate/Intrastate Coordination
Compliance Item 1:
The LEA/fiscal agent ensures interstate and intrastate coordination of services for migratory children to provide educational continuity through the timely transfer of pertinent school records. [Section 1304(b)(3)]
Strongest Documentation:
1.1 School system procedures for transferring and/or obtaining migratory student records via MSIX, including the process for data accuracy
1.2 Evidence of Utilization of MSIX
A maximum of 2 samples of documentation for the following: responses to MSIX Move Notifications and responses to MSIX Data Requests
- Sample Tracking MSIX Responses (Google-make a copy) (TMIP)
Use of Funds
Compliance Item 1:
The LEA/fiscal agent ensures all MEP-funded supplies, materials, and equipment are used only for MEP activities and to the benefit of MEP students. [Section 1304(c)(1)]
- Linked sample goes here
Records Transfer
Compliance Item 1:
The LEA/fiscal agent has local policies and procedures in place to ensure that migratory student records are requested and transferred in a timely manner. [Section 1304(b)(3)]
Strongest Documentation:
1.1 Written procedures followed for sharing and/or obtaining migratory student records with/from other school systems and states.
- MSIX Move and Data Tracking (MEP Systems)
- Sample Internal TX-NGS/MSIX Tracking (MEP Systems)
- Sample External TX-NGS/MSIX Data Collection (MEP Systems)
1.2 Evidence of Quality Control Procedures for ensuring data accuracy
- Written Procedures Exemplar (MEP Systems)
- Blank Quality Control Checklist (MEP Systems)