Fall Paperwork Session

August 2018
Introductions of the Data Specialist:
• Vallerie Bellamy, Western Regional Data Specialist
• Bobbi Mayes, Central Regional Data Specialist
• Veva Segura, Northern Regional Data Specialist
• Brandi VanHoose, Eastern Regional Data Specialist
• Sara Haney, Southern Regional Data Specialist
• Christina Benassi, Migrant State Director
Agenda for the Paperwork Session
• The purpose of the Paperwork • Web App Services and Contact Hours

• School Year Mass Enrollment • Verifications

• OSY Profile • BIP

• Goal Setting Workshop • COE

• Individual Withdrawal • Enrollment Dates

• Change of Information Form • Saw Mills/Hemp

• Needs Assessment • Short Distance/ Short Duration Moves

• Preschool Screener • District Folders

• Continuation of Services • Infinite Campus

• Web App Enhancements

• Web App Reports

Expectations
• Listen and Ask Questions
• Participate
• Take Breaks as needed
• Be Courteous
• (Use cell phones out in the hall, no calls or
texting)
Purpose of the
Paperwork
 Federally Required: mass enroll / withdrawal, PFS, immunizations,
IEP, funding counts (Used for Consolidated State Performance Report
(CSPR) and MSIX
 Federal Reporting: instructional & support services, special education,
LEP, PFS, GED, diploma, drop-out, summer and regular school year
counts, federally funded staff

Questions to think about:

How do you know that what you are doing for your students is
working?
How do you keep track of what you are doing for your students?
• District, Regional and State levels also use data collection:
• Inform programming
• Develop the Comprehensive Needs Assessment (CNA)
• Develop the Service Delivery Plan (SDP)
• Evaluate the effectiveness of the KYMEP
• Compile academic records on identified migrant students
and youth
• Track students needs
• Determine Priority for Services (PFS) for identified
migrant students
Importance of Turning in Paperwork
Why do we meet deadlines?
 It’s important
It affects other people
It affects funding
It affects federal reporting

** KDE recommends doing web app entries

weekly.
School Year Mass
Enrollment
Mass Enrollment: Regular School Year
1. All fields in RED will need to be completed.
a. Migrant Personnel should be person filling out the form.
b. Date will be the date the form is being filled out.
c. “New Enroll Date” will be the student’s first day enrolled in the new school year. OSY will
have the same enroll date as the first day of school for students.
2. All fields is GREEN will need to be completed if applicable.
a. “Grade” should be prepopulated with the current grade the student is going into. If this isn’t
accurate, please put the correct grade in the “New Grade” column.
b. “Previous School” is the facility student/OSY was previously enrolled in, if this hasn’t
changed do nothing. If this has changed, put the new FACILITY CODE in the “New School
Code” column.
3. Make sure you are checking with Infinite Campus to ensure you are giving accurate data for the
current school year.
4. Check “Student Name” and “Birth Date” for accuracy.
5. You will complete the Mass Enrollment and the Summer School Report and send them in at the
same time.
6. Once you send both forms in, you may NOT enter any more services into the Web App for the
summer term.
7. Once I have completed the Mass Enrollment into the regular school year, I will notify you via
email, so that you may begin entering services for the regular school year.
School Year Mass Enrollment Continued. . .
• NOTE: You will notice that some students have already been taken off your lists. These
lists were created by the MIS2000 database based on the last school history line (Summer
Term) for each child. The system is programmed to omit all students that have been
terminated because of EOE, graduation, or that have reached age 22. Unfortunately, it
does not recognize those students who have simply withdrawn because they moved out of
your district. For those students, if you haven’t already done so, please mark through their
name, and send in an individual withdrawal form.

• IMPORTANT: This report is based on certain criteria, which can leave students enrolled
after the chosen start date off the list. For any student/OSY that were recruited during the
summer that do not show up on your list, please write their name(s) in the blank spaces at
the bottom.

• REMINDER: Make sure you are utilizing the Southern Region Community Based
Preschool Code List provided to enroll students attending preschool that ARE NOT
housed within a school. Remember, for all school based preschools, you will use the
facility code for that school.
OSY Profile
OSY Profile
Goal Setting
Workshop
Instructional Guide: 6 Lessons

Setting Short,
Discovering Documenting Medium and Mapping Out Planning Putting It All
Our Vision Our Vision Long-Term The Way Step-by-Step Together
Goals

Data should be completed before September 30.

Send complete data to KDE by October 15.
Individual
Withdrawal
Individual Withdrawal
• Complete for students who EOE, Age Out, or move.

• District – Your district’s name

• Facility Name – The school the student attends

• Last, First Name – The student’s full name as it appears on the COE.

(No nicknames!)

• Migrant Personnel - Your name

• Student ID – The student’s MIS number, which begins with KY. (No Infinite Campus numbers!)

• Date – The date the form is completed

• Student Data – Grade, DOB, WD Date, Days Enrolled, and Days Present must be completed.
Individual Withdrawal
 Grade – The student’s current grade
 COS – Check if student qualifies for Continuation of Services
 M9 – Check if student qualifies for special education services
 Dropout – Check if student dropped out of school during the current school
year.
 New Sch Enr Within District – Complete this box ONLY if the student is moving
to a new school in the current school district.
 Termination Type: Check ONLY if any apply.
Individual Withdrawal
• Relocate To – Complete ONLY if student leaves your district. Be as detailed as
possible, and use this info to send the MSIX Move Notification.

• Secondary Credit – Complete only for High School Credits!

• Complete each column, using the key at the bottom.

• Complete Final Grade and Credits Granted columns ONLY for completed courses.

• The Secondary Credit section uploads to MSIX and directly affects data quality.
Please make sure it’s accurate and complete!
Scenarios (Bobbi Mayes)
• Move within the school district

• High School student

• EOE (graduated)

• Facility change within the school district

 Individual Withdrawal Form Scenario 1

Student changes schools within the same school district:

Juana Gomez’s family lives in the Russell County School District. On April 12, 2018, the
family moved across town, and Juana, a 4th grader, began attending a different elementary school. She
began the school year at Jamestown Elementary and ended the year at Russell Springs Elementary.

How do you complete the Individual Withdrawal Form? What information is needed?
District Name - Russell
Student Name - Juana Gomez
Student’s DOB - 4/8/08
Student’s Grade - 4
Student MIS ID Number (begins with KY) - KY2-111111 (This number is on the Current Enrollment
Report. It is NOT the same as the Infinite Campus ID number!)
Facility Name - Jamestown Elementary
Days Enrolled and Days Present for that Facility - 140/132 (This information comes from District
Edition IC!)
Withdrawal Date for that Facility - 4/12/18
New School Name - Russell Springs Elementary
Enrollment Date for New School - 4/13/18

*Don’t forget to complete a Change of Information form with the family’s new address.
 2. Student moves to a new school district:

Brianna Lopez’s family lived in the Glasgow Independent School District until October
25, 2017, when they moved to Westmoreland, Tennessee. Brianna was a 9th grader
who attended Glasgow High School before the move.

How do you complete the Individual Withdrawal Form? What information is needed?
District Name - Glasgow
Student Name - Brianna Lopez
Student’s DOB - 12/24/02
Student’s Grade - 9
Student MIS ID Number (begins with KY) - KY2-222222 (This number is on the Current Enrollment Report. It is
NOT the same as the Infinite Campus ID number!)
Facility Name - Glasgow High School
Days Enrolled and Days Present for that Facility - 54/53 (This information comes from District Edition IC.)
Withdrawal Date for that Facility - 10/25/17
Relocate To - Westmoreland, TN
Secondary Credit - This information comes from District Edition IC. This is for High School credit only!

*Don’t forget to send an MSIX Move Notification.

 3. Student reaches End of Eligibility:

Alejandro Hernandez-Juarez is an OSY who lives in Simpson County. He turned 22 on

September 1, 2017 and Aged Out.

How do you complete the Individual Withdrawal Form? What information is needed?
District Name - Simpson County
Student Name - Alejandro Hernandez-Juarez
Student’s DOB - 9/1/95
Student’s Grade - OSY
Student MIS ID Number (begins with KY) - KY2-333333 (This number is on the Current Enrollment Report.
It is NOT the same as the Infinite Campus ID number!)
Facility Name - Simpson District
Days Enrolled and Days Present for that Facility - N/A (Days Enrolled/Present are not required for OSY
during the school year.)
Withdrawal Date for that Facility - 9/1/17
Termination Type - Check the Age 22 box
 4. Student obtains a GED:

Lluvia Barrios-Diaz is a 20 year-old OSY who lives in the Bowling Green Independent
School District. She enrolled in GED classes one year ago and received her GED
diploma on 5/1/18.

How do you complete the Individual Withdrawal Form? What information is needed?
District Name - Bowling Green Ind.
Student Name - Lluvia Barrios-Diaz
Student’s DOB - 1/25/98
Student’s Grade - OSY
Student MIS ID Number (begins with KY) - KY2-444444 (This number is on the Current Enrollment Report. It
is NOT the same as the Infinite Campus ID number!)
Facility Name - Bowling Green District
Days Enrolled and Days Present for that Facility - N/A (Days Enrolled/Present are not required for OSY
during the school year.)
Withdrawal Date for that Facility - 5/1/18
Termination Type - Check the GED box
 5. High School Student at the end of the school year:

Maria Diego-Juan’s family lives in the Logan County School District. She is a 9th grader
at Logan County High School. At the end of the school year, when submitting the School
Year Mass Withdrawal Report, the district advocate/recruiter must submit grade and
credit information for all high school students.

How do you complete the Individual Withdrawal Form for this student? What information is needed?
District Name - Logan
Student Name - Maria Diego-Juan
Student’s DOB - 12/31/01
Student’s Grade - 9
Student MIS ID Number (begins with KY) - KY2-555555 (This number is on the Current Enrollment Report. It
is NOT the same as the Infinite Campus ID number!)
Facility Name - Logan County High School
Days Enrolled and Days Present for that Facility - 170/159 (This information comes from District Edition
IC.)
Withdrawal Date for that Facility - The Last Day of School (5/31/18)
Secondary Credit - This information comes from District Edition IC. This is for the
current school year only!
 Change of
Information Form
 Change of Information

Scenario 1-Address Change Within School District

Maria Gonzalez and her family moved to a new address within Madison Co.
district.
• Name of Student(s) should be written legibly (last name, first name), in the Name of
Student(s) field. In this case, if there were multiple children in the home, you could list all
students here, and only complete 1 form.
• Since the whole family moved, “Family” should be checked in the Current Incorrect
Information box.
• Physical Address in the Current Incorrect Information column should indicate the previous
address, or the current address in the database.
• The new address should be written legibly in the Correct Information Column in the box to
the right of the previous address.
• MEP Representative Signature should be the signature of person filling out the form.
• District should be your district
• Date should be the date the form is being filled out.
 Change of Information

Scenario 2-Child Turning 3

• Christopher Hernandez turned 3 October 03. In order to receive funding for
Christopher his age will need to be updated in MIS2000.
• Christopher Hernandez should be written legibly (last name, first name), in the Name of
Student(s) field.
• Since this scenario is based on the grade change of 1 child, you will need to check student
under Current Incorrect Information.
• Grade under the Current Incorrect Information column should indicate the previous grade
(P2) of the child, and P3 will be put in the box directly to the right of that under the Correct
Information column.
• MEP Representative Signature should be the signature of person filling out the form.
• District should be your district
• Date should be the date the form is being filled out.
 Change of Information

Scenario 2-Child Turning 3

• Luis Pena was enrolled into the incorrect school on the Mass Enrollment.
• Luis Pena should be written legibly (last name, first name), in the Name of Student(s) field.
• Since this scenario is based on the incorrect facility of 1 child, you will need to check student
under Current Incorrect Information.
• School under the Current Incorrect Information column should indicate the incorrect facility
code the student was enrolled in at the beginning of school. The facility code the student is
actually enrolled in will be put in the box directly to the right of that under the Correct
Information column.
• MEP Representative Signature should be the signature of person filling out the form.
• District should be your district
• Date should be the date the form is being filled out.
 Needs
Assessment
Priority for Service (PFS)
• From July 1, 2017 to August 31, 2018 we will have the same
PFS configuration we currently have.
• Starting on September 1, 2018 the configuration will slight
change.
• KDE wants districts focusing on those students that REALLY
need the services and not just received novice one assessment.
• KDE wants districts to be able to have smaller numbers in order
to provide better services for these students.
• KDE thinks this new configuration will meet these needs.
How Kentucky determines #11:
• Kentucky has the QAD within one year or the
creation of the needs assessment/enrollment
• For Example:
• Needs Assessment created on 8-15-18
• The QAD has to be between 8-15-17 and
8-15-18 to have number 11 checked.
• Automated
Needs Assessment
• Once a student is PFS in KY they will remain PFS for the entire term as long as
they do not move districts.

• For example: Bobby has a QAD of 4-1-18. I sign him up on 8-15-18. He will
remain PFS through the entire term, even though the “one year” technically
expires on 4-1-19 as long as he remains in the same district.

• If Bobby moves to another district on 4-2-19, then he will not longer be PFS in
the new district.

• The needs assessments will roll over (not uploaded documentation) for each
new enrollment until #11 expires as in the example above.
OSY Drop Out
OSY Drop Out
• If a Student Dropped out within the current school year and within the United
States, then the student can be considered an “OSY drop out”.

• You would select the “grade” as “OS.”

• Then click “Yes” to “OSY Drop out”.

• Once this occurs you can easily complete the needs assessment (k-12)portion.
• Since the federal PFS definition includes drop outs, we included this “new tab” to
denote that the OSY should be considered PFS and must therefore follow all the PFS
guidelines set forth in the SDP.
• The only way this would be checked is if the previous enrollment shows that the
student dropped out of school in the US or if the student dropped out of school in the
US, but in another state.
PFS According to the SDP (2016)
• 1.1(1)During the school year, PFS students and those who are below grade level
in reading (grades K-5/6) will receive MEP support* at least twice a week.
(*Support may include: communication with educational support staff,
monitoring student progress, tutoring, home visit, referral with follow up)

• 1.1(2) Provide middle and high school students who are below grade level in
reading with data-driven reading instruction at least twice per week.

• 2.1 During the school year, PFS students and those who are below grade level in
math will receive MEP support* at least twice a week. (*Support may include:
communication with educational support staff, monitoring student progress,
tutoring, home visit, referral with follow up)
PFS In Web App
• Be sure you document the number of contact hours per week to match with the
SDP expectations.

• For example: If you tutor reading twice a week, be sure to update the contact
hours to two.

• ** NOTE: Not all services require contact hours!

Contact Hours Required
Credit Accrual: Reading/ Language Arts
Credit Accrual: Mathematics
Reading/ Language Arts: At home
Reading/ Language Arts: Not at home
Mathematics: At home
Mathematics: Not at home
Academic Advocacy
New Needs Assessment

•Please completes Needs

Assessment on September 1
so the new definition takes
place.
Preschool
Screeners
Preschool According to the SDP
• 4.1 Train MEP service providers on how to promote school readiness and model
activities for migrant parents.

• 4.2 Assist parents with enrolling their children in preschool programs and
Kindergarten.

• 4.3 Develop a statewide preschool screener for MEP service providers to use
with migrant families.

• 4.4 Provide home-based services for those who do not attend a preschool
program.
Preschool Update

•KDE is hoping to have the

preschool screener in the web
app by November. We will
provide training at the Fall
Academy.
Continuation of
Services
Continuation of Services Federal Definition
Continuation of Services (COS)
A9. Are there circumstances in which a local operating agency may continue to provide
MEP services to children who are no longer eligible for the MEP?

Yes. The statute provides three circumstances in which a local operating agency may continue to
provide services to children whose eligibility has ended:
(1) A child’s eligibility ends during the school term and the agency provides services for the
duration of the term (see section 1304(e)(1));

(2) A child’s eligibility ends and the agency provides services for an additional school year
because comparable services are not available through other programs (see section 1304(e)(2));
and
(3) A local operating agency continues to serve secondary school students who were eligible for
services in secondary school through credit accrual programs until they graduate (see section
1304(e)(3)).
Kentucky’s View of COS
In order to be COS (2) a student must be PFS this year if you wish to continue
services the following year. The district would need to add the students name to
the current enrollment that is provided to them at the beginning of the school year
and mark the student as COS. The district would not receive any additional funding
for this student. The clerks would then check the COS checkbox on the school
history panel. Then the district can add services in the web app.

In order to be COS (3) a student must be enrolled in a credit accrual program and
then complete the current enrollment report as COS (2).
Web App
 Why do we have to document services?
• CSPR: Consolidated State Performance Report
• C145 Types of Instruction and Instruction
Services PP
• C054 Served PP and PFS served
• C122 Eligible Migrant Children Served
• C121 Eligible PFS served PP
• C145 Referred Services PP
• C192 PFS served RY and served S/I
Using Checkboxes
Student Records
Web App Reports
Current Enrollment Report
Last Upload Report
Web App Services
& Contact Hours
PFS In Web App
• Be sure you document the number of contact hours per week to match with the
SDP expectations.

• For example: If you tutor math twice a week, be sure to update the contact hours
to two.

• ** NOTE: Not all services require contact hours!

Contact Hours Required
Credit Accrual: Reading/ Language Arts
Credit Accrual: Mathematics
Reading/ Language Arts: At home
Reading/ Language Arts: Not at home
Mathematics: At home
Mathematics: Not at home
Academic Advocacy
“Other” services
• Remember to show a well rounded services being provided to a child, be sure to
include the “other” services as well.

• These are services funded by someone other than migrant, such as: 21 st Century,
Title I, Part A, Parent Teacher Organization (PTO), English as a Second Language
(ESL), etc.

• Services provided could include but not limited to: ESL services,
reading/Language arts: not at home, Mathematics: not at home, Book
distribution, etc.

• This shows the district/regional coordinator that the child is receiving services
and migrant is supplemental and checking in on the student.
Referrals
• When you document a “Referral” be sure you not
what service you are referring the family.
• Then check back with the family and add
“Referral Completed” services to show that the
family did what you referred them to do.
• Use the new service “Referral Completed.”
Book Distribution has been broken down to
categories.

• I have been requested to break down our “book distribution, food, clothing,” to
denote each category. We now have checkboxes for the following:

• Book distribution

• Hygiene kits

• Food

• Clothing

• Educational materials/ resources

Verifications
2018 Verifications
• Let’s set a goal to complete by October 1. If there
are extenuating circumstances please contact
your regional director to inform them where you
are in the process at this time.
• If you are a stand alone district that is moving
regions, you will be submitting verifications to
your current regional office.
• Everyone will be using tablets this year.
Basic Interview
Pattern (BIP)
BIP
• Basic Interview Pattern: Will no longer be on the tablet starting August 20 th.
• Please use something to show your recruiting efforts:
• Suggestions may include but not limited to:
• Using clip boards to distinguish Does Non-Qualifying (DNQ)
• Use paper BIPs and use those to show recruitment efforts (scan
documents)
• Use Binders to show where you went and who didn’t recruit
• Use Calendar logs to show recruitment effort of those that did not qualify
• Use an excel spreadsheet to show recruitment efforts
• Using Google maps
• Use one of the eligibility checklist sheets
Certificate of
Eligibility
Scenarios
• Qualifying activities

• Residency Only “Residency Only - If enrolled in a district code, you must screen.
If in community-based preschool, should be an “R” enrollment and make sure
child is screened by the preschool.

• Scenarios if not picked up in districts (they can still get a new QAD)
COE Tips and Tricks
• “Residency Only” Preschool Tip - If enrolled in a district code, you complete the
preschool screener. If in community-based preschool, should be an “R”
enrollment and make sure child is screened by the preschool.
Scenario1
You receive a MSIX notification letting you know that a family with 3 school age
children arrived in your state (KY) on 4/21/18. The MSIX notification states that
the children have almost 2 years of MEP eligibility left on their latest COE. Today
you visit the family. The mother provides you with information on the family’s
moves and a copy of a Michigan COE with a QAD of 3/12/17. According to the
mother, on 3/1/15 the entire family moved from Tijuana, MX to Santa Rosa, CA
where the mother worked milking cows from 3/16/15 to 7/18/15. On 7/19/15,
the entire family moved to Salem, OR for the mother to work at an indoor nursery
cutting flowers continuously from 8/29/15 until 2/15/17. On 3/12/17 the family
moved to Riley, MI to live with relatives and work at the family restaurant. The
most recent move to Kentucky was to live with other relatives.

Are the children eligible for the MEP?

STEAM
• School Completion: The children have not completed school.
• Time of Move:?
• Engaged in Qualifying Work: ?
• Age: Children are under 22.
• Move: The children made a qualifying move from Michigan to
Kentucky.
• Qualifying Arrival Date (MAW for QAD): While the children
made a qualifying move, they did not make a qualifying move
with an established “MAW”, migratory agricultural worker.
There is no QAD.
Scenario 1
✓ Migratory Worker and Qualifying Work (established as the migratory
agricultural worker or migratory fisher):

The mother makes a qualifying move (RSE) from Riley, Michigan to your town,
Kentucky. She has not engaged in qualifying work nor has provided evidence that
she is seeking it.

Kentucky determines that they do not have evidence to establish a migratory

agricultural worker.

At the time of the interview on 4/29/18, the move with engagement for qualifying
work that Michigan used to write their COE (3/1/15) and establish the “MAW” has
exceeded 36 months history. The Kentucky recruiter can neither write a new COE
today nor use the Michigan COE.
Scenario 2
On 8/30/17, Brenda (age 25) and her brother Juan (15) moved from Egg Harbor,
NJ to Lancaster, PA in order for Juan to start 10th grade on time at his home
school. On 9/20/17, Brenda gave birth to a baby girl named Yolanda. Miguel,
Juan’s father, stayed in Egg Harbor in order to finish the watermelon season and
moved back to be with the family in Lancaster on 10/15/17. You interview the
family today and Brenda tells you that the family travels from Lancaster to Egg
Harbor around June 30th each year in order for Miguel to pick watermelon. The
season usually last 4 months but she returns with Juan early to enroll him in
school. Miguel returns home as soon as the season ends.

Are the children eligible for the MEP?

Comment:
Juan moved
with his
older sister
on 8/30/17
in order to
start school.
Miguel
moved home
on 10/15/17
after the
season’s
work was
complete.
Scenario 3
• On 6/21/15, Rafael, Sandra and their three school age children moved from
Dallas, Texas to the worker housing at 530 Chestnut Street, Reading, PA where
Rafael worked at Sun Rich cutting raw fruit that was in season from 6/25/15
until 9/2/15. On 9/1/16, the family moved to the worker housing at 1199
Buttonwood Street, Reading, PA where Rafael started working at Tyson Foods
cutting chicken on 9/15/16 for 6 months. On 7/1/17 the family moved to 510
Penn Street, Lancaster, PA. On 7/18/17, Rafael went to Sun Rich to apply for
work cutting raw fruit canning for the season but was told he would be put on a
waiting list because he had left the company in the past.

• Are the children eligible for the MEP?

Enrollment Dates
If Recruiting During the School Year
• If a student is recruited during the school year and the
QAD is AFTER the CURRENT school year has started, the
enrollment date will be the date the student enrolled in
school.
Example:
QAD: 08/27/2016
First day of school: 08/15/2016
Date Student enrolled in school: 08/30/2016
Enrollment Date: 08/30/2016
• If a student is recruited during the school year and the
QAD is BEFORE the first day of the CURRENT school year,
the enrollment date will be the first day of the CURRENT
school year.
Example:
QAD: 07/15/2016
First day of school: 08/15/2016
Date Student enrolled in school: 08/15/2016
Enrollment Date: 08/15/2016
• If an OSY is recruited during the school year and the QAD
is AFTER the CURRENT school year started, the
enrollment date will be the residency date.
Example:
QAD: 08/27/2016
First day of school: 08/15/2016
Residency date:08/27/2016
Enrollment Date: 08/27/2016
• If an OSY is recruited during the school year and the QAD
is BEFORE the first day of the CURRENT school year, the
enrollment date will be the first day of the CURRENT
school year.
Example:
QAD: 07/15/2016
First day of school: 08/15/2016
Enrollment Date: 08/15/2016
• Keep in Mind…..
• If a student qualifies off of a previous move, you
will base the enrollment date off the date enrolled
in the CURRENT school year.
• If an OSY qualifies off a previous move, you will
base the enrollment date off the most current
residency date.
Saw Mills
Hemp
Hemp
• Add the farmers name to the COE

• They first must be a licensed farmer from this list:

• http://www.kyagr.com/marketing/documents/HEMP_OV_License-Holder-
List_2018.pdf

• We only have a few farmers that are hiring workers for hemp.
Short Distance
Moves
Short Distance Moves
• When documenting short distance moves to update a new QAD the
following must be document in the comments section:
• The move was with the Migratory Agricultural Worker (MAW)
• The move was due to economic necessity
• There was a change of residency
• The move was across school district lines
• For example: the MAW moved with the children from
Bardstown Independent to Nelson County due to economic
necessity from one residency to another for cheaper housing.
Short Duration
Moves
Short Duration Moves
• When documenting short duration moves to update a new QAD
the following must be document in the comments section:
• The move was with the Migratory Agricultural Worker (MAW)
• A Qualifying MOVE occurred:
• The move was due to economic necessity
• There was a change of residency
• The move was across school district lines
• There have been lots of moves over a break, this can be
documented if the move was qualifying.
Short Duration Moves
• If the family moves over the holidays or a break in school, a few questions that
should be asked:
• Did the family change residency?
• Did you physically pack up your belongings and make a move to a new house or
apartment?

• Did you cross school district lines?

• Was there a move due to economic necessity?
• Can the family justify that they needed to make this move for additional money in
order to earn a living?
• In the comments please note that this move was due to economic necessity and that
the family changed residency etc.
Short Duration Sample Comments
• The MAW and the family changed residencies from Casey County
to Georgia because there were no jobs in Casey County and they
knew they could live with relatives and earn money picking
peaches and then returned to Casey County to pay rent.
District Folders
District Folders should include:
• Each district should have a folder for each student. These folders should include:
• COE
• Withdrawal Forms
• Change of Information Forms
• A copy of student grades
• A copy of the district assessments
• Preschool Screeners
• Instructional Plans
• OSY pre-post test scores
• Uploaded Needs Assessment Documentation (WAPT SCORES, Etc.)
Infinite Campus
Reports

•Upload information to MIS2000

•New Enrollment report for State
Edition
•CCR checklist the testing data
should go here.
Thank you!

Feel free to contact Christina Benassi:

Or your regional Clerk with any

Additional questions or comments.