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FY18 Migrant Regional Centers

Grants to Kentucky LEAs, Co-ops, and IHEs for Educational
Programs Serving Migrant Children and Families

Agency Type:


Funding Source:

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Kentucky Department of Education (KDE)

Conf. Date:


LOI Date:


Deadline Date:

04/20/18 4:00 PM EDT Receipt


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Grants to Kentucky local education agencies, educational co-ops, and IHEs located in eligible regions to operate educational centers that support migrant children and their families. The regional centers supported through this program will provide professional learning programs and technical assistance that facilitate support and educational services needed by program beneficiaries.

Funds for this project will be used to ensure that all eligible migratory students (through comprehensive identification and recruitment efforts) have a fair, equitable, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic achievement standards and state academic assessments. Additionally, funds will be used to ensure migratory students and eligible out-of-school youths have access to the appropriate support services to facilitate their continued education (e.g., food banks, health and nutrition services, educational supplies).

Regional Center staff will be responsible for accountability and quality control of migrant educational programs within local LEAs or consortiums, those LEAs with sub-contracts and across the region as a whole. This includes:

1. Monitoring all local education agencies with standalone or consortium migrant education programs as allocated by the SEA; or LEAs in which the regional center has sub-contracted services within the regional boundaries. The regional center will uniformly use a monitoring tool developed and adopted by the SEA. Then send each district an actions needed form developed and adopted by the SEA. Participate, as requested, in SEA monitoring of standalone and or/consortium migrant programs. All supporting documentation for the district monitoring visits shall be submitted the KYMEP.

2. Providing annual regional professional learning on the KYMEP Service Delivery Plan (SDP) (2016) to all districts with identifiable migrant populations, both those with standalone or consortium programs and those that are sub-contracted under the regional center. Provide technical assistance to standalone or consortium programs in the completion of the annual grant application and the SDP data collection tool. Participate and serve, as requested, on SEA Comprehensive Needs Assessment and/or Service Delivery Plan Committees.

3. Providing continued professional learning on recruitment techniques and strategies to recruitment staff within all districts with identifiable migrant populations, both those with standalone or consortium programs and those that are sub-contracted under the regional center. Coordinate with SEA on training new recruiters within the region and ensuring that they complete the SEAs MEP New Recruiter training session and assessment. Assisting with the training of the electronic certificate of eligibility (ECOE) that must be used by each LEA and regional recruiter. Train and guide LEA and regional recruiters on how to identify and recruit migrant children and how to make appropriate eligibility determinations.

4. Implement a formal process using Google maps to map all areas within the region (non-standalone districts). These maps should include current and formal migrant addresses and other collaborative partners that may be needed that will be submitted to KDE.

5. Develop a regional identification and recruitment (ID&R) plan with procedures to effectively identify and recruit all eligible migrant children in the region. Submit to KDE annually.

6. Evaluate the implementation of the ID&R plan and submit the results to KYMEP.

7. Provide technical assistance to standalone or consortium programs in the development, implementation, and evaluation of individual district or consortium identification and recruitment (ID&R) plans.

8. Deploy recruiters to carry out regional identification and recruitment efforts, or as requested by SEA, statewide identification and recruitment efforts and monitor their efforts.

9. Implement quality control procedures designed to ensure the accuracy of recruiter’s eligibility determinations and written eligibility documentation.

10. Participating annually in the SEA re-interview process. Follow-up and report to the SEA data generated from regional re-interviews. Participate in any SEA organized recruitment blitz, as requested.

11. Assisting LEAs in providing parent engagement activities for families with migrant students. Assist in the establishment of a Parent Advisory Council (PAC) in each LEA (or consortium) and in each sub-contracted LEA that meets at least three times annually. Establish a regional PAC that meets at least twice annually.

12. Respond to requests from LEA and SEA in a timely following SEA established protocols.

13. Developing and implementing a summer program for secondary students focused on academic achievement and college-career readiness. Consult and collaborate with each LEA in the implementation of 704 KAR 3:292 (or its successor) Chapter 1, Section 2 (2) Summer extended academic services shall be required of all local migrant projects for a duration of four (4) to six (6) weeks and no less than three (3) times per week for eligible students who are the most academically in need. Summer program must include programs for preschool, elementary-age, and secondary students; and where applicable, out-of-school youth (OSY).

14. Developing and implementing learning programs for out-of-school youth (OSY) within the region. Collect and report OSY data as requested to the SEA. Provide, as requested, a staff person to be trained and certified as a Graduation and Outcomes for Success for Out-of-School Youth (GOSOSY) trainer.

15. Participate in various consortium projects, such as GOSOSY, as requested by the SEA.

16. Attend quarterly SEA facilitated meetings or others as requested. Participate in the planning and implementing of any statewide professional learning activities; including, but not limited to, the annual Migrant Education Fall Academy.

Allowable Uses of Funds:

Allowable activities must meet the requirements of section 1306(b) of the MEP statute, with the cost principles of the Office of Management and Budget (OMB) Uniform Guidance 2 C.F.R.200, and meet the applicable requirements of EDGAR, particularly Part 76. Migrant Education Program (MEP) funds must be used for identification and recruitment (ID&R) of eligible students, instructional services, support services, professional learning, Parent Advisory Council meetings, coordination of activities with other state and national agencies including the transfer of student records, to fulfill requirement of the comprehensive needs assessment and service delivery plan activities, and program evaluation. MEP funds must be used only to supplement, not supplant, the level of funds that would, in the absence of MEP funds, be made available from non-federal sources for the education of students and out-of-school youths participating in MEP projects.

Migrant Regional Center Service Areas:

-Western: Fulton, Fullton, Hickman, Mayfield, Ballard, Paducah, McCracken, Marshall, Lyon, Crittenden, Union, Henderson Daviess/Owensboro, Hancock, Muhlenburg, Graves, Carlisle, Ohio/Mclean, Butler, Livingston, Webster, Dawson Spring, Hopkins Caldwell, Trigg Christian, Todd Logan/Russellville, Calloway

-Central: Hardin, Russell, Grayson, Edmonson, Warren, Bowling Green, Allen, Monroe, Cumberland, Barren, Glasgow, Hart, Larue, Bardstown, Nelson, Bullitt, Spencer, Marion, Taylor, Green, Metcalfe, Breckinridge Clinton, Adair, Meade, Washington, Simpson, Caverna

-Southern: Anderson, Morgan, Wole, Magoffin, Johnson, Paintsville, Martin, Woodford, Floyd, Jessamine, Danville/Boyle, Mercer, Lincoln, Pulaski/Somerset/Science Hill, Wayne, Pike, Pikeville, McCreary, Whitley, Williamsburg, Corbin, Garrard, Rockcastle, Powell, Hazard, Casey, Madison/Berea, Estill, Lee, Jackson, Laurel, Knox, Belle, Clay, Owsley, Breathitt, East Bernstadt, Barbourville, Pineville, Harlan, Leslie, Perry, Knot, Letter, Jenkins, Jackson

-Northern: Jefferson, Greenup, Raceland, Ashland, Boyd, Elliot, Lawrence, Anchorage, Fairview, Oldham, Shelby, Franklin, Frankfort, Henry, Trimble, Owen, Carroll, Fayette, Clark, Gallatin, Boone, Walton-Verona, Kenton, Ludlow, Erlanger, Covington, Beechwood, Campbell, Bellevue, Dayton, Fort Thomas, Newport, Silver Grove, Southgate, Pendleton, Harrison, Scott, Grant, Williamstown, Bracken, Bourbon, Robertson, Mason, Fleming, Bath, Montgomery, Rowan, Lewis, Carter, Augusta

GrantWatch ID#:

GrantWatch ID#: 183106

Number of Grants:

The Kentucky Department of Education (KDE) anticipates funding up to four migrant regional center programs.

Estimated Size of Grant:

The Kentucky Department of Education (KDE) anticipates funding each regional center at up to $325,000 per year per regional center.

Term of Contract:

Upon expiration of the initial term, at KDE’s discretion, the contract may be renewed for up to 2 additional 1 year periods if it is in the best interest of the Kentucky Migrant Education Program and its eligible students to do so. Each renewal period shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, prior review by the Government Contract Review Committee, and contingent upon available funding.

The SEA will formally evaluate each awarded migrant regional center program prior to the end of the first year of funding. For programs found not in compliance with Migrant Education Program requirements, the SEA reserves the right to discontinue funding for the second and third year of the contract. The SEA will conduct reviews with the regional center coordinator twice annually.

The initial award period will be from July 1, 2018, through September 30th, 2020. First year funds will be available from July 1, 2018, and must be spent by September 30th, 2019. Second year funds will be available from July 1, 2019, and must be spent by September 30th, 2020. The dates are tentative and submit changes based on the release of funds from the U.S. Department of Education.

Additional Eligibility Criteria:

The Following are minimum requirements to be eligible:
1. Must be a local education agency (LEA), Educational Co-op, or a public university/college within one of the identified regions (map on page 12 of the guidelines).
2. Must have knowledge of migrant worker lifestyle as defined under Every Student Succeeds Act.
3. Must demonstrate the ability to sub-contract with local education agencies that have an identified migrant population but do not have an individual standalone or consortium program of their own (either by choice, by not meeting the minimum allocation amount for a program or by being a first year start-up program).
4. Must have policies and procedures in place to address student safety to include but not limited to: transportation policies, student pick up policies, background checks for volunteers, etc. These should be made available upon KDE request.
5. Must have a Data Universal Numbering System (DUNS) number.
6. Must be registered in the System for Award Management.

Fiscal Agents will be responsible for accountability and quality control of regional center offices including:
1. Maintaining regular communications with the SEA, the LEAs with and without a program within the region, other education agencies, and other educational programs.
2. Managing regional center budget including payroll, expenditure and personal activity reports. Fiscal agent must provide office space within the property of the organization for the program; however, prorated cost may be charged to the program. Indirect costs may not exceed the restricted rate for the fiscal agent, which is 8%. However, if indirect costs are charged to the program, no office rental or utilities may be charged to the program.
3. Collaborating with the SEA on the regional center staff job descriptions. Salaries must be consistent with certified and classified staff within the organization (based on rank and/or years’ experience). Salaries for certified and classified staff must be based on the salary schedules of the organization or an LEA closest to the organization. All migrant staff must be evaluated annually using the fiscal agent’s evaluation process. These evaluations must be made available to appropriate SEA MEP staff upon request.
4. Monitoring and approving travel across the region (including the equitable recruitment across the region), within the state or to national meetings. Provide the ability for flexible scheduling including nights, weekends and holidays.
5. Maintaining accurate records and data collection/entry in various software applications (e.g. Microsoft Office, MIS2000, Infinite Campus, etc.). Technology in the regional center must be the most current available including hardware, software and broadband capacity.

Each fiscal agent will be responsible for collaborating with the SEA in reviewing the job descriptions. These staff include, and is not limited to, a regional coordinator, a regional recruiter, a regional clerk and a regional advocate. Each region must have a full-time clerk and coordinator. Full-time positions are no less than 210 days annually. The position descriptions of the Advocate and Recruiter may overlap (i.e. Advocate/Recruiter). All recruiters should be bilingual in English and Spanish, Advocates are encouraged to be bilingual in English and Spanish. Additional staff, including part-time summer school staff, will be determined through the annual budget process.

Pre-proposal Conference:

The KDE will host a Skype technical review session for applicants on February 26, 2018 from 2:00 PM - 4:00 PM (EST). If you wish to attend it will be held at the State Board Room at 300 Sower Blvd. Frankfort, Ky.

To sign up for technical review session, please send an email to the address listed below. This request to attend must be sent to the listed address by 4:00 PM on February 11, 2018.

This email request also serves as your intent to apply, which aids the KDE in gauging the number of needed reviewers. This intent is for planning purposes only and does not obligate you to submit an application.

Pre-Application Information:

All questions, including those pertaining to the budget, must be submitted via email by 4:00 PM (EST), March 9, 2018. Responses to all questions will be posted on the KDE web site on or around March 16, 2018. It is the responsibility of the applicant to periodically review the Frequently Asked Questions (FAQ) for further clarification of requirements.

The KDE MUST receive applications by 4:00 PM (EDT), April 20, 2018, via email. Applications received after this time and date will be deemed non-responsive and will not be reviewed.

Migrant Education Regional Centers will receive preliminary notice of award on or around May 21st, 2018.

Funds will be disbursed on a reimbursement basis and will be subject to submission of invoices/quarterly expenditure reports

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

URL for Full Text (RFP):

Geographic Focus:

USA: Kentucky: Eligible Migrant Regions