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California Department of Education
Official Letter
California Department of Education
Official Letter
December 30, 2020

Dear Migrant Education Program Directors and Re-interview Leads:

Guidance for Re-interviews Conducted During COVID-19 Through June 30, 2021

The California Department of Education (CDE) Migrant Education Office (MEO) continues to closely monitor the status of the COVID–19 pandemic, including information from the Governor’s Office and reputable health agencies. In addition, the CDE MEO has continued gathering information and feedback directly from the Migrant Education Program (MEP) field. These listening sessions have focused on the evolving needs and challenges in statewide and local re-interviews conducted at the local level. The health and well-being of migrant education staff, students, parents, and their families continues to be the priority.

On the basis of information gathered, the following updated guidance for California re-interview activities is being issued for re-interviews conducted through June 30, 2021 (subject to updates as necessary). This guidance supersedes prior COVID–19 guidance issued for statewide and local re-interviews.

For the process of quality control re-interviews, the CDE recommends that all statewide and local re-interviews continue to be conducted remotely (e.g., through video calls or telephone calls) through June 30, 2021 (subject to updates as necessary).

Remote Re-interviewing Guidelines:
  1. Re-interviewers must continue to use the standardized re-interview protocol, including the appropriate questionnaire (i.e., family or self-qualifier), to gather re-interview data.
  2. Re-interviewers must take extra care to confirm the accuracy of the information being obtained from the re-interviewee remotely.
  3. Re-interview Coordinators are responsible for ensuring that any documents that contain personally identifiable information (pii) are stored and transferred in accordance with local and state data privacy policies.
  4. Re-interviewers are responsible for securing pii according to local and state data privacy policies.
  5. If upon contacting the Certificate of Eligibility (COE) signer for the sampled child, the re-interviewer learns that the family or youth is not physically residing in the locality but is reachable by phone, the re-interviewer should follow the guidelines for managing out-of-region re-interviews described later in this document.
Guidelines for Contacting Sampled Families and Youths:
  • Re-interviewers should continue to make a reasonable attempt to contact families and youths, including calling at various times of the day on different days of the week; however, in-person contact attempts are not recommended during this guidance period.
  • In lieu of in-person contact attempts, re-interviewers may use alternative virtual methods, such as sending a text to the interviewee, to set up a phone or video re-interview.
Guidelines for Managing Out-of-Region Re-interviews:
  • If during a re-interview the re-interviewer learns that the family or youth is in a different region in California, in another state, or out of the country, the re-interview should continue. Once the re-interview has been completed, the Re-interview Coordinator should notify the other region or state of the family’s or youth’s departure. If the family or youth is out of the country, then no notification is required.
    • In the cases where notifications are made to alert another California region or another state of the family’s or youth’s departure, the Migrant Student Information Exchange (MSIX) student move notice feature should be used.
  • If it is known ahead of time that the family or youth is in a different region in California, then the Re-interview Coordinator should notify the region of the family’s or youth’s departure and of their intent to conduct the re-interview.
  • If it is known ahead of time that the family/youth is in another state or country, then the re-interview should not be conducted.
  • In all cases, the re-interview instrument should be followed as is.

The situation with COVID-19 continues to change; therefore, the CDE MEO will provide updates as often as necessary in response to federal and state guidance.

Questions regarding state policy for local and state re-interviews during the COVID-19 pandemic can be directed to Jamie Contreras, Education Programs Consultant, Migrant Education Office, by phone at 916-319-0391 or by email at jcontrer@cde.ca.gov.

Thank you for everything you do to care for the health and well-being of your staff and families.

Sincerely,

/s/

Celina Torres, Administrator
Migrant Education Office

CT:jc

Last Reviewed: Thursday, January 7, 2021

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