Presented by Sarah Martinez and Patricia Meyertholen June 2, 2016 Migrant Student Information Exchange (MSIX) Regulations: Timelines and Data Collection Presented by Sarah Martinez and Patricia Meyertholen June 2, 2016

Presenters Sarah Martinez Patricia Meyertholen Migrant Education Program (MEP) Policy Lead Sarah.Martinez@ed.gov 202-260-1334 Patricia Meyertholen MSIX Project Manager Patricia.Meyertholen@ed.gov 202-260-1394

MSIX Regulations Webinars May 10, 2016 – MSIX final regulations published in the Federal Register Second webinar in a series of three webinars on MSIX regulations: May 26: Overview and Definitions June 2: Timelines and Data Collection June 23: Administrative and Usage Requirements

Agenda MSIX Regulations Overview Timelines Start-up Data Submissions Subsequent Data Submissions: Migratory Children with newly approved Certificates of Eligibility (COEs) End of Term Change of Residence MSIX Resources

Legal References Section 1304(b)(3) requires State Education Agencies (SEAs) to promote interstate and intrastate coordination by providing for educational continuity through the timely transfer of pertinent school records (including health information) when children move from one school to another, whether or not the move occurs during the regular school year. Statute: Part C of Title I of the Elementary and Secondary Education Act (ESEA) of 1965, as amended by No Child Left Behind Act of 2001 (NCLB) – Sections 1304(b)(3) and 1308(b). CFR: 34 CFR 200.81, 200.82(c) and 200.85 Guidance: Non-Regulatory Guidance for Title I, Part C, Education of Migratory Children: Chapter VI, D (2010).

MSIX Regulations Overview

MSIX Regulations This electronic exchange of educational and health information according to standard timelines and procedures will help ensure that migratory children succeed academically. The full potential of the system will only be realized if it contains complete, accurate, and up-to-date information that’s readily accessible, and used on a regular basis.

Benefits The regulations help ensure the prompt availability of educational and health information of migratory children to facilitate: Timely school enrollment Appropriate grade and course placement Accrual of secondary course credits Participation in the MEP Ultimately will help the Department to determine more accurate migratory child counts and meet other MEP reporting requirements

SEA Requirements As a condition of receiving a MEP grant, each SEA must: Collect, maintain, and submit current and updated Minimum Data Elements (MDEs) within established timeframes Ensure that data submitted to MSIX are accurate and complete, with appropriate security safeguards in place Establish procedures for using, and requiring each of its subgrantees to use, MSIX Consolidated Student Records Establish procedures for MSIX data correction

General Data Submission Requirements SEAs must submit MDEs applicable to the child’s age and grade level (i.e., “applicable MDEs”) for all migratory children that the SEA considers eligible for the MEP, regardless of the type of school in which the child is enrolled (e.g., public, private, or home school), or whether the child is enrolled in any school.

Timelines

MSIX Regulations Timeline May 10, 2016: Publication of final regulations June 9, 2016: (effective date) States must adhere to all timelines for subsequent data submissions. States must also adhere to all requirements related to data quality, data protection, use of records, and data correction requests September 7, 2016: (90 calendar days after effective date) States complete start-up data submissions

DATA SUBMISSION TIMELINES Start-up Data Submissions No later than 90 calendar days after the effective date of these regulations (by 9/7/2016) Subsequent Data Submissions: Migratory Children with Newly Approved COEs Within 10 working days of approving a new COE for the migratory child (COEs approved after 6/9/2016) Secondary School-aged Migratory Children with Newly Approved COEs – In-State Secondary School Records Secondary School-Aged Migratory Children with Newly Approved COEs –Out-of-State Secondary School Records Within 30 calendar days of receipt of record by an LOA

DATA SUBMISSION TIMELINES End of Term Submission for migratory children eligible for the MEP during the term and for whom the SEA previously submitted data For children whose MEP eligibility expires before the end of a school year, must submit through the end of the school year Within 30 calendar days of the end of an LEA’s or LOA’s fall, spring, summer, or intersession terms Change of Residence Submission Within 4 working days of receiving notification from MSIX that migratory child has changed residence to a new LOA within the State or another SEA has approved a new COE for a migratory child

Data Submissions

Start-Up Data Submissions Start-up data submissions are a one-time requirement for each SEA Collect and submit all MDEs applicable to the child's age and grade level for every migratory child who is eligible to receive MEP services in the State on the effective date of these regulations, other than through continuation of services provided under section 1304(e) of the ESEA. Must be submitted to MSIX by September 7, 2016

MSIX Regulations Overview Questions?

Within 10 working days of approving a new COE for the migratory child Subsequent Data Submissions: Migratory Children with Newly Approved COEs Collect and submit to MSIX all MDEs applicable to the child's age and grade level Within 10 working days of approving a new COE for the migratory child SEA is not required to submit MDEs in existence before its approval of a new COE for a child unless the child is secondary school-aged

Secondary School-aged Migratory Children with Newly Approved COEs In-State Records: Collect and submit all MDEs applicable to the child's age and grade level from the most recent secondary school previously attended by the child within the same State, if any Within 10 working days of approving a new COE for the migratory child

Secondary School-Aged Migratory Children With Newly Approved COEs Out-of-State Records: Notify MSIX if one of SEA’s local operating agencies (LOAs) obtains records from a secondary school previously attended in another State by the migratory child for whom the SEA has approved a new COE Within 30 calendar days of the LOA’s receipt of records Associated with new MDE #72 (Out-of-State Transcript Indicator)

MSIX Regulations Overview Questions?

End of Term Submissions Collect and submit to MSIX all MDE updates and newly available MDEs for migratory children who were eligible for the MEP during the term and for whom the SEA previously submitted data Within 30 calendar days of the end of the LEA or LOA’s fall, spring, summer or intersession terms For children whose MEP eligibility expires before the end of the school year, must submit data through the end of the school year

MSIX Regulations Overview Questions?

Change of Residence Submissions Collect and submit to MSIX all new MDEs and MDE updates that have become available to the SEA or one of its LOAs since the SEA’s last submission Within four working days of receiving notification from MSIX that a migratory child in its State has changed residence to a new LOA within the State or another SEA has approved a new COE for a migratory child

MSIX Regulations Overview Questions?

MSIX Resources

MSIX Resources Data Quality Grants (to be awarded by 9/30/2016) Training: Online and Refresher Training Materials Brochures: English and Spanish Manuals: User and Reports MSIX SMART Sheets (one pagers on topics such as reports, security) Child Count Reconciliation Data Quality Initiative 2015-2016 MSIX Webinars: e.g., MSIX Toolkit, Enhanced Data Collection Presentations: e.g., MSIX for Parents, MSIX Overview, Cybersecurity MSIX Help Desk: 866-878-9525, msixsupport@deloitte.com

MSIX Regulations Webinars Series of three webinars on MSIX regulations: May 26: Overview and Definitions June 2: Timelines and Data Collection June 23:Administrative and Usage Requirements

Contacts Sarah Martinez MEP Policy Lead Sarah.Martinez@ed.gov 202-260-1334 Pat Meyertholen MSIX Project Manager Patricia.Meyertholen@ed.gov 202-260-1394 MSIX Help Desk msixsupport@deloitte.com 866-878-9525

Post-webinar Survey According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. Public reporting burden for this collection of information is estimated to average 10 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The obligation to respond to this collection is voluntary. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Education, 400 Maryland Ave., SW, Washington, DC 20210-4537 or email ICDocketMgr@ed.gov and reference the OMB Control Number 1800-0011.