Migrant Student Information Exchange (MSIX) The Florida Department of Education Florida Migrant Education Program (MEP) and The Florida Automated System for Transferring Educational Records (FASTER) Presented by: Jay Rembert, Terry Cole & Laverne McKenzie

1 What is MSIX? The Migrant Student Information Exchange is a web-based portal that links States’ migrant student record databases to facilitate the national exchange of migrant students’ educational and health information among the States.

2 The Importance of MSIX Migrant student information is readily available in a secure system Access to course history to allow proper placement into appropriate classes Ability to receive notification of a student’s arrival to area

3 Is MSIX Really Necessary? YES!! MSIX was created based on a federal mandate enacted by Congress. Section 1308 (b)(2) of the Elementary and Secondary Education Act, as amended by the No Child Left Behind Act of 2001, requires the Secretary to ensure the linkage of migrant student record systems for the purpose of electronically exchanging, among the States, health and educational information regarding all migratory students.

4 LEA Responsibilities An LEA agrees to comply with program specific assurances each year a Title I, Part C Grant Application (signed by Superintendents) is submitted The Program Specific Assurance related to MSIX states, “The LEA will conduct the transfer of migrant student records according to state required policies and procedures including actively participate with and meet all Migrant Student Information Exchange System requirements. [NCLB Act of 2001, Section 1308(b)(2)].” The state MEP and state information systems offices (EIAS) are in accord with requiring district MEP & district MIS offices to comply with program specific assurances Local MEPs are monitored to ensure program compliance If a LEA cannot produce evidence that it is complying with the records exchange, it may result in a finding!

5 Florida’s MSIX Journey January 2010 – December 2010 JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC 1 st round of testing FASTER performed internal changes September 21,2010 FLORIDA is 38 th state to go LIVE! 2 nd round USDE did not grant certification; Florida had to complete another round of testing LEAs participated in 3 rd round August 2, 2010 Certification GRANTED by USDE!

6 MSIX: Florida Stats Florida was the 38 th state to go “live” 28,829 records are in MSIX –Florida records account for 7% of total number of records in MSIX Florida is one of only nine states that produce a complete consolidated record Florida is among the top “sending” and “receiving” states of migrant students

7 MEP+MIS+FASTER = MSIX What is the connection between a MIS Department & MSIX? –First point-of-contact for sending records –The local MEP relies on MIS department for assistance & collaboration –MIS will retrieve important MSIX-related information delivered to district mailbox (edit error reports, MSIX IDs, etc.) –MIS will be responsible for system updates on the local database.

8 Where do we go from here? Continue collaboration at the district-level Quality control of records Continue to send records based on timeframes set forth by USDE Disseminate information from the state-level to the district- level as it becomes available from USDE

9 MSIX Timeframes As established by USDE –upon completion of the student’s enrollment with the school district, immediately after the student has received their class assignments; –at the end of every grade reporting period; –at the end of every school term; and –upon the student’s withdrawal from school or from the Migrant Education Program.

10 Covering the Issues

11 Covering the Issues The MSIX Identification Number District/School, Where Credit Earned edits Residency Dates Problems with Interdistrict and Secondary transmissions of migrant transcripts Enrollment and Withdrawal dates and submission of multiple enrollment records (I03 - School Year)

12 MSIX Identification Number The flow of transmissions to & from the MSIX system Importance of the MSIX ID Problems with the MSIX ID

13 Migrant Transcript Flow Districts submit migrant transcripts to FASTER Districts FASTER

14 Migrant Transcript Flow Transcripts are edited by FASTER Districts FASTER Edit Reports

15 Migrant Transcript Flow Transcripts passing FASTER edits are submitted to MSIX Districts FASTER Edit Reports MSIX New Student Matched Student Near Match “M01” New Student – MSIX ID “M02” Existing Student – MSIX ID “M05” Near Match – NO MSIX ID FSTR to MSIX XREF

16 Migrant Transcript Flow FASTER Responses are provided to Districts with MSIX ID Districts FASTER Edit Reports MSIX New Student Matched Student Near Match “M01” New Student – MSIX ID “M02” Existing Student – MSIX ID “M05” Near Match – NO MSIX ID FSTR to MSIX XREF MSIX ID Msg M01 – MSIX ID Msg M02 – MSIX ID Msg M05 – No MSIX ID Response to Districts

17 Why is the MSIX ID important? Used at the Federal level to uniquely identify the student within the nation Used at the Federal level to consolidate academic data from all states for a given student Must be available at the state level to uniquely identify the student within the state If used properly, can reduce redundancy of data sent from Florida to MSIX

18 Problems with the MSIX ID? Not supplied by most districts in subsequent submissions for the student to MSIX Results in the inability for FASTER to properly identify the student (differing High School ID’s for different districts) Results in redundancy of Florida data in MSIX So…

19 MSIX Identification Number Limited editing of the MSIX ID will begin in the August – September timeframe MSIX ID must be passed between districts and from districts to the MSIX system when available FASTER District A District B District “B” records the MSIX ID for future submission to MSIX system

20 Edits District/School Where Credit Earned Required to ensure only courses taken in-state are submitted to MSIX District must be either ‘FL’ or ’01 – 76’ School must be valid for the district submitted Deviates from EIAS edits when submitting courses for: –FL Public Postsecondary (C901-C928) –FL Public State College (U970-U980) –FL Private Postsecondary (Pnnn school numbers)

21 Edits District/School Where Credit Earned EIAS Requires District ’99’: –For Public Postsecondary (C901-C928) –For Public State College (U970-U980) –For Private Postsecondary (Pnnn school numbers) FASTER Requires either district ‘FL’ or ’01 – 76’ –For Public Postsecondary (C901-C928) –For Public State College (U970-U980) –For Private Postsecondary (Pnnn school numbers) We do apologize for this deviation in reporting

22 Residency Date Is collected on the Certification of Eligibility (COE) upon entry into a district Used to select the most recent transcript when duplicate transcripts are submitted Used in the calculation of the Qualifying Arrival Date (QAD) Has been found to be incorrect So…

23 Residency Dates What to do, what to do? Residency dates cannot be prior to the birth date of a migrant child, student, etc. Residency date must be the date the child, student, etc. entered the district most recently Limited editing on the Residency Date will be implemented during the August – September timeframe

24 Multiple Enrollments Enrollment / Withdrawal Dates To date most districts are not providing this information For those districts providing this information, the data submitted is inconsistent or not correct The implementation of Multiple Enrollment (I03 – School Year) records has presented problems to many districts and postsecondary institutions So…

25 Multiple Enrollments What Has Been Done Implemented changes to allow for interdistrict transmissions of migrant transcripts Implemented changes to allow for district to postsecondary transmissions of migrant transcripts And…

26 Multiple Enrollments What is Planned Looking to eliminate multiple I03 School Year record submissions… But Migrant Enrollment and Withdrawal Dates are still required for MSIX federal certification –Preparing to move enrollment & withdrawal date fields to the I04 Course records to collect these dates based upon the district and school where credit earned –Intend to implement editing of these date fields to ensure data quality

27 Any Questions???

28 Reference Materials The slides that follow are being provided as: –Guidelines for submission of the District and School Where Credit Earned code fields when submitting courses for migrant student to the MSIX system thru the FASTER system –Guidelines for Interdistrict and Secondary submission of migrant transcripts

29 Course Record Edit Guideline District and School Where Credit Earned Fields District 01 – 76: School number must be - Florida public PK-12 MSID file Florida on-line middle school (0500) for district 71 only Florida on-line high school (0600) for district 71 only Florida public Postsecondary school number (C901-C928) Florida public State/Community College (U970-U980) Florida private Postsecondary institution (PNNN) Home Education (N998)

30 Course Record Edit Guideline District and School Where Credit Earned Fields District FL: School number must be - Florida private PK-12 MSID file Florida public Postsecondary school number (C901-C928) Florida public State/Community College (U970-U980) Florida private Postsecondary institution (PNNN) Home Education (N998)

31 Migrant Transcript Transmissions Guideline to FASTER Formats Format Type ‘I’ For migrant transcripts addressed to MSIX or between districts Migrant Format (11) is valid Exceptional Format (06) is valid All migrant fields will be transmitted Format Type ‘S’ For migrant transcripts addressed from districts to postsecondary school Cannot transmit Migrant Format (11) – edit failure Cannot transmit Exceptional Format (06) – edit failure All other migrant fields found to contain data will be initialized to spaces if transmitted Format Type ‘T’ Should not be used to transmit migrant data Cannot transmit Migrant Format (11) – edit failure Cannot transmit Exceptional Format (06) – edit failure All other migrant fields found to contain data will be initialized to spaces if transmitted

32 CONTACT INFORMATION Jay Rembert MSIX State Data & User Administrator Florida Migrant Education Program (MEP) or Terry Cole, Laverne McKenzie & Tom O’Neil The Florida Automated System for Transferring Educational Records (FASTER) Website: Linda Fleming Bureau of Education Information and Accountability Services (E.I.A.S.) or U.S. Department of Education - MSIX websites MSIX Log-in:MSIX Trainer’s Corner: