1. 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

2. Presenters Sarah Martinez Patricia Meyertholen
Migrant Education Program (MEP) Policy Lead
Patricia Meyertholen
MSIX Project Manager

3. 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

4. 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

5. 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 (NCLB) – Sections 1304(b)(3) and 1308(b).
CFR: 34 CFR , (c) and
Guidance: Non-Regulatory Guidance for Title I, Part C, Education of Migratory Children: Chapter VI, D (2010).

6. MSIX Regulations Overview

7. 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.

8. 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

9. 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

10. 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.

11. Timelines

12. 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

13. 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

14. 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

15. Data Submissions

16. 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

17. MSIX Regulations Overview
Questions?

18. 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

19. 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

20. 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)

21. MSIX Regulations Overview
Questions?

22. 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

23. MSIX Regulations Overview
Questions?

24. 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

25. MSIX Regulations Overview
Questions?

26. MSIX Resources

27. 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
MSIX Webinars: e.g., MSIX Toolkit, Enhanced Data Collection
Presentations: e.g., MSIX for Parents, MSIX Overview, Cybersecurity
MSIX Help Desk: ,

28. 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

29. Contacts
Sarah Martinez MEP Policy Lead Pat Meyertholen MSIX Project Manager MSIX Help Desk

30. 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 or and reference the OMB Control Number