1. Migrant Student Information Exchange (MSIX) Accountability Leadership Institute for English Learner, Immigrant, and Migrant Students Hyatt Regency San Francisco Airport Burlingame, CA December 7-8, 2009

2. Jorge Gaj, Consultant MIIEO/CDE jgaj@cde.ca.gov Jacinto Salazar, Manager MSIN jsalaza@wested.org

3. MSIX Overview

4. The Need for Migrant Student Records Exchange Highly mobile migrant student population Students move from State to State often without notice Timely and accurate educational and health information not always available Students placed in incorrect courses or grades Students not provided most beneficial MEP services

5. The Current Records Exchange Environment MIS 2000 NGS COEStar, MSIN Custom Systems MSIS OMSIS MEP User Community Main Users Educators School Registrars Counselors Secondary Users Other users will be given access based on their role in the MEP State MEP Users Issues/Limitations No Consolidate Replica Disparate Databases Lack of Unified Access Lack of Interoperability Lack of Unified Search Duplicate Records Lack of Cohesive History Data Sharing Issues States use disparate migrant student databases to maintain information on migrant students Some States that use the same migrant student database have a limited ability to electronically exchange records among each other Many States still exchange records via fax or regular mail Prior to MSIX there was no electronic system to exchange migrant student records on a national basis

6. Records Exchange Initiative Goals Goal 1: Create an electronic exchange for the transfer of migrant student education and health data amongst the States Goal 2: Promote the use of the Migrant Student Information Exchange (MSIX) Goal 3: Ensure the use of the consolidated migrant student record for the purposes of enrollment, placement and accrual of credits of migrant students Goal 4: Produce national data on the migrant population

7. Records Exchange Background The 2001 No Child Left Behind Act requires ED to: 1.Assist States in developing methods for electronic transfer of records 2.Ensure the linkage of migrant student record systems 3.Utilize existing migrant student systems 4.Establish the minimum data elements (MDE) States must collect and maintain

8. What is MSIX? MSIX 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

9. MSIX Overview MSIX will not replace existing migrant student information systems MSIX will produce a single “consolidated record” for each migrant child that contains information from each State in which the child was ever enrolled MSIX will contain the minimum data elements necessary for the proper enrollment, grade and course placement, and accrual of credits for migrant children

10. MSIX Process Flow End Users MSIX Portal MSIX Receives Data from the Individual States. End User Reviews Consolidated Data from All States. MSIX Services Migrant Student Records Record Matching Conflict Data Resolution Student History Enrollments Courses Assessments User Administration Registration/Maintena nce Login/Password Reporting Data Reports Information Exchange Reports OME Reports Display as Word, Excel, and PDF Data Upload Data Configuration Scheduling Security Role-based Access Encryption Reference Data States Schools Demographics View Student Data MIS 2000NGS COEStarOther State MEP Systems sFTP File Transfer Enter /View Student Data MSIN

11. MSIX Leverages eScholar’s ID Capabilities The eScholar Uniq-ID product is already used by many states to assist their education departments in uniquely identifying students Uniq-ID assigns a 12 digit random number identifier (unique to MSIX), to each student in PK–12 MSIX uses this MSIX Identification Number to identify/link student records. This number remains with the student as long as he/she is in the MSIX Consolidated Repository. eScholar is currently deployed in WA, CA, WY, NM, NE, KS, TX, MO, IN, TN, AL, GA, SC, NC, PA, NY, CT AND MA Upload file Data validation Download batch Fix errors Assign ID Resolve near matches / duplicates Error s? Near match or duplica te? Yes No MSIX PROCESSING

12. ID Student Record Matching Process

13. MSIX User Roles MSIX User Roles and Responsibilities User RoleDescriptionFunctions AllowedPotential Users School and District Level Roles MSIX Primary MSIX Primary User can query student records in all states. This role can also initiate the merge and split process for student records in their state.  Search, display, and print student records  Initiate merge and split of student records  Email notification of an arrival or departure of a student  Export student records to a file for load into their State’s system  Guidance Counselor  MEP Data Entry Staff  Recruiter  Registrar  Teachers  School health personnel MSIX Secondary MSIX Secondary Users can query student records in only their state.  Search, display, and print student records for students in their state  Generate Data and Information Exchange Reports  State MEP Administrators or Directors

14. State MSIX Roles MSIX User Roles and Responsibilities User RoleDescriptionFunctions AllowedPotential Users State Level Roles State Data Administrator State Data Administrators can validate or reject near matches, merges and splits of student records. The role can initiate the merge and split process for student records in their state. They can also resolve data quality issues and serve as the primary point of contact for escalation issues.  Search, display, and print student records  Generate data and Information Exchange reports  Initiate merge and split of student records  Validate or reject record near matches, merges and splits  Resolve data quality issues  Respond to escalation requests  Email notification of an arrival or departure of a student  Export student records to a file for load into their State’s system  State MEP Administrators  MEP Data entry staff State User Administrator State User Administrators establish and manage user accounts for users in their state.  Create user accounts  Assign role(s)  Update user account information  Deactivate user accounts  Reset passwords  State identified State Region Administrator State Region Administrator establishes and maintains the regional structure and associated districts for states which choose to use regions.  Enable and disable regional structure  Create new regions  Associate districts to regions  Edit regions  State MEP Administrators  MEP Data entry staff

15. MSIX Administration Levels

16. Minimum Data Elements

17. Phased Data Submission Phase I – By January 2010 –Demographic –Mobility –Health (Immunization Flag)

18. Phased Data Submission Phase II – By June 2010 –Assessment Data CST CELDT CAHSEE

19. Phased Data Submission Phase III – Dependent on the CALPADS Implementation Schedule –Course History Course History Course Type Clock Hours Credits Granted Final Grade Course Section

20. Intended Use of MDEs

21. Enrollment Include data elements required to help guidance counselors, school registrars, or migrant education specialists with the timely and efficient enrollment of migrant students in a school or community in which the children currently reside

22. Placement Include data elements required to help guidance counselors or migrant education specialists with the proper placement of migrant students into courses and/or programs at the appropriate grade level.

23. Graduation Include data elements required to help guidance counselors or migrant education specialists with the provision of academic counseling that support the completion of courses and the accrual of credits needed for graduation.

24. Student Search

25. Student Record View

26. Historical Record View

27. User Access What is the required password format? MSIX passwords must contain a minimum of eight (8) characters. They must contain at least one upper case letter (A-Z), one lower case letter (a-z), one number (1-9) and one special character (e.g., #, % or &). How often must MSIX passwords be changed? MSIX passwords expire every 60 days. Users will be prompted to replace the expired password with a new password the next time they access MSIX.

28. User Access Cont’d Why can I not reset my password to the same password that I used before? According to Department of Education security policy, you cannot use your six previous passwords. After 90 days of account inactivity, can a User change his or her password and login to MSIX? No, after 90 days of inactivity, MSIX accounts are automatically disabled. The user must contact a User Administrator to have the account reactivated.

29. MSIX Implementation Status

30. Update as of November 17, 2009

31. Next Steps December 2009/January 2010 – CA MSIX Testing January/February 2010 – Initial upload of CA MEP students Notification of CA MEP students live on MSIX