Migrant Student Information Exchange (MSIX)

The Florida Department of EducationFlorida Migrant Education Program (MEP)

andThe Florida Automated System for Transferring

Educational Records (FASTER)

Presented by: Jay Rembert, Terry Cole & Laverne McKenzie

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What is MSIX?

The Migrant Student Information Exchange is aweb-based portal that links

States’ migrant student record databases to facilitate the national exchange of migrant students’

educational and health information among the States.

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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

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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.

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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!

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Florida’s MSIX JourneyJanuary 2010 – December 2010

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

1st round of testing

FASTER performed internal changes

September 21,2010 FLORIDA is 38th state to go LIVE!

2nd round

USDE did not grant certification; Florida had to complete another round of testing

LEAs participated in 3rd round

August 2, 2010

Certification GRANTED by

USDE!

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MSIX: Florida Stats

• Florida was the 38th 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

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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.

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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

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MSIX TimeframesAs 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.

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Covering the Issues

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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)

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MSIX Identification Number

• The flow of transmissions to & from the

MSIX system

• Importance of the MSIX ID

• Problems with the MSIX ID

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Migrant Transcript Flow

Districts submit migrant transcripts to FASTER

Districts

FASTER

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Migrant Transcript Flow

Transcripts are edited by FASTER

Districts

FASTER

EditReports

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Migrant Transcript Flow

Transcripts passing FASTER edits are submitted to MSIX

Districts

FASTER

EditReports

MSIX

New StudentMatched Student

Near Match

“M01” New Student – MSIX ID

“M02” Existing Student – MSIX ID

“M05” Near Match – NO MSIX ID

FSTR to MSIXXREF

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Migrant Transcript Flow

FASTER Responses are provided to Districts with MSIX ID

Districts

FASTER

EditReports

MSIX

New StudentMatched Student

Near Match

“M01” New Student – MSIX ID

“M02” Existing Student – MSIX ID

“M05” Near Match – NO MSIX ID

FSTR to MSIXXREF

MSIX ID

Msg M01 – MSIX ID

Msg M02 – MSIX ID

Msg M05 – No MSIX ID

Response to Districts

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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

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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…

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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

DistrictA

DistrictB

District “B” records the MSIX ID for future submission to MSIX system

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EditsDistrict/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)

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EditsDistrict/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

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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…

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Residency DatesWhat 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

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Multiple EnrollmentsEnrollment / 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…

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Multiple EnrollmentsWhat 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…

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Multiple EnrollmentsWhat 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

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Any Questions???

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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

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Course Record Edit GuidelineDistrict 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)

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Course Record Edit GuidelineDistrict 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)

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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

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CONTACT INFORMATIONJay Rembert

MSIX State Data & User AdministratorFlorida Migrant Education Program (MEP) 850-245-0811 or jay.rembert@fldoe.org

Terry Cole, Laverne McKenzie & Tom O’NeilThe Florida Automated System

for Transferring Educational Records (FASTER)Website: www.fldoe.org/FASTER

Email: fstr@fldoe.org

Linda Fleming Bureau of Education Information and Accountability Services (E.I.A.S.)

850-245-9919 or linda.fleming@fldoe.org

U.S. Department of Education - MSIX websites MSIX Log-in:MSIX Trainer’s Corner: https://msix.ed.gov https://msix.ed.gov/msix/training.html