MARSS Codes

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MARSS Codes
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Start Codes and End Codes

• MARSS reporting looks at the students year-long
  history as a record what happens in your
  district may be only part of the whole record
• A student can have only one First Start Code and
  one Final End Code during one school year
• Dropout codes often need to be changed but
  there has been a procedure change for some cases

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Start Codes and End Codes

• With few exceptions, this years final end code
  does not change based on change of status during
  the summer
• Students who leave your district during the
  summer may or may not need a new record in next
  years MARSS reporting to indicate what happened
  in the summer

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Last Location of Attendance (LLA)

• 00-07 FIRST enrollment of the year is in YOUR
  district
• 11-14 TRANSFER from outside your district -
  first enrollment of the year is in ANOTHER
  district, state, country or non public school
  your district is SECOND or later
• 21-24 PRIOR enrollment this year in YOUR
  district this LLA code indicates a CHANGE
  within your district

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LLA Unusual Cases

• 21-24 may or may not include a lapse of time
  often confused with 11-14 transfer codes
• 24 in mid year student left your district but
  did not move then after a lapse of time returned
  to the same school in your district
• 23 in mid year student left your district,
  changed residency to another district then
  after a lapse of time returned to same school in
  your district
• 21 22 student changed school or grade level
  during the year may have left district for a
  period of time between the 2 records

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LLA Unusual Cases

• When a student attends summer school in
  Minnesota the summer school record is the FIRST
  record of the school year. September enrollment
  record start code will be
• 14 attended summer school in another Minnesota
  district
• 21 attended summer school in another school in
  your district
• 22 or 24 attended summer school in your district
  - same school - different grade level (22), same
  grade level (24)
• 00-04 student attended summer school outside of
  Minnesota (another state, country, etc.)

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Unusual Year-End Codes

• Student completes last day of school in your
  district then enrolls in another district for
  last few days of that districts school year
• 20 enrolled in other district to try it out
• 22 enrolled in other district for care and
  treatment
• Other district will end students short
  enrollment record with 40

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Unusual Year-End Codes

• 40 or 42 Non-graduating senior
• If coded as 08 or 09, will not be able to enroll
  anywhere next year
• If student makes up work required to graduate in
  your district in the summer, student is reported
  as a summer grad on NEXT years MARSS reporting
• Diploma from your district can be can have any
  date up to district to decide
• If student completes grad requirements by
  attending summer school at an ALC, the ALC
  reports student as a graduate, regardless of
  which district issues the diploma (see Handout 6)

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Unusual Year-End Codes

• 99 Graduating senior dual enrolled ALC and
  regular school in your district (see Handout 6
  page 2)
• If both ALC and regular school end on the same
  date, ALC 99, regular school status end code
  of 08 or 09.
• If schools end on different dates, the school
  with the first status end date 99, the school
  with the later status end date 08 or 09

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Changing This Years End Code

• See Procedure 13 (5 and 6) (Handout 3)
• If end code is 14 or a dropout code and student
  returns this year it is no longer necessary to
  change first records end code to 99
• MARSS will recognize only the LAST end code
  (whether or not it is a dropout code)
• If final end status is a dropout code, student
  will be counted as a dropout only ONCE,
  regardless of number of enrollment records

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Changing Last Years End Code

• DO Change last years dropout code to 41 when..
• Dropped out student returns to your district on
  or before Oct 1 of following year
• Dropped out student returns to another district
  on or before Oct 1 of following year
• See the following
• Procedure 13, 2 and 3 (Handout 3)
• Appendix F Table 1 Dropout Definitions End
  Codes (Handout 4)

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Changing Last Years End Code

• DO change end code of 40 for students who were in
  attendance on last day of school when..
• 40 to 23 Kindergarten student is to repeat
  kindergarten in the following year
• All other changes should be reported either as a
  summer grad or dropout record OR not reported at
  all

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Summer Drops (Transfers)

• Do NOT change end code 40 to 04 or 05 for
  students who moved away during the summer (see
  email from Marilynn Loehr Handout 5)
• Simply delete students enrollment record from
  next years MARSS reporting
• Depending upon your SIS software, you may first
  need to delete students schedule(s) and/or
  delete student from rosters
• If a memo or note is desired, attach to last
  years enrollment record

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Summer/Late Grads

• See Procedure 7 page 1 (Handout 6) (this needs to
  be updated for 42 end status)
• Do NOT change previous years end code of 40 or
  42
• Create new enrollment record in next years
  calendar
• SAC 98
• LLA 00
• End Code 08 or 09
• 40 status - start and end date are same day or 1
  day apart your software determines whether it
  will be first day of school or mid-summer
• 42 status start and end date are date of April
  BST test date

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Summer Dropouts

• See Procedure 12 (Handout 7)
• Student had end code of 40 last year - has not
  attended this year and no request for transcript
  was made on or before October 1
• Do NOT change previous years end code 40
• Create new enrollment record in this years
  calendar
• SAC 98
• LLA 00
• End Code appropriate to situation
• Start and end date are same day or 1 day apart
  your software determines whether it will be first
  day of school or mid-summer
• Delete Summer Dropout record if student returns
  this year

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MARSS Codes General

• Students younger than 16 receive regular dropout
  codes, even though a warning appears on MicroEdit
• Independent Study students receive regular MARSS
  data records such as Economic Indicator, LEP,
  Transportation, Title I, etc.

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MARSS Codes General

• When rolling enrollment forward to next year,
  which data items remain the same as this year,
  and which should be changed back to the default
  code?
• See Handout 8
• MARSS EOY Check-off List
• See Handout 9

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• Questions??

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EC and HK
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Early Childhood Records

• Two separate Enrollment Records needed if part of
  year is Evaluated (Status 2) and part is
  Receiving Services (Status 4)
• Tuition Billing rate is different for each status
• Student cannot be absent when Eval Status is 2
• See September 3, 2003 MARSS Memo, page 4

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EC/ HK Instructional Settings

• Based on age as of September 1 of current school
  year
• There are 3 basic groups of settings
• Early Childhood Setting Birth - 2
• Early Childhood Setting 3 - 5
• School Age Setting 6 - 21
• Change of setting age as of 9/1/03
• School Age Instructional Setting now begins at
  age 6 on September 1 (this used to be 5)
• Age 3-5 setting name has been changed (this used
  to be Age 3 to Kindergarten Entrance)

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EC/ HK Instructional Settings

• If students age changes during school year,
  setting does NOT setting remains the same for
  entire school year
• Remember to change setting at the beginning of
  the new school year if student becomes 3 or 6
  years old on or before September 1 of new year

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HK Hours Settings

• Membership and Attendance Hours based on IEP
  Wording
• Instructional Setting based on Programs
• Examples (based on age 3-5)
• Regular Kindergarten on MWF all day, on off days
  attends TThF Kindergarten
• Membership hours are ALL potential hours
• Setting is 01 All time in programs designed
  primarily for children without disabilities

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HK Hours Settings

• Examples continued
• Regular Kindergarten on MWF all day, on off days
  attends EC for services
• Membership hours are ALL potential hours
• Student can be absent from EC but membership
  hours are still counted absence recognized in
  attendance days
• Setting is 04 Part time regular ed part time
  special ed

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HK Hours Settings

• Examples continued
• Regular Kindergarten on MWF all day, on off days
  attends EC in another district for services
• Membership hours are ALL potential hours
• Setting is 04 Part time regular ed part time
  special ed
• Only 1 district reports ALL hours billing is
  handled between districts

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HK Hours Settings

• Examples continued
• Regular Kindergarten on MWF, on off days attends
  Headstart for services
• Membership hours are all potential K hours plus
  ESCE hours served
• Setting is 01 All time in programs designed
  primarily for children without disabilities

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• Questions??

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Whats New for MARSS FY04-05
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Proposed Changes to MARSS Data Elements

• Some changes needed for Fall 05 reporting
• Some changes needed for EOY 05 reporting
• All will be part of next years file format
• See table for specifics (Handout 19)

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Proposed Changes to File Format Record Layout

• See new Appendix J (Handout 20)
• Check to see how your software vendor will be
  making these changes

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New MARSS Fields

• Independent Study Flag
• Ward of the State/County Flag
• Transporting District Number
• Transporting District Type
• Student Resident School Number
• Homeless Flag
• Supplemental Educational Services (SES)

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New MARSS Codes

• Home Primary Languages
• Special Education Evaluation Status 5
• Special Education Evaluation Status 6
• Status End Code 24 (Withdrew to receive Homebound
  Services)

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New MARSS Procedures

• Homebound Students
• Federal Instructional Settings
• Refer to Handout 21 for specifics about new
  fields, codes and procedures these definitions
  are not in alphabetical order

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Independent Study Flag

• One alpha character field
• Default is N
• Y Student is taking Independent study classes
  in a state approved program
• N Student not taking Independent study classes
• Only schools with classification codes of 41(ALC)
  or 42 (ALP) are eligible to report Y
• Needed to report attendance more accurately for
  NCLB

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Ward of the State/County

• One alpha character field
• Default is N
• Y Is a ward of the state/county
• N Not a ward of the state/county
• Special dollars attached to students that are
  reported as wards of the state/county
• MDE also needs counts for the Legislature

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Ward of the State/County

• Students with an IEP/IIIP/IFSP will be considered
  a ward of the state if
• The student has an IEP/IIIP/IFSP, and
• The student has been placed for care and
  treatment, and
• The status of the parents of the student is (MN
  Stat.125A.17)
• Parent rights have been terminated by court
  order,
• Parent or guardian is not living with the state
  of MN,
• No other district of residency can be
  established, or
• Parent or guardian having legal custody of the
  child is an inmate of a MN correctional facility
  or is a resident of a halfway house under the
  supervision of the Commissioner of Corrections

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Ward of the State/County

• Students without an IEP/IIIP/IFSP may be
  considered a ward of the state only if parental
  rights have been terminated (MN Stat.125A.51
  (b)).

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Transporting District Number and District Type

• District Number 4 digit field
• District Type 2 digit field
• Only district types 01, 02, 03 or 07 will be
  valid
• Defaults to serving district in most cases
• Needed to determine student transportation counts
  used in some funding formulas

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Resident District School Number

• WILL NOT BE REPORTED FOR FY04-05
• Three digit field
• Required for all districts
• Needed for NCLB reporting
• Used to report the resident school number that
  the student would be in if enrolled in their
  resident district
• Only reported if student is enrolled in other
  than the resident district

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Homeless Flag

• One alpha character field
• Default is N
• Y student was homeless for some period of time
  during the current school year
• N not homeless during the current school year
• Needed in order to provide Homeless counts for
  NCLB reporting

41
Supplemental Services

• Four digit field
• Needed for Title I, NCLB
• Indicates whether a student is receiving
  supplemental services and by which approved
  vendor
• State will provide a list of valid vendors and
  codes
• Report the most current vendor if more than one

42
Home Primary Language

• Field will be changed to three digits instead of
  two
• Current codes will be converted to three digits
  and zero filled to the left
• New list of Primary Languages will be posted to
  the web site

43
Status End Code

• New status end code 24 for students that withdraw
  to receive homebound services
• Further explained in new Homebound procedure

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Special Ed Evaluation Status

• New Evaluation Status 5
• Students were evaluated and determined to be
  eligible and in need of Special Education
  services but parents declined
• No longer included in Eval Status 2
• Primary Disability must be reported

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Special Ed Evaluation Status

• New Evaluation Status 6
• Students were evaluated and required Special
  Education services and are receiving Special
  Education services under P.L. 101-476 through an
  Individual Interagency Intervention Plan (IIIP)
• No longer included in Eval Status 4

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Special Ed Evaluation Status (6)

• These students are receiving services from the
  school district and from at least one other
  public agency (e.g. county social services) other
  then the school district that are identified in
  the IIIP
• County Social Services
• County Public Health Services
• County Juvenile Court Services
• Family Service Collaborative
• Childrens Mental Health Collaborative

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New Homebound Procedure

• When students qualify and start receiving
  homebound services you must
• Withdraw the current enrollment record with a
  status end code of 24 and
• Create a new enrollment record for the time
  period the student is on homebound
• Attendance for the homebound record will be zero
  days
• Needed for more accurate attendance reporting for
  NCLB

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Federal Instructional Setting

• New enrollment record must be created when the
  Federal Instructional setting changes for a
  student
• Percent of the membership in Special Education is
  different between Instructional Settings
• Needed for more accurate Tuition Billing data

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When one of the following fields change, a new
MARSS enrollment record must be created

• STATE AID CATEGORY (SAC)
• RESIDENT DISTRICT NUMBER/TYPE
• PERCENT ENROLLED
• SCHOOL OF ENROLLMENT
• SPECIAL EDUCATION EVALUATION STATUS (From one of
  1-3 to 4, or from 4 to 7)
• GRADE LEVEL
• HOMEBOUND FLAG
• FEDERAL INSTRUCTIONAL SETTING

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• Questions??