Migrant Student Information Exchange MSIX

1
Migrant Student Information Exchange (MSIX)

• Florida Department of Education
• Migrant Education Program
• The Florida Automated System for Transferring
  Educational Records (FASTER)
• Tammaela Carter and Pete Tanzy

2
The Need for Record Exchange

• High Movement Highly mobile migrant student
  population
• Short Notice Students move from state-to-state
  often, without notice
• Lack of Data Timely and accurate educational and
  health information not always available
• Placement Errors Students placed in incorrect
  courses or grades
• Loss of MEP Services Students not provided most
  beneficial MEP services

3
Migrant Records Exchange Today

• Disparate Databases States use disparate
  migrant student databases to maintain information
  on migrant students.
• Limited Ability to Exchange Some States that
  use the same migrant student database have a
  limited ability to electronically exchange
  records among each other.
• Slower/Manual Methods Many States still
  exchange records via fax or regular mail.
• National Exchange of Information States need an
  electronic system to exchange migrant student
  records on a national basis.

4
The Records Exchange History

• MEP legislation authorizes the
  transmittal of school records
• 1969-1995 Arkansas Dept of ED operated the
  Migrant Student Records Transfer System (MSRTS)
• Congress terminates the MSRTS
• ED convenes the Common Data Elements Committee
  
• 2001 NCLB 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.

5
The Records Exchange Initiative Goals

• Goal 1 Create an electronic exchange for the
  transfer of migrant student education and
  health data among 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.

6
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.

7
Key MSIX Features

• Information Retrieve and view student
  information
• Search, view , and print consolidated student
  records
• Multiple search parameters
• Accessible online
• Printed reports available
• Record Conflicts Identify and resolve student
  record conflicts
• Student Merge workflow
• Student Split workflow
• Notification Alert other jurisdictions of
  planned student moves

8
Key MSIX Features (cont)

• Role-based Create users based on MSIX roles
  to allow appropriate access to MSIX functions and
  student data
• Structure Utilize districts or regions within
  the state to manage MSIX activities and workflow

9
MSIX Functions by User Role

• Primary Users
• Search, Display, Print, Student Records.
• Initiate Student Merges and Splits.
• Email notification of an arrival or departure of
  a student.
• Request schools to upload (export) student
  records to MSIX via FASTER at times of
  significant activity (educational or health) on
  the student.

10
MSIX Functions by User Role (cont)

• Secondary Users
• Search, Display, Print, Student Records for
  students in their state.
• Generate Data and Information Exchange Reports

11
MSIX Functions by User Role (cont)

• District Data Administrator
• Search, Display, Print, Student Records in all
  states
• Email notification of an arrival or departure of
  a student
• Initiate Student Merges and Splits
• Validate/Reject Student Merges and Splits
• Access District Worklist Items to resolve data
• Request schools to upload (export) student
  records to MSIX via FASTER at times of
  significant activity (educational or health) on
  the student.

12
MSIX User Determinations

• District MEP will need to identify staff to
  fulfill the following MSIX user roles at the
  district level
• Primary Users are staff that work directly with
  migrant students
• Secondary Users are staff that primarily review
  migrant student data
• District Data Administrator has oversight over
  migrant student data entered into MSIX

13
MSIX Functions by User Role (cont)

• State Data Administrator
• Search, Display, Print, Student Records
• Initiate Student Merges and Splits
• Validate or reject record near matches, merges
  and splits.
• Request schools to upload (export) student
  records to MSIX via FASTER at times of
  significant activity (educational or health) on
  the student
• Access State Worklist Items to resolve data
  quality issues.
• Respond to escalation requests
• Email notification of an arrival or departure of
  a student
• Generate Data and Information Exchange Reports

14
MSIX Functions by User Role (cont)

• State User Administrator
• Create/Modify State User Level Accounts
• Create/Modify School or District Level User
  accounts
• Assign Roles
• Deactivate User Accounts
• Reset Passwords

15
Reporting Migrant Student Data to Meet MSIX
Required Minimum Data Elements

• The Office of Migrant Education has identified
  66 minimum data elements that must be collected
  and maintained in MSIX.
• States are required to use their state systems
  to collect these data and electronically transmit
  the data files to MSIX.
• A review of the 2009-2010 Student Database
  Manual confirms that 60 of these data elements
  presently exist the final 6 are being reviewed
  to determine if existing data elements can be
  used to capture the required data before new data
  elements are created.
• The outcomes will be communicated to MEP and
  district IT/MIS staff upon completion of the
  review.

16
Reporting Migrant Student Data to Meet MSIX
Required Minimum Data Elements (cont)

• The most current data elements that were added
  to the 2009-2010 Student Database Manual
  includes
• Migrant Qualifying Move From City
• Migrant Qualifying Move From State
• Migrant Qualifying Move From Country
• Migrant Qualifying Move To City
• Migrant Qualifying Move To State
• Please collaborate with district IT/MIS staff to
  incorporate these data elements into existing
  reporting formats/systems for student data. Once
  this task has been completed, MEP staff should
  begin to submit this required data for all
  eligible migrant students.

17
Next Steps in Preparation for MSIX Roll-Out

• Complete last verification of migrant student
  test file
• Collaborate with district IT/MIS staff to
  incorporate any missing migrant data elements
  (move from city, state, country move to city and
  state)
• When district system modifications are completed,
  begin inputting migrant student information for
  these and any other data elements
• District will receive a notification from the
  Education Information and Accountability Office
  (E.I.A.S.), strongly encouraging expeditious
  modifications to their reporting systems
• The FMEP will commence assigning user passwords
  July 2009
• The FASTER Office anticipates going into
  production with live migrant student data in
  August 2009
• The FMEP, in collaboration with staff from
  E.I.A.S., will conduct user training at various
  intervals across the state once the system is in
  production

18
Migrant Student Information Exchange (MSIX)

• The remaining slides target processes associated
  with utilizing the FASTER system to upload
  migrant student files from the districts to MSIX,
  retrieving files from MSIX, and receiving various
  notifications from MSIX on submitted student data.

19
Migrant Student Information Exchange (MSIX)

• Florida public education has had an electronic
  transcript system since 1988.
• The Florida Automated System for Transferring
  Educational Records (FASTER)
• MSIX has been added as an institution with which
  to exchange information.
• District 99, School 0006

20
Migrant Student Information Exchange (MSIX)

• An exception no request records will be
  exchanged.
• MSIX will request no records.
• Instead, schools will send records on currently
  enrolled migrant students at specified intervals.
• Schools will not request transcripts from MSIX
  using FASTER.
• Instead, Migrant Education staff will use the
  MSIX web-based system to request the transmission
  of a students transcript to their school.

21
Migrant Student Information Exchange (MSIX)

• FASTER will check the MSIX FASTER mailbox once
  a day.
• Any transcripts found will be translated from
  FASTER format to MSIX XML and sent on to MSIX.
• FASTER will poll Floridas directory on the MSIX
  secure FTP server once each day.
• Any transmissions will be retrieved, translated
  from MSIX XML to FASTER format, and stored in
  schools FASTER mailboxes. FASTER is
  investigating a simultaneous notification to MEP
  staff.

22
Migrant Student Information Exchange (MSIX)

• FASTER will send one type of record (student
  transcripts) to MSIX.
• FASTER will create only 2 types of records from
  MSIX transmissions
• Student transcripts
• Header-only transmissions

23
Migrant Student Information Exchange (MSIX)

• Receiving transmissions from MSIX
• Inter-district formats
• Section B of the Header Record will contain the
  identifying information from Section A of the
  last Header Record the district used to send MSIX
  the students records.
• The Message Type field on the Header Record will
  identify the type of transmission MSIX is posting.

24
Migrant Student Information Exchange (MSIX)

• Message Type M1
• Indicates the student was new to the MSIX system
  when the district submitted their records.
• You only will see this message type as a response
  to your initial transmission for a student to
  MSIX.
• It will be a Header Record only transmission.

25
Migrant Student Information Exchange (MSIX)

• Message Type M2
• Indicates the student was already in the MSIX
  database when the district submitted the
  students records.
• You can see this message type in a response to
  your initial transmission for the student to MSIX
  or when receiving a transcript from MSIX that had
  been requested by one of your schools.

26
Migrant Student Information Exchange (MSIX)

• Message Type M3
• Used when MSIX sends you notification it is
  changing a students MSIX ID because it
  determined that two students were sharing the
  same MSIX ID and needed to be split up.
• This will be a Header Record only transmission.

27
Migrant Student Information Exchange (MSIX)

• Message Type M4
• Used when MSIX sends you notification it is
  changing a students MSIX ID because it
  determined that two of the students in its
  database are actually the same student, and the
  records needed to be merged.
• This, too, will be a Header Record only
  transmission.

28
Migrant Student Information Exchange (MSIX)

• Message Type M5
• Used prior to the merging or separation of a
  students records to inform the school district
  that the MSIX administrators would like to
  discuss the situation with the migrant student
  coordinator for the students school.
• A Header Record only transmission

29
Migrant Student Information Exchange (MSIX)

• Message Type M6
• Used to inform the school district that MSIX no
  longer considers the student to be active in the
  MSIX system.
• A Header Record only transmission

30
Migrant Student Information Exchange (MSIX)

• MSIX would like to receive transmissions within
  48 hours of
• a students initial enrollment in their classes,
• Posting of assessment data,
• Medical alerts,
• the updating of student information at the end of
  each grade reporting period, and
• the entry of final grades at the end of any term.
• They also want to be sent a record whenever a
  student withdraws from a school district. This
  way, they will have a final status for any
  student leaving the system permanently.

31
Migrant Student Information Exchange (MSIX)

• When sending a students transcript to MSIX, a
  school district is not required to send the
  entire student transcript (since MSIX already has
  the students historical information).
• All MSIX really wants are updates.
• However, in recognition of the fact that it may
  be easier for school districts to send the
  students entire transcript, MSIX has agreed to
  accept such transmissions.

32
Migrant Student Information Exchange (MSIX)

• We are in the final phase of testing with the
  MSIX systems contractor.
• Transcripts for 32,000 migrant students were
  created from 2008s Survey 5 Information Database
  submissions.
• Transmitted to MSIX on April 9th.
• Currently reviewing the information via the MSIX
  web system and working out the last few details.

33
Migrant Student Information Exchange (MSIX)

• We anticipate going into production with MSIX by
  this August.
• Therefore, please send MSIX the transcripts for
  all your migrant students as soon as their course
  schedules are set.
• And then be prepared to receive transmissions
  back from MSIX, as described earlier.

34
Contact Information

• MSIX State Data Administrator
• Tammaela Carter
• 850-245-0685 or tammaela.carter_at_fldoe.org
• Title I Migrant Education Program
• Bureau of Student Assistance
• MSIX State User Administrator
• Carolyn Mathews
• 850-245-0693 or carolyn.mathews_at_fldoe.org
• Title I Migrant Education Program
• Bureau of Student Assistance
• The Florida Automated System for Transferring
  Educational Records (FASTER)
• Pete Tanzy
• 850- 245-9775 or pete.tanzy_at_fldoe,org
• Jackie Johnson
• 850-245-9748 or jackie.johnson_at_fldoe.org
• Education Information Services