Florida Department of Education Migrant Education Program (MEP) The Florida Automated System for Transferring Educationa

1. Florida Department of Education Migrant Education Program (MEP) The Florida Automated System for Transferring Educational Records (FASTER) Presenters: Jay Rembert & Laverne McKenzie

2. What is MSIX? The Migrant Student Information Exchange 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.

3. Problems with past methods of the exchange of migrant records SLOW Disparate Databases Limited Ability to Exchange Slower/Manual Methods National Exchange of Information

4. MSIX: Where did it come from? • MSIX was created based on a federal 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. mandate

5. U.S. Department of Education’s Record Exchange Initiative There was a need to create an electronic database based on USDOE’s Office of Migrant Education detecting the following About migrant students: High Movement Short Notice Lack of Data Placement Errors Loss of MEP Services

6. The Records Exchange History 1966 MEP legislation authorizes the transmittal of school records 1969-1995 Arkansas Dept of ED operated the Migrant Student Records Transfer System (MSRTS) 1995 Congress terminates the MSRTS 2000 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.

7. 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.

8. Why is MSIX so important? • MSIX will soon be used by USDOE to capture migrant data from states • Funding will also be based on information gathered from MSIX • Students will be placed into proper classes and linked to services based on their needs. • Sending States will be able to notify receiving states of a move in order to prepare for their arrival

9. What MSIX does… MSIX produces a single “consolidated record” for each migrant child that contains information from each state in which the child was ever enrolled. MSIX contains the minimum data elements necessary for the proper enrollment, grade and course placement, and accrual of credits for migrant children. What MSIX does not do… MSIX does not replace existing migrant student information systems. Capabilities of MSIX

10. 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

11. 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

12. Consolidating to Provide Migrant Student Records from State Systems MSIX Services • Migrant Student Records • Record Matching • Conflict Data Resolution • Student History • Transcripts • Immunization • Data Upload • Data Configuration • Scheduling • User Administration • Registration/Maintenance • Login/Password • Reporting • Data Reports • Information Exchange Reports • OME Reports • Display as Word, Excel, and PDF • Reference Data • States • Schools • Demographics • Security • Role-based Access • Encryption MIS 2000 NGS Enter /View Student Data End Users COEStar Other State MEP Systems View Student Data sFTP File Transfer • MSIX Portal • MSIX Receives Data from the Individual States. • End User Reviews Consolidated Data from All States.

13. MSIX Production Environment *Currently, there are 33 states using MSIX in its live production environment Blue = States that are “LIVE” Green = States that are preparing for testing Florida is the only state that does not have a state transcript repository.

14. Florida’s Migrant Education Programs (MEPs)As of June 9, 2010 (Red) = District does not have a MEP (Yellow)= District serves migrants through Title I, Part A funds Green = District currently has no eligible migrant students Grey = District operates a MEP **Any district highlighted in grey will be required to participate in the next round of MSIX testing!!!

15. Florida’s MSIX Progress August/September 2009 – Districts incorporated five new migrant-specific data elements: Qualifying Move from City Qualifying Move from States Qualifying Move from Country Qualifying Move to City Qualifying Move to State January/February 2010– 1st round of testing with Palm Beach & Lake Counties participating as test districts March 2010 – Second round of testing; *29 districts participated April 2010 – State was informed we did not meet certification and another round of testing would be necessary.

16. Upcoming MSIX Timeline • Now – 7/5 FASTER to implement internal changes of merging multiple records into one consolidated record • Now – 6/28 District to make necessary data system changes to their local databases • Early June Checkpoint with MSIX Federal Team to ensure changes have been made • 6/28-7/2Districts to send test records to FASTER ** Deadline is 1:00pm 7/2/2010 • 7/12-7/16MSIX Test environment will be open for data review • Week of 7/19 Florida’s state data review with MSIX Federal Team (*certification status will be revealed during call)

17. How are MIS staff involved in MSIX? • Most district IT staff are the first point-of-contact in sending records to FASTER for transmission to MSIX • MEP Coordinators and staff will be relying on you for assistance and collaboration. • Updating/incorporating information from MSIX delivered to district mailbox • Continuously sending migrant records during timeframes indicated by MSIX (*discussed in later section) • Ensuring district databases are ready for testing and production

18. MSIX and the FASTER System Detailed Migrant Instructions can be found at: http://www.fldoe.org/faster

19. FASTER as the conduit… • Bright Futures • Talented 20 • FACTS • SPEEDE ExPRESS • MSIX For Florida, the electronic exchange of migrant student and non-attender information with MSIX will be accomplished by way of the Florida Automated System for Transferring Educational Records (FASTER) system. Currently handles transmissions for:

20. Florida is unique As a participant of MSIX, Florida is different from other states because… • No centralized repository for student transcripts • School districts are district of record for transcript information • Data for MSIX originates at district level not state level • Data from MSIX must terminate at the district level Accommodations have been made by both MSIX and FASTER to implement the transmission of migrant transcripts to MSIX with the least amount of impact on school districts.

21. Consolidating to Provide Migrant Student Records from Florida Districts Districts Enter / View Student Data Migrant Transcripts Florida Local Systems Response Headers FL End Users FASTER Response Files View Student Data • MSIX Portal • MSIX Receives Data from the Individual States. • End User Reviews Consolidated Data from All States. sFTP File Transfer MSIX Services

22. What districts should expect As with other changes to the FASTER system, districts should expect… • Minimal changes at the district level • Phased approach to implementation • Phase One – Initial data load to MSIX • Phase Two – On Demand Functionality • Third round of testing - FASTER test environment • Staggered schedule for production load of MSIX

23. What has been done • Initial Load Testing • Changes to FASTER to facilitate transmission to/from MSIX (fields and field edits) • Files created by districts of Migrant students • Transmission of files to FASTER • Processing of files by FASTER • Loading of Florida data into TEST region of MSIX

24. Results of Load Testing • Three issues related to Initial Load testing prevented certification of Florida’s MSIX Interface File. • MEP Enrollment and Withdrawal dates are associated with school year and not the school attended. • Course information cannot include out-of-state courses. • Duplicate records must be eliminated from the interface file. • Issues must be corrected prior to the production load.

25. Issue Resolution To remedy these issues, FASTER must… • Enrollment/Withdrawal Dates: • Add three new fields dealing with school attended, enrollment date and withdrawal date (forthcoming) • Out-of-state Courses: • Implement a new edit that rejects migrant transcripts that contain out-of-state courses (effective April 2nd 2010) • Duplicate Records: • Eliminate duplicate records by processing only the most recent transcript sent for a given student. All enrollment information received for a given student will be sent with demographic, assessment and qualifying move data from the most recent transcript sent (prior to round three testing).

26. FASTER / MSIX Testing The intermingling of test data with production data is generally not accepted as “best practice”. Therefore, test data should not be loaded to the FASTER production database. • “Pointing” to the FASTER Test Region:

27. What’s next – Round Three Testing • Round three of data load testing – FASTER TEST Region • Validation of data load in the MSIX system by MEP and FASTER staff • District retrieval of MSIX responses containing MSIX identification numbers and message types • Recording MSIX identification numbers at local level • Formal interface certification by Deloitte (MSIX) • Production data load

28. Preparing Migrant Transcripts Guidance can be found on the FASTER Web site in regards to preparation of transcript data for Migrant students: http://www.fldoe.org/faster • Demographic Format – I01: • MSIX Identification Number • Migrant Status Term • Migrant Birth State • MEP Enrollment Date • Migrant Student Format – I11: • QAD Data • Migrant Students eligible for MEP services • Migrant Non-attenders (school number 9997)

29. Sending Migrant Transcripts Districts will exchange migrant student records with MSIX in much the same fashion as exchanging with another Florida school • Address to MSIX with district number 99 • Address to MSIX with school number 0006 • Standard Header Record message types apply • New 3 character MSIX message types begin with “M” – reserved for responses received from the MSIX system. • FASTER edits will be applied • Only those transcripts failing edits should be retransmitted in subsequent transmissions

30. Receiving MSIX Responses MSIX will respond to data loads by sending “response” records to FASTER. FASTER will produce “Header Only” responses to be retrieved by districts. • Retrieve responses with SRTS04 • Headers may include MSIX ID Number in Institutional Student Number (field #7 – Header Format), and MSIX Message Type • Headers may include a Previous MSIX ID Number in Unique Institution Identifier (field #14 – Header Format) • Districts must record the student’s MSIX ID Number locally • MSIX ID Number must be supplied in subsequent transmissions

31. Receiving MSIX Responses Transcript print programs will print a specially formatted header for Migrant responses. Migrant response headers will be printed along with regular response headers. ***************************************************************** Top of Data *********************************************************************** MSIX ACKNOWLEDGEMENT FOR MIGRANT STUDENT: MARIE A SANCHEZ ORIGINALLY SENT TO THE MSIX SYSTEM BY 00000503386. THIS RESPONSE MAY INCLUDE MSIX ID NUMBERS ASSIGNED BY MSIX - D.C. AS INDICATED BY (M01): MSIX ID NUMBER ASSIGNED TO NEW MIGRANT STUDENT BY MSIX SYSTEM. PREVIOUS MSIX ID: CURRENT MSIX ID: 123456789012 STUDENT ID: 999999999X SSN: 999999999 BIRTH DATE: 09/20/1990 SEX: F RACE: W HS GRAD. DATE: 05/2009 ETHNICITY: HISPANIC RACE CODES: WHITE, ASIAN, AMERICAN INDIAN OR ALASKA NATIVE, HAWAIIAN OR OTHER PACIFIC ISLANDER *********************************************************************************************************************************************************

32. After Production Load Once MSIX has certified Florida’s Interface File and the production load has taken place, MSIX identifies specific times when Migrant Student and Non-attender transcripts should be sent to MSIX. • Upon completion of enrollment and course assignments • End of every grade reporting period • End of every school term • Upon withdrawal from a school • Upon withdrawal from the Migrant Education Program (MEP)

33. FASTER Web Site The FASTER Web site contains information that will assist districts in gaining an understanding of the relationship between the FASTER and MSIX systems. • FASTER address: http://www.fldoe.org/faster • Glossary of Terms • Information Flow Scenarios • Frequently Asked Questions – FAQ’s

34. Contact Information MSIX State & User Data Administrator Jay Rembert Title I - Migrant Education Program (MEP) Bureau of Federal Education Programs 850-245-0811 or jay.rembert@fldoe.org The Florida Automated System for Transferring Educational Records (FASTER) fstr@fldoe.org Education Information Services (EIAS) Linda Fleming Bureau of Education Information and Accountability Services (E.I.A.S.) Migrant Student Data Elements 850-245-9919 or linda.fleming@fldoe.org U.S. Department of Education - MSIX website: http://www2.ed.gov/admins/lead/account/recordstransfer.html

35. ~THE END~Any Questions???