migrant student information exchange (msix)

JACK O’CONNELLState Superintendent of Public Instruction

Migrant Student Information Exchange (MSIX)

Accountability Leadership Institute for English Learner, Immigrant,

and Migrant Students

Hyatt Regency San Francisco AirportBurlingame, CA

December 7-8, 2009


Jorge Gaj, ConsultantMIIEO/[email protected]

Jacinto Salazar, [email protected]


MSIX Overview


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


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 accessbased on theirrole 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


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


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


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


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


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/

Maintenance• 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 2000 NGS

COEStar Other

State MEP Systems

sFTP File Transfer

Enter /View Student

Data

MSIN


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

Errors?

Near match

or duplica

te?

Yes

Yes

No

No

MSIX PROCESSING


ID Student Record Matching Process

Student Record:

First NameMiddle NameLast NameDate of BirthGender...

Matching engine compares student

record to every pre-existing student in

the Uniq-ID database

Match

Near Match

No Match

Matching Outcome

MSIX assigns pre-existing

identifier

Human intervention needed to

determine if student already

exists in the Uniq-ID database

MSIX creates new identifier

Action Based on Matching Outcome

Uniq-ID Master Database


MSIX User Roles

MSIX User Roles and Responsibilities

User Role Description Functions Allowed Potential 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 recordsInitiate merge and split of student records Email notification of an arrival or departure of a studentExport student records to a file for load into their State’s system

Guidance CounselorMEP Data Entry StaffRecruiterRegistrarTeachersSchool 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


State MSIX Roles

MSIX User Roles and Responsibilities

User Role Description Functions Allowed Potential 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 recordsGenerate data and Information Exchange reportsInitiate merge and split of student records Validate or reject record near matches, merges and splitsResolve data quality issuesRespond to escalation requestsEmail notification of an arrival or departure of a studentExport student records to a file for load into their State’s system

State MEP AdministratorsMEP Data entry staff

State User Administrator

State User Administrators establish and manage user accounts for users in their state.

Create user accountsAssign role(s)Update user account informationDeactivate user accountsReset 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 structureCreate new regionsAssociate districts to regionsEdit regions

State MEP AdministratorsMEP Data entry staff


MSIX Administration Levels


Minimum Data Elements


Phased Data Submission

• Phase I – By January 2010

–Demographic

–Mobility

–Health (Immunization Flag)



• Phase II – By June 2010

–Assessment Data •CST•CELDT•CAHSEE



• Phase III – Dependent on the CALPADS Implementation Schedule

– Course History• Course History• Course Type• Clock Hours• Credits Granted• Final Grade• Course Section


Intended Use of MDEs


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


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.


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.


Student Search


Student Record View


Historical Record View


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.


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.


MSIX Implementation Status


Update as of November 17, 2009


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

migrant student information exchange (msix)

Documents

migrant studentssome

identifylink student

migrant students goal

view student datamis

electronic exchange

health information

national data

health data