FLORIDA AUTOMATED SYSTEM FOR TRANSFERRING EDUCATIONAL RECORDS
FLORIDA DEPARTMENT OF EDUCATION
OFFICE OF APPLICATION SUPPORT (OAS)

Effective: December 12, 2010
Revised:

MSIX SPECIFICATIONS

Purpose

The intent of this document is to provide guidance regarding the submission of migrant student data to the federal Migrant Student Information System (MSIX) in Washington D. C., through the Florida Automated System for Transferring Educational Records (FASTER) system.


“The No Child Left Behind Act" (NCLB) of 2001 mandated that the U.S. Department of Education (ED) ensure that all students have equal access to education and that ED promote educational excellence throughout the nation. The Office of Migrant Education (OME), part of ED’s Office of Elementary and Secondary Education (OESE), is responsible for administering the Migrant Education Program (MEP). The MEP supports State Educational Agencies (SEAs) by providing funding to help SEAs establish or improve educational programs for migrant students.” (See footnote #1)


“Section 1308(b) of the NCLB requires the OME to assist States in developing effective methods for electronically exchanging student records amongst States; and, to determine an accurate count of the number of migratory children in each State. OME established the MSIX initiative to satisfy these requirements and support their goals for the MEP through MSIX.” (See footnote #2)



Submission Timeframes

After the initial production load has taken place for Florida, submission of migrant records will be based upon a schedule.  The MSIX system does not initiate submission of migrant records by requests to states.  Rather, the MSIX system has identified four “triggers” for states to submit migrant records.  It is the responsibility of the state to initiate submissions based upon the following events:



Districts will be expected to implement procedures that will support submission of migrant records as close to these events as is possible.



Who To Submit

MSIX has defined the following categories of migrant students for submission by states.  Districts should, therefore, submit student records for:



What To Submit

All FASTER formats are applicable for the submission of migrant students.  However, MSIX specific data is submitted on the FASTER Demographic (I01), School Year (I03, effective 2010 cutover), Course (I04), and the Migrant Student (I11) formats.  The remaining FASTER formats are utilized to submit data for migrant students which is common to all students, such as immunization, course work and tests, etc. 



Migrant Fields by Format

The following section of the document provides details concerning some of the migrant student fields which require additional attention due to the formatting of the field or edits related to the field.



I00 – Header Format

Addressed Institution, Number of District:

For the submission of migrant students to the MSIX system, the Addressed District Number must be 99.


Addressed Institution, Number of School:

For the submission of migrant students to the MSIX system, the Addressed School Number must be 0006.


Message Type:

For the submission of migrant students to the MSIX system, the message type must be ‘Q01’.  No other Message Type should be sent for migrant students when sending to the MSIX system.



I01 – Demographic Format


MSIX Identification Number:

For those students who do not yet have a MSIX Identification Number assigned, this field should be left blank. Once a migrant student has been successfully submitted to MSIX, they are provided with a unique number which is assigned by the MSIX System. This number would be provided to districts on a FASTER response record which was received via the MSIX responses to a data load. This field should be captured from the FASTER response header where the sending institution is equal to ‘99’ and sending school is equal to ‘0006’. It should be recorded for future transmissions of the migrant student to a subsequent district or again to the MSIX system.


Migrant Status Term:

Provide one of the valid values as identified by Item #14 on the Demographic format.


Migrant Birth State:

This two-digit field should be provided whenever known.  The birth state should be recorded on the MEP Certificate of Eligibility (COE) by the district MEP staff.  However, this will more than likely be a freeform entry on the COE, so it may take additional effort to identify the specific two-digit code for the state of birth.  The FASTER data reported for this field will come from one of two lists of valid state codes. 


If the Country of Birth is the United States (US), the Migrant Birth State must be a valid code for the country indicated on Appendix H of the Education Information and Accountability Services (EIAS) Student Database Manual.


If the Country of Birth is Mexico (MX), Canada (CC), or one of the South American country codes, Migrant Birth State must be a valid code for the country indicated on Appendix BB of the EIAS Student Database Manual.  It is important to know that these state codes are unique within the country, but are not unique across all countries in this appendix.


MSIX requests that we provide spaces rather than ‘ZZ’ if this data is not available or is unknown.


Birth Date Verification:

Provide this data item whenever possible when submitting migrant students to the MSIX system.  If the birth date has not been verified, please submit the value of ‘9’. 


Birth Place:

This is an 18-character freeform entry field for the name of the birth place of an individual.  This field is not submitted to the MSIX system.  However, for migrant student record keeping at the district level, you may find the name of the birth place that correlates to the student’s birth place under the "State Name" column on Appendix BB .  Choose the textual name of the birth country and state which is applicable.  This field is not required for migrant students.


Female Parent/Guardian Code:

This field should be populated with the code that best reflects the relationship of the Female Parent/Guardian Name field.  If the migrant student does not have a female parent or guardian, this field should be left blank. 

If the name of the female is:


Female Parent/Guardian Name:

This field should be formatted and populated with the female parent’s name in a manner sufficient for FASTER to build the associated MSIX Female Parent/Guardian Code.  If the migrant student does not have a female parent or guardian, this field should be left blank.


When a female parent name is available for a migrant student, migrant non-attender, or migrant home schooled student, FASTER will expect this field to contain only the name of the female parent or guardian in the format of last name, followed by a comma ‘,’ and the comma followed by the first name.  This field should be populated with the name of the student’s mother or legal female guardian.

Example:          Doe, Jane


Male Parent/Guardian Code:

This field should be populated with the code that best reflects the relationship of the Male Parent/Guardian Name field.  If the migrant student does not have a male parent or guardian, this field should be left blank. 

If the name of the male is:


Male Parent/Guardian Name:

This field should be formatted and populated with the male parent’s name in a manner sufficient for FASTER to build the associated MSIX Male Parent/Guardian Code.  If the migrant student does not have a male parent or guardian, this field should be left blank.


When a male parent name is available for a migrant student, migrant non-attender, or migrant home schooled student, FASTER will expect this field to contain only the name of the male parent or guardian in the format of last name, followed by a comma ‘,’ and the comma followed by the first name.  This field should be populated with the name of the student’s father or legal male guardian.

Example:          Doe, John


Parent/Guardian Code:

In cases where the name of a migrant student’s mother or father is not available, or the name of an additional guardian is available, enter the code that identifies the appropriate gender code that is associated with the name entered in the Parent/Guardian Name field.


Parent/Guardian Name:

Enter an available name of a legal guardian or other adult responsible for the student.  The gender of the Parent/Guardian should be consistent with the name entered in this field.


Country of Birth:

Provide a two-character code from Appendix G of the EIAS Database Manual which identifies the country of birth of the migrant student.  MSIX requests that we provide spaces rather than ‘ZZ’ if this data is not available or is unknown.


Birth Date:

Provide the birth date of the migrant student in the format of CCYYMMDD.  This is a required field.



I02 – Immunization Format


Immunization Status:

Provide a valid code from valid entries for Immunization Status field #7 of this format.  A value of ‘Y’ or ‘N’ will be sent to the MSIX system based upon the value sent in this field.  This indicates the district has immunization records on file for the migrant student.


If a value of ‘1’, ‘5’, ‘6’, ‘7’, or ‘8’, a value of ‘Y’ is sent to the MSIX system.  Otherwise, a value of ‘N’ is sent to MSIX.



I03 – Enrollment (School Year) Format


MSIX requires states to provide an enrollment for each school the migrant student has attended, and that each enrollment carry two specific dates:  Enrollment Date and Withdrawal Date.  This provides for the ability to track a migrant student’s movement and timeframes from one location to another whether within a state or from state to state.  Both of these requirements differ considerably from the way FASTER was designed.  


Since FASTER was designed to allow for the submission of only one School Year (I03) record for an academic year, this deviates from what has been the standard approach for submitting a students School Year and associated course history records.  Therefore, beginning with the FASTER 2010/2011 cutover, districts will need to submit an I03 record per school enrollment for migrant students.  This will only pertain to the submission of migrant students to MSIX or migrant students to another district.


School Year With Century:

This is a required field for all submissions.  For submissions of migrant students, there may be more than one I03 which will contain the same School Year.  This is because districts will need to submit a School Year (enrollment) record for each school the student was enrolled during the school year.


New Field – Enrollment Date:

This field will be required for each I03 record submitted for a migrant student.  It will not be required for non-migrant students.  It will represent the date on which the migrant student was actually enrolled in a school.


New Field – Withdrawal Date:

This field will represent the date on which the migrant student was withdrawn from the school.  It will not be required for each I03 record submitted for a migrant student because the student may be enrolled at the time of record submission to MSIX.  Please provide the withdrawal date for a student when it is available.  This field is not required for non-migrant students. 


New Field – Migrant District Attended:

For migrant students, Migrant District Attended must be a state assigned number for the school district or other agency where the migrant student was enrolled and attended school.  This field must only be populated with the district numbers 01 thru 76, or FL. See Valid Migrant District Values.


New Field – Migrant School Attended:

For migrant students, Migrant School Attended must be the number of the school where the student was enrolled and attended school.  When reporting the Florida Migrant Pass Program courses the valid combination should be the district and school in which the student attended these courses. See Valid Migrant District/School Combinations.



I04 – Course Format


MSIX does not permit the loading of out-of-state courses into the MSIX system.  Transcript courses found to contain a combination of a District Number, Where Credit Earned, and School Number, Where Credit Earned, that defines an out-of-state course will be rejected in entirety.


District Number, Where Credit Earned:

For migrant students, District Number, Where Credit Earned, must be a state assigned number for school district or other agency.  This field must only be populated with the district numbers 01 thru 76, or FL. See Valid District Values.   


School Number, Where Credit Earned:

For migrant students, School Number, Where Credit Earned, must be the number of the school where the student previously earned credit in association with the District Number, Where Credit Earned, reported.  When reporting the Florida Migrant Pass Program courses the valid combination should be the district and school in which the student attended these courses. See Valid District/School Combinations.



I05 – VOC, LEP, Dropout Format


The MSIX system requires an indicator of ‘YES’ or ‘NO’ to be sent for each migrant student. 


English Language Learners, PK12:

For migrant students, provide a value of ‘LP’, ‘LY’, or ‘LF’ to report a value of ‘YES’ to the MSIX system.  All other valid values of ‘LZ’, ‘ZZ’ or blank will be equated to a ‘NO’ for the value reported to the MSIX system.


NOTE:  The code of ‘LN’ is no longer a valid value for this field.



I11 – Migrant Student Format


Provide data for a migrant student associated with the most recent qualifying move of the student.


Migrant Residency Date:

This is a required field on the FASTER I11 Migrant Student format. 


Qualifying Arrival Date (QAD) for Migrant Program Eligibility:

This is a required field on the FASTER I11 Migrant Student format.  This is the date that would have been recorded on the Migrant Certificate of Eligibility (COE), which is completed at the time the student is identified as a migrant student. 


QAD From City:

This is a 20-character freeform data entry field, and should contain the name of the city from which the student made the qualifying move.  This field is also recorded on the COE completed at the time the student is identified as a migrant student.


QAD From State:

Provide a two-character state code of a state within the United States, Canada, Mexico or South America in which the student resided prior to the qualifying move.  Select a valid code for a state in the United States from Appendix H of the EIAS Database Manual; or a valid code for Mexico, Canada, or South America from Appendix BB of the EIAS Database Manual.


State codes for Mexico, Canada and South America are repeated in Appendix BB .  Therefore, it is possible to find the same state code for two different countries.  The combination of the state code selected for a specific country, together with the country code are what make the state code unique to the MSIX system.

Example:

If the state is Capital Federal in Argentina, the State Postal/FIPS Code of ‘C’ from Appendix BB would be reported along with the country code of ‘AE’.  ‘C’ is also a valid code for Bolivia, so it is important to include the country code to distinguish between the two states.


QAD From Country:

Provide a two-digit abbreviation of the country in which the student resided prior to the qualifying move.  Provide a valid code from Appendix G in the EIAS Database Manual for the country.


QAD To City:

This field is required when reporting a migrant student, and is a 20-character freeform field.  Provide the name of the city to which the student has moved.  This is also a field that would have been entered on the COE for the student.


QAD To State:

This field is required when reporting a migrant student.  The field should contain a two-digit abbreviation of the state in the United States in which the student’s residency in the new school district is located when the student made the last qualifying move.  Provide a valid state code from Appendix H of the EIAS Database Manual.  Please note that MSIX recognizes Puerto Rico as the only valid U. S. Territory/Commonwealth the MSIX system currently recognizes.  ‘ZZ’ is not a valid entry for this data item.  Leave this field blank if the state is not a U.S. state or the U.S. territory of Puerto Rico.



[1] U.S. Department of Education, MSIX Interface Requirements Specification, ED-06-CO-0108

[2] U.S. Department of Education, MSIX Interface Requirements Specification, ED-06-CO-0108