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)
MSIX Processing Overview
MSIX Upload Processing
The processing flow diagram MSIX Upload Process Flow depicts the flow of transcript data from a district to the
MSIX system and back. The flow is
represented by six different steps.
1.
The district prepares a file of
migrant transcripts formatted according to the FASTER system standards and
addressed to the MSIX system. This file
is transmitted to a data set at Northwest Regional Data Center. This file
becomes the input to the posting program SRTS03.
2.
The district then runs the posting
program SRTS03. This program edits the
response file, storing on the database all records having no errors. An edit report of all transcripts failing
edits is sent back to the submitting district.
Transcripts that have passed the system edits are now ‘staged’ for
transmission to the MSIX system.
3.
As the need arises, the state MEP
Administrator will have the need to ‘deactivate’ a student in the MSIX
system. An example of this is when a
student has been mistakenly identified and sent to the MSIX system as a
currently served migrant student. The
MEP Administrator will logon to the MSIX CICS application at the Department of
Education and ‘marked’ for deactivation.
Deactivation upload records will be picked up and sent to the MSIX
system during the next scheduled transcript upload process.
4.
In the late afternoon, Monday thru
Friday, a local program is executed which gathers all transcripts that have
been submitted to the MSIX system and that have passed edits. A series of programs is executed to format
and build an MSIX transcript file formatted as XML (MSIX Inbound). This file is then transmitted via FTP to the
MSIX FTP server and is queued for overnight processing.
5.
Sometime after midnight, MSIX
processing validates the Florida file for proper XML formation. If the file is not malformed, the MSIX system
processes the file. For each transcript
sent, one of three results will occur:
the student is new to the MSIX system, the student is matched to an
existing student in the MSIX system, or the student is ‘nearly matched’ to an
existing student in the MSIX system. A MSIX response record is built for every
transcript sent to the MSIX system and stored in a file on the MSIX FTP server
for retrieval by a Florida FTP process.
6.
The following afternoon the MSIX
Outbound response file is retrieved by a Department of Education FTP process
and loaded to the mainframe for processing by the FASTER system.
7.
A scheduled FASTER process is
executed which converts the MSIX XML response file (MSIX Outbound) and builds a
FASTER header response record for each transcript the district originally sent
to the MSIX system.
8.
The originating district runs the
retrieval program SRTS04 to retrieve all responses queued for their
district. All responses received from
the MSIX system associated with the original transcript submission by the
district will be downloaded at this time.
In cases where the student is new to the MSIX system or found to exist
in the MSIX system, a MSIX ID will be included in the header for the
student. No MSIX ID will be included for
those students ‘nearly matched’. All
headers will contain a message type of either ‘M01’, ‘M02’, or ‘M05’. If any students were ‘deactivated’ during the
MSIX upload processing, a header will be present for each student ‘deactivated’
containing the message type ‘M06’.
Students who have ‘Near Matched’
become work items in the MSIX system to be validated by your district MEP
Coordinators. A MSIX ID will be issued
and returned to the district as each transcript is validated and worked.
MSIX Split/Merge Processing
The processing flow diagram MSIX Split-Merge Process Flow depicts the flow of transcript data from the MSIX system to
the district for those students who were ‘Near Matched’ during the transcript
upload process. The flow is represented
by four different steps.
1.
The district MEP Coordinator will
logon to the MSIX Web site. Work items
will be queued for the Coordinator as a result of any transcripts which were uploaded
and found to ‘Nearly Match’ an existing student. These work items must be worked individually
by the Coordinator to resolve the ‘Near Match’ situation by either merging the
student with the existing student or by validating the student is truly new to
the MSIX system. In either case, a merge
response file will be generated for the student and returned via a single file
to the FASTER system. A file will be
generated for each student worked and validated.
2.
In the late afternoon, Monday thru
Friday, a process is executed which retrieves all Split/Merge files generated
during the past 24 hours. The files are
downloaded to a DOE FTP server and concatenated for processing.
3.
Subsequent processing converts the
MSIX XML split/merge response file (MSIX Outbound) and builds a FASTER header
response record for each transcript response provided in the files.
4.
The originating district runs the
retrieval program SRTS04 to retrieve all responses queued for their
district. All responses received from
the MSIX system associated with resolved split/merge work items for the
district will be downloaded at this time.
In all cases here, a MSIX ID will be present for each student work
item. All headers will contain a message
type of either ‘M03’, or ‘M04’
Transcript Submissions
General Information
·
Districts should never submit
requests (‘R’ message types) to the MSIX system. Requests addressed to the MSIX system
(district = 99 and school = 0006) will be rejected.
·
Districts should always submit
migrant transcripts with a message type of ‘Q01’ only.
·
Message types received by districts from
the MSIX system regarding migrant transcript submissions will be ‘M01’, ‘M02’,
‘M03’, ‘M04’, or ‘M05’. A full
description of these message types can be found in Appendix W - Return Codes and Parms.
·
The message type ‘M06’ will be
received by districts from the MSIX system for migrant students who have been
deactivated via processing initiated at the state level. Students can only be deactivated by the state
Migrant Education Program (MEP) administrator.
·
Districts will receive a message
type of ‘X01’ for transcripts failing to pass the FASTER edits.
·
Students who no longer are served by
the MEP must be deactivated in the MSIX system.
Deactivation of a student is initiated by the state MEP Administrator
based upon information received from district MEP coordinators. Deactivations will be sent to the MSIX system
during the regularly scheduled MSIX upload processing. Please see the ‘MSIX Upload Processing’
section of this document for further information.
Submission Timeframes
Submission of migrant records is
based upon a schedule. 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:
Home Schooled
·
Home schooled students should be
transmitted with a District Current Enrollment equal to the district in which
the student is being home schooled and a School Number Current Enrollment equal
to ‘9998’. School number ‘9998’ is valid
for districts 01-76.
·
Courses taken by a student thru home
schooling should be reported with a District, Where Credit Earned equal to the
district in which student is being home schooled and a School, Where Credit
Earned equal to ‘9998’. Please refrain from utilization of the older
school code of ‘N998’ for home schooled courses.
Non-Attenders & Out-of-School Youth (OSY)
·
Individuals receiving Migrant
services who are not in school or school age youth receiving Migrant services
who are currently not attending school should be transmitted with a District
Current Enrollment equal to the district in which the student is receiving
services and a School Number Current Enrollment equal to ‘9997’. School number ‘9997’ is valid for districts
01-76.
·
If available, any academic course
history which exists for the individual within the reporting district should be
provided for the individual being reported.
As example, course work for the academic year 2010-2011 existing for the
person being reported as a non-attender in the academic year 2011-2012, should
be reported at the time of submission as a non-attender.
Reporting MSIX Identification Numbers
MSIX identification numbers should
be provided with submitted transcripts once the identification number has been
provided back to the sending district by the MSIX system. When a student is submitted by a district to
the MSIX system for the first time, the MSIX system will provide the district
with the assigned MSIX ID via a FASTER response if the student is found to be
either new to the MSIX system or the student sent is matched to an existing
student in the MSIX system. In cases
where the student is found to be a ‘near match’ with an existing student in the
MSIX system, no MSIX identification number will be returned to the sending
district for the student.
Near Matched Students
The district coordinator or designee
will be required to ‘validate’ the near match by logging on to the MSIX system
and working the ‘near match’ item before a MSIX identification number will be
assigned to the student. Once the
validation is completed, a MSIX identification number will be returned to the
sending district via a FASTER response.
This can take several days or weeks depending upon how long it takes for
district MEP personnel to validate the ‘near match’.
Subsequent Submissions of the Student
Once the MSIX identification number
is returned to the district, the district will be required to send the MSIX
identification number for subsequent submissions of the student to the MSIX
system. The FASTER edit program edits
the MSIX identification number to ensure that the district is maintaining the
number for the student as required by the Migrant Education Program
office. The edits have been changed to
incorporate the FASTER Student Identifier Alias field to accommodate changes to
the identification of the student by the district such as when the student was
initially submitted to MSIX under a High School number and later submitted under
a Social Security Number. The edits are
outlined below to help clarify how the MSIX identification number edits
function.
1.
Initial MSIX ID lookup of the
student occurs using the Primary Student Identifier and the sending district
number combination. If the student is
found on the DOE Migrant database, the incoming MSIX ID from the sending
district must equal what is recorded for the student on the DOE Migrant
database.
·
If no MSIX ID is recorded for the
student on the database, no MSIX ID should have been submitted for the student
(no MSIX ID will be found on the database for students in a ‘near match’
status)
·
If a MSIX ID is recorded for the
student on the database, the MSIX ID submitted for the student must equal what
is recorded for the student on the database
2.
If the student is not found is step
#1 above, attempt to locate the student with the Student Identifier Alias and
the sending district number combination.
If the student is found on the DOE Migrant database, the incoming MSIX
ID submitted for the student must equal to what is recorded for the student on
the DOE Migrant database.
·
If no MSIX ID is recorded for the
student on the database, no MSIX ID should have been submitted for the student (no
MSIX ID will be found on the database for students in a ‘near match’ status)
·
If a MSIX ID is recorded for the
student on the database, the MSIX ID submitted for the student must equal what
is recorded for the student on the database
3.
If the student is not found is step
#1 or #2 above, the student will be considered new to the sending district.
·
If the sending district has sent a
MSIX ID for the student, the transcript will be rejected. Districts should not look up MSIX
identification numbers in the MSIX system for students who are new to the
district. The MSIX system will provide
the MSIX identification number based upon the matching process taking place in
the MSIX system
·
Students found to be new to the
sending district, should not have a MSIX ID submitted by the district
School Year Format –Migrant Fields
Migrant District/School Attended Fields (FASTER School Year
Format I03)
·
Required beginning 2012-2013
academic year.
·
District and School where the
student is attending during the academic year.
·
‘9997’ if the individual is not
attending school during the reported academic year (non-attender).
Migrant Enrollment Date Field (FASTER School Year Format I03)
·
Required beginning 2012-2013
academic year.
·
Non-attender reporting: the date the student was enrolled in the MEP
program if the student is not currently enrolled in school. This date should be equal to the date
reported in the MEP Enrollment Date field on the FASTER Demographic record
(I01).
·
Attenders: the date the student was enrolled in the
school being reported for the academic year.
Migrant Withdrawal Date Field (FASTER School Year Format I03)
·
Required beginning 2012-2013
academic year.
·
One of the following dates:
The
date the student withdrawals from classes at a school within the reporting
district
The
approximate date the student leaves the district if they do not physically
withdrawal from the school
The end of the school year as noted by the sending district
if the student completed the school year.
Migrant Fields by Format
All FASTER formats are applicable
for the submission of migrant students.
However, MSIX specific data is submitted on the FASTER Demographic
(I01), School Year, Course (I04), and the Migrant Student (I11) formats. The data descriptions below detail specific
data requirements for the fields when submitting Migrant data. Please utilize this list in conjunction with
the FASTER format pages on the FASTER Web site.
|
I00 – Header Format |
One per transcript |
|
Addressed Institution, Number of
District |
Must be equal to ‘99’. |
|
Addressed Institution, Number of
School |
Must be equal to ‘0006’. |
|
Sending Institution, Number of
District |
Must be equal to the valid
district number of the sending district 01-67. |
|
|
Cannot be equal to ‘FL’. |
|
|
Note: District Number, Current Enrollment fields
on all subsequent FASTER format records for the student must be equal to this
field. |
|
Sending Institution, Number of
School |
Can be equal to a valid school
number within the sending district. |
|
|
Must be equal to ‘9997’ when
reporting a individual being served by MEP but is not enrolled in school
(Non-attender or out-of-school youth) |
|
|
Must be equal to ‘9998’ when
reporting a student who is home-schooled. |
|
|
Note: School Number, Current Enrollment fields on
all subsequent FASTER format records for the student must be equal to this
field. |
|
Message Type |
Must be equal to ‘Q01’. |
|
|
|
|
I01 – Demographic Format |
One per transcript |
|
MSIX Identification Number |
Can be blank when the student is
new to MSIX. |
|
|
If you have received a response
from the MSIX system with the MSIX ID attached, provide the MSIX ID in any
subsequent transmission of the student. |
|
|
If you have received transcript
information from another district for an active MSIX student, the MSIX ID
should have been provided in the Header record. Provide the MSIX ID in any subsequent
transcript transmission of the student whether to the MSIX system or to
another district. |
|
Migrant Birth State |
Valid two digit code for the country indicated on Appendix H of
the EIAS Database Manual if born in
the United States. |
|
|
Valid two digit code for the country indicated on Appendix BB of
the EIAS Database Manual if born in
Mexico (MX), Canada (CC) or one of the South American country codes. |
|
|
Submit spaces if the birth state
is unknown. |
|
MEP Enrollment Date |
Valid date the student was
enrolled in the Migrant Education Program as provided on the Migrant
Certificate of Eligibility (COE). |
|
Birth Date Verification |
Code which indicates the legal
evidence for verifying the student’s birth date. |
|
Birth Place |
18 character freeform entry field
for the name of the birth place of the student. City, state/territory or foreign country. |
|
Female Parent/Guardian Code |
Code indicating relationship of
the female parent or guardian to the student. |
|
Female Parent/Guardian Name |
At all times possible, please
submit the mother’s name in this field formatted as ‘last name, first
name’. See Parent/Guardian fields if
neither the mother or father name is available. |
|
Male Parent/Guardian Code |
Code indicating relationship of
the male parent or guardian to the student. |
|
Male Parent/Guardian Name |
At all times possible, please
submit the father’s name in this field formatted as ‘last name, first
name’. |
|
Parent/Guardian Code |
To be used when neither the
father’s nor the mother’s names are available. This field is to identify the guardian
traveling with the migrant student.
‘M’ for male, ‘F’ for female. |
|
Parent/Guardian Name |
To be used when neither the
father’s nor the mother’s names are available. This field is to identify the guardian
traveling with the migrant student. |
|
Migrant Continuation of Services |
Valid code associated with a
migrant student whose eligibility has expired but who continues to receive
services. See the Demographic format
for a description of each code. |
|
Migrant Priority for Services |
A ‘Y’ or ‘N’ indicator designating
if the student is a priority for migrant services or not. |
|
Country of Birth |
Provide the two digit country code associated with the
country of birth as defined in Appendix G
of the EIAS Database Manual. ‘ZZ’ or
spaces can be provided if not known. |
|
Birth Date |
The valid date of birth in
association with the Birth Date Verification field above. |
|
Multiple Birth Student |
It is important to provide this
indicator if the individual being reported is of a multiple birth (twin,
triplet etc.) |
|
|
|
|
I02 – Immunization Format |
One per transcript |
|
Immunization Status |
Enter the valid code associated
with the status of the student. See
the I02 FASTER format for the appropriate code to submit. |
|
|
If code is ‘1’, ‘5’, ‘6’, ‘7’, or
‘8’, a value of ‘Y’ will be sent to the MSIX system. Otherwise, a value of ‘N’ will be sent. |
|
|
|
|
I03 – School Year Format |
One per each enrollment during the
same academic year in your district.
If a student has attended school within your district more than one
time, the student would have one I03 record for each enrollment period during
the same academic year identifying both the Enrollment and Withdrawal dates
and the district and school attended during each enrollment. See example below this chart. |
|
Migrant Enrollment Date |
The date on which the student was
actually enrolled in a school within your district. |
|
|
Required beginning 2012/2013
academic year. |
|
|
Date must be a valid date within
the reported academic year. Academic
year running from 8/1/Year1 thru 7/31/Year2.
(8/1/2012 thru 7/31/2013) |
|
Migrant Withdrawal Date |
The date on which the student
withdraws from a school within your district, if the student was previously
enrolled in your district in the same academic year. |
|
|
Should be reported if the student
has either completed the academic year of when the student withdrew from
school or stopped attending school. |
|
Migrant District Attended |
The valid district number where
the student was enrolled in your district.
See Valid District Values |
|
|
Required beginning 2012/2013
academic year. |
|
|
Must be your district number |
|
Migrant School Attended |
A valid school number within the
Migrant District Attended where the student was enrolled. See Valid School Values |
|
|
Required beginning 2012/2013
academic year. |
|
|
Must be a valid school number
within your district or the value of 9997 for a non-attender. |
|
|
|
|
I04 – Course Format |
Multiple per academic year |
|
District Number, Where Credit
Earned |
District
number must be ’01 thru ‘76’ or ‘FL’. See Valid District Values. |
|
School Number, Where Credit Earned |
School
number must be a valid public school number from the MSID file, private PK-12
school number from the private MSID file, N998 for home school, valid public
state college or university number or a private postsecondary number. See
Valid
School Values. |
|
|
No out of state course work can be
submitted to the MSIX system. |
|
|
|
|
I05 – VOC, LEP, Dropout Format |
One per transcript (optional) |
|
English Language Learners, PK-12 |
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. |
|
|
|
|
I11 – Migrant Student Format |
One per transcript |
|
Migrant Residency Date |
Date when the child entered the school district
establishing his/her residency. |
|
|
This is a required field on the FASTER I11 Migrant Student
format. |
|
Qualifying Arrival Date (QAD Date) |
Date a child arrives in a new stated or school district
within a state as a result of a move which establishes eligibility under
federal guidelines. |
|
|
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.
|
|
|
This is a required field on the FASTER I11 Migrant Student
format. |
|
QAD From City |
20 character freeform data entry
field that should contain the name of the city from which the student made
the qualifying move. |
|
|
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 Sate |
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. |
|
|
Select a valid code for a state in
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 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 To State |
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. |
|
|
Leave this field blank if the
state is not a U.S. state or the U.S. territory of Puerto Rico. |
|
|
‘ZZ’ is not a valid entry for this data item. |
Enrollment Submission Examples
Student enrolled in past
years
ENRL DT WITH DT DIST/SCHL
I039999999999 470021
20042005007118P 20040831 20041025 470161
I039999999999 470021
20042005007118P 20050126 20050501 470031
I049999999999 470021
470161NORTH ELEMENTARY SCHOOL
20042005
I049999999999 470021 470031CENTRAL ELEMENTARY SCHOOL20042005
Student currently enrolled
(Migrant fields required beginning 2012/2013)
ENRL DT WITH DT DIST/SCHL
I039999999999 470021
20122013007118P 20120831 20121025 470161
I039999999999 470021
20122013007118P 20130126 470031
I049999999999 470021
470161NORTH ELEMENTARY SCHOOL
20122013
I049999999999 470021 470031CENTRAL ELEMENTARY SCHOOL20122013
Response Headers
Upon processing of the transcripts
submitted to the MSIX system, the MSIX system will generate XML responses to
the FASTER system. Each transcript sent
to the MSIX system will have a response record associated with the processing
of the transcript. The XML response file
is processed by the FASTER system the working day after upload to the MSIX
system. Each XML response will be
formatted into a FASTER Header Only response to the sending district which will
be deposited into the FASTER mailbox for delivery.
Likewise, as MEP district
coordinators work their ‘Near Match’ work-list items (includes ‘merging’ or
‘splitting’ MSIX records), MSIX XML responses will also be generated. As noted in the Split/Merge flow diagram at
the beginning of this document, this will result in multiple files which upon
receipt by Florida are concatenated and processed in a similar fashion as
regular responses are. This results in FASTER
Heard Only responses which carry different Message Types that would regular
responses.
Upon the execution of the FASTER
program SRTS04, the district will retrieve all responses addressed to the
district including the MSIX responses.
Two specific pieces of information can be on the MSIX Header responses
that should be captured by the district.
These fields are the MSIX Identification Number (MSIX ID) and the
associate Message Type. The table below
outlines where the MSIX ID will be located if present and details regarding the
Message Types.
|
I00 – Header Format |
|
|
Institutional Student Number |
Field #7 on the I00 format will
contain the MSIX Identification Number (MSIX ID) |
|
|
Will contain the MSIX ID when
Message Type equals ‘M01’, ‘M02’, ‘M03’, ‘M04’ |
|
|
Will contain the MSIX ID when
Message Type equals ‘M06’. However,
this message type indicates the student is no longer active in the MSIX
system. The student should not be
transmitted in subsequent transmissions to the MSIX system. |
|
|
Will be spaces when Message Type
equals ‘M05’ |
|
|
Capture the MSIX ID when present |
|
Message Type |
‘M01’ when the student is new to
the MSIX system. |
|
|
‘M02’ when the student is matched
to an existing student in the MSIX system. |
|
|
‘M03’ when the MSIX ID has been
reassigned (changed) due to a validate ‘Split’ by the MEP district
coordinator or state administrator. |
|
|
‘M04’ when the student record has
been involved in a validated ‘Merge’ by the MEP district coordinator or state
administrator and the MSIX ID has changed. |
|
|
‘M05’ when the student was
partially matched to an existing student or students in the MSIX system. This is considered a ‘Near Match’ which
must be worked by the MEP district coordinator. No MSIX ID will be present in the
Institutional Student Number field when the Message Type is ‘M05’. |
|
|
‘M06’ when the student has been
‘Deactivated’ by the MEP state administrator.
This student is no longer being serviced by the MEP and therefore
should not be submitted on subsequent transcript submissions to the MSIX
system. |
[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
