THE MIGRANT STUDENT INFORMATION EXCHANGE (MSIX) Parent Advisory Council (PAC) Meeting February 4,...

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THE MIGRANT STUDENT INFORMATION EXCHANGE

(MSIX)

Parent Advisory Council (PAC) MeetingFebruary 4, 2013

Georgia Department of EducationMigrant Education Program

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Agenda Agenda

• Welcome Introductions• Records Exchange and MSIX• The Information and Its Origins• Data Security• The Consolidated Record • Uses• What Parents Can Do

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Records Exchange and MSIX

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What is Records Exchange?

•The Migrant Education Program (MEP) from each state in the United States collects specific education and health data from its migrant students and sends them to a national information system for students in the MEP

Records Exchange and MSIXRecords Exchange and MSIX

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Records Exchange Records Exchange and MSIX and MSIX

Why do we need Records Exchange?

•Migrant students often enroll in multiple schools and districts during the year as their families move to find work in agriculture or fishing

•Transferring their educational records from school to school can be a challenge

•Without current and accurate records, students may be placed incorrectly or not enrolled in school in a timely manner

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Records ExchangeRecords Exchange and MSIX and MSIX

What is being done to help with this challenge? The US Department of Education:

– Helps states to develop ways to electronically transfer student records of migrant kids who participate in the MEP

– Works with the states so that they can participate in this exchange

– Assures that the states participate in the exchange

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Records Exchange Records Exchange and MSIXand MSIX

What is MSIX?•The Migrant Student Information Exchange•MSIX is accessible through the Internet, but only for authorized school personnel •MSIX shows the school data of students in the MEP in different states and joins/consolidates them

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Question TimeQuestion Time

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The Information and Its Orgins

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Information and OriginInformation and Origin

What information does MSIX contain and where does it come from?

•The data in MSIX comes from information already collected from the Migrant Programs in the different states

•The data is broken down into 4 categories:– Demographic data– Enrollment data– Assessment data– Course history/class data

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Information and OriginInformation and Origin

Category Examples From Where?

Demographics Student names, parent names, date of birth, birth place, move from, move to, dates of move

Certificate of Eligibility (COE)

Enrollments Schools / districts enrolled, dates enrolled, grade, contact information for school and personnel , immunization flag, Limited English Proficiency flag, Special Education flag, medical alert

COE, health forms, school information, school / district database

Course History

Courses and classes taken, type of class (advanced, regular, etc.), grades, credits

Student forms, school information, school / district database

Assessments State, district, and school assessments, scores, content covered (Science, English, Math, etc.)

Student forms, school database

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Information and OriginInformation and Origin

• All of the information sent from the different states is held in MSIX

• If the student has participated in the MEP in different states, MSIX joins the information sent by all of the states about the student and produces a Consolidated Student Record

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Information and OriginInformation and Origin

• MSIX has a “student matching” process which takes place to determine if the student is the same as one from another state

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Information and OriginInformation and Origin

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Question TimeQuestion Time

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Data Security

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Data SecurityData Security

How is my child’s information protected?•MSIX is only open to approved users who have a need to view student data for decisions on enrollment, grade or course placement, and accrual of credits• Approved users are:

– MEP Staff– School Registrars– Teachers / Tutors / Counselors / Nurses– Advocates / Family Outreach Staff

•Parents and students cannot have an MSIX account

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Data SecurityData Security

• All potential users must complete an application that is approved by the state Migrant Program

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Data SecurityData Security

• Users are assigned a user name and password that must be changed every 60 days and cannot be “recycled”

• Users have 3 opportunities to log in unsuccessfully before the account gets locked

• After 90 days of inactivity, accounts are automatically disabled– Users have to contact the state MEP to have

their account reactivated and password reset

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Data SecurityData Security

• MSIX contains minimal personally identifiable information (PII) such as student names and dates of birth

• MSIX does not contain PII such as social security numbers, telephone numbers, addresses, place of employment, etc.

• All student data is protected in MSIX by the security measures in place

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Question TimeQuestion Time

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Consolidated Student Record - Example

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The Consolidated RecordThe Consolidated Record

Here is an example of a consolidated record showing only one state:

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The Consolidated RecordThe Consolidated Record

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Consolidated RecordConsolidated Record

Here is an example of a historical consolidated record, which shows multiple states:

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Consolidated RecordConsolidated Record

View with enrollments selected:

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Consolidated RecordConsolidated Record

MSIX users may print the consolidated record to share with school staff, parents, or students.

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Question TimeQuestion Time

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Uses

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UsesUses

It’s July. Jose just finished his Junior year

in high school and moved from Texas to

Iowa.

Jose’s Texas school is closed for the summer, so no one is available to respond to the Iowa

school’s transcript request.

The Iowa school registrar accesses

MSIX, reviews Jose’s course record from

Texas and places him in the appropriate

grade, his Senior year.

Jose successfully passes all of his

classes and graduates high school on time.

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UsesUses

Steve is an 8th grader who attends three

different schools in a given year. He excels in math, and finished

Algebra 1 in 7th grade.

Steve arrives at a new school. Based on his age, a new guidance

counselor recommends placing Steve in Pre-Algebra.

Steve mentions that he took Pre-Algebra two

years ago.

Steve is an 8th grader who attends three

different schools in a given year. He excels in math, and finished

Algebra 1 in 7th grade.

The counselor looks up Steve’s records in MSIX, realizes that

Steve is qualified to go into Geometry and revises his initial recommendation.

Steve mentions that he took Pre-Algebra two

years ago.

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UsesUses

Mona is 19 and is enrolling in her third

school of the year. She hopes to graduate from

high school in a few months.

Neither Mona nor her parents have copies of her earlier transcripts

showing what high school credits she has

accrued.

The guidance counselor determines that when

Mona finishes the current semester with

passing grades, she will have enough credits to

graduate.

Mona’s guidance counselor at the new

school accesses MSIX and can see all of her prior coursework and

grades.

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UsesUses

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Question TimeQuestion Time

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What parents can do

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What Parents Can DoWhat Parents Can Do

• Know your child’s MSIX identification number• Ask the MEP staff periodically to see your child’s

Consolidated Record • Check that the information in the Record is correct and

complete• Tell current state MEP if you know you will be moving and ask that they make the new state, MEP, district or school aware

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What Parents Can DoWhat Parents Can Do

• Ask for a Consolidated Record before moving and carry it with you

• Inform the new state/school/district

that your student is in MSIX

• Attend Parent meetings

• Talk with other parents about MSIX and what it can do

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Contact InformationContact Information

John Wight, GaDOEOmar Lopez-Nunez, GaDOE