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
JACK O’CONNELLState Superintendent of Public Instruction
Jorge Gaj, ConsultantMIIEO/[email protected]
Jacinto Salazar, [email protected]
JACK O’CONNELLState Superintendent of Public Instruction
MSIX Overview
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
MSIX Administration Levels
JACK O’CONNELLState Superintendent of Public Instruction
Minimum Data Elements
JACK O’CONNELLState Superintendent of Public Instruction
Phased Data Submission
• Phase I – By January 2010
–Demographic
–Mobility
–Health (Immunization Flag)
JACK O’CONNELLState Superintendent of Public Instruction
Phased Data Submission
• Phase II – By June 2010
–Assessment Data •CST•CELDT•CAHSEE
JACK O’CONNELLState Superintendent of Public Instruction
Phased Data Submission
• Phase III – Dependent on the CALPADS Implementation Schedule
– Course History• Course History• Course Type• Clock Hours• Credits Granted• Final Grade• Course Section
JACK O’CONNELLState Superintendent of Public Instruction
Intended Use of MDEs
JACK O’CONNELLState Superintendent of Public Instruction
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
JACK O’CONNELLState Superintendent of Public Instruction
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.
JACK O’CONNELLState Superintendent of Public Instruction
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.
JACK O’CONNELLState Superintendent of Public Instruction
Student Search
JACK O’CONNELLState Superintendent of Public Instruction
Student Record View
JACK O’CONNELLState Superintendent of Public Instruction
Historical Record View
JACK O’CONNELLState Superintendent of Public Instruction
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.
JACK O’CONNELLState Superintendent of Public Instruction
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.
JACK O’CONNELLState Superintendent of Public Instruction
MSIX Implementation Status
JACK O’CONNELLState Superintendent of Public Instruction
Update as of November 17, 2009
JACK O’CONNELLState Superintendent of Public Instruction
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