Transcript Migrant Student Information Exchange_Session 13.ppt

Migrant Student Information
Exchange (MSIX)
JACK O’CONNELL
State Superintendent
of Public Instruction
Accountability Leadership Institute
for English Learner, Immigrant,
and Migrant Students
Hyatt Regency San Francisco Airport
Burlingame, CA
December 7-8, 2009
JACK O’CONNELL
State Superintendent
of Public Instruction
Jorge Gaj, Consultant
MIIEO/CDE
[email protected]
Jacinto Salazar, Manager
MSIN
[email protected]
JACK O’CONNELL
State Superintendent
of Public Instruction
MSIX Overview
The Need for Migrant
Student Records Exchange
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
MEP User Community
MIS 2000
Main Users
• Educators
• School Registrars
• Counselors
Secondary Users
• Other users will
be given access
based on their
role in the MEP
NGS
COEStar, MSIN
Custom Systems
MSIS
State MEP Users
OMSIS
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
Records Exchange Initiative
Goals
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
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?
JACK O’CONNELL
State Superintendent
of Public Instruction
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
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
MIS 2000
NGS
COEStar
Other
Enter /View
Student Data
MSIN
End Users
State MEP Systems
sFTP File
Transfer
View Student
Data
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
Data Upload
• Data Configuration
• Scheduling
Security
• Role-based Access
• Encryption
User Administration
• Registration/Maintena
nce
• Login/Password
Reference Data
• States
• Schools
• Demographics
Reporting
• Data Reports
• Information Exchange
Reports
• OME Reports
• Display as Word,
Excel, and PDF
MSIX Leverages eScholar’s
ID Capabilities
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
MSIX PROCESSING
Upload file
Data validation
Error
s?
No
Near
match
or
duplica
te?
No
Assign ID
Download batch
Yes
Yes
Fix errors
Resolve near
matches /
duplicates
ID Student Record Matching
Process
JACK O’CONNELL
State Superintendent
of Public Instruction
Matching Outcome
Action Based on Matching
Outcome
Match
MSIX assigns
pre-existing
identifier
Near
Match
Student Record:
First Name
Middle Name
Last Name
Date of Birth
Gender
...
Matching engine
compares student
record to every preexisting student in
the Uniq-ID database
No Match
Human
intervention
needed to
determine if
student already
exists in the
Uniq-ID database
MSIX creates
new identifier
Uniq-ID Master
Database
MSIX User Roles
JACK O’CONNELL
State Superintendent
of Public Instruction
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 records
Initiate merge and split of student records
Email notification of an arrival or
departure of a student
Export student records to a file for load
into their State’s system
Guidance
Counselor
MEP Data
Entry Staff
Recruiter
Registrar
Teachers
School 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
JACK O’CONNELL
MSIX User Roles and Responsibilities
State Superintendent
of Public Instruction
User Role
Description
Functions Allowed
Potential Users
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 records
Generate data and Information Exchange
reports
Initiate merge and split of student records
Validate or reject record near matches,
merges and splits
Resolve data quality issues
Respond to escalation requests
Email notification of an arrival or departure of
a student
Export student records to a file for load into
their State’s system
State MEP
Administrators
MEP Data entry staff
State User
Administrator
State User Administrators
establish and manage user
accounts for users in their state.
Create user accounts
Assign role(s)
Update user account information
Deactivate user accounts
Reset 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 structure
Create new regions
Associate districts to regions
Edit regions
State MEP
Administrators
MEP Data entry staff
State Level Roles
MSIX Administration Levels
JACK O’CONNELL
State Superintendent
of Public Instruction
JACK O’CONNELL
State Superintendent
of Public Instruction
Minimum Data Elements
Phased Data Submission
JACK O’CONNELL
State Superintendent
of Public Instruction
• Phase I – By January 2010
–Demographic
–Mobility
–Health (Immunization Flag)
Phased Data Submission
JACK O’CONNELL
State Superintendent
of Public Instruction
• Phase II – By June 2010
–Assessment Data
• CST
• CELDT
• CAHSEE
Phased Data Submission
JACK O’CONNELL
State Superintendent
of Public Instruction
• Phase III – Dependent on the CALPADS
Implementation Schedule
– Course History
• Course History
• Course Type
• Clock Hours
• Credits Granted
• Final Grade
• Course Section
JACK O’CONNELL
State Superintendent
of Public Instruction
Intended Use of MDEs
Enrollment
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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
JACK O’CONNELL
State Superintendent
of Public Instruction
Student Record View
JACK O’CONNELL
State Superintendent
of Public Instruction
Historical Record View
JACK O’CONNELL
State Superintendent
of Public Instruction
User Access
JACK O’CONNELL
State Superintendent
of Public Instruction
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
JACK O’CONNELL
State Superintendent
of Public Instruction
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
JACK O’CONNELL
State Superintendent
of Public Instruction
Update as of November 17, 2009
JACK O’CONNELL
State Superintendent
of Public Instruction
Next Steps
JACK O’CONNELL
State Superintendent
of Public Instruction
• December 2009/January 2010 –
CA MSIX Testing
• January/February 2010 – Initial
upload of CA MEP students
• Notification of CA MEP students
live on MSIX