2014 ID&R Forum How to Become a Better Recruiter with MSIX - - PowerPoint PPT Presentation

2014 ID&R Forum

October 29, 2014 Jacksonville, FL

How to Become a Better Recruiter with MSIX

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Presenters

Wahid Sadek MSIX Team Lisa Gillette OME Acting Group Leader Annie Babcock MSIX Team

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Agenda

• Records Exchange Background
• ID&R the Foundation for the MEP
• MSIX as an ID&R Resource
• What is MSIX?
• MSIX Account Access
• MSIX Roles and Responsibilities
• MSIX Functionality
• MSIX Resources

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Legal Reference for Records Exchange

Section 1304(b)(3) requires State Education Agencies (SEAs) to promote interstate and intrastate coordination by providing for educational continuity through the timely transfer of pertinent school records (including health information) when children move from one school to another, whether or not the move occurs during the regular school year.

Statute Part C of Title I of the Elementary and Secondary Education Act (ESEA) of 1965 – Sections 1304(b)(3) and 1308(b) Regulation 34 CFR 200.82(c) Guidance Non-Regulatory Guidance for Title I, Part C, Education of Migratory Children October 2010, VI (D).

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Records Exchange Initiative Goals

Goal Description 1 Create an electronic exchange for the transfer

• f migrant student education and health data

amongst the States. 2 Promote the use of the Migrant Student Information Exchange (MSIX). 3 Ensure the use of the consolidated migrant student record for the purposes of enrollment, placement, and accrual of credits of migrant students. 4 Produce national data on the migrant population.

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MSIX as a Recruitment Tool

The primary purpose of MSIX is to exchange migrant student records nationally for enrollment, placement and credit accrual. MSIX also serves as a valuable tool for ID&R, especially as a resource in helping recruiters offset challenges relating to ID&R. Today’s presentation will address how you can use MSIX to help address the challenges you face in your day-to-day work.

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Brainstorming Activity

Take a few minutes to talk in small groups to list some challenges you face as a recruiter. Be prepared to share with the large group.

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ID&R Challenges

Challenges Recruiters May Face Establishing a family’s migrant history Managing time effectively Finding and recruiting youth who travel on their own Conducting sweeps and recruitment blitzes Developing effective strategies to find eligible children and youth​ Locating those remote places where migrant families work and reside Finding “invisible” migrant children, who stay home or go to work with their parents instead of attending school Increasing numbers of migrant families migrating only during summer months Lack of migrant housing leading to scattered pockets of migrants Recruiting outside the schools, in

• ther words, implementing

comprehensive recruitment

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How MSIX Assists Recruiters

Some of the ways that recruiters can use MSIX:

• Send email move notifications when students leave your area to ensure that

they are recruited.

• Receive notifications when a student is arriving in your area.
• View any past qualifying move information that can assist you in documenting a

family’s migrant history – helpful when qualifying a student on a previous move

• r a “sought but not obtained” move.
• Search for a student to determine if he/she had ever been in the Migrant

Education Program (MEP).

• Run reports to determine mobility patterns and to plan/assist in recruitment

efforts.

• View a student’s consolidated record to see if there is any information that can

clarify or explain any unclear information given during an interview.

• View a student’s enrollment history to determine if immunizations records are
• n file.
• Create and maintain effective nationwide ID&R networks.

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What is MSIX??

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A Nationwide Network

As of October 10, 2014, MSIX contains* 49 States | 951,369 Students | 3,049,545 Assessments | 2,742,467 Courses

*counts are overall counts from inception

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System Overview

MSIX is a web-based portal that links States’ migrant student record databases to facilitate the national exchange of migrant students’ demographic (COE), educational, and health information among the States.

End Users MSIX

View Consolidated Student Data

MIS 2000 NGS COEStar Other

State MEP Systems

Enter / View State Student Data Secure File Transfer

• - Receives Data from Individual State Systems --
• - Consolidates State Student Data using a Powerful Matching Engine --
• - End Users can view Consolidated Data and Reports on National Data --

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MSIX Data Flow

Each State has its

• wn MEP System

that is populated using various Databases and

• COEs. The

information from the State is directly input to the MSIX system.

MSIX is populated directly from States’ migrant-specific databases. Data quality must be addressed at the State level.

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Getting Started

• 1. Obtain an MSIX username and password to:

–Search, display, and print student records –Send email notification of an arrival or departure of a student

• 2. Establish a relationship with a Data Administrator in your

State to : –Receive MSIX email notifications –Run Missed Enrollment and Mobility reports

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MSIX Account Access

Obtaining an MSIX User Account: Use the following links from the MSIX Homepage to start the process to get a user

• account. The first step is to identify and contact your

respective State User Administrator to request an MSIX account.

• Identify your User Administrator:

–MSIX Sign In page > User Administrator Search

• Directions and Application:

–MSIX Sign In page > How Do I Get an Account?

• Training:

–MSIX Sign In page > Trainers' Corner

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MSIX Roles

MSIX Role Purpose Primary User

• Search and view student information and reports.
• Send student move notifications.
• Initiate the merge and split process for student records

in his or her state. Secondary User

• Search and view student information and reports.
• Send student move notifications.

Data Administrator

• Search and view student information and reports.
• Send student move notifications.
• Receive student move notifications.
• Initiate the merge and split process for student records

in his or her state.

• Validate merge and split process for student records in

his or her state. User Administrator • User administrators establish and manage user accounts for users in his or her region/state.

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Student Search

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Basic Navigation

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Basic Student Search

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Advanced Student Search

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Student Search – Tips and Tricks

• One of the following pieces of basic information must be provided for each

search:

• Student Name (First, Middle, or Last)
• MSIX ID
• State Student ID
• “Exact” versus “Partial” search:
• Exact searches only search for the text specified:

“Juan” produces “Juan”

• Partial searches include a “Wild Card” at the end of each name:

“Juan” produces multiple variations: “Juan,” “Juana,” “Juanita,” etc.

• Perform multiple searches in order to ensure a thorough search:
• For student names with special characters (e.g., ñ, é, etc.), search with

and without the special characters in first and last name combinations

• For students with two last names, search combination of the names

using the Last Name 1 and Last Name 2 fields

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Advanced Search – Family Members

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Advanced Search – Family Members

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Advanced Search – Family Members

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Questions?

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Send and Receive Email Notifications

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Move Notifications

You can send a notification to a State that you have received a student from or to a State you know a student is moving.

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Questions?

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Reports! Reports! Reports!

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Reports for MSIX Users

User Account Type Report Name Data Admin Primary & Secondary Users User Admins State Batch Submitter User Account Accounts List √ √ Student Info MSIX Student Count √ √ Student Demographic √ √ Enrollments by MDE Type √ √ Enrollments in Multiple States √ √ Grade Retention Report √ Missed Enrollment Report √ Student Course History √ √ Student Assessment √ √ Student Mobility General Move From √ √ General Move To √ √ Worklists Worklists By User √ Worklist Aging √ Data Quality Data Load Files √ √ Data Completeness √ √ Data Validity √ √ Potential Duplicates √

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Missed Enrollment Report

The Missed Enrollment Report provides counts of missed enrollments following a qualifying move. The purpose of this report is to assist users in identifying children that have moved to their state but were not identified in the any of the state’s districts. The Missed Enrollment Report determines an enrollment based on the Qualifying Move Type selected by the user. The user is able to select 1 of 3 possible options: Move To Move From Move To & From

Displaying counts of students indicating a Qualifying Move to the user’s state without an accompanying enrollment from the user’s state. These students might not have been identified by your state. Displaying counts of students indicating a Qualifying Move from the user’s state without an accompanying enrollment from the user’s state. These students might not have been picked up when they returned. Displaying combined counts

• f missed enrollment based
• n both Move-To and Move-
• From. This feature allows to

retrieve all potential students that can be reviewed for ID&R work.

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Missed Enrollment Report

Features Description

Export Data Report data can be exported to PDF and Excel Filter Data Report can be filtered using Move Types, Qualifying Date Range, etc. Drill Down Provides additional information on students will missed enrollments

• Student Information:
• Name, Birth Date, Parent’s Name
• Qualifying Information:
• Arrival Date (QAD), Move From Location, Move To Location

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Student Mobility Reports

Student Mobility Reports provide information on the movement of migrant students. There are two Student Mobility Reports available in MSIX, one based on Move-To and the other for Move-From. In both reports, users may view student moves determined by enrollments or qualifying move data. Enrollments Qualifying Moves

Enrollments based mobility reports provide move pattern based on student’s enrollments in different states. The moves are determined by student’s enrollments chronologically e.g. an enrollment from NY immediately following an enrollment from FL is a move from FL to NY. Enrollment based move includes student who are served by a state but might have not made a qualifying move to that state. The student might have moved back to the home state or another state but still eligible based on a qualifying move to a different state within 3 years. Qualifying Move based mobility reports provide move pattern based only on Qualifying Move. These options allows additional filter options. Users can provide Qualifying Arrival Date range to track mobility timeline and location. Users can also include move from a foreign country and include intrastate moves. The report allows users to find mobility trends of interstate and intrastate moves. This will allow recruiters to help plan and build their network within their state and also with other states where students move to and from.

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Student Mobility Reports

Features Description

Export Data Report data can be exported to PDF and Excel Filter Data

• Report can be run to get move counts by either Enrollments or

Qualifying Moves.

• Qualifying Move based counts can be filtered using:
• QAD date range
• Including/excluding move from foreign countries
• Including/excluding intrastate moves

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Enrollments in Multiple States Report

The Enrollment in Multiple States Report allows users to get counts and drill down information of students in their state who also have MEP enrollments in other

• states. This report allows users to provide enrollment date range and select a state
• r a group of states to pinpoint the students based when and where they are

moving.

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Enrollments in Multiple States Report

Features Description

Export Data Report data can be exported to PDF and Excel Filter Data

• Open Enrollment
• Enrollment Date Range
• Withdrawal Date Range
• State(s) Selection

Drill Down Student Information:

• MSIX ID
• State Student ID
• Last Name

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Questions?

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Display and Print Student Records

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Basic Student Search

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Consolidated Record & Demographics

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Enrollments

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Assessments & Courses

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Consolidated Record – Print Out

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Historical Record View

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Questions?

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Brainstorming Activity

Take a few minutes to talk in small groups to list ways that you can use MSIX in your work. Be prepared to share with the large group.

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MSIX Resources

• MSIX Project Manager

– Patricia Meyertholen: patricia.meyertholen@ed.gov

• MSIX Help Desk: MSIXSupport@deloitte.com

– Telephone: 1-866-878-9525. 9:30 AM - 6:30 PM Eastern Time Monday through Friday, except Federal Holidays

• Online Resources /Training: https://msix.ed.gov/ > Trainers' Corner >
• Online Training
• Frequently Asked Questions
• MSIX Report Guides
• MSIX Brochures in English and Spanish
• ‘What’s in it for Me?’ Brochures
• Reserve the Training Environment

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Q&A Session

We look forward to your questions!

Mentoring Lounge Hours – Immediately following this presentation – 12:30 p.m.

Thanks to our attendees for participating today!