THE MIGRANT STUDENT INFORMATION EXCHANGE (MSIX) Parent Advisory Council (PAC) Meeting February 4, 2013 Georgia Departme

1. THE MIGRANT STUDENT INFORMATION EXCHANGE (MSIX) Parent Advisory Council (PAC) MeetingFebruary 4, 2013 Georgia Department of Education Migrant Education Program

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

3. Records Exchange and MSIX

4. 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 MSIX

5. Records Exchange 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

6. Records Exchange 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

7. Records Exchange and 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

8. Question Time QUESTIONS?

9. The Information and Its Orgins

10. Information 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

11. Information and Origin

12. Information 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

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

14. Information and Origin

15. Question Time QUESTIONS?

16. Data Security

17. Data 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

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

19. Data 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

20. Data 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

21. Question Time QUESTIONS?

22. Consolidated Student Record - Example

23. The Consolidated Record Here is an example of a consolidated record showing only one state:

24. The Consolidated Record

25. Consolidated Record Here is an example of a historical consolidated record, which shows multiple states:

26. Consolidated Record View with enrollments selected:

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

28. Question Time QUESTIONS?

29. Uses

30. Uses 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. Jose successfully passes all of his classes and graduates high school on time. The Iowa school registrar accesses MSIX, reviews Jose’s course record from Texas and places him in the appropriate grade, his Senior year.

31. Uses Steve is an 8th grader who attends threedifferent 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 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. Steve mentions that he took Pre-Algebra two years ago.

32. Uses 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.

33. Uses • Proper grade placement • Proper class placement • Immunization Flags • IEP / Special Ed Flags • PFS Flags – in need of immediate services • Credit Accrual information to stay on track for graduation • Area / subject of need for tutoring • Quick enrollment in school • Summer school / camp placement • Contacts at previous school • Quick enrollment into MEP in new state • Medical Alerts • Move Notification – alerts new state/school when the student is moving

34. Question Time QUESTIONS?

35. What parents can do

36. What 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

37. What 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

38. Contact Information John Wight, GaDOE Omar Lopez-Nunez, GaDOE Thank you for your attention