Initial Enrollment of Migrant Student Information Exchange (MSIX)

DRAFT --- MSIX Minimum Data Elements
Data Element

Definition

Values

Data Type/Length

Additional Information

Student Information
1 MSIX Identification Number

A unique, system generated identification number
Unique 12-digit numeric value,
assigned to identify a migrant child's consolidated record. system assigned.

Text (12)

2 State Student Identifier

A unique identification number assigned to a child by a
State.

Any combination of letters and/or
numbers of 15-digits or less that will
uniquely retrieve only one child in the
State.

Text (15)

3 State Student Identifier Type

Identifies the origin of the State Student Identifier.

01 State-assigned unique ID Number;
02 State Migrant Education Program
Assigned Unique ID number

Text (2)

4 First Name

A name given to a child at birth, baptism, or during
another naming ceremony, or through legal change.

Free text

Text (30)

5 Middle Name

A secondary name given to a child at birth, baptism, or
during another naming ceremony, or through legal
change.

Free text

Text (30)

6 Last Name 1

Student's legal last name (paternal). If child has multiple
or hypenated last name, contains the first part.

Free text

Text (30)

7 Last Name 2

If appropriate, child's legal last name (maternal). If child
has multiple or hypenated last name, contains the second
part.

Free text

Text (30)

8 Suffix

An appendage, if any, used to denote a child's generation
in his family (e.g., Jr., Sr., III, 3rd).

Free text

Text (10)

9 Sex

The concept describing the biological traits that
distinguish the males and females of a species.

Female; Male

Text (6)

10 Birth Date

The month, day, and year on which a child was born.

11 Multiple Birth Flag

Indicates if child is a twin, triplet, etc.

Yes; No

Text (3)

12 Birth City

The name of the city in which the child was born.

Free text

Text(30)

Last Updated: August 15, 2007

Date (8)

Uniquely identifies one
and only one student's
consolidated file.

Data Element

Definition

Values

Data Type/Length

Additional Information

13 Birth State

The ISO abbreviation code for a State (within the United
States, Mexico and Canada), Outlying Area, or State (in
another country) in which a child was born.

Any valid U.S., Canadian or Mexican
state abbreviation (from standard
table) or freeform entry of any other
state name if county not = U.S.,
Canada or Mexico.

Text (3)

14 Birth Country

The standard abbreviation code of the country in which a
child was born.

Any valid NCES country code.

Text (4)

15 Birth Date Verification

The evidence by which a child's date of birth is
confirmed.

Any valid NCES code below:
1003 - Baptismal or church certificate
1004 - Birth Certificate
1012 - Driver's license
1005 - Entry in family Bible
1006 - Hospital Certificate
1013 - Immigration document
2382 - Life insurance policy
1007 - Parent's affidavit
1008 - Passport
1009 - Physician's Certificate
1010 - Previously verified school
records
1011 - State-issued ID
9999 - Other

Text (4)

16 Male Parent First Name

The first name of the male parent. The term ‘parent’
Free text.
includes a legal guardian or other person standing in loco
parentis (such as a grandparent or stepparent with whom
the child lives, or a person who is legally responsible for
the welfare of the child).

Text (20)

If there is no parent
information disclosed,
leave blank.

17 Male Parent Last Name

The last name of the male parent. The term ‘parent’
Free text
includes a legal guardian or other person standing in loco
parentis (such as a grandparent or stepparent with whom
the child lives, or a person who is legally responsible for
the welfare of the child).

Text(40)

If Birth/Legal Parent 1
First Name is present, then
Birth/Legal Parent 1 Last
Name must also be
present. If there is no
parent information
disclosed, leave blank.

18 Female Parent First Name

The first name of the female parent. The term ‘parent’
Free text
includes a legal guardian or other person standing in loco
parentis (such as a grandparent or stepparent with whom
the child lives, or a person who is legally responsible for
the welfare of the child).

Text (20)

If there is no parent
information disclosed,
leave blank.

Last Updated: August 15, 2007

Data Element

Definition

Values

Data Type/Length

Additional Information

19 Female Parent Last Name

The last name of the female parent. The term ‘parent’
Free text.
includes a legal guardian or other person standing in loco
parentis (such as a grandparent or stepparent with whom
the child lives, or a person who is legally responsible for
the welfare of the child).

Text (40)

If Birth/Legal Parent 2
First Name is present, then
Birth/Legal Parent 2 Last
Name must also be
present. If there is no
parent information
disclosed, leave blank.

20 Qualifying Arrival Date

In general, the qualifying arrival date (QAD) is the
month, day, and year that the child completed a move
with his or her parent to enable the parent to find
qualifying employment. (See exceptions in NCLB
Sec.1309(2)). In some cases, the child and worker may
not always move together, in which case, the QAD would
be the date the child joins the worker who has already
moved, or the date when the worker joins the child who
has already moved. The QAD is the date that the child’s
eligibility for the Migrant Education Program begins.

Date (8)

Date must be within the
range of 36 months before
enrollment date. Unless
the record is loaded at the
start of MSIX in which
case student records will
also be accepted that have
a termination date and are
still being served as
Continuation of Services
(Termination Reason #2)

21 Qualifying Move From City

The name of the city in which the child resided prior to
the qualifying move.

Free text

Text (20)

22 Qualifying Move From State

The postal abbreviation code for a State (within the
United States) or Outlying Area in which the child
resided prior to the qualifying move.

Any valid U.S., Canadian or Mexican
state abbreviation (from NCES code
table) or freeform entry of any other
state name if country not = U.S.,
Canada or Mexico.

Text (3)

23 Qualifying Move From Country

The abbreviation code for a country (other than the US)
area in which the child resided prior to the qualifying
move.

Any valid NCES country code.

Text (4)

24 Qualifying Move To City

The name of the city in which the child resides following
the qualifying move.

Free text

Text (20)

25 Qualifying Move To State

The postal abbreviation code for a State (within the
United States) or Outlying Area in which the child's
residence in the new school district is located when the
child made the last qualifying move.

Valid U.S. State code from NCES
code table

Text (2)

Last Updated: August 15, 2007

Data Element
26 Eligibility Expiration Date

Last Updated: August 15, 2007

Definition
The month, day, and year on which the child is no longer
eligible for the Migrant Education Program. This date
should initially be a date equal to 36 months from the
Qualifying Arrival Date to indicate the end of MEP
eligibility or the date the student reaches 22 years of age,
whichever comes first.

Values

Data Type/Length
Date (8)

Additional Information
This date should be
replaced if the child’s
eligibility expires
prematurely for other
reasons (i.e. Graduated;
Obtained a GED; Declined
MEP Eligibility; Reached
22 Years of Age; or
Deceased).

Data Element

Definition

Values

Data Type/Length

Additional Information

Health Information
27 Immunization Record Flag

Last Updated: August 15, 2007

Indicates whether the school or MEP program has
immunization records on file for the student.

Yes; No

Text (3)

A child’s immunization
record is tied to his/her
school or MEP
enrollment. Users should
contact the appropriate
facility if a copy of the
immunization record is
needed.

Data Element

Definition

Values

Data Type/Length

Additional Information

School/Project Enrollments
28 Enrollment Date

The month, day, and year on which a student is enrolled
in a school/MEP project.

29 Enrollment Type

The type of school/migrant education project in which
instruction and/or support services are provided.

01 Basic School Program. 02 Regular
Term MEP-Funded Project. 03
Summer/Intersession MEP-Funded
Project. 04 Year Round MEP-Funded
Project. 05 Basic School Program
and Regular-Term MEP-Funded
Project. 06 Residency Only (none of
the above).

Number (2)

Value 05 applies as long
as a student is receiving
services and as long as the
school houses the MEP
Project. Selecting this
value automatically
populates MEP Project
Type (below) with 01
(School-based MEP
Project).

30 School-Project Name

The full legally or popularly accepted name of a school
(or MEP project providing educational and/or
educationally-related services) in which the student was
enrolled.

Free text

Text (100)

MSIX is designed to
accept information on
either a School or a
Project.

31 MEP Project Type

Indicates the type of MEP project based on the location
where the MEP services are held. This field will be
automatically pre-populated with the “01 School-based
MEP Project” value if the Enrollment Type is value “05
Basic School Program and Regular-Term MEP-Funded
Project.”

01 School-based MEP Project; 02
Non-School-based MEP Project

Text (2)

32 School Identification Code

A unique national code assigned by the National Center
of Education Statistics (NCES) to each school providing
educational and/or educationally-related services. This
data element is only applicable to school enrollments or
school-based MEP projects.

Valid NCES school identification
code.

Text (30)

33 Facility Name

The name of a building where the school activity or MEP Free text
project was conducted. In cases where the activity was
conducted outside of a building site, provide the name
and address of an administrative office where the MEP
project staff can be contacted.

Text (100)

34 Facility Address 1

Line 1 of the mailing address. The street number and
name or post office box number of a facility's address.

Free text

Text (35)

35 Facility Address 2

Line 2 of the mailing address. The building, office,
department, room, suite number of a facility's address.

Free text

Text (35)

36 Facility Address 3

Line 3 of the mailing address for a facility.

Free text

Text (35)

Last Updated: August 15, 2007

Date (8)

Data Element

Definition

Values
Free text

Data Type/Length

37 Facility City

The name of the city in which a facility is located.

38 School District

The full legally or popularly accepted name of a local
Valid NCES district name for the
educational agency (i.e., school district or local operating school or migrant education project
agency).
site in which the school or migrant
education project is located.

39 Facility State

The postal abbreviation code for a State (within the
United States) or Outlying Area in which a school or
other facility is located.

Valid NCES state code for this facility. Text

40 Facility Zip

The five or nine digit zip code portion of a facility’s
address.

Valid NCES postal zip codes.

Text (9)

41 Telephone Number

The telephone number of the school or MEP project
contact person including the area code and extension, if
applicable.

Free text

Text (10)

42 Grade Level

The grade level in which a school/MEP project enrolls a
student.

UG Ungraded.
PS Pre-school.
KG Kindergarten.
00 Out-of-School

Text (2)

Text (30)
Text (60)

01 Grade 1
02 Grade 2
03 Grade 3
04 Grade 4
05 Grade 5
06 Grade 6
07 Grade 7
08 Grade 8
09 Grade 9
10 Grade 10
11 Grade 11
12 Grade 12
43 LEP Indicator

Child meets the State’s definition of Limited English
Proficient that is based on Section 9101(25)of ESEA.

Yes; No

Text (3)

44 IEP Indicator

Child has an individualized education program (IEP)
because the child meets the definition of Children with
Disabilities in P.L. 108-446, Section 602(3), 34 C.F.R.
Part 300.8(a)(1).

Yes; No

Text (3)

Last Updated: August 15, 2007

Additional Information

The School District is not
populated for non-schoolbased MEP projects.

This value should only
change once a year, not in
the middle of the school
year.

Data Element

Definition

Values

Data Type/Length

45 Continuation of Services Reason

Reason why student is being served under the
continuation of services provision of the MEP.

01 - Providing services for the
duration of the term; 02 - Providing
services for an additional year comparable services are not available;
03 - Serving secondary students
through credit accrual programs

Text (2)

46 Med Alert Indicator

Alert indicator for a medical/health condition

Chronic; Acute; None

Text (10)

47 PFS Flag

Indicates whether the child is eligible to be Priority for
Service for the duration of the enrollment period.

Yes; No

Char (3)

48 Designated Graduation School

The NCES school identification number that identifies
the school or facility from which a student expects to
graduate. Only one school may be designated for
graduation at a time.

Valid NCES school identification
number

Text (30)

49 Withdrawal Date

The month, day, year on which a student withdrew from a
school or MEP project. Withdrawal reasons include: End
of Project; Moved can not locate; Dropped out of school;
Dropped out of MEP project; End of school year.

Last Updated: August 15, 2007

Date (8)

Additional Information

Data Element

Definition

Values

Data Type/Length

Assessment Information
50 Assessment Title

The title or description, including a form number, if any,
that identifies a particular assessment.

Free text

Text (55)

51 Assessment Content

The description of the content or subject area (e.g.
mathematics, reading) of an assessment.

Free text

Text(35)

52 Assessment Type

The category of an assessment based on format and
content.

01 -- State Assessment—An
Text (2)
assessment to measure a student’s
present level of knowledge, skill, or
competence in a specific area or
subject as required under NCLB Sec.
111(b).
02 -- Advanced placement test—An
assessment to measure the
achievement of a student in a subject
matter area, taught during high school,
which may qualify him or her to
bypass the usual initial college class in
this area and begin his or her college
work in the area at a more advanced
level and possibly with college credit.
03 -- Language proficiency test—An
assessment used to measure a
student’s level of proficiency (i.e.,
speaking, writing, reading, and
listening) in either a native language
or an acquired language.
04 -- Exit Exam.
05 -- GED.
06 -- Special Education Assessment.
07 -- Early Childhood Development
Assessment.
08 -- Other Achievement Test

53 Assessment Administration Date

The month and year on which an assessment is
administered.

Last Updated: August 15, 2007

Date (8)

Additional Information

Data Element

Definition

Values

Data Type/Length

54 Assessment Reporting Method

The method that the instructor of the class uses to report
the performance and achievement of all students. It may
be a qualitative method such as individualized teacher
comments or a quantitative method such as a letter or a
numerical grade. In some cases, more than one type of
reporting method may be used.

0512 - Achievement level
0490 - Age score
0491 - C-scaled scores
0492 - CEEB-scores
0493 - Grade equivalent or gradelevel indicator
0494 - ITED-score
0144 - Letter grade/Mark
0513 - Mastery level
0497 - Normal curve equivalent
0498 - Normalized standard score
0499 - Number score
9999 - Other
0500 - Pass-Fail
0502 - Percentile rank
0503 - Proficiency level
0504 - Ranking
0505 - Ratio IQ's
0506 - Standard age score
0508 - Stanine score
0509 - Sten score
0510 - T-score
0511 - Z-score

Text (4)

55 Score Results

A score or statistical expression of the performance of a
student on an assessment.

Free text

Text (40)

56 Assessment Interpretation

The assessment proficiency level attributed to the Score
Results

Passed;Failed; Far Below Basic;
Below Basic; Basic;Proficient;
Advanced

Text (11)

Last Updated: August 15, 2007

Additional Information

Data Element

Definition

Values

Data Type/Length

Course History Information
57 Course Title

The name of a course (e.g., Algebra II, Art I, English III,
Problems in Democaracy, English-10).

Free text

Text (50)

58 Subject Area Name

The name of the subject area (e.g., History, English) that
corresponds to the course title.

Any valid academic subject

Text (50)

59 Course Type

An indication of the general nature and difficulty of
instruction provided throughout a course.

01 -- Regular (Default)—A course
Text (2)
providing instruction (in a given
subject matter area) that focuses
primarily on generalconcepts for the
appropriate grade level.
02 -- Honors—An advanced level
course designed for students who have
earned honors status according to
educational requirements.
03 -- Pre-Advanced—A course in
preparation to admission to an AP
Program.
04 -- Advanced Placement—An
advanced, college-level course
designed for students who achieve
specific level of academic
performance. Upon successful
completion of the course and a
standardized Advanced Placement
examination, a student may receive
college credit.
05 -- International Baccalaureate—A
program of study, sponsored and
designed by International
Baccalaureate Organization, that leads
to examinations and meets the needs
of secondary students between the
ages of 16 and 19 years.
06 -- Not Applicable.
00 - Other

60 Academic Year

Academic year in which the student last attended the
course (e.g. 2004-2005)

Free text

Last Updated: August 15, 2007

Number (4)

Additional Information

Data Element

Definition

Values

Data Type/Length

61 Course Section

The prescribed duration of course taken.

62 Term Type

The prescribed span of time that a course is provided, and 0827 - Full school year
in which students are under the direction and guidance of 0834 - Intersession
teachers and/or an educational institution.
0835 - Long session
0832 - Mini-term
9999 - Other
0830 - Quarter
0831 - Quinmester
0828 - Semester
0833 - Summer term
0829 - Trimester
0837 - Twelve month

Text(4)

63 Clock Hours

For courses that have NOT been completed (or credit
granted), the number of clock hours to date that the
student has completed.

Number

Text (4)

64 Grade-to-Date

For courses that have NOT been completed (or credit
granted), a numerical grade (percentage) of student
performance for the grade-to-date that the student has
completed at the time of withdrawal.

Free text

Text (10)

65 Credits Granted

The credits granted to the student in Carnegie units for
completing a given course or a section of a course (e.g.,
1.0, .50, .33, .25, .20).

Number

Number (3,2)

66 Final Grade

For courses that have had credit granted, a final indicator
of student performance in a class at the time of
withdrawal as submitted by the instructor.

Free text

Text (10)

Last Updated: August 15, 2007

01 Full year
02 Section A–The first of two equal
segments into which the course is
divided.
03 Section B–The second of two
equal segments into which the course
is divided.

Text (20)

Additional Information