MSIX Minimum Data Elements (MS WORD)

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According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. The valid OMB control number for this collection is 1810-0683.  Public reporting burden for this collection of information is estimated to average 4,440 hours per response for the initial enrollment, 2,456 hours per response for the Semester, Trimester or Summer/Intersession Updates and 614 hours per response for the MEP Child Update, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.  The obligation to respond to this collection is required to obtain or retain benefit under Title I, Part C of ESEA (P.L. 107-110) Sec. 1304(b)(3) and Sec. 1308 (b)(2). No assurance of confidentiality is being provided. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Education, 400 Maryland Ave., SW, Washington, DC 20210-4537 or email [email protected] and reference the OMB Control Number 1810-0683.  Note: Please do not submit the completed minimum data elements file to this address.

MSIX Minimum Data Elements (Revised 11-01-2010)
Data Element Definition Values 
Data Element
Definition
Values
Additional Information
Category
1 
MSIX Identification Number 
A unique, system generated identification number assigned to identify a migrant child's consolidated record. 
Unique 12-digit numeric value, system assigned. 
Uniquely identifies one and only one student’s consolidated file.
Student Demographic
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. 

Student Demographic
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 

Student Demographic
4 
First Name 
A name given to a child at birth, baptism, or during another naming ceremony, or through legal change. 
Free text 

Student Demographic
5 
Middle Name 
A secondary name given to a child at birth, baptism, or during another naming ceremony, or through legal change. 
Free text 

Student Demographic
6 
Last Name 1 
Student's legal last name (paternal). If child has multiple or hyphenated last name, contains the first part. 
Free text 

Student Demographic
7 
Last Name 2 
If appropriate, child's legal last name (maternal). If child has multiple or hyphenated last name, contains the second part. 
Free text 

Student Demographic
8 
Suffix 
An appendage, if any, used to denote a child's generation in his family (e.g., Jr., Sr., III, 3rd). 
Free text 

Student Demographic
9 
Sex 
The concept describing the biological traits that distinguish the males and females of a species. 
Female; Male 

Student Demographic
10 
Birth Date 
The month, day, and year on which a child was born. 
Date

Student Demographic
11 
Multiple Birth Flag 
Indicates if child is a twin, triplet, etc. 
Yes; No 

Student Demographic
12 
Birth City 
The name of the city in which the child was born. 
Free text 

Student Demographic
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. 

Student Demographic
14 
Birth Country 
The standard abbreviation code of the country in which a child was born. 
Any valid NCES country code. 

Student Demographic
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 
1005 -Entry in family Bible 
1006 -Hospital Certificate 
1007 -Parent's affidavit 
1008 -Passport 
1009 -Physician's Certificate 
1010 -Previously verified school records 
1011 -State-issued ID 
1012 -Driver's license 
1013 -Immigration document 
2382 -Life insurance policy 
9999 -Other 


























16 
Male Parent First Name 
The first name of the male parent.  The term ‘parent’ 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). 
Free text. 
Provide the first name of the legal male parent, if available. If not available, enter the first name of the male person who is currently standing in loco parentis (such as a grandparent, stepparent, or uncle with whom the child lives, or a person who is responsible for the welfare of the child while the child is in the State).   If there is no parent information disclosed, leave blank.
Student Demographic
17 
Male Parent Last Name 
The last name of the male parent. The term ‘parent’ 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). 
Free text 
Provide the last name of the legal male parent, if available. If not available, enter the last name of the male person who is currently standing in loco parentis (such as a grandparent, stepparent, or uncle with whom the child lives, or a person who is responsible for the welfare of the child while the child is in the State).   If Male Parent First Name is present, then Male Parent Last Name must also be present.  If there is no male parent information disclosed, leave blank.
Student Demographic
18 
Female Parent First Name 
The first name of the female parent. The term ‘parent’ 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). 
Free text 
Provide the first name of the legal female parent, if available. If not available, enter the first name of the female person who is currently standing in loco parentis (such as a grandparent, stepparent, or aunt with whom the child lives, or a person who is responsible for the welfare of the child while the child is in the State).   If there is no parent information disclosed, leave blank.
Student Demographic
19 
Female Parent Last Name 
The last name of the female parent. The term ‘parent’ 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). 
Free text. 
Provide the last name of the legal female parent, if available. If not available, enter the last name of the female person who is currently standing in loco parentis (such as a grandparent, stepparent, or aunt with whom the child lives, or a person who is responsible for the welfare of the child while the child is in the State).   If Female Parent First Name is present, then Female Parent Last Name must also be present.  If there is no female parent information disclosed, leave blank.
Student Demographic
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. 


Qualifying Move
21 
Qualifying Move From City 
The name of the city in which the child resided prior to the qualifying move. 
Free text 

Qualifying Move
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/EDfacts code table) or freeform entry of any other state name if country not = U.S., Canada or Mexico. 

Qualifying Move
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 MSIX country code. 

Qualifying Move
24 
Qualifying Move To City 
The name of the city in which the child resides following the qualifying move. 
Free text 

Qualifying Move
25 
Qualifying Move To State 
The postal abbreviation code for a State (within the United States) or Outlying Area in which the child resides following the qualifying move.
Valid U.S. State code from NCES/EDfacts code table 

Qualifying Move
26 
Eligibility Expiration Date 
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.  

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).
Enrollment

27
Immunization Record Flag
Indicates whether the school or MEP program has immunization records on file for the student.
Yes; No
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.
Enrollment
28
Enrollment Date
The month, day, and year on which a student is enrolled in a school/MEP project. 


Enrollment
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).
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).

Note that MEP Project Type will not be present for school enrollments.  MEP project enrollments that are not in a school will have a MEP Project Type code of 02 (non-school-based MEP project) but will not have a corresponding School Identification Code.  In addition, the Department is expecting the States to submit both school enrollments and MEP project enrollments, not enrollments for each service provided.  A data entry is not needed for every time and place that a migrant student receives some type of service.  The Department is also expecting States to report the name of the project that was providing services, not the name of the service that was provided.
Enrollment
30 
School or 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 
MSIX is designed to accept information on either a School or a Project or both, so each entity can complete this item by entering as much information as is available to them.
Enrollment
31 
MEP Project Type
Indicates the type of MEP project based on the location where the MEP services are held.  This field should 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 

Enrollment
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. 

Enrollment
33 
Facility Name
The name of a building where the school activity or MEP 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. 
Free text 

Enrollment
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 

Enrollment
35 
Facility Address 2
Line 2 of the mailing address. The building, office, department, room, suite number of a facility's address. 
Free text 

Enrollment
36 
Facility Address 3
Line 3 of the mailing address for a facility. 
Free text 

Enrollment
37 
Facility City
The name of the city in which a facility is located. 
Free text 

Enrollment
38 
School District Name
The full legally or popularly accepted name of a local educational agency (i.e., school district or local operating agency). 
Valid NCES district name for the school or migrant education project site in which the school or migrant education project is located. 
The School District is not populated for non-school-based MEP projects.
Enrollment
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. 

Enrollment
40 
Facility Zip 
The five or nine digit zip code portion of a facility’s address. 

Valid NCES postal zip codes. 

Enrollment
41 
Telephone Number 
The telephone number of the school or MEP project contact person including the area code and extension, if applicable. 

Free text 

Enrollment
42 
Grade Level 
The grade level in which a school/MEP project enrolls a student. 
P0  -  Age Birth
P1  -  Age 1
P2  -  Age 2
P3  -  Age 3 (not in Kindergarten)
P4  -  Age 4 (not in Kindergarten)
P5  -  Age 5 (not in Kindergarten) 
PS  -  In an official Pre-school program (not in Kindergarten)
PX -  Age 0-5; official Preschool attendance unknown (not in Kindergarten)
KG  - Kindergarten 
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 
UG - Ungraded
00   - Out-of-School

Enrollment
















































43 
LEP Indicator 
Child meets the State’s definition of Limited English Proficient that is based on Section 9101(25)of ESEA. 
Yes; No 

Enrollment
44 
IEP Indicator 
Child has an individualized education program (IEP) because the child meets the definition of Children with 
Yes; No 

Enrollment


Disabilities in P.L. 108-446, Section 602(3), 34 C.F.R. Part 300.8(a)(1). 


Enrollment
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 

Enrollment
46 
Med Alert Indicator 
Alert indicator for a medical/health condition 
Chronic; Acute; None 

Enrollment
47 
PFS Flag 
Indicates whether the child is eligible to be Priority for Service for the duration of the enrollment period. 
Yes; No

Enrollment
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 
This data element is only applicable for secondary students.
Enrollment
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 cannot locate; Dropped out of school; Dropped out of MEP project; End of school year.
Date

Enrollment
50 
Assessment Title 
The title or description, including a form number, if any, that identifies a particular assessment. 
Free text 

Assessment
51 
Assessment Content 
The description of the content or subject area (e.g. mathematics, reading) of an assessment. 
Free text 

Assessment
52 
Assessment Type 
The category of an assessment based on format and content. 
01 --State Assessment—An 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

Assessment
53 
Assessment Administration Date 
The month and year on which an assessment is administered. 


Assessment
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 grade-level 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

Assessment
55 
Score Results 
A score or statistical expression of the performance of a student on an assessment. 
Free text 

Assessment
56
Assessment Interpretation 
The assessment proficiency level attributed to the Score Results. All values may not be applicable for each State. 
Passed;
Failed; 
Below Basic; 
Basic;
Proficient; 
Advanced ;
Other – [Describe Proficiency Level]
For State Assessments, indicate one of the following values: Passed; Failed; Far Below Basic; Basic; Proficient; Advanced. For all other types of assessments, indicate Passed or Failed if these values can be mapped effectively.  Otherwise, report the value “Other –“ and the name of the proficiency level.  Example: “Other – Emerging”
Assessment
57 
Course Title 
The name of a course (e.g., Algebra II, Art I, English III, Problems in Democracy, English-10). 
Free text 

Course History
58 
Subject Area Name 
The name of the subject area (e.g., History, English) that corresponds to the course title. 
Any academic subject 

Course History
59 
Course Type 
An indication of the general nature and difficulty of instruction provided throughout a course. 
01 --Regular (Default)—A course providing instruction (in a given subject matter area) that focuses primarily on general concepts 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. 
07 –Dual Enrollment --- Students enrolled in secondary school and enrolled at a local institution of higher learning, such as a community college or university. These students may take classes at either institution for credit toward their high school diploma, as well as for college credit.
08 – Concurrent Enrollment -- the process in which high school students enroll at a university or college to attain class credit for college.
00 -Other

Course History




































60 
Academic Year 
Academic year in which the student last attended the course (e.g. 2004-2005) 
Free text 

Course History
61 
Course Section 
The prescribed duration of course taken. 
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.

Course History
62 
Term Type 
The prescribed span of time that a course is provided, and in which students are under the direction and guidance of teachers and/or an educational institution.

0827 -Full school year 
0834 -Intersession 
0835 -Long session 
0832 -Mini-term 
9999 -Other 
0830 -Quarter 
0831 -Quinmester 
0828 -Semester 
0833 -Summer term 
0829 -Trimester 
0837 -Twelve month 

Course History





































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 

Course History
64 
Grade-to-Date 
For courses that have NOT been completed (or credit granted), a percentage (rounded to the nearest whole number) of student performance for the grade-to-date that the student has completed at the time of withdrawal. 
Free text 

Course History
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 

Course History
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 

Course History
67
School District ID
The LEA NCES ID of a local educational agency (i.e., school district or local operating agency) in which the student is enrolled.
Valid LEA NCES district ID for the school or migrant education project site in which the school or school-based migrant education project is located. 
The School District ID is not populated for non-school-based MEP projects.
Enrollment
68
District of Residence
The full legally or popularly accepted LEA NCES ID of the school district where the migrant student resides.
Valid LEA NCES school district identification number 

Student Demographics
69
Home School Indicator
Indicates the whether the child is being home-schooled.
Yes; No

Homeschoolers do not have a school name, or facility address; however should have a district of residence.
Enrollment
70
Residency Date
If the “Residency Date” is different from the QAD, record the month, day and year that the child entered the present school district.  If the child qualified for the MEP on a move prior to the move to the present school district, the residency date will be later than the QAD.  If the child moved prior to the worker’s move, the residency date would precede the QAD. 

If the “Residency Date” is the same as the QAD, enter the QAD.


Enrollment
71
Enrollment Comment
A comment pertinent to a student’s enrollment record indicating special circumstances or information.  For example, the child was granted credits from a foreign school or while not enrolled in the migrant program or exceptions for assessment requirements, 
Free text
Personally-identifiable and health information must not be listed in this field.
Enrollment