MSIX Minimum Data Elements-v10-clean 6.26.19

Migrant Student Information Exchange (MSIX) Minimum Data Elements (MDEs)

MSIX Minimum Data Elements-v10-clean 6.26.19

OMB: 1810-0683

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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 information collection is 1810-0683.  Public reporting burden for this collection of information is estimated to average 9,885 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 a benefit under Title I, Part C of ESEA (P.L. 115-64 ) Sec. 1304(b)(3) and Sec. 1308 (b)(2).  If you have any comments concerning the accuracy of the time estimate, suggestions for improving this individual collection, or if you have comments or concerns regarding the status of your individual form, application or survey, please contact (Office of Migrant Education 202-260-1164) directly.


MSIX Minimum Data Elements (Revised 06-06-2019)
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 child’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 (50 character limit)


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 (50 character limit)


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 (50 character limit)


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 (50 character limit)


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 (10 character limit)


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 calendar date on which a child was born.

Date (YYYYMMDD)


Student Demographic

11

Multiple Birth Flag

Yes indicates the child is a twin, triplet, etc. If value is No, the child does not have any twin, triplet or additional same-birth siblings.

Yes; No


Student Demographic

12

Birth City - Obsolete

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

Free text

No longer being collected as an MDE as of July 1, 2017

Student Demographic

13

Birth State - Obsolete

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.

No longer being collected as an MDE as of July 1, 2017

Student Demographic

14

Birth Country - Obsolete

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

Any valid National Center for Education Statistics (NCES) country code.

No longer being collected as an MDE as of July 1, 2017

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


Student Demographic





















16

Parent 1 First Name

The first name of parent 1. 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 (50 character limit)

If there is no parent 1 information disclosed, leave blank.

Student Demographic

17

Parent 1 Last Name

The last name of parent 1. 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 (50 character limit)

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

Student Demographic

18

Parent 2 First Name

The first name of parent 2. 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 (50 character limit)

If there is no parent 2 information disclosed, leave blank.

Student Demographic

19

Parent 2 Last Name

The last name of parent 2. 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 (50 character limit)

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

Student Demographic

20

Qualifying Arrival Date (QAD)

The Qualifying Arrival Date (QAD) is the calendar date that both the child and the worker completed the qualifying move to the school district associated with MDE 24. The child and the worker will 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 the worker joins the child who has already moved. The QAD is the calendar date that the child’s eligibility for the Migrant Education Program (MEP) begins.

Date (YYYYMMDD)


QAD

21

Qualifying Move From City

The name of the city that was the child’s last place of residency immediately prior to the qualifying move.

Free text (100 character limit)


QAD

22

Qualifying Move From State

The postal abbreviation code for the State (within the United States) or Outlying Area that was the child’s last place of residency immediately prior to the qualifying move.

Any valid U.S., Canadian or Mexican state abbreviation or freeform entry of any other state name if country not = U.S., Canada or Mexico.


QAD

23

Qualifying Move From Country

The abbreviation code for the country (other than the US) that was the child’s last place of residency immediately prior to the qualifying move.

Any valid country code as listed in the MSIX technical reference materials.

The Country Codes table can be found in the MSIX website once you’ve logged in.

Click Technical Reference Material on the left-side navigation and there will be links for Country Codes.

QAD

24

Qualifying Move To City

The name of the city in which the child resided immediately following the qualifying move as the worker, or with or to join, the worker.

Free text (100 character limit)

A qualifying move can never be made to a country outside of the United States.

QAD

25

Qualifying Move To State

The 2 letter postal abbreviation code for a State (within the United States) or Outlying Area in which the child resided immediately following the qualifying move as the worker, or with or to join, the worker.

Any valid U.S. State code

A qualifying move can never be made to a country outside of the United States.

QAD

26

Eligibility Expiration Date (EED)

The calendar date on which the child is no longer eligible for the MEP. This date should initially be a date equal to 36 months from the QAD to indicate the end of MEP eligibility.

Date (YYYYMMDD)

This date should be replaced if the child’s eligibility expires prematurely; e.g., graduated; obtained high school equivalency (HSE); declined MEP eligibility; reached 22 years of age or is no longer entitled to a free public education in the State; or is deceased.

QAD

27

Immunization Record Flag

Yes indicates the school or MEP program has immunization records on file for the child.

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 calendar date on which a child is enrolled in a school/MEP project/MEP.

Date (YYYYMMDD)


Enrollment

29

Enrollment Type

The type of school/MEP 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)

07 - Non-migrant enrollment

Value 05 applies as long as a student is receiving services and as long as the school houses the MEP Project. If this value is selected, the value for MEP Project Type (below) must be 01 (School-based MEP Project).


Note that MEP Project Type will not be present for school and residency only enrollments. MEP project enrollments that are not in a school will have a MEP Project Type code of 02 (non-school-based MEP project) and 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 child was enrolled.

Free text (100 character limit)

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 12 digit 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 (100 character limit)


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 (35 character limit)


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 (35 character limit)


Enrollment

36

Facility Address 3

Line 3 of the mailing address for a facility.

Free text (35 character limit)


Enrollment

37

Facility City

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

Free text (30 character limit)


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 state code for this facility.

State code entered must match the NCES database for the school identification code entered in MDE 32.

Enrollment

40

Facility Zip

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


Valid 9 digit postal zip code.

Zip code entered must match the NCES database for the school identification code entered in MDE 32.

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 (10 character limit)


Enrollment

42

Grade Level

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

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

English Learner Indicator

Child meets the State’s definition of “English Learner” as defined in Section 8101(20) of ESSA.

Yes; No


Enrollment

44

IEP Indicator

Child has an individualized education program (IEP) because the child meets the definition of Children with Disabilities (section 614(d) of ESSA).

Yes; No


Enrollment

45

Continuation of Services Reason

Reason why child, who ceases to be a migratory child, is being served under the continuation of services provision of the MEP (section 1304(e) of ESSA).

01 - Child receiving services for the duration of the term after eligibility expiration

02 - Child receiving services for 1 additional school year – comparable services are not available through other programs

03 - Student who was eligible for services in secondary* school continues to be served in credit accrual programs until graduation


Enrollment

46

Med Alert Indicator

Alert indicator for a medical/health condition

Chronic; Acute; None


Enrollment

47

PFS Flag

Indicates whether the child is being served under the priority for services provision for the duration of the enrollment period (section 1304(d) of ESSA).

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 calendar date on which a child withdrew from a school or MEP project.

Date (YYYYMMDD)

Withdrawal reasons include: End of Project; Graduation/HSE; Moved cannot locate; Dropped out of school; Dropped out of MEP project; End of school year.

Enrollment

50

Assessment Title

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

Free text (55 character limit)


Assessment

51

Assessment Content

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

Free text (35 character limit)

Enter ‘Mathematics’ or ‘English Language Arts’ for State Assessment (MDE#52=01) as appropriate. Use of acronyms is discouraged for this data element.

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 ESSA Sec. 1111(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

**When MDE 52=01 – State Assessment; MDE 56 must be “Proficient or above” or “Not Proficient.”

Assessment

53

Assessment Administration Date

The month and year on which an assessment is administered.

Date (MMYYYY)


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 child on an assessment.

Free text (40 character limit)


Assessment

56

Assessment Interpretation

The assessment proficiency level attributed to the Score Results. All values may not be applicable for each State.

Free text (100 character limit)

Passed

Failed

Below Basic

Basic

Proficient or Above**

Not Proficient**

Advanced

Other - [Describe Proficiency Level]

**For State Assessments (MDE 52=01), valid values are “Proficient or above” or “Not Proficient.”

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 (50 character limit)


Course History*

58

Subject Area Name

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

Free text (50 character limit)

Use commonly understood term for academic subject area for the course listed in MDE 57.

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, which leads to examinations and meets the needs of secondary* students between the ages of 16 and 19 years.

07 - Not Applicable

08 - 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.

09 - 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 child 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

0830 - Quarter

0831 - Quinmester

0828 - Semester

0833 - Summer term

0829 - Trimester

0837 - Twelve month

9999 - Other


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 (3 digits)

For purposes of calculation, one day equals one clock hour.

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 (3 character limit)


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 (0.00)


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 (10 character limit)


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 child is enrolled.

Valid 7 digit 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 child resides.

Valid LEA NCES school district identification number


Enrollment

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

The “Residency Date” is calendar date that the child entered the school district in which he/she currently resides.

Date (YYYYMMDD)

If the “Residency Date” is the same as the QAD, enter the QAD. If the child qualified for the MEP on a qualifying move prior to the move to the present school district, the residency date will be later than the QAD. In a “to join” move, if the child’s qualifying move is prior to the worker’s qualifying move, the residency date would precede the QAD.

Enrollment

71

Enrollment Comment

A comment pertinent to a child’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 (1000 character limit)

Personally-identifiable and health information must not be listed in this field.

Enrollment

72

Out of State Transcript Indicator

Indicates that a State has student transcripts from another State or country than his/her current enrollment.

Yes; No

This MDE indicates that additional course history information not contained in MSIX is available to assist in making credit accrual decisions.

Enrollment

73

Residency Verification Date

The calendar date on which a child’s residency for one day within the performance period has been confirmed.

Date (YYYYMMDD)


Enrollment

74

Graduation/HSE Date

The calendar date in which the child either graduated or received his/her HSE (High School Equivalency).

Date (YYYYMMDD)

This date, always used in conjunction with MDE 75, indicates that the child is no longer entitled under State law to a free public education and, therefore, is not eligible to receive MEP services.

Enrollment

75

Graduation/HSE Indicator

Indicates the child has either graduated from High School or received his/her HSE. Leave blank if the child has not reached this milestone.

Graduation; HSE

This indicator, always used in conjunction with MDE 74, indicates that the child is no longer entitled under State law to a free public education and, therefore, is not eligible to receive MEP services.

Enrollment

76

Algebra 1 or Equivalent Indicator

Yes indicates the child has received full credit in a mathematics course that is Algebra 1 or its equivalent.

Yes; No

Information is supplied by the entity that is awarding the credit or the entity that is evaluating course history for course enrollment purposes.

Enrollment



*MSIX MDEs use the term "Secondary School" as an inclusive term for institutions offering academic grades above the elementary school level, without regard to specific grade levels. Generally, High School is a type of Secondary School where graduation diplomas are earned toward college entrance or entering the job market. Similarly, “Secondary Student” is an inclusive term referring to a student who is enrolled in institution(s) offering courses, services and programs toward a graduation diploma. All Course History information must be entered where Migratory Children earn credits toward high school or secondary school graduation.  MDE's related to graduation (#45: COS=03 & #48: Designated Graduation School) refer to schools and programs where a traditional Graduation Diploma may be earned (not to include HSE).

6

As of June 06, 2019


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