2006-2007 clerical training m.a.r.s.s. independent school district 728 815 highway 10 elk river, mn...

2006-2007Clerical TrainingM.A.R.S.S.

Independent School District 728

815 Highway 10

Elk River, MN 55330

Minnesota Automated Reporting Student System

Outline

MARSS at the District Level MARSS at the School Level MARSS: Keeping Current Reminders

MARSS at the District Level

Why are there are so many different calendars?

Calendars provide a way to group student enrollment records based on the year and the building, location or program.


Which calendars are reported by MARSS to the State?


CALENDAR DESCRIPTIONS:

Elementary schools generally have 2 calendars per school year A calendar for grades 1-5 A calendar for Kindergarten

Middle schools generally have 1 calendar for grades 6-8

High schools generally have 1 calendar for grades 9-12


CALENDAR DESCRIPTIONS (Continued):

Ivan Sand Community School, our alternative learning center (ALC), groups their enrollments by program rather than grade level.

Early Childhood (EC) students are reported by logical groupings determined by location and type of service.



Students attending the FOCUS program at VandenBerge Middle School

Students receiving regular and/or special education Shared-Time K-6 services.



Students participating in Extended School Year (ESY) summer programs.

Students that have had their Early Childhood Screening (Grade = PS)


Calendars NOT reported by MARSS. Enrollments found in these calendars

are used strictly to track our resident students:

• Non-Public Schools in our district (includes Home School)

• Public Charter School(s) in our district• Out-of-District Public Schools• Out-of-District Non-Public Schools• Pre-School age students

MARSS at the District Level Behind the scenes…here is how a MARSS export is

done: Specific calendars are selected to be exported. All enrollments within a calendar are exported unless the

enrollment is marked “State Exclude”.


What happens to the exported data next? It is loaded into the “Micro Edit”

program provided by the State of Minnesota.

This program identifies local errors within the data.


How are errors corrected? Mass errors are corrected within

Campus and re-exported. Mass errors are considered to be the

same error produced on many records. Single errors are corrected both in the

Campus data as well as the already exported data. Single errors are unique to a specific

record.


Who corrects the errors? Mass errors are generally sent

back to the building for correction. Single errors will either be made

by the MARSS Coordinator or the building; you will be notified via e-mail.

MARSS at the District Level The MARSS data files are then uploaded to

the State of Minnesota via a web interface.


How often is MARSS data submitted to the State?

FALL data is submitted in October, November and December.

END OF YEAR data is submitted in April, June, July, August, September, and October.


What does the State do with the data next? They run our data against all other

Minnesota schools data to search for overlapping enrollment dates.

Districts are paid by enrollment membership, therefore they do not want to pay 2 different districts for the same student on the same day.

If overlaps are found, we correct the errors and resubmit the data during the next reporting cycle.

Outline


What in Campus is reported as part of the MARSS submission?

Enrollment Records:

One record is exported for every enrollment record reported in the current school year (06-07).

Some enrollments, if “split”, will export 2 or more records as you will see later.


School:

The 3 digit code school code is exported based on which calendar is chosen.

If you do not know your 3 digit school state code, you may contact your MARSS Coordinator.


Grade:

The 2 digit grade level for this enrollment record is reported.

A separate enrollment record must be created if a student changes grade levels during the same school year.


Enrollment Dates:

Enrollment dates generally represent the start and end of a students enrollment.

Changes to the values of “date related” fields will also necessitate multiple enrollment records (“splits”).


Enrollment Codes:

Enrollment codes describe the nature of the students enrollment or withdrawal.


Enrollment Codes:


IMPORTANT:

Start Status (Enrollment) Codes have always been a major source of MARSS errors.


Enrollment Codes:


IMPORTANT:

End Status (Withdrawal) Codes have a direct impact on our districts report card in regards to dropout rates.


State Exclude:

This box, when checked, will block this enrollment record from being exported along with all of the other enrollment records within the same calendar.


Title I:

Schools that are eligible for Title I funds must identify each student that receives services through that program.

If you are in an eligible school but Campus will not allow you to enter a “Yes” value, contact the MARSS Coordinator.


Gifted/Talented:

You will receive information on which students to mark later this year.


Migrant Indicator:

This information is obtained from the students registration form.


Homeless:

If a student is determined to be “homeless” according to definition, you may mark the record here.

These students are eligible for free lunch and should have a Resident District # = 0728.


Ward of State:

According to the MARSS manual, identify Ward of State students here.

This is NOT the same as if a student were a Ward of the County.


Home Primary Language:

Mark this according to either the Registration Form Language Questionnaire section or by working with the ESL staff.


LEP Participation:

This fields identifies those students that are eligible to receive language services.

If LEP=Yes, then Home Primary Language cannot be English (011).


LEP Start Date:

By entering a date within the current school year here, you are identifying those students that are actively receiving language services.


Percent Enrolled:

100% identifies a student enrolled full-time in an elementary, middle or high school building.


Percent Enrolled:

<100% - Entering a percent less than 100, such as 50% identifies a part-time student.

In order to use this feature, 50% must be true for every day within the enrollment.


Percent Enrolled:

Examples of part-time enrollments would be:

Middle school students enrolled in the School-within-a-School program.

Secondary Shared-Time students.


Percent Enrolled:

999 indicates that the enrollment will be reported in terms of hours rather than days.

The hours are then entered in the Membership and Attendance Override fields.


Percent Enrolled:

Enrollments reported in hours are all Early Childhood (EC), Handicap Kindergarteners (HK), Shared-Time students, Ivan Sand full-time of dual-enrolled students.


Percent Enrolled:

998 is used exclusively by the Ivan Sand Community School to mark a students record when they are concurrently enrolled in 2 buildings to comprise a full days enrollment.


Membership and Attendance Override:

When the Percent Enrolled field = 999 or 998, these fields are used to enter Membership and Attendance in terms of hours.


PSEO and Post Secondary Hours:

PSEO indicates if the student is attending a post secondary institution during this enrollment period.


PSEO and Post Secondary Hours:

Post Secondary Hours are the total number of hours that the student attended our high school while participating in the PSEO program.


Independent Study:

This field is only to be used by our Ivan Sand Community School (alternative learning center).


Supplemental Services:

No students will be marked by our district in the 2006-2007 school year.


Transporting District:

Currently only 1 student has a Transporting District # other than 0728.


Transportation Category:

These codes are determined by Vision Transportation.


Enrolling School/District:

If we were to host an on-line learning program then we would use these fields. Currently, we only send students to OTHER districts to participate in OLL and may disregard these fields for now.


All fields in this section are reported on MARSS.

They are all date related and can produce a “split” record when the value of one or more of these fields changes midway through an enrollment.


State Aid Category:

Residents are always 00 unless they receive Shared-Time services then they would be 16 or 17.


State Aid Category:

Non-Residents are generally code 11 or 01, unless they are participating in a program through Ivan Sand-then they are 03.


Resident District:

0728 is the default, if a student residency is another district then choose that district here.


School (ResDist):

This field is not being used by the State at this time.


Homebound:

If a teacher is providing home bound instruction to a student who is not expelled, indicate Yes here.


All fields in this section are reported on MARSS.

They cannot be edited at the building level.


Special Ed Status:

Code 1 represents a regular education student. All other Special Education Evaluation Status (SEES) codes are special ed related.

Code 4 is the most common and represents a student who is actively receiving special ed services.


Special Ed Disability Setting:

Represents where the student receives most of their instruction during the day as indicated on the students IEP or IIIP.


Primary Disability:

Only the “Primary” Disability is reported at this time, not the secondary disabilities


Primary Disability Areas:

01 Speech

02 DCD-M

03 DCD-S

04 Physically Imp.

05 Deaf/Hard/Hearing

06 Visually Impaired

07 SLD

08 EBD

10 Other Health Imp.

11 ASD

12 ECSE

14 Traumatic Brain Injury

16 Severely Multiple Imp.


Demographic Information such as the students legal first, middle and last name along with birth date, ethnicity, MARSS ID#, Social Security#, and gender are also reported for identification purposes and summary reports.

Outline


MARSS: Keeping Current

New Early Childhood (Pre-School) Screening enrollments need to be reported on MARSS.Grade Level = PSWe are paid a standard rate for each

child screened by our own district. The later we screen them, the less we are paid.

We are also required to report residents screened by other agencies.


Due to this new requirement, you will notice new State Aid Categories available to choose from:

• 41 Screening by District• 42 Child & Teen checkups/EPSDT• 43 Head Start• 44 Private Provider• 45 Conscientious Objector


New Early Childhood (EC) reporting requirements will produce MORE enrollments for EC students.


New Extended School Year (ESY) reporting requirements will produce MORE enrollments.These enrollments are maintained by

the Special Services Department.This will affect your first day of school

Start Codes• Use code 21 - Mid-Year transfer from

school in this district


Due to this new requirement, you will notice the new State Aid Category:

• 46 Extended Year SPED Student


New Status End Codes: 07 - Used for students who left school after

reaching compulsory attendance age with written election

25 - Used for EC students who were evaluated only and determined not to need special education services. SEES must be 2.

26 - Used for EC students who are withdrawn by parents. SEES must be 4 or 6. (This is not the same as parents refused services).


New Status End Codes: 27 - Used for EC students who transition from

age two to three. 50 - Used when a students record is

withdrawn due to a change in special education information such as:

• Special Education Evaluation Status (SEES)• Instructional Setting• Primary Disability


New Home Primary LanguageCode 103 for Anuak


New PSEO procedure:A new enrollment record is required

when a student starts/ends PSEO.


New PSEO procedure example: Student enrolled 9/5 – 10/30 PSEO flag = N Starts PSEO on 11/1 – 4/15 PSEO flag = Y Student enrolled 4/16 – 6/10 PSEO flag = N

This student will have 3 enrollment records, only one flagged Y will need the PSEO hours entered.


New Transporting District # procedure:A new enrollment record is required

when a students Transporting District # changes.

Currently only 1 student has a Transporting District # other than 0728.

That will increase slightly when the magnet/integration school opens.


FEWER Economic Indicator Codes:0 = Not eligible for free or reduced

meals.1 = Eligible for reduced meals.2 = Eligible for free meals.


05-06 Data Rolled to 06-07:Transportation CategoryEconomic IndicatorLimited English Proficiency (LEP)Title IPSEO

MARSS: Keeping CurrentProcedure for Accessing Information on Students Qualifying for Free or Reduced Price LunchesEffective July 1, 2006

Rationale: Federal regulations as they relate to the dissemination of information on students qualifying for free or reduced price lunches are very specific: they severely limit the use of that information by school personnel for school programs or activities. For example, soliciting lists of students qualifying for free or reduced price lunches in order to scholarship those students for field trips, activities or programs is unacceptable, regardless of the altruistic motivation involved.

Procedure: In order to maintain the integrity of information on students who qualify for free or reduced price lunches, and to comply with federal regulations on the dissemination of that information, the following procedure will be adhered to:

1. Only the district employee (in this case, Donna Bergman) charged with the responsibility for qualifying students for the federal lunch program will be authorized to disseminate student information related to qualifications for free or reduced price lunches.

2. Therefore, all information on students who qualify for free or reduced price lunches must be solicited from that district employee. Requests for this information must be in writing and include the following:a. The name of the person requesting the information.b. The school or program that will be making use of the information.c. The specific purpose for which the information will be used.The information will be provided only if the person requesting the information is authorized to be privy to such information and only if the stated purpose is in keeping with federal regulations controlling the dissemination of such information.

3. Food service cashiers, cooks or other employees working in the food service program or other district employees who are privy to information about students qualifying for free or reduced price lunches by virtue of their job descriptions and a defined “need to know” will no longer disseminate such information nor should such information be solicited from these employees.

4. School district personnel are strongly encouraged to structure communications about district programs and activities in such a way as to allow those students who qualify for free or reduced price lunches to self-identify if they wish to have any cost consideration or advantage. Self-identification is appropriate under federal regulations.

Outline


Reminders:

When enrolling 05-06 Shared-Time students in 06-07 as 100% enrolled, change the State Aid Category.

Watch addresses for changes in Resident District/State Aid Category.

Reminders:

If a student moved in or out of district mid-year in 05-06, the Resident District #/State Aid Category data that rolled to 06-07 is possibly wrong.

If a non-resident student was enrolled in an Ivan Sand program last year, their State Aid Category would have been 03. Check 06-07 data and change to 11 in regular school enrollment.

Reminders:

If a student was on a 504 plan last year you may want to check that the plan is still current this year.

If a student was receiving homebound services at the end of this year you may want to check to see if that is still true and marked correctly for this year.

Ditto: Homeless & Ward of State

Reminders:

Always send names of students on 504 plans to [email protected] to be marked correctly on Campus.

You may also use the speddata form to submit that information.

Reminders:

FALL DATA WILL BE EXPORTED ON WEDNESDAY, OCTOBER 4TH, 2006

2006-2007 clerical training m.a.r.s.s. independent school district 728 815 highway 10 elk river, mn...

Documents

district level marss

school level marss

district level calendars

outline marss

marss export

marss coordinator

marss data files

district public schools