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Reporting Florida’s Migratory Children in the Student Data Base

Florida Association of Management Information Systems (FAMIS)

June 2015 Tallahassee, Florida



Contacts • Carol Gagliano [email protected] (850) 245-0709 Florida Migrant Education Program (FMEP) Director Bureau of Federal Educational Programs

• Courtney Walker [email protected] (850) 245-9946 FMEP Program Specialist/Evaluator Bureau of Federal Educational Programs


mailto:[email protected]



Contacts • Jay Rembert [email protected] (850) 245-0811 FMEP Program Specialist / MSIX Bureau of Federal Educational Programs

• Kim Fioramanti [email protected] (863) 531-0444 ext. 208 Florida Migrant Interstate Program (FMIP) Services Coordinator






MIS Contacts • Linda H. Fleming [email protected] (850) 245-9919 PK-12 State Student Data Base Education Information and Accountability Services

• FASTER for MSIX Web Site: www.fldoe.org/FASTER Technical Assistance: [email protected]



http://www.fldoe.org/FASTER



Migrant Program Reporting • OBJECTIVES

• Share what’s new

• Increase understanding when reporting Migrant Program data

• Share best practices and information

• Improve data quality!



Thank you! Without your efforts there would be no Migrant services or data!



Migrant Program Reporting

• Report all Migrants identified and served ages 0 – 21.

• In 2014-15 the date of birth falls in the range of 9/01/92 through 8/31/15 inclusive

• In 2015-16 the date of birth falls in the range of 9/01/93 through 8/31/16 inclusive




• Data elements used to determine eligibility for funding and program participation counts

− Student Demographic • Qualifying Arrival Date • Birth Date • Migrant Status Term

− Federal/State Compensatory Project Evaluation • Federal/State Project, Area and Model • Federal/State Project – Support Services • Migrant Referred Services • Migrant Priority for Services • Migrant Continuation of Services

This list does not represent all the data elements required for MSIX reporting.




• Elements in Student Demographic Information format should reflect Migrant student’s status accurately in each Student Information Database Survey.

• Qualifying Arrival Date • Birth Date • Migrant Status Term




Notes from Student Demographic Format

• For reporting periods 1-4 submit this record for each student receiving instruction/service during that reporting period…

• Note: Also report the student in Surveys 5

and 9, as appropriate



Migrant Program Reporting Notes from Student Demographic Format

• For reporting periods 2 and 3, also submit this

record for any child

−who was identified as Migrant ages 0-21, −was not enrolled in school and −has not graduated from high school.

− submit with School Number, Current Enrollment

and Instruction of 9997.



Migrant Program Reporting Notes from Student Demographic Format

• Survey 5 submit this record for any Migrant … −who was in membership at any time during the

school year −who was identified as Migrant ages 0-21, who was

not enrolled in school and has not graduated from high school

−who was identified as migrant ages 0-21 and served in a home education setting

−who participated in a Title I, Part C (Migrant) program at a private school



Migrant Program Reporting • Reminders:

− Keep database current throughout the school year • Data reported throughout database survey

periods and for MSIX

− Report Migrants identified or served who are ages 0-2 • Grade Level = PK • Currently under reported




Home School and Private School New reporting effort in 2013-14



Migrant Program Reporting −Private School Students Identified as Migrant School Number 9992 Must meet eligibility criteria to be identified/served as a

Migrant Must meet criteria for Priority for Services Served with Part C funds Student Demographic and Fed/State Compensatory

Evaluation formats reported All Migrant applicable data elements are reported



Migrant Program Reporting −Home School Students Identified as Migrant

School Number 9993 Must meet eligibility criteria to be identified/served as a

Migrant Predominately receive migrant services, but can receive

instructional services Served with Part C funds Student Demographic and Fed/State Compensatory

Evaluation formats reported All Migrant applicable data elements are reported



Migrant Status Term 2015-16 new narrative in code B

−B Enrolled (in a Migrant Ed Program)/Served in BOTH Regular 180 day school year (Regular School Day/Extended) and Summer Term.

−This code should also be used for a student

identified but not served in the regular 180 day school year, but then served in the summer term.



Migrant Status Term

• Distinction between codes: −D Enrolled and/or Served ONLY in Regular 180

Day School Year with services provided during the regular school day only.

−E Enrolled and/or Served in Regular 180 day

School Year with some or all services provided during an extended day/week.



Migrant Status Term • Note definition

−S Enrolled/Served ONLY in Summer Term

The student must be served in a partially or fully Migrant funded service component designed especially for Migrant students enrolled in conventional summer school (or intersession) in order for the student to be coded “S”.



Migrant Status Term S Enrolled/Served ONLY in Summer Term To clarify: The one-time act of providing an instructional packet to a child as

either an instructional or support service cannot be included in your “summer count” of Migrant services.

The provision of these materials in combination with on-going

contact or follow up with the child to guide and asses the child’s progress would constitute a service. This involves implementing a “set” of activities that are supported by scientifically-based research; that will likely help the program meet the measurable achievement outcomes it has set for Migrant children.



Migrant Status Term • Slightly modified definition

−X Identified, NOT Served – Use this code if the child has been identified at any time during the school year or summer session, but NOT served (through the PK-12 school system or as a non-attender).

Includes • Emancipated youth and • Prekindergarten age children including those

below three years of age (who are not enrolled in prekindergarten classes)



Migrant Status Term NEW CODE 2015-16 • T A non-attender served in BOTH the regular

180-day school term (Regular School Day/Extended) and Summer Term –

• This code should also be used for a student identified, but not served in the 180 day school term, but then who is served in the summer term.



Migrant Status Term NEW CODE 2015-16 • U A non-attender enrolled/served ONLY in the

regular 180-day school term. • Regular school day ONLY.

NOTE: enrolled = enrolled in the Migrant Education Program, not enrolled in school.



Migrant Status Term NEW CODE 2015-16 • V A non-attender enrolled/served ONLY in the

regular 180-day school term. • Some or all services provided during an extended

day/week.




Migrant Status Term NEW CODE 2015-16 • W A non-attender enrolled/served ONLY in

Summer Term. • ONLY applies to Migrants served in a partially or

fully Migrant funded service component designed especially for Migrant students enrolled in conventional Summer School ( or intersession).




Federal/State Compensatory Project Evaluation Format

• Types of Migrant Services

− Instructional Services – reported in data element Federal/State Project, Area and Model in the field for Subject Area

−Support Services – reported in Support Services data element



Federal/State Compensatory Project Evaluation Format

• Types of Migrant Services

−Referred Services – reported in Migrant Referred Services data element

−Priority for Services – reported in Migrant Priority for Services data element

−Continuation of Services – reported in Migrant Continuation of Services data element



Support Services Up to Four Services May Be Reported • Attendance, Guidance, Psychological Services • Dental Service • Health Services • Nutrition • Outreach, Advocacy, Mentoring • At-risk • Social Work, Social Services, Case Management • Transportation • Needs Assessment



Migrant Referred Services Migrant Referred Services – indicates whether a migratory

student has been referred for services that are provided through mental or health facilities, community agencies, family or social services agencies, etc. Further, this indicator represents children who are placed in an educational or educationally-related service that they would not have otherwise obtained without the efforts of the Migrant Education Program (MEP). Services include but are not limited to counseling, medical attention, social needs, housing, legal services, tutoring, etc.

These services are not paid for out of Migrant program funds but are supported by or through other agencies or facilities.



Migrant Priority for Services The Migrant Student who • Scored at Level 1 or Level 2 on the FL Standards Assessment

(FSA) and/or did not pass the required End of Course exam; or • Is an English Language Learner (ELL); or • Has an age/grade discrepancy; or • Was retained during the school year; or • Is at risk of failing to meet state graduation requirements by

having one or both of the following 1) Unweighted GPA of 2.0 or below, or 2) insufficient credits for promotion or graduation

AND • Whose education has been interrupted during the regular school

year. See next slide for definition of “educational interruption.”



Educational Interruption • “Educational interruption” means that a student,

in the preceding 12 months,

−Changed schools or −missed a “significant” amount of school time

(e.g. ten days or more) −during the regular school year (180 day school

term)

due to the child’s or family’s Migrant lifestyle.



Migrant Continuation of Services • Identifies Migrant children whose eligibility has

expired (who are no longer classified as Migrant students)

AND

• Who continue to receive Migrant program educational or educationally related services.



Migrant Continuation of Services • A – no longer classified as a Migrant during a school

term but who is still eligible for services until the end of the term (partial year)

• B – no longer classified as a Migrant but continues to receive services for one additional school year (additional school year)

• C – secondary student no longer classified as a Migrant who is served in credit accrual program until graduation.

• Z – Not Migrant or was a Migrant student but did not receive Continuation of Services this school year.



Migrant Continuation of Services • Code B - Language Clarification for “one additional

school year” • This represents an additional school year of services

occurring immediately after the Migrant student’s eligibility has expired.

• An additional school year is the sum of up to three discrete periods of a school year (e.g., fall, spring, summer).



Federal/State Compensatory Project Evaluation

Format

• Term

• Code 3 = Regular (or 180 day school year)

and/or

• Code S Summer (June and/or July)



Federal/State Project, Area and Model

• Five Character Code

− 1st digit = Project Type − 2nd digit = Subject Area − 3rd/4th digit = Model − 5th digit = Service Provider

5th digit now applicable for 2015-16




Project Type

1 = Title I Basic, Part A 2 = Title I Migrant, Part C** 5 = Title I Basic (Part A) blended with Title I Migrant (Part C)** 8 = Title III Immigrant Children and Youth

** codes applicable to Migrants




Subject Area

equals

Instructional Service



Federal/State Project, Area and Model Subject Area

• Multidisciplinary Studies/Tutorial/Extended Learning Opportunities

• Readiness Skills • Transition Skills • Science • Social Studies • Not Applicable

• Other • Reading/Language

Arts • Math • Both Reading/Lang.

Arts and Math • ESOL • CTE/Career Prep.




Subject Area

• NOTE: May require more than one record to capture multiple subject areas for a Migrant student

• Each subject served should be reported



Federal/State Project, Area and Model Model

00 = School-wide Project 01 = Targeted Assistance 09 = Other Approved Model** 10 = Local N or D (TI Part A, Set-

Aside) 11 = Homeless (TI Part A, Set-

Aside) 12 = Migratory** 13 = High School Cdt. Accrual** 14 = Immigrant **Applicable to migrants




• Model code 12 = Migratory −Report code 12 as the model when

migratory service is being provided by a 100% Migrant funded project




• Model code 13 = High School Credit Accrual

−Educational instruction for the purpose of increasing the credits accrued towards graduation

−Grades 9-12 only




• NOTE: May require more than one record to capture

multiple models for a Migrant student

• Each model that is applicable should be reported



Federal/State Project, Area and Model Service Provider

• New Code T The Migrant Education Program (MEP) funded

instructional service in reading, mathematics or high school credit accrual was provided by a teacher only.

MEP funded services provided by a paraprofessional ARE NOT captured in this code.

MEP funded services provided by a teacher and paraprofessional ARE NOT captured in this code.



Federal/State Project, Area and Model Service Provider

• NEW EDIT #28 In Federal/State Project, Area and Model if • the first digit, Project Type, equals 2 or 5 and • the second digit, Subject Area, equals 1, 2, or 3, or • the third and fourth digits, Model, equals 12 or 13

then, the fifth digit, Service Provider, must equal 0 or T. For all other combinations of code the fifth digit must equal 0. –record rejected–



Immigrant Student Services −Federal/State Compensatory Project

Evaluation Format – Survey 5 −Used to report the types of Title III, Immigrant

Children and Youth funded Instructional and Supplemental Services

−Positional in format – 11 one character fields from positions 35 to 45

−Contact ELL Office for information



Federal/State Compensatory Project Evaluation

• Submit separate records − for each school, − for each project type, − for each subject area, − for each model and − for each term.

• Submitted in Survey 5

• Multiple UNIQUE records are appropriate and anticipated.



Migrant Student Information Exchange (MSIX)

• National Exchange of Migrant Students’ educational and health information

• Federally mandated • District Migrant Office is depending on MIS for

assistance

• collaboration is the key



Migrant Student Information Exchange (MSIX) Migrant data should be complete and accurate

in your system from the time the Migrant is enrolled or identified through the time of withdrawal or until the identified Migrant has moved from the district

****************************************

Your Superintendent has signed and agreed to active and ongoing district participation in MSIX for program application approval ($$$$) Lack of participation = lack of compliance




• When to send records: −Upon completion of enrollment – immediately after

class assignments −At the end of every grade reporting period −At the end of every school term

−Upon student’s withdrawal from school or from the Migrant Education Program




• Migrant Birth State • Migrant Education Program Enrollment Date** • Migrant MSIX Identification Number • Migrant Qualifying Move From City • Migrant Qualifying Move From Country • Migrant Qualifying Move From State • Migrant Qualifying Move To State

• Plus various other data elements that are captured on the student




• Migrant Education Program Enrollment Date**

• The numeric representation of the current month, day and year on which the student was enrolled in the Migrant Education Program.

Clarifying note added to element • The date the Certificate of Eligibility (COE) is signed • The COE recertification date • The date the student is enrolled in school




Other data elements are captured for MSIX in the FASTER records that are also captured in the PK-12 State Student Database.

• Data elements under reported in MSIX

• Entry (Re-Entry) Code, PK-12 • Withdrawal Date




PK-12 Database: Prior School Status/Student Attendance Format Entry (Re-Entry) Code, PK-12 Withdrawal Date 1. Submit this record…

• for each PK-12 student who was in membership • in any school or enrolled in any course in the district

(District Number, Current Enrollment) • from the first day of the school year to the last day of the

survey period




Migrant Residency Date

• The date when the child entered a district or local operating agency service area and

• Established (or re-established) residency based on the date noted on the Certificate of Eligibility for Migrant Education Program (required for a state to receive funding for the student).



Data Quality Assurance • MIS Staff and Program Area Staff

• Collaboration, planning, training & data quality action plan

• Share this presentation (FAMIS Website)

• Database Manuals http://www.fldoe.org/eias/dataweb/default.asp

• Data elements – code and definition + notes • Formats – reporting notes and data element list • Edits – business rules, specifications


http://www.fldoe.org/eias/dataweb/default.asp

http://www.fldoe.org/eias/dataweb/default.asp


Tools to assist with data quality • Edit Reports

−Rejects −Validations −Exceptions

• F60951O - FEDERAL STATE COMP DATA IN FILE FORMAT

• F60775O - DEMOGRAPHIC DATA IN FILE FORMAT • F70509 - MIGRANT TERM EXCLUDING Z REPORT

(F70605)

• Weekly Record Counts from DOE



$$$$ – Remember – $$$$

These data support funding and federal reporting activities.

We pull data at the end of the state processing period!

Have data quality assurance activities completed by the end of the processing

period.



Survey 5 Processing

July 27 Aug 28 July 31 Due Date

State Processing

Begins

*

State Processing

Ends Final Update

Amendment Period

Feb 26 Data Clean & Ready to Pull

State Processing

(Reports run nightly during state processing period)

(Reports run weekly during amendment period)



Migrant Year September 1 – August 31

Survey 5:

• Due date: July 31, 2015 − State processing: July 27 – August 28, 2015 − Final Update/Amendment Date: February 27, 2016

• Due date: July 29, 2016 − State processing: July 25 – August 26, 2016 − Final Update/Amendment Date: February 24, 2017



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