FBO_Appendices.pdf

MSIX

User Manual ii

U . S . D E P A R T M E N T O F E D U C A T I O N

MSIX User Manual

Version 8.3

December 2014

“ M S I X I S O N L Y A V A I L A B L E T O A U T H O R I Z E D U S E R S ”

Table of Contents

Section 1: Overview

Introduction

MSIX Purpose

MSIX Requirements

User Roles and Responsibilities

Navigational Elements

Section 2: Getting Started

Gaining Access to MSIX

Preparing to be an MSIX User

Logging In

Logging Out

Managing My Account

Section 3: Searching, Printing Records, and Notifying

Searching and Displaying

Printing Student Records

Student Arrival or Departure Email Notifications

Section 4: Generating Reports

User Administrator Reports

Data Administrator Reports

Primary & Secondary User Reports

Government Administrator Reports

Generating a Report

Section 5: Merging and Splitting Records

MSIX Data Management

Merging/Combining Student Records

Splitting/Separating Student Records

Escalating Merge and Split Requests

Reassigning Worklist Items

View Worklist History

Section 6: Regional Structure Administration

Creating a Region

Updating a Region

Disabling a Region

Using District of Residence for Worklist Assignment/Escalation

Accessing the State Region Consolidated View

Section 7: User Administration

Establishing User Accounts

Updating User Accounts

Resetting Passwords

Disabling or Deactivating User Accounts

Appendix A: Acronyms

Index

M S I X U S E R M A N U A L

Section 1: Overview

Welcome to the Migrant Student Information Exchange (MSIX)! MSIX is an online system containing migrant student records from all participating states to facilitate the national exchange of migrant students' educational information among the states. MSIX is available to State Migrant Education Program (MEP) staff along with other users from the MEP Community. It does not replace existing migrant student information systems; however, it does work with existing systems to keep student records current. MSIX does the following:

Produces a single “consolidated record” for each migrant child that contains information from each state in which the child was ever enrolled

Contains the minimum data elements necessary for the proper enrollment, grade and course placement, and accrual of credits for migrant children

Section 1 will introduce you to the basics of MSIX to give you the foundation to understand its features and functions. This section includes the following topics:

Introduction

MSIX Purpose

MSIX Requirements

User Roles and Responsibilities

Navigational Elements

Introduction

The timely transfer of education records for migrant children between schools has been a longstanding challenge. Migrant children often enroll in multiple schools for varying amounts of time each year as their families migrate in search of temporary or seasonal work in agriculture or fishing. MEP staffs continue to find it difficult to share and consolidate student information that schools, local educational agencies, and states collect on migrant children in a timely and meaningful way that helps school personnel make appropriate decisions when the students arrive. These conditions and those shown below prompted the need for an exchange of records.

High Movement — Highly mobile migrant student population

Short Notice — Students move from state-to-state often without notice

Lack of Data — Timely and accurate educational information not always available

Placement Errors — Students placed in incorrect courses or grades

Loss of MEP Services — Students not provided the most beneficial MEP services

In response to this challenge and a Congressional mandate to link the existing migrant student information systems, the U.S. Department of Education (ED) implemented the Migrant Student Record Exchange Initiative. The goals of this initiative will:

Goal 1: Create an electronic exchange for the transfer of migrant student education data among the States

Goal 2: Promote the use of the MSIX application

Goal 3: Ensure the use of the consolidated migrant student record for the purposes of enrollment, placement, and accrual of credits of migrant students

Goal 4: Produce national data on the migrant population

At the heart of this initiative is the MSIX. The MSIX does not replace existing state migrant student record systems. Rather, it links them in a minimally invasive manner to collect, consolidate, and make critical education data available. The MSIX also leverages available information provided by the states to ED’s Education Data Exchange Network (EDEN) system to ease the data collection burden on states.

MSIX offers many benefits to promote its usability. Some of those key features include the following:

Information — Retrieve and view student information

- Search, view, and print consolidated student records

- Multiple search parameters

- Accessible online

- Printed reports available

Record Conflicts — Identify and resolve student record conflicts

- Student Merge workflow

- Student Split workflow

Notification — Alert other jurisdictions of planned student moves

Role-based — Create users based on ‘MSIX roles’ to allow appropriate access to MSIX functions and student data

Structure — Create regions within a state to manage MSIX activities and workflow

MSIX Purpose

The primary purpose of MSIX is to make migrant student information available to authorized school personnel to support them in making decisions on student enrollment, grade or course placement, and accrual of credits. A secondary purpose of MSIX is aggregation of information to analyze national trends.

MSIX Requirements

MSIX requires specific browser configuration. Your Internet browser should be set up so that it does not cache Internet pages. This will allow any MSIX updates and patches to be viewed on your computer. MSIX supports the use of four browsers: Internet Explorer v8.0 or higher, Firefox v11.0 or higher, Safari v5.1 or higher, or Google Chrome 16 or higher. The steps to configure each browser vary from version to version, so you should refer to the browser documentation to ensure the following settings are configured for your preferred browser:

1. Enable JavaScript

2. Accept Cookies from sites until they expire

3. Clear Cache every time browser is closed

MSIX also has specific requirements for downloads of the training content.

Adobe Flash Player (version 9 or later) must be installed in order to view the online training modules. Adobe Flash Player is often part of the standard software provided with most computers. The flash player can be downloaded, free of charge, from www.adobe.com.

Users without access to Adobe Flash Player should reference the MSIX User Manual for guidance and information about using MSIX. This manual can be accessed from the training link in the Top Navigation menu as well as from the MSIX website in the Trainers’ Corner, which is outside the application.

User Roles and Responsibilities

MSIX is used by personnel at the district, region, state, and national levels. MSIX is used mainly by the front-line educators that need migrant student data to make time-sensitive and appropriate decisions on enrollment, grade or course placement, and accrual of credits. These users are typically the local school registrars and counselors, or Migrant Education Program (MEP) specialists.

State MEP users also require access to MSIX; some of these users directly interface with migrant students and others provide administrative and technical support to the MEP. U.S. Department of Education (ED) personnel are also

MSIX users; however, ED requires MSIX for national trend and statistical analysis purposes only.

The table below identifies the specific user roles and responsibilities for MSIX. It includes a description of the user’s MSIX job responsibilities, role functions available within the system, and the potential kinds of individuals who may perform in each role. A second table follows that provides essentially the same information but in a snapshot, abbreviated form.

MSIX User Roles and Responsibilities

User Role

Description

Functions Allowed

Potential Users

School and District Level Roles

MSIX Primary MSIX Primary Users can query student records in all states.

This user can also initiate the merge and split process for student records in his or her state.

Search, display, and print student records for students in all states

Initiate merge and split of student records Email notification of an arrival or departure of a student Export Student Records to File Generate Reports

Guidance Counselors MEP Data Entry Staff Recruiters Registrars Teachers

MSIX Secondary MSIX Secondary Users can query student records in all states.

Search, display, and print student records for students in all states

Email notification of an arrival or departure of a student

Generate Reports

Guidance Counselors MEP Data Entry Staff Recruiters Registrars Teachers

District Data Administrator

District Data Administrators can validate or reject near matches, merges and splits of student records. This user can also initiate the merge and split process for student records in his or her district.

Search, display, and print student records for students in all states

Initiate merge and split of student records Validate or reject record near matches, merges and splits Resolve data quality issues Respond to escalation requests Email notification of an arrival or departure of a student Export Student Records to File Generate Reports

State MEP Administrators

MEP Data Entry Staff

Regional Level Roles

Regional Data Administrator

Regional Data Administrators can validate or reject near matches, merges and splits of student records. This user can initiate the merge and split process for student records in his or her region. This user will also serve as the secondary point of contact for escalation issues.

Search, display, and print student records for students in all states

Initiate merge and split of student records

Validate or reject record near matches, merges and splits

Resolve data quality issues Respond to escalation requests Email notification of an arrival or departure of a student Export Student Records to File Generate Reports

State MEP Administrators

MEP Data Entry Staff

Regional User Administrator

Regional User Administrators establish and manage user accounts for users in their region.

Create User accounts Assign User Role(s) Update User account information Deactivate User accounts Reset passwords

State-identified

MSIX User Roles and Responsibilities

User Role

Description

Functions Allowed

Potential Users

Access user account-related reports

State Level Roles

State Data Administrator

State Data Administrators can validate or reject near matches, merges and splits of student records. This user can initiate the merge and split process for student records in their state.

He or she can also resolve data quality issues and serve as the primary point of contact for escalation issues.

Search, display, and print student records for students in all states

Generate Reports Initiate merge and split of student records Validate or reject record near matches, merges and splits Resolve data quality issues Respond to escalation requests Email notification of an arrival or departure of a student Export Student Records to File

State MEP Administrators

MEP Data entry staff

State User Administrator

State User Administrators establish and manage user accounts for users in their state.

Create User accounts Assign User Role(s) Update User account information Deactivate User accounts Reset passwords Access user account-related reports

State-identified

State Region Administrator

State Region Administrator establishes and maintains the regional structure and associated districts for states that choose to use regions.

Enable and disable regional structure Create new regions Associate districts to regions Edit regions

State MEP Administrators

MEP Data entry staff

U.S. Department of Education (ED) User Roles

Government Administrator

Government Administrators can generate system reports on a State or National level.

Government Administrators cannot access student data.

Generate Reports OME

OME User Administrator

OME User Administrators establish and manage user accounts for all State User Administrators.

Create user accounts Assign State User Administrator role Update user account information Deactivate user accounts Reset passwords Access user account reports for all states

OME

Privacy Act Administrator

Privacy Act Administrators can enter statements provided by students and parents that formally dispute the data contained in a student's MSIX record. They can also query and view student records from all states.

Search, display, and print student records

Enter dispute statements into a student's MSIX record

Table 1.1: MSIX User Roles and Responsibilities

Table 1.2: MSIX User Roles and Responsibilities – A Snapshot View

Navigational Elements

The MSIX navigational elements are the options on each page that allow you to choose where you wish to go within the MSIX application. The common navigational elements across MSIX are comprised of: 1) Top Navigation, 2) Left-side Navigation, and 3) Footer Navigation. The sample above is shown from the Primary User’s Home page and displays the available functions for that role in the Left-side Navigation.

Top Level Navigational Elements

My Account

The My Account link navigates you to your MSIX account information. You can update your phone number or reset your password on this page. When you reset your password, MSIX will email you a new temporary password that you will change the next time you access MSIX.

Top Level Navigation

Left-side Navigation

Footer Navigation

Training

The Training link navigates you to the MSIX Training page, which contains online training for user roles, the MSIX User Manual, and the MSIX Quick Reference Guide, a job aide for MSIX functions used most frequently.

Contact Us

The Contact Us link navigates you to the Contact Us page, which contains contact information for the MSIX Help Desk along with other useful information. You can reach MSIX support via email (msixsupport@deloitte.com) or the MSIX Help Desk (1.866.878.9525) on Monday thru Friday from 9:30AM to 6:30PM Eastern Time, except federal holidays. Note: the Help Desk does not reset passwords, create new users, deactivate, or disable existing users.

Help

The Help link navigates you to the searchable MSIX online help, Frequently Asked Questions (FAQs), and Technical Reference Materials.

mailto:msixsupport@deloitte.com

Logout

The Logout link you outside MSIX to end your MSIX session.

Left-side Navigational Elements

The links in the Left-side Navigation Menu will vary from user to user based upon their role. For instance, only State and Regional User Administrators will see the User Administration link on the Left-side Navigation Menu. The sample shown below includes every link and is not found in any one user role.

Home

The Home link navigates you to the MSIX home page.

Student Search

Student Search is a role-based link that navigates you to the MSIX “Basic Student Search” page. The search page allows you to query for student information. This link is available for Primary Users, Secondary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators.

Reports

Reports is a role-based link that navigates you to the reports section of MSIX and will list reports that might be available to you. This link will only appear on the left navigation panel for User Administrators, Data Administrators, Primary User, Secondary Users, OME User Administrators, and Government Administrators. Upon clicking the link, the user is taken to a page where, depending on role, he or she may choose to view different reports based on data in MSIX.

State/Regional Administration

State/Regional Administration is a role-based link that navigates State Region Administrators to the “State/Regional Structure Administration” page. This page allows those users to create, update, add or disable a regional structure and associated districts for states that choose to use the regional structure. This link is only available to State Regional Administrators.

Worklist

Worklist is a role-based link that allows users to take action on near matches, merges, and splits. This link is available for State Data Administrators, Regional Data Administrators, and District Data Administrators.

Potential Merge List

Potential Merge List is a role-based link that navigates you to the list of students you have identified for a potential merge. The merge process is initiated for these students in this section of MSIX. This link is available for Primary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators.

Potential Split List

Potential Split List is a role-based link that navigates you to the list of student records you have identified for a potential split. The split process is initiated for these students in this section of MSIX. This link is available for Primary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators.

User Administration

User Administration is a role-based link that navigates you to the User Administration section. This section allows you add, update, disable, or deactivate MSIX users. This link is available for State User Administrators, Regional User Administrators, and OME User Administrators.

Records Exchange Initiative

The Records Exchange Initiative link takes you to the OME Records Exchange website.

External Links

The External Links section of the Left-side Navigation links you to additional websites that are available outside of the MSIX application. The external links are as follows:

Course Catalogs — The Course Catalog provides links to state course catalogs.

Standardized Test — The Standardized Test provides links to state standardized test lists.

The Records Exchange Advice, Communication, and Technical Support (REACTS) — The REACTS link navigates the user to the Records, Exchange, Advice, Communication, and Technical Support (REACTS) Material page that contains hyperlinks to legacy REACTS web site material.

RESULTS — The RESULTS link navigates the user to the RESULTS homepage, which is a Customer Service Center website that provides a range of information to the migrant community and migrant education program to enhance inter- and intrastate coordination and collaboration.

National Center for Education Statistics (NCES) — The NCES is located within the ED and the Institute of Education Sciences. It is the primary federal entity for collecting and analyzing data related to education.

MSIX uses the standard NCES codes that are available on the NCES website. For more information about NCES, click the “NCES” link or go to (http://nces.ed.gov).

State Migrant Education Program (MEP) Directors — The State MEP Directors link provides a list of the State MEP Directors along with their contact information.

Footer Navigational Elements

Rules of Behavior

This link provides the Rules of Behavior (ROB) that all users must accept before accessing MSIX. The ROB describes your responsibilities and expected behavior with regard to information and information system usage. They include the following sections: Responsibilities, Monitoring, MSIX Security Controls, User Credentials, Protection of MSIX Information, and Other Security Considerations.

ED

The ED link navigates you to the U.S. Department of Education (ED) website.

The URL is http://www.ed.gov.

The OME link navigates you to the Office of Migrant Education website. The URL is http://www.ed.gov/about/offices/list/oese/ome/index.html.

http://nces.ed.gov/ http://www.ed.gov/ http://www.ed.gov/about/offices/list/oese/ome/index.html

Section 2: Getting Started

Now that you understand the basics of Migrant Student Information Exchange (MSIX), you need to learn how to begin and what steps are needed to gain access and become an MSIX user. However, even before you become a user, you can become familiar with some of the tools and resources available for MSIX. Once you receive your User Name and Password, you will want to know how to log in, log out, and how to manage your user account. This section includes the following topics:

Gaining Access to MSIX

Preparing to be an MSIX User

Logging In

Logging Out

Managing My Account

Gaining Access to MSIX

Information is found on the MSIX website (https://msix.ed.gov) to enable you to apply for access to MSIX under the “How do I get an account?” link. Here, you will find the MSIX User Access Guide and Application, which includes a sample application form and describes the MSIX Application Procedure. This procedure is composed of three processes: Applicant, Verifying Authority, and Final Approving Authority and assumes that Training occurs at any time within.

Figure 2.1: MSIX Application Procedure

These processes are discussed in further detail in the aforementioned guide to provide the steps for obtaining access to MSIX. In addition, the “User https://msix.ed.gov/

Administrator Search” function is found so that you can determine where to submit your application.

Preparing to be an MSIX User

You can begin to learn about MSIX even before you receive your MSIX User Name and temporary Password. In fact, it is strongly recommended that you review the resources that are available on the website.

Sign In Page Links

The “Sign In” page contains some basic links to help you become familiar with MSIX. They include the following: Forgot Password, Contact Us, How Do I Get an Account?, Trainers’ Corner, MSIX Implementation Status, and Help.

Forgot Password Forgot Password navigates you to a page that contains the contact information for a User Administrator who can reset your password if you forget it or are locked out.

Contact Us Contact Us navigates you to the “Contact Us” page, which contains contact information for the MSIX Help Desk. You can reach MSIX support via email (msixsupport@deloitte.com) or phone (1.866.878.9525). Note that the Help Desk does not reset passwords, create new users, deactivate, or disable existing users.

How Do I Get an Account?

How Do I Get an Account provides access to the MSIX User Access Guide and Application.

Trainers’ Corner MSIX has a robust training program that includes online help and web-based training. The training is accessible directly from the MSIX website under Trainers’ Corner. Therefore, it is available prior to logging into MSIX by clicking on the “Online Training” link for the desired role. This link contains numerous documents to acquaint you with MSIX and online training modules for every MSIX user role as shown below:

1. Online Training — Six role-based MSIX training courses in Adobe Flash 9 format that each take on average of one to two hours to complete, depending upon your role and how quickly you move through the course

2. MSIX User Manual (Microsoft [MS] Word, Adobe Portable Document Format [PDF], 508 Compliant) — Detailed resource for using MSIX

3. MSIX Reports Manual (MS Word, Adobe PDF) — Detailed documentation on the features, functionality and accessibility of the reports in MSIX

4. Quick Reference Guide (MS Word, Adobe PDF) — One-page job aide to summarize the steps for the most commonly used MSIX tasks

5. Frequently Asked Questions (FAQ) (MS Word, 508 Compliant) — Most typically asked questions in a searchable tool

6. MSIX Training Environment Guide (MS Word, Adobe PDF) — Resource to enable state training facilitators plan, deliver, and evaluate their MSIX training

7. Refresher Training Materials (MS Word, MS PowerPoint, Adobe PDF)

— Presentation deck on the key features of MSIX and how to use each of them

8. Webinars (MS PowerPoint) — Presentation decks from previously conducted webinars for users

9. MSIX User Administrator Guide (MS Word, Adobe PDF) — Role-specific manual to support User Administrator tasks on managing user accounts

10. User Access Guide (MS Word, Adobe PDF) — Manual to guide users in requesting and acquiring a user account

11. User Access Form (MS Word, Adobe PDF) — Sample form that states can use to register users, verify their identification, and confirm the correct level of the user’s access

12. MSIX Brochures (MS PowerPoint & Adobe PDF in English and Spanish)

— Concise information to describe MSIX presented in a question-style format

13. User Conference Presentation (MS PowerPoint & Adobe PDF) — A presentation that provides a basic overview of MSIX that was used at various conferences to introduce MSIX

14. MSIX Help Desk — A link to the Contact Us page, which provides the phone number and email address for the Help Desk

15. MSIX Release Change Notes (MS Word, Adobe PDF) — Descriptions of the enhancements made to MSIX since its initial roll-out in September 2007

MSIX Implementation Status MSIX Implementation Status displays a summary of the pre-implementation, implementation and fully implemented completion dates for each state. You will see a United States map with a key to define the colors just below the map.

Help Help provides access to a comprehensive, searchable online help and FAQs.

Logging In

You will be notified via two separate emails as soon as you have been added as a user to MSIX. Samples of the emails are shown below.

From: Msix.Application@eds-orlando.com To: <NEW MSIX USER>

Subject: MSIX Account Confirmation

Hello <MSIX User>, Your State's MSIX user administrator has just created an MSIX account for you with the following user name:

<User Name>

**This account is active effective December 11, 2011.**

MSIX will send you another email with your temporary password

On the date indicated above, you can user the following link to access MSIX:

https://msix.ed.gov .

If you have forgotten your login or password, please contact your appropriate User Administrator.

If you have questions regarding the contents of this email, please refer to the online help, user guide, and other documentation available within MSIX. You may also contact the MSIX Support team at msixsupport@deloitte.com

Figure 2.2: User Name Sample Email

From: Msix.Application@eds-orlando.com To: <NEW MSIX USER>

Subject: MSIX Account Confirmation

Please use the following password when accessing MSIX for your next login:

<System-generated Password>

Please use the following link to access MSIX: https://msix.ed.gov.

If you have forgotten your login or password, please contact your appropriate User Administrator.

If you have questions regarding the contents of this email, please refer to the online help, user guide and other documentation available within MSIX. You may also contact the MSIX Support Team at msixsupport@deloitte.com.

This email account is not monitored.

Figure 2.3: Password Sample Email

Once you have received these emails and your account is active, you are ready to log into MSIX for the first time. When you do so, you are prompted to review the MSIX training materials, the Rules of Behavior (ROB), and change your password. After your initial MSIX login, you will not be asked to accept the ROB again. However, you will be required to change your password every 90 days.

In the event that you are not a regular MSIX user and it has been 90 days since you last used MSIX, your account will be automatically disabled. You must contact a User Administrator to have the account reactivated. You can find your User Administrator’s contact information by clicking on the “How Do I Get an Account” link on the MSIX Sign In Page.

Login Error Messages

You must carefully enter your User Name and Password. MSIX displays an error message after each unsuccessful login attempt. You will be given two invalid login attempts. After the third unsuccessful login, your account locks and an error message is displayed.

Login Error Messages

Scenario Error Message

User Name Field is Blank Error: You must enter a valid user name.

Password Field is Blank Error: You must enter your logon password.

User Name or Password are Incorrect Error: Authentication failed. Please try again.

Three Invalid Login Attempts Have Been Made

Error: Your account is locked. Please notify the system administrator.

If your account is locked, contact your User Administrator to request that your password is reset. To locate your User Administrator, go to the MSIX website (http://msix.ed.gov) and click the “Contact Us” link. On this page, you will find the “User Administrator Search” link.

Steps for First Time Login

1. Access the MSIX URL (http://msix.ed.gov) on the date your account is active, and enter your User Name and Password. Then, click the Login button.

2. On the “Change Password” page, enter your Expired or Temporary Password. Then, enter a new password first in the New Password field and then a second time in the Confirm New Password field. Your new password must conform to MSIX password standards. To complete this step, click the OK button.

3. On the “Sign In” page, enter the newly created password in the Password field. Then, click the Login button.

4. Click the Continue button on the “Warning” page.

5. On the “Rules of Behavior” page, review the information. Then, click the Accept button.

v http://msix.ed.gov/ http://msix.ed.gov/

Log into MSIX The Sign In page is the entrance into MSIX.

Change Your Password Using the MSIX Password Standards The “Change Password” page allows you to change your password and only appears with your first time login. MSIX standards require that a password must have the following criteria:

At least eight (8) characters

At least one upper case letter (A-Z) and one lower case letter (a-z)

At least one number (1-9)

At least one special character (e.g., #, % or &)

Cannot have spaces

Cannot match any of your previous six (6) passwords

A checklist appears to the right of the password page that updates the criteria you meet as you enter in a new password.

Sign In Again with Your New Password The “Sign In” page reappears with a message prompting you to enter your password. This is the new password that you just created on the “Change Password” page.

Review the Warning Page The MSIX Warning page displays every time you successfully login. You must press the continue button to accept the warning before proceeding to the next page.

Review the Rules of Behavior (ROB) This page displays upon initial user login. The ROB must be accepted by each user and a record of the user’s acceptance stored in the database. You can view and print the ROB at any time by clicking on the link in the Footer Navigational elements at the bottom of any MSIX page.

Logging Out

Logout terminates your MSIX session. This helps to manage the system resources so connections are not open while not being used. It also provides an extra layer of security to help prevent others from using your MSIX user account.

Steps to Log Out of MSIX

1. Click the Logout link in the Top Navigation.

Log Back Into MSIX or Close Your Browser The “Logout” page provides the ability to return to the “Sign In” page using the Return button. If you are finished using MSIX, just close your browser window.

Managing My Account

You have the ability to update your account information. Updating account information is limited to changing your telephone number and resetting your password. You can change your telephone number as often as it is needed.

However, you can only change your password once per day. If other parts of your account need to be updated such as your name or email address, you must contact your User Administrator to make those changes.

Steps to Update Account Information

1. Click the My Account link in the Top Navigation.

2. Update Account Information such as Telephone Number or select the Password Reset option to submit a request to have your password reset.

3. Click the Save button.

Navigate to My Account The My Account link is location in the Top Navigation.

Make Your Account Update and Save This page allows you to change your Work Telephone Number, Job Title, or to submit a Password Reset request.

Work Telephone Number: If you changed your Work Telephone Number, the change will be immediate and you can click the My Account link to see the change.

It is important to keep your number updated in the event that another MSIX user or an Administrator may need to contact you at work, especially in cases where direct communication is necessary to resolve issues pertaining to one of your state’s students.

Job Title: Users shall be able to update their own “Job Title” field within their respective “My Account” page.

Password Reset: When submitting a request to reset your password, MSIX will automatically send an email with your MSIX randomly-generated, temporary password. This email will be similar to the sample shown in the “Logging In” section of this manual.

With your temporary password, you can log into MSIX and then will be prompted to change the password using the MSIX password standards. In addition, according to U.S. Department of Education (ED) security policy, you cannot use your six previous passwords.

Review Confirmation of Your Action The “Confirmation” page displays a message that your request has been updated.

The page also has navigational links to navigate to different pages of MSIX.

Section 3: Searching, Printing Records, and Notifying

There are certain functions that are helpful tools for teachers, guidance counselors, Migrant Education Program (MEP) data entry staff, recruiters, registrars, and Data and Regional Administrators as they attempt to gain a greater understanding and communicate about a particular student for placement purposes and other needs.

The Migrant Student Information Exchange (MSIX) provides the ability to search and display student records to assist in student placement. These student records can be printed when a paper copy is needed. MSIX also allows a means to send email notifications to another school about a student’s pending arrival or departure. These MSIX functions are limited to MSIX Primary Users, Secondary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators.

This section includes the following topics:

Searching and Displaying

- Using Search and Display to View a Consolidated Record

- Using Search and Display to View an Historical Record

- Understanding Privacy Act Compliance

- Reviewing the Raw Student Record View

- Using Advanced Search

Printing Student Records

Notifying of a Student’s Arrival or Departure

Searching and Displaying

MSIX Primary Users, Secondary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators can look for a single student record by the Student’s Name, MSIX ID, or the combination of State and State ID. The Student’s Record can be viewed at a high level with the most recent enrollments in the “Consolidated Student Record View.” Or, student records can be viewed with all of the student’s information in the “Historical Student Record View.”

Consolidated Student Record View (displays the most recent student information) – This view can be used to verify the identity of the student for whom you are searching. It provides the ability to flag a record for the merge and split processes. This view also provides the ability to send an email notification upon a student’s arrival or departure.

Historical Student Record View (displays all schools and all MEP program information) – This view can be used to determine proper course placement or confirm student identity. Under the Enrollments section, MSIX displays the Data Administrator associated with each student’s records for each state. This helps users to identify the correct Data Administrators if contact is needed for questions or issues regarding a student’s records.

Search for a Student Error Messages

MSIX displays one of the following error messages when you have entered invalid or no search information:

Search for a Student Error Messages

Scenario Error Message

MSIX ID Contains Letters vs. Numbers Error: Please enter a numeric value for the MSIX ID.

Data was not Entered in one of the Required Fields

Error: Please enter at least one of the primary search criteria to perform the search. The primary search criteria include the following: MSIX ID, State Student ID (SSID), First Name, Middle Name and Last Name.

Information is not Contained in MSIX Error: No results were found. Please click the refine search link to narrow the search criteria.

Table 3.1: Search for a Student Error Messages

Using Search and Display to View a

Consolidated Record

Steps to Search

1. Click the “Student Search” link in the Left-side Navigation, which will take you to the “Basic Student Search” page.

2. On the “Basic Student Search” page, enter the search criteria by using at least one of the following fields:

1. Student MSIX ID

2. Student State ID

3. Student First, Middle, or Last Name

Additional optional information such as Date of Birth (“Student DOB” field) and Gender (“Sex” field) can also be entered to further refine a search. All of the information entered is used to filter your results. If you are unsure of some of the information, it is better to enter less data rather than more.

3. MSIX will default to a “Partial” search unless you indicate otherwise.

Select either “Partial” or “Exact” for each search criteria. If you only know some of the student information, use a partial search. For partial searches, a wildcard is assumed at the end of the search data entered (e.g., entering “mi” for Last Name finds “Miller” but not “Smith”).

This wildcard feature also allows you to search for students based on the Date of Birth (DOB) when you only have partial date information. If you enter partial DOB information, a list of all recorded students that were born on that particular month, date, and/or year will be displayed.

MSIX receives all of its student data directly from states. If your state system stores hyphenated names, then MSIX will display the data with hyphens. The best way to search for hyphenated names is to use the “Partial” search and use the part of the name before the hyphen.

Use “Exact” to search for an exact match to the information that you entered. If no data returns, change to a “Partial” search just in case there is a minor difference in the data.

4. Click the “Search” button and the “Search Results for Student” page will display. Search results can be sorted by column names by clicking the column name.

5. Select an individual student record from the list by clicking on the student’s MSIX ID link.

6. A column is provided on the right-hand side of the page where students can be flagged as potential matches. Multiple students can be flagged for merge in this column.

Access the Student Search and Find a Student This page allows you to search for a student in MSIX.

Select and Flag the Student Record This page displays the results returned from your search. You can sort the search results by clicking on the column names. In this sample, the data is sorted by the “State Student ID” column.

View the Most Recent Information for the Student When you select an individual student from the list of search results, you see the student’s most recent demographic information on the “Consolidated Student Record View” page.

Understanding Privacy Act Compliance

To comply with the Privacy Act of 1974, MSIX records a student or guardian’s dispute of the data contained for the student. To modify an MSIX record, parents and students must first work directly with the state where the student is currently enrolled by contacting their local Migrant Education Program (MEP) personnel to view the MSIX record. If parents and/or students are unsure of whom to contact locally, they should contact the State MEP Director. A list is provided at http://www.ed.gov/programs/mep/contacts.html.

If it is agreed that the information is in error, it must be corrected in the state system before being corrected in MSIX through the regularly scheduled file transfer process.

If it is not agreed that the information is in error and the parents and/or students are not satisfied, they can contact the MSIX Help Desk, at 1-866- 878-9525 or MSIXsupport@deloitte.com. Then, OME would enter a comment to the effect and the dispute would be recorded in MSIX on the Consolidated Student Record View under the Privacy Act tab. The student record would be unchanged in MSIX and mirror that of the state.

http://www.ed.gov/programs/mep/contacts.html mailto:MSIXsupport@deloitte.com

The flowchart below displays the events in the appeals process.

Figure 3.1: Student Record Dispute Appeals Process

Using Search and Display to View an Historical

Record

Steps to Search

1. Click the Student Search link in the Left-side Navigation, which will take you to the “Basic Student Search” page.

2. On the “Basic Student Search” page, enter the search criteria by using at least one of the following fields:

1. Student MSIX ID

2. State Student ID

3. Student First, Middle, or Last Name

Additional optional information such as Date of Birth (“Student DOB” field) and Gender (“Sex” field) can also be entered to further refine a search. All of the information entered is used to filter your results. If you are unsure of some of the information, it is better to enter less data rather than more.

7. MSIX will default to a “Partial” search unless you indicate otherwise.

Select either Partial or Exact for each search criteria. If you only know some of the student information, use a “Partial” search. For Partial searches, a wildcard is assumed at the end of the search data entered (e.g., entering “mi” for Last Name finds “Miller” but not “Smith”).

This wildcard feature also allows you to search for students based on the date of birth (DOB) when you only have partial date information. If you enter partial DOB information, a list of all recorded students that were born on that particular month, date, and/or year will be displayed.

MSIX receives all of its student data directly from states. If your state system stores hyphenated names, then MSIX will display the data with hyphens. The best way to search for hyphenated names is to use the “Partial” search and use the part of the name before the hyphen.

Use “Exact” to search for an exact match to the information that you entered.

8. Click the Search button and the “Search Results for Student” page will display. Search results can be sorted by column names by clicking the column name.

9. Select an individual student record from the list by clicking on the student’s MSIX ID link.

10. A column is provided on the right hand side of the page where students can be flagged as potential matches. Multiple students can be flagged for merge in this column.

3. Select the Historical Student Record View link on the top of the “Consolidated Student Record View” page. MSIX displays the Data Administrator associated with each student’s records for each state. This information can now be found on the “Historical Student Record View” page under the Enrollments section and will help you identify the correct Data Administrator to contact for questions or issues regarding a student’s records.

Select and Flag the Student Record This page displays the results returned from your search.

View the Most Recent Information for the Student This page displays the most recent information about this student.

View All MSIX Data for this Student Record The Historical Student Record View displays all student information from all schools and all Migrant Education Program (MEP) programs. Each student record can be expanded to display Demographic, Qualifying Moves, and Enrollments information.

Reviewing the Raw Student Record View

For Data Administrators, an additional link, the “Raw Student Record View,” is displayed on the “Consolidated Student Record View” page. This link directs the Data Administrators to a page that contains the unprocessed student data that is directly received from state files. In some situations, the data received from states fails to meet the MSIX standards and is not displayed or is replaced by MSIX reference data. By clicking on the “Raw Student Record View” link and checking the raw data, you may view the student’s data as it was originally submitted by the state to validate and verify the integrity of student information in MSIX.

Note the “Raw Student Record View” Link is Available Data Administrators will see this link if they need to see the original data from the state.

View the Raw Data in the Various Sections Each section of the student record can be expanded to display raw data in the Demographic, Qualifying Moves, and Enrollments information.

Reviewing the State Student ID History

For Primary Users and Data Administrators, an additional link, the “View ID History,” is displayed on the “Historical Student Record View” page. This link directs the users to a page that contains the State Student ID (SSID) History. The SSID History functionality collects and displays a summarized history of each State Student ID within MSIX. The history will show all other State Student IDs currently or previously associated with the subject State Student ID. While in the MSIX system, a State Student Record may undergo merges, splits, updates, or deletes which may link a given SSID with another SSID or change the student’s MSIX ID. With this new functionality, a new history record is created on the SSID History page for each State Student ID following each merge, split, update, or delete involving the subject SSID.

For example, a Consolidated Student Record is comprised of three merged State Student Records. Suppose that the student is enrolled in a fourth state.

The fourth state loads a State Student Record into MSIX and it is merged with the Consolidated Student Record containing the original three states. All four State Student IDs will log a change on their history pages that can be viewed by authorized users.

The State Student ID History is accessible by all State, Regional, and District Data Administrators as well as Primary Users from a new link to the right of each State Student ID on the Student Historical Record View page. Any merges, splits, updates, or deletes that occurred prior to March 5, 2012 will not be visible in the SSID History.

Steps to View

1. From the “Historical Student Record View” page, click the “View ID History” link.

2. On the “State Student ID History” page, expand the rows to view the State Student IDs associated with the MSIX ID resulting from the event indicated.

Note the “View ID History” Link is Available Data Administrators and Primary Users will see this link for all student records in the “Historical Student Record View.”

Expand the MSIX ID rows associated with each event Each MSIX ID associated with the state student record can be expanded to display State Student IDs associated with the selected MSIX ID as a result of the event listed in the third column. In turn, each SSID assigned to the MSIX ID at that time can be expanded to view the submission dates of that State Student record.

View the Details of the State Student ID History All rows are expanded. The State Student ID History will also display the core demographic data that was included in each update provided for the student. This information will provide insight into any changes that occurred to the student’s information over time that will impact how MSIX will assess and automatically match the student with other new student records

Using Advanced Search

The MSIX Primary Users, Secondary Users, State Data Administrators, Regional Data Administrators and District Data Administrators can look for a single student record using additional data elements on the “Advanced Student Search” page.

Steps to Conduct an Advanced Search

Click the Student Search link in the Left-side Navigation, which will take you to the “Advanced Search” page.

Click on the Advanced Search link at the top of the “Basic Student Search” page.

On the “Advanced Student Search” page, enter the search criteria by using at least one of the following fields:

1. Student MSIX ID

2. State Student ID

3. Student First, Middle, or Last Name

Additional optional information such as Birth Country, Birth State, Parent’s names, and the Multiple Birth Flag can be entered on the “Advanced Student Search” page to further refine the Student Search Results. All of the information entered is used to filter your results. If you are unsure of some of the information, it is better to enter less data rather than more.

MSIX will default to a “Partial” search unless you indicate otherwise. Select either Partial or Exact for each search criteria. If you only know some of the student information, use a “Partial” search. For Partial searches, a wildcard is assumed at the end of the search data entered (e.g., entering “mi” for Last Name finds “Miller” but not “Smith”).

This wildcard feature also allows you to search for students based on the date of birth (DOB) when you only have partial date information. If you enter partial DOB information, a list of all recorded students that were born on that particular month, date, and/or year will be displayed.

MSIX receives all of its student data directly from states. If your state system stores hyphenated names, then MSIX will display the data with hyphens. The best way to search for hyphenated names is to use the “Partial” search and use the part of the name before the hyphen.

Use “Exact” to search for an exact match to the information that you entered.

Click the Search button and the “Search Results for Student” page will display. Search results can be sorted by column names by clicking the column name.

Select an individual student record from the list by clicking on the student’s MSIX ID link.

Access the Student Search to Find a Student This page takes you to the link to do an advanced search.

Use Additional Fields to Search for a Student Record Advanced Search allows users to search for students on additional search criteria.

Notice that there are nine more fields on the “Advanced Student Search” page than in the “Basic Student Search” page. Those additional fields are highlighted below in yellow for this illustration, but are not highlighted in the MSIX application.

Locate the Student This page displays the results set returned from your search. Select the MSIX ID of the student you wish to view more data on.

Printing Student Records

The MSIX Primary Users, MSIX Secondary Users, State Data Administrators, Regional Data Administrators, and District Data Administrators can print a…