MSIS User Manual - Mississippi Department of Education

MSIS USER MANUAL
Office of Federal Programs
2014 - 2015
TABLE OF CONTENTS
ACCREDITATION STANDA RDS....................................................................................................................................................... 3
MSIS INFORMATION ....................................................................................................................................................................... 5
GETTING STARTED........................................................................................................................................................................... 6
FEDERAL PROGRAMS PERSONNEL .............................................................................................................................................. 6
COURSE WORK AREA CODES REPORT ........................................................................................................................................ 8
DESCRIPTION:.................................................................................................................................................................................... 9
Verifying Course Codes...........................................................................................................................................................10
Verifying Endorsement Area Codes .....................................................................................................................................12
PERSONN EL REPORTS...................................................................................................................................................................13
SPECIAL PROGRAM CODES..........................................................................................................................................................14
SPECIAL PROGRAM CODES (CONT’D) ................................................................................................................................................15
SCHOOL INDICATORS....................................................................................................................................................................16
STUDENT IN DICATORS .................................................................................................................................................................17
STUDENT I NDICATOR REPORT...........................................................................................................................................................18
HOMELESS.......................................................................................................................................................................................19
HOMELESS REPORT #1.....................................................................................................................................................................23
Homeless Report #2 ................................................................................................................................................................24
LIMITED EN GLISH PROF ICIEN T/ENGLISH LANGUAGE LEARNER ..........................................................................................25
LIMITED ENGLISH PROFICIENT/ENGLISH LANGUAGE LEARNER - REPORT #1........................................................................................29
Limited English Proficient/English Language Learn er - Report #2 .................................................................................31
IMMIGRANT ...................................................................................................................................................................................33
I MMIGRANT REPORT........................................................................................................................................................................34
MIGRAN T ........................................................................................................................................................................................35
MIGRANT REPORT ...........................................................................................................................................................................36
NEGLECTED OR DELINQUEN T .....................................................................................................................................................37
NEGLECTED OR DELINQUENT REPORT #1 ..........................................................................................................................................38
Neglected or Delinquent Report #2 .....................................................................................................................................40
FEDERAL PROGRAMS REPORT....................................................................................................................................................42
MSIS DISTRICT TIMELINE .............................................................................................................................................................44
GLOSSARY .......................................................................................................................................................................................47
REPORT GLOSSARY .......................................................................................................................................................................48
2
Accreditation Standards
2.1 ASSIGNMENT OF DISTRICT ACCREDITATION STATUS
The Commission on School Accreditation determines the annual accreditation status of all public school
districts in the fall of each school year based on verified accreditation data from the previous school year.
An annual district accreditation status is assigned based on compliance with Process Standards.
Information concerning district compliance with Process Standards is reported to the Commission on an
annual basis. See Policy 2.2 below.
The district superintendent and school principals are responsible for ensuring that all data reported to the
Mississippi Department of Education is true and accurate as verified by supporting documentation on file
in the school district. Reporting false information is a violation of the accreditation requirements set forth
by the State Board of Education and may result in the downgrading of the district's accreditation status.
After the Commission takes action on accreditation records presented, the district superintendent and the
chairperson of the local school board are notified of the status assigned. The decision of the Commission
is final unless appealed by the school board of the district to the State Board of Education in accordance
with the appeal procedures in Policy 6.4 of this document.
2.9.2 PENALTY FOR THE WITHDRAWAL OF ACCREDITATION
The withdrawal of a school district’s accreditation by the Commission on School Accreditation will result
in the following:
• A school or schools within a district shall be limited to participation in no more than fifty percent (50%)
of the regular season of any interscholastic activity, which shall include division/district/regional games,
• The interscholastic season schedule for a school or schools within a district shall not include the opening
day of season or any type of post season participation, as determined by the Office of Accreditation, and
• Cheerleading, drill, and dance squads, speech and debate, choral music and band may participate in
district or state contest, but shall not be eligible to receive ratings.
All schedule requests must be submitted in writing to the Mississippi Department of Education, Office of
Accreditation, at least thirty (30) days prior to the beginning of the season. The Office of Accreditation
shall pre-approve all schedules and participation in interscholastic activities. In addition to the
suspension of all post season activities, the school district shall not be allowed to participate in jamborees,
special games, parades, tournaments, holiday tournaments, or competitions of any nature.
Failure to comply with section 2.9.2 will result in the suspension of ALL interscholastic activities.
Failure of a district to have its accreditation reinstated by the Commission on School Accreditation
after a period of two (2) calendar years from the date of the withdrawal of accreditation s hall result
in the immediate suspension of ALL interscholastic activities until the district’s accreditation status
is reinstated.
Note: Interscholastic activities include, but are not limited to, football, basketball, baseball, track
and field, cross country, tennis, golf, volleyball, softball (fast pitch and slow pitch), soccer,
wrestling, swimming, power lifting, bowling, archery, cheerleading, drill, and dance squads, speech
and debate, choral music, and band.
2.9.5 REINSTATEMENT OF AN ACCREDITED STATUS
Based on the recommendation from the Office of Accreditation or the State Superintendent of Education,
the superintendent and school board president of a school district whose accreditation has been withdrawn
may file a petition with the Commission on School Accreditation for reinstatement of accreditation to be
effective on January 1 or July 1. The Commission on School Accreditation shall require all school
districts that petition for reinstatement of accreditation to appear before the Commission on School
Accreditation to furnish evidence satisfactory to the Commission that the school district is in compliance
with all accreditation standards prior to the reinstatement of accreditation.
3
5.5 OTHER STATE/FEDERAL PROGRAM AUDITS/EVALUATIONS
When audits or evaluations of other state or federal programs reveal verified noncompliance with state or
federal program regulations, the incidents of noncompliance are filed with the Office of Accreditation.
PROCESS STANDARDS
ADMINISTRATION AND PERSONNEL
10. The school district operates with a uniform system of accounts as specified in state law and as
prescribed by the State Auditor’s Office. {MS Code 37-9-18, 37-37-1, 37-37-3, 37-17-6(17), 37-37-7, 3737-13, 37-61-19 and 37-61-23}
10.1 The board of education has implemented a fixed asset system of accountability that complies
with the standards established by the State Auditor’s Office for the verification of fixed assets and
the auditing of fixed assets records. {MS Code 37-17-6(17)}
10.2 The financial accounting data and the corresponding annual audit report as submitted to the
Mississippi Department of Education reflect no less than a zero fund balance (as defined by
generally accepted accounting principles) for all funds of the school district. {MS Code 37-61-19}
10.3 The most recent annual audit report of the school district, as conducted under the guidelines of
the State Auditor’s Office, indicates that the auditor has issued an unqualified opinion (as defined by
generally accepted auditing standards) on the general purpose financial statements of the school
district. {MS Code 37-9-18, 37-37-1, and 37-61-23}
10.4 The most recent annual audit report of the school district, as conducted under the guidelines of
the State Auditor’s Office, verifies the accuracy, validity, and timely reporting of all student data
submitted to the MDE, including but not limited to the electronic transmission of student enrollment,
attendance, transportation, absenteeism, graduation, dropouts, and any other student data and
administrative functions as deemed necessary. {MS Code 37-37-7(2)(b)(c)(d) and 37-37-13}
10.5 The most recent annual audit report of the school district, as conducted under the guidelines of
the State Auditor’s Office, verifies the accuracy and timely reporting of all reports, other than
student data, required for submission to the MDE in accordance with state law and/or State Board of
Education policies. {MS Code 37-37-7(2)(e) and 37-37-13}
For a copy of the Mississippi Public School Accountability Standards;
http://www.mde.k12.ms.us/docs/accreditation-library/2012-standards-8-8-13.pdf?sfvrsn=2 or visit the
Mississippi Department of Education website, click the drop down box, select Accreditation, to the left of
the page, select Accountability Standards, select Mississippi Public Schools Accountability Standards
with the most current year.
4
MSIS Information
1.1
System Overview
Mississippi Student Information System (MSIS) is a web based application system. It receives student,
personnel and district information. The application requires connection to the Internet in order to access
the system. The database can be accessed with the installation of a current version of Java. Internet
browsers that do not contain or use Java such as Safari, Firefox and Google Chrome may require the
installation of a plug-in before access is available. After the installation of Java, MSIS can be used
immediately without further configuration. MSIS displays and reports information received from the
Student Administrative Package (SAP). The SAP is a separate system that is purchased and
maintained at the school and district level.
1.2
User Access Levels
There are specific levels granted to users either as District or School, with a selection from the General
User column. Federal Programs Directors have access to District level and a selection(s) from General
User selected by the MSIS Primary. This access is granted after a completed MSIS 2 Form is received
with the signature of the MSIS Primary, Superintendent or Secondary signed in blue ink. The Oath of
Confidentiality is completed and signed in blue ink by the user. Once it has been received at MDE/MSIS
and approved, users are assigned a MSIS login and a temporary password from MDE/MSIS is sent to the
user via email with a subject titled: Welcome to MSIS.
1.2.1 MSIS 2 Form and Oath of Confidentiality
MSIS forms are located at: http://www.mde.k12.ms.us/management-information-systems/msstudent-information-system-(msis)/security-documents or visit our website at
www.mde.k12.ms.us , District, MSIS, MSIS Resources, Security Documents, Districts and
School User Only Section, MSIS 2 and Oath of Confidentiality. Print, complete each section.
Select Federal Programs and under General, select General User and View Student Data. Both
forms can be mailed to the address on the form or emailed to mdeapps@mde.k12.ms.us. If
faxed, the original signature sheet must be mailed and received within 10 business days before
the interruption of access.
MSIS Blast is an email used to communicate with school districts regarding MSIS changes and
updates. Please subscribe at: http://www.mde.k12.ms.us/management-information-systems/msstudent-information-system-(msis) or visit MDE website Districts, MSIS, MSIS Resources, and
Subscribe to MSIS Blast. Complete the screen.
1.3
MSIS Information
Information that is displayed in MSIS regarding a student is submitted from the SAP at the school. The
information is sent from the SAP to MSIS with the indicator(s) selected “Y” in the SAP.
Federal Programs:
Title I Indicator(s)
LEP/ELL
Homeless
Migrant
Immigrant
Neglected/Delinquent
5
Getting Started
Accessing MSIS
Please visit the Mississippi Department of Education website: www.mde.k12.ms.us
Place the arrow on the District Tab – a black box will appear - scroll down and select MSIS.
This will take you directly to the MSIS web page or visit http://www.mde.k12.ms.us/managementinformation-systems/ms-student-information-system-(msis) .
On the left side of the page under the Applications click MSIS Log-on.
The login page will appear.
This information is sent to the user in an email titled: Welcome to MSIS
Please enter the username
Please enter the password
Please enter the database: msis
Do not use capital letters or numbers when creating a password.
Upon logging in, this screen appears.
NOTE: Do not open multiple MSIS screens at one time – known as Stacking - this will lock or slow
down the computer or possibly disable functions on other screens.
Federal Programs Personnel
The federal programs director provides accurate information on salaried personnel to the MSIS Primary
or designated MSIS personnel employee to input employees paid with title program funds into the SAP
and MSIS.
6
Federal Personnel
Federal personnel must be marked appropriately in MSIS.
a. Select only course code(s) in which staff is
properly certified.
If not a licensed staff, please select the proper course code for
the duties performed.
b. Select only the special program code assigned to
the course code.
Special program code is the number assigned to a course
code for salaries of employees.
i. Title 1 Special Program Code “1”
ii. Other Title special program code “9”
c. Reserved Field Code (SW):
Title 1 Schoolwide
Use S W code in the Reserved field when a School-wide
Program is approved for Title I funding and a course is being
taught that will not allow a “1” for Title I funding.
Never put both a “1” and “SW” in the same period.
USDoE requires the data reported to answer the following questions:
• Which subject area teachers and paraprofessionals are paid by what federal program?
• Are teachers and paraprofessionals paid by federal funds meeting the Highly Qualified
requirement?
The data is being captured in a data warehouse, where the information will be available to the public, and
increase transparency in government programs and spending.
Best practice recommends: Keep a copy of the personnel report for federal funded staff for unscheduled
audits and future monitoring.
For a copy of the MSIS Personnel Manuals: http://www.mde.k12.ms.us/management-informationsystems/ms-student-information-system-(msis)/for-personnel or visit the MSIS website, MSIS Resources,
select Personnel and the Manuals are posted in blue.
NOTE: All district personnel must be entered in MSIS Personnel and approved on or before
September 30.
Employee entries and edits are allowed until December 10 - MSIS Personnel CLOSED.
7
Course Work Area Codes Report
A Course Work Area Codes Report must be used in selecting the proper course codes for a federal
program employment title. The report may be printed and/or saved to the desktop for future reference.
Enter MSIS, Reports, District, Course Work Area Codes
Note: Report appears in PDF. If the report does not appear – Turn off Pop-Up-Blocker or click
Allow Pop ups from this site.
8
Description:
Current School year – The manual is updated every school year and the previous year manual is
no longer available via MSIS. The report displays active course codes for the school year.
District Office – is the work area in the district in which the course is assigned in MSIS
Course – code attached to a job title at every level of the district
All Grades – identified grade level assigned to a course code. This may also indicate a particular
area at the school level.
Course Title – job title with or without brief qualifications listed
Endorsements – a code of certification required to obtain particular employment.
Note: Various licensed positions require two or more endorsements to occupy the job title.
The & (and) symbol that separates the endorsement codes defines that the employee must be certified with
both endorsements listed with the course code.
e.g. 486 & 488
Carnegie - The number of units assigned to a subject area course code. The units assigned are
based on the subject area course being taught at a minimum of 9 weeks up to a full academic
school year.
Special - the program code(s) from which the salary is paid for each course code.
CIP (Classification of Instructional Programs) – code developed by USDoE to track Career and
Technical Education programs on a national level. This code is only used with CTE course
codes.
Once federal personnel has been selected and entered in MSIS, request a copy of the
Accreditation Edit Report from the MSIS Personnel designee assigned in the district. This
report will indicate any errors that exist with federal personnel per course code.
9
Verifying Course Codes
Enter MSIS, Maintenance, Course Code
Scroll to find the desired course code or course name or click the flashlight to clear the screen.
Enter the course code number and click the flashlight or tab to the right to enter the first three
letters of the course name with the percent sign (%) and click the flashlight. The information will
appear.
After selecting a course code - Click the Details Tab – all other tabs appear in black
Each tab provides information about the selected course code
10
Each tab listed provides information pertaining to the selected course code. Please click each tab
to view the information before assigning the course code to an employee. The employee must be
licensed in the assigned endorsements selected on the endorsements screen. If an employee is
not licensed in the endorsement(s) assigned to the course code, it will result in a error on the
Accreditation Edit Report.
Any errors that exist on the report must be corrected before December 10 or it will result in a
violation of an Accreditation Standard. The error(s) will be addressed via letter acknowledging
the district error(s). If not corrected by the date assigned on the letter, the district is subject to a
possbile downgrade in its accreditation standards.
Please contact the Office of Accreditation for more information.
11
Verifying Endorsement Area Codes
Enter MSIS, Maintenance, MDE Codes, Endorsement Area Codes
The screen will appear with all endorsement area codes assigned by the Office of Educator
Licensure.
Course codes may or may not have endorsement area code assigned. The potential employee
must have the proper endorsement codes listed on a valid MS issued educators license before
obtaining employment in the district and/or school.
Detailed information about the endorsement area code is located in the course code section in
MSIS.
12
Personnel Reports
Enter MSIS, Reports, Personnel Data, Detailed Personel Listing
This report provides limited details of the employees in the district.
MSIS, Reports, Personnel Data, General Schedule Listing
This report provides accurate detailing of an employee. It displays location (school number),
term and period, minutes, course codes assigned to the employee, grade level, number of
students along with Carnegie unit(class credits) and special program code (salary payment). It
also lists other course codes that are non-teaching codes assigned to the employee.
13
Special Program Codes
Enter MSIS, Maintenance, MDE Codes, Special Program Codes
The special program codes are used to determine the salary payment method for a course code
assigned to personnel employed at the district and school level.
14
Special Program Codes (cont’d)
Title I Funds (1) are used to pay the salaries of teachers and paraprofessionals must be used
primarily for direct instructional services for students. Teachers and/or assistants
(paraprofessionals) should be appropriate designated according to subject areas (reading
/writing/math, ESL–Language Instruction Program, etc.) with specific position titles listed.
Ensure that Title I staff provide direct, but supplemental, instructional services for students. Staff
should only appear for academic areas, not physical education. However, a parent liaison or
parent coordinator may be funded.
Title II Funds (4) are used to pay the salaries of highly qualified teachers for the purpose of
reducing class size. In addition, as reasonable and necessary, Title II, Part A funds may be used to
pay for substitute teachers if, and only if, (a) those regular classroom teachers they are replacing
were hired with Title II, Part A funds to reduce class size, or (b) the teachers are participating in
Title II-funded “programs and activities that are designed to improve the quality of the teacher
force, such as…innovative professional development programs…” [Section 2123(a)(5)(A)].
LEA’s also must ensure that the hiring of these substitutes supplements, and does not supplant,
the use of local and State funds they would otherwise be spending for such substitutes.
Title III Funds (3) are used: (1) To pay the salaries of before and after school tutors and
academic assistance. (2) To employ bilingual/ESL coaches whose role is to acquire scientificbased research practices, provide professional development, mentor and coach teachers who are
working directly with ELLs. The funds can be used to provide stipends to teachers to assist them
in completing and obtaining bilingual/ESL endorsements. Support for personnel, including
paraprofessionals who have been specifically trained, or are being trained, to provide services to
immigrant children and youth. Title III funds may NOT be used to pick up a cost that was
previously funded by general funds and may NOT supplant any other federal, state or local
expenses.
Other Special Funds (9) are used to pay salaries: Please refer to the specific federal programs
(i.e., special education, 21st Century, etc.) guidelines to ensure that funding of teachers and
paraprofessionals is an allowable expense.
15
School Indicators
ALL SCHOOLS must be properly identified before the submission of Month 1 Monthly Student
Data (MSD) file on or before September 30.
Enter MSIS, Modules, District/School, School Demographics
The currently employed school district will appear in a box in the District tab.
STOP – if this box is blank or the information of a previous employed district appears. Contact
the district MSIS Primary immediately.
Under the School tab, select a school in the district. Click the Demographics tab.
When the screen appears, at the bottom of the screen, select Indicators tab.
School Indicators are Title I Schoolwide, Title I Targeted and Title I SW Migrant
Whichever applies to the school selected it must display a “Y” or “N” in the box.
Note: Both boxes must not display a “Y”.
Click SAVE -
yellow diskette
(must be “N”).
Exit the screen – click FILE, Exit
16
Student Indicators
ALL STUDENTS must be properly identified in the SAP before the submission of Month 1,
Monthly Student Data (MSD) file on or before September 30.
Enter MSIS, Student, View Student Data
Student indicators are selected with a “Y” or “N” in the SAP. This is displayed in the View
Student Data screen, Details tab.
Student Indicators are selected in the SAP
Please refer to the previous school year roster of students identified and reported in a particular
federal program.
New students that qualify begin with the student indicator in the SAP changed to “Y” BEFORE
the submission of monthly student data that is submitted at the school level and approved by the
district. The students will populate into the federal program screens and on reports AFTER the
submission of monthly student data submission and approval at the district.
If a student no longer qualifies for the program, print and provide a copy of the roster with each
student identified to the school in which the student is enrolled and request to change the
indicator to “N” in the SAP. This must be done BEFORE the submission of all monthly student
data files that are submitted at the school level and approved at the district level.
Once the indicator has been set to “N” the student screen will display the selection. When a
student has been identified for a particular reason such as withdrawn, misidentified or a dropout,
the student will not be counted for the entire month of the data submission. You cannot remove
a student from the screen or the report.
Note: Schoolwide – all students enrolled receive Title I services. Targeted Assistance refers to
particular students receiving the required services as identified according to the targeted
assistance definition. Only students receiving service(s) indicator must be selected to “Y”.
Please refer to the definition of Targeted Assistance schools in the glossary to properly
identify the students that qualify for the services.
17
Student Indicator Report
Enter MSIS, Reports, Student Data, Holding Area, Student Indicators
Check an indicator or all indicators
Note: A student can have more than one indicator selected to “Y”, if they qualify for the
services. e.g. A student can be an Immigrant, SPED, Homeless and LEP.
Run Report
Click Run Report
Note: If a school in the district has been identified as Title I Schoolwide the number of students
produced on this report is the total submitted to MSIS from the SAP at the school level. This
report is created after the district has approved the MSD file submission. This report gives the
total number of students enrolled and reported on a monthly basis. This IS extremely important
for Month 1.
Note: Report appears in PDF. If the report does not appear – Turn off Pop-Up-Blocker or Allow Popups from this site.
18
Homeless
Select Modules, Federal Programs, Homeless
A Homeless Student is a student: who lack a fixed, regular, and adequate nighttime residence.
a. Children and youth who are sharing the housing of other persons due to loss of housing,
economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or
camping grounds due to the lack of alternative adequate accommodations; are living in
emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care
placement;
b. Children and youth who have a primary nighttime residence that is a public or private
place not designed for or ordinarily used as a regular sleeping accommodation for human
beings;
c. Children and youth who are living in cars, parks, public spaces, abandoned buildings,
substandard housing, bus or train stations, or similar settings; and
d. Migratory children (as defined in section 1309 of the Elementary and Secondary
Education Act of 1965, as amended) who qualify as homeless because they are living in
circumstances described in this definition.
Unaccompanied youth includes a youth not in the physical custody of a parent or guardian.
19
Select Modules, Federal Programs, Homeless
The school district in which you are currently employed will appear in a box in the District tab.
STOP – if this box is blank or the information of a previous employed district appears. Contact
the district MSIS Primary immediately.
School district number and name identifier
Contact Information Tab
Please complete all sections of this screen. Click SAVE -
Verify school year
20
School Tab
This tab displays all schools in the district. The yellow highlight indicates the school being
selected.
District Total Monthly Counts - are the number of students identified monthly in the SAP in
the entire district as Homeless. Each qualifying student Homeless indicator in the SAP must be
checked “Y” in the SAP.
The student counts are sent to MSIS from the SAP after the approval of the district MSD file has
been submitted to MDE.
The data sent from the SAP produces a student roster that populates each student’s information
on the Homeless Services Provided and Homeless Barriers tab.
21
Homeless Services Tab
The indicator in the SAP is selected as “Y” and the student’s information populates on this
screen AFTER the district has approved the MSD file sent to MDE.
Select a service as it pertains to the student. Click SAVE -
First Month of Service is
the reporting month is which
the data was submitted to
MSIS.
Homeless Barrier Tab
MANDATORY - All students must have a Living Condition selected – if they qualify as
Homeless. A student can deny services but qualify as Homeless due to living conditions.
If a student has been misidentified – make no selections next to their name.
Living Condition is
MANDATORY
Please view MONTHLY to update student services if any changes have occurred or make the
proper selections for new students that have been added from the SAP. Click SAVE the screen – click FILE then Exit
Exit
22
Homeless Report #1
Enter MSIS, Reports, Federal Programs, Homeless
View the district and then select a school or check All Schools - click OK
OR –select All Schools to receive a report of all Homeless students in a selected school or the
district
The report will produce ONLY if a selection is made on the MSIS, Homeless Services and/or
Barriers screen next to a student’s name. If no selection is made on the MSIS, Homeless Services
and/or Barriers screen, the report will appear blank.
Note: Report appears in PDF. If the report does not appear – Turn off Pop-Up-Blocker
23
Homeless Report #2
Enter MSIS, Reports, Student Data, Student Indicators
Select a school or check All Schools, check the TitleIhome indicator
Run Report
Reporting Period is MSD file month. The month can be changed to a previous reporting month
and the school year can be changed to a previous school year. Run Report
Note: Report appears in PDF. If the report does not appear – Turn off Pop-Up-Blocker
MSIS indicator(s) selected appears here
Students Names and MSIS ID appear here
24
Limited English Proficient/English Language Learner
Enter MSIS, Modules, Federal Programs, ELL
Title III, Part A
A Limited English Proficient/English Language Learner is one:
 who is ages 3 through 21;
 who is enrolled or preparing to enroll in an elementary school or secondary school;
 who was not born in the United States or whose native language is a language other
than English;
 who is a Native American or Alaska Native, or a native resident of the outlying areas;
and
 who comes from an environment where a language other than English has had a
significant impact on the individual’s level of English language proficiency; or
 who is migratory, whose native language is a language other than English, and
 who comes from an environment where a language other than English is dominant;
and whose difficulties in speaking, reading, writing, or understanding the English
language may be sufficient to deny the individual - the ability to meet the State’s
proficient level of achievement on State assessments described in Section 1111(b)(3);
with the ability to successfully achieve in classrooms where the language of
instruction is English; or the opportunity to participate fully in society.
25
Contact Information Tab
Please complete all information on this screen. Click SAVE -
Survey Information Screen
Please complete all sections of this screen as it applies to the district. Click SAVE -
26
School Tab
Please select a school in the district
ELL Roster Tab
The screen will display students that have been identified in the SAP with a “Y” as LE and were
submitted in the monthly student data for the district. The students will appear on the screen
AFTER the district data was approved for the reporting month.
Each area next to the students name must be completed by the Federal Program Director and
properly updated as needed. Please view this screen for any new students and make the
selections. MONTHLY. Click SAVE -
Note: You cannot remove a student from this screen. If student has been misidentified
immediately contact the school in which the student is enrolled and change the LE indicator to
“N”. Please leave all areas next to the students name blank on this screen. This will indicate a
misidentification and the student will not be reported as LEP/ELL.
27
ELL Roster Tab – cont’d
First Month of Service
The reporting month of the school year in which the data was submitted to MSIS.
Language
The native language at birth or most commonly spoken in the home. If a language spoken is not
on the drop down, please select the standard language of the home country.
Service Status
Monitored – An ELL student who was receiving services but has officially exited the program
based upon the exit criteria in the ELL Guidelines.
Served - A student that has indicated that English is a Second Language on the Home Language
Survey.
Years – Years served in the district as LEP identified only.
If student has been identified as Monitored - Select 1 or 2 years, ONLY.
Tier - choose the students tier as one of the following:
A – is most appropriate for English language learners who:
have arrived in the United States or entered the United States in the current academic year
without previous instruction in English or currently received literacy instruction ONLY in
their native language or test at the lowest level of language proficiency.
B – is most appropriate for English language learners who:
have social language proficiency and some, but not extensive academic language
proficiency in English or have acquired some literacy in English, though have not yet
reached grade level literacy.
C – is most appropriate for English language learners who:
are approaching grade level in literacy and academic language proficiency in the core
content areas or will likely meet the state’s exit criteria for support services by the end of the
academic year.
T – Alternate ACCESS for ELLs is an assessment of English language proficiency (ELP) for
students in grades 1-12 who are classified as English language learners (ELLs) and have
significant cognitive disabilities that prevent their meaningful participation in the ACCESS
for ELLs assessment.
K – Kindergarten students (not eligible to exit an ELL program).
Include for English and/or Math – “Y” if the student state test scores will be included in the
Accountability calculations for the district. “N” if the students state test scores will be NOT
included in the Accountability calculations for the district. “N” is selected for Kindergarten and
first time test takers (Tier A). Recently arrived students are LEP identified who have attended
schools in the United States (not including Puerto Rico) for less than 12 months. Any EL
student whose scores are excluded will have his/her score invalidated in the Accountability
calculations. Therefore, the score will NOT be used the following year as a baseline for any
growth calculations.
EL’s are not exempt from testing.
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Limited English Proficient/English Language Learner - Report #1
Enter MSIS, Reports, Federal Program, ELL, Student Roster/Pre-IDS
Run Report
Note: Report appears in PDF. If the report does not appear – Turn off Pop-Up-Blocker
29
The students will appear on the report that have the indicator set as “Y” in the SAP. This is
submitted in the monthly student data for the district. The report will produce ONLY if a
selection is made on the MSIS, ELL Roster screen next to a student’s name. If no selection is
made on the MSIS, ELL Roster screen, the report will appear blank.
Once the schools have submitted the MSD file and received a Success from MDE and the district
approves the data, all students must be verified in MSIS BEFORE the next reporting period
begins.
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Limited English Proficient/English Language Learner - Report #2
MSIS, Reports, Student Data, Student Indicators, select the LE Indicator, Run Report
This s a streamlined report listing students that have a LE indicator of “Y” in the SAP.
You are able to select the monthly reporting month during the current school year to view your
students.
You may make as many selections desired to view students with indicators of “Y” in the SAP
that was submitted to MSIS in the monthly reporting.
Note: A student can have more than one indicator selected to “Y”, if they qualify for the
services. e.g. A student can be a Immigrant, Migrant and LE.
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The report appears in PDF
The student indicator is “Y” in the SAP and his/her information is displayed on this report for
the reporting period at the top of the student list.
Properly identify the students listed. If any students are listed in error, forward a copy to the
home school and request a change in the student indicator. This report can be used for
corrections before the next reporting period.
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Immigrant
The Immigrant student indicator is selected in the SAP as “Y”. The indicator must be selected in
the SAP BEFORE the submission of the monthly student data file to MDE.
Student Indicator “Y”
Title III, Part A
Section 3301(6) defines Immigrant Children and Youth as individuals who(a) are ages 3 through 21;
(b) were not born in any state or U.S. territory;
(c) have not been attending one or more schools in any one or more states for more than
three full academic years.
(d) Once a student has completed three full academic school years (MS public, private and
homeschool, or any type of out of state school), she/he is no longer identified as
Immigrant. e.g. Academic school year is MS school attendance calendar = Aug thru
May
10 months of education is equal a full academic school year regardless of enrollment
date minus summer school.
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Immigrant Report
MSIS, Reports, Student Data, Student Indicators, select Immigrant Indicator Run Report
The report appears in PDF. The students with an indicator of “Y” in the SAP will appear on this
report.
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Migrant
A Migrant indicator is selected in the SAP as “Y”.
Student Indicator “Y”
Title I, Part C
A Migrant child is 3-21 years of age and has not graduated from high school or obtained a
GED. The child has parent(s), guardian(s), a spouse, or he/she is a migratory agricultural worker
or fisher and has moved within the past thirty-six months from one school district to another to
obtain work. The move has enabled the child, the child’s guardian, spouse, or member of the
child’s immediate family to obtain temporary or seasonal employment in an agricultural or
fishing activity as a principal means of livelihood.
If a student is enrolling in or has enrolled in the district and the district representative identifies
the student as a potential migratory child, please contact the MDE, Office of Federal Programs,
Branch Director immediately before selecting the indicator in the SAP as “Y”.
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Migrant Report
MSIS, Reports, Student Data, Student Indicators, select Migrant Indicator - Run Report
Report appears in PDF.
MSIS requires only the indicator to be selected to “Y” AFTER the student has been identified.
Migrant student data is captured, stored and reported in the MIS2000 database on behalf of the
MDE at the Mississippi Migrant Education Service Center (MMESC), Mississippi State
University. The system collects and stores Migratory data for the state of Mississippi and over 25
other states. Data collected in MIS2000 is shared with MDE and the U.S. Department of
Education, Office of Migrant Education. MIS2000 is owned and operated by Management
Services for Education Data (MS/EdD), Little Rock, AR.
Note: You will receive data reports from Ms. Blair Reed/MSU or a MDE/MSIS contact with a
list of students that have been identified as migrant in the district. Please follow the instructions
to properly identify the students as informed via email or letter. MDE is required to submit a
biannual report on migratory students that are being educated in the state to the U.S. Department
of Education, Office of Migrant Education.
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Neglected or Delinquent
Enter MSIS, Modules, Student, View Student Data
Title I, Part D – Subpart I (SEA) and Subpart II (District)
A Neglected Child as defined in section 1432; 4(A) of SESA:
• Children and youth ages 5-17 who reside in a public or private residential facility other
than a foster home, whose operation is to care for children who have been committed to
this institution or voluntarily placed there under State law, due to abandonment, neglect
or death of parents/guardian.
A Delinquent Child as defined in section 1432; 4(B) of SESA:
Children and youth ages 15-21 who have been placed in a facility because they have been
adjudicated to be delinquent or in need of supervision by court orders.
The student indicator is selected in the student package with a “Y” at the homeschool.
Note: Once a student has entered a Juvenile Detention Center (JDC) the indicator must be
selected to “Y” and an incident identifying the student action is created and sent to MSIS
within 72 hours. Then it is followed by the disposition of JDC with the duration days of
stay at the facility. This information is sent from the homeschool as a Daily Student Data
(DSD) file. The indicator must remain checked until the student returns to the
homeschool. If a student has served only a weekend in the JDC, please check the indicator
immediately and leave selected until the monthly student data file has been accepted at
MDE, then request to change the student indicator to “N”.
A student must remain enrolled at the homeschool and marked present everyday while in the
JDC until they return to the homeschool. The student must be released in MSIS to the JDC or
state approved coordinating facility that request a release of the MSIS ID.
Students that have been sentenced to an adult correction facility or prison must be removed
from the homeschool enrollment with the appropriate dropout code with supporting court
documentation.
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Neglected or Delinquent Report #1
Enter MSIS, Reports, Student Data, Student Indicator
The screen appears to select a reporting month.
The reporting month is a school attendance month, not a calendar month.
Select the Titleinegdel Indicator
Click the green light – Run Report
38
The report appears in PDF.
The report will list the students names whose indicator was selected as “Y” in the student
package for the reporting month selected on the screen.
The student will not be listed for a particular reporting month if the indicator is “N” in the SAP
during that month.
e.g. Month 2 – student indicator is “Y” = student will appear on the report for Month 2 in MSIS
Month 3 – student indicator has been changed to “N” = student will not appear on the report
for Month 3 in MSIS.
This occurs after the district has approved the MSD file for the month.
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Neglected or Delinquent Report #2
Enter MSIS, Reports, Student Data, Discipline/Violence, Disposition Summary
This report will provide a list of students in which all dispositions were sent in a DSD file from
the homeschool.
Incident: is the action/crime conducted by the student, on and off campus during the school year
Disposition: the punishment decided upon by the principal/ superintendent/school board to be
completed by the student before returning to the classroom.
Click: Run Report
Start and End Month is a calendar month not the school reporting month.
e.g. Start Month 8 =August
End Month 5 = May
40
The report appears in PDF.
Calendar months selected on the
Disposition Summary Screen
The number of dispositions submitted to MDE for
that MSIS ID.
This reports list all students that were submitted with a disposition to MDE in daily student
data (DSD) file.
Please print a copy of this report on June 1 and file with the district reports. Dispose of report
after Month 1 has been submitted and approved for the upcoming new school year.
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Federal Programs Report
Multiple student indicators can be selected to produce a report of students with more than one
program indicator.
MSIS, Reports, Student Data, Student Indicator, select as many as needed
You can select all schools in the district or select a
particular school in the district
The report appears in PDF with a “Y” indicator displayed for the program in which the student
has been identified.
42
Note: Students can have more than one indicator selected in the SAP.
Please run all federal program reports on a monthly basis to verify students that are enrolled or
receiving services in a particular Title program. This report can be used to correct errors in terms
of identifying students receiving or eligible for Title services and/or support.
Special Note: If an enrolled student receiving services from a Title program withdraws, transfers
or drops out from the school or district, the student will remain present on the report. You cannot
remove the student from the report. This is due to the enrolled and served request from the
USDoE in regards to students that must be reported annually in CSPR (USDoE).
Please print and maintain a copy of this report and all federal reports listed previously in this
manual until the next monthly data file has been submitted to MDE.
•
•
•
•
•
Print a copy of the reports After the submission of Month 9 (end of school year)
file to MDE on or before June 25.
Please maintain copies of each report until Month 1 of the upcoming school year
has been Approved.
MSIS closes July 1 and reopens Aug 1 (dates are subject to change with proper
notification). Access to MSIS data from the previous school year will not be
accessible or only available in view mode only.
All students listed on each report must be identified by Month 1, September 30,
each school year in the SAP. Verification of students must be done monthly in
MSIS.
Please subscribe to MSIS Blast
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MSIS District Timeline
Financial Exchange Transaction System (FETS)
-
All district data due no later than October 15 t h
School Payment System (SPS)
-
All district requests due by 12t h of every month
Career and Technical Education
-
District changes due last w eek of every month
Child Nutrition
-
Districts must submit and correct student lunch data by mid-November
Batch Processing of student lunch data files (October-November)
Mississippi Student Information Systems (MSIS)
-
Personnel data
Student-level data
District-level data
School Board member data
Federal Programs data
JULY and AUGUST
-
Summer School Files (SSD files)
Initial Student Load Transaction files (ISL files)
District personnel data (Public, Special, and Non-Public)
District and school demographics
Access to ACCRED Live Data Reports
District must enter Pay Scale in MSIS by the last business day in July
District Post Graduate Plan data
SEPTEMBER
-
-
Districts must submit SSD files by noon September 30 t h
Districts must submit ISL files by noon September 30t h
Any adjustments to graduates and completers and promotions must be updated on the
Update Student Grades screen (Update Promotion tab) by September 30 t h, prior to
Month 01 files being sent to MSIS
Each school must have MSIS IDs and ownership of all students before submitting the
Month 01 file
Districts should start submitting Month 01 MDT and MSD files on September 30 t h
Districts must enter and approve personnel data by September 30 t h
Beginning September 1st certification update for MSIS is run daily
Federal Program students (previous and new) identified in the SAP before monthly file
submission
Federal Program students verified in MSIS after the monthly file submission
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OCTOBER
-
Districts must clear Month 01 MSD files by October 15 t h
Districts must continue to update personnel data
Mississippi Adequate Education Program (MAEP) edits are run as districts are approved
Districts must continue to update personnel data. Districts must approve personnel
changes in order for MAEP edits to run at night
Districts must update Special Education students using Special Education screens
MAEP edits are run as districts are approved
Federal Program students (previous and new) identified in the SAP before monthly file
submission
Federal Program students verified in MSIS after the monthly file submission
NOVEMBER
-
Districts must clear Month 02 MSD files by November 10 t h
Districts must continue to update personnel data. Districts must approve personnel
changes in order for MAEP edits to run at night
Districts must update Special Education students using Special Education screens
MAEP edits are run as districts are approved
Districts must submit and correct student lunch data by mid-November
Summer Activity Deadline – 3rd Monday by 12 noon
Federal Program students (previous and new) identified in the SAP before monthly file
submission
Federal Program students verified in MSIS after the monthly file submission
DECEMBER
-
-
-
MAEP edits are run as districts are approved
On December 1st only DSD files are processed, all other files are held until the next day for
processing
Snapshot of December 1 Special Education data is taken
Districts must clear Month 03 MSD files by December 10 t h
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
District Approval process for Month 04 files will not run until the snapshot is taken
Data for Ed Directory is pulled from MSIS
All districts (public, non-public, and special) must have all personnel data entered in MSIS
by December 10t h so the data can be included on the snapshot and Accreditation edits
and all year-end personnel reports can run from the snapshot data
Districts will continue to make updates to personnel in MSIS until the deadl ine on
December 10t h at which time the rights to General/Schedule Entry screen are taken
away from the districts.
Access to Special Education Student Update Screen is removed
JANUARY
-
Access to ACCRED Live Data Reports is removed
Districts must clear Month 04 MSD files by January 15t h
Rights to the General/Schedule Entry screen are restored
Federal Program students(previous and new) identified in the SAP before monthly file
submission
Federal Program final verification of ELL students in MSIS for WIDA testing – January 20
after district MSD approval.
Federal Program students verified in MSIS after the monthly file submission
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FEBRUARY
-
Districts must clear Month 05 MSD files by February 10 t h
Accreditation Edits are run for public, non-public, and special schools
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
MARCH
-
APRIL
-
MAY
-
JUNE
-
Districts must clear Month 06 MSD files by March 10 t h
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
Districts must clear Month 07 MSD files by April 10 t h
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
Districts must clear Month 08 MSD files by May 10 t h
District must enter next school year’s calendar in MSIS District Events by May 30 t h
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
Districts must clear Month 09 (10 days after student’s last day of school)
Federal Program students identified in the SAP before monthly file submission
Federal Program students verified in MSIS after the monthly file submission
Federal Programs reports printed and filed.
Districts must use the Year End Student Transfer screen to move students from one school
to another before records are built for the new school year. Last Day is June 30th.
Districts must complete Summer Program Report Entry screen for all schools offering
summer programs
Districts may submit ISL files from June 1st to September 30t h. This is only for students who
are under the age of 7 and do not have a MSIS ID
Districts must submit MSH file (Monthly Student Historical File) as soon as Month 9 is
completed.
MSIS closes June 30t h
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Glossary
Disposition: the disciplinary action decided upon by the school or district administration to be
completed by a student before returning to the classroom.
DSD – Daily Student Data Transaction File – This file must be submitted on a daily basis if
there are suspensions or expulsions for a student for a violent act OR if the status of a Special
Education student changed. This file must be submitted within the month the issues occur (red).
Incident: the action/crime conducted by a student, on and off campus, during the school year
that requires a disciplinary action to be decided upon by school or district administration.
MSD – Monthly Student Data Transaction File - This file contain students' schedules,
demographics, emergency information, incidents, attendance, enrollments, withdrawals, class
schedules, program indicators and grades with credits received. This information has been
entered at the home school into the school administrative package.
MDT – Monthly Days Taught Data Transaction File - It contains how many days were taught
at this school for each grade for this reporting period.
Reporting Period – the student school attendance month NOT a calendar month. Please refer to
the district timeline listed above.
SAP – Student Administrative Package –is a district-level software package that allow school
districts to manage student, personnel and other pertinent school data on a daily basis. The
software must have the capabilities of exporting data into MSIS. School districts select and
purchase the school software company. MDE employees are strictly prohibited from the decision and
purchasing of the software at the public and non-public district level. MDE employees are forbidden access to the
software packages purchased by the districts.
Start Month/End Month – Standard Calendar Months
Targeted Assistance School - primarily addressed in section 1115 of Title I, Part A, is one that
receives Part A funds yet is ineligible or has chosen not to operate a Title I schoolwide program.
The term "targeted assistance" signifies that the services are provided to a select group of
children--those identified as failing, or most at risk of failing, to meet the State's challenging
content and student performance standards--rather than for overall school improvement, as in
schoolwide programs. Like schoolwide program schools, the goal of a targeted assistance school
is to improve teaching and learning to enable Part A participants to meet the challenging State
performance standards that all children are expected to master. To accomplish this goal, a
targeted assistance program must be based on effective means for improving achievement of
participating children; use effective instructional strategies that give primary consideration to
extended-time strategies, provide accelerated, high-quality curricula, and minimize removing
children from the regular classroom during regular school hours; coordinate with and support the
regular education program; provide instruction by highly-qualified and trained professional staff;
and implement strategies to increase parental involvement
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Report Glossary
Holding Area Report – a report that is created in MSIS before the approval of the district MSD
file and it allows verification of the data.
Holding Area Student Indicators - the report that is a list of students with a particular indicator
selected in the SAP and/or last submitted in the MSD file that is in the Holding Area.
Holding Area Vocational Student Indicators - This report list student name, MSIS ID, Grade
Level, Vocational Indicator, LEP Indicator, Capstone Indicator, Disabled Indicator,
Disadvantaged Indicator, Nontraditional Indicator, Single Parent Indicator, and Displaced
Homemaker Indicator for students in the selected school who have a Vocational Indicator of Y in
the Holding Area.
Holding Area Student Entries - a list of each student's name, MSIS ID, and grade level
alphabetically by school based on data in the Holding Area that were submitted with an entry
code (E) in the MSD file.
Holding Area Student Withdrawals – a list of each student's name, MSIS ID, and grade level
alphabetically by school based on data in the Holding Area that were submitted with a
withdrawal code (T or Dropout) in the MSD file.
Holding Area Incidents/Dispositions - a list of an incident description and disposition code
with totals of each that are listed in the Holding Area incidents/dispositions that were submitted
in the MSD file.
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