MIS Summer Data Conference

1
It Isnt Done Until Its Accurate

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS
• Final Thoughts on Quality Data

• MIS Summer Data Conference
• Olive Branch, MS
• July 31 August 4, 2006

2

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS

3
Using the Pre-Processor

• The Pre-Processor is three things
• A tool to check for common XML file errors
• A tool to reduce processing time for XML files
• A tool to make life easier for the districts

4
Using the Pre-Processor

• A few facts about the Pre-Processor to keep in
  mind
• Who should be using the Pre-Processor
• What the Pre-Processor is currently checking
• What the Pre-Processor is NOT currently checking
• Where you can get the Pre-Processor
• How often should you update your version of the
  Pre-Processor

5

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS

6
Using MSIS Reports to Validate Your Data

• Each Month
• Data is submitted to MSIS
• Once data is in correct format, the file will
  receive a success from MSIS
• Successful file does not necessarily mean
  Correct file
• Example
• The sky is green. is a grammatically correct
  sentence. However, it isnt necessarily true.
  The structure may have be correct, but the
  content is false.

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Using MSIS Reports to Validate Your Data

• After getting a successful file, you should run
  the Holding Area reports to check the data.
• By approving the school and the district, you are
  certifying that the data submitted is correct.
• Not the structure, but the content
• MSIS edit checks verify structure
• You verify content

8
Schools Enter Data into SAP
Correct Error And Resubmit
Data is Submitted Monthly to MSIS
Data is Formatted Correctly
Data is Formatted Incorrectly
Correct Data and Resubmit
Successful File is Sent to Holding Area
User Runs Reports to Verify Accuracy of Submitted
Data
Data is Inaccurate
Data is Accurate
Primary Contact Approves School
Primary Contact Approves District After Approving
All Schools
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That is a really pretty flowchart but how do I
make sure the data is correct?
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Holding Area Reports

• There are up to 6 reports that you should run
  before approving a school and/or district.
• Monthly Attendance Pre-Approved Report
• Student Roster Holding Area Report
• Holding Area Student Indicators
• Holding Area Absences
• Holding Area Carnegie Units with No Credit
• Holding Area Vocational Student Indicators

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• These reports should be run every month.
• Monthly Attendance Pre-Approved Report
• Student Roster Holding Area Report
• Holding Area Absences
• Once the district is approved and shows a status
  of completed the Monthly Attendance
  Post-Approved Report should be run and filed in
  accordance with your Data Collection Policy.

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• These reports should be run before approving the
  month in which you are trying to verify the
  associated data.
• Holding Area Student Indicators
• Holding Area Carnegie Units with No Credit
  (Usually Month 9)
• Holding Area Vocational Student Indicators

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Pre-ApprovedMonthly Attendance Report

• The Pre-Approved report is run against the file
  you received a success on. This report is used
  to make sure the data is correct after getting
  the format right.
• Once you get a successful file for a school, run
  the Monthly Attendance Pre-Approved Report to
  verify attendance data for that school.
• Entries for applicable grades
• Withdrawals for applicable grades
• Absences for applicable grades
• Aggregate attendance for applicable grades

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Pre-ApprovedMonthly Attendance Report

• If the data is correct, move on.
• If the data is incorrect, CORRECT IT!
• Remember When you approve the school, you are
  certifying that the entries, withdrawals, and
  attendance data is correct.

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Pre-ApprovedMonthly Attendance Report
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Student RosterHolding Area Report

• This report will list every student that is in
  your monthly submission.
• If the student isnt in this file, it isnt going
  to be included in your data for this month.
• Includes
• Grade
• MSIS ID
• Name
• SSN (If included)
• Date of Birth
• Promoted Y or N (Month 9)
• Graduated (Month 9 if applicable)

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Student RosterHolding Area Report

• Every student should be verified every month to
  insure that all students are being included in
  ADA count.
• Once the district is processed, students cant be
  added to the month.
• That is, if you forget to include a student in a
  previous month, or if you forget to include 50
  students in a previous month, we cant go back
  and add them.
• Funding depends on this report being accurate.

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Student RosterHolding Area Report
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Holding Area Absences Report

• This report will list every student that is in
  your monthly submission AND has at least one
  absence.
• If the student isnt in this file, there are no
  absences included for the student for this month.
• Includes
• Grade
• MSIS ID
• Name
• SSN (If included)
• Date of Birth
• Date Absent
• Excused/Unexcused

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Holding Area Absences Report

• Every student should be verified every month to
  insure that all students have the correct data
  submitted.
• Once the district is processed, absences cant be
  added/removed.
• That is, if you submit that a student was absent
  20 times when the student was only absent 2
  times, it cant be changed.
• Remember, when you approve the school, you are
  certifying the absences.

21
Holding Area Absences Report
22
Holding AreaStudent Indicators Report

• Will allow you to see the status of individual
  indicators for each student.
• Runs against current successful file in holding
  area.
• Shows current status of indicator(s).
• May choose any combination of indicators.

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Holding AreaStudent Indicators Report

• Gifted Type
• Vocational
• Technical Program
• Special Ed
• LEP
• IEP
• Migrant

• Title I Eligible
• Title I Reading
• Title I Language
• Title I Math
• Title I Homeless
• Title I Negligent/Delinquent
• 504 Indicator

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Holding AreaStudent Indicators Report
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Holding Area Carnegie Unitswith No Credit Report

• Used in Month 9
• Lists all courses for each student that have a
  Carnegie Unit assigned but received no credit.

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Holding Area Carnegie Unitswith No Credit Report

• What you should be looking for
• Students that had a passing grade but did not
  receive a credit.
• Students that did not receive a passing grade and
  did not receive a credit are OK.
• Investigate those students who show a passing
  grade but did not receive a credit.

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Holding Area Carnegie Unitswith No Credit Report
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Holding Area Vocational Student Indicator Report

• Run this report during any reporting period in
  which you are verifying your Vocational Students
  Indicators.
• Includes
• MSIS ID
• Student Name
• Grade Level
• Current status of vocational indicators

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Holding Area Vocational Student Indicator Report

• Vocational Student Indicator
• LEP Indicator
• Capstone Indicator
• Disabled Indicator
• Disadvantaged Indicator
• Nontraditional Indicator
• Single Parent Indicator
• Displaced Homemaker Indicator
• NOTE These indicators are for the student not
  the parent.

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• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS

31
Discipline Data and MSIS
32
Why am I reporting discipline data to MSIS?????
All discipline data reported is required by
either state or federal legislation.
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Discipline Reporting

• Discipline reporting requirements are different
  for different program offices.
• Requirements for each program office are dictated
  by either federal or state law, not MDE.
• Meeting held in 2004 between MIS and program
  offices to consolidate and streamline discipline
  reporting.
• MIS
• Safe and Orderly Schools
• Alternative Education
• Innovative Support
• Special Education
• Discipline Detail Report result of meeting.
• Official discipline reporting document.

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Discipline Detail Report

• Two Major Divisions
• Incidents and their reporting requirements
• Dispositions and their reporting requirements
• Incident is an infraction committed by a student
• Disposition is the result of an incident and is
  prescribed by the district.

35
Different Groupings of Incidents

• Alternative Education Codes
• Used as a tracking system to track reasons for
  remanding students to Alternative School
• Does not count in aggregate numbers of incidents
  for school/district
• Persistently Dangerous School Codes
• Must be reported within 72 hours of occurrence
• State law codes
• Incident codes reported to track dispositions

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Alternative Education Codes

• ASAE student remanded to alternative school
  after being expelled from regular school
• ASCO student remanded to alternative school as
  a stipulation of probation
• ASCP student is remanded to alternative school
  after receiving corporal punishment
• ASFY student starts the year in alternative
  school
• ASGD student is remanded to alternative school
  to complete GED

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Alternative Education Codes

• ASHS student is remanded to alternative school
  after completing suspension.
• ASOS student is remanded to alternative school
  by youth court for committing crimes off campus.
• ASPR student is remanded to alternative school
  at the request of a parent.
• ASRR student is remanded to alternative school
  for remedial education purposes
• ASSA student is remanded to alternative school
  for truancy.
• ASTS student is remanded to alternative school
  after release for juvenile correctional facility.

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Alternative Education Codes

• Data is often asked for by state legislators
  researching the need for funding of alternative
  programs in their district.
• If you arent reporting them, the legislator will
  conclude that you dont need funding and wont
  push for funding.

39
Persistently Dangerous School Codes

• These incidents must be reported within 72 hours
  of occurrence
• Persistently Dangerous School is a school that,
  during the past two (2) years, has continually
  exposed its students to injury from violent
  criminal offenses and is
• An elementary, middle, or secondary public school
  in which a total of 20 or more violent criminal
  offenses were committed per 1000 students (2) in
  two (2) consecutive years.
• An elementary, middle, or secondary alternative
  school in which a total of 75 or more violent
  criminal offenses were committed per 1000
  students (7.5) in two consecutive years

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Violent Criminal Offenses are the following
crimes

• ASLT Assault - Any verbal threat or physical
  assault which results in a court (Youth or Adult)
  prosecution.
• Same as fighting except the student was
  prosecuted in court.
• EXTN Extortion - The use of threats to obtain
  something of value from another person
• Similar to robbery only a threat is used instead
  of physical force
• When in doubt, use robbery

41
Violent Criminal Offenses are the following
crimes

• FAP Firearms Possession - The possession of any
  firearm of any type by a student
• Includes firearms only.
• FIGHT Any verbal threat or physical assault
  committed in violation of state code that does
  not result in prosecution.
• Includes normal school yard type fights.
• Includes shoving, gesturing, pushing, pulling,
  striking, etc.

42
Violent Criminal Offenses are the following
crimes

• HOCI Homicide - Any death that occurs on school
  property caused by a student
• KNAP Kidnapping - Without lawful authority to
  seize, confine, or imprison a person against
  their will, or against the will of the custodial
  parent.
• MYHM Mayhem Disfigurement
• Slicing, Cutting with a razor, or the intentional
  disfigurement of a person

43
Violent Criminal Offenses are the following
crimes

• ROBB Robbery To take property from the
  possession of another by violence or threat of
  violence.
• To tell someone Ill beat you up if you dont
  give me your shoes and lunch money.
• STAS Staff Assault Any verbal or physical
  assault or offer to do bodily harm, committed
  against school staff by a student. Immediately
  upgraded to a felony.
• Unlawful touching a staff member or the offer to
  do bodily harm to a staff member.
• STKG Stalking To harass or credibly threaten
  another with the intent to instill fear of death
  or injury that results in prosecution.
• To follow, gesture, speak to, or communicate with
  another person with the intent of causing them to
  be afraid they will be injured or killed.
• Often associated with terminated romantic
  relationships.

44
Violent Criminal Offenses are the following
crimes

• PSNG Poisoning Introduction by a student of a
  hazardous substance to food or water supply with
  the intent to kill or injure
• Placing a hazardous material in any substance
  normally ingested by a person.
• RAPE Rape Sexual relations by a person 18 or
  older with a child under the age of 14. Any
  person who forcibly attempts to have sexual
  relations with a female regardless of age.
• Consensual sexual relations between an adult
  (gt18) and a child (lt14) are illegal. Also, to
  attempt to force a person to have sexual
  relations is illegal.

45
Violent Criminal Offenses are the following
crimes

• SXBT Sexual Battery Actual sexual penetration
  without consent or of a mental defective or
  child gt14 but lt18 or sex between staff and
  student.
• Sex without consent or sex with a SPED student or
  student between 14 and 18 as well as sex between
  student and staff.
• WPOS Weapon Possession Possession of any
  weapons other than a firearm.
• Possession of knives, edged weapons, blunt
  weapons, or any device carried with the obvious
  intent to be a weapon such as clubs, ax handles,
  screw drivers other than in a shop environment.

46
State-Law Codes

• These incidences must be reported in accordance
  with state law.
• They do not carry the 72-hour stipulation.
• They can be reported in the current monthly
  submission.

47
State-Law Codes

• ALC Alcohol The solicitation to purchase,
  sell, use, or the possession of an alcoholic
  beverage on a school campus.
• Liquor, beer, or other alcoholic beverage
• BTHR Bomb Threat This includes bomb threats
  where a student subject is identified. Any
  threat affecting a school must be reported no
  matter who received the call
• Contact the Division of School Safety immediately
  via phone even if a student subject is not
  identified.

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State-Law Codes

• DCOND Disorderly Conduct Unlawful conduct
  that promotes either an unsafe or other
  environment that is not conducive to effective
  and efficient education operations that result in
  prosecution.
• REPORT ONLY INCIDENTS THAT RESULT IN PROSECUTION.
• Includes but is not limited to
• Abuse of Staff
• Bullying
• Disturbing School Sessions
• Profane Language
• Indecent Exposure
• Abusive Language
• Disturbance in a Public Place

49
State-Law Codes

• DRUG Possession of Drugs The student
  solicitation to purchase, use, or the possession
  of a controlled substance or paraphernalia
  without a prescription.
• Possession of any drug of abuse such as
  marijuana, cocaine, crack, methamphetamine, etc.
  Does not include non-prescription medications.
• THEF Theft Any violation of state code that
  involves the unlawful taking of the property of
  another with the intent to deprive the person of
  their property.
• Stealing money, books, clothing, personal
  articles, etc.

50
State-Law Codes

• TRES Trespassing Entering school property
  without authorization or not pursuant to school
  business.
• Entering school property before or after school
  hours or while in a suspended or expelled status.
• VAND Vandalism The intentional destruction or
  defacement of school property.
• Graffiti, destruction of desks, equipment,
  breaking windows, doors, etc.

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Codes Used to Track the Disposition

• NCB Non Criminal Behavior Any incident which
  is a violation of school policy that is NOT a
  violation of the law.
• Disrespect to teachers, insubordination or
  defiant behavior.
• Only these dispositions may be used with NCB
• Expulsions
• Suspensions
• Corporal Punishment
• Alternative School.

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Dispositions Reportable to MSIS

• ADMIN Administrative Discipline Discipline
  that is within the parameters of district
  policies and procedures.
• Any incident OTHER THAN NCB that results in a
  disposition of ADMIN is reportable.
• Any incident that is a violation of school policy
  AND state law.
• Examples of ADMIN are
• Verbal intervention or chastisement
• Behavioral modification plan
• Student conference
• After school detention

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Dispositions Reportable to MSIS

• ALSCH Alternative School Student assigned to
  Alternative School.
• Any infraction that results in the student being
  remanded to Alternative School.
• CORP Corporal Punishment Striking the
  posterior with hand or instrument.
• When a student is spanked by hand or instrument
  such as paddle.
• Any infraction that results in corporal
  punishment.

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Dispositions Reportable to MSIS

• EXP Expulsion The termination of ALL
  educational services for a period of time to
  exceed 10 days up to one calendar year.
• SUS Suspension The temporary termination of
  ALL educational services for a period of time not
  to exceed 10 days.
• ISS In School Suspension Student assigned to
  In School Suspension.

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What Happens At School
What Happens With MSIS
Student Writes on Lockers/ Marker
Incident is VAND
Disposition is ADMIN
Student gets Saturday School
Include in MSD
56
What Happens At School
What Happens With MSIS
Student is Caught Chewing Gum
NOTHING!!!! This is not Reportable to MSIS
Student gets No morning break
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What Happens At School
What Happens With MSIS
Student Brings Gun to School
Send DSD On FAP
Counts as One Incident
Include SUS In DSD
Counts as One Disposition
Student is Suspended
Overwrites Still One Incident With One Disposition
Student is Expelled
DSD File To Change SUS to EXP
Then
Send in MSD ASAE
Does NOT count as Incident Only used to
track Alternative Students
School Board Allows Student To Serve Expulsion
at Alternative School
Send in MSD ALSCH
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Discipline Reports in MSIS

• How can I see what has been reported in MSIS?
• Incidents by Race/Gender
• Lists all incidents reported by school broken
  down by race and gender
• Dispositions by Race/Gender
• Lists all dispositions reported by school broken
  down by race and gender

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Discipline Reports in MSIS

• Student Discipline Report
• Lists details of each incident/disposition
• Student name, MSIS ID
• Incident Type, Date, Location (Weapon Type if
  applicable)
• Disposition Type, Start Date, End Date, Duration
• Discipline Incident Summary Report
• MSIS ID, Incident Type, and Number of Incidents
  for the time period requested

60

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS

61
Reporting Absences in MSIS

• Why is reporting absences CORRECTLY important?
• It affects ADA
• If it affects ADA, it affects funding
• If it affects funding, it affects you!
• It affects Compulsory School Attendance reporting
• 5 or more unexcused absences provided to Office
  of Compulsory School Attendance as requested
• School Attendance officer must address those
  students

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Reporting Absences in MSIS

• Once an absence is reported and approved, it can
  not be removed (or added if not reported)
• Membership and ADA data is reported after
  reporting period is complete
• MSIS is a relational database data changes
  arent quick and simple. There is a ripple
  effect.

63
Reporting Absences in MSIS

• You can, however, change Excused to Unexcused or
  Unexcused to Excused.
• Update status of absences using Update Student
  Absences screen
• Modules gt Student gt Update Student Absences
• Check for Unexcused absences by running
  Unexcused Absences report

64

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS
• Final Thoughts on Quality Data

65
Miscellaneous Issues

• District Demographics
• Short Name and Long Name for each school
• Long Name should be formal name of school
• Short Name should be shorter descriptive name
• Up to 22 characters
• Used on reports
• Use Rankin Middle
• Dont use RMS
• Look at short name and if you wouldnt be able to
  decipher it if you werent in the district, dont
  use it

66
Miscellaneous Issues

• District Demographics
• When entering principals and superintendents
• Dont use Mr. or Mrs. in the name
• Ok to use Dr. or follow name with Ph.D.
• When titles are used in name, they have to be
  manually removed

67
Miscellaneous Issues

• Students Social Security Numbers
• Optional field in MSIS
• Cant legally require them of K-12 students
• If you dont have a verified SSN, dont enter it
• Dont use parents SSN for student
• Dont use 999999999 or 000000000
• Better to not have them than to have them wrong
• Matching an existing SSN in MSIS will now cause
  your file to fail

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In Conclusion

• Using the Pre-Processor
• Using MSIS Reports to Insure
• Accurate Data
• Reporting Discipline in MSIS
• Reporting Absences in MSIS

These are four tools to making sure your data is
accurate. Remember The file isnt successful
until the data is accurate
misapps_at_mde.k12.ms.us 601-359-3959 Kthompson_at_mde.k
12.ms.us 601-359-2114