Student View, School History
The Student View of MIS2000
This view is reached by clicking on View on the top menu.
When you switch from one View to the other COE View you stay on the same student record but see different fields.
The Student Data Panel
The information here is student information that doesn’t change with
each School History enrollment line.
Edit Name button - click on the button labeled "Edit Name" as shown in the graphic above when you need to Edit Name.
The student’s name, which appears on the gray area, the sex,
birthdate, verification, age, and race are automatically
brought in from the COE Children Panel.
Cont Svcs - Continuation of Services - choices are:
01 - Providing services for duration of term
02 - Providing services for additional year
03 - Serving secondary students through credit accrual progs
Read more about at: Continuation of Services
Designated Graduation School - The NCES school identification number that identifies the school or facility from which a student expects to graduate. Only one school may be designated for graduation at a time. Source for this information http://www.ed.gov/admins/lead/account/mde-simplelist.doc
Verified field – This field is managed by the Albany office.
Ineligible flag – Managed by the Albany office. If this box is checked please let your MEOP director know and cease all services.
Buttons
Search Student – – don’t use the – minus sign without the permission of the MIS2000 coordinator
School History Panel
School Bldg. field – Enter the current school building name. Be sure that the one you enter is in your MEOP’s region. If more than one choice appears for the building name please choose carefully. Out of school youth (OS), dropouts (DO or D+) and pre-school (P0 – P5) not attending classes should have the school district name.
School ID – just tab past this it will be put in by MIS2000
when you enter the School Building.
Advocate field – type the name of the Advocate who is assigned to this student
Enr Date field - The Enr(ollment) Date field has a series of situations that apply. The choices made here have important
implications for funding.
Summer Enrollment
The MEOP Enrollment Date will be first date of the summer eligibility period of the current summer (i.e. June 23, 2007). If the student moves in after the first date of the eligibility period (i.e. after June 23, 2007) the MEOP enrollment date will be the residency date for that student.
School Year Enrollment
The MEOP Enrollment Date will be September 1st of the current school year if the student is residing in the district on September 1st. If the student moves in after September 1st then the MEOP Enrollment Date will be the residency date for that student.
Please note:
When the Residency Date on the certificate is within the current funding year, use the Residency Date as the Enrollment Date. If the
Residency Date is prior to the current funding year use September 1st. To insure funding you have to be aware of the Residency Date and the correlating Date.
Exception for students identified after 9/1/05 and before 12/1/05 with a Residency Date 9/1/05 put in an R Enrollment for Enrollment Date of 8/31/05 and Withdraw on 8/31/05
Example: Family X identified on 10/15/05 (New Family/Form) with Residency Date of 7/1/04. Family should have Enrollment Date of 8/31/05 and Withdrawn 8/31/05 of Type R. Then Enroll the family on 9/1/05.
Withdraw field – this for the date when the student is withdrawn from the program term or when they leave the district for this School History line.
Type field – this field shows what type of service the student did or did not receive during this term. When you add an enrollment line for the funding period you are stating that the child was in your MEOP for at least one day. The types are:
A – Academic, This is an enrollment where the student receives services between 9/1 and 6/30 in the current funding period. There must be associated supplemental services with this school history line. You must choose the proper service delivery model while selecting this type of enrollment. Documentation for this type of enrollment would be an enrollment document with services reported.
Typing in "A" and then tabbing will trigger a drop down box with the heading of Academic Year as shown in the partial screenshot below.
There are two migrant funded service delivery model choices, tutoring and monitoring.
a. In-Camp - Student receiving tutoring services at a migrant labor camp.
b. In-School - Student receiving tutoring services in school.
c. In-Home - Student receiving tutoring services at home.
d. Extended Day - Student receiving tutoring services before or after school at the school or at some location within the community.
e. Monitoring - When a student doesn't need extra academic help or when student's/tutor's schedule doesn't allow extra academic help
- Preschool - Three contacts at home/program. (One must be in the home)
- School Age - A minimum of one home visit to the child's home, quarterly visits to the school to review report cards, attendance and general school progress.
- Out-of-School Youth/Drop Out - A minimum of one visit a year by the MEOP to determine if any services need to be provided.
R – This is a residency only enrollment. The child has to reside in a MEOP at least one day. A dropdown box appears and you must select an explanation as to why your MEOP did not serve this student.
Documentation for this enrollment would be a current Certificate of Eligibility or a “still here” form or a departure from in which the student was present at least one day in the funding period.
Choices in the Dropdown box are"
a. Identified after enrollment period.
i. Incarceration/Institutionalized
l. Lack of Staff
p. In Other Programs
r. Refusal
u. Unable to locate/gone
S - This is an enrollment for the summer period between approximately 6/26 and 8/31 for the current funding period. There must
be an associated supplemental service with this school history line. The proper service delivery model must be checked. Documentation for
this type of enrollment would be an enrollment document with services reported. After typing "S" and tabbing a Summer box will appear, you should choose at least one of the following:
a. Other Education/Support - Minimum of one face to face session to provide instructional materials, RIF books, advocacy and or other support.
b. Campus Based MEOP - MEP funded school based program
c. Campus Based Collaborative - School based program which is a collaboration between a MEOP and a school district summer program.
d. In-Home - Student receiving tutoring services at home.
e. In-Camp
Z – This may be the initial enrollment type before you know what type of services a family will receive. Once a child receives services or the MEOP determines why a family shouldn’t receive services this needs to be changed to A, S or R. These "Z" enrollments should be converted by the end of the funding year. If the presence of the student can not be verified for any day within the funding year the School History line should be removed.
Grade (#30G) – use
01 – 12 for grade levels,
D+ student has dropped out in previous funding years
DK – developmental kindergarten
DO – dropped out in current funding year
G – graduated from high school - remove this choice
K – kindergarten
OS – out of school youth, never attended US schools
UG - ungraded - use this for IEP students still attending school after getting an IEP diploma
P0 – preschool not reaching 1st birthday
P1 - preschool between 1st and 2nd birthday
P2 - preschool between 2nd and 3rd birthday
P3 - preschool between 3rd and 4th birthday
P4 - preschool between 4th and 5th birthday
P5 – preschool, 5 years old, not in kindergarten
If you choose a preschool grade a PreKindergarten
Programs box will appear. These programs are not funded by the MEOPs.
Click on the boxes that apply. The choices are:
a. Mig Head Start - Migrant Head Start
b. Mig Even Start - Migrant Even Start
c. PreSchool SpecEd - PreSchool Special Education
d. Head Start
e. Even Start
f. Pre K - Pre Kindergarten
g. Early Intervention
h. District PreSchool
i. Home Visitor Prog
j. Other PreSchool
If you choose a DO, D+ or OS grade a Community Service box will appear.
These programs are not funded by the MEOPs. Click on the boxes that apply.
The choices are:
a. ESL - English Second Language
b. GED - General Equivalency Diploma
c. ABE - Adult Basic Education
Days Enrolled – currently optional. During the Academic
Program, for school-age, use the days that the school district was open and the
student was living in the district. Do not count holidays, staff days,
snow days or days before/after the student moves. For Preschool and
DO/D+/OS, the tutor is the school. Days enrolled are the days the tutor
is scheduled to be there and is. During the Summer Program, for
students in a migrant-funded summer school, use the days that the
migrant summer school was open and the student is enrolled. For In
Home, the tutor is the school. Days enrolled are the days the tutor is
scheduled to be there.
Days Present – currently optional. For the Academic Program,
the actual number of days a student is present in the school district. For
Preschool and DO/D+/OS, the number of days the student/parent is
present. During the Summer Program, for students in a migrant-funded
summer school, the number of days the student attends. For In Home, the
number of days the student/parent is present.
Termination Type and Date fields - This is filled in by MIS2000
based on COE information. TAB past these unless one of the next
situations apply.
If the student graduates, manually enter G and the
date of graduation.
If the student gets a GED, manually enter H and the date of the GED.
If the student dies enter D and the date of death.
Just for your information,
A stands for Aged Out which means that they
have reached the 22nd birthday before eligibility has expired.
E stands for End of Eligibility which occurs three years after the QAD date.
Please don't use N.
QADate field is filled in by MIS2000. TAB past it.
Res Date field is filled in by MIS2000. TAB past it.
Proposed_change in bring LEP here from Student Data
Proposed_change in CD - Credit Deficient - bring from Student Data
Proposed_change in Med Alert - Medical Alert - Will will tell conditions - three choices
A - Acute
C - Chronic
N - None
Acute conditions include things like appendicitis. The chronic conditions would be ongoing conditions like diabetes, allergies, asthma, etc.
Proposed_change in Imm Avail - Immunization Documentation Available from school - two choices
Y
N
For K-12 students this defaults to Y. For other students this defaults to blank.
During the school year for type A enrollments there are four check boxes below QADate and Res Date. They stand for school district funded services. They are:
a. Special Ed - stands for Special Education and should be checked if the student receives Special Education services.
b. Academic Intervention - Student is receiving supplemental academic services, ie reading, math, study skills, AIS (Academic Intervention Services), Title I
c. Dist. Funded ESL - a District Funded English as a Second Language Progam.
d. Dist. Funded Bilingual - a District Funded Bilingual Education Program.
During the summer for type S enrollments there are two check boxes below QADate and Res Date. They are:
a. School Dist. Funded - School district funded summer program.
b. Dist/BOCES Special Ed - District/BOCES funded special education program.
Dep Date, Address, City, State fields - You may individually record the departure of a student using these fields. If all the students on a COE move together it is more convenient to record their departure from the COE View, Departure Screen. When the student moves from one school district to another record the date that they left and as much destination information as available.
School History Enrollment lines appear in the grid at the bottom of the screen. There will be a line for every school district and every summer enrollment. The column headers are the same as the field names we have discussed above.
The SH Sort Date is not used by NYS Migrant.
Needs Assessment Panel
Student View - Needs Assessment Panel
Proposed_change in Graphic changed 6-10-08 - get instructions to match Student Record form - confirm order matches
This is where you enter the Needs Assessment Data for each student. MEOPs have a Needs Assessment form to collect this information. Every site does a Needs Assessment for every student annually.
There are 23 fields on the Needs Assessment Panel. Except for the Grade field they are all check box fields. A check means Yes there is a need. If there is no need leave the field blank.
Be sure that you have the correct school history line highlighted in the grid below.
Acculturation Support – The youth could benefit from teaching or coaching about the American culture and/or the community could benefit from a better understanding of the youth’s culture.
Career Education – The development of knowledge, skills and attitudes through a planned program of learning experiences that will assist students to make informed decisions about their study and/or work options and enable effective participation in working life. Career education encompasses:
* learning about the world of work, its changing nature, the general expectations of employers, and the demands of the workplace
* developing self-awareness in relation to interests, abilities, competencies and values
* developing awareness and understanding of occupational information and career pathways
* developing skills in decision-making which can be applied to career choices
* acquiring the skills necessary to implement the career decisions made.
Eligible for Kindergarten in September of Current Year – based on date of birth, born on or before November 30th of the year 5 years prior to this year the student is eligible to attend kindergarten.
GED – The youth, a dropout or out-of-school youth would participate in a General Equivalency Diploma program if a suitable one could be arranged.
Health and/or Nutrition – student has ongoing health/dental/nutritional needs
Homeless – according to the McKinney-Vento Homeless Assistance Act, which should be applied only to in school students P3 to grade 12, (don't check this for OSY children)
(a) In general ``homeless'' or ``homeless individual or homeless person'' means
(1) an individual who lacks a fixed, regular, and adequate nighttime residence; and
(2) an individual who has a primary nighttime residence that is--
(A) a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill);
(B) an institution that provides a temporary residence for individuals intended to be institutionalized; or
(C) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.
Interpretation – Student needs interpretation services in order to be able to make informed life decisions.
Lack of Parental Involvement – Parent(s) are not involved in student’s education by: i.e. attending school/MEOP Activities and/or encouraging the child in his/her educational program.
LEP – student has Limited English Proficiency as determined by the school district.
Life Skills – Life skills are essentially those abilities that help promote mental well-being and competence in young people as they face the realities of life. Most development professionals agree that life skills are generally applied in the context of health and social events. They can be utilized in many content areas: prevention of drug use, sexual violence, teenage pregnancy, HIV/AIDS prevention and suicide prevention. The definition extends into consumer education, environmental education, peace education or education for development, livelihood and income generation, among others. In short, life skills empower young people to take positive action to protect
themselves and promote health and positive social relationships.
Literacy – student is not functionally literate in English or native language.
Mobility – Any movement across school district lines in the preceding 12 months.
Poor Attendance – student’s absences exceed his/her school’s policy.
Transportation – A lack of transportation is preventing the youth from addressing one or more needs.
Update Immunizations – student lacks immunizations or adequate immunization records.
Special Education - Students who receive Special Education services should have this field checked.
Retention - student is repeating the same grade as last year. Students going from pre-First to First or DK to K are considered to be retained
Credit Deficient - student in grades 9-12 who have failed a course during their high school career and have not yet made it up or students who do not have enough credits to graduate with their cohort
Failed State Tests - If a student has failed a state test between grades K -12 this should be checked. If they failed in a previous year this should also be checked.
Below modal grade - student is not age/grade appropriate for instance, (with the exception of September - December birthdays) when entering school in September
* 1st graders should be 6
* 2nd graders should be 7
* And so on.
Low Academic Grades - children who have low academic grades, ie
- K-8 - any student scoring C, S- or an Unhappy Face, 75 or below, any marking periond in any core subject (English Language Arts, Math, Science, Social Studies and Foreign Language)
- 9-12 - Student scoring 75 or below in any marking period in any credit bearing class
Education Interrupted during school year - student who in the preceding 12 months changed school buildings or missed significant amount of school time (10 days or more) during the regular school year (usually defined as September through June) due to the student's family's lifestyle.
Other - any other critical need not mentioned above.
PFS (Calculated) - PFS stands for Priority For Service and indicates that the student has met at least two conditions, one being that her/his education has been interrupted during the school year and another being any of the other fields marked with an asterisk. Those other fields are LEP, Retention, Credit Deficient, Failed State Tests, Below Modal Grade and Low Academic Grades. This is a calculated field. You can not put a check mark in the field manually. The check mark only appears when at least two conditions have been met.
Credit Accrual Panel
Work in progress
Zostera
Test Panel
work in progress
Zostera
Health Panel
work in progress
Zostera
Supplemental Programs Panel
Student View - Supplemental Programs Panel
This is where you record the direct and support services provided to the student during a given enrollment period. A student may be in different supplemental programs during the school compared to the summer term.
There are two grids at the bottom of the panel. The right grid is the School History grid. Select the correct School History line then click on the + (insert record) button.
Program field - Click with your mouse to get the pointer on this field. Begin typing the supplemental program name or select it from the drop down box. TAB
Supplemental Codes 001 - 046
SPCode SPText
001 E.S.O.L.
002 BILINGUAL
003 HOME VISIT
004 REFERRED SERVICE
005 MATH PLUS
006 PRESCHOOL
008 VOCATIONAL/CAREER EDUCATION
010 WORK EXPERIENCE
011 GRASP
012 READING
013 MATHEMATICS
014 OTHER LANGUAGE ARTS
015 P.A.S.S.
016 HEALTH/DENTAL SUPPORT
017 HEALTH EDUCATION
018 COMPUTER LITERACY
020 OSY
021 FAMILY LITERACY
022 MIGRANT EVEN START
026 NUTRITION
027 TRANSPORTATION
030 GUIDANCE/COUNSELING
032 SCIENCE
037 FIELD TRIPS
039 HEALTH VOUCHER
040 SOCIAL STUDIES
041 SUMMER LEADERSHIP
042 PASS ACADEMY
043 WOW/GAIN
044 ADVOCACY
045 ADOLESCENT ACTIVITIES
046 ENGLISH IMMERSION
MEOPs may at their discretion create additional Supplemental Codes in the range above 060. The information in those codes is not seen by the state server.
In order to add a Supplemental Code please refer to the Edit Codes section of the manual.
Code field - MIS2000 fills this in when you select a Program. TAB past this field.
Start Date - MIS2000 fills this in with Enrollment Date from the affiliated School History line selected in the grid to the right below. This can be changed to a date that is between the Enrollment Date and the Withdraw Date for the selected School History line.
End Date field - MIS2000 fills this in with the Withdrawal Date from the affiliated School History line selected in the grid to the right below. This can be changed to a date that is between the Enrollment Date and the Withdraw Date for the selected School History line.
Hours field - use of this field is optional. Some MEOPS use it to count the number of tutoring sessions.
Use of buttons below Start Date
Add SP (supplemental program) to most recent Enrollment check box
- by checking this box the program selected will be attached to the most recent Enrollment line.
The check box is highlighted below.
When this box isn't checked two things can happen - 1) if this SPCode grid is blank the new supplemental code will attach to the top line(most recent school history line)of the school history grid 2) if there are existing supplemental codes in the SPCode grid, then the new SPCode will attach to the school history line that had the most recent supplemental codes added. Please note that this may not be the school history line that you want to attach the supplemental program to.
Migrant Funded, District Funded, Title 1 Funded Yes/No fields
Currently the default is Migrant Funded, Y, District Funded, N and Title 1 Funded, N because Supplemental Program funding is from the MEOP. Some Supplemental Programs have other funding and should be noted as such.
Please note When you are recording summer supplemental services be sure to include only services funded by the migrant education program.
Family Panel
Student View - Family Information Panel
Main reasons to use this screen.
- To update address for family.
- To separate a family when some students go with one parent and some with another parent.(See the Set Button directions below.)
- To maintain mailing label information by family.
If you update an address for a family when the family composition hasn't changed you need only enter the information on the Family Information Panel for one of the student and it will be updated for all the students in the family.
Current Parents: Father Last Name, First Name, Mother Last Name, First Name fields - These fields default from the most recent COE Census Panel, when you enter a new COE and when you change any field on the COE Census Panel. When you enter new information or edit existing information from the family panel it does not change the COE Census Panel information.
Warning: If at a later date you edit the COE Census Panel the information on the Student View - Family Panel will be overwritten by the COE Census Panel information. This overwriting could cause you to lose information that you have entered on the Family Information Panel.
Current Address, City, State, Zip and Phone fields - These fields default from the most recent COE Census Panel, when you enter a new COE and when you change any field on the COE Census Panel. When you enter new information or edit existing information from the family panel it does not change the COE Census Panel information.
Mailing Address, City, State and Zip fields - These fields default from the very first COE for the family. Changes made to the COE Census Panel do not show up here. If you intend to use for mailing labels on any other purpose update the information as changes become available. Some data entry clerks choose to ignore this and use the Current Address fields only.
School District, County fields - currently optional. Type in School District. The County is filled in by default from the COE Census
Panel.
Move Date field - currently optional.
Ask data clerks how many of them use this field.
Comments field - optional. Can be used for directions or other information MEOP deems important.
The Set and Clear Buttons - When you click on Set a Find Family window appears. If you are changing the child to live with another parent/relative/guardian you can search to see if the parent is already in the database. If the parent is found Select him/her. If the parent is going to set up a separate household or is not found in the search you will need to make a new family.
If you need to move additional child to another family you have to search for the child and then search for the family and select it. You have to go through the process for each child that is joining another family.
The Clear Button erases the contents of all the Current Parents field. The information is not removed from the database, you can use the Set button to search for the family again.