The COE Child(ren) Panel

The COE Child(ren) Panel

This is where you link the child(ren)s information from the COE (II.
CHILD/SCHOOL DATA) to the COE child(ren) panel. Which can be seen in
the graphic below. (You may have to scroll down to see the graphic and
the text below it.)

You need to add each child individually via either the Add Child –
New SH (School History line) button or the Add Child – Existing SH (School
History line) button.

You use the Add Child – New SH button when you want to create a new
school history line for the child.

You use the Add Child – Existing SH button when you want to attach
this COE information to the most recent existing school history line.

Both buttons work the same way. Select the appropriate button.

Note: The Remove Child from COE button is to be used when you
erroneously add a student to the COE. Removing a child from the COE
Child(ren) panel does not remove the child from the MIS2000 database.

A student search screen appears. This screen is accessed from both
the COE View and the Student View.

Student Search Screen

This screen has seven tabs across the top. First we will describe
how to use the search available on the Key Data tab.

Do Search For Child -

Searching for a child is an art which you will learn as you go
along. There are multiple strategies to search for a child. Searching here
works much like searching with Google. The more criteria you put in the
fewer hits you will get. Use as few fields as necessary to locate the
child.

Last Name field - Type in four or more characters. You can
type more characters to narrow the search.

First Name field - Type in four or more characters. You can
type more characters to narrow the search.

Middle (Name) field – Rarely used except to narrow the search
further.

Student ID field – Rarely used with the exception of locating
errors in student’s name.

Birthdate field – Used when you have multiple identical names
or when you only have the birthdate.

Birth City field – may be eliminated from search but not from
display below.

Advocate field – The Show Enrollment Info check box must be
checked for this criteria to be used in a search. If the Advocate’s
name hasn’t been added to a School History line for the child this
search won’t bring up the child’s record.

COE Number field – Rarely used when adding a child to the
COE. The advantage of this search is that you can locate a group of
children. This is more often used from the Student View than in the COE
View. For example if you need to update information for all the
children on one Certificate of Eligibility.

Male Parent and Female Parent fields – Rarely used when
adding a child to the COE. The advantage of this search is that you can locate a
family without looking up the COE number or locate a child when you
don’t have the whole name of the child at hand. This is more often used
from the Student View than in the COE View.

Buttons on the Right side of the screen

The Do Search for Child button searches your local data only. Click
on this button after entering the criteria in the fields described above.
A list will appear below. If/when you locate the student highlight the
name by clicking on that line and click on the Select Child button. If
no names appear from the local search expand your search by using less
criteria or using other fields. Also check spelling. If no name appears
proceed to Search Remote. This procedure is described below.

Select Child button - When you locate the student, highlight
the name by clicking on that line and click on the Select Child button.
This takes you back to the COE Child(ren) Panel.

Add to List button – Rarely used. Can be useful for creating
a list of students for printing information about them.

New Child button – When the child doesn’t appear on the local
or remote search click on this button to create a new student ID. This
will take you back to the COE Children Panel.

Close button – Used to close the window.

Search Remote button – This searches the statewide database
for possible student matches. A list will appear below. If/when you locate
the student highlight the name by clicking on that line and click on
the Download Student button. If no names appear from the local search
expand your search by using less criteria or using other fields. Also
check spelling. If the server is down or unreachable postpone adding
the child to your database.

Download Student button – This button is grayed out until you
have found the student on the statewide database via the Remote Search.
When you select the student and click on the Download Student button
you will be taken back to the COE Children panel.

You will repeat this procedure for each child on the certificate.
You will be doing this forever, for each and every child on the COE. Get
used to it.

Use of the other tabs will be described when discussing the Student
View of MIS2000.

COE Children Panel Completion After Adding a Student Found via a
Search

If it is a new child complete the fields.

If the child was found in a search, edit and update all fields.
Please be sure to edit the QAD and Residency Date when adding a child with an
existing School History (SH) line.

Last Name, First Name, MI fields (#30A) – Edit these fields
to make sure they are accurate and complete.

Proposed_change in change graphic here and on census panel..... new field Last Name2 - Enter the student's second last name, if applicable. (add to list)

Proposed_change in add suffix field - (examples, Sr, Jr, III)

Sex field (#30B) – type M or F

Birthdate field (#30C) – mm/dd/yy

Age field (#30D) – tab across this field. MIS2000 will
calculate it based on the birthdate that you enter.

Ver(ification) field (#30E) – B (Birth Certificate), D
(Document), type O (Oral)

Proposed_change in Mult. B. abbreviation for Multiple Birth, enter Y for Yes.

Birth City, State, Country fields (#30F) – type in the
information obtained by the recruiter.

Grade (#30G) – use

01 – 12 for grade levels,

D+ student has dropped out in previous funding years

Note: If D+ or DO is selected we will need to note the grade at the time of dropping out.
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

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

UG - ungraded - this should also be used for IEP students still allowed to attend school after getting an IEP diploma

School ID – tab over this field and enter the School
Building, which will bring in the School ID

School Bldg. – 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.

Language field (#30H) – enter the language from the
certificate

E (English)

H (Haitian)

K (Korean)

M (Mezteco)

O (Other)

P (Polish)

S (Spanish)

V (Vietnamese)

Race field (#30I Ethnicity) - From the certificate convert

1 -- American Indian or Alaskan Native

2 -- Asian

3 -- Black or African American

4-- Hispanic/Latino

5 -- White

6 -- Native Hawaiian or Other Pacific Islander

7 -- Two or more races

Enr. Date field – The Enr(ollment) Date field.

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.

QAD field – The Q(ualifying) A(rrival) D(ate) field

Res. Date field – Res(idency) Date field

Student IDs – This number is created by MIS2000 when a student
is added to the database.