MIS2000 Manual

The manual is being put on the WWW to offer all the NYS Migrant Educators guidance in using MIS2000. The goal is to have uniform definitions and procedures across the state. The direct link to this manual is
http://esclearn.org/nysmigrant/node/3

The manual is designed to be viewed on the WWW, but if you would like to have a hard copy click on the "printer-friendly version" button at the bottom of the page and print it off. This will print this page and all the pages linked to this page. As of July 5th, 2007 the result of printing user the "printer-friendly version" button would be a 36 page document.

The manual is subject to change as changes are made to the MIS2000 database in response to the needs of the NYS Migrant program and to the Migrant Student Information Exchange (MSIX).

MIS2000 Menu Bar - Where you choose what part of MIS2000 you are going to use

The MIS2000 Menu Bar

The Menu Bar consists of the clickable words at the top of the
MIS2000 screen. Below you can can how the Menu Bar looks when you are in the
COE View. In the Student View the word COE does not appear.

Now we will go across the Menu Bar and tell what choices are
accessed by clicking on each word.

Record

Clicking on Record reveals three choices as shown below.

Procedures

Clicking on Procedures offers the choices shown below.

Uploading changes to your state computer

When you do an upload to the state computer, the work you have done in
MIS2000, such as entering COEs and adding enrollment information, will
be copied to the state database. You should do an upload to your state
database every day that you enter data. The state database should
always have an updated copy of your work.

1. Go to the Procedures menu, then select Upload Changes. The Upload
Status window will appear.

2. Press the Begin Upload button. When your changes have finished
uploading to the server, you will see one of two things:

· If your upload has finished without any problems, you will get a
message saying,

"Your upload has completed successfully." Your upload has not completed

successfully until you see this message!

You can now close the upload window. Your upload is finished.

· If your upload encountered problems, you will get a status report
with directions for making corrections, if necessary. If the status
report isn’t clear, contact MIS2000 technical support.

If you do receive a status report, you should print it out by pressing
the Print button.

3. You will then see this window:

4. Press the OK button. If there is an upgrade available, the upgrade
will begin downloading to your computer. Once it finishes, you will get
a message telling you to reboot your computer.

Reboot at that time.

Reports - See Reports Section of
MIS2000 Manual

Preferences

Rarely needs to be used. Should be set with a check before Auto Caps
Lock and the other two unchecked as shown below.

COE

Clicking on COE offers the five choices shown.

Go

The Go menu provides you with a quick way to get to other
information related to the student or COE you’re currently viewing.

Example: Say you are working on the Student Data of Janet Smith. You
want to see her COE. Go to the Go pull-down menu, and select To COEs.
MIS2000 will then show you Janet’s COE(s).

NOTE: If the "To COEs" menu item is grayed out (you aren’t allowed to
select it), then that child does not have a COE in your database.

View

The View menu allows you to flip between the COE and Student views.
COE View contains Family and Children screens, which include all of the
data collected on your state’s COE form.

NOTE: Changing the view does not take you to the COE/Student Data of
the student you are currently working on. If you wish to see the
COE/Student Data of your currently selected student, choose the Go
pull-down menu.

Help

Clicking on Help shows two choices.

There is a lot of information available here and it can be very useful.
By clicking on the + sign in front of a "closed book" icon you can
access more information. Click on a topic and it will appear as shown
below where "Procedures" has been selected.


You can turn Tips off or on here by checking the box in the lower left
hand corner of the window. Or you can choose just to see new tips. The
tip displayed is a very useful one so read it now.

That's the end of the Menu Bar section.

COE View and Data Panel

Section One

Overview

Children are eligible to receive MEP services if they meet the
definition of “migratory child” and if the basis for their eligibility
is properly recorded on a certificate of eligibility (COE) or other
written or electronic form. In this manual the paper copy of the COE
that is filled out by the recruiter will be referred to as the
“certificate.”

When a COE certificate is received by the local MEOP it should be
added to the local MIS2000 system. Before entering the information from a COE certificate data entry people do a Student Search under
the Student View to see if the students are already on the local or
state database. To learn how to do this go to XXXX XXXXX.
When COE information has been added or updated the local MEOP database must be uploaded daily to the state server.

Step One.

Open MIS2000 and go to the COE View as shown below

Keep the CAPS LOCK key on at all times when using MIS2000.
Use the TAB key to move from field to field when moving sequentially over the screen. Use the mouse pointer to jump to a field to edit.

Go to COE
Census Panel

Here's a graphic to show what the symbols below the Search COE button mean.

There are some powerful buttons here. The Delete Button on the COE Data panel (the – minus sign) should not be used without consulting with the state ID&R office.

Information that you have entered is saved any time that you leave a screen or exit the program even though you have not clicked on the Check button.

COE Data Panel

Includes the fields COE Number – Approved on the top portion of the screen of every COE screen.

On the COE data screen left click on the + sign, which is the
“insert record “ key.

Enter the COE number in the COE number field (#1) and hit the TAB key to advance to the next field, the Sign Date field (#2).

In the Sign Date field you should enter the recruiter signature date in the format mm/dd/yy that appears on the bottom right of the COE form. Then hit the TAB key to move to the next field, Recruiter.

The Recruiter field is a drop down box. Click on the dropdown arrow and select a recruiter from the list or begin typing the name of the recruiter and when the name that you would like to choose appears hit TAB to move to the next field to accept it. The recruiter's name is entered in the format full First Name (space) Last Name. Use "James Kiley" not Jim Kiley, J Kiley or J. Kiley.

In the Program field (#4) please choose or type your local MEOP. The tab key is used again and again to move sequentially field to field.

In the County field (#5) please choose or type the official county of the school district.

School District field (#6) Choose or type the School District name. Please note the School District name is usually different than the Facility Name (building).

The Funding Year field is useless IGNORE IT – Will – get it removed!!!

The Approved field is state controlled. You will not be able to enter anything into this field on a machine at a local MEOP. The Approved field will have a date in it when sufficient documentation has reached the state ID&R office and has been approved for funding.

Census Panel

The COE Census Panel

The COE Census Panel starts with the Current Father Last field and
continues to the Directions/Notes field.

In the Current Father Last field (#7) type in the last name
of the Current Parent/Guardian/Self Male (proposed_change not completed as of June 11, 2008) (have MIS2000 change the field label to Current Parent/Guardian/Self Male)

For a person moving on his own put the name of the person in the
Current Father/Mother field as appropriate.

In the Current Mother Last field (#8) type in the last name
of the Current Parent/Guardian/Self Female (proposed_change not completed as of June 11, 2008) (have MIS2000 change the field label to Current Parent/Guardian/Self Female)

For a person moving on her/his own put the name of the person in the Current Father/Mother field as appropriate.

As you type in the Current Father/Mother names MIS2000 will copy that information into the Birth Father/Mother fields (#9, 10).
If the Current and Birth Parent names differ you must manually edit the Birth parent names.

The Search (Family) button allows you
to see if this family has been identified and entered on your MEOP’s
MIS2000 database.

The Current Address, City, State, Zip, Phone fields (#11, 12,
13, 14)
Type in the current physical address from the COE. If there is PO Box
add it to the Current Address field after the street address.

The Phone field (#15) is for the family’s telephone number with the area code.

The Home Base Address, City, State, Country fields (#16) are called Homebase / Former Address on the COE certificate

Fill in the Home Base/ Former School District if known.
(proposed_change not completed as of June 11, 2008) (Request MIS2000 to move the Home Base /Former School District field to the end of the line)

Name of Next of Kin field (#17)

Name of Next of Kin Telephone (#18)

Directions/Notes field (#19) should get the directions or
comments the recruiter put on the COE. Please note that no eligibility
comments or questions should be included in this section.

The From (City, State, Country) To (Current School District,
Qualifying Arrival Date) field

This is the Eligibility Data from Section III of the COE
certificate field #20. Enter the information from the COE.

The From (City, State, Country) To (Current School District,
Residency Date – field numbers should be correct…. This is the residency information from Eligibility
Data Section III of the COE certificate field (#21). Enter the
information from the COE.

Children Moved drop down box has three choices J, (to join), O, (on own), W (moved with). Choose the correct letter based on (#22) on the COE certificate.

(Change S to Sp and add Se for Self to match COE)

The Worker Relation drop down offers four choices, G
(Guardian),
O (Other family member), P (Parent), Se (Self), Sp (Spouse). Choose the correct letter based on (#24) of the COE certificate.

The Worker Name field (#23) is taken from the First Last of the Worker on the COE certificate.

The Temp/Season drop down is selected based on Temp/Season, field (#25) on the COE certificate. The choices are Temp (T) or Seasonal (S).

The Agri/Fish drop down is selected based on the Agricultural or Fishing (#26) on the COE certificate. The choices are Agricultural (A) or Fishing (F).

Type in the Qualifying Activity from field (#27) on the COE certificate.

The Information Obtained from drop down offers four choices P (Parent), G (Guardian), O (Other responsible person) and S (Self) (#28) on the COE certificate

If O is selected you must type the Provider Name from (#29) on the COE certificate in the box.

Proposed_change in Employer name - Enter the farm/business name being careful to use the same name each time. This information can be found in the qualifying activity area of the COE. Add note to recruiter manual.

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

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
to American Indian, 2 to Asian/Pacific Islander, 3 to Black/Not Hispanic,
4 to Hispanic, 5 to White

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.

Departure Panel

Departure Information needs to be documented and shared with MEOP and the ID&R Office. Please click on the link below to get the whole picture as laid out by Will.

Handling Departure Information

When you receive Departure information, you could
individually depart from the Student View or as a group
or individually from the COE side.

You can do one, two or more children at once.
Enter Departure Date, Forwarding Address, City and State if known.
Once Departure information is entered, select the students you
want to depart by highlighting appropriate names. Finish by
left clicking on the Update Selected Students box.

Departure Panel

Departure Information needs to be documented and shared with MEOP and the ID&R Office. Please click on the link below to get the whole picture as laid out by Will.

Handling Departure Information

When you receive Departure information, you could
individually depart from the Student View or as a group
or individually from the COE side.

You can do one, two or more children at once.
Enter Departure Date, Forwarding Address, City and State if known.
Once Departure information is entered, select the students you
want to depart by highlighting appropriate names. Finish by
left clicking on the Update Selected Students box.

Signatures Panel

Signatures will appear if the COE has been filled out via the Tablet PC.

The Eligibility Panel

This panel has five fields. It has supporting documentation for the COE. Currently no information is entered into MIS2000 by the data specialists.

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

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 two
situations apply. If the student graduates manually enter G and the
date of graduation. 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.

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

(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
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Test Panel

work in progress
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Health Panel

work in progress
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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.

Reports

Reporting With MIS2000

MIS2000 offers a number of ways to create reports from the data.

Basic reports can be made using the Report Builder.
You can use the Report Builder to get information quickly from MIS2000. You can print the information with very little formatting or you can make it better looking using Designer. Some people export the information to another program like Excel and do the formatting that they need there.

There are SNAP reports that are often created by the MIS2000 and put on your computer when you get updates. You can also make SNAP reports yourself.

All reporting starts by clicking on the word Reports on the menu at the top of all the MIS2000 screens. You can access reports from COE or Student View. When you click on the word Reports you can choose

What is Report Builder?

Report Builder is a tool which allows users to create their own reports in MIS2000. If you need to know how many students are enrolled in a particular school, or the names of students who scored a particular grade on a test, Report Builder will make it easy for you.

Report Builder is made up of three parts: Selector, Designer, and Snap Reports.

· Selector allows you to choose the student or COE data that you want included in your report.

· Designer allows you to format your Select data and make you report look polished and professional.

· Snap Reports allows you to quickly run reports that have already been created.

The best way to learn how to use Report Builder is to read the Selector Guided Tour, then work through the Selector and Designer Tutorials.

Selector is the basis of all your reports. After you have read the Selector Guided Tour, work though the Selector Tutorials.

Report Builder

Selector: An Overview

Report Tab

This tab gives you a list of the Report Types you can base your report on. For example, you can base your report on all enrollments in your database, or on the most recent enrollment for each student. You can base your report on the facility information in your database, or on COE information.

Reports with "count" in parentheses are reports that give you a count rather than a list. For example, if you choose "All Enrollments," the report will generate a list of all the enrollments in your database. If you choose "All Enrollments (Student Count)" you will be given a count of students appearing on the report.

To select a Report Type, simply click on it, and a list of tables included in the Report Type you selected will appear. You are now ready to move to next step.

Comparisons Tab

The Comparisons tab is where you define what records you want to see. For example, you can tell Selector to show you only students in a particular district, or only students with enrollment dates within a certain year. You can add unlimited comparisons to any report.

Display Fields Tab

The Display Fields tab is where you choose which fields you want to be displayed in your report. You can display unlimited fields on any report.

Sort Fields Tab

The Sort Fields tab is where you can choose the order in which you want your report to be listed. For example, you can dictate that you want your report ordered by last name, or by enroll date, or by district code.

Sorting on more than one field

You can sort on more than one field. For instance, you could sort by Region Code, District Code and Last Name.

The sort field that is listed first will be sorted first. The sort field listed second will be sorted second, and so on. For example, say that you added two sort fields to your report: District Code and Last Name. If District Code is listed first, all the entries in your report will be sorted by district. All the "District A’s" will be together, all the "District B’s" will be together, etc. Then, within each District Code, the students will be sorted by Last Name. If you sorted by Last Name first, then by District Code, the entries would be sorted first in alphabetical order by last name. Then, within each last name (the Smith’s for example), the districts would be listed in order.

Moving Sort Fields Up and Down

To move a sort field up or down, select the field in the large white field. Then press the Move Up or Move Down button. The field will move up or down, accordingly.

SQL Tab

The SQL tab appears only when you have checked the Advanced check box at the bottom of the Report Tab. SQL stands for Sequential Query Language and shows you the syntax of the comparisons that you have submitted in the form as they are presented to the database engine. You only need to refer to this tab if you are curious or MIS2000 staff request you to do so.

Results Tab

The Results tab is where you run, print, and save your report.

To run your report, press the Run Query button.

To adjust the fonts in your report press the Set Font button

The font can be made larger or smaller, bold and/or italic. You can also change the font altogether. You will not see the changes on the screen. The changes will only appear when you print the file.

To print your report results, press the Print Query button.

To save your results as a table, press the Save as Table button. This will save a copy of the data as it appears in the results grid. You can choose where you want to save your report. Your report will be saved as ReportName.db in Paradox format or as ReportName.dbf file in a dBase database file format.

To save your results as a file, press the Save as File button. This will save a copy of the data in the format of your choice. Choices are comma separated values (csv), tab delimited text (txt) or pipe delimited text (txt). The comma separated format is frequently used to bring files into the Excel spreadsheet program.

Snap Setup Tab

This tab is where you can modify reports to be run in Snap Reports. Snap fields listed here will be available as filters in Snap Reports. Also, this tab allows you to prepare your Select Data for Designer.

Basic Selector Tutorial

This tutorial will only take a few moments, and will teach you how easy it is to create your own custom reports. The easiest way to use this tutorial is to print it by pressing the Print button at the top of this help screen.

1. Open the Report menu at the top of the MIS2000 screen, then select Report Builder.

2. You may want to maximize the Selector window by pressing the square in the top right corner of the window.

3. Notice that there are 7 tabs across the top of the Selector screen. The first tab is the Report tab, and it will be open.

4. Uncheck the Advanced tab for now.

5. Press the New Report button.

6. From the Report tab, click on All Enrollments. Wait until you see the list of tables appear in the white field to the right before moving on to the step 7.

7. Click on the Display Fields tab. Click on the + beside the Student table to open it.

8. Click on Last Name to select it, then press the Add Display Field button. You will see "Student.Last Name" appear in the large white field.

9. Repeat step 6 to add First Name to your report. Now students' first and last names will appear on your report.

Your screen should look like this.

NOTE: You can also double-click on a field to add it to the display
list.

10. Click on the Sort Fields tab. Open the Student table and select
Last Name.

11. Press the Add Sort Field button. "Student.LastName" will now appear in the large white field. Your report will now be sorted by last name.

Your screen should look like this.

NOTE: You can sort on more than one field. For instance, you could create a report and sort it by District Code and Last Name. The sort field that is listed first will be sorted first. The sort field listed second will be sorted second, and so on.

For example, say that you added two sort fields to your report:
District Code and Last Name. If District Code is listed first, all the entries in your report will be sorted by district. All the "District A's" will be together, all the
"District B's" will be together, etc. Then, within each District Code, the students will be sorted by Last Name.

12. Press the Results tab, then press Run Query. This report shows you the names, in alphabetical order, of all the enrollments in your database.

Congratulations, you have just created a report! See how easy it is?

Exercise

Based on the above steps, create an All Enrollments report that
displays Sex, Race, and Last
Name.

Sort your report by Race