Preparing for Month 1 MSIS in SAM

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1 Revised: September 8, 2014 Preparing fr Mnth 1 MSIS in SAM Print the Persnnel Accred Reprt (State Reprting > Persnnel Accred) in SAM7. Verify that this matches the infrmatin entered in Persnnel General / Schedule Emplyee Entry in MSIS. Verify that grades selected in Administratin > Schl Grade Level Maintenance are the grades actually taught by the schl. Verify that student days in the calendar are crrect (Calendar > Schedule Calendars > Edit Existing Calendar). If days were unexpectedly clsed fr whatever reasn, be sure t edit the calendar befre creating MDT and MSD files. Enrllment > Entry / Exit Registratin > Recalc Days Off Rll is ptentially a useful utility if the Calendar has been mdified after the beginning f schl fr any reasn. Verify that the classificatin is set crrectly fr vcatinal, sped and gifted curses. Print the Scheduling > Reprts > Schl Schedule Inf > Schedule Curse Detail (r Framewrk Detail) t verify infrmatin. Make necessary changes in Scheduling > List Schedule > Curse Pl Inf. Verify that Transmit t State is marked crrectly fr all infractin and actin cdes. (Administratin > Discipline Actins Maintenance and Administratin > Discipline Infractins Maint) Verify that Include in ADA is marked crrectly fr all attendance cdes. (Administratin > Additinal Table Maint > Attendance Cde Maint) Run the Invalid Data Reprt (State Reprting > Invalid Data), and crrect data as needed: Student Data: Check fr students with missing student id Check fr student with missing state id Check fr students with missing r invalid birth date Check fr students withut a schedule Check fr students with missing r invalid residence address Check fr students with n parent/guardian/cntact Check fr students with n emergency cntact Check fr students with n lives with cntact Page 1 f 10

2 Check fr students with n Enrllment Cde fr the current schl year Cntact Data: Check emergency cntacts with n phne number Emplyee Data: Check fr emplyees with missing r invalid SSN Curse Data: Check fr framewrks with n instructr Check fr framewrks with n perid Run all errr checks n the SPED / Gifted Errr Reprt (SPED > Reprts > SPED / Gifted Errr Reprt) and crrect data as needed: SPED students with n SPED classes Students in SPED classes NOT tagged as SPED Gifted Students with n Gifted classes Students with Gifted classes nt tagged as Gifted 504 Students with n 504 classes Students with 504 classes NOT tagged as 504 Students tagged as 504 AND tagged as SPED SPED students als marked with an Active CEIS Indicatr Mass set Transmit t State (Enrllment > Utilities > Mass Set State Transmit). Verify student enrllment. Ensure that students that are suppsed t be enrlled d actually have a registratin cde. Ensure that students that have transferred d actually have an exit registratin cde. Verify Student Cunts are crrect fr each grade level using the Enrllment Ttal reprt (Enrllment > Reprts > Schls > Enrllment Ttal). N Shws: Mark students wh attended yur schl n the last day f schl last year but have nt returned this year as a N Shw. Use Enrllment > Utilities > Prcess N Shws t mark n shw students. N Shws shuld be used nly fr students wh did nt return and have nt therwise withdrawn. Run the Entry Student List (Enrllment > Reprts > Students > Entry Student List) t verify that all students with entry cdes are actually attending schl. There shuld be n R1 cdes in Mnth 1 MSIS. Run the Withdrawal Student List (Enrllment > Reprts > Students > Withdrawal Student List). Students included n this reprt shuld be students wh attended at least ne day this schl year. Verify that all transprtatin infrmatin is crrect fr all students. (See the query belw.) Verify that the MAS Reprt is balanced (State Reprting > MS State Reprts > MAS Reprt). Page 2 f 10

3 Create MDT file and send t MSIS (State Reprting > MS State Reprts > Create State Files > MDT). Create MSD file with the Data Check. By using this Data Check, errrs can be caught prir t actually submitting the MSD t MSIS. Once all prblems have been reslved in the Data Check, send the file t MSIS (State Reprting > MS State Reprts > Create State Files > MSD). Once the MSD file is successful, print the pre-apprved reprt frm MSIS and cmpare t the MAS reprt frm SAM. If the ttals fr these tw reprts match, save the reprts fr future reference. If the ttals d nt match, make necessary crrectins, and resubmit the MSD file. Belw are a few queries that may help yu verify the data: Students with Transprtatin Mde f Nt Transprted with a Transprting District SELECT Student.LastName, Student.FirstName, Student.MiddleName, Student.StateCde, Student.ADAGrade, Student.ChrnGrade, Student.TransprtatinMde, Student.TransprtingDistrict FROM Student WHERE EXISTS ( SELECT 1 FROM StudentRegistratin SR WHERE SR.StudentID = Student.StudentID AND SR.RegistratinDate >= ( SELECT MIN(SchlADAReprtDates.BeginDate) FROM SchlADAReprtDates) AND SR.RegistratinDate <= GETDATE()) AND Student.TransprtatinMde <> 'T' AND Student.TransprtingDistrict <> '' ORDER BY Student.LastName, Student.FirstName Enrlled Students with n 'E' Cdes fr this year SELECT Student.LastName, Student.FirstName, Student.MiddleName, Student.ADAGrade, Student.ChrnGrade FROM Student WHERE NOT EXISTS ( SELECT 1 FROM StudentRegistratin SR WHERE SR.StudentID = Student.StudentID AND SR.RegistratinDate >= ( SELECT MIN(SchlADAReprtDates.BeginDate) FROM SchlADAReprtDates) AND SR.RegistratinDate <= GETDATE()) AND EXISTS ( SELECT 1 FROM stuschl WHERE stuschl.studentid = Student.StudentID AND stuschl.primaryschlflag = 1 AND stuschl.enrllmentstatus = 'E') ORDER BY Student.LastName, Student.FirstName Page 3 f 10

4 MSIS (Mississippi Student Infrmatin System) Files All MSIS files include the district number, schl number and reprting perid. The district number included in the MSIS files is entered in SAM Administratin > District Setup. The schl number is entered in Administratin > Schl Setup > Edit Schl. The reprting perid infrmatin is entered in Calendar > Reprting Date Maintenance > State Reprting Dates. MDT (Mnthly Days Taught) The MDT file is submitted t MSIS after nn n the last student day f the mnth. The MDT file cntains the grades taught fr the selected schl as well as the days taught fr the selected mnth. The MDT file must prcess successfully befre the MSD file will prcess. The days taught included in the MDT file is calculated using infrmatin frm the State reprting dates and the calendar. SAM calculates the days taught by cunting the student days with percentage attended f 60% r greater in the calendar (Calendar > Schedule Calendar > Edit Existing Calendar) within the date range in the State Reprting Dates fr the selected mnth (Calendar > Reprting Date Maintenance > State Reprting Dates). The MDT file will nt generate if n grades are selected in Schl Grade Level Maintenance r if the days taught is nt greater than zer. DSD (Daily Student Data) The DSD file includes infrmatin related t discipline and Special Educatin that must be reprted t MSIS n a daily basis. Discipline incidents are included in the DSD if the incident actin is suspensin r expulsin. Special Educatin students are included in the DSD file if a change is made in t the SPED status in the student SPED flder. If the DSD file is nt created n the day the incident r change ccurred, then the date f the incident r change must be entered in the Date field. ISL (Initial Student Lad) The ISL file includes the infrmatin required t btain MSIS ID numbers fr kindergarten students. The ISL file includes name, student id, scial security number, and date f birth fr kindergarten students less than seven years f age with n State ID number entered n the General 1 page in the student flder. IMT (Initial MSID ID Transactin) When the ISL file is prcessed by MSIS, an IMT file is created. The IMT file cntains the MSIS ID number fr all students included in the ISL file submitted. The IMT file shuld be cpied frm MSIS t the desktp s the assigned MSIS ID numbers may be imprted int SAM in State Reprting/Imprt State Files/ISL. Page 4 f 10

5 MSD (Mnthly Student Data) The MSD file transmits student infrmatin such as MSIS ID number, grade level, race, gender, date f birth, entry and exit cdes, attendance, discipline, gifted status, vcatinal status and infrmatin, sped status, emergency cntact infrmatin, student schedule, etc. t MSIS n a mnthly basis. The MSD file may be submitted after the MDT file fr the selected mnth has successfully prcessed. Schedules fr teachers are nt transmitted in the MSD file. Teacher infrmatin such as date f birth, scial security number, race, gender, salary and curses taught is entered thrugh the persnnel mdule in MSIS. The infrmatin in Framewrk Maintenance and the persnnel mdule in MSIS must match. A student is included in the MSD file fr a specific schl if the student is marked Transmit t State fr the schl and the student is (r was) enrlled during the selected mnth based n the date range in the State Reprting Dates. If a student is nt included in the MSD file, verify that there is an entry fr the specific schl n the Student Schl page in the student flder, that Use Fr State Reprting is checked fr the schl, and that the student has an entry cde fr that particular schl. The fllwing infrmatin included in the MSD file is pulled frm the General 1 page in the student flder: MSIS ID number is the State ID. This number must be btained frm MSIS. SAM des nt generate this number. The Unique ID (UID) in the MSD file is the Student ID Student Last Name Student First Name Student Middle Name Scial Security Number (ptinal) Date f Birth Birth State Gender Ethnicity Grade Level included in the MSD file is the ADA Grade The Gifted status is based n the student schedule and the Gifted Status field n the General 2 page in the student flder. Fr the Gifted indicatr in the MSD file t be marked Y, the Gifted Status field n the General 2 page in the student flder must be smething ther than the default value f Nt Applicable and the student must have a gifted curse in the schedule. Fr a curse t be cnsidered a gifted curse, the curse classificatin in the current schedule must be gifted. The Lcal Curse Reprt (Scheduling > Reprts > Master Schedule Inf > Lcal Curse Detail) shuld be run t verify the curse classificatin. Please verify students gifted status via the SPED / Gifted Errr Reprt mentined earlier in this dcument. The Vcatinal Status will be Y in the MSD file if the student is enrlled in a vcatinal class. Fr a curse t be cnsidered a vcatinal curse, the curse classificatin in the current schedule must be vcatinal. The Lcal Curse Reprt (Scheduling > Reprts > Master Schedule Inf > Lcal Curse Detail) shuld be run t verify the curse classificatin. If the Vcatinal Indicatr is Y, the fllwing additinal vcatinal indicatrs are included in MSD file. These indicatrs will be Y if the item is checked n the Vcatinal page in the student flder. ACA Passing Indicatr IEP Passed Page 5 f 10

6 Pre Pst Test Indicatr Capstne Disabled Disadvantaged Nn-Traditinal Single Parent Displaced Hmemaker Special Ppulatins Ungraded The Tech Prep indicatr will be Y if Tech Prep is checked n the Vcatinal Page in the student flder. The student s SPED status is Y in the MSD file if the student has a SPED flder in the SPED mdule with SPED checked in SAM and a SPED curse is included in the student s schedule. Fr a curse t be cnsidered a special educatin curse, the curse classificatin in the current schedule must be special educatin. The Lcal Curse Reprt (Scheduling > Reprts > Master Schedule Inf > Lcal Curse Detail) shuld be run t verify the curse classificatin. A SPED flder is created in the SPED mdule in SAM (SPED > Create Student SPED Recrd). The State Status must be checked. Other infrmatin in the SPED flder is ptinal. The 504 indicatr fr the student will be Y if the 504 indicatr is checked n the General 2 page in the student flder. The IEP indicatr will be Y if the student is enrlled in a SPED curse. The LEP indicatr will be Y if Limited English is checked n the At Risk page in the student flder. The indicatr fr the fllwing items will be Y in the MSD file if the item is checked n the At Risk page in the student flder: Title I Reading Title I Math Title I Language Hmeless Neglected Please keep in mind that if the schl itself is marked as Title I, then all students enrlled in that schl shuld als be marked with Title I status. The MSD file includes nly ne emergency cntact. Because SAM allws the entry f multiple emergency cntacts, the emergency cntact infrmatin included in the MSD file is the tpmst cntact in the list marked as emergency cntact n the Parent Guardian page in the student flder. Last name, first name, address, phne number, and relatinship are included in the MSD file. The permanent address infrmatin in the MSD file is based n the parent/guardian entry marked as Lives With n the Parent Guardian page in the student flder. The parent infrmatin included in the MSD file is first name, last name, address, phne number, and cunty cde. If mre than ne cntact is marked Lives With, the first ne in the list is included in the MSD file. Registratin cdes are included in the MSD file if the date is within the date range f the mnth being reprted. Entry cdes dated within the mnth fr which the MSD file is created will be included in the MSD file. The fllwing entry infrmatin fund n the Entry/Exit page in the student flder is included in the MSD file. The entry date shuld be the first day the student actually attended schl. The entry cde shuld reflect the situatin under which the student is entering the schl. The grade level n the entry cde sets the ADA grade level n the General 1 page in the student flder. If the student is in a special prgram such as self-cntained SPED r GED the grade level selected shuld reflect the special prgram. Page 6 f 10

7 Days ff rll shuld be the number f days taught in the mnth fr which the file is created prir t the entry date. The entry date is nt included in the days ff rll. Shuld the Days Off Rll need t be recalculated: Enrllment > Entry / Exit Registratin > Recalc Days Off Rll. An entry cde f R1 can nly be used if a student withdrawn in a previus mnth f the current schl year with an exit cde f D is returning t schl. If a D cde was entered and the student returns in the same mnth the student is nt really a drp ut. The D cde shuld be changed t the apprpriate T cde and the student shuld be entered with the apprpriate E cde. Withdrawal cdes dated within the mnth fr which the MSD file is created will be included in the MSD file. The fllwing withdrawal infrmatin fund n the Entry/Exit page in the student flder is included in the MSD file. The withdrawal date shuld be the last day the student actually attended schl. The withdrawal cde shuld reflect the situatin under which the student is withdrawing frm the schl. The grade level n the withdrawal cde will be set t the grade in which the student is currently enrlled. Days ff rll shuld be the number f days taught in the mnth fr which the file is created after t the withdrawal date. The withdrawal date is nt included in the days ff rll. The student shuld nt be marked absent n the date f withdrawal. A student may have mre than ne registratin cde within a mnth. Enter the cdes as the registratin events ccur. The days ff rll will be recalculated t reflect the changes. If a student withdraws with a T cde and reenters with an E cde, MSIS will recrd this as an R1. D nt use the R1 cde fr this situatin in SAM. The fllwing infrmatin related t transprtatin is included in the MSD file: The Transprtatin Cde determines if the district receives funding fr transprting the student. The Transprtatin Cde included in the MSD file is fund in the Cde field n the General 1 page in the student flder. The Resident District included in the MSD file is the Resident District n the General 1 page in the student flder. This shuld be based n the student s residence address. The Grade Level included in the transprtatin infrmatin in the MSD file is the ADA Grade n the General 1 page in the student flder. The Days Transprted is calculated by adding the days ff rll fr the selected mnth and the days absent fr the selected mnth and subtracting this ttal frm the days taught fr the mnth. [Days Taught (Days Off Rll + Days Absent)] The date and status fr each absence fr the selected mnth is included in the MSD file. All absences with an attendance cde marked Include in ADA in Attendance Cde Maintenance (Administratin/Additinal Table Maint/Attendance Cde Maint) are included. Attendance Cdes with Include in ADA unchecked are nt included in the MSD file. This shuld include cdes that are used in attendance t identify students wh are nt actually absent but are nt in the classrm as scheduled. Such cdes include In Schl Suspensin, Schl Activity, etc. Attendance Cdes are set in Administratin > Additinal Table Maint > Attendance Cde Maint. There are several ptins fr each cde included in the Attendance Cdes Maint. Attendance Cdes must be assigned a Cde Type f Absent, Present r Tardy. Cdes with Cde Type f Present r Tardy are nt included in the MSD file. Cdes with the Cde Type f Absent are included in the MSD file nly if Include in ADA is checked. Attendance Status Cdes are set in Administratin > Lkup Table Maintenance > Attendance Status Cdes. The Status Cdes are included in the MSD file fr attendance cdes marked Include in ADA. If status cdes are changed in SAM after the MSD file prcesses successfully, these changes must als be made in MSIS. Page 7 f 10

8 Attendance Check In/Out Reasn Cdes are set in Administratin > Lkup Table Maintenance > Attendance Check In/Out Reasn. These cdes display in the Reasn drp dwn in Quick Attendance and Check In/Out and are nt transmitted t MSIS. Discipline: Discipline entries entered in the Discipline Mdule in SAM will be included in the MSD file if the Infractin Cde r Actin Cde is marked Transmit t State in Administratin > Discipline Infractins Maint and Administratin > Discipline Actins Maintenance. MSIS will nt accept a discipline entry if a state infractin cde is assciated with a nn-state actin cde r vice-versa. Discipline Actin Cdes are set in Administratin > Discipline Actins Maintenance. Actin Cdes are set fr each schl. Actin Cdes with Transmit T State checked will be included in the MSD file and shuld have a valid State Cde assigned. Discipline Infractin Cdes are set in Administratin/Discipline Infractins Maint. Infractin Cdes are set fr each schl. Infractin Cdes with Transmit T State checked will be included in the MSD file and shuld have a valid State Cde assigned. Incident Cdes are set fr the district. Discipline Incident Cdes are set in Administratin > Lkup Table Maintenance > Discipline Incident Type. Incident Cdes are nt transmitted t MSIS. Each active curse in the student s schedule is included in the MSD file. The schedule entry includes the state curse number, lcal curse number, term cde, perid, sectin, and teacher scial security number. The state curse number included in the MSD file is the state curse assciated with the curse in Scheduling > Curse Maintenance > Lcal Curse List. The lcal curse number included in the MSD file is the lcal curse number in Scheduling > Framewrk Maintenance. The term cde included in the MSD file is the Term assciated with the sectin f the curse in Framewrk > Maintenance. The perid included in the MSD file is the perid selected in Framewrk Maintenance. The perid must be a tw digit number. The sectin in the MSD file is the sectin number assigned in Framewrk Maintenance. The teacher scial security number included in the MSD file is the scial security number entered in the Emplyee Flder fr the teacher assigned t the curse in Framewrk Maintenance. The Mnth 9 MSD file must have a prmte status and prmte date fr all students as well as a graduatin cde fr graduating students. Every curse in the student schedule must have a final grade. This must be entered in Enrllment > Utilities > Set Next Year Status. CEIS infrmatin is als included n the MSIS Mnth 1 file. Please refer t the CEIS dcumentatin fr further infrmatin. CEIS infrmatin can be fund within the Help mdule under the SPED flder. Page 8 f 10

9 SSD (Summer Schl Data) SUMMER SCHOOL DATA FILE MUST BE SENT PRIOR TO 1st MONTH SUBMISSION fr the new schl year. MSIS will nt accept SSD files after September 30th. Remember t include crrespndence curses, n-line curses, virtual schl curses, and dual credit curses alng with summer schl curses in the Summer Schl file (M10) file. When deciding wh t include in yur Summer Schl file, yu need t think abut what yu are ding t the student s cumulative flder. Fr students that did nt meet all bjectives during the regular schl year and they attended an extended schl year t meet thse bjectives (these wuld be mstly Elementary Students), yu wuld include them in yur M9 file as nt prmted and with either a failing grade r an I fr Incmplete. Then nce they finish their extended year, use the Update Student Grades screen in MSIS t change their grade t prmted, if they passed. Fr students earning credits fr curses (grades 8-12) these shuld be included in the Summer Schl file, regardless whether they are replacing a failed grade r this is a new curse n the student s recrd. Thse curses earning credit are listed each time the student takes the curse n the Cumulative flder. In sme cases f Extended Year (especially fr SPED and Enrichment), nthing is entered n the Cumulative Flder s these students wuld nt be listed in the Summer Schl file. Curse infrmatin, grades, and credits earned during summer schl are sent t MSIS in the SSD file. The data included in the SSD file is pulled frm the Curse Histry in the student flder. Fr each student attending summer schl, the histrical academic sessin must be added t the student s flder (Curse Histry). The SSD file is created based n the Academic Sessin Name; therefre, it is necessary t use the same name fr the academic sessin fr every student manually entered int curse histry. Page 9 f 10

10 MSIS Tips frm Central Access Every student enrlled (even if nly fr a day) must have a schedule. D nt delete the schedules fr withdrawn students. Only self-cntained special educatin students shuld have an ADA grade f 52, 54, 56, r 58. T change the grade level fr a student in mnth 1, change the grade n the entry cde. D nt use T1/E2 cdes t change the grade level fr a student in mnth 1. After mnth 1, grade level changes must be made using T1/E2 cdes. R1 shuld be used nly when reentering a student wh drpped ut in a previus mnth during the current year. If changes are made t the master schedule in Framewrk Maintenance, the changes must als be made in the Persnnel Mdule in MSIS. Once the MSD file is successful, d nt change entry/exit dates fr previus dates. If the transprtatin Cde n the General 1 page in the student flder is Nn-transprted, the Transprting District must be Nn-transprted. Perids in the student schedules must match the perids in the teacher schedules entered in the persnnel mdule in MSIS. MSIS perids are tw digit numbers therefre the perids entered in the bell schedule in SAM must be tw digits t match MSIS. All discipline cdes, infractins and actins, marked transmit t state must have a valid state discipline cde. Run and balance the MAS reprt n a weekly basis. Run the invalid data reprts and crrect errrs n a weekly basis. Run the SPED and gifted reprts and crrect errrs n a weekly basis. All curses marked Reprt t State in Framewrk Maintenance must have a grade entered befre sending the MSD file fr mnth 9. SAM des nt default grades fr any curses. If a specific curse such as Office Wrker is nt t be transmitted t MSIS then Reprt t State must be unchecked fr each sectin in Framewrk Maintenance. All students must have a prmte status and prmted date in the mnth 9 MSD file. This infrmatin is set in Enrllment/Utilities/Set Next Year Status. If the prmte status is Graduated then a Graduatin Cde is als required. The prmte status will nt be included in the MSD file if the prmte date is nt within the date range fr mnth 9 in Calendar/Reprting Date Maintenance/State Reprting Dates. Students wh graduate r therwise cmplete in mnths 1 thrugh 8 must have a prmte status, prmte date, and graduatin cde as well as a final grade fr all curses in the student s schedule. This is set in Enrllment/Utilities/Set Next Year Status. Only students in grade 12 can have a C1 cde entered in MSIS. If the DSD file is nt created n the day the incident r change ccurred, then the date f the incident r change must be entered in the Date field when creating the DSD file. When requesting help with an MSIS errr frm SAM Supprt, the XML file transmitted t MSIS as well as the ERR reprt frm MSIS. Page 10 f 10

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