MARSS Changes for FY09

Presented by

Marilynn Loehr

CHANGES FOR FY09

• Name fields will now be separated into four separate fields– last name 40 characters– first name 40 characters– middle name 40 characters– suffix 5 characters

CHANGES FOR FY09

– Only valid characters are letters, dash (-) and apostrophe (’)

– no spaces before the first name – no parentheses– no numbers– no commas (,)– no periods (.)– no other characters like +, =, #, @, *, { }, [ ]

CHANGES FOR FY09

• Examples for last name:– Johnson– Van Buren– O’Neal– Smith Johnson– Anderson-Peterson

• Examples for first name:– Julie– Anne Marie– Martha-Lou

CHANGES FOR FY09• Examples of middle name:

– B– Bethany– Mary Ann– Mary-Ann

• Examples of suffix:– Jr– Sr– III– 3

CHANGES FOR FY09• Examples of student names

– Crowson (Jaworski), Brittney, Mary-Mae• Last name

– Crowson or– Crowson Jaworski– Crowson-Jaworski

• First name– Brittney

• Middle name– Mary-Mae or– Mary Mae

• Suffix– leave blank

CHANGES FOR FY09

• Examples of student names– Theodore Thomas-Nathan Johnson the third

• Last name– Johnson

• First name– Theodore

• Middle name– Thomas-Nathan

– Thomas Nathan

• suffix– III

– 3

CHANGES FOR FY09• PSEO Concurrently Enrolled Flag

– New Flag for students who are in concurrent enrollment classes.

• Classes taught by a secondary teacher or a post secondary faculty member at a secondary school .

• Students can be in both PSEO classes and concurrently enrolled classes at the same time but they are different classes (a single class cannot be both).

• This is a demographic field and doesn’t require a new enrollment record when field changes. Once a “Y” it would stay “Y” for the entire year.

Postsecondary Enrollment Options (PSEO) M.S.

124D.09Student earns both high

school and postsecondary credit

For juniors and seniors atState-approved Postsecondary

Institutions (PSI)

MDE Pays TuitionMARSS: ‘Y’ PSEO

PSEO High School Hours needed and it excludes study

hall‘N’ Concurrent Aid

PSI determines which juniors and seniors are eligible to

participate and in which/how many PS courses.

Courses to Agreement/District Pays Tuition

MARSS: ‘N’ PSEO

0 PSEO High School Hours

District and PSI together determine which juniors and seniors are

eligible to participate and in which/how many PS courses.

Course Provided at High School

Eligible for Concurrent AidMARSS: ‘N’ PSEO

‘Y’ Concurrent Aid0 PSEO High School Hours

Course Provided at PS Campus

Not Eligible for Concurrent AidMARSS:‘N’ PSEO

‘N’ Concurrent Aid0 PSEO High School Hours

Taught by Postsecondary Faculty Taught by High School Teacher

Courses Provided via OLLStudent Physically Located

at the HSMARSS:‘N’ PSEO

‘Y’ Concurrent Aid0 PSEO High School Hours

Taught by Postsecondary Faculty

Courses Provided via OLLStudent Physically Located

Off HS CampusMARSS:‘N’ PSEO

‘N’ Concurrent Aid0 PSEO High School Hours

Taught by Postsecondary Faculty at the PS campus

Taught by Postsecondary FacultyVia OLL

Each cell represents a combination of one student and one course. A student can participate in both PSEO and Courses to Agreement, but not for the same course.

December 20, 2007

Program Finance

•PSEO

•Courses to Agreement

•Concurrent AidMarch 7, 2008

CHANGES FOR FY09• Race/Ethnicity

– Report both the current field and the new fields– Parents/Students will now be able to choose

multiple races:• New race/ethnicity fields will be:

– Hispanic/Latino Y or N– American Indian/Alaska Native Y or N– Asian Y or N– Black/African American Y or N– Native Hawaiian/Pacific IslanderY or N– White Y or N

CHANGES FOR FY09• Race/Ethnicity

– Old codes 1-5 are not the same as new fields

– New fields are Y or N – Old code might have been 5 and the new

fields could be White = Y and Black = Y– At least one of the new fields must be

flagged as “Y” starting Fall FY09

CHANGES FOR FY09

The two-part question may look like this:

Part A.• Is this student Hispanic/Latino?

(choose only one)• No, not Hispanic/Latino• Yes, Hispanic/Latino (A person of Cuban, Mexican,

Puerto Rican, South or Central American or other Spanish culture or origin, regardless of race.)

CHANGES FOR FY09

Part A (continued)• The above part of the question is about

ethnicity, not race. No matter what you selected above, please continue to answer the following by marking one or more boxes to indicate what you consider the student’s race

CHANGES FOR FY09

Part BWhat is the student’s race? (choose one or more)

• American Indian or Alaska Native (A person having origins in any of the original peoples of North, South and Central America, and who maintains tribal affiliation or community attachment.)

• Asian (A person having origins in any of the original peoples of the Far East, Southeast Asia or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.)

CHANGES FOR FY09Part B (continued)• Black or African American (A person

having origins in any of the black racial groups of Africa.)

• Native Hawaiian or Other Pacific Islander (A person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.)

• White (A person having origins in any of the original peoples of Europe, the Middle East or North Africa.)

CHANGES FOR FY09• Race/Ethnicity Reports

– If Hispanic/Latino = Y student is reported under Hispanic/Latino category

– If Hispanic/Latino = N and Black/African American = Y then student is reported under Black/African American category

– If Asian = Y and White = Y then student would be considered multi racial in summary reports

CHANGES FOR FY09• Early Childhood (EC)

– In order to meet federal reporting requirements EC students transitioning from age two to three will have specific status end codes related to the transition

• FOR FY08-09 and Beyond– 27 will be used to end records for kids served

under Part C who are eligible for Part B• New description for status end 27 will be Part B

eligible Exiting Part C.

CHANGES FOR FY09– 21 will be used to report EC students who

have met IEP/IFSP/IIIP requirements

– 26 will be used to report EC students withdrawn early by parent

– 34 will be used to report EC students when attempts to contact parent/legal guardian are unsuccessful

CHANGES FOR FY09• EC New Status End Codes:

– 28 – Not eligible for Part B, exiting Part C with referrals to other programs

– 29 – Not eligible for Part B, exiting Part C with no referrals

– 30 – Part B eligibility not yet determined

CHANGES FOR FY09• REMINDER:• As MARSS Coordinators you are not expected to

know the reason these EC students are being withdrawn. This information should be coming from the special education case manager or the special education director.

• MDE program staff have been discussing these new procedures with district staff so you may be getting questions related to these updates.

CHANGES FOR FY09• Pre-School Screening Records (PS)

– In order to meet Federal Reporting Requirements new status end codes have been added. Status end codes will help track and ensure that children are identified and referred to early intervention services.

– Early Childhood Screening Coordinators will indicate the primary referral as a result of early childhood health and developmental screening provided by the school district (SAC41).

CHANGES FOR FY09– New Status End codes for SAC 41 (screened at

district)• 60 – No referral• 61 – Referral to Special Education• 62 – Referral to health care provider• 63 – Referral to Special Education and health care

provider• 64 – Referral to early childhood programs

» School readiness» Head start» ECFE» Family literacy

65 – Referral-parent declined

CHANGES FOR FY09

• New Errors and Warnings– Error #297 will occur when an invalid

character is detected in the last, first, middle name or suffix.

– Invalid characters would be:» Periods (.)» Commas (,)» Parentheses ()» Numbers (except suffix field)

CHANGES FOR FY09

• New Error #299– Error occurs when the PSEO flag or PSEO concurrent flag

equals “Y” and SAC equals 15 or 02.• Out of state residents and foreign exchange students are not eligible

for PSEO.

• New Warning #301– Warning will occur when special education count

> 0 and no transportation category 03 within each grade level.

• This warning is a signal to verify the transportation category is reported correctly for all special education students.

CHANGES FOR FY09• New Error #302

– Error will occur when all the new race/ethnicity categories are “N”.

• At least one of the new categories must be flagged as “Y”.

• New Error #303– Error will occur when grade level = PS and SAC =

41 and status end code is not equal to 60-65.

CHANGES FOR FY09• New Error #304

– Error will occur when SAC is not equal to 41-45 and status end code is equal to 60-65

• Status end code 60-65 are only valid on PS enrollment records.

• New Error #305– Error occurs when status end code equals 28-

30 grade level is not equal to EC and instructional setting is not equal to 11-17.

• Status end codes 28-30 are used for EC records and the student is birth to age two.

CHANGES FOR FY09

• New Error #306– Error occurs when overlapping records within the

same district or between districts and one record has SAC 16-18 and second record does not.

• New Error #307– Error occurs when school classification equals 41

or 42 and the grade level is less than 5.• Students in grades K-4 are not eligible to be enrolled

into an ALC or ALP program.

Update to Existing Errors/Warnings

• Added the following fields to error # 006 invalid item when character is not Y or N:– PSEO Concurrently Enrolled Field– Hispanic/Latino– American Indian/Alaska Native– Asian– Black African American– Native Hawaiian Pacific Islander– White

Update to Existing Errors/Warnings

• Add the following field to error #006 when not numeric:– Resident School Number

• Error #201 add first name and last name to error.– Name must begin with a character

Update to Existing Errors/Warnings

• Warning #202 have new last name field added.– Last name should have more than one

character

• Error #230 add status end code 28-30– Invalid status end code for grade level reported.

• Error #280 add new race/ethnicity codes to error.

Update to Existing Errors/Warnings

• Delete Error #103 – Name field no longer needs two commas.

• Delete Error #247– Status end code 09 is no longer valid.

Interim File Submission DeadlinesData is scheduled to be extracted at 10 PM on the dates listed as follows:February 13, 2009

• GRAD Writing– Grade 9 with optional sort field added by districts and markers

indicating which students should test

• MCA-II Math and Reading– Grades 3-8, 10 and 11 with optional sort field added by districts

and markers indicating which students should test

• MTAS Math, Reading and Science / AA Writing– Special Ed Grades 3-12 with optional sort field added by districts and

markers indicating which students should test

Interim File Submission Deadlines

March 16, 2009• MTELL Math

– LEP Grades 3-8, 10,11 with optional sort field added by districts and markers indicating which students should test

• MCA-II Science– Grades 5, 8, 9-12 with optional sort field added by

districts and markers indicating which students should test

Neglected and Delinquent Child Counts• In the past obtained via a paper survey

• For FY 2009, use existing data collected through MDE data collection systems.– Data will come from MARSS– Sites identified by the Neglected and Delinquent Program Staff

at MDE – Classification of School Sites 70,76 and 77 and Title I School

Indicator D and E reported on districts MARSS School File were used to provide guidance to staff as to potential sites.

– A spreadsheet was sent in early January via the Title 1 List Serve listing the sites and a case load counts.

– To be included in a case load count, a student must live in an eligible N or D institution for at least one day during a 30 consecutive day period, at least one day of which falls within the month of October 2008.

Neglected and Delinquent Child Counts

– Neglected and Delinquent (N&D) Program Staff will need to work with MARSS staff to ensure the following:

• N&D sites are correctly identified.• Child count has been correctly reported.

– N&D counts will generate Title 1 Part A and Part D funds for the district.

• A template for amending facilities and/or case load counts was emailed with the spreadsheet.

Neglected and Delinquent Child Counts• Deadline for correcting data was January

26, 2009

• If all data are correct district must also respond by January 26.

Department Contacts• Marilynn Loehr – MARSS Reporting/MARSS WES

– 651-582-8592 marilynn.loehr@state.mn.us

• Sharon Peck – ADM Student Accounting

– 651-582-8811 sharon.peck@state.mn.us

• Barb Mattson – ID Repository– 651-582-8767 barb.m.mattson@state.mn.us