Step 1: Download COE from the Server

After recruiters submit an ECOE, the ECOE goes to the NY Server. In order for you to review and accept the ECOE, you need to download it first.

• Go to "Procedures" and select "Upload Changes"
• Click "Begin Upload"
• TIP! Upload changes AT LEAST twice a day to check if a COE have been approved or rejected.

Step 2: COE Draft Section

Just like we have a Student Side and a COE side, we have a specific section for us to review and approved the ECOEs

• Go to "View" and select "COE Draft"

Now you can use the navigation arrows to see and review all new ECOEs that need to be approved

Also notice that you can get information about the dates the COE was "Created" and "Modified" on the right side of the screen and/or "View Log"

Step 3: Review the Information:

Make sure you review every page in the ECOE side (Census, Qualifying, Signatures, Elig Comments). Make sure that the information in every section is correct, ESPECIALLY the Signatures and Elig Comments pages since they are a new section in our system.

Child(ren) Section

Now that you review all other COE side pages, let's focus our attention to Child(ren)

• Go to the Child(ren) page on the COE side. Click "Approve Child for COE". This will open the Search Children tab



• Click "Do Search for Child" to check if the student was enrolled in your program.
• If you cannot find the child, click "Search Remote" to search all NY database
• If you find the student, click "Select Student"
• If you did not find a match click "New Student"
• Finally, add enrollment date which normally matches the Residency Date

TIP! Make sure when adding a child there is NOT blank spaces between the Bar and the student name. When this occurs, it means that a new child ID and field has being created. If this happens, click on the blank space and click on "Remove child from COE"

Step 4: Print COE

After reviewing all information go to COE on the top panel

• Click "Queue COE" and "Print Queue COE"
• TIP! Make sure you print the COE since after CLICKING "Approve", you will not see the COE until the ID/R reviewer "Accepted" the COE!!!!!

Step 5: Approving and Uploading the COE

After you have verified the information and printed the COE, you can click "Approve COE"

When you "Approve COE", you will not be able to find/change the student information or the COE on your system. However, you will be able to review the information on the "Student Side" if the student already existed in the NY database. Still, you will not be able to add information and a message will say "Unapproved Enrollment".

Now that you approved the COE, you need to send it to the ID/R reviewer

Go to Procedures/Upload changes

Step 6: Completing the Student Information

After the ID/R reviewer has accepted the COE, you will receive it after you click "Upload Changes"

Search for the Student

Finish entering the information. Example: School district, any missing enrollment lines

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

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

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 METS’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.

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.

Here is an example of a COE for an OSY student

This is the Eligibility Data from Section III of the COE
certificate.

Enter the information from the COE.
If there is a problem with the COE and a chance needs to be done, please CONTACT RECRUITER first.

The Panel is divided into two tabs: Items 1-6 and General Comments .

Item 1

From (School District, City, State, Country) To (Current School District, City, Sate) Make sure you enter the correct information since these fields are used to confirm eligibility

Item 2

Children Moved drop down box has three choices: to join, on own, moved with. Choose the correct letter based on the COE certificate.

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

The Worker Relation drop down offers four choices,
Guardian, Parent, Self, Spouse. Choose the correct choice based on the COE certificate.

Item 3

The Qualifying Arrival Date is determined by the recruiter. Make sure that the Qualifying Arrival Date is before or equal to the Residency Date

Item 4

The field student moved due to economic necessity due to has three choices. Make sure you enter the information according to the COE. Also, if the student did not obtain work, make sure you fill the second field of this item.

Item 5

Qualifying Work can be selected from a range of activities collected throughout the State. If you cannot find the activity of a "similarly close" activity, send an email to the ID&R/MIS2000 Director to add the activity to the list.

TheTemp/Season drop down is selected based on Temp/Season, field 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 on the COE certificate. The choices are Agricultural (A) or Fishing (F).

Item 6

This item needs to be completed in case the type of work was identified as "temporary".

General Comments. Please make sure you enter all the information given by the recruiter.

This is the screen where you link the child(ren)s information from the COE
(CHILD/SCHOOL DATA) to the COE child(ren) panel.

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.

After clicking "Add Child" 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.

Last Name 2 field - Rarely used except 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.

IMPORTANT; When adding a student to the COE, it is required to do a Student Search and a Remote Search per student in order to prevent duplicates throughout the State

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 for each and every child on the COE. It is a necessary process and you will get use to it in a short amount of time.

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.

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) – can be:
1003 Baptismal or Church Certificate
1004 Birth Certificate
1005 Entry in Family Bible
1006 Hospital Certificate
1007 Parents Affidavit
1008 Passport
1009 Physician Certificate
1010 Previously Verified School Records
1011 State-issued ID
1012 Driver License
1013 Immigration Document
2382 Life Insurance Policy
9999 Other

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+ is selected we will need to note the grade at the time of dropping out.

Note: Drop Out Students If a student drops out of school during the CURRENT academic period (09/01/1*-06/2*/1*), the grade stays the same. We will only change the "Still in School" data field from "Y" to "DO"

DK – developmental kindergarten

K – kindergarten

OS – out of school youth, never attended US schools

P0 – preschool not reaching 1st birthday

P1 - preschool between 1st and 2nd birthday

P2 - preschool between 2nd and 3rd birthday

P3 - preschool between 3rd and 4th birthday

P4 - preschool between 4th and 5th birthday

P5 – preschool, 5 years old, not in kindergarten

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

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

School Bldg. – Enter the current school building name. Be
sure that the one you enter is in your METS’s region. If more than one
choice appears for the building name please choose carefully.

IMPORTANT: School Building should be consistent within school history lines during a performance period unless student moved to a different area or school district.

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

1 E (English)

2 S (Spanish)

4 V (Vietnamese)

6 H (Haitian/Creole)

7 O (Other)

8 M (Mixteco)

9 K (Korean)

10 P (Polish)

11 R (Karen)

12 Y (Kayah)

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

1 -- American Indian or Alaskan Native

2 -- Asian

3 -- Black or African American (not Hispanic)

4-- Hispanic/Latino

5 -- White (not Hispanic)

6 -- Native Hawaiian or Other Pacific Islander

7 -- Two or more races

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

Summer Enrollment
The METS Enrollment Date will be first date of the summer eligibility period of the current summer (i.e. June 26, 2015). If the student moves in after the first date of the eligibility period (i.e. after June 26, 2015) the METS enrollment date will be the residency date for that student.


School Year Enrollment
The METS 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 METS 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.

Before CSPR Submission: For students identified after 9/1/14 and before CSPR submission (normally the first week of January) with a Residency Date before 9/1/14 put in an R Enrollment for Enrollment Date of 8/31/14 and Withdraw on 8/31/14. Then, enroll the student for the current year, in this case, 09/01/14.

Example: Family X identified on 12/15/14 (New Family/Form) with
Residency Date of 7/1/14. Family should have Enrollment Date of 8/31/14
and Withdrawn 8/31/14 of Type R. Then Enroll the family on 9/1/14.

After CSPR Submission: For students identified after CSPR submission (normally the first week of January) with a Residency Date before 09/01/14, the enrollment date will be the first day of the enrollment period. You cannot add an enrollment line for any past year in which CSPR was already submitted to the State.

Example: Family Y identified 4/22/15 (New Family) with a Residency Date of 8/10/14. Family should have Enrollment Date of 09/01/14.

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.

Signatures will appear if the COE has been filled out via the Tablet PC.
If entering paper COEs, please make sure you add the information provided by the recruiter.

Please check that the information is complete and that both signatures, parent/guardian and staff are completed.

Here is where the Eligibility Comment Section form needs to be entered. This panel has two tabs and six fields. The form (also referred as Secondary Sheet) is used by recruiters to document eligibility of:

Temporary workers

Workers move to join/before

Worker did not obtained qualifying work at the time of the move

As of 5/1/16, recruiters will be submitting a yellow copy of this form along with the paper COE. Please enter the information written in the form on this tab and staple to the Paper COE.

If you are reviewing an ECOE, please make sure all the pertinent fields are entered on the form.

If you want to confirm that you are connecting the student with the correct school you can check the NCES code at the following site.

http://nces.ed.gov/ccd/schoolsearch/

Which looks like the following:

Next, put in a NCES code Example: 360558000286
and get something that looks like this

then click on the school name for more information like this.

If a student attends a BOCES please enroll him in the school district and building that she/he would be attending if not going to BOCES, ie, the home district that is sending the child to BOCES and paying for the education.

Student View - Needs Assessment Panel

This is where you enter the Needs Assessment Data for each student. METS collects the Needs Assessment by using the Student Intake and Student Summary forms. Every site should have a Needs Assessment for every student every enrollment period (Academic and Summer). Also, make sure that when appropriate, to collect any documentation that support the information on the needs assessment. For example, a signed Student Record Form, report cards, test results, etc.

There are 23 fields on the Needs Assessment Panel. All fields 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.

Special Education - Students who receive Special Education services should have this field checked.

Lack of Parental Involvement – Parent(s) are not involved in student’s education by: i.e. attending school/METS Activities and/or encouraging the child in his/her educational program.

Health and/or Nutrition – student has ongoing health/dental/nutritional needs

Poor Attendance – student’s absences exceed his/her school’s policy for daily attendance or individual class attendance.

Homeless – according to the McKinney-Vento Homeless Assistance Act, which should be applied only to in school students P3 to grade 12, (don't check this for OSY children)

(a) In general ``homeless'' or ``homeless individual or homeless person'' means

(1) an individual who lacks a fixed, regular, and adequate nighttime residence; and

(2) an individual who has a primary nighttime residence that is--

(A) a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill);

(B) an institution that provides a temporary residence for individuals intended to be institutionalized; or

(C) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.

Mobility – Any movement across school district lines in the preceding 12 months.

ELL – student is an English language learner as determined by the school district for K-12 students. For pre-school and Out of School youth this can be determined by MEP staff.

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 is lacking the sufficient appropriate/required credits to graduate should be considered Credit Deficient. As of May 2012 these are: 4.25 credits at the end of 9th, 10.5 credits at the end of 10th, 16.75 credits at the end of 11th, 22.5 credits to graduate.

Failed State Tests - If a student has failed a state test in the previous year this should 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-6 - Any migrant child scoring less than a 3 on a 4 point rubric, C, S-, unhappy face, 75 or equivalent in any marking period in any core subject will be considered to have low grades.

• 7-12 - Any migrant child scoring below 75 in any marking period in any credit bearing class will be considered to have low grades.

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.

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 ELL, 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.

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 youth lacks knowledge of available career/vocational opportunities.

School Readiness services that assist students with skills necessary to successfully enter Kindergarten

HSE – A youth currently not enrolled in school lacking a high school diploma.

Interpretation – Student needs interpretation services in order to be able to make informed life decisions.

Life Skills – Youth lacks necessary skills to meet the challenges of daily living.

Literacy – student lacks age appropriate functional reading, writing, listening, and speaking skills.

Transportation – A lack of transportation is preventing the youth from addressing one or more needs.

Update Immunizations – student lacks immunizations or adequate immunization records.

This tab is to keep track of students' credit accrual.

The Course History records all the courses that students in 8th-12th grade have taken during the time they have been enrolled as Migrant Students in NYS. It is divided into 2 tabs: Course History and Cumulative Credits.

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.

The following fields are required to be accurately entered on the Course History tab:

Subject: The name of the subject area (e.g. History, English) that corresponds to the course title.

Course Name: The name of a course (e.g. Algebra, Art I, Problems in Democracy)

Course Type:An indication of the general nature and difficulty of instruction provided throughout a course. The choices are:
1. Regular: A course providing instructions (in a given subject matter area) that focuses primarily on general concepts for the appropriate grade level.

2. Honors: An advanced level course designed for students who have earned honors status according to educational requirements.

3. Pre-Advanced: A course in preparation to admission to an AP Program.

4. Advanced Placement: An advanced, college-level course designed for students who achieve specific level of academic performance. Upon successful completion of the course and a standardized Advanced Placement examination, a student may receive college credit.

5. International Baccalaureate: A program of study sponsored and designed by International Baccalaureate Organization and meets the needs of secondary students between the ages of 16 and 19 years.

6. Not applicable

7. Other

Course Section: The prescribed duration of course taken. Choose from:
1. Full Year
2. Section A - the first of two equal segments into which the course is divided
3. Section B- the second of two equal segments into which the course is divided

Term Type: The prescribed span of time that a course is provided, and in which students are under the direction and guidance of teachers and/or educational institution

1. Full School Year*
2. Intersession
3. Long session
4. Mini-term
5. Other
6. Quarter
7. Quinmester
8. Semester*
9. Summer Term
10. Trimester
11. Twelve months

NOTE: These options were made to accommodate course data at a national level. The options with an asterisk (*) are the most common options for students in New York State.

FOR PARTIAL CREDIT:
You will use these fields when a students that is attending 8-12th grade departs from your region. After you receive a departure for a student in those grades add all the courses that the student was taking and add the last grade you have on record as the Grade to Date for the student.

IMPORTANT for departed students: It is expected that Data Specialists enter the most recent course information that the METS have available and the fields for partial credit.

Important: As part of MSIX Data Completeness, these fields will be review for High School students that have departed as of 09/01/14.

Clock Hours: For courses that have NOT been completed (or credit granted), the number of clock hours to date that the students has completed. If possible, enter the hours completed by the student at the time of departure.

Grade to Date: For courses that have NOT been completed (or credit granted), a score indicating student performance for the grade-to-date that the student completed at the time of withdrawal.

COMPLETED COURSES ONLY:

Credits granted: The credits granted to the student for completing a given course or a section of a course (e.g. 1.0, 0.50).

Final Grade: For courses that have had credit grated, a final indicator of student performance in a class at the time of withdrawal as submitted by the instructor.

Cumulative Credits tab:

On this tab you can see a count of all credits entered on the Course History tab, divided by grade. If you want to know how many credits a student has, look at the last row and cumulative credits column. In the example below, this student has 9 credits recorded by the end of 10th grade.

This tab is to enter the assessment/test data for migrant students

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.

Name: The title or description, including a form number, if any, that identifies a particular assessment. Please pick from the list provided. Be very careful when choosing the correct Test name

Code: Click tab to move from this field since it gets automatically filled when choosing the test name

Score Results: A score of the performance of a student on an assessment.

Date: The month and year on which an assessment is administered.

Interpretation: The assessment proficiency level attributed to the Score Results. Ex. Proficient, Passed, 2-meets basic standard

IMPORTANT for In School students: If a student is not exempt or opt out from an assessment, an interpretation reflecting the proficiency level to the Score Result must be entered

The following fields are Y/N choices. We exclusively use to enter assessment information for In School students. When entering the assessment information, please choose accordingly:

Opted Out

Present

Tested

Exempt

IMPORTANT: In School students with assessment information must have Test Name, Score, Date, Interpretation, Opted Out, Present, Tested, and Exempt.

Note: If a student departed prior to the assessment, you do not need to any information regarding the assessment

The following fields are used to enter NYS Migrant Education assessments such as the Early Childhood Assessment (ECA) or the OSY Oral Language Test:

Pre-Score

Post-Score

Hours since Pre-Score

IMPORTANT:For ECA, enter the Pre-Score, Post-Score and Hours since Pre-Score on the same test line. The test line must be linked to the enrollment line in which the Pre-test was done.

IMPORTANT: For OSY Oral Language Test, enter the Pre-test score in one test line linked to the enrollment line in which the Pre-Test was done. Then, enter the Post-test score in a new test line linked to the enrollment line in which the Post-test was done. Also, make sure you entered the accumulate test score into the "Score" field.

This was planned for but made much simpler when HIPPA concerns reduced the content.

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.

Please use the Supplemental Service Codes table uploaded under Student Forms as a reference for the codes.

NOTE:METS 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.

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.

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 - You should enter hours for instructional supplemental services such as Reading and Math. Please refer to the Supplemental Service Codes page under "Student Forms" to check which SP require hours.

Contacts field - You should enter contacts for all supplemental services.

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 METS. 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.

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 only need to 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.

Note: If at a later date you edit the COE Census Panel and you have not change anything on the Family Panel, the information on the Student View - Family Panel will be overwritten by the COE Census Panel information.

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. After you have made a change of the Family Panel, any changes on the COE side will not be copied to the Family Panel.

Example: You received a change of address for a COE that you processed two days ago. You made the changes on the Family Panel. Then, you received an email from the recruiter saying that the original address on the COE was wrong. When you make the changes on the COE side, the changes on the COE would not override the data fields on the Family Panel. Hence, you will still have the most current address on the Family Panel after having corrected the original address on the COE side

Mailing Address, City, State and Zip fields - These fields default to the most recent 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 Specialists 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.

Comments field - optional. Can be used for directions or other information METS 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.

This page is exclusively for OSY. This is the screen where you enter the information collected through the OSY Student Profile.

NOTE: Every OSY student (including D+ and DOs) need to have a profile.

There are two grids at the bottom of the panel. The right grid is the School History grid. To enter a new profile, select the correct School History line then click on the + (insert record) button. NOTE: You can only add one profile per enrollment line.

The page is divided into 2 tabs: Student Info and Categories.

The fields MEP Program, COE number, Address, Phone number and Last Grade attended are populated based on the information entered on the most recent COE.

Enter the information according to what the migrant educator collected. When done with the fields on the "Student Info" tab, continue to the "Categories: tab.

Please remember that we need to complete an OSY Student Profile for every performance period that a student was present in NY. Example: A student moved to Naples NY on 7/30/15 and a OSY Profile was completed on 8/30/15. If the student was still present on the area on 9/1/15, we need to enter a profile for the new performance period (09/01/15).

Printing Out Of School Youth Profiles:

Go to Reports/Snap Report and select OSY Student Profile.
Choose any of the provided filters and check that the Start Date and End Date are correct (Example: 09/01/15-08/31/16).
Click "Run Report"

If you want to print only the profiles of the students missing the OSY Profile, add the following filter:
OSYStuProfile.PROFILE_DATE is null

Report Builder: 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. The most commonly used reports are:
All Enrollments: gives you information for any enrollment line
Most Recent Enrollments: pulls the data exclusively from the most recent enrollment line.
COE: gives you the opportunity to run the data based on the fields associated with the COE

If you would like to see more advanced reports, you can click on the Advanced bottom on the right side of the screen. This bottom will show you other reports such as All Enrollment (Outer) which will give you data showing students with or without having the data requested on the display information. Example: running a list of 9-12th graders and if they have test information.

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 Report Builder 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.

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.

Snap Tab

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

To run your report, press the Run Report button.

To save your results as a file, click on Show data. Then 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.

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.

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 7 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