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