1. MARSS Changes for FY09 Presented by Marilynn Loehr

2. 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

3. 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 +, =, #, @, *, { }, [ ]

4. 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

5. CHANGES FOR FY09 Examples of middle name: –B –Bethany –Mary Ann –Mary-Ann Examples of suffix: –Jr –Sr –III –3

6. 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

7. 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

8. 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.

9. Postsecondary Enrollment Options (PSEO) M.S. 124D.09 Student earns both high school and postsecondary credit For juniors and seniors at State-approved Postsecondary Institutions (PSI) MDE Pays Tuition MARSS: ‘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. Taught by Postsecondary Faculty at the PS campus Taught by Postsecondary Faculty Via OLL 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 Aid MARSS: ‘N’ PSEO ‘Y’ Concurrent Aid 0 PSEO High School Hours Taught by Postsecondary FacultyTaught by High School Teacher Course Provided at PS Campus Not Eligible for Concurrent Aid MARSS: ‘N’ PSEO ‘N’ Concurrent Aid 0 PSEO High School Hours Courses Provided via OLL Student Physically Located at the HS MARSS: ‘N’ PSEO ‘Y’ Concurrent Aid 0 PSEO High School Hours Taught by Postsecondary Faculty Courses Provided via OLL Student Physically Located Off HS Campus MARSS: ‘N’ PSEO ‘N’ Concurrent Aid 0 PSEO High School Hours 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 Aid March 7, 2008

10. 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/LatinoY or N –American Indian/Alaska Native Y or N –AsianY or N –Black/African AmericanY or N –Native Hawaiian/Pacific IslanderY or N –WhiteY or N

11. 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

12. 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.)

13. 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

14. CHANGES FOR FY09 Part B What 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.)

15. CHANGES FOR FY09 Part 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.)

16. 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

17. 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.

18. 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

19. 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

20. 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.

21. 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).

22. 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

23. 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)

24. 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.

25. 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.

26. 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.

27. 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.

28. 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

29. 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

30. 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.

31. 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.

32. Interim File Submission Deadlines Data 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

33. 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

34. 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.

35. 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.

36. 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.

37. Department Contacts Marilynn Loehr – MARSS Reporting/MARSS WES –651-582-8592 marilynn.loehr@state.mn.usmarilynn.loehr@state.mn.us Sharon Peck – ADM Student Accounting –651-582-8811 sharon.peck@state.mn.ussharon.peck@state.mn.us Barb Mattson – ID Repository –651-582-8767 barb.m.mattson@state.mn.usbarb.m.mattson@state.mn.us