[Federal Register Volume 67, Number 110 (Friday, June 7, 2002)]
[Notices]
[Pages 39376-39380]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-14281]


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DEPARTMENT OF EDUCATION

[CFDA No.: 84.011]


Title I, Part C--Education of Migratory Children; Correction

AGENCY: Department of Education.

ACTION: Notice of proposed requirements and minimum data elements for 
an electronic system of records transfer and request for comment; 
correction.

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SUMMARY: On May 28, 2002 a notice of proposed requirements and minimum 
data elements for an electronic system of records transfer and request 
for comment was published in the Federal Register (67 FR 36862). 
Appendix A, published in that document, contained several errors. This 
document corrects and republishes appendix A: Minimum Data Elements.

FOR FURTHER INFORMATION CONTACT: Alex Goniprow, Office of Elementary 
and Secondary Education, U.S. Department of Education, 400 Maryland 
Avenue, SW., room 3E333, Washington, DC 20202-6400. Telephone (202) 
260-1205.
    Individuals with disabilities may obtain this document in an 
alternative format (e.g., Braille, large print, audiotape, or computer 
diskette) on request to the contact person identified in the preceding 
paragraph.

Electronic Access to This Document

    You may view this document, as well as all other Department of 
Education documents published in the Federal Register, in text or Adobe 
Portable Document Format (PDF), on the Internet at the following site: 
www.ed.gov/legislation/FedRegister.
    To use PDF, you must have Adobe Acrobat Reader, which is available 
free at this site. If you have questions about using PDF, call the U.S. 
Government Printing Office (GPO), toll free, at 1-888-293-6498; or in 
the Washington, DC, area at (202) 512-1530.


    Note: The official version of this document is the document 
published in the Federal Register. Free Internet access to the 
official edition of the Federal Register and the Code of Federal 
Regulations is available on GPO access at: http://www/
access.gpo.gov/nara/index.html.


    Dated: June 3, 2002.
Susan B. Neuman,
Assistant Secretary for Elementary and, Secondary Education.

Appendix A: Minimum Data Elements

    The following table presents the proposed requirements for the 
minimum data elements that a State shall collect and maintain for 
the purpose of electronically exchanging, among the States, 
educational and health information for all migratory students.
    The table lists the data elements by: (1) A data element 
identification number, (2) a code that identifies the primary user 
function(s) for which the data element is required, (3) the name of 
the data element, and (4) a data element definition.
    In regard to the primary user functions for which a data element 
is required, the letter ``E'' indicates that the data element is 
required to help guidance counselors, school registrars, or migrant 
education specialists with the timely and efficient enrollment of 
migratory students in a school in the community in which the 
children currently reside. The letter ``P'' indicates that the data 
element is required to help guidance counselors or migrant education 
specialists with the proper placement of migratory students into 
courses and/or programs at the appropriate grade level. The letter 
``G'' indicates that the data element is required to help guidance 
counselors or migrant education specialists with the provision of 
academic counseling that supports the completion of courses and the 
accrual of credits needed for graduation.
    In addition, the data elements are grouped into one of five 
categories of data: (1) Data elements that describe a student, (2) 
data elements that describe a school or project, (3) data elements 
that describe the student's graduation plan, (4) data elements that 
describe a student's course history, and (5) data elements that 
describe a student's assessment information.
    Finally, although the data elements are listed once, a number of 
the data elements will be used for multiple entries in a migrant 
student record (e.g., ``course title'' will be used for each course 
in which a migratory student is enrolled).

[[Page 39377]]



                                              Minimum Data Elements
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             No.                     Use(s)           Data element                     Definition
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                                               STUDENT INFORMATION
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1............................  E                  Unique Migrant        A unique identification number assigned
                                                   Student Record        to a migrant student and his/her
                                                   Number.               record(s).
2............................  E                  State Student         An alternate identification number
                                                   Identification        assigned to a student by a State.
                                                   Number.
3............................  E                  Last Name1..........  Student's legal last name (paternal).
4............................  E                  Last Name2..........  If appropriate, student's legal last
                                                                         name (maternal). [Note: Provides an
                                                                         option for a hyphenated or double last
                                                                         name.]
5............................  E                  First Name..........  A name given to a student at birth,
                                                                         baptism, or during another naming
                                                                         ceremony, or through legal change.
6............................  E                  Middle Name.........  A secondary name given to a student at
                                                                         birth, baptism, or during another
                                                                         naming ceremony, or through legal
                                                                         change.
7............................  E                  Generation..........  An appendage, if any, used to denote a
                                                                         student's generation in his family
                                                                         (e.g., Jr., Sr., III).
8............................  E                  Gender..............  A student's gender.
                                                                        01  Female.
                                                                        02  Male.
9............................  E                  Birth Date..........  The month, day, and year on which a
                                                                         student was born.
10...........................  E                  Birth Certificate     The evidence by which a student's date
                                                   Flag.                 of birth is confirmed.
                                                                        01  Birth certificate--A written
                                                                         statement or form issued by an Office
                                                                         of Vital Statistics verifying the name
                                                                         and birth date of the child as reported
                                                                         by the physician attending at the
                                                                         birth.
                                                                        02  Other official document (i.e.,
                                                                         baptismal or church certificate,
                                                                         physician/hospital certificate,
                                                                         passport, previously verified school
                                                                         record, State-issued ID, driver's
                                                                         license).
                                                                        03  Self Report--Parent or student
                                                                         reports age, birth date, and place of
                                                                         birth.
11...........................  E                  Birth City..........  The name of the city in which the
                                                                         student was born.
12...........................  E                  Birth State.........  The postal abbreviation code for a State
                                                                         (within the United States), Outlying
                                                                         Area, or State (in another country) in
                                                                         which a student was born.
13...........................  E                  Birth Country.......  The name of the country in which a
                                                                         student was born.
14...........................  E                  Birth/Legal Parent1   The last/surname of the natural or
                                                   Last Name.            adoptive male parent having legal
                                                                         responsibility for a student.
15...........................  E                  Birth/Legal Parent1   The first name of the natural male
                                                   First Name.           parent having legal responsibility for
                                                                         a student.
16...........................  E                  Birth/Legal Parent2   The last/surname of the natural or
                                                   Last Name.            adoptive female parent having legal
                                                                         responsibility for a student.
17...........................  E                  Birth/Legal Parent2   The first name of the natural or
                                                   First Name.           adoptive female parent having legal
                                                                         responsibility for a student.
18...........................  E                  Current Parent/       The last/surname of the adult serving as
                                                   Guardian Last Name.   the student's local guardian. [Note:
                                                                         Provides an option for a hyphenated or
                                                                         double last name.].
19...........................  E                  Current Parent/       The first name of the adult serving as
                                                   Guardian First Name.  the student's local guardian.
20...........................  P G                Grade Level.........  The grade level in which a school/
                                                                         project enrolls a student.
                                                                        01  Grade 1.
                                                                        02  Grade 2.
                                                                        03  Grade 3.
                                                                        04  Grade 4.
                                                                        05  Grade 5.
                                                                        06  Grade 6.
                                                                        07  Grade 7.
                                                                        08  Grade 8.
                                                                        09  Grade 9.
                                                                        010  Grade 10.
                                                                        011  Grade 11.
                                                                        012  Grade 12.
                                                                        013  Ungraded.
                                                                        014  Pre-school.
                                                                        015  Kindergarten.
                                                                        016  Out-of-School.
21...........................  E P G              Withdrawal Date.....  The month, day, year on which a student
                                                                         withdrew from a school or project.
22...........................  E                  Ed Alert Flag.......  Alert for a special need/educational
                                                                         condition linked with a contact person.
23...........................  E                  Ed Alert Contact....  The full, legally accepted, proper name
                                                                         of the Ed Alert contact person.
24...........................  E                  Ed Alert Phone......  The Ed Alert contact person's telephone
                                                                         number including the area and
                                                                         extension, if applicable.
25...........................  E                  Med Alert...........  Alert for a medical/health condition
26...........................  E                  Med Alert Date......  Month, day, and year the alert was
                                                                         issued

[[Page 39378]]

 
27...........................  E                  Med Alert Contact...  The full, legally accepted, proper name
                                                                         of the Med Alert contact person.
28...........................  E                  Med Alert Phone.....  The Med Alert contact person's telephone
                                                                         number including the area and
                                                                         extension, if applicable.
29...........................  E                  Immunization Date...  The month, day, and year on which a
                                                                         student receives an immunization.
30...........................  E                  Immunization Type...  The name of immunization that a student
                                                                         has received.
31...........................  .................  QAD (Qualifying)....  The month, day, and year on Arrival Date
                                                                         which the family unit or the student
                                                                         (where the student is the worker)
                                                                         arrived at the place where the
                                                                         qualifying work was sought.
32...........................  .................   QAD From City......  The name of the city in which the
                                                                         previous school district is located.
33...........................  .................  QAD From State......  The postal abbreviation code for a State
                                                                         (within the United States) or Outlying
                                                                         Area in which the previous school
                                                                         district is located.
34...........................  .................  QAD From Country....  The abbreviation code for a country
                                                                         (other than the US) area in which the
                                                                         previous school district is located.
35...........................  .................  QAD To City.........  The name of the city in which the new
                                                                         school district is located.
36...........................  .................  QAD To State........  The postal abbreviation code for a State
                                                                         (within the United States) or Outlying
                                                                         Area in which the new school district
                                                                         is located.
37...........................  .................  Residency Date......  The month, day, and year on which the
                                                                         family unit or the student (where the
                                                                         student is the worker) establishes
                                                                         residency in a school district within a
                                                                         State.
38...........................  .................  Termination Date....  The month, day, and year on which the
                                                                         student is no longer eligible for the
                                                                         Migrant Education Program.
39...........................  .................  Termination Flag....  The reason for the end of student
                                                                         eligibility.
                                                                        01  Non-migrant status, eligibility
                                                                         expired.
                                                                        02  Graduated.
                                                                        03  GED.
                                                                        04  Dropout.
                                                                        05  Deceased.
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                                           SCHOOL/PROJECT INFORMATION
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40...........................  E P G              School/Facility       A unique national code assigned to each
                                                   Identification Code.  school, site, or facility providing
                                                                         educational and/or educationally-
                                                                         related services.
41...........................  E P G              School Name.........  The full legally or popularly accepted
                                                                         name of a school (or project providing
                                                                         educational and/or educationally-
                                                                         related services).
42...........................  E P G              Address1............  Line 1 of the mailing address. The
                                                                         street number and name or post office
                                                                         box number of a school's address.
43...........................  E P G              Address2............  Line 2 of the mailing address. The
                                                                         building, office, department, room,
                                                                         suite number of a school's address.
44...........................  E P G              Address3............  Line 3 of the mailing address.
45...........................  E P G              City................  The name of the city in which a school
                                                                         is located.
46...........................  E P G              District............  The full legally or popularly accepted
                                                                         name of a local educational agency
                                                                         (i.e., school district or local
                                                                         operating agency).
47...........................  E P                State...............  The postal abbreviation code for a State
                                                                         (within the United States) or Outlying
                                                                         Area in which a school or other
                                                                         facility is located.
48...........................  E P G              Zip.................  The five or nine digit zip code portion
                                                                         of a school or other facility's
                                                                         address.
49...........................  G                  Contact Name........  The full, legally accepted, proper name
                                                                         of the school or project contact
                                                                         person.
50...........................  G                  Contact Title/        The common title or job position of the
                                                   Position.             school or project contact person (i.e.,
                                                                         Principal, Guidance Counselor, Federal
                                                                         Program Coordinator, Migrant
                                                                         Specialist, etc.).
51...........................  E G                Phone...............  The telephone number of the school or
                                                                         project contact person including the
                                                                         area code and extension, if applicable.
                                                                         Allow for an optional alternate phone
                                                                         number.
52...........................  E G                Fax.................  The facsimile number for the school or
                                                                         project including the area code and
                                                                         extension, if applicable. Allow for an
                                                                         optional alternate fax number.
53...........................  E                  Email...............  The electronic mail (email) address of
                                                                         the school or project contact person or
                                                                         organization.
54...........................  E P G              Enrollment Date.....  The month, day, and year on which a
                                                                         student enrolls in a school, project,
                                                                         or State and is eligible to receive
                                                                         instructional or support services
                                                                         during a given session.
55...........................  P                  Enrollment types....  The type of school/migrant education
                                                                         project in which instruction and/or
                                                                         support services are provided.
                                                                        01  Regular School.
                                                                        02  Regular Term MEP-Funded Supplemental
                                                                         Program.
                                                                        03  Summer/Intersession MEP-Funded
                                                                         Project.
                                                                        04  Year Round MEP-funded Project.
                                                                        05  Residency Only.

[[Page 39379]]

 
56...........................  P G                Designated School     An indicator that designates the school
                                                   for Graduation Flag.  or facility from which a student
                                                                         expects to graduate and is linked with
                                                                         associated school or facility
                                                                         identification fields (i.e., district,
                                                                         city, state, zip code). Only one school
                                                                         may be designated for graduation at any
                                                                         one point in time.
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                              GRADUATION PLAN INFORMATION (SECONDARY STUDENTS ONLY)
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57...........................  G                  Graduation Year.....  The year the student is projected to
                                                                         graduate from high school. [Provided by
                                                                         Designated School of Graduation].
58...........................  G                  Type of Credential..  The type of credential that the student
                                                                         expects to receive in recognition of
                                                                         his/her completion of curricular
                                                                         requirements. [Provided by Designated
                                                                         School of Graduation].
                                                                        01  Regular diploma.
                                                                        02  Certificate of attendance/
                                                                         completion.
                                                                        03  General Educational Development
                                                                         (GED) credential.
                                                                        04  State-specific diploma (e.g, New
                                                                         York Regents, Texas Minimum Program,
                                                                         etc.).
59...........................  G                  Subject Area          Number of credits (Carnegie units)
                                                   Requirements.         required in individual subject areas
                                                                         for graduation in the State from which
                                                                         the student is projected to graduate.
60...........................  G                  Test................  The name of the test the student will
                                                                         have to pass to graduate.
61...........................  P G                Subject Area........  The name of a subject area (e.g.,
                                                                         History, English).
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                              COURSE HISTORY INFORMATION (SECONDARY STUDENTS ONLY)
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62...........................  P G                Course Title........  The name of a course (e.g., Algebra III,
                                                                         American History, Art I, English III,
                                                                         English-10).
63...........................  G                  Course Type.........  An indication of the general nature and
                                                                         difficulty of instruction provided
                                                                         throughout a course.
                                                                        01  Regular (Default)--A course
                                                                         providing instruction (in a given
                                                                         subject matter area) that focuses
                                                                         primarily on general concepts for the
                                                                         appropriate grade level.
                                                                        02  Honors--An advanced level course
                                                                         designed for students who have earned
                                                                         honors status according to educational
                                                                         requirements.
                                                                        03  Pre-Advanced Placement--A course in
                                                                         preparation to admission to an AP
                                                                         Program.
                                                                        04  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.
                                                                        05  International Baccalaureate--A
                                                                         program of study, sponsored and
                                                                         designed by International Baccalaureate
                                                                         Organization, that leads to
                                                                         examinations and meets the needs of
                                                                         secondary students between the ages of
                                                                         16 and 19 years.
                                                                        06  Accepted as a high school equivalent-
                                                                         -A secondary-level course offered at an
                                                                         education institution other than a
                                                                         secondary school (such as adult
                                                                         learning center or community college)
                                                                         or through correspondence or distance
                                                                         learning.
                                                                        07  Not Applicable.
64...........................  G                  Course Year.........  Calendar year in which the course was
                                                                         taken.
65...........................  P G                Course Section......  The prescribed duration of course taken.
                                                                        01  Full year.
                                                                        02  Section A--One of two equal segments
                                                                         into which the course is divided.
                                                                        03  Section B--One of two equal segments
                                                                         into which the course is divided.
66...........................  P G                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 an
                                                                         educational institution.
                                                                        01  Full year.
                                                                        02  Semester--A designation for the
                                                                         segment of a school year that is
                                                                         divided into two equal parts.
                                                                        03  Trimester--A designation for the
                                                                         segment of a school year that is
                                                                         divided into three equal parts.
                                                  Term                  04  Quarter--A designation for the
                                                                         segment of a school year that is
                                                                         divided into four equal parts.
                                                                        05 Quinmester--A designation for the
                                                                         segment of a school year that is
                                                                         divided into five equal parts.

[[Page 39380]]

 
67...........................  P G                Grade-to-date.......  For courses that have NOT been completed
                                                                         (or credit granted), a numerical grade
                                                                         (percentage) of student performance for
                                                                         the grade-to-date that the student has
                                                                         completed at the time of withdrawal.
68...........................  P                  Clock Hours.........  For courses that have NOT been completed
                                                                         (or credit granted), the number of
                                                                         clock hours to date that the student
                                                                         has completed.
69...........................  P                  Final Grade.........  For courses that have NOT had credit
                                                                         granted, a final indicator of student
                                                                         performance in a class at the time of
                                                                         withdrawal as submitted by the
                                                                         instructor.
70...........................  P                  Credits Granted.....  The credits granted in Carnegie units
                                                                         for a given course or a section of a
                                                                         course (e.g., 1.0, .50, .33, .25, .20).
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                                             ASSESSMENT INFORMATION
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71...........................  G                  Assessment Name.....  The title or description, including a
                                                                         form number, if any, that identifies a
                                                                         particular assessment.
72...........................  G                  Assessment Type.....  The category of an assessment based on
                                                                         format and content.
                                                                        01  Achievement Test/State Assessment--
                                                                         An assessment to measure a student's
                                                                         present level of knowledge, skill, or
                                                                         competence in a specific area or
                                                                         subject.
                                                                        02  Advanced placement test--An
                                                                         assessment to measure the achievement
                                                                         of a student in a subject matter area,
                                                                         taught during high school, which may
                                                                         qualify him or her to bypass the usual
                                                                         initial college class in this area and
                                                                         begin his or her college work in the
                                                                         area at a more advanced level and
                                                                         possibly with college credit.
                                                                        03  Language proficiency test--An
                                                                         assessment used to measure a student's
                                                                         level of proficiency (i.e., speaking,
                                                                         writing, reading, and listening) in
                                                                         either a native language or an acquired
                                                                         language.
                                                                        04  Exit Exam.
                                                                        05  GED.
                                                                        06  Special Education Assessment.
                                                                        07  Early Childhood Development
                                                                         Assessment.
                                                                        Other
73...........................  G                  Assessment Date.....  The month and year on which an
                                                                         assessment is administered.
74...........................  G                  Assessment Result...  A score or statistical expression of the
                                                                         performance of a student on an
                                                                         assessment.
75...........................  G                  Type of Result......  The metric in which results are
                                                                         presented.
                                                                        01  Proficiency level.
                                                                        02  Percentile rank.
                                                                        03  Pass/Fail (if failed enter numerical
                                                                         score).
                                                                        04  Normal curve equivalent.
                                                                        05  Sections that have been successfully
                                                                         completed (e.g., GED).
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[FR Doc. 02-14281 Filed 6-6-02; 8:45 am]
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