MIS Procedural Manual Outline / Guide for Documenting Local MIS Processes

Chapter / Page
1. Roles and Responsibilities / 1
2. Data Entry
3. Identifying Data Sources
4. Exit Data
5. General Data Management
6. Rolling Over Data – Transition of MIS Database
7. Participation in Regular Early Childhood Programs
8. Data Verifications
9. Supervision and Oversight
10. Data Validation
11. Training of local staff
12. Security
13. Time Lines
14. Other Topics
  1. Roles and Responsibilities – identify the role responsible for implementing all tasks in your procedural manual, encompassing the entire scope of your local data collection methods.
  2. Clearly identified the roles of staff of involved on the MIS project.
  3. Who coordinates the local collection of data
  4. Who is conducts the oversight and evaluation of MIS staff
  5. Who does the data entry
  6. Who checks the accuracy of the MIS
  7. student level information
  8. calendars
  9. building schedules and sessions in the State Directory
  10. Who responds to verifications
  11. Who provides staff training
  12. Who provides back up support to the MIS clerk
  13. Who answers MIS question from local providers
  14. Clearly identify the responsibilities of key MIS staff
  15. What are the responsibilities of the MIS coordinator
  16. What are the responsibilities of the MIS data clerk
  17. What are the responsibilities of the MIS data clerk backup?
  18. KIDS administrator
  19. How is student information exchanged between special education and KIDS
  20. New referrals
  21. Private / parochial students on an IEP
  22. Preschoolers on IEP
  23. Move ins with an IEP
  24. IEP Students placed in local correctional facilities
  25. Categorical Aid Personnel System
  26. Who manages CAPS to obtain educational provider ID numbers?
  1. Data Entry – IEP Data
  2. How is IEP data entered to your MIS database?
  3. Imported – electronic transfer of data
  4. Typed entry – from IEP hard copies or viewed from IEP program
  5. Combination
  6. What is the Source of your MIS data?
  7. Teacher information page
  8. Read the IEP and enter MIS codes based on knowledge of MIS rules
  9. MIS section of the IEP
  10. Other sources / combination of sources
  11. How is your data managed?
  12. MIS is managed with in the IEP program
  13. Data is analyzed, fine-tuned, corrected, then exported
  14. Data is filtered through the KSDE MIS Database application
  15. MIS is managed with in the KSDE MIS Database application
  16. Amended IEPs or changes of placement – how is the data captured between IEPs when services have changed?
  17. Notification from provider by phone / e-mail
  18. Receive a hard copy of the notice
  19. New IEP service page is generated
  20. New import of student record
  21. Other
  22. Transfer in students – how is the data from the sending district’sIEPcaptured and services from the “IEP in Hand” entered into your database beginning with enrollment?
  23. Require staff to enter the “IEP in Hand” into your IEP program
  24. Require staff to provide you with a hard copy of the IEP
  25. Time Lines - What timelines are followed to get data entered into your MIS?
  26. Data is entered daily
  27. Data is entered quarterly
  28. Data is entered as it is received
  29. Hard copy of IEP is delivered to MIS clerk
  30. local IT guys provide new MIS records
  31. upon request
  32. Data is entered only at the collection points
  33. How are providers notified when students on their case load have expired IEPs?
  34. What procedures are in place to collect current IEPs in a timely manner?
  1. Identifying Data Sources
  2. Whatisthe source of student demographic data not pulled from KIDS records?
  3. The IEP – MIS information section
  4. Local student information systems (PowerSchool, SASSI, etc.)
  5. Other sources
  6. What is the source of school level data (grade, buildings, attendance, etc?)
  7. The IEP – MIS information section
  8. KSDE KIDS data
  9. Local student information systems (PowerSchool, SASSI, etc.)
  10. Building staff – enrollment, attendance, records request, etc
  11. ESY participation – who provides the attendance records for ESY
  12. Other sources
  13. Where is the source of the area of disability?
  14. Notice of Identification
  15. Evaluation Documents
  16. The IEP – MIS information section
  17. What other data sources are identified
  18. SRS / JJA placements
  19. Special education transportation
  20. Behavior intervention plan
  21. Other
  22. How is calendar data collected?
  23. Contact is made with the district office
  24. Private / parochial schools are contacted directly
  25. District web site
  26. Community based preschools are contacted directly
  27. Where is the contact information stored? (Name, phone, etc.).
  28. How are your building Directory schedules and sessions managed?
  29. Who reviews the Directory updates to assure schedules and sessions are complete and accurate for the current school year
  30. Class and building times are accurate
  31. Kindergarten and preschool sessions are accurate
  32. the building level programs are accurately coded and match to the MIS settings
  33. the building has a correct calendar designation
  34. Confirmations are made with the district office
  35. Confirmations are made with the private / parochial schools
  36. Confirmations are made with the Community based preschools
  37. Where is the contact information stored? (Name, phone, etc.).
  38. How are provider ID numbers obtained?
  39. CAPS application
  40. KSDE website
  41. Other source
  1. Exit Data
  2. How is exit data captured for data entry? Do MIS clerks peruse (initiate the collection) of exit information from providers, case managers etc. (i-iii) or do MIS clerks wait and see if exit data happens to be discovered (iv-v)?
  3. Rosters are run for providers to confirm caseloads
  4. Timeline - How often are rosters run?
  5. beginning of the school year
  6. end of the school year
  7. September 20 / December 1
  8. Monthly / Quarterly
  9. What are your requirements of staff to respond to rosters
  10. “Predetermined number” of school days to respond
  11. Log kept to track rosters and responses
  12. What is done when responses are incomplete?
  13. Hard copy of LEA’s exit form is used as the source of exit data
  14. What are your requirements of staff to turn in exit forms
  15. “Predetermined number” of school days from exit date
  16. Attendance logs are generated from local student information systems
  17. Dates and basis of exit is compared to KSDE KIDS data
  18. Building staff are consulted
  19. Notice of change of placement used as source
  20. Staff enter exit information into IEP program, exit data imported into MIS
  21. How is evidence collected to support exit dates and basis of exit reported to KSDE?
  22. LEA requires all Notice of change of placement to be delivered to the MIS clerk for review, documentation and filing.
  23. LEA requires all requests for general or special education records to be delivered to the MIS clerk for review, documentation and filing.
  24. Periodic reports are generated from local student information systems and delivered to the MIS clerk for review, documentation and filing.
  25. Where are documents supporting the reported date and basis of exit stored?
  26. In student’s IEP file
  27. Central file location
  28. Other locations (specify)
  29. For transfer students, are receiving agencies (requesting records) identified in the Evidence box in your MIS database?
  1. General Data Management – how can you data be found?
  2. Where is the working current data set of MIS records located?
  3. Stored within the local IEP program
  4. Text files on the Clerk’s workstation
  5. Text files on the Network server
  6. Text files on the External hard drive
  7. Where are the final MIS Exports for each school year located?
  8. Stored within the local IEP program
  9. Text files on the Clerk’s workstation
  10. Text files on the Network server
  11. Text files on the External hard drive
  12. Text files on the Off site, outside location
  13. Other
  14. How are your MIS folders sorted / organized / directory echelon?
  15. By date
  16. what is your dating scheme
  17. By name
  18. what is your naming scheme
  19. By collection
  20. Where are your verification reports stored after responding / completion?
  21. In the individual student’s file
  22. Central file location
  23. Multiple locations (specify)
  1. Rolling Over Data - Transitioning MIS databases across time.
  2. When the collection window closes how is the data managed?
  3. Prior database is copied, saved and archived
  4. Where are the MIS Data and MIS files archived
  5. Local workstation (NOT RECOMMENDED)
  6. External Storage
  7. On a CD
  8. External hard drive
  9. Off site, outside storage location
  10. On your Network / Server
  11. Other
  12. How are the databases organized?
  13. By collection points
  14. By school year
  15. How are the files named?
  16. Consistent unique naming schemes
  17. Database remains live no back ups are made
  18. Only a single database is maintained
  19. New records, IEPs etc., are continuously added to the database
  20. How is data transitioned between school years
  21. The process started fresh with an empty database.
  22. New records are re-typed
  23. MIS roll-over process is utilized
  24. New data is imported for current collection from the source application
  25. How is provider data transitioned between school years?
  26. What process is used to track providers?
  27. How are outgoing providers discovered
  28. How are new providers discovered
  29. How is your provider data saved and stored by school year?
  1. Participation in Regular Early Childhood Programs
  2. How is Participation in Regular Preschool Programs collected?
  3. From Parent / Guardian
  4. At IEP meeting
  5. At the beginning of school
  6. What forms are used to collect the data?
  7. How does the data flow into the MIS
  8. How is the data stored in the student’s file for review
  1. Data Verifications
  2. When is your student data analyzed?
  3. When it is entered into the MIS
  4. When it is flagged for verification
  5. When other analysis brings the data to our attention.
  6. How often is the student data verification run?
  7. Each time a student records added
  8. Upon import
  9. Weekly / monthly / quarterly / during the KSDE collection window
  10. What are the processes used to discover solutions verifications / discrepancies?
  11. IEP is reviewed
  12. Evaluation documents are reviewed
  13. Notice of Identification and Placement documents are reviewed
  14. Provider is contacted
  15. Phone
  16. e-mail (if allowed under local security policy)
  17. inter-office mail
  18. US mail
  19. Local Exit form is reviewed
  20. KSDE KIDS Data is checked
  21. Building level data is checked
  22. attendance logs
  23. KSDE data manager is consulted
  24. What is the feedback or correction process when the IEP contains the discrepancy?
  25. Provider is notified or error and is responsible for correction
  26. New IEP meeting is held
  27. MIS data source is changed (TIP / MIS section of IEP) by provider
  28. What is the expected time line for feedback and corrections
  29. What tools are used to discover data discrepancies
  30. MIS verification routines
  31. Processes in the MIS database
  32. Duplicate record checks
  33. Find missing data functions (no services on…)
  34. Overlap report / Gap report
  35. Rosters
  36. Child count reports
  37. Confirmation report
  38. Local Match with KSDE KIDS data
  1. Supervision and Oversight
  2. How does the agency administration guarantee data quality and accuracy?
  3. Student records are sampled for validation, a “file review” to determine MIS accuracy
  4. Comparison the MIS data to actual services on the student’s IEP and other relevant documents, (evaluation, placement etc.)
  5. Are sources of data discrepancies are identified
  6. addressing discrepancies with staff
  7. implementing corrective action plans with staff
  8. Are all verification flags and corrections made reviewed?
  9. Administration signs off on verification responses.
  10. Data accuracy is part of staff’s performance outcomes
  11. How MIS duties are supervised, monitored and evaluated?
  12. Expectations of quality and measurable targets are met
  13. Examination of in-service materials
  14. Presentations of MIS standards to staff are erudite, factual and current
  15. Tech support documents are disseminated to staff
  16. What measures are in place to assure that all MIS standards are followed by all staff
  17. How are cases of misinterpretation of MIS rules / standards addressed
  18. How are cases of disregard of MIS rules / standards addressed
  1. Data Validation – performing a self assessment of 618 data (Federally required data points).
  2. How often is the MIS data reviewed for accuracy?
  3. Weekly
  4. Monthly
  5. Quarterly
  6. During the collection window
  7. What students are sampled for data validation?
  8. Random sample
  9. Targeted sample
  10. records with verification
  11. Students from a specific building / grade / etc.
  12. students from a specific provider
  13. What are the administrations’ methodsof data validation?
  14. Comparison of MIS data to IEP, evaluation and placement documents.
  15. Is the MIS data current and up-to-date?
  16. All services are correctly accounted for in the correct school year
  17. Frequently and duration of services is reported as they occur
  18. Location of services is accurate
  19. Area of disability(s) are accurate at the collection point
  20. Status of the student is accurate at the collection point
  21. Actively receiving services
  22. Exited from special education
  23. Interviews with providers
  24. Review locally generated MIS reports
  25. Review of reports generated at the state level
  26. Child Count
  27. LRE
  28. Exiting
  29. Are sources of data discrepancies identified?
  30. The discrepancies are a result of procedural problems – The local data collection process is flawed. Current methods do not deliver accurate data.
  31. The discrepancies are a result of conceptual problems – The errors are based on incorrect interpretations or disregard of MIS reporting standards.
  32. The discrepancies are a result of data entry problems – Errors are a result of typographical, mathematical calculations or human error.
  33. What proceduresare used to address (correct) continued reoccurrence of data errors made by the same source?
  34. Local collection methods are changed to align with MIS standards
  35. Clarification is made with specific staff
  36. additional training is provided
  37. Supervision routines are reevaluated
  1. Training of local staff
  2. Make reporting of 618 data part of your annual staff in-service.
  3. Are knowledgeable staff presenting MIS issues to IEP authors
  4. Are tech support documents from KSDE presented to IEP authors
  5. How are instructional documents, guidelines and support material (Data Dictionary, MIS workshop presentations, standards etc.) disseminated to all staff?
  6. Mail
  7. In-service hand out
  8. Posted on web site
  9. How is on going support provided to IEP authors?
  10. An evaluation process of the MIS in-service is in place.
  1. Security
  2. Where are backups of your MISdata sets?
  3. Local workstation (NOT RECOMMENDED)
  4. Stored in local IEP program
  5. External Storage
  6. On a CD
  7. External hard drive
  8. Off site, outside storage location
  9. On your Network / Server
  10. Other
  11. How often is the database backed up?
  12. Daily
  13. Weekly
  14. After the collection is completed
  15. Access to the MIS Database
  16. Who has access?
  17. All users are identified
  18. Local security policy is applied to the MIS database
  19. Passwords
  20. Where are passwords stored
  21. How are passwords secured?
  22. How does one obtain a password?
  23. How often are passwords changed?
  24. Are passwords set according to local security policy?
  25. Is access to the back up databases documented?
  1. Time lines
  2. When do you roll over your MIS from the current school year to the next?
  3. After data was submitted
  4. After verifications are resolved
  5. Date the collection window closes
  6. When a finalization notification comes from KSDE.
  7. When do you enter next year’s building settings, calendars and providers?
  8. In July when the application is open for the current year
  9. Building settings, calendars and providers Buildings and providers are changed when they are known
  10. How often is the database queried for students with upcoming IEP due dates, reports run and providers notified?
  11. Weekly
  12. Monthly
  13. Quarterly
  14. At the collection point
  1. Other Topics
  2. When / how often is your procedural manual updated?
  3. Revised procedures are documented added to manual
  4. In a timely manner (as the revised procedure is made)
  5. Noted as a revision on manual page
  6. Date of the revision is note on the manual page

05/15/2015 rev.Page 1