The COE Child(ren) Panel

 

This is where you link the child(ren)s information from the COE (II. CHILD/SCHOOL DATA) to the COE child(ren) panel. Which can be seen in the graphic below. (You may have to scroll down to see the graphic and the text below it.)

 

 

 

 

 

 

You need to add each child individually via either the Add Child – New SH (School History line) button or the Add Child – Existing SH (School History line) button.

 

You use the Add Child – New SH button when you want to create a new school history line for the child.

 

You use the Add Child – Existing SH button when you want to attach this COE information to the most recent existing school history line.

 

Both buttons work the same way. Select the appropriate button.

 

 

Note: The Remove Child from COE button is to be used when you erroneously add a student to the COE. Removing a child from the COE Child(ren) panel does not remove the child from the MIS2000 database.

 

A student search screen appears. This screen is accessed from both the COE View and the Student View.

 

Student Search Screen

 

This screen has seven tabs across the top. First we will describe how to use the search available on the Key Data tab.

 

Do Search For Child -

 

 

 

Searching for a child is an art which you will learn as you go along. There are multiple strategies to search for a child. Searching here works much like searching with Google. The more criteria you put in the fewer hits you will get. Use as few fields as necessary to locate the child.

 

Last Name field - Type in four or more characters. You can type more characters to narrow the search.

 

First Name field - Type in four or more characters. You can type more characters to narrow the search.

 

Middle (Name) field – Rarely used except to narrow the search further.

 

Student ID field – Rarely used with the exception of locating errors in student’s name.

 

Birthdate field – Used when you have multiple identical names or when you only have the birthdate.

 

Birth City field – may be eliminated from search but not from display below.

 

Advocate field – The Show Enrollment Info check box must be checked for this criteria to be used in a search. If the Advocate’s name hasn’t been added to a School History line for the child this search won’t bring up the child’s record.

 

COE Number field – Rarely used when adding a child to the COE. The advantage of this search is that you can locate a group of children. This is more often used from the Student View than in the COE View. For example if you need to update information for all the children on one Certificate of Eligibility.

 

Male Parent and Female Parent fields – Rarely used when adding a child to the COE. The advantage of this search is that you can locate a family without looking up the COE number or locate a child when you don’t have the whole name of the child at hand. This is more often used from the Student View than in the COE View.

 

Show Enrollment Info check box – Checking this box will cause the Facility ID code to display when you do a search. This box needs to be checked if you are searching by Advocate. (Maybe we could have the Facility Name displayed instead of or in addition to the Facility ID code.)

 

Buttons on the Right side of the screen

 

The Do Search for Child button searches your local data only. Click on this button after entering the criteria in the fields described above. A list will appear below. If/when you locate the student highlight the name by clicking on that line and click on the Select Child button. If no names appear from the local search expand your search by using less criteria or using other fields. Also check spelling. If no name appears proceed to Search Remote. This procedure is described below.

 

Consider having MIS2000 inserting date field.

 

Select Child button - When you locate the student, highlight the name by clicking on that line and click on the Select Child button. This takes you back to the COE Child(ren) Panel.

 

Add to List button – Rarely used. Can be useful for creating a list of students for printing information about them.

 

New Child button – When the child doesn’t appear on the local or remote search click on this button to create a new student ID. This will take you back to the COE Children Panel.

 

Close button – Used to close the window.

 

Search Remote button – This searches the statewide database for possible student matches. A list will appear below. If/when you locate the student highlight the name by clicking on that line and click on the Download Student button. If no names appear from the local search expand your search by using less criteria or using other fields. Also check spelling. If the server is down or unreachable postpone adding the child to your database.

 

 

 

Download Student button – This button is grayed out until you have found the student on the statewide database via the Remote Search. When you select the student and click on the Download Student button you will be taken back to the COE Children panel.

 

You will repeat this procedure for each child on the certificate. You will be doing this forever, for each and every child on the COE. Get used to it.

 

Use of the other tabs will be described when discussing the Student View of MIS2000.

 

COE Children Panel Completion After Adding a Student Found via a Search

 

If it is a new child complete the fields.

 

If the child was found in a search, edit and update all fields. Please be sure to edit the QAD and Residency Date when adding a child with an existing School History (SH) line.

 

Last Name, First Name, MI fields (#30A) – Edit these fields to make sure they are accurate and complete.

 

Sex field (#30B) – type M or F

 

Birthdate field (#30C) – mm/dd/yy

 

Age field (#30D) – tab across this field. MIS2000 will calculate it based on the birthdate that you enter.

 

Ver(ification) field (#30E) – B (Birth Certificate), D (Document), type O (Oral)

 

Birth City, State, Country fields (#30F) – type in the information obtained by the recruiter.

 

Grade (#30G) – use

01 – 12 for grade levels,

D+ student has dropped out in previous funding years

DK – developmental kindergarten

DO – dropped out in current funding year

G – graduated from high school - remove this choice

K – kindergarten

OS – out of school youth, never attended US schools

P0 – preschool not reaching 1st birthday

P1 - preschool between 1st and 2nd birthday

P2 - preschool between 2nd and 3rd birthday

P3 - preschool between 3rd and 4th birthday

P4 - preschool between 4th and 5th birthday

P5 – preschool, 5 years old, not in kindergarten

UG - ungraded

 

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

 

School Bldg. – Enter the current school building name. Be sure that the one you enter is in your MEOP’s region. If more than one choice appears for the building name please choose carefully. Out of school youth (OS), dropouts (DO or D+) and pre-school (P0 – P5) not attending classes should have the school district name.

 

Language field (#30H) – enter the language from the certificate

E (English)

H (Haitian)

K (Korean)

M (Mezteco)

O (Other)

P (Polish)

S (Spanish)

V (Vietnamese)

 

Race field (#30I Ethnicity) - From the certificate convert 1 to American Indian, 2 to Asian/Pacific Islander, 3 to Black/Not Hispanic, 4 to Hispanic, 5 to White

 

Enr. Date field – The Enr(ollment) Date field is a mess. You can fake it but don’t get caught. This is where the rubber hits the road or the cash gets to the campus.

 

When the Residency Date on the certificate is within the current funding year, use the Residency Date as the Enrollment Date. If the Residency Date is prior to the current funding year use September 1st . To insure funding you have to be aware of the Residency Date and the correlating Date.

 

 

 

Exception for students identified after 9/1/05 and before 12/1/05 with a Residency Date 9/1/05 put in an R Enrollment for Enrollment Date of 8/31/05 and Withdraw on 8/31/05

 

Example: Family X identified on 10/15/05 (New Family/Form) with Residency Date of 7/1/04. Family should have Enrollment Date of 8/31/05 and Withdrawn 8/31/05 of Type R. Then Enroll the family on 9/1/05.

 

 

who arrived in the last funding year but were not identified until the current funding year

 

QAD field – The Q(ualifying) A(rrival) D(ate) field

 

Res. Date field – Res(idency) Date field

 

Student IDs – This number is created by MIS2000 when a student is added to the database.