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NGS Overview

The New Generation System is an innovative data transfer system that allows educators across the United States to efficiently and effectively record the progress of migrant students through the educational process. NGS captures educational and health data on migrant students. The system allows educators to record the movement of migrant students through the educational process by producing on-line records of a student's educational progress and health profile. Educators can generate a student transfer document to facilitate academic placement as the student transfers schools. NGS also allows educators to generate various student-level, management and Office of Migrant Education performance reports.

NGS is secured using many techniques, one of which is password authentication. A user ID and password is issued once a completed application is received and approved. Consortium members are able to query, add, and update records on students, enrollments, assessments, special needs, and various health data. For academic records, members can add, update, consolidate, or view information on unresolved courses, failed courses, recommended courses, passed courses, academic credits, state graduation plans, and graduation requirements . Information on facilities (SSID), facility contacts, and supplemental programs provided to students at a facility can be input.

Key Benefits of NGS

  • Dynamic interaction - Data is stored in the NGS database and immediately available to users. The data in NGS is the most current data available.
  • Performance speed - Response time via the Internet is very fast. NGS users do not experience delays in receiving information.
  • Immediate availability of data - The design of NGS allows members to view data as soon as it is entered. There are no processing procedures on NGS. The only limits to data access are based on state-specified user restrictions.

Student Information

NGS links various student information entered from all consortium states and allows educators to track the movement of a student through the educational process. Since many states assign an alternate state-specific ID to students, NGS also allows you to enter each state specific ID for a student as well.

Search for Student
  By entering search criteria information, a list of matching students can be accessed. Students can be searched by using; USID (unique student number), Alternate Student ID, Last Name, First Name, Gender, and Birth Date. Once the student record is located, the student update screen can be accessed.
Student Information
  Once a new student record is added to the NGS database, the current enrollment record for the new student can be added. This student record can also be updated whenever needed. The various screens associated with student information include enrollments, recommended courses, course history, assessments, medical, immunizations and health screens. In addition, a student transfer document can be generated. This document is given to the student to take to his/her next school for enrollment purposes. The transfer document shows all relevant educational and health data for a student and helps the receiving school properly place a student. If needed, any erroneous student records can be deleted as needed.
Alternate Student ID
  The state/country-specific alternate student ID is used to store state-specific numbers. This allows members to accurately locate and track a student's record. The US alternate ID can be up to 9 characters long and the Mexican ID can be up to 18 characters.


Electronic Certificate of Eligibility (ECOE)

NGS has added the ability to add Student data using a web browser, both Online and Offline.

ECOE Online
  Electronic Certificate of Eligibility (ECOE) is a new way to enter student data electronically via a web browser. Each State has it's own customized web form that match the hard copy paper form. ECOE Online also offers Recruiter and Reviewer approval work flow.
ECOE Offline
  ECOE now offers the Reruiters the ability to use any modern device to enter data on the State ECOE web forms out in the field away from any cell or internet services. Below are steps that need to be followed prior to using ECOE web forms offline.


Enrollments & Programs

NGS allows a complete enrollment history for a student to be entered and viewed. Facility information for an enrollment is stored with each enrollment.

Enrollment History
  Each enrollment added to NGS is stored and viewable on the Enrollment History page. Comments can be added with each enrollment to share additional information as needed. Erroneous enrollments can be removed by users with the proper access level. It is important to govern the removal of enrollments to prevent missing information for students.
Family Enrollment
  The Add New Family Enrollment screen allows the users to enter enrollment information for a non-existing students within NGS on one screen. Once a users has ensured that the students on a COE do not exist in NGS by searching the database, members can access this form and add the information listed on a COE on one screen. This form makes the data entry process much easier for users.

  The Family Enrollment for Existing Students screen allows members to enter up to 10 student's USID numbers within a family or a family ID number and access these records for updating data. This screen is similar to a COE enrollment form. To use this screen, the students listed on the COE must already exist in the NGS system.
Multiple Enrollment/Withdrawal/Termination
  NGS allows users to manipulate multiple student records on one screen. These screens include the Multiple Enrollment, Multiple Withdrawals and Multiple Termination Screen . Multiple students within the same facility and grade level can be enrolled to another facility, withdrawn from a facility or terminated.
Students/Supplemental Programs
  Supplemental program records can be added for those students selected from the list of enrolled students at a campus. Supplemental programs are services provided to students as part of the migrant program. Members can view a list of supplemental programs received by a student during an enrollment. NGS provides the option to delete supplemental program records from a student record as needed.


Facilities & Contacts

NGS can store multiple contact records for each facility. The categories of contacts are migrant education, special education, GED, and health contacts. The Student Transfer Document includes this contact information for a facility (SSID) when generated.

Facilities
  The facility search screens allow users to search for facilities by state, region, county, district, SSID and facility name. Each record is given a unique identifying id known as the SSID. Facility records can be updated whenever needed.
Facility Contacts
  A search for a contact at a facility can be done by entering the SSID or the unique contact ID. The type of contacts that can be associated with a facility include migrant, health, special education and GED.


State Secondary Info & Processing

NGS allows states to enter secondary courses by subject area, state graduation plans, and state graduation requirements . NGS also allows users to copy a generic list of state courses and customize the list through the assigned course code.

State Graduation Plan
  Searches for state-specific graduation plans are done by the unique plan ID or by the state code. The Plan ID or State codes make locating these plans much easier and faster for users.
State Graduation Requirements
  Members can search for state-specific graduation requirements by the unique requirements ID or by the state and graduation plan. A list of graduation requirements matching the search criteria can be viewed or updated as needed.


Student Academic Information

NGS allows educators to view, add, consolidate, and update student coursework and credits. Educators can work with unresolved credits, partial or full credits earned at their facility (SSID).

Student Graduation Information
  Members can view student graduation information to ensure the plan is being followed. This graduation information includes the designated school of graduation. The counselor at a designated school of graduation can add, update and delete graduation information as needed.
Student Course History
  All unresolved, failed and completed coursework completed by a student at any facility can be stored, updated and removed. Members can consolidate unresolved or failed course history credits earned by the student. This consolidation process makes combining partial course work easier for data entry users and helps improve the quality of the records stored on NGS.
Recommended Courses
  Recommended courses are courses that the school counselors recommend a student take to assist with their educational progress. These courses can be added for students who are enrolled in grades 8 - 12, or out of school. When the student enrolls in a course listed on the recommended course section, the course can be transferred to the actual course history screen with the associated SSID.


Student Assessments

NGS allows educators to add formal assessment, informal assessments, and Pre-K assessments as needed.

Formal Assessments
  Formal assessments are those tests for which a formal result is given, including performance-based (instructional level) tests. NGS stores formal assessment by test type.
Informal Assessments
  A list of the informal assessment records added for a student can be viewed, updated and deleted. Informal assessments indicate the student's level of English, Math, Reading, or Writing proficiency as evaluated by the teacher.
Pre-K Assessment
  An assessment record for Kindergarten or Pre-K students can be added to indicate their skill level in cognitive, psychomotor, and affective areas.
State Assessments
  NGS has begun uploading the state assessment "Texas Assessment of Academic Skills" (TAAS) test information directly from the Texas Education Agency. The TAAS measures the Texas statewide curriculum in reading and mathematics at grades 3 through 8 and the exit level; in writing at grades 4, 8 and the exit level; and in science and social studies at grade 8. Satisfactory performance on the TAAS exit level tests is mandatory to receive a high school diploma. In the future NGS will be able to upload the Texas Assessment of Knowledge and Skills (TAKS) as well as the state assessments from other states as well.


Student Health & Special Needs

For student health profiles, NGS stores records on medical alerts, medications, immunizations, and general health information (such as vision and hearing exams). Special need information such as GED, Gifted and Talented, and Special Education can also be stored.

Student Medical Alerts
  Medical Alerts are warnings of conditions and/or allergies pertaining to the student that were professionally diagnosed. These records can be added, updated or deleted in NGS as a condition or allergy changes.
Student Medications
  A list of medications taken by the student can be viewed, updated, or deleted. Information on medications related to a medical alert can also be stored in the system.
Student Health Information
  A health profile for a student can be viewed, updated, or deleted. A student health information record includes the result and date of various health exams given to the student.
Student Immunization
  NGS stores a complete history of student immunizations. Multiple records can be added on one screen for a student. NGS stores each immunization by type and includes the date of the immunization.
Student Special Needs
  A list of the special needs for a student can be stored. The types of special needs stored on NGS are GED, Special Education and Gifted and talented. Each special need includes a starting and ending date for the special need.

Reports & Transfer Documents

NGS allows members to generate student transfer documents, student reports, and Office of Migrant Education Performance reports from the New Generation System Reports screen. The reports are sent via email to the members and can be customized in Microsoft Word, Microsoft Excel, or other formats and printed locally. NGS generates reports based on the report criteria entered.

OME Performance Management Reports
  Unique Student Count Report
  The Unique Student Count report shows an unduplicated count of students by region, district or state level. NGS selects students based upon the enrollment dates and federal eligibility criteria, such as age, qualifying arrival date, and enrollment record. The report can also be generated by twelve-month eligibility or by summer/intersession eligibility criteria.
  Unique Student Count for State by District
  The Unique Student Count for State by District report shows an unduplicated student count of students for each district within a state, giving a total by district and a grand total for the state.
  Supplemental Programs Report
  The Supplemental Programs report shows a count of migrant students receiving supplemental programs that are MEP funded. This report can by run by the district, region, or state level. The report totals students for each grade level by program type.
  Gender and Race Report
  The Gender and Race report shows the number of students enrolled orwho participated in services at a facility. The numbers are broken down by gender and race and the report can be run by district, region or state. The report reflects an unduplicated count of students and totals students by category.
  Participants by Grade and Term
  The Participants by Grade and Term report shows an unduplicated count of participating students by grade within a term. The definition of a participant is a student who receives migrant funded supplemental services. This report includes a total for all grades by term and can be run by district, region and state.
  Continuation of Services
  The Continuation of Services report shows an unduplicated count and list of students whose eligibility has expired, i.e. QAD date greater than three years old. This report can be run by facility, district, region and state.
  School Wide
  The School Wide report shows a count of campuses which have had a student participate in one of the School Wide campus types. This report can be run by district, region or state.
  LEP
  The LEP report shows the migrant children who have been assigned the student designation of LEP (Limited English Proficient). This designation is used to tie students to the 'Priority for Services' report on NGS.
  Priority for Services
  The Priority for Services report shows students who either is failing or at risk of failing to meet the state's academic standards and whose education has been interrupted during the regular school year. The school districts are required in their SAS-A478 application process for migrant funds to target MEP services to "Priority for Services" students.

Student Reports
  Student Immunization
  The Student Immunization report shows a listing of students' immunizations. Since students cannot be admitted to school without the required immunizations, this report provides important information for schools to know which students have had the proper immunizations. This report can be generated for either facility or district.
  Health Screening
  The Health Screen report shows health information for students in a specific state, region, district, or campus. This report can be used to review which exams have been performed on the students. In order for a student to appear on the report, a student must have at least one health exam if the 'All Types' exam type selection criterion is used.
  Graduation Plan and Year
  The Graduation Plan and Year report shows graduation plan information for a specific district, facility or state. This report allows members to verify whether a student has been assigned a graduation plan and update their data as needed. It can be run by facility, district or state.
  Formal/Informal Assessment
  The Formal/Informal Assessment report shows a detailed listing of any assessments assigned to a student. Members can select the report criteria to show: Formal Assessments, Informal Assessments, Both Formal and Informal Assessments, or No Assessments (Formal or Informal) listed. The assessments show some level of proficiency for an exam or provide a demonstration of language proficiency for a student.
  Middle/Jr. High Course History
  The Middle/Jr. High Course History report shows a detailed listing of any courses taken by students in a selected Middle School or Jr. High School. This report shows all courses for a student in a given facility for a specified school year. This report can help verify information in the system and show a student's progression towards graduation.
  Secondary Credit for Mobile Youth
  The Secondary Credit for Mobile Youth report shows information on those students who either have credits, do not have any credits (academic or unresolved), or both within the specified school year. This information can be used to reconcile students for facility.
  Partial Credits
  The Partial Credit report shows information for students who have earned credits for a particular course, but have not completed the course. The report shows how many course hours have been completed for each course, as well as, any partial grade and credits granted.
  Comprehensive Secondary Credits
  The Comprehensive Secondary Credits report shows a detailed listing of courses taken by a student for grade levels 9-12. This information can help review the data entered for a given facility. It also shows a student's progress towards graduation.
  Individual Supplementals
  The Individual Supplementals report shows a detailed listing of all supplementals assigned to a student for a specified school year. Members can select the report criteria to show the following enrollment types: Regular/Residency Only, Summer/Intersession, and Both. This report can help verify information in the system and enable the user to ensure proper assigning of necessary supplementals.
  Retention
  The Retention report shows all students who are retained or repeating the same grade as the previous year. This report can be used to verify the information for these students is accurate and measure what percentage of retention is shown for a given area or facility. It can also helps user located the students who are repeating the same grade and provide additional training for these students.
  Duplicate
  The Duplicate Students report shows all students who may be listed in the system more than once. This report can be used to verify the information for these students and allow for consolidating the students who appear to have more than one record.
  Continuing Enrollment/Residency
  The Continuing Enrollment/Residency report shows students who are enrolled in a particular grade for a specified enrollment year. This report includes current enrollment information and blank fields for the COE# and term year information.
  Qualifying Activity
  The Qualifying Activity report shows a detailed listing of student enrollment and qualifying activity data. This report can be used to verify the information for these students and double check the qualifying activity data being stored in NGS.
  Current City
  The Current City report shows demographic data for students. This report can be used to verify address information for students.
  Special Needs
  The Special Needs report shows students who have been given a special needs classification. The special needs options are GED, Special Education and Gifted and Talented. This report is used to verify the student's special needs records.

Worksheets/Transfer Docs/TAAS Reports
  Multiple Withdrawal
  The Multiple Withdrawal Student Worksheet is used to assist with the withdrawal process. The worksheet contains students matching the requesting criteria entered. Members can select the grade level, enrollment type and enrollment year for their worksheet.
  Multiple Enrollment
  The Multiple Enrollment Student Worksheet is used to help with the enrollment process. The worksheet creates a list of students matching the requested criteria entered. The worksheet can be used in conjunction with the Multiple Enrollment component to enroll students.
  Supplemental Programs
  The Supplemental Programs Worksheet is used to assist in assigning supplemental programs to groups of students. This worksheet can be used in conjunction with the Multiple Supplemental component to assign supplementals.
  Continuing Enrollment/Residency
  The Continuing Enrollment/Residency Worksheet provides a checklist of students that can assist recruiters and educators with the enrollment process. On this worksheet, the current enrollment information is shown and several fields are included to fill in the new enrollment data.
  Student Transfer Documents
  The student transfer document is designed to provide all of the pertinent data on a student to facilitate correct grade placement. Data includes demographic, education (including enrollments, supplemental programs, and special needs), health, immunization history, course history, and medical alerts. The transfer documents can be created for students in Pre-K thru 12 grade levels.
  Missing TAAS Data from TEA Download
  The Missing TAAS Data from TEA report shows a list of students who do not have TAAS data in the download file provided by the Texas Education Agency's Student Assessment group. In order to receive TAAS scores in this download, the student files must meet two criteria. First, they must have taken the respective TAAS test. Second, the information included in NGS for the student, i.e. first name, last name, date of birth, ethnicity and sex must match the information contained in TEA's Personal Identification Database (PID).
  TAAS History Download
  The TAAS History Download Report shows a list of students containing TAAS data as received from the TEA Download file. Each student matching the entered criteria is shown along with a summary of the TAAS test scores.
  Exit Level TAAS History Download
  The Exit Level TAAS History Download report shows the students who are enrolled in the exit levels grades, e.g. 10, 11 and 12, and can be run for students with TAAS data, without TAAS data or both. This report is used to verify if exit grade level students have taken the TAAS test and received passing scores.

Data Management Reports
  District Report
  The District Report shows all enrollment lines within a specified period and allows users to verify information on student enrollments for a specified district. Users can also create a list of residency only students by selecting this enrollment type for their report.
  Campus Report
  The Campus Report displays a detail listing of students enrolled at a specified campus given the criteria entered on selection screen. This information helps to verify students enrolled in a specific campus or facility.
  Currently Enrolled Student List
  The Currently Enrolled Student List report is an online report showing a list of students currently enrolled at a facility. Unlike the other reports, this report is created instantly and the data is displayed in the Internet Browser window, ready for printing.
  Max Enrollment History
  The Max Enrollment History report shows the latest or most current enrollment line for a student within the enrollment year and grade selected. This report is useful with reconciling student enrollment information.
  End of Eligibility
  The End of Eligibility Report displays a listing of eligible students based on the generation date for an enrollment for a specified school year. In order for a student to be nearing the end of his/her 'eligibility' and appear on this report, he/she must will not have made a qualifying move within three years of the current school year or school year selected on the report.
  Grade/Age Distribution Summary
  The Grade/Age Distribution Summary Report allows users to check students for incorrect grade level and/or incorrect age entries for a particular facility. This report assists users by showing information in tabular form.
  Migrant Student Mobility
  The Migrant Student Mobility Report allows users to view information pertaining to where students are migrating to and from for a specified district or facility. This report provides a list of students by geographical areas of migration for a campus or district by the enrollment year requested. The enrollment, withdrawal, and arrival dates are also included on this report.
  Recently Mobile Migrant Students
  The Recently Mobile Migrant Student Report shows migratory patterns for students by State, Region, District or Facility. This report uses the QAD to qualify the data retrieved for the report. If a date is entered in the QAD field, then students with a QAD after that date will be included in the report. If the QAD field is left blank, then students with a QAD after 8/1 of the previous school year will be retrieved. This report lists the student's information according to the "from" and "to" data for each student.
  Alternate Student ID Number
  The Alternate Student ID Number Report shows information on student alternate student IDs by State, Region, District or Facility. The alternate student id number is the student's unique identifying number and it can sometimes be a previous student number assigned by a different database.
  Termination
  The Termination Report shows either a summary count of terminated students and a detailed listing for these students including enrollment and termination dates or a summary count of terminated students categorized by the termination reason. The report is used to verify proper assigning of termination codes and dates.
  Facility
  The Facility Report displays comprehensive facility information for each facility. This report is used to verify facility demographic information for facilities.
  Contact
  The Contact Report shows all the contacts, i.e. Migrant, Special Need, GED, Health and High School Counselor contacts for a facility. There should be only one of each contact type at a facility in the database. This report allows users to see the information listed in the database in hopes of editing the information and maintaining a current list of contacts.
  COE Family
  The COE Family Report displays most of the information include on a COE Form for a family. This report is used to verify student and enrollment information for students. This report lists students under the name placed in the "Mother's Name box" (usually the mother) when the child's data was entered into NGS.
  Unassigned Contact
  The Unassigned Contact Report shows facilities that do not have a particular contact assigned to that facility. The types of assignable contacts for a facility include Gifted and Talented, Migrant, Special Need, GED, Health and High School Counselor. Each facility in the database can have one of each contact type listed above.
  Student Monitoring
  The Student Monitoring Report shows a list of students and several components in their file. The components shown for each student are Course Histories, Immunizations, State Assessments, Graduation Plans and Alternate IDs. This report shows a snapshot of records existing for each student. It is used to determine where insufficient data exists in selected student records.
  BiNational
  The Bi-National Report shows a list of students who were born in a country other than the US or who have made a move from another country other than the US. This report helps tracks students from another country or students who migrate from another country.
Report Generator
  The Report Generator is a wizard that allows users to create customized reports. Users have the flexibility of selecting NGS tables and fields to create their own reports. Once the report is submitted, it is emailed to the user via the NGS scheduler internet email system.

Administrative Functions

  Consolidating Students
  The Consolidating Students screen allows administrators to merge student records within the NGS system. This process is performed when duplicate records are discovered. The only users eligible to merge student records are the NGS Technical Support Staff.
  User Monitoring Report
  The User Monitoring Report screen allows administrators to create a monitoring report by state, region or district. This report shows the number of records that were added or updated by the user ID entered. If a user ID is not entered, a summary of records that were added or updated by users in the state, region or district you've entered will be shown. This report is used to determine how many records each user is adding or updating.

Last Modified: 12/04/2020