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How NGS Works
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Frequently Asked Questions
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
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Dynamic interaction - Data is stored in the NGS
database and immediately available to users. The data in NGS is
the most current data available.
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Performance speed - Response time via the
Internet is very fast. NGS users do not experience
delays in receiving information.
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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
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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.
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Student Information
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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.
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Alternate Student ID
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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.
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Electronic Certificate of Eligibility (ECOE)
NGS has added the ability to add Student data using a web browser, both Online and Offline.
ECOE Online
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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.
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ECOE Offline
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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.
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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
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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.
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Family Enrollment
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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.
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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.
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Multiple Enrollment/Withdrawal/Termination
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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.
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Students/Supplemental Programs
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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.
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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
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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.
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Facility Contacts
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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.
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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
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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.
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State Graduation Requirements
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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.
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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
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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.
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Student Course History
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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.
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Recommended Courses
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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.
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Student Assessments
NGS allows educators to add formal assessment, informal assessments,
and Pre-K assessments as needed.
Formal Assessments
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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.
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Informal Assessments
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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.
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Pre-K Assessment
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An assessment record for Kindergarten or Pre-K students can be added to indicate
their skill level in cognitive, psychomotor, and affective areas.
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State Assessments
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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.
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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
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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.
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Student Medications
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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.
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Student Health Information
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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.
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Student Immunization
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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.
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Student Special Needs
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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.
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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
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Unique Student Count Report |
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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.
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Unique Student Count for State by District |
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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.
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Supplemental Programs Report |
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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.
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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.
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Participants by Grade and Term |
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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.
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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.
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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.
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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.
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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.
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Student Reports
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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.
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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.
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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.
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Formal/Informal Assessment |
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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.
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Middle/Jr. High Course History |
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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.
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Secondary Credit for Mobile Youth |
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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.
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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.
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Comprehensive Secondary Credits |
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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.
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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.
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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.
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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.
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Continuing Enrollment/Residency |
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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.
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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.
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The Current City report shows demographic data for students. This report can be
used to verify address information for students.
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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.
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Worksheets/Transfer Docs/TAAS Reports
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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.
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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.
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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.
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Continuing Enrollment/Residency |
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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.
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Student Transfer Documents |
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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.
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Missing TAAS Data from TEA Download |
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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).
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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.
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Exit Level TAAS History Download |
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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.
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Data Management Reports
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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.
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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.
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Currently Enrolled Student List |
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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.
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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.
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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.
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Grade/Age Distribution Summary |
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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.
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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.
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Recently Mobile Migrant Students |
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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.
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Alternate Student ID Number |
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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.
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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.
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The Facility Report displays comprehensive facility information for each
facility. This report is used to verify facility demographic information
for facilities.
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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.
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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.
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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.
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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.
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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.
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Report Generator
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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.
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Administrative Functions
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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.
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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.
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Last Modified: 12/04/2020
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