NGS and MSIX Training 2020-2021...reports and technical issues. Monday thru Friday 8:00 AM – 4:30...

©2020 Region One Education Service Center

2020-2021NGS and MSIX Training

Texas Data Management Requirements Manual

DIVISION OF INSTRUCTIONAL SUPPORT | OFFICE OF SCHOOL IMPROVEMENT, ACCOUNTABILITY AND COMPLIANCE | MIGRANT EDUCATION PROGRAM


Training Personnel

Data Management Technical Assistance

Purpose

2


Objectives

Role of the ESC

NGS & MSIX Accounts

Documentation Process

Manual Review

3


Virtual Norms

❏ Check in - Workshop # - 155060Code: Migrant

❏ Stay on MUTE❏ Enter questions on CHAT.

4

https://apps.esc1.net/ProfessionalDevelopment/RegionOne/Home/SearchWorkshops?criteria=155060


Agenda 10:00 AM - 2:00 PM

Role of the ESC

August - December

January - February

March - May

May - August

5


● Provide training on NGS/MSIX to Region One districts.

● Region One Education Service Center Migrant Help Desk provides support with encoding of NGS data, reports and technical issues.

● Monday thru Friday 8:00 AM – 4:30 PM.Priscilla Olivarez [email protected] (956) 984-6107

Role of ESC MEP

6

mailto:[email protected]


NGS Hands On Training

For new employees, 1 ½ daysPrerequisite: NGS Oath

NGS Overview Year activities with focus on 1st semester

NGS Follow-Up 2nd semester activities

NGS End of Year Close the year activities

NGS Summer Project SMART

NGS Custom Certain activities, e.g., grades or immunizations

ESC NGS Trainings

7


● TEA MEP, p. iv● State NGS/MSIX Review Team, p. iv● Table of Contents, p. v● Required School District Activities Chart. 3-6● Required Data Entry Activities pp. 7-87● NGS Responsibilities and Documentation, pp. 88-92● NGS Quality Control Checklist, 93-99● Resources, pp. 101-122

NGS/MSIX Manual Overview

8


Icons Used in the Manual

9


● It is recommended that all data entry documentation related to the COE, including residency verification, be kept on file with the fiscal agent for two years (current and previous)

● All other documentation (forms, reports, etc.) used for encoding data on NGS must be kept on file until the end of the current school year.

● LEAs should also follow their local records retention policy when determining the retention and disposition of NGS records.

● All discarded documentation should always be shredded because of confidentiality.

● MSIX Applications for 3 years

Documents Retention

10


August - December

11


1. Obtain Data Source5. STAMP ENTERED

2. STAMP RECEIVED4. Review Accuracy of data entry

3. Enter Data on NGS

DATA ENTRY

Sample Data Entry Procedures

NGS Checklist

12

https://drive.google.com/file/d/1IzmE-bizHQKZmFFMytinBBdJOSZK8DLq/view?usp=sharing

https://drive.google.com/file/d/1IzmE-bizHQKZmFFMytinBBdJOSZK8DLq/view?usp=sharing

https://drive.google.com/file/d/1-9uOWNfnTUELIVPke-ONcjTdusQ0vBc9/view?usp=sharing


Personnel Requirements Timeline

District NGS Data Specialist(s) responsible for data entry

Supporting documents must be readily available for scheduled review.

By the last working day of May

Note:● Filing systems may vary.● It is the responsibility of the Migrant Supervisor to review the NGS Quality

Control Checklist and make adjustments to internal district processes to ensure that documentation is being received and entered on NGS.

NGS Quality Control Checklist

13


Migrant Staff Time Requirement

All personnel sharing NGS/MSIX responsibilities

By October 1 or as determined by TEA

Note: ● Please ensure registration and completion of evaluation in

order to receive ESC certificates.● ESC must submit staff development to TEA MEP upon

request.

NGS/MSIX Training

14


NGS

● All individuals with Full Access

● Sharing of NGS usernames and passwords is not permitted

● Accounts are deactivated after 9 consecutive months of inactivity.

MSIX

● All individuals with MSIX Access

● Sharing of MSIX usernames and passwords is not permitted

● Accounts are disabled after 9 consecutive months of inactivity.

NGS/MSIX Accounts

15


NGS Accounts

16

● Email [email protected] for active accounts that require resets.

● Complete the NGS Oath and submit to your ESC Specialist for deactivated accounts.

NGS OathDeactivated after 9 months of inactivity.


https://drive.google.com/file/d/1x9Cm6Q7K5QghYLRCn-JSxt8lrkTadWJ8/view?usp=sharing


MSIX Account

17

Reset Your Own Account

Active90 Days from

activation or reset

Locked3 unsuccessful

attempts

Expired91-120 Days from activation or reset

Have you answered your Challenge Questions?


MSIX Account Password Reset

18

1 2 3


MSIX Account Reset

19

4

5

6

MSIX Account ChangeOne-Time Password (OTP) MSIX Link


MSIX Account Reset

20

7


MSIX Accounts

21

Complete the MSIX Application and submit to your ESC Specialist for disabled and deactivated accounts.

MSIX Application Part IMSIX Application Part II

After 4 months of inactivity

Disabled121 Days from activation

or reset

Deactivated1 Year after disabled or manually deactivated

For Password Reset with Challenge QuestionsEmail [email protected]


I need help before we move on.

I almost have this but need some help before we move on.

I got this down and am ready to move on.

Quick Check

Note: MSIX accounts have been submitted to TEA for processing.

22

https://drive.google.com/file/d/1SYjZlhYV2aCKeIRXLREDQ32GPXyqDNw8/view?usp=sharing

https://drive.google.com/file/d/1D4RdSsU6QjnjVWt6csyGytwblZ7Ku-zf/view?usp=sharing



Required Activities

Grade Level Submission to NGS Office

Data Entry Timeline

Existing COEs All continuing enrollees and non-enrollees who do not have a new QAD

By October 1

Within 5 working days after receipt of enrollment data

New COEs/ ECOEs

All enrollees and non-enrollees who have a new QAD

Within 7 working days of parent signature date for new COEs

Within 5 working days after reviewer signature date of new COEs

Note:● COEs and SDFs with a revision date of March 2019.● A student must have at least one day of eligibility when school begins in order for the

NGS Data Specialist to encode a regular or residency only enrollment on NGS.

Enrollments

23


Regular R Regular school term or year round school.

Summer S MEP-funded summer school program.

Intersession I MEP funded intersession program at a year-round school.

Residency Only P Non-enrolled migrant children

Enrollment Types

24


Regular (R)

Residency Only (P)

Campus

ABB

Other District, Charter, Early Childhood Program or HSE

Not Enrolled Anywhere

● September 1 - August 31

● NGS Enrollments must follow children from campus to campus.

● Nightly uploads at 6 PM to MSIX.

25


❏ECOE Enrollment

❏Individual Enrollment

❏Family Enrollment

❏Multiple

Enrollment Methods

26


1. In what situations may districts contact the NGS/MSIX Helpdesk?

Eligibility Scenarios

1

NGS Password Resets

2

MSIX Account Resets

3

2 and 3

4

27


2. COEs may be entered on NGS using the following METHODS:

Multiple EnrollmentA

ECOEB

Individual EnrollmentsC

All of the aboveD

28


Sample Late Enrollment Process

Out of State Transcript

Update Course History

Check Box on History ID

6

Receive Grades

Obtain transcript

5

Coordinate with Counselor

Collaborate with counselor for transcription of coursework

4

MSIX Course History

Review Course History for evidence of courses or credit granted out of state Send MSIX Data Request via MSIX.

3

MSIX Move Notification

Send Move Notification via MSIX “Your student has recently moved to our area.”

2

NGS Enrollment

Chid(ren) enrolled on NGS via COE or ECOE.

1

29


Take Print Screen and Save/File

Submit Move Notification of

Arrival on MSIX

Identify sending district

Child has been recruited

MSIX Move Notifications- Arrivals

30


MSIX Move Notification-Arrival

MSIX #s are: 190091287873, 298765432576, 543765123098. Contact our migrant office at 956-222-3344 for further information.

Sender may include:● MSIX #s● NGS #s● Phone #s● Addresses

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● Grades and/or withdrawal Grades

● Immunizations

● Recommended Courses

● Special Needs

● Graduation Plans

● State Assessments

MSIX Data Requests

32


MSIX Data Request

Grades and recommended courses for the following students: 190091287873, 298765432576, 543765123098 are needed. My office phone is 687-432-1567.

Sender may include:● MSIX #s● NGS #s● Phone #s● Type of data needed.

33


Coordinate with counselor to flag students who bring out of State grades and/or credits.

Out of State Transcript

X

34


NGS and MSIX Merging ProceduresDistrictEmail Duplicate NGS/MSIX #s to ESC

1

ESCReview and Forward to NGS/MSIX Helpdesk

2

NGS/MSIX HelpdeskConduct Merge and Reply to ESC

3

ESCEmail Corrections to LEA

4

DistrictMake corrections on COE

5

35


3. What information can be included in the Comment Box when sending an MSIX Move Notification?

NGS and MSIX NumbersA

Social Security NumbersB

Parent phone numberC

A and CD

36



Data Entry Timeline

All identified migrant enrollees and non-enrollees

By November 1 for existing COEs with Section H completed for the current reporting period;

For new COEs completed during the current school year, within 5 working days of parent signature date

Within 5 working days after receipt

Residency Verification

New COE/ECOE: Section F

37


Continued Residency COE: Section H

P2s Turning P3: SDF

Contact Log

Residency Verification

38



Data Entry Timeline

Enrolled P3-12 Within 2 working days after early withdrawal

Within 1 working day after receipt of early withdrawal data

Early Withdrawals

39


Data Source GL In District Out of District

District Withdrawal Transfer Form

PK- 5 Withdrawal Date ONLY

▪ Withdrawal Date▪ Special Needs▪ Immunizations▪ Supplemental Services▪ State Assessments▪ At Risk of Non-Promotion


6-8 Withdrawal Date ONLY

▪ Withdrawal Date▪ Special Needs▪ Immunizations▪ Supplemental Services▪ State Assessments▪ At Risk of Non-Promotion▪ Recommended Courses

Early Withdrawals

40


Data Source GL In District Out of District


9-12 Withdrawal Date ONLY

▪ Withdrawal Date▪ Special Needs▪ Immunizations▪ Supplemental Services▪ State Assessments▪ At Risk of Non-Promotion▪ Not On Time for

Graduation▪ Recommended Courses▪ Withdrawal Grades▪ Clock Hours

Early Withdrawals

41


Sample Early Withdrawal Process

MSIX Move Notification

Send Move Notification via MSIX

5

Other Early Withdrawal

Data

Update student record.

4

Other Early Withdrawal

Data

Scan NGS for missing data.

Request Data from counselor or district designee.

3

NGS Transfer Document/ MSIX CSR

Copies to family/students. Receiving district information.

2

NGS Withdrawal

Enter withdrawal dates for all children.

1

42


Sender may include:● MSIX #s● NGS #s● Phone #s● Addresses

MSIX Move Notification - Departing

MSIX #s are: 190091287873, 298765432576, 543765123098. Parent may be contacted at 956-222-3344.

44


4. What is the final step when conducting anEarly Withdrawal?

Request withdrawal grades A

Print Transfer Document and Consolidated School RecordB

Send a Move Notice on MSIXC

Withdrawal from NGSD

45


5. Which of the following statements is not true?

District personnel may send MSIX Move Notifications

1

Parents may request the MSIX Consolidated Student Record (CSR)

2

Other states may request COE Copies

3

ESCs may train personnel on the use of the MSIX CSR

4

46


MSIX Response Process

47


MSIX Response Process Tasks By Email

● Receives Data● Review and Reply ● Review and Forward to District

2 ESC

● Review and Research ● Conduct Recruitment and Reply to ESC ● Enter NGS Academics and Reply to ESC

3 District

● Receive Outcome ● Forward Outcome to State Helpdesk ● Maintain evidence on File

4 ESC

● Received Outcome● Forwards to Requestor● Ticket is closed

5 State NGS/MSIX Helpdesk

● Move Notifications ● Data Requests ● Parent/OME Requests

1 State NGS/MSIX Helpdesk

48


MSIX Response TimelineMove Notifications

10 Days

Academic or Health Data

5 DaysRemember

49


MSIX Response Timeline - ParentDistrict

Within 30 Calendar Days & update records within 3 Days

District to Other State

Within 4 working days

OME

Within 10 working

Days

Other State to Texas

Within 10 Working

Days

50


6. Which of the following statements is not true?

Sending MSIX Move Notifications is the same as the Response Process

1

Districts have a timeline to respond to MSIX Requests.

2

51


2 Min Break

52



Data Entry Timeline

OS Within 10 working days after notification

Within 5 working days after receipt.

Out of School Youth (OSY)

High School AgedLacks US

HS Diploma

Lacks HSE Certificate Work

53


1

2 3

OSY PROFILE

54


Supplemental Programs/Designations

X1

OSY Profile

OSY Designations

Student Designation Report

55

https://drive.google.com/file/d/1jniPSsSpwsFS0QCMxXKBoGTpz2pAPIPI/view?usp=sharing

https://drive.google.com/file/d/1jniPSsSpwsFS0QCMxXKBoGTpz2pAPIPI/view?usp=sharing


2

OSY Special Needs - HSE/HEPOSY Profile Special Needs

Special Needs Report

56


OSY Dropout Recovery

3

OSY Profile Supplemental Programs/Designations

2

Individual Supplemental Programs Report

57


Add a new enrollment line.Do not update the OS line.

OSY NGS Enrollment Lines

HSE High School

58


7. What NGS Report can we run to conductOut of School Youth quality checks?

MOSYSA

Individual SupplementalB

OSY ReportC

OSY ProfileD

59


Grade Level Requirement Time Requirements

K-12 Request and print Priority for Service Report on a monthly basis, including summer months

Deliver report to MEP Coordinator, on a monthly basis, for dissemination to appropriate personnel

Note: ● NGS Clerk must request PFS Report for all facilities by “All

Types.”● To ensure that PFS Reports are being requested, also

request the PFS Tracking Report.

Priority for Service (PFS)

60


Priority for Service (PFS) Criteria

K-3 3-12 AND UG 7-12, OS AND UG

Qualifying Move During the Previous or Current Reporting Period



Plus (+) 1 of the following Plus (+) 1 of the following Plus (+) 1 of the following

● LEP/EL● Overaged● Retained

● Failed● Absent● Exempt● Not Enrolled● Not Tested ● At Risk of Failing

● Drop out Indicator

PRIORITY FOR SERVICES—In providing services with funds received under this part, each recipient of such funds shall give priority to migratory children who have made a qualifying move within the previous 1-year period and who— are failing, or most at risk of failing, to meet the challenging State academic standards; or have dropped out of school.

61


Submit to Migrant Administrator

Timeline

Request and Print at the end of each semester

Within 5 days of receipt

Need Distribution Log

Two Requirements1) Review and confirm students on report.2) Encode Service Reason for expired QADs.

Continuation of Services

62


31 2

Continuation of Services Report - 1

63


Continuation of Services Report - 1

If expired before 1st day of school, request line deletion from ESC Specialist.If not expired before 1st day of school, line remains. Add COS reason.

Look For: QAD expired before 1st day of school.

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Report Submission to NGS Office

Data Entry Timeline

Unique Count 5 Days before end of semester

Within 5 days of receipt

21

3

Continuation of Services - 2

For students who termed during the semester, select a Continuation of Services Reason.

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Data Entry Timeline

K-12 Enrollees By the last working day of October or 5 working days after initial enrollment

Within 5 working days after receipt of LEP information

Limited English Proficient (LEP)

66


Limited English Proficient (LEP)

1 2

67

3



Data Entry Timeline

9-12 By October 1 or 10 working days after initial enrollment

Within 5 working days after receipt of graduation plan information

Graduation Plans

68

©2020 Region One Education Service Center 69

Graduation Plans

1 2 3



Data Entry Timeline

All migrant children As provided or by June 30 As soon as supplemental data is provided or by July 31

Supplemental Program Data

ESC Recommendation:Wait on forthcoming TEA Clarity

70



Data Entry Timeline

Enrollees 9-12 Within 5 working days after enrollment, receipt of updated records or completed partial work

By January 31 or 5 days after receipt.

Missing Credits and Withdrawal Grades

ESC Recommendation:Request the first week of December.

71


21 3

Partial Credit Report

Guiding Question:Did child complete coursework during summer?

72


8. Which of the following statements is NOT TRUE?

If a high school student withdraws early, there is no need to enter withdrawal grades.

1

If a child is identified as migrant in his/her junior year, enter entire transcript on NGS.

2

If a high school student withdraws early, withdrawal grades must be entered.

3

Partial grades should be cleaned up so that students do not duplicate courses.

4

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9. Will a child who is 2020 EXEMPT with a 06/18/20 QAD appear on the PFS Report?

YES

1

NO

2

74



January-February

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Data Entry Timeline

Enrollees 9-12 Within 5 working days after end of Fall Semester

By the last working day of February

Secondary Credit Fall Semester Grades

77



Data Entry Timeline

Enrollees K-12 Request Alternate Student ID Number Report by February 1

By the last working day of February

Note:● Enter both SUID and PEIMS.● Do not change or alter PEIMS numbers.

Alternate Student ID Number

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Data Entry Timeline

High school-aged youth (14-21) not enrolled in school

Within 10 working days after notification

Within 5 working days after receipt.

Notes: ● Flag Dropout with a dropout date on the history line

in which the student officially dropped out of school.● Request PDM1-124-002 Dropout Roster

Dropout Indicator

79


10. Which alternate ID number should be entered on NGS?

Student IDA

Student Unique IDB

B and DC

PEIMS NumberD

80


March - May

81


Submit to ESC Data Entry TimelineBetween March 1 and June 1 Within 5 working days after receipt

District NGS has no access. ESC updates facilities.

Facility Updates

82


Facilities Submission to NGS Office Data Entry Timeline

ALL Between March 1 and June 1 Within 5 working days after receipt

Note: ● All facilities must have the Migrant and Summer MIgrant

Contacts.● Contacts cannot be deleted; they can only be updated.● Request and print the Contact Report by All Types.● There are 10 Contact Types.

Contact Information

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Data Entry Timeline

Migrant students enrolled in grades P3-12

Within 2 working days after early withdrawal or by March 1

Within 1 working day after receipt of early withdrawal data; or by April 15

Medical Alerts and Immunizations

84



Data Entry Timeline

All migrant children who have a special need

By May 1 Within 5 working days after receipt of Special Needs

Note:● 4 Designations: G/T, Special Education, HSE and HEP.● Need a Contact ID and a start date.● Special Needs are only entered once for each child per district.● SPED requires IEP on File Checkbox● NEW! 504 Indicator Box

Special Needs

85


11. The ESC Specialist must conduct which data entry activity on the district’s behalf?

Special NeedsA

Medical AlertsB

Facility UpdatesC

Contact InformationD

86


May - August

87



Data Entry Timeline

Enrolled P3-12 Within 2 working days after early withdrawal

Within 1 working day after receipt of early withdrawal data

End of Year Withdrawals

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Data Entry Timeline

K-12 Enrollees Within 5 working days after end of school year


At-Risk of Non-Promotion

89



Data Entry Timeline

Enrollees 9-12

Within 5 working days after end of school year


Notes: Definition: Students in grades 9-12 who do not have the necessary credits to be promoted to the next grade level, regardless of summer school participation.

● It is not necessary to check the Not On-Time for Graduation checkbox for a student who has graduated.

● For high school students only, this data source can also be used for At Risk of Non-Promotion.

Not On-Time for Graduation

90



Data Entry Timeline

Migrant children of any age

Within 10 working days after notification


Note:● 4 Types: HSE, Graduated, Deceased, Parent Request

● Data source must include signature, title and date.

● Graduating seniors need to be terminated and withdrawn.

Termination Reasons

91



Data Entry Timeline

Enrollees 9-12 Within 5 working days after end of Spring Semester


Note: Use Transcripts. Consolidate and add GPRA - Has Algebra I Box as needed.All coursework for GL 9-12 must be updated including newly identified students.

Secondary Credit Spring Semester Grades

92



Data Entry Timeline

Enrollees 8-11 Within 5 working days for end of Spring Semester


Recommended Courses for Fall Schedule

93



Data Entry Timeline

Enrollees 3-12 Request state assessment results by June 1

For all districts: within 10 working days after receipt of state assessment results

Note: ● District Specific Testing Calendar for testing dates.● If the calendar is not available, district notification letters with specific dates

are acceptable documentation.● NEW! EOC Data Entry Change

State Assessments

94



Data Entry Timeline

Enrollees 6-8 Within 5 working days after end of school year


Notes:● Only end of year grades are entered. ● “n/a” is selected for credit granted unless the course(s) are high school

credit bearing.● DO NOT select 0, .5 or 1 for credit granted- even though report card may

reflect this information.

Regular Term Coursework for Grades 6-8

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12. What should happen if End of Year Activities are not finalized within the timeline?

Print last year’s data and place it in quality control files. ESC will not notice.

1

Nothing. If left alone, no one will notice.

2

Continue to conduct data entry until completed.

3

Pass the data entry to the ESC.

4

96


Summer Activities

97


Required Activity

Grade Level

Submission to NGS Office

Data Entry Timeline

Summer Enrollments

Enrollees and non-enrollees grades P3-12

For Existing COEWithin 2 working days after initial summer enrollmentFor New COEWithin 5 working days of parent’s signature date

For Existing COEWithin 2 working days after receipt

For New COEWithin 2 working days after receipt

Summer Withdrawals

Enrollees and non-enrollees

For Early Withdrawals Within 2 working daysFor End-of-Summer Withdrawals Within 5 working days after the end of summer program

For Early WithdrawalsWithin 1 working day after receiptFor End-of-Summer Withdrawals Within 5 working days after receipt

Summer Program Data

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Required Activity


Data Entry Timeline

Summer Program Assessments (Project SMART)


For Early WithdrawalsWithin 2 working days

For End-of-Summer TermWithin 5 working days after the end of summer program

For Early WithdrawalsWithin 1 working day

For End-of-Summer TermWithin 5 working days after receipt

Summer Supplemental Program Data


Within 5 working days after end of summer/intersession services

Within 2 working days after receipt of supplemental program data

Summer Academic and Health Data


For Early WithdrawalsWithin 2 working days for secondary students taking credit coursesFor End-of-Summer Term Within 5 working days after theend of summer program

Within 2 working days after receipt of academic and health data

Summer Program Data

99


13. Which of the following statements is TRUE?

Supplemental Services provided during summer months do not have to be entered on NGS.

1

Supplemental Services provided during summer months do have to be entered on NGS.

2

100


Coming Soon!

MPO Assessment Data Entry

MPO Supplemental

Services Data Entry

101


Region One Migrant Education ProgramMartha I. Hinojosa, MBA Director of Migrant Education 956-984-6240 [email protected]

Maria Elena Cortez, M. Ed. Migrant Program Specialist 956-984-6252 [email protected]

Denise Anaya, M. A. Migrant Program Specialist 956-984-6187 [email protected]

Julissa Sandoval, M. Ed. Migrant Program Specialist 956-984-6255 [email protected]

Tana Armitage, M. Ed. Migrant Program Specialist 956-984-6248 [email protected]

Gracie Avila, M. Ed. Migrant Program Specialist 956-984-6194 [email protected]

Raquel Padilla Migrant Program Assistant 956-984-6218 [email protected]

Dalia Barbosa Migrant Program Assistant 956-984-6166 [email protected]

Beatriz Garcia Migrant Recruiter 956-984-6107 [email protected]

Priscilla Olivarez NGS Clerk 956-984-6107 [email protected]

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Denise [email protected]

Tana [email protected]

Maria Elena [email protected]

Julissa [email protected]

Gracie [email protected]

Edcouch-ElsaEdinburgLa FeriaRomaMcAllenLasara

Brooks CountyDonnaMercedesMonte AltoRio Grande CityRio HondoSan BenitoValley View

BrownsvilleHarlingenLyfordPSJARaymondvilleSanta MariaSharylandUnitedVanguard

HidalgoLa JoyaLaredoLa VillaMissionProgresoWeslacoZapata

Los FresnosPoint IsabelSouth TexasSan PerlitaSanta Rosa

District Assignments

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NGS and MSIX Training 2020-2021...reports and technical issues. Monday thru Friday 8:00 AM – 4:30...

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Transcript of NGS and MSIX Training 2020-2021...reports and technical issues. Monday thru Friday 8:00 AM – 4:30...