# MSIX User Access Guide and Application

### December 2007 Page i **DEPARTMENT OF EDUCAT ION**  

# MSIX User Access **Guide and A pplica** 

**tion Ju**  **ly 20XX**

**“MSIX IS ONLY AVAILA BLE TO AUTHORIZED US**  **ERS”**

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# Ta **ble of Contents**  **MSIX Application Procedure Overview ................................**  **................................ ....**  **3 MSIX Account Creation Hierarchy**  **................................ ................................**  **............ 4**  **1) Applicant Process ................................**  **................................ ...............................**  **5** Obtain Application ................................ ................................ ................................ ... 5 Complete Application ................................ ................................ ............................... 6 Application Information ................................ ................................ ..................... 6 MSIX Account Information ................................ ................................ ................. 7 Signature ................................ ................................ ................................ ........ 7 Submit to Verifying Authority ................................ ................................ ................... 8 **2) Verifying Authority Process ................................**  **................................ ................**  **9** Verify Applicant Identity and User Role ................................ ................................ ...... 9 Complete Verifying Authority Portion of Application ................................ ..................... 9 Signature ................................ ................................ ................................ ...... 10 Applicant Submits Application ................................ ................................ ................. 10 **3) Approving Authority Process ................................**  **................................ ............**  **11** Review Complete Application ................................ ................................ .................. 11 Signature ................................ ................................ ................................ ...... 12 Next Steps ................................ ................................ ................................ ........... 12 **User Application for Access to MSIX ................................**  **................................ ......**  **13**

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# MSIX A **pplica tion Pr**  **ocedur e Ov**  **er view**  The MSIX Application Procedure is composed of three processes: Applicant, Verifying Authority, and Final Approving Authority. These processes are discussed in further detail in this guide to provide the steps for obtaining access to MSIX. 

# Ro **les in A pplica** 

**tion Pr ocedur**  **e** The following key players participate in the Application Procedure:

 **Applicant**

 the potential user requesting access to MSIX

 **Verifying Authority**

 the Applicant’s direct supervisor or an indivi dual that is above the direct supervisor in an official reporting structure who verifies the Applicant’s identification, attests to their need for an MSIX account, and confirms the Applicant has the right level of access

 **Final Approving Authority**

 the Sta te or Regional User Administrator who gives final approval and creates the Applicant’s account Each of the roles plays a critical part in the application process. The “User Application for Access to MSIX” application form is also included at the end of th is guide. 

# Ap **plica tion Pr**  **ocedur e**  The steps below outline the complete application process: **STEP 1: Applicant Information**  The Applicant completes the Applicant Information and signs the form (see page 13).  The Applicant forwards the form to a Verifying Auth ority. This should be the Applicant’s direct supervisor or an individual that is above the direct supervisor in an official reporting structure. The Applicant must provide appropriate identification (such as state/district identification badge, passport, driver’s license, etc.) to verify their identity. **STEP 2: Identification Verification and Attestation**  The Verifying Authority completes his/her own information, reviews the entire application for completeness and accuracy, confirms the Applicant’s identif ication, attests to the Applicant’s need of an MSIX account, and confirms the right level of access.  Upon completion, the Verifying Authority returns the form to the Applicant. **STEP 3: Forward Form to Approving Authority**  The Applicant locates his/her Sta te/Regional Authority for final approval by going to the MSIX website: http://msix.gov .  The Applicant clicks on the link labeled ”How Do I Get An Account?” to access the contact information for their state.  The Applicant fo rwards the form to the State/Regional Authority for final approval.

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**STEP 4: State/Regional Authority Approval**  The State/Regional Authority reviews the Applicant and Verifying Authority portions of the application for completeness, completes his/her own in formation, signs the form, and files it in his/her local records.  The State/Regional Authority creates an MSIX account for the Applicant.  The Applicant receives two emails: one with his/her MSIX User Name and the other with his/her initial Password. 

# MSIX **Account Cr**

**ea tion Hier** 

**ar ch**  **y** The figure below displays the account creation hierarchy within MSIX. The OME User Administrator is responsible for creation and maintenance of the State User Administrators. The State User Administrators role differs dependin g on the use of the MSIX regional structure. If a state does not use the Regional User Administrator role, then the State User Administrator is responsible for the creation and maintenance of all additional roles.**C r** **e a** **t e** **s**

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# 1) A **pplica nt Pr** 

**ocess Obtain A**  **pplica**

**tion** Applications for access to MSIX can be obtained through the MSIX Sign In screen (msix.ed.gov). No login is required and the application form is downloadable from the How Do I Get an Account? link.

**1**

**2**

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# Complete A **pplica**

**tion** The form is a guideline created to help states with the user registration process. If this form is used, it must be completed in its entirety. The form below displays all of the fields to be completed by the applicant: 

## Applicant Information  Complete the applicant information below and sign the form.  Forward the form to a Verifying Authority. This should be your direct supervisor or an individual that is above the direct supervisor in an official reporting structure. Provide appropriate identificati on information. First Name Last Name Title Work Address Street City State Zip Work Email Work Telephone XXX- XXX- XXXX



##   Ext. Region (if applicable) School District (if applicable) **MSIX Account Information** MSIX Role(s) MSIX Primary User MSIX Secondary User Regional User Administrator State User Administrator District Data Administrator Regional Data Administrator State Data Administrator State Region Administr ator **Signature** I certify that this information is accurate and complete to the best of my knowledge. I will only use MSIX in accordance with the MSIX Rule s of Behavior. Signature: _________________________________________________ Date: ______________________ 

# Application Infor **ma**

**tion**

 **First Name** and **Last Name** 

 the legal name of the individual requesting access to MSIX 

###  **Title**

 the applicant’s job title o r description such as Teacher, Guidance Counselor, or Student Registrar 

###  **Work Address**

 the street, city, state and zip code of applicant’s workplace 

###  **Work Email**

 the applicant’s workplace email address 

###  **Work Telephone** 

 the applicant’s workplace telephone number The address, email, and telephone number provided on the application may be used to contact the applicant about MSIX matters.

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# MSIX Account Inf

**or mation** 

 **Region** and **District**

 the region and district where the applicant works Both fields are option al for roles that are not region or district specific; not all states have a regional structure. 

###  **MSIX Role**

 the desired MSIX user role(s)

 see Table 1, “MSIX User Roles and Responsibilities.” 

# Signatur **e**  **Signature**

 the applicant’s certification that t he information provided is accurate and complete 

###  **Date**

 the date the applicant signed the application Once an MSIX user account has been created, the user can update their phone number and password using the **My Account** page in MSIX. Users will need to co ntact a User Administrator to make any other changes to their account, such as changes to their name, work address, or email address. **MSIX User Roles and Responsibilities User Role**  **Description Functions Allowed**  **Potential Users State User Category**  MSIX P rimary MSIX Primary Users can query

student records in all states. This role can also initiate the merge and split process for student records in their state.  Search, display, and print student records  Ex port a student record to a file for load into a state system  Email notification of a student arrival  Initiate merge and split of student records  Guidance Counselors  MEP Data Entry Staff  Recruiters  Registrars  Teachers

MSIX Secondary MSIX Secondary Users can query

student records in all states.  Search, display, and print student records for students in all states  Email notification of a student arrival  Guidance Counselors  MEP Data Entry Staff  Recruiters  Registrars  Teachers State Data Administrator State Data Administrators can

validate or reject near matches, merges and splits of student records. The role can initiate the merge and split process for student records in their state. This role can also resolve data quality issues an d serve as the primary point of contact for escalation issues.  Search, display, and print student records  Ex port a student record to a file for load into a state system  Email notification of a student arrival  Initiate merge and split of student records  Gen erate Data and Information Ex change Reports  Initiate merge and split of student records  Validate or reject record near matches, merges and splits  Resolve data quality issues  Respond to escalation requests  State MEP Administrators  MEP Data Entry Staff

### July 20XX Page 8 **MSIX User Roles and Responsibilities User Role**  **Description Functions Allowed**  **Potential Users** Reg ional Data Administrator Regional Data Administrators can

validate or reject near matches, merges and splits of student records. The role can initiate the merge and split process for student records in their state. Thi s role also serves as the secondary point of contact for escalation issues.  Search, display, and print student records  Ex port a student record to a file for load into a state system  Email notification of a student arrival  Initiate merge and split of studen t records  Generate Data Reports  Initiate merge and split of student records  Validate or reject record near matches, merges and splits  Resolve data quality issues  State MEP Administrators  MEP Data Entry Staff

District Data Administrator District Data Administrators can

validate or reject near matches, merges and splits of student records. The role can also initiate the merge and split process for student records in their state.  Search, display, and print student reco rds  Export a student record to a file for load into a state system  Email notification of a student arrival  Initiate merge and split of student records  Initiate merge and split of student records  Validate or reject record near matches, merges and splits  Re solve data quality issues  State MEP Administrators  MEP Data Entry Staff

State Region Administrator State Region Administrator establishes

and maintains the regional structure and associated districts for states that choo se to use regions.  Enable and disable regional structure  Create new regions  Associate districts to regions  Edit regions  State identified

State User Administrator State User Administrators establish

and manage user accounts for users in their state.  Create user accounts  Assign role(s)  Update user account information  Deactivate user accounts  Reset passwords  State identified

Regional User Administrator Regional User Administrators establ ish

and manage user accounts for users in their region.  Create user accounts  Assign role(s)  Update user account information  Deactivate user accounts  Reset passwords  State identified



### Table 1 – MSIX User Roles and Responsibilities 

# Submit to V

**erifying A**

**uth ority**  The identity of MSIX Applicants should be verified and the type of MSIX access requested must be reviewed. The Applicant’s direct supervisor or an individual that is above the direct supervisor in an official reporting structure should perform the i dentity verification and application review. Further, they attest to the Applicant’s need for MSIX and confirm that the correct user roles have been requested. For example, an applicant who is a teacher should submit the application to his or her princip al for identity verification and review, or an applicant who is a state MEP administrator should submit to his or her MEP Director for identity verification and review.

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# 2) V **erifying Authority Pr**

**ocess Ve**  **rify A pplicant Identity and User R**  **ole** When approvin g an application, the Verifying Authority should verify the user's identity (e.g., reviewing their State/District issued ID badge, driver's license, passport, etc.). As approver of system access, the Verifying Authority is responsible for verifying the Ap plicant’s identity. The person responsible for approving access for an identified resource can be held accountable for the actions of that user. The Verifying Authority must review each field of the application for accuracy and completeness. The Verifyin g Authority will also verify that the Applicant’s MSIX role is appropriate for their job. 

# Complete V

**erifying A**

**uthority P**

**or tion of**  **Ap plica**  **tion** Upon successful verification of identity, the Verifying Authority will complete the Id entification and Attestatio n portion on the second page of the application. Upon completion, they should retain a copy of the application for their local records. 

## Identification Verification and Attestation  As the Verifying Authority, you should be the Applicant’s direct supervis or or an individual that is above the direct supervisor in an official reporting structure.  Review the entire application for completeness and accuracy.  Complete the information below, confirm the Applicant’s identification, attest to his/her need of an MS IX account, and confirm that the Applicant has the right level of access.  Upon completion, file the form in your local records and return this form to the Applicant. Verifying Authority First Name Verifying Authority Last Name Title Wo rk Email Wo rk Telephone XXX- XXX- XXXX



##   Ext. Organization Applicant Identity Verification Method State Driver’s License State / District ID Passport Other: _

_______________ Account Effective Date (optional) Account End Date (optional) **Signature** I certify that: 1) I have verified the identity of the above applicant; 2) I have determined that he or she has a need for MSIX information; and 3) the above - men tioned individual is requesting the appropriate MSIX role(s). Signature: _________________________________________________ Date: ______________________

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# Identification V

**erifica tion and Attestation** 

 **Verifying Authority First Name** and **Verifying Authorit y Last**  **Name**

 the legal name of the Verifying Authority reviewing the application 

###  **Title**

 the official title or position of the Verifying Authority 

###  **Work Email**

 the Verifying Authority’s work email address 

###  **Work Telephone** 

 the Verifying Authority’s work place telephone number The phone number may be used if the Verifying Authority needs to be contacted about MSIX matters. 

###  **Organization**

 the organization or entity that employs the Verifying Authority 

###  **Applicant Identity Verification Method**

 the type of ID or method used to verify the identity of the applicant 

###  **Account Effective Date** and **Account End Date**

 optional fields that can be used to designate a known future start or end date for a user account For instance, a future Account End Date may be entered f or a seasonal employee that will no longer need access to MSIX after the summer months. 

# Signatur **e**  **Signature**

 the Verifying Authority’s certification that the information provided is accurate and complete 

###  **Date**

 the date the applicant signed the applicat ion 

# Ap **plicant Submits A pplica**  **tion** Each state may have State User Administrators, Regional User Administrators, or both. The User Administrator will create an account in MSIX for the Applicant requesting access based on information provided in the applica tion. The application should be delivered to the User Administrator’s office. To find the contact information for a State or Regional User Administrator, click on the **How Do I Get an Account?**  link from the MSIX home page (msix.ed.gov), or contact the sta te’s Migrant Education Program office.

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# 3) A **ppr ov**  **ing Authority Pr**

**ocess Rev**  **iew Complete A pplica**  **tion** The User Administrator will review the application received to verify that both the Applicant and Verifying Authority sections are complete. If any problem s are identified during the review, the User Administrator will contact the Applicant and/or the Verifying Authority that reviewed the application. Upon successfully completing the review, the User Administrator will create account(s) for the Applicant req uesting access to MSIX based upon the information provided in their application. 

## State/Regional Authority Approval  Review the Applicant and Verifying Authority portions of the application for completeness.  Complete the information below, sign, and file th e form in your local records.  Create an MSIX account for the Applicant. Approving Authority First Name Approving Authority Last Name Title Role Regional User Administrator State User Administrator Work Addre ss Street City State Zip Work Email Work Telephone XXX- XXX- XXXX



##   Ext. **Signature** I certify that this information is accurate and complete to the best of my knowledge and I hereby grant to the above - mentioned individual th e MSIX role for which they have applied. Signature: _________________________________________________ Date: _____________________ 

# State/R **egional Authority Appr ov**  **al**

 **Approving Authority First Name** and **Approving Authority Last Name** 

 the legal name of the Approving Authority reviewing the application 

###  **Title**

 the official title or position of the Approving Authority 

###  **Role**

 the position of the Approving Authority representing either the regional or state level 

###  **Work Address**

 the street, city, state and zip code of Approving Authority’s workplace 

###  **Work Email**

 the Approving Authority’s work email address 

###  **Work Telephone** 

 the Approving Authority’s workplace telephone number

### July 20XX Page 12 The phone number may be used if the Approving Authority needs to be contacted about MSIX matters. 

# Signatur **e**  **Signature**

 the Approving Authority’s certification that the information provided is accurate and complete 

###  **Date**

 the date the applicant signed the application 

# Ne **xt Steps** Once the user account information has been successfully en tered into MSIX, the User Administrator will be taken to a Confirmation page that indicates that the new account was successfully created. MSIX will generate an email notification to the new user, using the email address entered by the User Administrator, to notify them of their new MSIX Username and provide information about accessing MSIX. The user administrator will be copied on this message as an additional confirmation that the account was created and the new user notified. MSIX will generate a seco nd separate email message to the new user only, containing the initial password for their new MSIX account. The new MSIX user will be required to reset this password when they first access MSIX.

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# User Applica

**tion f or Access to MSIX**  **STEP 1: Applicant Info**  **rm ation**   The Applicant completes the Applicant Information and signs the form.  The Applicant forwards the form to a Verifying Authority. This should be the Applicant’s direct supervisor or an individual that is above the direct supervisor in an official re porting structure. The Applicant must provide appropriate identification (such as state/district identification badge, passport, driver’s license, etc.) to verify their identity. 

### STEP 2: Identification Verification and Attestation  The Verifying Authority completes his/her own information, reviews the entire application for completeness and accuracy, confirms the Applicant’s identification, attests to the Applicant’s need of an MSIX account, and confirms the right level of access.  Upon completion, the Veri fying Authority returns the form to the Applicant. 

### STEP 3: Forward Form**to Approving Authority**  The Applicant locates his/her State/Regional Authority for final approval by going to the MSIX website: http://msix.gov .  The Ap plicant clicks on the link labeled ”How Do I Get An Account?” to access the contact information for their state.  The Applicant forwards the form to the State/Regional Authority for final approval. 

### STEP 4: **State/Regional Authority Approval**  The State/Region al Authority reviews the Applicant and Verifying Authority portions of the application for completeness, completes his/her own information, signs the form, and files it in his/her local records.  The State/Regional Authority creates an MSIX account for the Applicant.  The Applicant receives two emails: one with his/her MSIX User Name and the other with his/her initial Password. 

# Applicant - Instructions to the Applicant **Applicant Information**  Complete the applicant information below and sign the form.  Forwa rd the form to a Verifying Authority. This should be your direct supervisor or an individual that is above the direct supervisor in an official reporting structure. Provide appropriate identification information. First Name Last Name Title Work A ddress Street City State Zip Work Email Work Telephone XXX- XXX- XXXX



##   Ext. Region (if applicable) School District (if applicable) **MSIX Account Information** MSIX Role(s) MSIX Primary User MSIX Secondary User Regional User Administrator State User Administrator District Data Administrator Regional Data Administrator State Data Administrator State Region Administrator **Signature** I certify that this information is accurate and complete to the best of my knowledge. I will only use MSIX in accordance with the MSIX Rules of Behavior. Signature: _______________________________ __________________ Date: ______________________ The Privacy Act of 1974 (5 U.S.C. § 552a)

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# Verifying Authority - Instructions to the Verifying Authority **Identification Verification and Attestation**  As the Verifying Authority, you should be the Applican t’s direct supervisor or an individual that is above the direct supervisor in an official reporting structure.  Review the entire application for completeness and accuracy.  Complete the information below, confirm the Applicant’s identification, attest to hi s/her need of an MSIX account, and confirm that the Applicant has the right level of access.  Upon completion, file the form in your local records and return this form to the Applicant. Verifying Authority First Name Verifying Authority Last Name Ti tle Wo rk Email Wo rk Telephone XXX- XXX- XXXX



##   Ext. Organization Applicant Identity Verification Method State Driver’s License State / District ID Passport Other: ________________ Account Effective Date (optional) Account End Date (optional) **Signature** I certify that: 1) I have verified the identity of the above applicant; 2) I have determined that he or she has a need for MSIX information; a nd 3) the above - mentioned individual is requesting the appropriate MSIX role(s). Signature: _________________________________________________ Date: ______________________ 

# Final Approving Authority - Instructions to the Final Approving Authority **Stat e/Regional Authority Approval**   Review the Applicant and Verifying Authority portions of the application for completeness.  Complete the information below, sign, and file the form in your local records.  Create an MSIX account for the Applicant. Approving Au thority First Name Approving Authority Last Name Title Role Regional User Administrator State User Administrator Work Address Street City State Zip Work Email Work Telephone XXX- XXX- XXXX



##   Ext. **Signature** I certify that this information is accurate and complete to the best of my knowledge and I hereby grant to the above - mentioned individual the MSIX role for which they have applied. Signature: ________________________________ _________________ Date: ______________________ The Privacy Act of 1974 (5 U.S.C. § 552a)

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# Privacy Act Statement The Department of Education (Department) will use the information that you provide on the attached MSIX User Application Form to promote secure and appropriate access to the Migrant Student Information Exchange (MSIX) system. The Department owns the MSIX system, including the data stored therein, which has a significant value and is an integral part of the infrastructure that supports the Department’s mission, goals and critical operations. It is essential that information in the MSIX system is properly secured and protected against information security related threats and dangers. MSIX has incorporated access controls to protect it again st inappropriate or undesired user access. The process of granting and controlling access begins with the completion of the MSIX User Application Form, and the granting of rights and privileges. The MSIX User Application Form serves an integral part of t he Department’s system to identify and verify authorized users for access to MSIX, assign roles to authorized users of MSIX, tie actions taken within MSIX to a specific user, control access to MSIX and ensure authorized users only have access to MSIX that is needed to perform the actions required by their positions, prevent the inappropriate release of information in MSIX, and document that MSIX users understand the MSIX rules of behavior. The Department requests the information on the attached Form under the authority provided by section 1308(b)(2) of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind Act of 2001 (20 U.S.C. Section 6398(b)(2)). Your disclosure of information is voluntary, but if you do not submit th e requested information, either on this form or, in a State form, if applicable, that requests that you provide the same information, then you will not be granted access to use the MSIX system. Without your consent, the Department may disclose information provided to entities under a published "routine use." Under such a routine use, we may disclose information to a third party contractor that we have hired to perform any function that requires disclosure of records in this system to employees of the cont ractor; to a researcher if an appropriate official of the Department determines that the individual or organization to which the disclosure would be made is qualified to carry out specific research related to functions or purposes of the MSIX system; to th e U.S. Department of Justice (DOJ) or the Office of Management and Budget (OMB) if the Department concludes that disclosure is desirable or necessary to determine whether particular records are required to be disclosed under Freedom of Information Act or t he Privacy Act; or to appropriate agencies, entities, and persons when (a) it is suspected or confirmed that the security or confidentiality of information in MSIX User Application Form has been compromised; (b) the Department has determined that as a resu lt of the suspected or confirmed compromise, there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of MSIX User Application Form or other systems or programs (whether maintained by the Depa rtment or by another agency or entity) that rely upon the compromised information; and, (c) the disclosure is made to such agencies, entities, and persons who are reasonably necessary to assist the Department in responding to the suspected or confirmed com promise and in helping the Department prevent, minimize, or remedy such harm. If the federal government, the Department, or an employee of the Department is involved in litigation or alternative dispute resolution (ADR), we may send your information to the Department of Justice, a court or adjudicative body, or parties, counsel, representatives and witnesses, if the disclosure is relevant and necessary to the litigation or ADR. We may disclose your information to a member of Congress if you have asked f or their assistance in addressing an issue related to your access to the MSIX. In addition, we may send your information to a foreign, federal, state, or local enforcement agency responsible for enforcing, investigating, or prosecuting violations of admin istrative, civil, or criminal law or regulation if your information is relevant to any enforcement, regulatory, investigative, or prosecutorial responsibility within the receiving entity’s jurisdiction. In the event that the information that you submit, a lone or in connection with other information, indicates a violation or potential violation of any applicable statute, regulation, or order of a competent authority, the Department may disclose your information to the agency that has the responsibility for investigating or prosecuting the violation or enforcing or implementing the statute, regulation, or order. Finally, we may disclose your records to the DOJ to the extent necessary for obtaining DOJ advice on any matter relevant to an audit, inspection, or other inquiry related to the Migrant Education Program.