MSIX User 

Access Guide 

and Application
December 2007 Page i

DEPARTMENT OF EDUCATION

MSIX User Access 

Guide and Application

July 20XX

“MSIX IS ONLY AVAILA BLE TO AUTHORIZED US ERS”
July 20XX Page 2

Table 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
July 20XX Page 3

MSIX Application Procedure Overview

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. 

Roles in Application Procedure

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 individual 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 State 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 this guide. 

Application Procedure

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 Authority. 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 identification, 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 State/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 forwards the form to the State/Regional Authority for final approval.
July 20XX Page 4

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 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.

MSIX Account Creation Hierarchy

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 depending 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.

Creates
July 20XX Page 5

1) Applicant Process

Obtain Application

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
July 20XX Page 6

Complete Application

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 identification 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 Rules of Behavior.

Signature: _________________________________________________ Date: ______________________

Application Information

 First Name and Last Name  the legal name of the individual requesting access to 

MSIX

 Title  the applicant’s job title or 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. 
July 20XX Page 7

MSIX Account Information

 Region and District  the region and district where the applicant works

Both fields are optional 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.”

Signature

 Signature  the applicant’s certification that the 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 contact 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 Primary 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

 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 

 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 and serve as the 

primary point of contact for 

escalation issues.

 Search, display, and print student 

records

 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

 Generate Data and Information 

Exchange 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

Regional 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. 

This role also serves as the 

secondary point of contact for 

escalation issues.

 Search, display, and print student 

records

 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

 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 

records

 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

 Resolve 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 

choose 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 establish 

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 Verifying Authority

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 identity 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 principal 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. 
July 20XX Page 9

2) Verifying Authority Process

Verify Applicant Identity and User Role

When approving 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 

Applicant’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 Verifying Authority will 

also verify that the Applicant’s MSIX role is appropriate for their job. 

Complete Verifying Authority Portion of

Application

Upon successful verification of identity, the Verifying Authority will complete the 

Identification and Attestation 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 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 his/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

Title

Work Email Work 

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-mentioned individual is requesting the appropriate MSIX 

role(s).

Signature: _________________________________________________ Date: ______________________
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Identification Verification and Attestation

 Verifying Authority First Name and Verifying Authority 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 workplace 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 for a seasonal employee 

that will no longer need access to MSIX after the summer months.

Signature

 Signature  the Verifying Authority’s certification that the information provided is 

accurate and complete

 Date  the date the applicant signed the application

Applicant Submits Application 

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 application. 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 state’s 

Migrant Education Program office. 
July 20XX Page 11

3) Approving Authority Process

Review Complete Application

The User Administrator will review the application received to verify that both the Applicant 

and Verifying Authority sections are complete. If any problems 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 requesting 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 the 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 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: _____________________

State/Regional Authority Approval

 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.

Signature

 Signature  the Approving Authority’s certification that the information provided is 

accurate and complete

 Date  the date the applicant signed the application

Next Steps

Once the user account information has been successfully entered 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 second 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.
July 20XX Page 13

User Application for Access to MSIX

STEP 1: Applicant Information

 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 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 identification, 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 State/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 forwards the form to the State/Regional Authority for final approval.

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 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. 

 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 identification 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 

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)
July 20XX Page 14

Verifying Authority - Instructions to the Verifying Authority

Identification Verification and Attestation

 As the Verifying Authority, you should be the Applicant’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 his/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

Title

Work Email Work 

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-mentioned individual is requesting the appropriate MSIX role(s).

Signature: _________________________________________________ Date: ______________________

Final Approving Authority - Instructions to the Final Approving Authority

State/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 

Authority 

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)
July 20XX Page 15

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 against 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 the 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 the 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 contractor; 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 the 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 the 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 result 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 Department 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 

compromise 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 for 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 administrative, 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, alone 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.