MCIR: Michigan Care Improvement Registry

• School Master Information Systems
• Grade Promotion
• Live Live Rule Explanation
• Kindergarten Roundup

School Districts with school master information systems may create create a fixed-length text file to upload students and immunizations. Steps to create and submit a file are listed below.

Schools/Childcares: Student grades will automatically be promoted on the first Monday of August each year.

Following are the rules that will be used for MCIR School/Childcare grade promotion:

1. 1. Students on migrant school rosters are excluded from the automatic promotion process.
   2. All non-migrant school and childcare waivers will be removed from the MCIR, unless:
      • the student is marked for the current school (next one will be November) or childcare (October) report period, and/or
      • the student is marked for K for Roundup (with a NG or C for grade and roundup box checked.)
   3. Students who have been assigned a grade between DK and 12 will be promoted to the next grade, as long as the student’s Roundup box is not checked. DK will promote to K, and 12 will promote to NG (No Grade). Grades SE, Alt, AE, CTE will remain the same.
   4. Kindergarten Roundup Students:
      • Students currently in childcare or preschool that will become kindergarteners (K) or developmental kindergarteners (DK) in the fall, can be marked as ‘Roundup’ with a grade of either NG (no grade) or C (childcare). If marked as roundup then they will become grade K when all students are promoted one grade on the first Monday of August.  The roundup option is only available January 1st through July 31st.
      • will be removed from any Childcare site roster.
   5. After grade promotion is complete:
      • any student with a grade of DK, K or 7 will have their report period automatically set to November of this year, and
      • all Roundup boxes will be automatically unchecked.

Why does MCIR say that this patient/student is overdue/incomplete for MMR or Varicella? It looks to me like they should be complete.

It could be the “Live-Live Rule.” Certain vaccines (MMR, Varicella, and Influenza Intranasal) are considered live-virus vaccines. Such vaccines must either be given on the same date or separated by at least 28 days. Otherwise, the second vaccine will not produce a proper immune response, and it will be considered an invalid dose. The 4-day grace period can be applied to any value in Table 3-2 of the ACIP General Best Practice Guidelines for Immunization (page 30). Therefore, it can be applied to the interval between two doses of the same live vaccine (e.g., MMR doses 1 & 2 or varicella doses 1 & 2). However, it does not apply to the interval between the doses of two different live vaccines (e.g., MMR & varicella), which should be separated by 28 days. For more information, please refer to ACIP’s General Best Practice Guidelines for Immunizations, Children’s Hospital of Philadelphia, and the Epidemiology and Prevention of Vaccine Preventable Diseases (Pink Book)

Kindergarten Roundup children may be entered into MCIR and added on to your roster during the spring round-up process. Doing this allows you to view the immunization status of the child prior to the start of school in the fall. Please note: Only schools show the round-up option.

Follow steps below in spring:

1. Alert parents to needed immunizations.
2. Add roundup children to your roster.
3. Providers will add shots children receive over the summer to MCIR and statuses will go from Incomplete to Complete. 

• Option 1: Add children one by one by using the Add/Find link under the Person menu in MCIR
• Option 2: Add the list of roundup children in groups, using Build a Roster, found under the My Site menu.
• Note: For both of these processes, MCIR will require you to select a report period – select the upcoming November report period when the child will begin Kindergarten.

• Option 1: Click the Roundup button in the bottom section of the General Information screen of a child’s record
• Option 2: Click on Modify Roster near the top of the screen when in the Roster, select the children by clicking the box by their name, select “Modify Checked” at the bottom of the screen, and select “Roundup – Yes,”

NOTE: The grade follows the child. The child will be “rounded up” to Kindergarten whether their grade is “C” or “NG.”
Do not change the grade to “K.”

MCIR will automatically change any child listed as Roundup to Grade K by the start of school, so they will be counted in your November IP-100 report.

After completing these steps, check your roster to confirm each round-up child has a red background for their entire line, the November report period listed, and NG for the grade.

Hints:
Use the triangular icons in the roster headings to sort by any of the following: Report Period, IS (Immunization Status), Grade, etc.

Most MCIR reports allow you to select Round-up children as an option, making it easy to print letters, create lists of incompletes, alphabetical lists, etc. 

Grade Promotion:
MCIR automatically advances all other students by one grade on the first Monday of August.