MCIR: Michigan Care Improvement Registry

School Districts with school master information systems may create create a fixed-length text file to upload students and immunizations. The file must be approved by MCIR Helpdesk prior to submission. Steps to create and submit a file for approval are listed below.

Grade Promotion

Automatic Changes to Records on first Monday in August

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 August 1st. 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.

Live Live Rule Explanation

Why does MCIR say that this patient/student is overdue/incomplete for MMR or Varicella? It looks to me like he/she 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 1 of the ACIP General Recommendations. 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. ACIP General Recommendations (see page 6) (2/13/03) More Information.”

Kindergarten Roundup

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 the Spring:

1. Alert Parents to needed immunizations.
2. Add Roundup Children to your Roster.

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 the steps listed below in the spring, alert parents to needed immunizations and as children receive shots over the summer, providers will add the shots to MCIR. You will find in the fall that the status of many incomplete children on your roster has turned to complete!

• Add children one by one by using the Add/Find link under the Person menu in MCIR, or
• 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 that you select a report period – select the upcoming November report period when the child will actually begin Kindergarten.

• Click the Round up radial button in the bottom section of the General Information screen of a child’s record, or
• 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. This 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 that they will be counted in your November IP100 report.

After completing these steps, check your roster to be sure that 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 at the top of the roster to sort the roster by any of the following depending on which is most helpful to you: 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. Check the reports to see which may be most useful to you.

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