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ADMINISTRATIVE LETTER # 12
POLICY CODE:†† JF
TO:††††† ††††††††††† Superintendents of Schools
FROM:††††††††††† Susan A. Gendron, Commissioner
DATE: ††††††††††† September 19, 2003
RE:†††††† ††††††††††† Fall Enrollment Forms (EF-M-11, EF-M-11E, EF-M-40 and EF-M-35a)
The FY 2003-2004 Fall Enrollment forms listed below are available on the Department of Educationís Forms Page:†
EF-M-11††††† October 1st Resident Enrollment Report
EF-M-11E††††† Reimbursement for Students Enrolled in Equivalent Instruction Programs
EF-M-40††††† Fall School Statistical Report
EF-M-35a††††† Report of Public/Selected Private School System Part II - Dropouts
These reports must be completed as of October 1 and returned no later than October 15, 2003.† The forms may be downloaded from the Forms Page at the following address:
† ††††††††††††††††††††† ††††††††††† http://www.maine.gov/education/forms/mis.htm#enroll
This site includes the forms, completion instructions and the necessary definitions.† If you have difficulty downloading these forms, please call Patrick Dow at 624-6790 for assistance.
The information on these reports is utilized in the determination of State and Federal funding.† Therefore, I know you understand how important it is to file these reports on time and to ensure that they are accurate.† I encourage you to file the EF-M-11 report via the electronic Excel version of the form; this method improves speed and accuracy by performing many of the calculations for you.
If the EF-M-11 is not received by October 15, your school unitís subsidy checks will be withheld until the report is received.
Please note that the following enrollment categories have been removed:
EF-M-11: Elementary Special Education, Secondary Special Education, and Transitional Grade 1.
EF-M-40: Elementary Special Education, Secondary Special Education, Ungraded Elementary, Ungraded Secondary, and Transitional Grade 1.
These categories have been removed so that data reporting will be consistent with No Child Left Behind and the new MEDMS student database system.
Please read the definitions on the forms (available on the web site listed above) for instructions about how to report these students.
The EF-M-11E, EF-M-40, and EF-M-35a spreadsheets are not supported electronically at this time and paper copies must be mailed or faxed as usual. An emailed copy of the EF-M-11 with a faxed or mailed signature page is preferred.
For those using the Microsoft Excel program, formulas have been embedded in the forms to automatically add totals.† Supplemental pages providing additional space for certain items are included in the forms.† These are clearly marked in the workbook. If you need to use a supplemental page, please be sure to use the correct page for the appropriate section.
Transfer Students or Superintendentsí Agreements Ė the Department has discontinued the use of forms EF-M-11/12a - NOTIFICATION OF TRANSFER OF STUDENTS TO ANOTHER UNIT and EF-M-11/12b - NOTIFICATION OF ACCEPTANCE OF STUDENTS TRANSFERRED FROM OTHER UNITS.† Item 8, on the EF-M-11 October 1st Resident Enrollment Report, replaces these forms for reporting students transferred from one school administrative unit to another school administrative unit under 20-A M.R.S.A., Section 5205(6)(A).
∑ Please indicate in item 8a the number of students that have been transferred from your school administrative unit to another school administrative unit under a superintendentsí agreement.
∑ Please indicate in item 8b the number of students transferred to your school administrative unit from another school administrative unit under a superintendentsí agreement.
If you have any questions, please contact Patrick Dow in the Management Information Systems Team at 624-6790 or email firstname.lastname@example.org