ADMINISTRATIVE LETTER #   6

POLICY CODE:         CF      

 

 

TO:                  Superintendents of Schools

 

FROM:            Susan A. Gendron, Commissioner

 

DATE:             July 26, 2004

 

RE:                   Verification of School System Data on File

 

            The attached page(s) represent school system contact data presently on file at the Department of Education.  Please verify the data, sign and return the original to the Management Information Systems Team before August 15, 2004. 

 

            Additional changes may be reported anytime during the year by contacting Shirley McQuarrie by email shirley.mcquarrie@maine.gov  or telephone 624-6792.

 

1.      Cross out incorrect data and write in the corrected data above.

 

2.      If a school is not listed, add it to the end of the listing.  Include the opening date (m/d/y).

 

3.      If a school has closed, cross out the entire line of data.  Indicate the closing date (m/d/y).

 

            Listed below are the data points that need to be verified:

 

SUPERINTENDENT OF SCHOOLS:

 

Name on FILE – Name that is currently on file in the Department of Education.  Because this information will come directly from the MEDMS file in the future, it is important that you complete the information in the MEDMS database upon hiring an individual.

 

Name in MEDMS - Name reflects what has been reported in the Maine Education Data Management System (MEDMS) as the Superintendent of Schools.  If the name that appears is incorrect, it may be necessary to update staff data in MEDMS. If you need assistance, please contact Ruth Sherman (624-6809) or the MEDMS Helpdesk (624-6896).

 

MAILING ADDRESS - Current mailing address including zip code.

 

M.S.A.U. OFFICE TELEPHONE NUMBER. - Primary contact number for the Office of the Superintendent of Schools.

 

M.S.A.U. OFFICE FAX NUMBER. - Primary contact number for the Office of the Superintendent of Schools.

 

EMAIL ADDRESS - We encourage you to provide a generic email address that does not include an individual person's name.  This offers a more stable address, especially with the turnover of personnel.  Whether you choose a generic or individual email address, the address should be assigned to an individual in the central office who would have the responsibility of forwarding correspondence (including the Broadcast emails to “All Superintendents of Schools” from the Commissioner) to the appropriate personnel.

 

MSAU WEBSITE ADDRESS – Current website URL.

 

SCHOOL NAME - Official School Name.

 

GRADE SPAN - The first two digits indicate the lowest grade taught and the second two digits indicate the highest grade taught.  If the school operates a 4-year-olds' and/or early kindergarten program, the lowest grade taught would be “EK”.

 

NAME OF PRINCIPAL - Name reflects what has been reported in the Maine Education Data Management System (MEDMS) as the School Principal.  If the name that appears is incorrect, it may be necessary to update staff data in MEDMS.  If you need assistance please, contact Ruth Sherman (624-6809) or the MEDMS Helpdesk (624-6896).

 

SCHOOL TELEPHONE NUMBER. - Primary contact number.

 

SCHOOL FAX NUMBER - Primary contact number.

 

            If you need assistance, please contact Shirley McQuarrie in the Management Information Systems Team at 624-6792.

 

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Attachment       (sent by regular mail)