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(Originally sent with update form enclosure by regular mail.)





TO:                   Superintendents of Schools

FROM:             Susan A. Gendron, Commissioner

DATE:              July 25, 2005

RE:                   School System Data Update and Transportation Mileage Data for Fiscal Year 2005-06

            Please complete the enclosed report and sign and return the original to the Management Information Systems Team before August 30, 2005.   In addition to the annual school system data, we are requesting transportation mileage data anticipated for the 2005-06 school year.   This data is necessary to comply with P.L. 2005 Chapter 12 Section UU-11, a review of transportation costs for funding in 2006-07.            

            Information regarding all-day kindergarten and alternative education programs, formerly requested on the Fall School Statistics Report (EF-M-40), is now collected as part of the School System Data Update.

            The 2005-06 data on student transportation includes reporting (1) the daily total miles for transporting students from home to school and back and (2) data regarding the transporting of students to and from vocational centers and regions.   Any questions regarding the student transportation data should be directed to Suzan Cameron by email      

            Any questions regarding the school system contact data should be directed to Shirley McQuarrie by email or telephone 624-6792.

            Listed below are the data points that need to be verified on the School System Data:


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 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.

M.S.A.U. 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.

SCHOOL TELEPHONE NUMBER - Primary contact number.

SCHOOL FAX NUMBER - Primary contact number.