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TIME SENSITIVE REQUEST

ADMINISTRATIVE LETTER #   14                         

POLICY CODE:   JF/KLL   

TO:           Superintendents of Schools (Please forward to Technology Directors, School Principals, and Central Office Data Personnel)

FROM:     Susan A. Gendron, Commissioner

DATE:      October 18, 2005

RE:           MEDMS Student Information Data Collection November 18, 2005 Deadline

On Friday, September 16, 2005, the Department distributed Administrative Letter #9 requesting that districts complete the October 1 st Resident Enrollment Reports (EF-M-11 and EF-M-11E).  This is a transition year and the data from the EF-M-11 and EF-M-11E reports will be compared with student data from Maine Education Data Management System (MEDMS) data to ensure accuracy.  (Reminder – the due date for EF-M-11 October 1 st Enrollment report is still October 15, 2005).   On Tuesday, September 20, 2005, the Department distributed Administrative Letter #10 requesting that districts complete the Fall School Statistical Report (EF-M-40). The enrollment data collection portion of this form has been removed and is now being collected solely through the MEDMS Student Reporting Module. This letter provides additional information on the MEDMS system which is now available to accept student data.

The calculation of 2006-07 state subsidy for your unit(s) by the Department will be based on the student data from the MEDMS student information system.  The MEDMS student information system will provide the Department with more current data on student counts especially for Disadvantaged student counts and Limited English Proficient student counts.   To ensure a successful and timely transmission of data, it is important that local superintendents take the following immediate steps:

To support local Technology Directors and data entry personnel, the MEDMS Online User Guide has been updated with step-by-step instructions for entering student data.  The user guide may be accessed from MEDMS Help or from the MEDMS home page listed above. 

I appreciate your continued support for the implementation of MEDMS.  Suggestions and feedback from users and technical advisory foc us groups have greatly contributed to significant improvements in the MEDMS application. Our continued hope is that, when completed, MEDMS will not only provide us critically important data but do so in an efficient and cost effective manner. 

Contact information:

For specific information related to the MEDMS student enrollment process:  medms.helpdesk@maine.gov or 624-6896.

For general MEDMS related questions:  bill.hurwitch@maine.gov