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ADMINISTRATIVE LETTER # 25
POLICY CODE:  JF 

 

TO:                  Superintendents of Schools

FROM:            Susan A. Gendron, Commissioner

DATE:             March 21, 2006

RE:                   April 1st Resident Enrollment Report (EF-M-12) and Reimbursement for Students Enrolled in Equivalent Instruction Programs Report (EF-M-12E)

The following April Enrollment reports are available on the Department of Education’s Website: 
EF-M-12                April 1st Resident Enrollment Report
EF-M-12E              April 1st Reimbursement for Students Enrolled in Equivalent Instruction Programs Report

These reports must be completed as of April 1, 2006 and returned no later than April 15, 2006.  These reports may be downloaded from the Department of Education’s Reporting Forms Page at:
                                    http://www.maine.gov/education/forms/publiconly.htm

This site includes the reports, completion instructions and the necessary definitions.  If you have difficulty downloading these reports, please call Patrick Dow at 624-6797 for assistance.  Please read the definitions on the reports (available on the website listed above) for instructions about how to report students.

An emailed copy of the EF-M-12 with a faxed or mailed signature page is preferred.  I encourage you to file the EF-M-12 report via the electronic Excel version of the form because this method improves speed and accuracy by performing many of the calculations for you.  However, the EF-M-12E spreadsheet is not supported electronically at this time and a paper copy must be mailed or faxed as usual.

The calculation of 2007-08 state subsidy for your unit(s) by the Department will be based on the student data from the MEDMS student information system.  However, this is a transition year and the data from the EF-M-12 and EF-M-12E reports will be compared with student data from MEDMS data to ensure accuracy.

NOTICE:  If the EF-M-12 is not received by April 15, your school unit’s subsidy checks will be withheld until the report is received.  Information regarding subsidy checks being withheld due to missing reports is available at:
http://portalx.bisoex.state.me.us/pls/doe/eddev.formscheckin.search_missing_reports

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IMPORTANT CHANGES

Transfer Students from Superintendents Agreements
20-A M.R.S.A., Section 5205(6)(A)

For School Administrative Districts and Community School Districts only:

Item 7.  For use by School Administrative Districts and Community School Districts only:  Districts should distribute transfer students received under Superintendents Agreements as whole student counts within their member towns so that the percent of students for each municipality of the district with the transfer students remains as close to the same percentage as it would be without the transfer student.  Always report students as whole counts 1.0.

Example:

 

Without Transfer

Transfer

With Transfer

 

Students

Students

Students

Town A

100

12.5%

1

101

12.5%

Town B

400

50.0%

3

403

50.0%

Town C

300

37.5%

2

302

37.5%

Total

800

100.0%

6

806

100%

Note:  The percentages of students per town do not change.

For all school administrative units:

Item 8.  (separate page) Show the number of students for each grade that have been transferred to your school administrative unit or transferred from your school administrative unit under a Superintendents Agreement: 

Note:  School administrative units are responsible to have a letter on file of agreement between the superintendent releasing a student or students and the superintendent accepting the student or students.

If you have any questions, please contact Patrick Dow in the Management Information Systems Team at 624-6797 or email patrick.dow@maine.gov

SAG:PMD