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Home > Rules & Legislation > Letters from the Commissioner > Administrative Letters > Letter 14

 

ADMINISTRATIVE LETTER:  14
POLICY CODE:  JF

 

TO:                 Superintendents of Schools

FROM:            Susan A. Gendron, Commissioner

DATE:             November 14, 2006

RE:                 Certification of October 1st Students in MEDMS Student Information System

The MEDMS Student Information System’s EPS Report must be reviewed and certified for each school administrative unit by November 22, 2006.  Please review the MEDMS EPS Report and certify by faxing the certification form (included with this letter) to 624-6791.  If this certification is not received by November 22, 2006, it will be assumed that the information in the October 2, 2006 EPS report is correct.  Note:  Since October 1, 2006 falls on a Sunday, the official October 1st count will be as of October 2, 2006.  If a student has moved from your school administrative unit to another school administrative unit prior to October 2, 2006, the exit date should be the last day they are counted for attendance.

All corrections to student information must be entered into the MEDMS Student Information System by the school that the student is attending; these changes will be reflected in the EPS Report after the next update to the EPS report occurs.

In order for the school administrative unit to receive an accurate subsidy count, some of the key fields to be completed in the MEDMS Student Information System are:

  • English Proficiency
  • Resident Town
  • Resident SAU
  • Attending SAU
  • School
  • Grade Level
  • School Lunch Eligibility
  • Fiscal Responsibility
  • Home School Education and SAU FTE %
  • Special Education and Exceptionality
  • LEP (Limited English Proficient) Data – This requires completion of the “LEP Type of Program Data” on the Enrollment page.  The “LEP Type of Program Data” is not part of the enrollment upload to MEDMS and must be entered manually on the Student Enrollment screen.
  • State Ward or State Agency Client

For questions regarding student residency and enrollment, please email GPA.DOE@maine.gov

Technical assistance is available from the MEDMS Help Desk via email medms.helpdesk@maine.gov or by telephone at 624-6896.

 

EPS Report Instructions

The downloadable EPS report on student information is available on the Maine Education Data Management System (MEDMS).  From now until November 23, 2006, this report will be updated on a four hour schedule (12 Midnight, 4 AM, 8 AM, 12 Noon, 4 PM, 8 PM) so if the information or changes in information are not included, please be patient and download the data again at a later time or even the next day.

Personnel with the role of “SAU Admin” may access this report in the MEDMS Student Information System by logging on to the MEDMS home page and implementing the following steps:

Step 1. Click on “MEDMS Log In”, type in Username and Password
Step 2. Under “Application”, select “Download Data”, then click on “Go”
Step 3. Under “Action”, select “Student Enrollments”, then click on “Go”
Step 4. Under “Select a File to Download”, choose “EPS Report” for an Excel file of your unit’s attending and subsidizable student counts
Step 5. Under “Select School Year”, choose 2007 for the 2006-07 school year.

At this point a dialog box will appear on your screen with the question “Do you want to open or save this file?”  We recommend that you “save” this file to an appropriate place on your computer or network drive.
                       
Indicated in this report is following information:

  • State Student ID
  • First Name
  • Last Name
  • Grade
  • Age on October 15th
  • Birth Date
  • Attending SAU
  • Attending School
  • Resident SAU
  • Fiscal Responsibility

Also indicated in this report is whether the student is “counted” for attending or subsidy in the following categories:

  • CountsAttending – indicates that the student will be counted for attendance for the school administrative unit.
  • CountsSubsidy – indicates that the student will be counted for subsidy purposes for the school administrative unit.

Note – the following will only show a count if there is a count in the “CountsSubsidy” column:

  • CountsFRL – indicates that the student will be counted for free and reduce lunch – elementary counts will be used to determine the percentage of disadvantaged students in a school administrative unit.
  • CountsSPED – indicates that the student will be counted as a special education student.
  • CountsLEP – indicates that the student will be counted as a LEP (Limited English Proficient) student.  Note – requires completed LEP enrollment data in order to receive a count – one program in the “LEP Type of Program Data” section must be checked.
  • EquivInstruction – indicates that the student is a “Home School Education” student and the percentage of time that student is attending academic courses.
  • Counts4YO – indicates that the student will be counted as a four-year-old student.
  • CountsEK – indicates that the student will be counted as a student in early kindergarten (must be five years old by October 15th).
  • CountsK2 – indicates that the student will be counted for the kindergarten through grade 2 targeted funds (includes four-year-olds through grade two).
  • CountsK5 – indicates that the student will be counted for grades kindergarten through grade 5 (includes four-year-olds through grade five).
  • Counts68 – indicates that the student will be counted for grades six through grade eight.
  • CountsK8 – indicates that the student will be counted for kindergarten through grade eight (includes four-year-olds through grade eight).
  • CountsK12 – indicates that the student will be counted for kindergarten through grade twelve (includes four-year-olds through grade twelve).
  • Counts912 – indicates that the student will be counted for grade nine through grade twelve.

Finally, there is a “Note” column to the far right of the spreadsheet.  These notes may indicate that there is a problem or error in the student’s enrollment data or indicate a reason why the student is not counted.  These notes are as follows:

  • Paid by Other SAU or EUT Invalid for Resident Student:  Attending SAU and Resident SAU are equal and Fiscal Responsibility indicates Paid by Other SAU or EUT – (Code O).  This is probably an error in the Fiscal Responsibility OR an error in the Resident SAU and Resident Town for this student.  If a resident student is attending a school in the resident SAU then the fiscal responsibility should be Resident of School Unit.
  • Special Education Services Only:  Student is flagged as being home schooled and is receiving only special education services at the public school.  This is a message to help explain the count on this student.
  • Student Must Be At Least 4 Years Old :  Student is enrolled and student’s birth date indicates that the student is not at least 4 years old as of October 15 of the school year school.  This is a message to help explain the count on this student.  Student does not meet the minimum age requirement of 20-A MRSA Section 5201.
  • Student Older Than 21:  Student is enrolled and student’s birth date indicates that the student is more than 21 years old as of October 15 of the school year.  This is a message to help explain the count on this student.  Student does not meet the maximum age requirement of 20-A MRSA Section 5201.
  • Resident of School Unit is not valid if Resident SAU and Attending SAU are not =:  Resident SAU and Attending SAU are not equal, but Fiscal Responsibility indicates that the student is a resident of the school unit – (Code R).  This is probably an error in the Fiscal Responsibility OR an error in the Resident SAU and Resident Town for this student.  If a non-resident student is attending a school in another SAU then the fiscal responsibility should not be Resident of School Unit.

 

Attachment:

October 2, 2006 EPS Report Certification Form – Due November 22, 2006*