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Home > Reporting Forms > Private Schools > October 1st Enrollment Letter to Private Schools

TO:                Private School Administrators

FROM:           Susan A. Gendron, Commissioner

DATE:            September 13, 2007

SUBJECT:      Reporting 2007-08 Student Information– Due Dates:  October 1, 2007 and October 15, 2007

The MEDMS (Maine Education Data Management System) Student Information System module is online for school year 2007-08 updates.  The updated 2007-08 student information will be utilized to meet State and federal reporting requirements (NCLB, Graduates, Dropouts, AYP, etc.) as well as the calculation of State subsidy for 2008-09 for Maine’s public school administrative units.

All private schools with publicly funded students must report ALL “publicly funded students” in the MEDMS Student Information System module.   The private schools that receive publicly funded students must report these students in the MEDMS Student Information System module in order for the public school administrative units to receive a subsidy count for these students in their future State subsidy.  The State subsidy to a public school unit is often the source of funding that a school administrative unit uses to pay the tuition for these students to attend the private schools.

For most private schools, especially those that have small numbers of publicly funded students, reporting student information into the MEDMS Student Information System module will be as simple as logging onto the MEDMS site and inserting the required student personal information (demographic data) and enrollment information (attending school).  For instruction on logging into MEDMS, please visit the MEDMS website at http://www.maine.gov/education/medms/homepage.htm

MEDMS Student Personal and Enrollment – Due Date:  October 1, 2007:

October 1, 2007 Student Count – all students should be enrolled by October 1, 2007 so that the resident public school administrative units may review the data and final verification of the October 1st student count can take place between October 1, 2007 and October 15, 2007.  The MEDMS home page is available at:  http://www.maine.gov/education/medms/homepage.htm  

    • For private schools enrolling “ALL” students in the MEDMS Student Information System module, please fax or mail the Signature Page of the October 1st Enrollment Report (EF-M-13) indicating that all students have been enrolled in MEDMS.
    • For private school enrolling only publicly funded students in the MEDMS Student Information System module, please complete the October 1st Enrollment Report (EF-M-13) for the non-publicly funded students and email the Excel spreadsheet form to Rick Bergeron at richard.bergeron@maine.gov .
    • For private schools that have no publicly funded students, please complete the October 1st Enrollment Report (EF-M-13) for the non-publicly funded students and email the Excel spreadsheet form to Rick Bergeron at richard.bergeron@maine.gov .

 
New Items in MEDMS Student Information System:

  • The School Entry Date should be the day the student’s enrollment began in the current school year. This is a change from the previous requirement that the date be when the student was first enrolled in the school. The change will facilitate more accurate year-to-year reporting and reduce enrollment date conflicts.
  • Changes to a student’s Resident Town and/or Resident SAU fields will require new MEDMS enrollments even if the student remains in the same school.
    • Exit the student using Other (exit code 99).
    • Re-enroll the student with the updated Resident Town and Resident SAU. The School Entry Date should be the date the student’s status changed.

The change will facilitate more accurate AYP and school funding reporting by recording the enrollment periods attributed to each resident school unit.

  • Students enrolled in Special Purpose Private Schools (e.g., Spurwink, Sweetser) must have two enrollment records in MEDMS:
    • Main enrollment must be created by the sending school (school listed on IEP), and
    • Concurrent enrollment in the attending private school.

Enrollment instructions for Special Purpose Private Schools are posted at http://www.maine.gov/education/medms/specialpurposeprivateschools.html .  The Main enrollment must be entered by the sending school unit prior to the Concurrent enrollment by the attending school.  The sending school must be identified for reporting purposes since the Special Purpose Private Schools do not issue credits and diplomas.

  • The Fiscal Responsibility “Paid by Other SAU or EUT” has been renamed to “Paid by Resident SAU or EUT”.  This fiscal responsibility field is used for a non-resident student for which tuition is paid by that student's resident public school administrative unit (SAU) or by Education in the Unorganized Territory (EUT).

Student Personal Fields:

In many cases the student personal data, including the individual State student I.D. number, may already exist.  If updating is required, changes can be made to the student personal data fields after entering the student first name, last name and state student I.D. in the search criteria.  There must first be an existing valid Main Enrollment before the Student Personal Fields can be modified.  .If the student is new and there is no previously entered student personal data, a new record must be created using the Add function.  The required fields are include:
           
First Name
Last name
Date of Birth
Gender
Ethnicity
City / Town of Birth
English Proficiency
Native Language
State of Birth

Note:  If City /Town of Birth and/or State of Birth is not known you may enter the town of residence for City/Town of Birth and Maine for State of Birth.

Student Enrollment Fields:

Student enrollment data will need to be entered for the current school year. Most but not all of the data fields are identical to those traditionally submitted to the Department on the EF-M-13. The required fields include:

  • Enrollment Type
  • Resident Town
  • Resident SAU
  • Attending SAU (Same as name of your private school)
  • School (Name of your private school)
  • Grade Level
  • School Entry Date
  • School Lunch Eligibility
  • Fiscal Responsibility

The following Program Data fields may require information from the student’s resident school administrative unit and superintendents have been notified to provide you the necessary information to insure that private schools have all the information on each student for accurate information in the MEDMS Student Information System module:

  • Home School / Equivalent Instruction
  • Special Education
  • LEP (Limited English Proficiency) Data
  • State Ward or State Agency Client

Private schools that do not have any publicly funded students may complete only the EF-M-13 October 1st Resident Enrollment report but have the option to also enroll their non-publicly funded students in the MEDMS Student Information System module.

A “publicly funded student” is defined as a Maine resident student whose educational cost (such as tuition) has been paid for by public funds from a public entity such as the following:

  • Municipal school unit
  • School administrative district
  • Community school district
  • Education in the Unorganized Territory
  • Maine Indian Education
  • State Funds from a State Agency such as the Maine Department of Education
  • Federal Funds from a State or Federal Agency

MEDMS Student Information System module – General Instructions:

If a student has moved from one resident school administrative unit to another resident school administrative unit prior to October 1, 2007, you will need to exit the student and re-enroll the student. The exit date should be the last day they are enrolled in the original resident school administrative unit.   Please do not keep a student enrolled in the original resident school administrative unit if the student has left that school administrative unit and is not expected to return to that school administrative unit.

The following information is available on the MEDMS Student Information System module website: http://www.maine.gov/education/medms/studentinfolist.htm
 

  • Student Data Entry Completion
  • Data Fields to Complete Student Data
  • General Definitions Related to Student Enrollment Data
  • Dropout Reporting Instructions
  • EPS Reporting Instructions – Public
  • EPS Reporting Instructions -- Private
  • Fiscal Responsibility Guidelines
  • Foreign Exchange Student Information
  • Home School Education
  • State Agency Clients Information
  • Superintendent Agreement Information
  • Safe and Drug Free Incident Definitions
  • Definitions Regarding Discipline of Special Education Students
  • 2007-08 Student Module Instructions for Special Purpose Private Schools

Private schools may review their attending students that have been enrolled in the MEDMS Student Information System module by logging into MEDMS from 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 “All Attending Student Data” for an Excel file of your schools’ attending students.
Step 5. Under “Select School Year”, choose 2008 for the 2007-08 school year.
Step 6. Click “Submit”.

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.  In order to keep this file up-to-date, you need to follow the steps above each time student data are updated in the MEDMS Student Information System module.
            
Superintendents will also be able to review their resident students that have been enrolled in the MEDMS Student Information System module by the private schools.

In order for the school administrative unit to receive an accurate subsidy count, some of the key fields to be completed in MEDMS Student Information System module 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
  • LEP (Limited English Proficient) Data
  • State Ward or State Agency Client

 

If you have any questions regarding the MEDMS Student Information System module, please contact the MEDMS Help Desk, Tel. (207) 624-6896 or e-mail medms.helpdesk@maine.gov

If you have any general student questions or questions related to the October 1st Resident Enrollment report (EF-M-13) , please contact Rick Bergeron, Tel. (207) 624-6799 or e-mail richard.bergeron@maine.gov
 
Private School – October 1st Resident Enrollment Report (EF-M-13) – Due Date:  October 15, 2007:

The October 1st Resident Enrollment Report (EF-M-13) should be completed as of October 1, 2007 and returned no later than October 15, 2007 by email (preferred) to richard.bergeron@maine.gov or faxed to (207) 624-6791 or mailed to the following:

MIS Team
Department of Education
23 State House Station
Augusta, ME 04333-0023

These reports are also available for your completion from our website.  The EF-M-13 is a Microsoft Excel version 97/2000/2003 file that can be downloaded from the Department of Education’s Reporting Forms page at the following address:
http://www.maine.gov/education/forms/misteam/enrollment/october/octprv.htm

This site includes the report, completion instructions and the necessary definitions.  If you have difficulty downloading these reports, please email richard.bergeron@maine.gov for assistance. 

For those using the Microsoft Excel program, the formulas have been embedded in the reports to automatically calculate the sub-totals and totals.  Supplemental pages providing additional space for certain items are included in the reports.  These are clearly marked in the Excel workbook.  If you need to use a supplemental page, please be sure to use the correct page (blue tabs for Publicly Funded students or the purple tabs for Non-Publicly Funded students) for the appropriate section.
Please file the EF-M-13 report via the electronic Excel version of the report; this method improves speed and accuracy by performing many of the calculations for you.

Note:  In order for a public school unit to pay public funds to a private school, a private school must be approved to receive public funds under 20-A MRSA Chapter 117, Subchapter 2.  Each school year these schools will be listed on the Department of Education’s Tuition Rates website at:
http://www.maine.gov/education/data/tuitionrates/tuitrate.htm

More information on the requirements for a private school to be approved for the receipt of public funds is available at:
http://www.maine.gov/education/forms/misteam/efm240/efm240menu.htm

cc:        Superintendents of Schools