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EPS Report Instructions
|Report Name||EPS Automatic Refresh Schedule|
|October 1, 2013 EPS Report||Updates will run automatically every 4 hours beginning October 1, 2013 and ending on October 15, 2013 with the 4pm refresh. The refresh times are 12 Midnight, 4am, 8am, 12pm, 4pm, 8pm. Reports can be certified beginning on October 16, 2013.|
|April 1, 2014 EPS Report||Updates will run automatically every 4 hours beginning April 1, 2014 and ending on April 15, 2014 with the 4pm refresh. The refresh times are 12 Midnight, 4am, 8am, 12pm, 4pm, 8pm. Reports can be certified beginning on April 16, 2014.|
If you make any changes to a student enrollment after October 15, 2013 (for the October EPS Reporting) or after April 15, 2014 (for the April EPS Reporting), the change will not be reflected on the EPS Report. To get these changes to appear on the EPS Report, you must do the following:
In order for the school administrative unit to receive an accurate subsidy count, some of the key fields to be completed in the Infinite Campus State Edition are:
For more detailed directions, please see the Student Data Standards
A data standards document is available to support users in understanding the meaning and format of required fields in Infinite Campus. Users who enter and verify student enrollments should review the standards at: http://www.maine.gov/education/medms/standards/student/data-standards-ver2-6final.pdf
If you have any questions regarding the Infinite Campus State Edition, please contact the MEDMS Help Desk, Tel. (207) 624-6896 or e-mail firstname.lastname@example.org
If you have any general student enrollment questions, please contact Rick Bergeron, Tel. (207) 624-6799 or e-mail email@example.com or Stephanie Wright, Tel. (207) 624-6865 or e-mail firstname.lastname@example.org.
The EPS Report (downloadable Excel file) on student information is available on the Infinite Campus State Edition. The report is available to be downloaded beginning October 1, 2013 for the October EPS Reporting and April 1, 2014 for the April EPS Reporting. 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 District Admin” may access this report by logging on to the Infinite Campus State Education System Log In page and implementing the steps below:
Infinite Campus State Education Systems Log In website: https://maine.infinitecampus.org/campus/mese.jsp
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 Infinite Campus State Edition.
Included in this report is the following information (note: all fields in RED are required and if not completed, the student will not be counted for subsidy):
Also indicated in this report is whether the student is “counted” for attending or subsidy in the following categories:
Note – the following will only show a count if there is a count in the “CountsSubsidy” column:
|100% State or Federally Funded:||Student is flagged as100% State or Federally funded and will not count for subsidy.|
|CTE Schools Cannot Have Main/Primary Enrollments:||Students must have an attending/sending school.|
|Paid by Resident 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.|
|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.|
|Resident Town Is Null:||Student will not count for subsidy or attending counts because there is a null value in the resident town.|
|Resident Town Is Not In the Resident SAU:||Student will not count for subsidy or attending counts because the student’s enrollment has either an invalid Resident SAU or an Invalid Resident Town.|
|Special Education Services Only:||Student is flagged as “Home School Education” and is receiving only special education services at the public school or the student is an expelled special education student receiving special education services only. This is a message to help explain the count on this student.|
|Student Attending A Private Special Purpose Program:||Student will count for subsidy for resident SAU, but will not count for attending at attending school or SAU that has the primary/main enrollment because the student is attending a private special purpose program.|
|Student being educated by Maine Indian Education:||Subsidy will go to Maine Indian Education, regardless of resident SAU.|
|Student does not count for funding. Student graduated [graduation date]:||Student is not counted for subsidy once the student has previously graduated.|
|Students from EUT are not subsidizable:||Student is flagged to be a resident of the EUT (Education in Unorganized Territories) and is not counted for subsidy|
|Student has an invalid grade and is not eligible for subsidy:||The only grade levels allowed for students to be counted for subsidy are: 4YO, EK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12.|
|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. This is a message to help explain why this student is not counted for subsidy- student does not meet the minimum age requirement of 20-A MRSA Section 5201.|
|Student Must Be At Least 5 To Be In An EK or Kindergarten Program:||Student is enrolled in EK or Kindergarten and student’s birth date indicates that the student is not at least 5 years old as of October 15 of the school year. This is a message to help explain why this student is not counted for subsidy- student does not meet the minimum age requirement of 20-A MRSA Section 5201.|
|Student Older Than 20 As of July 1, 2012:||Student is enrolled and student’s birth date indicates that the student is more than 20 years old as of July 1 of the school year. This is a message to help explain why this student is not counted - student does not meet the maximum age requirement of 20-A MRSA Section 5201.|
|Student must be 4 to be in a 4 Year Old Program:||Student is not counted for subsidy because student is enrolled in the 4YO grade level and is not four years old. Student may need to be enrolled in EK (early kindergarten), if your school is approved to have this grade level.|
|Student is enrolled in a grade outside the grade span for the primary enrollment school:||Student is not counted for subsidy because the grade level assigned to this enrollment is outside of the grade levels approved for this school.|
|Student does not count for LEP - student tested English proficient in [YearStudentTestedProficient]:||Student does not count for LEP because the student tested proficient in English|
|Student does not count for funding. Student has been truant since [FirstTruancyDate] :||Student does not count for subsidy because the student has been designated truant on or before the April 1 counts, has been truant all year and is still enrolled.|
|School does not have an approved Four Year Old Program:||Student is enrolled in grade 4YO but is not approved for this grade level.|
|Student on Superintendent Agreement - student being counted by [AttendingSAU]:||This is for informational purposes only showing that the student is enrolled under a Superintendent's Agreement and the Attending District is listed so it is known which District gets the subsidy.|
To assist you in making sure all students are being counted properly, there are other reports in the ME State Reporting section of Infinite Campus State Edition.
LEP information has been moved off the Enrollments tab and is now stored in a new LEP Module. This module provides a central location for managing LEP information such as the date the student was identified as LEP, when the student entered/exited an LEP program, when the student is expected to leave an LEP program and First Year/Second Year Monitoring data. For students who exited and/or re-entered an LEP program, historical records are now kept and displayed on the tab which is viewable in both State and District Editions of Infinite Campus. The new LEP module is located under Index>Student Information>Program Participation> LEP.
A complete overview of Maine LEP module can be found at:* https://community.infinitecampus.com/kb/display/DOC/LEP
A more technical look at the new LEP Module can be found at:* https://community.infinitecampus.com/kb/display/DOC/Maine+LEP+Modifications
*You will need to have or attain a CampusID and password to access. The links above will take you to the login/sign-up page first and then on to the LEP page once you log in or create an account.
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