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MEDMS Update June 2008

Year End Processes

Topics Covered:

• Staff Data: Deadline June 27, 2008
• Safe and Drug Free Data: Deadline June 30, 2008
• Student Data: Deadline July 31, 2008
• Truancy Data (recap)
• MEDMS Redesign Project Update

Staff Data:

School administrative unit staff who are not returning for the 2008-09 school year should be terminated in the MEDMS Staff Information System after the system goes back online for next school year in August. The MEDMS staff module will not be available for 2007-08 updates after June 27, 2008.

Safe and Drug Free Schools Data:

NCLB/Special Education Compliance Requirement to enter 2007-08 Incidence of Prohibited Behavior Data into the MEDMS Safe & Drug Free Schools (SDFS) Module and to provide a year end certification has been addressed in Administrative Letter #36 from the Commissioner.
Superintendents are required to certify that the SAU is in compliance with the entry of 2007-08 incidence of prohibited behavior data into the MEDMS SDFS Module between the end of the school year and June 30, 2008
The second semi-annual certification form is due after the school year has ended and no later than June 30, 2008.
Please remember:

• When entering incidence data into MEDMS, it is imperative that known student offenders be identified. The identification of known student offenders allows MDOE to determine federally required indicators regarding race, special education status, and disciplinary action taken.  If you have any questions about the disclosure of student names, please read Informational Letter No. 86, issued on 3/19/07.  The letter is available at the following website: http://www.maine.gov/education/edletrs/2007/ilet/07ilet086.htm
• All corrections to student information must be entered into the MEDMS Student Information System; these changes will be updated in the SDFS module.
• Please note that SAUs will not be able to enter incidence of prohibited behavior data into the MEDMS SDFS Module (or correct entries) after June 30, 2008 so it is imperative that all data be accurately entered by June 30th.

To review your SAU data as it exists in the MEDMS Safe & Drug Free Schools (SDFS) Module do the following: 

• Log into MEDMS.
• Choose Download Data from the Application dropdown menu.
• Click GO.
• Choose SDF Data from the Action dropdown menu.
• Click GO.
• Click Submit.
• Click Open when the dialogue box pops up to open the Excel spreadsheet.
• Review your SDF incidents currently in MEDMS.

If you have any questions regarding your obligation to submit incidence data using the MEDMS SDFS Module, please contact Dr. Pamela Rosen by email at pam.rosen@maine.gov .

Student Data:

MEDMS will be on line for reporting 2007-08 student data until Thursday, July 31, 2008. Updates of data required for year-end reporting will need to be made by local schools and administrative units before this date. The calculation of 2007-08 graduation and dropout rates for your unit(s) by the Department will be based on student data from the MEDMS student information system.  To ensure a successful and timely transmission of data and accurate dropout and graduation reporting, it is important that local superintendents or their designee take the following steps for reporting student data:

1. Exit high school seniors using the appropriate exit type codes including:
• Graduated with Regular High School Diploma
  (Exit Code 15 - Completed – Graduated);
• Completed School with Other Credentials
  (Exit Code 16 - Completed – Other Cred);
• Reached Maximum Age for Services
  (Exit Code 20 - Maximum Age for Services);
• Transferred to GED Program
  (Exit Code 23 - Transferred to GED program); and
• Transferred to Post-Secondary Education [prior to graduation]
  (Exit Code 24 - Transferred to Postsecondary). 

2. For high school seniors who will be completing their graduation requirements during the summer and after July 31, 2008, please contact the MEDMS help desk after they have completed graduation requirements but no later than September 30, 2008 in order to update their 2007-08 MEDMS records.

3. Exit students who are known to be leaving their schools at the end of the 2007-08 school year. This is especially important for students in grades 7 through grade 12 in order to avoid issues related to the Completers and Dropouts Reports. Examples of appropriate exit type codes include:

• Transferred to Other Schools or Institution (There are multiple transferred options – please see complete list of these options and codes available at the link below);
• Discontinued Schooling
  (Exit Code 21 - Dropout);
• Moved Not Known to Be Continuing
  (Exit Code 25 - Moved – Not Continuing); and
• Matriculation to Another School
  (Exit Code 14 - Matriculation to Another School). Please note that matriculation (not graduation) should be used for students who complete the highest level of instruction at their current school (e.g., elementary or middle school).

Eighth Grade – PLEASE DO NOT choose the exit type indicating that the student has graduated if they are completing eighth grade and moving on to high school.

A complete list and descriptions of exit type codes may be found on the MEDMS website at:  http://www.state.me.us/education/medms/Data/ExitType/ExitTypeCodes.htm

As the end of the school year approaches it is important to make sure that your Truancy Data is up to date. Please refer to Informational Letter #81 and Administrative Letter #33 to understand the need for and how to accomplish this task. All Administrative and Informational Letters can be found at http://www.maine.gov/education/edletrs/index.shtml.

Contact Information:

I appreciate your continued support for data collection through MEDMS.  If you have questions, please contact:

Student Data questions: Rick Bergeron at (207) 624-6799 or richard.bergeron@maine.gov

Staff Data questions: Ruth Sherman at (207) 624-6809 or ruth.sherman@maine.gov

MEDMS Help Desk: (207) 624-6896 or medms.helpdesk@maine.gov

MEDMS Redesign Project – Infinite Campus:

The MEDMS Student module will be converted to the Infinite Campus State Edition in August for school year 2008-09. The student personal and enrollment upload schemas have been updated for 2008-09 and the changes were communicated to the local student information system vendors. User training on the new Infinite Campus student system will begin in mid-August. The process for entering staff data will not change for the fall of 2008-09. The Staff module will be converted to Infinite Campus in January 2009.

Project Portal - More information about the Infinite Campus State Edition, including the new upload schemas, and District edition pilot site projects is available on the Project Portal at http://support.infinitecampus.com/maine/. This site will be updated on a regular basis and will include electronic copies of training materials.