MEDMS Update 08/27/2007

MEDMS Update August 27, 2007

Student Module

The MEDMS (Maine Education Data Management System) Student module is online for school year 2007-08 updates.

Due Date:
October 1, 2007 Student Count – all students should be enrolled by October 1, 2007 so that review and final verification can take place by October 15, 2007.

New Requirements:

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. This change was communicated to all local student information system vendors earlier this summer.

Changes to a student’s Resident Town and Resident SAU fields after the student’s initial enrollment this year 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 in the sending school (public school listed on IEP), and a
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.

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

General Instructions:
If a student has moved from your school administrative unit to another school administrative unit prior to October 1, 2007, the exit date should be the last day they are counted for attendance.

The following information is available on the MEDMS Student Information 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
Fiscal Responsibility
Foreign Exchange Student Information
Home School Education
State Agency Clients Information
Superintendents Agreement Information
Student Module Instructions for Special Purpose Private Schools

Authorized users may review the students that have been enrolled in MEDMS by logging into MEDMS and implementing the following steps to access the Download Data reports:

In the Application menu select “Download Data” then click on “Go”.
In the Action menu select “Student Enrollments” then click on “Go”.
In the “Select a File to Download” drop down list you may choose either “All Attending Student Data” for an Excel file of your unit’s attending students or “Out of District Placement/Tuition Students” for an Excel file of your resident students that are attending other school administrative units or private schools.
In the “Select School Year” drop down list choose 2008 for the 2007-08 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.
Please note that the Download Data reports are dynamically updated and should be downloaded and checked regularly for recent changes.

If you have any general student questions, please contact Rick Bergeron, Phone 624-6799 or e-mail richard.bergeron@maine.gov.

Please contact the MEDMS Help Desk if you have any questions about the Student module. E-mail: medms.helpdesk@maine.gov. Phone: 624-6896