updated 04/06/2007
Student Data Upload Error Messages With Explanations and Resolutions
ERROR: MBDS Record Does Not Match.
EXPLANATION: This error message indicates that the Student Personal data you uploaded does not match the data already in MEDMS for first name, last name, date of birth, town of birth, state of birth, gender or ethnicity.
RESOLUTION: This error will be resolved by correcting the Minimun Basic Data Set (MBDS) data in MEDMS. This data can only be changed online in MEDMS on the Student Personal web page by clicking on the "Update MBDS" button, making the changes and clicking "Save".
ERROR: User is not authorized to modify this student.
EXPLANATION: This error message indicates that you do not have "ownership" of the student's personal record.
RESOLUTION: This error will be corrected by uploading the enrollment record for this student before uploading the student personal record.
ERROR: Suspect record(s) for the student were found in the database.
EXPLANATION: This error message indicates that there is another student's personal record that has data very similar to the one you are attempting to upload.
RESOLUTION: You will need to contact the MEDMS helpdesk at 624-6896 for help resolving this problem.
ERROR: Active Main Enrollment already exists. Another one cannot be added.
EXPLANATION: As the error message states, there is another main enrollment which means that you cannot add another main enrollment until the current one is exited.
RESOLUTION: Contact the sending school/district to ask them to exit the student from their MEDMS enrollment. If, after several requests, the student is not exited call the MEDMS helpdesk at 624-6896 for help resolving this problem.
ERROR: The entry date of this enrollment is before the exit date of an existing record.
EXPLANATION: MEDMS does not allow overlaping main enrollments for students.
RESOLUTION: Contact the sending school to coordinate their exit date and your entry date. If, after several requests, the student's exit date is not corrected call the MEDMS helpdesk at 624-6896 for help resolving this problem.
ERROR: The Exit date for this record is before the Entry Date.
EXPLANATION: The exit date for a student's enrollment must be after their enrollment date.
RESOLUTION: Adjust the exit date for the enrollment to resolve this issue and upload again.
ERROR: A 'Concurrent' enrollment record cannot be added if no active 'Main' enrollment exists.
EXPLANATION: MEDMS does not allow a Concurrent enrollment for a student unless the student has a main enrollment.
RESOLUTION: Add a main enrollment for the student and then add the concurrent enrollment.
ERROR: Failed to insert a student record String or binary data would be truncated. The statement has been terminated.
EXPLANATION: This message indicates that more characters were uploaded in a field than allowed. There are codes for many data fields such as Country of Birth which expects a two character code. If the whole word for the country is uploaded this error message will result.
RESOLUTION: Look in the records for any students receiving this message to identify the offending data and correct it in your local system and upload again.
ERROR: Failed to insert a student record INSERT statement conflicted with COLUMN FOREIGN KEY constraint 'FK_Demographic_County'. The conflict occurred in database 'MEDMS', table 'County', column 'CountyCode'. The statement has been terminated.
EXPLANATION: This error message indicates that the uploaded value for the County of Birth field does not fit the data requirements because it is one digit rather than the required two, i.e. "6" rather that the expected "06".
RESOLUTION: Adjust the codes so that the proper code is sent to MEDMS in the uploaded data.
ERROR: The specified StateStudentID does not match the student data.100801837'.
EXPLANATION: The student ID for the student data being uploaded actually belong to another student and does not match the data uploaded.
RESOLUTION: Contact the sending school/district to request the actual state student ID for the student. If this does not resolve the issue call the MEDMS helpdesk at 624-6896 for help resolving this problem.
ERROR: No matching student was found using State Student Id '109075285'.
EXPLANATION: This error message indicates that there are discrepancies between data being uploaded and the data on record in MEDMS for this student. Most often this involves City/Town of Birth and/or State of Birth but may be any of the data fields in the Minimum Basic Data Set (MBDS) which includes: first name, last name, birth date, city/town of birth, state of birth, gender and ethnicity.
RESOLUTION: Recheck the MBDS data being uploaded to make sure it is correct. Also insert first and last name and state student ID in Student Search page to view the current data for the student in MEDMS. Call the MEDMS helpdesk at 624-6896 for help resolving this problem if necessary.
ERROR: The Town is not in this SAU.
EXPLANATION: The resident town must be in the designated designated resident SAU.
RESOLUTION: Make sure the town code coordinates with the chosen SAU. There is a town/SAU cross reference at http://www.maine.gov/education/medms/IDfiles/Town/TownCodeSAUID20052006.htm
ERROR: Grade Level does not exist in school.
EXPLANATION: Every school has a designated grade span in MEDMS. MEDMS will not allow a student to enroll in a school if their designated grade is not within the grade span of the school.
RESOLUTION:Make sure the grade level code chosen for the student is correct. Grade level codes are available at http://www.maine.gov/education/medms/Data/schemastudentcodes.htm
ERROR: No matching student was found for the enrollment record.
EXPLANATION: There must be a student personal record for MEDMS to match with an enrollment upload. Either an invalid ID was uploaded with the record or the student's record was not brought forward from a previous year.
RESOLUTION: Contact the sending school/SAU and verify the ID. If the ID appears correct contact the MEDMS helpdesk at 624-6896 for help resolving this problem.
ERROR: Exit Type requires an associated Exit Date.
EXPLANATION: There must be an exit date uploaded if an exit type is uploaded.
RESOLUTION: Either remove the exit type if an enrollment exit is intended or add an exit date and upload again to complete the exit process.
ERROR: The 'StateStudentID' element has an invalid value according to its data type.
EXPLANATION: The 'StateStudentID' may have too few or too many digits or a space at the beginning or end of the ID or there may be a letter included.
RESOLUTION: Check the ID(s) to verify that it has the correct number of digits (9) and that it does not contain any spaces or characters other that numbers.
