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Data Standards Document STUDENTS
DOCUMENT VERSION: 2.5 Statewide Longitudinal Data System Maine Department of Education 23 State House Station
Help Desk: (207) 624-6896 This document is valid until June 30, 2012, unless a revision is published prior. Document Change Control The following is the document control for revisions to this document. This document is valid until June 30, 2012, unless a revision is published prior.
Purpose of this Document The purpose of this document is
to give
While this information is applicable to all data entry into the system (upload or direct entry), it has been designed to follow the user interface (logging in and viewing the screens). Regardless of entry method, however, the standards remain the same. This document lists the screen names and requirement status of the fields in the order in which they appear online. The Maine Department of Education is responsible for preparing and maintaining this official document. Please feel free to submit your comments and/or questions in reference to this official document to brian.snow@maine.gov, or by calling (207) 624-6840. Table of Contents To search for a specific field, use Ctrl-F (PC) or Command-F (Mac) to search for the name. Infinite Campus - State Edition Contacts General Enrollment Information Incidents of Prohibited Behavior Career and Technical Education Information (notice) Infinite Campus-State Edition Contacts
Program Specific Contacts
The following are required fields which create an identity for the student in Infinite Campus. Without creating this identity first, either by upload or manual entry, other processes may not work. Note: if any of these fields are changed (either intentionally or not), a new personal record will be created, essentially duplicating the student. If a change is necessary, see "Identities" on page 8. Last Name: The name borne in common by members of a student's family. (Do not include suffixes such as Jr., Sr., III, etc.) If this name changes, a new identity must be created on the Identities tab. First Name: The first name given to a student at birth, baptism, or during another naming ceremony, or through legal change (no alias). If this name changes, a new identity must be created on the Identities tab. Gender: The concept describing the biological traits of a student that distinguish the males and females of a species. Birth Date: This is the month, day, and year on which an individual was born. Race/Ethnicity: Ethnicity: Hispanic/Latino: An indication that the individual traces
his or her origin or descent to
Race: The general racial category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies. (Select one or more of the following:) · American
Indian or
· Asian: A person having origins in any of
the original peoples of the Far East,
· Black or African American: A person having origins in any of the black racial groups of Africa. · Native Hawaiian or Other Pacific
Islander: A
person having origins in any of the original peoples of
· White - A person having origins in any
of the original peoples of Europe, North Africa, or the
Race/Ethnicity Determination: The identification method by which an individual's race and ethnicity were identified. Parent Identified - The identification method in which a parent makes an ethnicity and race identification on behalf of an elementary or secondary student. Self Identified - The preferred identification method in which an individual identifies his or her own ethnicity and race. Observer Identified - The identification method in which a school observer makes an ethnicity and race identification because an individual, or an individual's parent, refuses to make one. Unknown - The identification method used to determine an individual's ethnicity and race is unknown. If the student is an immigrant or is identified as Limited English Proficient (LEP), then the following are required: Date Entered US
School: This is the month, day, and year on
which the student first entered a
Immigrant: This identification is used for students who (A) are aged 3 through 21; (B) were not born in any State; (C) have not been attending one or more schools in any one or more States for more than 3 full academic years; and (D) is not a US citizen. If you are adding a student using direct entry, the following fields are also required to create an identity: Calendar: This is the current school year. Schedule: This is the default schedule. Grade: This is the current grade level of the student. Start Date: The month, day, and year on which an individual enters and begins to receive instructional services in a school or an institution during a given session. Service Type: This is the enrollment type of the student. P: Primary (used by most) S: Partial - for Voc. Ed., etc. N: Special Ed Services - for a student attending a private school within the town, is funded by parents, but is receiving public special education services only. This can also be used for a special education student who has been expelled from the public school, but is still receiving special services. Only use this designation if the student is not receiving any academic instruction at all. Start Status: This indicates the student's previous status, or describes the reason for creating the enrollment. For a complete list of start codes, see: http://www.maine.gov/education/medms/Data/ExitType/StartStatusCodes.htm Once the person has been created (by direct entry), the following fields applicable to students will also be on the Demographics page: Local Student Number: This is the student's identification number from the local student information system (SIS). This field is not required. Student State ID: This is the student's state identification number (often called the MEDMS number). Note: The "Personal Contact Information" section is for staff only and is not applicable for students. For Student Contact Information, enter address data on the Contact Tab which is found via Index > Census > People. The "Background" section is for staff only. The Identities tab is found via Index > Census > People. Name Changes: If a student's legal name changes (by adoption, court order, etc.), a new identity should be created, rather than editing the demographic information. Please refer to the fields under "Student Personal" above for standards. GENERAL ENROLLMENT FIELDS Grade: This is the current grade level of the student. Start Date: The month, day, and year on which an individual enters and begins to receive instructional services in a school or an institution during a given session. Service Type: This is the enrollment type of the student. P: Primary (used by most) S: Partial - for Voc. Ed., etc. N: Special Ed Services - for a student attending a private school within the town, is funded by parents, but is receiving public special education services only. This can also be used for a special education student who has been expelled from the public school, but is still receiving special services. Only use this designation if the student is not receiving any academic instruction at all. End Date: The month, day, and year on which a student exits and stops receiving instructional services in a school or an institution during a given session. (This date must be the last date of attendance, not the date on which a request for records was received.) Start Status: This indicates the student's previous status, or describes the reason for creating the enrollment. For a complete list of start codes, see: http://www.maine.gov/education/medms/Data/ExitType/StartStatusCodes.htm End Status: This is the reason why the current enrollment ended. For a complete list of exit codes, see: http://www.maine.gov/education/medms/Data/ExitType/ExitTypeCodes.htm The following fields are required for all students: English Proficiency: An individual's adeptness at English as indicated by: a) reading skills (the ability to comprehend and interpret text); b) listening skills (the ability to understand verbal expressions of the language); c) writing skills (the ability to produce written text with content and format); and d) speaking skills (the ability to use oral language appropriately and effectively). 01 - Native English Speaker 02 - Bilingual-Never LEP 03 - Limited English Proficient 04 - Transitioned Back to LEP 05 - Former LEP 99 - Status unknown Home Language: The federal code for the specific language or dialect that an individual uses to communicate at home.
Resident SAU: This is the district in which the student's parent/guardian currently resides. (**If this changes, see "Special Enrollment Changes".) (A complete list can be found here: http://www.maine.gov/education/medms/codelist.htm) Economic Indicator: An indication of a student's qualification for free or reduced price lunch. (**If this changes, see "Special Enrollment Changes".) F - Free R - Reduced N - None U - Update Required (This option can be used when the status has not yet been determined.) P - Pre-approved (This option can be used if the student has been preapproved by DHHS.) Fiscal Responsibility: This is the current fiscal responsibility for the student. (**If this changes, see "Special Enrollment Changes") (A complete list can be found here: http://www.maine.gov/education/medms/fiscalrespguide.pdf) R - Resident of School Unit: Used when a student is attending a school in the resident district S - Superintendent Agreement: Used when a student is attending another district at no cost with an agreement between superintendents. Not to be used when a student is tuitioned to another district at resident district's expense. O - Paid by Resident SAU or EUT: Used when a student is tuitioned and paid by resident SAU (or EUT) P - Paid by Other Source: Used when a student is privately paid (e.g. parents) F - 100% State/Federal Funding: Used by state run schools (e.g. Maine School of Science and Mathematics, Long Creek). Also used for students that are state wards or state agency clients. If used by a school that is not a state run school, the student should be flagged in IC as a state ward or state agency client. This is not meant to be used for EUT students. In that case, use Paid by Resident SAU or EUT. This is not to be used for those students paid for by the use of ARRA Stabilization Funds. M - Paid by Maine Indian Education: Used for non-resident MIE students attending MIE schools, or when a student is attending a Non-MIE school, but is paid for by MIE. The following fields are required for students whose programs match: Homeless Night-time Residence: The primary nighttime residence of the student at the time the student is identified as homeless. This identification should remain for the duration of the school year, even if the student is no longer homeless. 1 - Shelter: shelters transitional housing, awaiting foster care 2 - Doubled up: doubled up (e.g. living with another family, sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason) 3 - Unsheltered: unsheltered (e.g. cars, parks, campgrounds, temporary trailer, or abandoned buildings, FEMA trailer) 4 - Motel/hotel Migrant: Please call migrant education at (207)624-6722 for further information. Section 504: This identification is used if the student participates in a Chapter 504 program. Refugee: This identification is used if the
individual was granted refugee status overseas by the U.S. Department of
Homeland Security and was brought to the
State Agency Client/Ward of State: This identification is used if the student is in the care or custody of the Department of Health and Human Services, the Department of Behavioral and Developmental Services, or the Department Of Corrections. Supplemental Education Services: This identification is used for a student who is part of a supplemental education services program. Services that fall under this category might include tutoring, remediation, academic intervention, or instruction that must take place outside of the regular school day as a requirement for Title I CIPS status. GT - Intellectual/Academic: This identification is used if the student is identified as having general intellectual ability (having demonstrated significant achievement or potential for significant accomplishment above their peers in all academic areas) or specific academic aptitude (having demonstrated significant achievement or potential for significant accomplishment above their age peers in one or more academic areas). GT - Artistic: This identification is used if the student is identified as having artistic ability (having demonstrated significant achievement or potential for significant accomplishment above their age peers in the literary, performing, and/or visual arts).
Title IC-Migrant: Please call migrant education at (207)624-6722 for further information. Alternative Education: This identification is used if the student is participating in an Alternative Education program. Date First Enrolled in ESL Program (in Maine): This is the month, day, and year on which the student first enrolled (or received services) in an ESL program in Maine. LEP Exit Date: This is the month, day, and year on which the student was no longer classified as Limited English Proficient (attained Composite Score for Level 6 on ACCESS for ELLs®). Sheltered English Push-in/Pull-out: This identification is used to indicate the implementation of an educational approach used to make academic instruction understandable to English language learners while at the same time helping them acquire proficiency in English. This approach focuses on academic content as the vehicle for developing the English language. Heritage Language: This identification is used to indicate the implementation of an educational approach in which instruction is in the language a person regards as his/her native, home, and/or ancestral language. Bilingual Ed: This identification is used to indicate the implementation of an educational approach designed to serve two language groups and instruction is delivered through both languages. ESL Only: This identification is used to indicate the implementation of an educational approach in which instruction focuses on learning the English language (as opposed to content). This approach is designed to address the needs of a select group of newly-arrived students who are LEP and have limited or no prior school experience. Foreign Exchange: This is used to identify a student from another country who is participating in an exchange program. This should not be used for Foreign Tuition students. An explanation of Foreign Exchange versus Foreign Tuition can be found here: http://www.maine.gov/education/forms/misteam/enrollment/foreignexchange_vs_foreightuition.htm . Home-Schooled: This identification is used if the student is home-schooled but attends the school for one or more academic, on-site courses. SAU Percentage: This is the full-time-equivalency (FTE) value of the home-schooled student's day in the school. 1 - 1-25% of educational time spent at school 2 - 26-50% of educational time spent at school 3 - 51-75% of educational time spent at school 4 - 76% plus of educational time spent at school 5 - Special Education only provided by school The following fields are required only if the student has an active IEP: Special Ed Status: This identification is used if the student fits eligibility standards and has an IEP. (**If this changes, see "Special Enrollment Changes".) Start Date: This is the month, day, and year on which the Special Ed Status became "Yes". Special Ed Setting: This is the current special education setting. A - Regular class 80% or more of the day B - Regular class no more than 79% to 40% of the day C - Regular class for less than 40% of the day D -
E - Residential Facility F - Homebound/Hospital G - Correctional Facility H - Parentally Placed in a Private Schools Exit Reason: This is the reason why the student was exited from special education. 01 - Graduation with Diploma - Exited an educational program through receipt of a high school diploma identical to that for which non-disabled students are eligible. Met the same standards for graduation as those for students without disabilities. 02 - Graduation through Certificate/Fulfillment of IEP - Exited an educational program through receipt of a certificate of completion, modified diploma, or some similar mechanism. 03 - Reached Maximum Age - Exited special education as a consequence of reaching the maximum age (20 years old prior to June 30) for receipt of special education services and did not receive a diploma/certificate of completion. 04 - Dropped Out - Exited special education as a consequence of dropping out of school without completing the individual education program, were enrolled at some point in the reporting year, were not enrolled at the end of the reporting year and did not exit by other means listed. 05 - Status Unknown - Exited the educational system but specific causes of departure could not be determined or were not known. 06 - Exited to Regular Education - Exited to regular education as a result of completion of an I.E.P. and termination of special education services. 07 – Moved Out of District, Known to be Continuing – Moved out of the school administrative unit and known to be continuig in another educational program. 08 - Still Receiving Special Education Services - DO NOT USE 09 - Deceased 10 - Moved, Not Known to be Continuing - Moved out of the school administrative unit, and not known to be continuing in another educational program. 11 - Exited to School Age Special Education Services (CDS use only) 12 - Parents Refused Services (CDS use only) Exit Date: This is the month, day, and year (within the current school year) on which the exited special education. Exceptionality: This is the identified exceptionality of the student. 01 - Intellectual Disability 02 - Hearing Impairment 03 - Deafness 04 - Speech and Language Impairment 05 - Visual Impairment including Blindness 06 - Emotional Disability 07 - Orthopedic Impairment 08 - Other Health Impairment 09 - Specific Learning Disability 10 - Deaf-Blindness 11 - Multiple Disabilities 12 - Developmentally Delayed (valid only for 4yr Old, EK, K and a maximum age of 6 years old) 13 - Autism 14 - Traumatic Brain Injury Note: When performing a file upload, these fields are also required: School ID: This is the state-assigned ID number for the school. (A complete list can be found here: http://www.maine.gov/education/medms/codelist.htm) Student State ID: This is the student's state identification number (often called the MEDMS number). YearCode: This is the year code used to identify the current school year. (2011 for 10-11, 2012 for 11-12, etc) In order to preserve the history of program participation and identifications for financial and accountability purposes, updating certain fields will require enrollment changes. The fields which require this action include: -
- Resident SAU - Economic Indicator (Free/Reduced Lunch) - Fiscal Responsibility - Special Ed Status Option A) District Edition and State Edition Users using manual entry: After making updates to these fields and clicking save, you will be prompted to indicate if the update is: a) A Correction of Bad Data (will replace data in the existing enrollment) b) A Change of Status (will create a new enrollment using the Effective Date [mm/dd/yyyy] entered) Option B) State Edition Users using Student Data Import: If you attempt to make changes to these fields, an error will result, such as: "Bad Data. Invalid Update: The field 'Special Ed Status' cannot be changed in an existing enrollment. For changes, end the current enrollment and create an enrollment with the new value. For incorrect data, delete the current enrollment and re-enter the enrollment with the correct value(s)." There are two ways to handle this error message: 1) You can end the current enrollment as of the day before the change (use the End Status code of 99: Other) and add a new enrollment (which includes the updated data) as of the effective date; or 2) You can set the “Action” field in the extract file to ‘S’ and enter the “EffectiveDate” that the status changed. Notes (for Option A and B) : · Be sure that when you do create a new enrollment, all other data (especially active special education data, if applicable) is re-entered into the new enrollment · Because the Special Ed section has exit information, it is not absolutely necessary to add a new No enrollment. If a local decision is made to add a Special Ed Status=No enrollment, be sure to include all Special Ed exit information on the Yes enrollment.) Guidance on determining what should be reported can be found at: http://www.maine.gov/education/medms/BehaviorGuidance/behaviorguidance.htm Training documentation and a video is available at: http://www.maine.gov/education/lds/training.html The data collected on this tab is organized into three categories. Each is required: 1. The Event Description 2. The Student's Role 3. The Resolution These are required fields: BEHAVIOR EVENT Event Name: This identifies which of the reportable incident types occurred. (See http://www.maine.gov/education/medms/BehaviorGuidance/behaviorguidance.htm#eventname) Event Date: This is the month, day, and year on which the event occurred. Event Time: This is the clock time at which the event occurred. Weapon: This is the type of weapon involved, if applicable. 11: Firearm*: Handgun 12: Firearm*: Shotgun/Rifle 13: Firearm*: Destructive Device** 20: Blade 2.5"+: Any instrument with a bladed edge such as a knife, but such a term does NOT include a pocket knife with a blade of less than 2˝ inches in length. 96: Other Dangerous Weapon - A weapon, device, instrument, material, or substance, animate or inanimate, that is used for, or is readily capable of causing death or serious bodily injury. * Firearm - Any weapon, such as a handgun (including a starter gun), rifle, shotgun, or destructive device* which will or is designed to or may readily be converted to expel a projectile by the action of an explosive. The term includes the frame or receiver of any such weapon as well as any firearm muffler or firearm silencer. Such term does not include an antique firearm. BB guns or other air-powered types of guns are also NOT considered to be firearms. ** Destructive Device - any explosive, incendiary, or poison gas; bomb; grenade; rocket having a propellant charge of more than four ounces; missile having an explosive or incendiary charge of more than one-quarter ounce; mine; or device similar to any of the devices described in the preceding clauses; any type of weapon (other than a shotgun or a shotgun shell which the Secretary finds is generally recognized as particularly suitable for sporting purposes) by whatever name known which will, or which may be readily converted to, expel a projectile by the action of an explosive or other propellant, and which has any barrel with a bore of more than one-half inch in diameter; and any combination of parts either designed or intended for use in converting any device into any destructive device described in subparagraph (A) or (B) and from which a destructive device may be readily assembled. The term ''destructive device'' shall not include any device which is neither designed nor redesigned for use as a weapon; any device, although originally designed for use as a weapon, which is redesigned for use as a signaling, pyrotechnic, line throwing, safety, or similar device; surplus ordnance sold, loaned, or given by the Secretary of the Army pursuant to the provisions of section 4684(2), 4685, or 4686 of title 10; or any other device which the Secretary of the Treasury finds is not likely to be used as a weapon, is an antique, or is a rifle which the owner intends to use solely for sporting, recreational or cultural purposes. Serious Bodily Injury: This identifies a bodily injury that involves a substantial risk of death; extreme physical pain; protracted and obvious disfigurement; or protracted loss or impairment of the function of a bodily member, organ or faculty. BEHAVIOR ROLE Role: This identifies the role the student had in the event. O: Offender P: Participant V: Victim W: Witness RESOLUTION Behavior Resolution: This identifies the resolution involving removal for the event. Alternative Education Setting by Hearing Officer (06) - Those instances in which an impartial hearing officer orders the removal of children with disabilities from their current educational placement to an appropriate alternative educational setting for not more than 45 school days based on the hearing officer's determination that maintaining the child's current placement is substantially likely to result in injury to the child or others. The IEP team is responsible for determining the interim alternative educational setting. Alternative Education Setting by School Personnel (03) - An appropriate setting determined bythe child's IEP team in which the child is placed for no more than 45 school days. This setting enables the child to continue to receive educational services and participate in the general education curriculum (although in another setting) and to progress toward meeting the goals set out in the IEP. As appropriate, the setting includes a functional behavioral assessment and behavioral intervention services and modifications to address the behavior violation so that it does not recur. Expulsion with Services (01) - An action taken by the local educational agency removing a child from his/her regular school for disciplinary purposes for the remainder of the school year or longer in accordance with local educational agency policy. Educational services ARE provided to the student during the expulsion period. This includes removals resulting from violations of the Gun Free Schools Act that are modified to less than 365 days. Expulsion without Services (09) - An action taken by the local educational agency removing a child from his/her regular school for disciplinary purposes for the remainder of the school year or longer in accordance with local educational agency policy. Educational services ARE NOT provided to the student during the expulsion period. This includes removals resulting from violations of the Gun Free Schools Act that are modified to less than 365 days. In School Suspension (05) - Instances in which a child is temporarily removed from his/her regular classroom(s) for disciplinary purposes but remains under the direct supervision of school personnel. Direct supervision means school personnel are physically in the same location as students under their supervision. (This is limited to a formal suspension issued by the appropriate school authority.) Out of School Suspension (02) - Instances in which a child is temporarily removed from his/her regular school for disciplinary purposes to another setting (e.g., home, behavior center). This includes both removals in which no IEP services are provided because the removal is 10 days or less as well as removals in which the child continues to receive services according to his/her IEP. Pending (04) - A resolution has not yet been determined. (Once determined, this resolution will need to be changed to one of the options listed above.) Resolution Date: This is the month, day, and year on which the resolution was determined. Resolution Time: This is the clock time at which the resolution was determined. Duration: This is the length of the resolution in school days. (A quarter of a day would be entered as “0.25”.) When a student meets the criteria for "Habitually Truant", school administrative units must maintain the student's enrollment and also enter the progress into the Truancy tab while the school follows the necessary protocol for habitual truants. Each incremental step in the process should be documented with a new Truancy entry. Truancy: This is the current stage in the truancy procedure. 1A: Identified but not resolved 1B: Resolved by informal administrative action 1C: Official Parent Notification (MRSA 20A 5051A 2C) 2A: Compulsory attendance waived by School Board 2B: Parent has appealed to Commissioner for waiver 2C: Waiver request granted by the Commissioner 2D: Parents referred to District Attorney 3A: Denied by District Attorney 3B: Pending District Attorney Decision 3C: Prosecuted by formal Court action 3D: Pending Court action 4: Resolved Status Date: This is the effective date of the truancy stage. Note: Once a truancy entry has been created, do not edit it to reflect procedural advancements. Instead, create a new entry.
Date First Entered the 9th Grade: The month, day, and year on which the student began a ninth grade enrollment. NGA Cohort End Year: The year which identifies the student's cohort, as defined by the National Governors Association. It is four school years from the date that the student first enrolled in ninth grade. An exception of additional one or two years can be added during the ninth grade year for students who have either: a) An Individualized Education Plan (IEP) which explicitly notes a five or six year period until graduation. b) An individual learning plan (addressing a Limited English Proficiency status) which explicitly notes a five or six year period until graduation. NCLB Cohort End Year: The year which identifies the student's cohort, as defined by the Elementary and Secondary Education Act. It is four school years from the date the student was first enrolled in ninth grade. *Note: the information on the IC Graduation tab is not currently being used by the MDOE for the calculation of the Adjusted Cohort Graduation Rate (ACGR).
Information related to the collection of career and technical education data is provided in the document entitled “User Reference: Maine Career and Technical Education (CTE)”. A mailing address is necessary for two different subgroups of students: · Education in Unorganized Territory (EUT) - mailing addresses are required for students who are funded by EUT · For students who participate in the Maine High School Assessment (MHSA), mailing addresses entered in Infinite Campus will alleviate the need to have students log into College Board.Com to enter this information for SAT registration purposes Address: This is the mailing address, accepted by the US Postal Service, for the student. City: This is the mailing city, accepted by the US Postal Service, for the student. State: This is the mailing state, accepted by the US Postal Service, for the student. Zip: This is the mailing zip code, accepted by the US Postal Service, for the student. |
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