Skip First Level Navigation | Skip All Navigation

Home > Rules & Legislation > Letters from the Commissioner > Administrative Letter 004

2007-08 School System Data Update

ADMINISTRATIVE LETTER: 4
POLICY CODE: EH/EE

TO: Superintendents of Schools
FROM: Susan A. Gendron, Commissioner
DATE: August 1, 2007
RE: 2007-08 School System Data Update

IMPORTANT NOTE: This letter and the referenced form(s) were sent as hard copies by regular mail on August 1, 2007. Superintendents’ offices should have the letter and form(s).

Please complete the enclosed report. Sign and return the original to School Finance and Operations before August 30, 2007.

Information regarding all-day kindergarten and alternative education programs, formerly requested on the Fall School Statistics Report (EF-M-40), is now collected as part of the School System Data Update.

Any questions regarding the school system contact data should be directed to the MEDMS Helpdesk by email medms.helpdesk@maine.gov or telephone 624-6896.

Listed below are the data points that need to be verified on the School System Data form:

  1. Cross out incorrect data and write in the corrected data.
  2. If a school is not listed, add it to the end of the listing. Include the opening date (m/d/y).
  3. If a school has closed, cross out the entire line of data. Indicate the closing date (m/d/y). (Law Reference: Title 20-A, Chapter 202, Closing and Disposition of Public Elementary and Secondary School Buildings http://janus.state.me.us/legis/statutes/20-A/title20-Ach202.rtf ).

SUPERINTENDENT OF SCHOOLS: Name on FILE – Name that is currently on file in the Department of Education. Because this information will eventually come directly from the MEDMS file, it is important that you complete the information in the MEDMS database upon hiring an individual.

Name in MEDMS - Name reflects what has been reported in the Maine Education Data Management System (MEDMS) as the Superintendent of Schools. If the name that appears is incorrect, it may be necessary to update staff data in MEDMS. If you need assistance, please contact the MEDMS Helpdesk (624-6896).

MAILING ADDRESS - Current mailing address including zip code.

M.S.A.U. OFFICE TELEPHONE NUMBER - Primary contact number for the Office of the Superintendent of Schools.

M.S.A.U. OFFICE FAX NUMBER - Primary contact number for the Office of the Superintendent of Schools.

EMAIL ADDRESS - We encourage you to provide a generic email address that does not include an individual person's name. This offers a more stable address, especially with the turnover of personnel. Whether you choose a generic or individual email address, the address should be assigned to an individual in the central office who would have the responsibility of forwarding correspondence (including the Broadcast emails to “All Superintendents of Schools” from the Commissioner) to the appropriate personnel.

M.S.A.U. WEBSITE ADDRESS – Current website URL.

SCHOOL NAME - Official school name.

GRADE SPAN - The first two digits indicate the lowest grade taught and the second two digits indicate the highest grade taught.

SCHOOL TELEPHONE NUMBER - Primary contact number.

SCHOOL FAX NUMBER - Primary contact number.