Certification of October 1st Students – Due Date: October 31, 2008
ADMINISTRATIVE LETTER: 23
POLICY CODE: JF
TO: Superintendents of Schools
FROM: Susan A. Gendron, Commissioner
DATE: October 3, 2008
SUBJECT: Certification of October 1st Students – Due Date: October 31, 2008
The EPS October report located in the Infinite Campus State Education System (ICSES), formally known as MEDMS, must be reviewed and certified for each school administrative unit by October 31, 2008. Please review the EPS October report and certify by faxing the certification form to 624-6791. Note: this certification form is now required and is no longer optional.
All corrections to student information must be entered into the Infinite Campus State Education Systems by the school that the student is attending; these changes will be reflected in the EPS October report after the next update to the EPS October report occurs.
In order for the school administrative unit to receive an accurate subsidy count, some of the key fields to be completed in the Infinite Campus State Education Systems are:
- Start Date
- End Date (if applicable)
- End Status (if applicable)
- Grade
- Service Type (formally Enrollment Type)
- English Proficiency
- If you select LEP (Limited English Proficient), the appropriate LEP programs must also be selected. Please see your LEP coordinator or for LEP related questions,contact Nancy.Mullins@maine.gov (624-6772)
- Home Language
- Resident Town Code
- Resident SAU
- Economic Indicator (formally School Lunch Eligibility)
- Fiscal Responsibility
- Ward of State or State Agency Client flags
- Home Schooled flag & SAU Percentage if checked
- Special Education Fields (if applicable)
- Special Ed Status
- Start Date
- Special Ed Setting
- Exceptionality
- Exit Date
- Exit Reason
For questions regarding student residency and enrollment, please email richard.bergeron@maine.gov
Technical assistance is available from the MEDMS Help Desk via email medms.helpdesk@maine.gov or by telephone at 624-6896.
EPS October Report Instructions
The EPS October report (downloadable Excel file) on student information is available on the Infinite Campus State Education Systems. From now until 12 Midnight October 31, 2008, this report will be updated on a four hour schedule (12 Midnight, 4 AM, 8 AM, 12 Noon, 4 PM, 8 PM) so if the information or changes in information are not included, please be patient and download the data again at a later time or even the next day.
Personnel with the role of “SAU Admin” may access this report by logging on to the Infinite Campus State Education Systems Log In page and implementing the steps below:
Infinite Campus State Education Systems Log In website: https://maine.infinitecampus.org/campus/mese.jsp
Step 1. Click on “Infinite Campus State Education Systems Log In”, type in Username and Password and click “Sign In”
Step 2. Under “Index”, select “Maine State Reporting”, then click on “EPS October”
Step 3. Next to “Year”, select “08-09” for the October 1, 2008 EPS Report
Step 4. Next to “District” this should default to the name of your district
Step 5. Next to “School” this should default to “All Schools”
Step 6. Next to “Calendar” this should default to “All Calendars”
Step 7. Below “Please select the Excel to generate report” click on the round button next to the word “Excel”
Step 8. Click on “Generate Report”
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. In order to keep this file up-to-date, you need to follow the steps above each time student data are updated in the Infinite Campus State Education Systems.
Included in this report is the following information:
- State Student ID
- First Name
- Last Name
- Equivalent Instruction – indicates that the student is a “Home School Education” student and the percentage of time that student is attending academic courses – this count is used to determine State subsidy for these students
- Counts4YO – indicates that the student will be counted as a four-year-old student (must be four years old by October 15th)
- CountsEK – indicates that the student will be counted as a student in early kindergarten (must be five years old by October 15th)
- Grade
- Birth Date
- Age on October 15th
- Attending SAU
- Attending School
- Resident SAU
- Resident Town
- Fiscal Responsibility
Also indicated in this report is whether the student is “counted” for attending or subsidy in the following categories:
- CountsAttending – indicates that the student will be counted for attendance for the school administrative unit.
- CountsSubsidy – indicates that the student will be counted for subsidy purposes for the school administrative unit.
Note – the following will only show a count if there is a count in the “CountsSubsidy” column:
- CountsFRL – indicates that the student will be counted for free and reduced lunch – elementary counts will be used to determine the percentage of disadvantaged students in a school administrative unit.
- CountsSPED – indicates that the student will be counted as a special education student.
- CountsLEP – indicates that the student will be counted as a LEP (Limited English Proficient) student. Note: requires completed LEP enrollment data in order to receive a count; the appropriate LEP program must also be checked. See your LEP Coordinator for more information.
- CountsK2 – indicates that the student will be counted for the kindergarten through grade 2 targeted funds (includes four-year-olds through grade two).
- CountsK5 – indicates that the student will be counted for grades kindergarten through grade 5 (includes four-year-olds through grade five).
- Counts68 – indicates that the student will be counted for grades six through grade eight.
- CountsK8 – indicates that the student will be counted for kindergarten through grade eight (includes four-year-olds through grade eight).
- CountsK12 – indicates that the student will be counted for kindergarten through grade twelve (includes four-year-olds through grade twelve).
- Counts912 – indicates that the student will be counted for grade nine through grade twelve.
Finally, there is a “Note” column to the far right of the spreadsheet. These notes may indicate that there is a problem or error in the student’s enrollment data or indicate a reason why the student is not counted. These notes are as follows:
- Paid by Resident SAU or EUT Invalid for Resident Student: Attending SAU and Resident SAU are equal and Fiscal Responsibility indicates Paid by Other SAU or EUT – (Code O). This is probably an error in the Fiscal Responsibility OR an error in the Resident SAU and Resident Town for this student. If a resident student is attending a school in the resident SAU then the fiscal responsibility should be Resident of School Unit.
- Special Education Services Only: Student is flagged as “Home School Education” and is receiving only special education services at the public school. This is a message to help explain the count on this student.
- Student Must Be At Least 4 Years Old: Student is enrolled and student’s birth date indicates that the student is not at least 4 years old as of October 15 of the school year school. This is a message to help explain why this student is not counted - student does not meet the minimum age requirement of 20-A MRSA Section 5201.
- Student Older Than 21: Student is enrolled and student’s birth date indicates that the student is more than 21 years old as of October 15 of the school year. This is a message to help explain why this student is not counted - student does not meet the maximum age requirement of 20-A MRSA Section 5201.
- Resident of School Unit is not valid if Resident SAU and Attending SAU are not =: Resident SAU and Attending SAU are not equal, but Fiscal Responsibility indicates that the student is a resident of the school unit – (Code R). This is probably an error in the Fiscal Responsibility OR an error in the Resident SAU and Resident Town for this student. If a non-resident student is attending a school in another SAU, then the fiscal responsibility should not be Resident of School Unit.
- Student Attending A Private Special Purpose Program: Student will count for subsidy for resident SAU, but will not count for attending at attending school or SAU that has the primary/main enrollment because the student is attending a private special purpose program.
- CTE Schools Cannot Have Main/Primary Enrollments: Students must have an attending/sending school.
- Student being educated by Maine Indian Education: Subsidy will go to Maine Indian Education, regardless of resident SAU.
- Resident Town Is Null: Student will not count for subsidy or attending counts because there is a null value in the resident town.
- Resident Town Is Not In the Resident SAU: Student will not count for subsidy or attending counts because the student’s enrollment has either an invalid Resident SAU or an Invalid Resident Town.
NOTE: Students who have a null Race/Ethnicity or a null Resident District ID / Resident SAU are not counted for EPS purposes. The students’ record must reflect accurate information before proper subsidy can be awarded.
