2008-2009 Web-based Child Count

ADMINISTRATIVE LETTER NO: 31
POLICY CODE: JF

TO: Superintendents of Schools and Directors of Special Education
FROM: Susan A. Gendron, Commissioner
DATE: December 1, 2008
RE: 2008-2009 Web-based Child Count

Reminders for the December 1, 2008 Web-based Child Count and General Instructions are posted on the Web-based Child Count log-in page to guide you in completing the Child Count.
http://www.maine.gov/education/speced/EFS05/loginpage.htm

IMPORTANT! PLEASE READ!

NEW DUE DATE: January 5, 2009

The Maine Department of Education is merging all data collections into one central repository (Infinite Campus/MEDMS). With that effort in mind, the December 1, 2008 EF-S-05 electronic data collection has been converted to Infinite Campus/MEDMS. The Department has created a report that you can access through Infinite Campus to let you know who will be counted on the EF-S-05.

Log into Infinite Campus

Be certain that Year is set to 08-09

Under ME State Reporting – click December 1 Special Education Students

Click Generate Report

The report will open in EXCEL

Column Q will tell you if the student counts for your school administrative unit – a 1 means the student counts, a 0 means the student does not count at this time. If Column Q is a 0, then there will be a note in Column R telling you why the student does not count.

This report will refresh each day from 12:00 p.m. to 1:00 p.m., and from 12:00 a.m. to 1:00 am. The report will be unavailable at these times.

Detailed instructions will be posted on: http://www.maine.gov/education/speced/EFS05/loginpage.htm

IMPORTANT: You can begin reviewing the December 1 Special Education Student list now. You MUST complete your Child Count no later than January 5, 2009 as the report will not refresh after that time and the data will be counted as it appears in the report.

Essential Programs and Services (EPS)

The December 1 Child Count data are not used for EPS. EPS uses an October 1 count of special education students.

Confidentiality

Confidentiality of personally identifiable data will continue to be maintained by the Maine Department of Education in accordance with the provisions of the Family Educational Rights and Privacy Act, Individuals with Disabilities Education Act, and Section 504 of the Rehabilitation Act. No names will be released to the United States Department of Education, Office of Special Education Programs (OSEP), in completing our data requirements under P.L. 108-446.

Child Development Services (CDS)

The Child Development Services (CDS) Coordination Sites will continue to conduct the December 1 Child Count in the “old” EF-S-05 Web-based application.

The EF-S-05, Part I Web-based Child Count is due January 5, 2009. Please be aware that there is a very tight timeline for this Department to report the Child Count to the Office of Special Education Programs (due February 1st). The Web-based Child Count system will be shut down after January 5, 2009. It is imperative that your Child Count is completed on or before that date.

If you have any questions regarding the Web-based Child Count, call either Kathy Fellows at 624-6650 or Charlotte Ellis at 624-6808 or email kathy.fellows@maine.gov or charlotte.ellis@maine.gov for assistance.