Infinite Campus State Edition Year End Process
ADMINISTRATIVE LETTER: 52
POLICY CODE: JF
TO: Superintendents of Schools (Please forward to Technology Directors, School Principals, and
Central Office Data Personnel)
FROM: Susan A. Gendron, Commissioner
DATE: June 9, 2009
SUBJECT: Infinite Campus State Edition Year End Process
- Staff Data: Deadline June 26, 2009
- Behavior Data (formerly Safe and Drug-Free Data): Deadline June 30, 2009
- Student Data: Deadline July 31, 2009
- Special Education Student Data: Deadline July 31, 2009
- Truancy Data (recap)
- New MEDMS Blog
The MEDMS Staff Information System will be online for reporting 2008-09 staff data until Friday, June 26, 2009. Updates of data will need to be made by local schools and administrative units before this date. School administrative unit staff who are not returning for the 2009-10 school year should be terminated in the MEDMS Staff Information System after the system goes back online for next school year in August. The MEDMS staff module will not be available for 2008-09 updates after June 26, 2009.
The NCLB/Special Education Compliance Requirement to enter 2008-09 Incidence of Prohibited Behavior Data into the Infinite Campus State Edition (ICSE) Behavior tab and to provide a year-end certification has been addressed in Administrative Letter #48 (May 22, 2009) from the Commissioner.
Superintendents are required to certify that the SAU is in compliance with the entry of 2008-09 Incidence of Prohibited Behavior Data into the ICSE Behavior tab between the end of the school year and June 30, 2009.
The second semi-annual certification form is due immediately after the school year has ended and no later than June 30, 2009.
- When entering incidence data into ICSE, it is imperative that known student offenders be identified. The identification of known student offenders allows MDOE to determine federally required indicators regarding race, special education status, and disciplinary action taken. If you have any questions about the disclosure of student names, please read Informational Letter No. 86, issued on March 19, 2007. The letter is available at the following website:
- All corrections to student information must be entered into ICSE
- Please note that SAUs will not be able to enter incidence of prohibited behavior data into ICSE (or correct entries) after June 30, 2009 so it is imperative that all data be accurately entered by June 30, 2009.
To review your SAU data as it exists in the ICSE Behavior tab, do the following:
- Log into ICSE
- Choose the appropriate school, if applicable
- Open “ME State Reporting” on the Index tab
- Click “Behavior Incidents”
- Click Generate Report
- Click Open when the dialogue box pops up to open the Excel spreadsheet
- Review your Behavior incidents currently in ICSE.
If you have any questions regarding your obligation to submit incidence data using the ICSE, please contact Dr. Pamela Rosen by email at email@example.com .
ICSE will be on line for reporting 2008-09 student data until Friday, July 31, 2009. Updates of data required for year-end reporting will need to be made by local schools and administrative units before this date. The calculation of 2008-09 graduation and dropout rates for your unit(s) by the Department will be based on student data from ICSE. To ensure a successful and timely transmission of data and accurate dropout and graduation reporting, it is important that local superintendents or their designees take the following steps for reporting student data:
- Exit high school seniors using the appropriate exit type codes including:
- Graduated with Regular High School Diploma
(Exit Code 15 - Completed – Graduated);
- Completed School with Other Credentials
(Exit Code 16 - Completed – Other Cred);
- Reached Maximum Age for Services
(Exit Code 20 - Maximum Age for Services);
- Transferred to GED Program
(Exit Code 23 - Transferred to GED program); and
- Transferred to Post-Secondary Education [prior to graduation]
(Exit Code 24 - Transferred to Postsecondary).
- For high school seniors who will be completing their graduation requirements during the summer and after July 31, 2009, please contact the MEDMS help desk after they have completed graduation requirements but no later than September 30, 2009 in order to update their 2008-09 MEDMS/ICSE records.
- You should exit students who are known to be leaving their schools at the end of the 2008-09 school year. This is especially important for students in grades 7 through grade 12 in order to avoid issues related to the Completers and Dropouts Reports. Examples of appropriate exit type codes include:
- Transferred to Other Schools or Institution (There are multiple transferred options – please see complete list of these options and codes available at the link below);
- Discontinued Schooling (Exit Code 21 - Dropout);
- Moved Not Known to Be Continuing (Exit Code 25 - Moved – Not Continuing);
- Matriculation to Another School (Exit Code 14 - Matriculation to Another School). Please note that matriculation (not graduation) should be used for students who complete the highest level of instruction at their current school (e.g., elementary or middle school).
Eighth Grade (and other terminal grades) – PLEASE DO NOT choose the exit type indicating that the students have graduated if they are completing the highest grade at the school and moving on to the next sequential school (e.g., grade 8 to high school). It is not necessary to exit these students at all.
A complete list and descriptions of exit type codes may be found on the MEDMS website at:
Special Education Student Data
Students who have exited special education services during the 2008-2009 school year need to have their special education program exited. To exit students from special education, go into the student’s enrollment record, scroll down to the special education section, leave the special education flag as Y, fill in exit reason and exit date. Please also fill in special education setting and other data if they are not already filled in. Students who have had their enrollments exited due to transfers, death, dropouts, graduation, or aging out do not need to have their special education program data exited, so long as the reason for exiting special education is the same as the enrollment exit. MDOE staff will pull the enrollment exit data to update the special education exit data. The most important special education exit data to capture are students who have exited to regular education and those who have exited through fulfillment of IEP. This data cannot be captured any other way. Students who are expected to be receiving special education services next year in the same school unit do not need to be exited. A Special Education Student Exit Data report will be available June 5, 2009. Please note, special education exit data were historically collected on another form along with the December 1 special education student data collection. These data are now collected in Infinite Campus State Edition on a school year basis, instead of a December 1 to December 1 basis. Please contact your special education staff to ensure that students are exited appropriately.
As the end of the school year approaches it is important to make sure that your Truancy Data is up-to-date. Please refer to the February MEDMS Update to understand the need for these data and how to accomplish this task. The update can be found at:
New MEDMS Blog:
There’s a new way to get the latest information regarding MEDMS (staff data), Infinite Campus State Edition (student data), and the growing Statewide Longitudinal Data System. It is recommended that ALL users of these systems visit the new blog to become aware of what’s available. Simply navigate to: http://medms.wordpress.com where you will find news, links, contacts, and other related information. It is also possible to ask questions about a posting. Finally, visitors can have their web browsers let them know when the blog has been updated. Search for “RSS” on the blog to learn how.
I appreciate your continued support for data collection through Infinite Campus State Edition and MEDMS. If you have questions, please contact:
Student Data questions: Rick Bergeron at (207) 624-6799 or firstname.lastname@example.org
Staff Data questions: Ruth Sherman at (207) 624-6809 or email@example.com
MEDMS Blog Questions: Dan Chuhta at (207) 624-6810 or firstname.lastname@example.org
MEDMS Help Desk: (207) 624-6896 or email@example.com