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Student Setup

Introduction

The following data elements are required for student setup. The first two pages of navigation are removed for brevity:

Start Page > Student.

  1. On the Start Page select the School link.
  2. Choose the appropriate School from the pop-up menu.
  3. Click Submit.
  4. Select the first letter of the student's last name.
  5. Select student from the List. The last accessed student information page opens for student selected.

Note: For more information on code values, see the Appendix.

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Name (last, first, middle)

Enter the student’s name.

Note: Use the format: last, first, middle

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name

20

20

15

Student Personal

Street, Apt/Suite

Enter the student’s address.

[Students]Street

50

Student Personal

City, State, Zip

Enter the student’s city, state, and zip code.

[Students]City

[Students]State

[Students]Zip

25

Student Personal

Mailing Address - Copy From Home Address

Click Copy from Home Address if the address is the same as the Home Address.

Note: If mailing address is left blank, the system looks at the student’s home address.

N/A

N/A

Student Personal

Street, Apt/Suite

Enter the student’s mailing address.

[Students]Mailing_Street


Student Personal

City, State, Zip

Enter the student’s mailing state.

[Students]Mailing_City

[Students]Mailing_State

[Students]Mailing_Zip


Student Personal

Home phone

Enter the student’s home phone number.

[Students]Home_Phone

10

Student Personal

DOB

Enter the student’s date of birth.

[Students]DOB

8

Student Personal

Federal Ethnicity

Choose Yes or No for the Hispanic or Latino ethnicity.

[Students]FedEthnicity

1

Student Personal

Federal Race

Select one or more checkboxes to indicate the student’s race.

[StudentRace]RaceCd = W, B, A, I, P1Student Personal

Gender

Select the student’s gender from the drop-down list.

Valid values:

  • N - Not Selected
  • M - Male
  • F - Female

Note: For the Male and Female values, the student personal report displays displays "M" and "F" respectively. However, for the N – Not Selected value, the report displays "Not Selected" instead of "N".

[StudentCoreFields]PSCORE_LEGAL_GENDER

[Student]Gender

1

Student Personal

Guardian Email

Enter the email address of the guardian.

[Students]GuardianEmail

50

Student Personal

SSN

Enter the student’s social security number.

[Students]SSN

9

Student Enrollment

Student Personal

Student Number

Enter the locally assigned student number.

[Students]Student_Number

10

Student Enrollment

Student Personal

Suffix

Choose the student’s name suffix type from the pop-up menu.

See Name Suffix Codes for valid values.

[S_ME_STU_X]NameSuffixCode

3

Student Personal

Entering ME State Information

Last Name

The student's last name.

Note: If the student's last name was entered on Demographics page, the name appears here.

[Students]Last_Name20Student Personal
First Name

The student's first name.

Note: If the student's first name was entered on Demographics page, the name appears here.

[Students]First_Name20Student Personal
Middle Name

The student's middle name.

Blank is allowed.

Note: If the student's middle name was entered on Demographics page, the name appears here.

[Students]Middle_Name15Student Personal
Suffix

The student’s name suffix

Blank is allowed.

Note: If the student's name suffix was entered on Demographics page, the suffix appears here.

[S_ME_STU_X]NameSuffixCode3Student Personal
Social Security Number

The student's social security number.

Note: If the student's SSN was entered on Demographics page, it appears here.

Blank is allowed.

[Students]SSN

9

Student Enrollment

Student Personal

Alias

Enter the student's alias or nickname.

Blank is allowed.

[S_ME_STU_X]Alias50Student Personal
Parent/Guardian 1 Last Name

Enter the last name of the student’s parent or guardian.

Note: Blank is allowed; however, last name is required if Parent/Guardian 1 Last Name is populated.

[S_ME_STU_X]Guardian1NameLast25Student Personal
Parent/Guardian 1 First Name

Enter the first name of the student’s parent or guardian.

Note: Blank is allowed; however, last name is required if Parent/Guardian 1 Last Name is populated.

[S_ME_STU_X]Guardian1NameFirst25Student Personal
Parent/Guardian 2 Last Name

Enter the last name of the student’s parent or guardian.

Note: Blank is allowed; however, last name is required if Parent/Guardian 2 Last Name is populated.

[S_ME_STU_X]Guardian2NameLast25Student Personal
Parent/Guardian 2 First Name

Enter the first name of the student’s parent or guardian.

Note: Blank is allowed; however, last name is required if Parent/Guardian 2 Last Name is populated.

[S_ME_STU_X]Guardian2NameFirst25Student Personal
Immigrant

Choose Yes or No to indicate whether the student is an immigrant.

[S_ME_STU_X]ImmigrantFlag_YN1Student Personal
US School Date

Enter the date the student first enrolled in a US school.

Note: This date is required if the student is an immigrant, refugee, or English Language Learner.

[S_ME_STU_X]USSchoolDate

8

Student Personal

Refugee

Choose Yes or No to indicate whether the student is a refugee.

[S_ME_STU_X]RefugeeFlag_YN1Student Enrollment
Native Language

Choose the the most commonly spoken language used by the student and the members of the student's family for everyday interactions at home.

Note: Home language is required if the student is an immigrant, refugee, or English Language Learner.

Refer to Home Language Codes for valid values.

[S_ME_STU_X]LanguageCode

3

Student Enrollment

Native Language Interpreter

Indicate if an interpreter in the reported Native Language is needed.[S_ME_STU_X]NativeLangInterpreter_YN1Student Personal

Native Language 2

Enter the additional language normally used by students or normally used by parents of students.

Refer to Home Language Codes for valid values.

[S_ME_STU_X]NativeLanguageCode23Student Personal

Native Language 2 Interpreter

Indicate if an interpreter in the reported Native Language 2 is needed.[S_ME_STU_X]NativeLangInterpreter_YN21Student Personal

Native Language 3

Enter the additional language normally used by students or normally used by parents of students.

Refer to Home Language Codes for valid values.

[S_ME_STU_X]NativeLanguageCode33Student Personal

Native Language 3 Interpreter

Indicate if an interpreter in the reported Native Language 3 is needed.[S_ME_STU_X]NativeLangInterpreter_YN31Student Personal

Native Language 4

Enter the additional language normally used by students or normally used by parents of students.

Refer to Home Language Codes for valid values.

[S_ME_STU_X]NativeLanguageCode43Student Personal

Native Language 4 Interpreter

Indicate if an interpreter in the reported Native Language 4 is needed.[S_ME_STU_X]NativeLangInterpreter_YN41Student Personal

Native Language 5

Enter the additional language normally used by students or normally used by parents of students.

Refer to Home Language Codes for valid values.

[S_ME_STU_X]NativeLanguageCode53Student Personal

Native Language 5 Interpreter

Indicate if an interpreter in the reported Native Language 5 is needed.[S_ME_STU_X]NativeLangInterpreter_YN51Student Personal

Defining Enrollments

Student Selection > State/Province – ME > Enrollment

State Student ID

Enter the student’s ID provided by MEDMS.

[Students]State_StudentNumber

9

Student Enrollment

Resident SAU ID Override

To override the student’s Resident School Administrative Unit (SAU) ID, click the Resident SAU ID Override Look-Up List, find the applicable SAUOrgID, and enter the code.

Must be the SAU of the student’s resident town.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

When this field is modified, an alert displays,"

[S_ME_STU_X]ResidentSAUIDOverride


4

Student Enrollment

Resident Town Code

Click the Resident Town Code Look-Up List to find the applicable town code, and enter the code.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[S_ME_STU_X]ResidentTown


3

Student Enrollment

Enrollment Type Code

Choose the student’s enrollment type code for this school enrollment from the pop-up menu.

Valid values:

  • Secondary
  • Primary

[S_ME_STU_X]EnrollmentTypeCode

and

[S_ME_REN_X]EnrollmentTypeCode


1

Student Enrollment

Start Status

Choose the reason the student started in the school from the pop-up menu.

See Enrollment Start Status Codes for valid values.

Notes:

  • When the End-of-Year process is run a student's Enrollment Start Status is updated for the new school year based on the student's previous enrollment. For students Start Status to be processed the following must be true.
    • The student must have a previous enrollment
    • The student's previous enrollment must be active (Cannot be inactive or transferred out)
    • For students with multiple previous enrollment in a single year, only the enrollment with the latest Exit Date will be used
    • The student's previous enrollment (Entry to Exit Date) must occur within the previous school year
    • For students whose previous enrollment was a summer school, the enrollment will be ignored and the most recent school enrollment will be used
  • Graduating students that are moving to the Graduated Students School as part of End-of-Year will have their Start Status updated to be blank.

[S_ME_STU_X]EnrollmentStartStatus

and

[S_ME_REN_X]EnrollmentStartStatus

2

Student Enrollment

Grade Level Override

Choose a code indicating the student's override grade levels from the pop-up menu.

See Enrollment Grade Level Override Codes for valid values.

[S_ME_STU_X]GradeLvlOverRideCode

and

[S_ME_REN_X]GradeLvlOverRideCode

2Student Enrollment
Exit Type Code

Choose the reason the student exited the school from the drop-down list.

See Enrollment Exit Type Status Codes for valid values.

[S_ME_STU_X]EnrollmentExitType

and

[S_ME_REN_X]EnrollmentExitType

5Student Enrollment

Fiscal Responsibility Code


Choose the appropriate fiscal responsibility code for this school enrollment from the pop-up menu.

See Fiscal Responsibility Codes for valid values.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created when this value changes mid year

[S_ME_STU_X]FiscalResponsibility

and

[S_ME_REN_X]FiscalResponsibility

1

Student Enrollment

Chapter 504 Status

Choose Yes or No from the pop-up menu to indicate whether the student is participating in a Chapter 504 program.

[S_ME_STU_X]Chapter504StatusFlag_YN

1

Student Enrollment

Effective DateEnter the date of change in status for Resident Town Code, Resident SAU ID, or Fiscal Responsibility Code.

[S_ME_STU_X]EnrollmentEffectiveDate

and

[S_ME_REN_X]EnrollmentEffectiveDate

8Student Enrollment
Title 1A Math

Choose Yes or No to indicate whether the student is Title 1A for math.

[S_ME_STU_X]Title1AMath_YN

and

[S_ME_REN_X]Title1AMath_YN

1Student Enrollment
Title 1A EnglishChoose Yes or No to indicate whether the student is Title 1A for English.

[S_ME_STU_X]Title1AELA_YN

and

[S_ME_REN_X]Title1AELA_YN

1Student Enrollment

Alternative Education

Choose Yes or No to indicate whether the student is participating in an alternative education program.

[S_ME_STU_X]AlternativeEducationflag_YN

and

[S_ME_REN_X]AlternativeEducationflag_YN

1

Student Enrollment

Home Schooled

Choose Yes or No to indicate whether the student is home schooled.

Home schooled students are defined as students who are home schooled and attend local school districts part time or home schooled students receiving only special education services.

Note: If Yes, then Percentage of School Day Spent in Public Schools (FTE) is required.

[S_ME_STU_X]HomeSchooledFlag_YN

and

[S_ME_REN_X]HomeSchooledFlag_YN

1

Student Enrollment

Percentage of School Day Spent in Public Schools (FTE)
(Home School Students Only)

Choose the percentage of time a home schooled student spends in public schools.

See Homeschool FTE Codes for valid values.

[S_ME_STU_X]PercentageSchoolDayCode

and

[S_ME_REN_X]PercentageSchoolDayCode

1

Student Enrollment

Gifted and Talented – Academic

Choose Yes or No to indicate whether the student is participating in an Intellectual/Academic based Gifted and Talented program.

[S_ME_STU_X]GiftedTalentedAcademic_YN

and

[S_ME_REN_X]GiftedTalentedAcademic_YN

1

Student Enrollment

Gifted and Talented – Artistic

Choose Yes or No to indicate whether the student is participating in an Artistic based Gifted and Talented program.

[S_ME_STU_X]GiftedTalentedArtistic_YN

and

[S_ME_REN_X]GiftedTalentedArtistic_YN

1

Student Enrollment

Military Family Flag

If the student is the dependent of a military service member, choose the service member's status from the pop-up menu.

See Military Connected Codes for valid values.

[S_ME_STU_X]MilitaryConnection

and

[S_ME_REN_X]MilitaryConnection

25Student Enrollment
Homeless Night-time Residence Code

If the student is homeless, choose the student’s night time residence code from the pop-up menu.


Valid values:

  • Shelters - Shelters, Transitional housing, Awaiting Foster Care
  • Doubled Up - Doubled - up (i.e., living with another family)
  • Unsheltered - Unsheltered (e.g. cars, parks, campgrounds, temporary trailers including FEMA trailers, or abandoned buildings)
  • Hotels/Motels - Hotels/Motels

[S_ME_STU_X]HomelessNightTimeResidence

and

[S_ME_REN_X]HomelessNightTimeResidence

15Student Enrollment
Unaccompanied Youth

Choose Yes or No to indicate whether the student is an unaccompanied youth.

[S_ME_STU_X]UnaccompaniedYouth_YN

and

[S_ME_REN_X]UnaccompaniedYouth_YN

1Student Enrollment
Transitional Bilingual Education or Early Exit EducationChoose Yes or No to indicate whether the student is eligible or receiving services in an EL program for Transitional Bilingual Education or Early Exit Bilingual Education.

[S_ME_STU_X]TraBilingEarlyExit_YN

and

[S_ME_REN_X]TraBilingEarlyExit_YN

1Student Enrollment
Dual Language or Two Way ImmersionChoose Yes or No to indicate whether the student is eligible or receiving services in an EL program for Dual Language or Two-way Immersion.

[S_ME_STU_X]DualLangTwoWayImmer_YN

and

[S_ME_REN_X]DualLangTwoWayImmer_YN

1Student Enrollment
English as a Second Language or Language DevelopmentChoose Yes or No to indicate whether the student is eligible or receiving services in an EL program for English as a Second Language (ESL) or English Language Development (ELD).

[S_ME_STU_X]ESLELD_YN

and

[S_ME_REN_X]ESLELD_YN

1Student Enrollment
Content Classes with Integrated ESL SupportChoose Yes or No to indicate whether the student is eligible or receiving services in an EL program in Content Classes with Integrated ESL Support

[S_ME_STU_X]ContentClasses_YN

and

[S_ME_REN_X]ContentClasses_YN

1Student Enrollment
NewComer ProgramsChoose Yes or No to indicate whether the student is eligible or receiving services in an EL program for Newcomer Programs.

[S_ME_STU_X]Newcomer_YN

and

[S_ME_REN_X]Newcomer_YN

1Student Enrollment

Defining Economic Status

Student Selection > State/Province – ME > Economic Status

Eligibility Start Date

Enter the date the student became eligible.

Note: The start date must be within the school year of the upload to Synergy.

[S_ME_STU_X]EconmicStatusEligibStartDate

and

[S_ME_REN_X]EconmicStatusEligibStartDate

8Economic Status
Eligibility End Date

If the student is no longer eligible, enter the date the student's eligibility ended.

Note: The end date must be within the school year of the upload to Synergy.

[S_ME_STU_X]EconmicStatusEligibEndDate

and

[S_ME_REN_X]EconmicStatusEligibEndDate

8Economic Status

Defining Proficiency Education Areas

Student Selection > State/Province – ME > Proficiency Education

Content Area

Choose the content area or guiding principle in which the student is proficient.

See Proficiency Education Content Area Codes for valid values.

[S_ME_STU_Proficiency_C]ContentArea


5Proficiency Education
Start DateChoose the start date of the student's proficiency work.[S_ME_STU_Proficiency_C]StartDate8Proficiency Education
End DateChoose the end date of the student's proficiency work.[S_ME_STU_Proficiency_C]EndDate8Proficiency Education

Defining English Learner Status

Student Selection > State/Province – ME > English Learner

Start DateEnter the start date the student became an English Learner.

[S_ME_STU_X]EnglishLearnerStartDate

and

[S_ME_REN_X]EnglishLearnerStartDate

8English Language Learner

Defining Special Education Programs

Student Selection > State/Province – ME > Special Education Programs

School

Choose the school in which the student is enrolled from the pop-up menu.

[S_ME_STU_SPED_C]SchoolID

1Special Education Programs

Start Date

Enter the date the student started the special education program.

[S_ME_STU_SPED_C]StartDate

8

Special Education Programs

End Date

Enter the date the student exited the special education program, if applicable.

[S_ME_STU_SPED_C]ExitDate

8

Special Education Programs

Exit Reason

Choose the reason the student exited special education from the pop-up menu.

[S_ME_STU_SPED_C]ReasonForExit

20

Special Education Programs

Placement

Choose the student's special education placement code from the pop-up menu

[S_ME_STU_SPED_C]Placement

12Special Education Programs
Alternate Assessment

Choose Yes or No to indicate whether the student will take an alternate assessment for state assessment purposes.

[S_ME_STU_SPED_C]AlternateAssessment

1Special Education Programs
Disability

Choose the student's disability code from the pop-up menu.

[S_ME_STU_SPED_C]Disability

3Special Education Programs

Defining Career and Technical Education Programs

Student Selection > State/Province – ME > CTE

CTE Code

Choose the student's Career and Technical Education code from the pop-up menu.

See CTE CIP Codes for valid values.

[S_ME_STU_CTE_C]CTE_Code15CTE Report
Start Date

Enter the start date of the CTE program.

Note: The start date must be within the school year of the upload to Synergy.

[S_ME_STU_CTE_C]StartDate8CTE Report
End Date

Enter the end date Enter the start date of the CTE program.

Note: The end date must be within the school year of the upload to Synergy.

[S_ME_STU_CTE_C]EndDate8CTE Report
Exit Status

Choose the reason the student exited the program from the pop-up menu.

Note: An exit status is required when End Date is populated.

See CTE Exit Status Codes for valid values.

[S_ME_STU_CTE_C]Exit_Status5CTE Report
Early College LDChoose Yes or No from the pop-up menu to indicate whether the student is early college LD.[S_ME_STU_CTE_C]Early_College_LD1CTE Report
Out of Work IndividualChoose Yes or No from the pop-up menu to indicate whether the student is an out of work individual.[S_ME_STU_CTE_C]Displaced_Home_Maker1CTE Report
700 Inst Hrs YearChoose Yes or No from the pop-up menu to indicate whether the student is receiving at least 700 instructional hours, in the CTE program, in one year[S_ME_STU_CTE_C]InstHrsYear
1CTE Report
Single ParentChoose Yes or No from the pop-up menu to indicate whether the student is a single parent.[S_ME_STU_CTE_C]Single_Parent1CTE Report
In a Satellite Location

Choose Yes or No to indicate whether a student is participating in a CTE program offered in a Satellite Location.

Valid values:

  • Blank (default)
  • Y - Yes
  • N - No
[S_ME_STU_CTE_C]SatelliteProg_YN1CTE Report
Institution Codes

Select an institution from the list of available values.

Valid Values: Values for this field are managed via the ME Institution Code Set.

[S_ME_STU_CTE_C]Institution_Code4CTE Report

Defining Truancy Information

Student Selection > State/Province – ME > Truancy

SchoolChoose the school in which the student is enrolled from the pop-up menu.[S_ME_STU_TRUANCY_C]SchoolID11Truancy
Start DateEnter the date the truancy record began.[S_ME_STU_TRUANCY_C]StartDate8Truancy
Truancy Type

Choose the type of truancy from the menu.

See Truancy Type Codes for valid codes.

[S_ME_STU_TRUANCY_C]TruancyType2Truancy
Notify Superintendent of Truant Student DateEnter the date the superintendent was notified about the truant student.

[S_ME_STU_TRUANCY_C]SuperNotifyTruStudentDate


8Truancy
Notify Superintendent of Truant Student NoteEnter any comments regarding the superintendent notification.[S_ME_STU_TRUANCY_C]SuperNotifyTruStudentNote144Truancy

Intervention Plan Date

Enter the date the attendance intervention plan began.[S_ME_STU_TRUANCY_C]InterventionPlanDate8Truancy

Intervention Plan Note

Enter any comments related to the attendance intervention plan.[S_ME_STU_TRUANCY_C]InterventionPlanComm144Truancy

Official Parent Notification Date

Enter the date the student’s parents were notified of the truancy.[S_ME_STU_TRUANCY_C]OfficialParentNotiDate8Truancy

Official Parent Notification Note

Enter any comments regarding the parent notification.[S_ME_STU_TRUANCY_C]OfficialParentNotiComm144Truancy
Superintendent Notifies School Board DateEnter the date the superintendent notified the school board about the truant student.[S_ME_STU_TRUANCY_C]SuperNotifySchBoardDate8Truancy
Superintendent Notifies School Board NoteEnter any comments related to the notification.[S_ME_STU_TRUANCY_C]SuperNotifySchBoardNote144Truancy

Official Parent Meeting Date

Enter the date the parent meeting was scheduled.[S_ME_STU_TRUANCY_C]ParentMeetingDate8Truancy

Official Parent Meeting Note

Enter any comments regarding the parent meeting.[S_ME_STU_TRUANCY_C]ParentMeetingComm144Truancy

Referral to Local Law Enforcement Date

Enter the date the referral was sent to local law enforcement.[S_ME_STU_TRUANCY_C]NotiToLawEnforcementDate8Truancy

Referral to Local Law Enforcement Comments

Enter any comments relating to the local law enforcement notification.[S_ME_STU_TRUANCY_C]NotiToLawEnforcementComm144Truancy
Optional - Additional Intervention DateIf applicable, enter the date of the additional intervention.[S_ME_STU_TRUANCY_C]OptAddInterventionDate8Truancy
Optional - Additional Intervention NoteIf applicable, enter any comments related to the additional intervention.[S_ME_STU_TRUANCY_C]OptAddInterventionNote144Truancy

End Status

Choose the end status of the truancy record.

Valid values:

  • 01 - Resolved
  • 02 - Closed
[S_ME_STU_TRUANCY_C]EndStatus2Truancy

End Comments

Enter any comments related to the truancy end date or end status.[S_ME_STU_TRUANCY_C]EndComm144Truancy
Pause DateIf the truancy process was paused, enter the date it was paused.[S_ME_STU_TRUANCY_C]PauseDate8Truancy
Pause Code

If the truancy was paused, choose the reason for the truancy pause from the pop-up menu.

See Truancy Reason Codes for valid values.

[S_ME_STU_TRUANCY_C]PauseCode2Truancy
Pause NoteIf the truancy was paused, enter any comments related to the truancy pause.[S_ME_STU_TRUANCY_C]PauseNote144Truancy
Resume DateIf the truancy process was paused then resumed, enter the date the truancy process was resumed.[S_ME_STU_TRUANCY_C]ResumeDate8Truancy
Resume NoteIf the truancy process was paused then resumed, enter any comments related to resuming the truancy.[S_ME_STU_TRUANCY_C]ResumeNote144Truancy
Legacy Fields

End Date

Enter the date the truancy record was resolved or closed.[S_ME_STU_TRUANCY_C]EndDate8Truancy

End Status

Choose the end status of the truancy record.

Valid values:

  • 01 - Resolved
  • 02 - Closed
[S_ME_STU_TRUANCY_C]EndStatus2Truancy

End Comments

Enter any comments related to the truancy end date or end status.[S_ME_STU_TRUANCY_C]EndComm144Truancy
Pause DateIf the truancy process was paused, enter the date it was paused.[S_ME_STU_TRUANCY_C]PauseDate8Truancy
Pause Code

If the truancy was paused, choose the reason for the truancy pause from the pop-up menu.

See Truancy Reason Codes for valid values.

[S_ME_STU_TRUANCY_C]PauseCode2Truancy
Pause NoteIf the truancy was paused, enter any comments related to the truancy pause.[S_ME_STU_TRUANCY_C]PauseNote144Truancy
Resume DateIf the truancy process was paused then resumed, enter the date the truancy process was resumed.[S_ME_STU_TRUANCY_C]ResumeDate8Truancy
Resume NoteIf the truancy process was paused then resumed, enter any comments related to resuming the truancy.[S_ME_STU_TRUANCY_C]ResumeNote144Truancy

Informal Action Date

The date an informal action took place.[S_ME_STU_TRUANCY_C]InformalActionDate8N/A

Informal Action Description

The description of the informal action.[S_ME_STU_TRUANCY_C]InformalActionDesc144N/A

Parents Referred to District Attorney Date

The date the parents were referred to the district attorney.[S_ME_STU_TRUANCY_C]PrntsReferToDistAttorneyDate8N/A

Parents Referred to District Attorney Comments

Comments related to the district attorney referral.[S_ME_STU_TRUANCY_C]PrntsReferToDistAttorneyComm144N/A

Pending Court Action Date

The date the court action took place.[S_ME_STU_TRUANCY_C]PendingCourtActionDate8N/A
US Arrival Date

Enter the date the refuge student first entered the U.S.

Note: This date is required if the student is a refugee.

[S_ME_STU_X]USArrivalDate

8

Student Personal

Student Selection > State/Province – ME > CRDC

For instructions on completing CRDC fields, see CRDC Student Setup (2020-2021).

Defining Legal Fields

Student Selection > State/Province – ME > Legal Info

Legal Name (Last, First, Middle)Enter the student's legal last, first, and middle names.

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name


Student Personal

Suffix

Choose the student’s name suffix type from the pop-up menu.

See Name Suffix Codes for valid values.

[S_ME_STU_X]NameSuffixCode

3

Student Personal

Gender

Select the student’s gender from the drop-down list.

Valid values:

  • N - Not Selected
  • M - Male
  • F - Female

Note: For the Male and Female values, the student personal report displays displays "M" and "F" respectively. However, for the N – Not Selected value, the report displays "Not Selected" instead of "N".

[StudentCoreFields]PSCORE_LEGAL_GENDER

[Student]Gender

1Student Personal

Viewing Legacy Fields

Student Selection > State/Province – ME > Legacy Fields

GENERAL STUDENT INFO

Medical Identification Number

Enter the student’s medial ID number.

[S_ME_STU_X]MedicaidID

9

Student Personal - Legacy

Medicaid Start Date (Required if Medicaid ID is present)

Enter the student’s Medicaid eligibility start date.

[S_ME_STU_X]MedicaidStartDate

10

Student Personal - Legacy

Medicaid End Date

Enter the student’s Medicaid eligibility end date.

[S_ME_STU_X]MedicaidEndDate

10

Student Personal - Legacy

Medicaid Verification Date

Enter the date the student’s Medicaid eligibility was verified.

[S_ME_STU_X]MedicaidVerificationDate

10

Student Personal - Legacy

Medicaid Release Date (Required if Medicaid ID is present)

Enter if the date the student’s Medicaid record release was signed.

[S_ME_STU_X]MedicaidReleaseDate

10

Student Personal - Legacy

Graduation Year Type

Choose the student’s graduation year type from the pop-up menu.

Valid values:

  • Original
  • Projected

[S_ME_STU_X]GradYearType

13

N/A

Military Status

Choose the student’s military status from the pop-up menu.

Valid values:

  • Yes
  • No



Suffix

Choose the student’s name suffix type from the pop-up menu.

See the Appendix for valid Name Suffix Codes.

[S_ME_STU_X]NameSuffixCode

3

Student Personal

STUDENT PROGRAMS

Foreign Exchange

Choose Yes or No from the pop-up menu to indicate whether the student is a foreign exchange student.

[S_ME_STU_X]ForeignExchange_YN

1

Student Enrollment - Legacy

Supplemental Education Services

Choose Yes or No from the pop-up menu to indicate whether the student is receiving supplemental educational services from the pop-up menu.

[S_ME_STU_X]SupplementalEdServices

1

Student Enrollment - Legacy

Adult Education Student

Choose Yes or No from the pop-up menu to indicate whether the student is an adult education student.

[S_ME_STU_X]AdultEducationFlag_YN

1

N/A

Early Kindergarten

Choose Yes or No from the pop-up menu to indicate whether the student is in an early kindergarten program.

[S_ME_STU_X]EarlyKindergarten_YN

1

Student Enrollment

Special Education Exit Code

Choose the reason the student exited special education from the pop-up menu.

See Special Education Exit Reason Codes for valid values.

[S_ME_STU_X]SPEDReasonForExit20Special Education Programs
Special Education Setting CodeChoose the educational setting for a special education student.

[S_ME_STU_X]SPEDSettingCodeOld


Special Education Programs
Exceptionality CodeChoose the Codes indicating the student's exceptionality program.

[S_ME_STU_X]ExceptionalityCodeold


Special Education Programs
STUDENT LEP STATUS

English Proficiency (From Transfer Info page)

Note: English Proficiency values is entered on Student Selection > Transfer Info > Edit Current / Previous Enrollment page

Choose a code corresponding with the student's English proficiency.

See English Proficiency Codes for valid values.

[Students]ME_EnglishProficiency

2

School Enrollment - Legacy

LEP Exit Date

Enter the date the student exited the LEP program.

[S_ME_STU_X]LEPExitDate

10

School Enrollment - Legacy

ESL Only Education

Choose if the student is in an ESL only education program from the pop-up menu.

Instruction is only in English. Various methodologies are used.

Valid values:

  • Yes
  • No

[S_ME_STU_X]ESLOnlyEducation_YN

1

School Enrollment - Legacy

Date First Enrolled in ESL

Enter the date the student first enrolled in a Maine ESL program.

A DateFirstEnrolledESL value is required when any of the following fields have a 'Y' value.

  • BilingualEducation
  • ESLOnlyEducation
  • ShelteredEnglish
  • HeritageLanguage

[S_ME_STU_X]DateFirstEnrolledESL

10

School Enrollment - Legacy

STUDENT STATUS

State Agency State Ward

Note: This field replaces the following two fields:

  • State Ward Flag
  • State Agency Client Flag

Choose if the student is a ward of the state or a client of a state agency from the pop-up menu.

A child is considered a ward of the state if the state is the legal guardian by court order.

A child who is a State Agency Client is defined as a child in the care of DHS, BDS, or DOC.

Valid values:

  • Yes
  • No

[S_ME_STU_X]StateAgencyStateWardFlag_YN

1

School Enrollment - Legacy

Homeless Night-Time Residence

If the student is homeless, choose the Homeless Night-time Residence Code from the pop-up menu.

See Homeless Nighttime Residence Codes for valid values.

[S_ME_STU_X]HomelessNightTimeResidence

and

[S_ME_REN_X]HomelessNightTimeResidence

1Student Enrollment
Unaccompanied YouthChoose Yes or No to indicate whether the student is an unaccompanied youth.

[S_ME_STU_X]UnaccompaniedYouth_YN

and

[S_ME_REN_X]UnaccompaniedYouth_YN

1Student Enrollment
BIRTH INFORMATION

City or Town of Birth

Enter the student’s birth city or town.

[S_ME_STU_X]CityTownOfBirth

25

Student Personal - Legacy

State of Birth

Choose the student’s state of birth from the pop-up menu.

See the MEDMS website for valid State Codes.

[S_ME_STU_X]StateOfBirth

2

Student Personal - Legacy

Select Country of Birth

Choose the student’s country of birth from the pop-up menu.

See the MEDMS website for valid Country Codes.

[S_ME_STU_X]CountryOfBirth

2

Student Personal - Legacy

Mother Maiden Name

Enter the maiden name of the student’s mother.

[S_ME_STU_X]MotherMaidenName

50

Student Personal - Legacy

STUDENT ENROLLMENTS

Enrollment Type Code

Choose the student’s enrollment type code for this school enrollment from the pop-up menu.

Valid values:

  • Secondary
  • Primary

[S_ME_STU_X]EnrollmentTypeCode

and

[S_ME_REN_X]EnrollmentTypeCode


1

Student Enrollment

Start StatusChoose the legacy start status from the pop-up menu.[S_ME_STU_X]StartStatusold2School Enrollment Report - Legacy

Resident SAU IDOverride



To override the student’s Resident School Administrative Unit (SAU) ID, click the Resident SAU ID Override Look-Up List, find the applicable SAUOrgID, and enter the code.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[S_ME_STU_X]RESIDENTSAU_IDold

and

[S_ME_REN_X]RESIDENTSAU_IDold

4

Student Enrollment

Resident Town Code


Click the Resident Town Code Look-Up List to find the applicable town code, and enter the code.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[Students]ME_ResidentTownCode

and

[ReEnrollments]ME_ResidentTownCode

3

Student Enrollment

Fiscal Responsibility Code



Choose the appropriate fiscal responsibility code for this school enrollment from the pop-up menu.

Note: For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

See Fiscal Responsibility Codes for valid values.

[S_ME_STU_X]FiscalResponsibilityCodeold

and

[S_ME_REN_X]FiscalResponsibilityCodeold


1

Student Enrollment

Exit Status CodeChoose the legacy exit status code from the pop-up menu.

[S_ME_STU_X]ExitStatusCodeold

[S_ME_REN_X]ExitStatusCodeold

2School Enrollment Report - Legacy
Grade Level Override

Choose a code indicating the student's override grade levels from the pop-up menu.

See Enrollment Grade Level Override Codes for valid values.

[S_ME_STU_X]GradelvlOverRideCodeold

[S_ME_REN_X]GradelvlOverRideCodeold

2Student Enrollment

School Lunch Eligibility

Choose the student's school lunch eligibility from the pop-up menu.

Valid values:

  • (use Lunch status) - Default
  • F - Free
  • R - Reduced
  • N - None
  • U - Update Required
  • P - Pre-approved

[S_ME_STU_X]SchoolLunchEligCode

1

Economic Status

Sheltered English

Choose Yes or No to indicate whether the student is in a sheltered English program.

Sheltered English is an approach using simplified English to teach ESL and subject area content at the same time.

[S_ME_STU_X]ShelteredEnglish_YN

and

[S_ME_REN_X]ShelteredEnglish_YN

1

Student Enrollment

Heritage Language

Choose Yes or No to indicate whether the student is instructed in their native language.

[S_ME_STU_X]HeritageLanguage_YN

and

[S_ME_REN_X]HeritageLanguage_YN

1

Student Enrollment

Bilingual Education

Choose Yes or No to indicate whether the student is in a bilingual education program.

Bilingual Education uses more than one language as a medium of instruction.

[S_ME_STU_X]BilingualEducation_YN

and

[S_ME_REN_X]BilingualEducation_YN

1

Student Enrollment

SPECIAL EDUCATION FIELDS
Special Education StudentChoose Yes or No to indicate whether the student is in a special education program

[S_ME_STU_X]Special_Education_YN

1N/A
Start DateEnter the date the student started the special education program.

[S_ME_STU_X]SPEDStartDate

8N/A
End DateEnter the date the student exited the special education program, if applicable.[S_ME_STU_X]SPEDExitDate8N/A
Exit Reason

Choose the reason the student exited special education from the pop-up menu.

[S_ME_STU_X]SPEDExitReasonold

20N/A
Placement

Choose the student's special education placement code from the pop-up menu

[S_ME_STU_X]SPEDPlacement12N/A
Alternate AssessmentChoose Yes or No to indicate whether the student will take an alternate assessment for state assessment purposes.[S_ME_STU_X]AlternateAssessment1N/A
Disability

Choose the student's disability code from the pop-up menu.

[S_ME_STU_X]SPEDDisability3N/A

Vocational Student

Choose if the student is participating in a vocational program from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]VocationalFlag_YN

1

N/A

County of Birth

Choose the student’s county of birth from the pop-up menu.

[S_ME_STU_X]CountyOfBirth

2

N/A

Migrant

Choose if the student is a migrant from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]MigrantFlag_YN

1

N/A

Retained in Grade

Choose if the student is retained in the grade from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]RetainedGradeFlag_YN

1

N/A

LEP Reclass Method

Choose the student’s LEP reclass method from the pop-up menu.

See LEP Reclass Method Codes for valid values.

[S_ME_STU_X]LEPReclassMethod

1

N/A

LEP Reclass Assessment

Choose the student’s LEP reclass assessment from the pop-up menu.

See LEP Reclass Assessment Codes for valid values.

[S_ME_STU_X]LEPReclassAssessment_YN

4

N/A

LEP Bilingual Education

Choose if the student is participating in LEP bilingual education from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]LEPBilingualEd_YN

1

N/A

LEP English Only

Choose if the student is participating in LEP English only from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]LEP_ESLOnlyEdFlag_YN

1

N/A

LEP Submersion Education

Choose if the student is participating in LEP submersion education from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]LEPSubmersionEdFlag_YN

1

N/A

Title 3

Choose if the student is participating in Title 3 program from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]Title3Flag_YN

1

N/A

Title 1C

Choose if the student is participating in Title 1C program from the pop-up menu.

Valid values:

  • Yes
  • No

Note: No longer required for state reporting.

[S_ME_STU_X]Title1CFlag_YN

1

N/A

Work Permit

Choose if the student has a work permit from the pop-up menu.

Valid values:

  • Yes
  • No

[S_ME_STU_X]WorkPermitFlag_YN

1

N/A

Citizenship Code

Choose the student’s citizenship from the pop-up menu.

Valid values:

  • 01 - Dual Nation
  • 02 - Non-Resident Alien
  • 03 - Resident Alien
  • 04 - United State Citizen
  • 99 - Other

[S_ME_STU_X]CitizenshipCode

2

N/A

Birth Order Code

Select the student’s birth order from the popup menu.

Valid values: from 1 to 9

[S_ME_STU_X]BirthOrderCode

1

N/A

Select Country of Residency

Choose the student’s country of residency from the pop-up menu.

[S_ME_STU_X]CountryOfResidency

N/A

N/A

Select Country of Citizenship

Choose the student’s country of citizenship from the pop-up menu.

[S_ME_STU_X]CountryOfCitizenship

N/A

N/A

Birth Mother First Name

Enter the first name of the student’s birth mother.

[S_ME_STU_X]BirthMotherFirstName

N/A

N/A


State Ward

Choose if the student is a ward of the state.

[S_ME_STU_X]StateWardFlag_YN

N/A

N/A


State Agency Client

Choose if the student is a client of a state agency.

[S_ME_STU_X]StateAgencyClientFlag_YN

N/A

N/A

School Lunch Eligibility

Choose the student's school lunch eligibility from the pop-up menu.

Valid Values:

  • Free
  • Reduced Price
  • Full Price

[S_ME_STU_X]SchoolLunchEligibility

and

[S_ME_REN_X]SchoolLunchEligibility

1

Economic Status

Entering Student Health Details

Screening

Start Page > Student Selection > Health > Screening > Add Screening

Vision and Color Screening

Select this option to add screening details

N/A

N/A

N/A

Screening Provider NameEnter the name of the screening provider.[HEALTHSTUDVISION]SCREENERNAME30
Screening DateEnter the screening date.[HEALTHSTUDVISION]SCREENDATE8
Screening Provider TypeSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]VISIONSCREENERTYPELUID19
Grade LevelSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]GRADELEVELATSCREEN6
Vision Referral DateEnter the referral date.[HEALTHSTUDVISION]REFERRALDATE8
Test Conducted LateSelect this option if the test was conducted late[HEALTHSTUDVISION]ISTESTCONDUCTEDLATE1
Right Eye Vision Test ResultSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]RIGHTEYETESTLUID19
Left Eye Vision Test ResultSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]LEFTEYETESTLUID19
Right Eye Vision w/ CorrectionSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]RIGHTEYETESTWITHCORRECTIONLUID19
Left Eye Vision w/ CorrectionSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]LEFTEYETESTWITHCORRECTIONLUID19
Both Eyes Test ResultSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]BOTHEYETESTLUID19
Both Eyes w/ CorrectionSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]BOTHEYETESTWITHCORRECTIONLUID19
Muscle BalanceSelect the relevant value from the drop-down list.[HEALTHSTUDVISION]MUSCLEBALANCELUID19
CommentEnter any comments related to the screening.[HEALTHSTUDVISION]SCREENCOMMENT512


[HEALTHSTUDVISION]











Medication

Start Page > Student Selection > Health > Medication





















Entry Date

Enter the student’s school enrollment entry date.

The date is the first day of school enrollment.

[Students]EntryDate

6-10

Student Enrollment

Entry Comment

(entry & exit)

Enter any comments regarding the student’s start of the enrollment.

[Students]TransferComment

250

School Enrollment - Legacy

Exit Date

Enter the student’s school enrollment exit date.

The date is the day after the last day of school enrollment, even if that day occurs during a weekend.

This field is blank if ExitTypeCode is not populated.

[Students]ExitDate

8

Student Enrollment

Exit Code

Choose the student’s school enrollment exit reason from the drop-down list.

You must choose an exit code for school enrollments where the exit date is in the past.

For valid values, refer to Enrollment Exit Type Status Codes.

[S_ME_STU_X]EnrollmentExitType

and

[S_ME_REN_X]EnrollmentExitType

20

Student Enrollment

Exit Comment

Enter any comments regarding the student’s end of the enrollment.

[Students]ExitComment

250

School Enrollment - Legacy

Grade Level

Choose the student’s school enrollment grade level from the pop-up menu.

[S_ME_STU_X]GradeLevelCode

and

[S_ME_REN_X]GradeLevelCode

  • If Grade = -3 or -2 then ‘00’ is reported.
  • If Grade = -1 then ‘01’ is reported.
  • If Grade = 0 then Early KinderGarten flag is reported - if it is set to ‘Y’ then report as ‘01’ otherwise ‘02’.
  • If Grade = 1 then ‘04’ is reported.
  • If Grade = 2 then ‘05’ is reported.
  • If Grade = 3 then ‘06’ is reported.
  • If Grade = 4 then ‘07’ is reported.
  • If Grade is 5 then ‘08’ is reported.
  • If Grade is 6 then ‘09’ is reported.
  • If Grade is 7 then ‘10’ is reported.
  • If Grade is 8 then ‘11’ is reported.
  • If Grade is 9 then '12’ is reported.
  • If Grade is 10 then ‘13’ is reported.
  • If Grade is 11 then ‘14’ is reported.
  • If Grade is 12 then ‘15’ is reported.
  • Otherwise Grade level is blank.

2

Student Enrollment

Maine State Information

Enrollment Type Code

Choose the student’s enrollment type code for this school enrollment from the pop-up menu.

Valid values:

  • Secondary
  • Primary

[S_ME_STU_X]EnrollmentTypeCode

and

[S_ME_REN_X]EnrollmentTypeCode


1

Student Enrollment

Start Status

Choose the reason the student started in the school from the pop-up menu.

See Enrollment Start Status Codes for valid values.

[S_ME_STU_X]StartStatus

and

[S_ME_REN_X]StartStatus

2

Student Enrollment

Home Schooled

Choose the student's home school status from the pop-up menu.

Valid values:

  • Yes
  • No
[S_ME_REN_X]HomeSchooledFlag_YN1Student Enrollment
Percentage of School Day Spent in Public Schools (FTE) (Home School Students Only)

Choose the percentage of the student's day spent in a school setting from the pop-up menu.

Valid values:

  • 1-25% of educational time spent at school
  • 26-50% of educational time spent at school
  • Special education only provided by school
  • 76% of educational time spent at school
  • 51-75% of educational time spent at school
[S_ME_REN_X]PercentageSchoolDayCode2Student Enrollment

Resident SAU ID Override



To override the student’s Resident School Administrative Unit (SAU) ID, click the Resident SAU ID Override Look-Up List, find the applicable SAUOrgID, and enter the code. When this field is modified, an alert displays, "Enter an updated value for the Effective Date Field".

For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[S_ME_STU_X]ResidentSAUIDOverride

and

[S_ME_REN_X]ResidentSAUIDOverride

4

Student Enrollment

Resident Town Code


Click the Resident Town Code Look-Up List to find the applicable town code, and enter the code. When this field is modified, an alert displays, "Enter an updated value for the Effective Date Field".

For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[S_ME_STU_X]ResidentTown

and

[S_ME_REN_X]ResidentTown

3

Student Enrollment

Fiscal Responsibility Code



Choose the appropriate fiscal responsibility code for this school enrollment from the pop-up menu. When this field is modified, an alert displays, "Enter an updated value for the Effective Date Field".

For the purpose of reporting an Effective Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

Refer to Fiscal Responsibility Codes for valid values.

[S_ME_STU_X]FiscalResponsibility

and

[S_ME_REN_X]FiscalResponsibility


1

Student Enrollment

Effective DateEnter the effective date of enrollment.

[S_ME_STU_X]EnrollmentEffectiveDate

and

[S_ME_REN_X]EnrollmentEffectiveDate

N/AStudent Enrollment
Exit Type Code

Choose the reason the student exited the school from the drop-down list.

See Exit Type Codes for valid values.

[S_ME_STU_X]EnrollmentExitType

and

[S_ME_REN_X]EnrollmentExitType

5Student Enrollment
Grade Level Code Override

Choose a grade from the pop-up menu to override the student's existing grade level.

See Enrollment Grade Level Override Codes for valid values.

[S_ME_STU_X]GradeLvlOverRideCode

and

[S_ME_REN_X]GradeLvlOverRideCode

2Student Enrollment
Maine Economic Status Information (Transfer Info > Previous Enrollment only)

School Lunch Eligibility

Choose the student's school lunch eligibility from the pop-up menu.

Valid Values:

  • Free
  • Reduced Price
  • Full Price


[S_ME_STU_X]SchoolLunchEligibility

and

[S_ME_REN_X]SchoolLunchEligibility

15

Economic Status

Eligibility Start Date

Enter the date the student is eligible.

Note: For the purpose of reporting an Eligibility Start Date to MEDMS, a new student enrollment must be created if this value changes mid-year.

[S_ME_STU_X]EconmicStatusEligibStartDate

and

[S_ME_REN_X]EconmicStatusEligibStartDate

8Economic Status
Eligibility End DateEnter the date the student's eligibility ends.

[S_ME_STU_X]EconmicStatusEligibEndDate

and

[S_ME_REN_X]EconmicStatusEligibEndDate

8Economic Status
Legacy
English ProficiencyChoose the legacy English proficiency code from the pop-up menu.[S_ME_STU_X]EnglishProficiency2School Enrollment Report - Legacy
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