Student Setup

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Entering General Demographics

Student Selection > Demographics

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, P

1

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

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

Defining Personal Information

Student Selection > State/Province – ME > Personal

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_Name

20

Student 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_Name

20

Student 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_Name

15

Student 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]NameSuffixCode

3

Student 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]Alias

50

Student 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]Guardian1NameLast

25

Student 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]Guardian1NameFirst

25

Student 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]Guardian2NameLast

25

Student 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]Guardian2NameFirst

25

Student Personal

Immigrant

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

[S_ME_STU_X]ImmigrantFlag_YN

1

Student 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_YN

1

Student 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_YN

1

Student 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]NativeLanguageCode2

3

Student Personal

Native Language 2 Interpreter

Indicate if an interpreter in the reported Native Language 2 is needed.

[S_ME_STU_X]NativeLangInterpreter_YN2

1

Student 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]NativeLanguageCode3

3

Student Personal

Native Language 3 Interpreter

Indicate if an interpreter in the reported Native Language 3 is needed.

[S_ME_STU_X]NativeLangInterpreter_YN3

1

Student 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]NativeLanguageCode4

3

Student Personal

Native Language 4 Interpreter

Indicate if an interpreter in the reported Native Language 4 is needed.

[S_ME_STU_X]NativeLangInterpreter_YN4

1

Student 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]NativeLanguageCode5

3

Student Personal

Native Language 5 Interpreter

Indicate if an interpreter in the reported Native Language 5 is needed.

[S_ME_STU_X]NativeLangInterpreter_YN5

1

Student Personal

Defining Enrollments

Student Selection > State/Province – ME > Enrollment

State Student ID

Enter the student’s ID provided by MEDMS.

[Students]State_StudentNumber

10

Student Enrollment

Override School ID

Enter a numeric value to override the school Id.

[S_ME_STU_X]Override_SchoolId

4

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

Resident Town Geo Code

Type and select the relevant code from the list.

[S_ME_STU_X]ResidentTownGeoCode

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

2

Student 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

5

Student Enrollment

Residency Status

Choose the appropriate value for this school enrollment from the drop-down list.

Refer to 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 Date

Enter 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

8

Student 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

1

Student Enrollment

Title 1A English

Choose 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

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 Full Time Part Time Status Codes (FTPT) (FTE) is required.

[S_ME_STU_X]HomeSchooledFlag_YN

and

[S_ME_REN_X]HomeSchooledFlag_YN

1

Student Enrollment

Full Time Part Time Status Codes (FTPT)

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

25

Student Enrollment

Homeless Night-time Residence Code

If the student is homeless, select the student’s night-time residence code from the drop-down list.

Refer to Homeless Nighttime Residence Codes for valid values.

[S_ME_STU_X]HomelessNightTimeResidence

and

[S_ME_REN_X]HomelessNightTimeResidence

15

Student 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

1

Student Enrollment

Transitional Bilingual Education or Early Exit Education

Choose 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

1

Student Enrollment

Dual Language or Two Way Immersion

Choose 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

1

Student Enrollment

English as a Second Language or Language Development

Choose 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

1

Student Enrollment

Content Classes with Integrated ESL Support

Choose 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

1

Student Enrollment

NewComer Programs

Choose 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

1

Student Enrollment

Parents Refuse ML Services

Select Yes or No to indicate the parents choice.

[S_ME_STU_X]ParentsRefuseMLServices

1

Student Enrollment

Defining Economic Status

Student Selection > State/Province – ME > Economic Status

Economic Lunch Status

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

Valid Values:

• A - Alternate Economic Form

• F - Free

• P - Fully Paid

• R - Reduced

• N - None

• U - Update Required

[S_ME_STU_X]SchoolLunchEligibility

and

[S_ME_REN_X]SchoolLunchEligibility

15

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

8

Economic 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

8

Economic 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

5

Proficiency Education

Start Date

Choose the start date of the student's proficiency work.

[S_ME_STU_Proficiency_C]StartDate

8

Proficiency Education

End Date

Choose the end date of the student's proficiency work.

[S_ME_STU_Proficiency_C]EndDate

8

Proficiency Education

Defining English Learner Status

Student Selection > State/Province – ME > English Learner

Start Date

Enter the start date the student became an English Learner.

[S_ME_STU_X]EnglishLearnerStartDate

and

[S_ME_REN_X]EnglishLearnerStartDate

8

English 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

1

Special 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

12

Special 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

1

Special Education Programs

Disability

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

[S_ME_STU_SPED_C]Disability

3

Special 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_Code

15

CTE 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]StartDate

8

CTE 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]EndDate

8

CTE 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_Status

5

CTE Report

Early College LD

Choose Yes or No from the pop-up menu to indicate whether the student is early college LD.

[S_ME_STU_CTE_C]Early_College_LD

1

CTE Report

Out of Work Individual

Choose 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_Maker

1

CTE Report

700 Inst Hrs Year

Choose 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

1

CTE Report

Single Parent

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

[S_ME_STU_CTE_C]Single_Parent

1

CTE 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_YN

1

CTE 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_Code

4

CTE Report

Defining Truancy Information

Student Selection > State/Province – ME > Truancy

School

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

[S_ME_STU_TRUANCY_C]SchoolID

11

Truancy

Start Date

Enter the date the truancy record began.

[S_ME_STU_TRUANCY_C]StartDate

8

Truancy

Truancy Type

Choose the type of truancy from the menu.

See Truancy Type Codes for valid codes.

[S_ME_STU_TRUANCY_C]TruancyType

2

Truancy

Notify Superintendent of Truant Student Date

Enter the date the superintendent was notified about the truant student.

[S_ME_STU_TRUANCY_C]SuperNotifyTruStudentDate

8

Truancy

Notify Superintendent of Truant Student Note

Enter any comments regarding the superintendent notification.

[S_ME_STU_TRUANCY_C]SuperNotifyTruStudentNote

144

Truancy

Intervention Plan Date

Enter the date the attendance intervention plan began.

[S_ME_STU_TRUANCY_C]InterventionPlanDate

8

Truancy

Intervention Plan Note

Enter any comments related to the attendance intervention plan.

[S_ME_STU_TRUANCY_C]InterventionPlanComm

144

Truancy

Official Parent Notification Date

Enter the date the student’s parents were notified of the truancy.

[S_ME_STU_TRUANCY_C]OfficialParentNotiDate

8

Truancy

Official Parent Notification Note

Enter any comments regarding the parent notification.

[S_ME_STU_TRUANCY_C]OfficialParentNotiComm

144

Truancy

Superintendent Notifies School Board Date

Enter the date the superintendent notified the school board about the truant student.

[S_ME_STU_TRUANCY_C]SuperNotifySchBoardDate

8

Truancy

Superintendent Notifies School Board Note

Enter any comments related to the notification.

[S_ME_STU_TRUANCY_C]SuperNotifySchBoardNote

144

Truancy

Official Parent Meeting Date

Enter the date the parent meeting was scheduled.

[S_ME_STU_TRUANCY_C]ParentMeetingDate

8

Truancy

Official Parent Meeting Note

Enter any comments regarding the parent meeting.

[S_ME_STU_TRUANCY_C]ParentMeetingComm

144

Truancy

Referral to Local Law Enforcement Date

Enter the date the referral was sent to local law enforcement.

[S_ME_STU_TRUANCY_C]NotiToLawEnforcementDate

8

Truancy

Referral to Local Law Enforcement Comments

Enter any comments relating to the local law enforcement notification.

[S_ME_STU_TRUANCY_C]NotiToLawEnforcementComm

144

Truancy

Optional - Additional Intervention Date

If applicable, enter the date of the additional intervention.

[S_ME_STU_TRUANCY_C]OptAddInterventionDate

8

Truancy

Optional - Additional Intervention Note

If applicable, enter any comments related to the additional intervention.

[S_ME_STU_TRUANCY_C]OptAddInterventionNote

144

Truancy

End Status

Choose the end status of the truancy record.

Valid values:

• 01 - Resolved

• 02 - Closed

[S_ME_STU_TRUANCY_C]EndStatus

2

Truancy

End Comments

Enter any comments related to the truancy end date or end status.

[S_ME_STU_TRUANCY_C]EndComm

144

Truancy

Pause Date

If the truancy process was paused, enter the date it was paused.

[S_ME_STU_TRUANCY_C]PauseDate

8

Truancy

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]PauseCode

2

Truancy

Pause Note

If the truancy was paused, enter any comments related to the truancy pause.

[S_ME_STU_TRUANCY_C]PauseNote

144

Truancy

Resume Date

If the truancy process was paused then resumed, enter the date the truancy process was resumed.

[S_ME_STU_TRUANCY_C]ResumeDate

8

Truancy

Resume Note

If the truancy process was paused then resumed, enter any comments related to resuming the truancy.

[S_ME_STU_TRUANCY_C]ResumeNote

144

Truancy

Legacy Fields

End Date

Enter the date the truancy record was resolved or closed.

[S_ME_STU_TRUANCY_C]EndDate

8

Truancy

End Status

Choose the end status of the truancy record.

Valid values:

• 01 - Resolved

• 02 - Closed

[S_ME_STU_TRUANCY_C]EndStatus

2

Truancy

End Comments

Enter any comments related to the truancy end date or end status.

[S_ME_STU_TRUANCY_C]EndComm

144

Truancy

Pause Date

If the truancy process was paused, enter the date it was paused.

[S_ME_STU_TRUANCY_C]PauseDate

8

Truancy

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]PauseCode

2

Truancy

Pause Note

If the truancy was paused, enter any comments related to the truancy pause.

[S_ME_STU_TRUANCY_C]PauseNote

144

Truancy

Resume Date

If the truancy process was paused then resumed, enter the date the truancy process was resumed.

[S_ME_STU_TRUANCY_C]ResumeDate

8

Truancy

Resume Note

If the truancy process was paused then resumed, enter any comments related to resuming the truancy.

[S_ME_STU_TRUANCY_C]ResumeNote

144

Truancy

Informal Action Date

The date an informal action took place.

[S_ME_STU_TRUANCY_C]InformalActionDate

8

N/A

Informal Action Description

The description of the informal action.

[S_ME_STU_TRUANCY_C]InformalActionDesc

144

N/A

Parents Referred to District Attorney Date

The date the parents were referred to the district attorney.

[S_ME_STU_TRUANCY_C]PrntsReferToDistAttorneyDate

8

N/A

Parents Referred to District Attorney Comments

Comments related to the district attorney referral.

[S_ME_STU_TRUANCY_C]PrntsReferToDistAttorneyComm

144

N/A

Pending Court Action Date

The date the court action took place.

[S_ME_STU_TRUANCY_C]PendingCourtActionDate

8

N/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

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

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

1

Student 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]SPEDReasonForExit

20

Special Education Programs

Special Education Setting Code

Choose the educational setting for a special education student.

[S_ME_STU_X]SPEDSettingCodeOld

Special Education Programs

Exceptionality Code

Choose 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.

Refer to Homeless Nighttime Residence Codes for valid values.

[S_ME_STU_X]HomelessNightTimeResidence

and

[S_ME_REN_X]HomelessNightTimeResidence

1

Student 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

1

Student 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 Status

Choose the legacy start status from the pop-up menu.

[S_ME_STU_X]StartStatusold

2

School 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

Resident Town Geo Code

Type and select the relevant code from the list.

[S_ME_STU_X]ResidentTownGeoCode

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 Code

Choose the legacy exit status code from the pop-up menu.

[S_ME_STU_X]ExitStatusCodeold

[S_ME_REN_X]ExitStatusCodeold

2

School 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

2

Student 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 Student

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

[S_ME_STU_X]Special_Education_YN

1

N/A

Start Date

Enter the date the student started the special education program.

[S_ME_STU_X]SPEDStartDate

8

N/A

End Date

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

[S_ME_STU_X]SPEDExitDate

8

N/A

Exit Reason

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

[S_ME_STU_X]SPEDExitReasonold

20

N/A

Placement

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

[S_ME_STU_X]SPEDPlacement

12

N/A

Alternate Assessment

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

[S_ME_STU_X]AlternateAssessment

1

N/A

Disability

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

[S_ME_STU_X]SPEDDisability

3

N/A

DEPRECATED FIELDS (These fields are no longer used in any state reports)

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 Name

Enter the name of the screening provider.

[HEALTHSTUDVISION]SCREENERNAME

30

Screening Date

Enter the screening date.

[HEALTHSTUDVISION]SCREENDATE

8

Screening Provider Type

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]VISIONSCREENERTYPELUID

19

Grade Level

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]GRADELEVELATSCREEN

6

Vision Referral Date

Enter the referral date.

[HEALTHSTUDVISION]REFERRALDATE

8

Test Conducted Late

Select this option if the test was conducted late

[HEALTHSTUDVISION]ISTESTCONDUCTEDLATE

1

Right Eye Vision Test Result

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]RIGHTEYETESTLUID

19

Left Eye Vision Test Result

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]LEFTEYETESTLUID

19

Right Eye Vision w/ Correction

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]RIGHTEYETESTWITHCORRECTIONLUID

19

Left Eye Vision w/ Correction

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]LEFTEYETESTWITHCORRECTIONLUID

19

Both Eyes Test Result

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]BOTHEYETESTLUID

19

Both Eyes w/ Correction

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]BOTHEYETESTWITHCORRECTIONLUID

19

Muscle Balance

Select the relevant value from the drop-down list.

[HEALTHSTUDVISION]MUSCLEBALANCELUID

19

Comment

Enter any comments related to the screening.

[HEALTHSTUDVISION]SCREENCOMMENT

512

Editing Current/Previous Enrollments

Student Selection > Transfer Info > Edit Current/Previous Enrollment

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_YN

1

Student Enrollment

Full Time Part Time Status Codes (FTPT)

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

• 100 % Educational Time Spent at School

[S_ME_REN_X]PercentageSchoolDayCode

2

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. 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

Resident Town Geo Code

Type and select the relevant code from the list.

[S_ME_STU_X]ResidentTownGeoCode

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 Date

Enter the effective date of enrollment.

[S_ME_STU_X]EnrollmentEffectiveDate

and

[S_ME_REN_X]EnrollmentEffectiveDate

N/A

Student 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

5

Student 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

2

Student Enrollment

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

Economic Lunch Status

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

Valid Values:

• A - Alternate Economic Form

• F - Free

• P - Fully Paid

• R - Reduced

• N - None

• U - Update Required

[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

8

Economic Status

Eligibility End Date

Enter the date the student's eligibility ends.

[S_ME_STU_X]EconmicStatusEligibEndDate

and

[S_ME_REN_X]EconmicStatusEligibEndDate

8

Economic Status

Legacy

English Proficiency

Choose the legacy English proficiency code from the pop-up menu.

[S_ME_STU_X]EnglishProficiency

2

School Enrollment Report - Legacy