Administrative Letter #36, MEDMS Year End Processes

ADMINISTRATIVE LETTER # 36
POLICY CODE: JF/KLL

TO: Superintendents of Schools (Please forward to Technology Directors, School Principals, and Central Office Data Personnel)

FROM: Susan A. Gendron, Commissioner

DATE: June 14, 2006

RE: MEDMS Year End Processes

MEDMS will be on line for 2005-06 reporting until Friday, July 28, 2006. Updates of data required for year end reporting will need to be made by local schools before the system is rolled over for the 2006-07 school year.
The calculation of 2005-06 graduation and drop out rates for your unit(s) by the Department will be based on student data from the MEDMS student information system. To ensure a successful and timely transmission of data, it is important that local superintendents take the following steps for student data:

Exit high school seniors using the appropriate graduation/exit type codes including: graduation with regular high school diploma; completed school with other credentials; reached maximum age for services; transferred to GED program; and transferred to post-secondary education (prior to graduation). For high school seniors who will be completing their graduation requirements during the summer and after July 28, 2006 please contact the MEDMS help desk at 624-6896 or medms.helpdesk@maine.gov no later than September 30, 2006 in order to update the 2005-06 MEDMS records.

Exit students below grade twelve who are known to be leaving their schools at the end of the 2005-06 school year. Examples of appropriate exit type codes include: transferred to other schools or institutions; discontinued schooling; moved not known to be continuing; and matriculation to another school. Please note that matriculation (not graduation) should be used for students who complete the highest level of instruction at their current school (e.g., elementary or middle school).

A complete list and descriptions of exit type codes may be found on the MEDMS website at: http://www.maine.gov/education/medms/Data/ExitType/ExitTypeCodes.htm

School unit staff who are not returning for the 2006-07 school year should be terminated in MEDMS after the system goes back online next year. The MEDMS staff module will not be available for 2005-06 updates after June 30, 2006.

I appreciate your continued support for data collection through MEDMS.