Reporting and Certifying April 1st Student Enrollments

ADMINISTRATIVE LETTER: 34
POLICY CODE: JF

TO:  Superintendents of Schools
FROM:  Stephen L. Bowen, Commissioner
DATE:  March 29, 2011
RE:  Reporting and Certifying April 1st Student Enrollments

Topics included in this letter

  • Overview
  • General Instructions
  • Training Opportunities
  • Data Standards
  • Deadlines
  • Contact Information

Overview
Annually, the Maine Department of Education collects student enrollments as of April 1st for use in state and federal reporting, as well as the calculation of state subsidy (2012-2013).  The Department uses the report entitled “EPS April” in Infinite Campus State Edition (ICSE) to represent the student data of record for this collection.  For details about important fields that affect the report, and instructions on how to generate it, review:  http://www.maine.gov/education/forms/misteam/enrollment/epsinstruct.htm

General Instructions
If a student has moved away from your unit prior to April 1, 2011, the Exit Date for the student’s enrollment should be the last day the student was in attendance at your unit.  Please do not keep a student enrolled if the student has left and is not expected to return.

Additional information related to student enrollments is available on the Student Information website: http://www.maine.gov/education/medms/studentinfolist.htm

Training Opportunities
The Department will have training opportunities available shortly.  One such training will be a Just-in-Time (JIT) training on April 1st count reporting.  Follow the links below to check for upcoming training dates and training programs.

Training Notifications:
http://www.maine.gov/education/lds/index.html

List of JIT training sessions:
http://www.maine.gov/education/lds/sessions.html

Data Standards
A data standards document is available to support users in understanding the meaning and format of required fields in Infinite Campus.  Users who enter and verify student enrollments should review the standards at: http://www.maine.gov/education/medms/XMLlinks2Stage.htm#DSD

Deadlines
* April 1 Enrollments – Due April 25, 2011 – All students attending your unit as of April 1, 2011 must be enrolled in ICSE by the end of the day on April 25, 2011.  Verification should be accomplished by utilizing the following reports in ICSE:  EPS April, April EPS Count Summary, April EPS Attending Summary Report, and April EPS Subsidy Summary Report.  Please note that these reports will be refreshed on an ongoing basis until the end of the day on April 25th.  Updated reports will be available at 9am, 1pm, 5pm, and 1am daily.  After April 25, 2011, change requests will not be granted.

* April EPS Certification – Due May 6, 2011 – The April EPS Count Summary report, available in ICSE, must be reviewed and certified by the superintendent of each unit between April 26th and May 6th, 2011.  Once the report has been certified with the superintendent’s signature, fax the report to 624-5053 or 624-6791.  Do NOT certify before April 26, 2011, as other units may be changing data, which could impact the student counts of your unit. As noted above, modifications to EPS data must be completed by the end of day on April 25, 2011.

Contact Information
If you have any questions regarding the Infinite Campus State Edition, please contact the MEDMS Help Desk at 624-6896 or via e-mail mailto:medms.helpdesk@maine.gov

If you have any general student enrollment questions, please contact Rick Bergeron at 624-6799 or via e-mail mailto:richard.bergeron@maine.gov