Maine State Export Using web2chool

For our Maine Schools we export data that meets the requirements of the new Maine Reporting System (MEDMS). web2school does not automatically store all of the student demographic fields that will be stored by the state. Therefore, we use User Defined and Descriptive Category fields to provide a location for each piece of data requested by the state. You can create the required fields only and populate them for the export to the state.

IMPORTANT: Wicked Good Software has a special file that can be imported into your system to automatically create the required User-Defined and Descriptive Category fields for each student. If you would like that file, please contact us and we will e-mail it to you.

State MEDMS website is : www.state.me.us/education/medms/

This document addresses the following:

• Fields that will be exported to the state
• How to manually create fields that do not currently exist in web2school
• How to populate those fields
• How to create an export file for the state

NOTE: In the Required column items listed as Yes must be in your system for us to do the export. Items that are blank are not required at all, but the state would like to have them.

Table 1: Fields Exported To The State: (numbers in left column represent export order)

	Field Name	Field in w2s	Required	Create Field Using
1	School_ID	User Defined field.	Yes	See Table 2
2	Enrollment Type	Descriptive Cat ( Student-Category Tab)	Yes	See Table 3
3	Lunch Eligibility	None	Yes	See Table 3
4	Year Code	We will send the year from which export is done	Yes	We do this for you.
5	School Entry Date	Entry Date (Student-Attendance Tab)	Yes	We send most recent.
6	Grade Level Code	Year of Graduation and/or Alt Grade Level Descriptive Category (Student – Category Tab)	Yes	See Table 3 Alt Grade Level Category
12	Fiscal Resp	Descriptive Category Field	Yes	See Table 3
14	State ID	State ID (Student-General Tab)	*	Required for Enrollment upload. Not Required for Student Upload.
17	Resident SAU ID	User Defined field.	Yes	See Table 2
18	Resident Town Code	User Defined field	Yes	From State list of Codes See Table 2
19	Last Name	Last Name (Student window)	Yes
20	First Name	First Name (Student window)	Yes
24	Language	User Defined field.	Yes	See Table 2
25	Ethnicity	Race Descriptive Cat. (Student – Categories Tab)	Yes	See Table 3 Race Category
26	Gender	Sex (Student window)	Yes
27	Birth Date	Birth Date (Student – General Tab)	Yes
28	City/Town of Birth	Birth City (Student-General Tab)	Yes
30	State of Birth	Birth State (Student-General Tab)	Yes	2 Characters, if unknown or foreign country use ZZ
36	English Proficiency	Descriptive Category Field	Yes	See Table 3
61	SAUID	User Defined field	Yes	See Table 2
7	Retained	Status Descriptive Cat. (Student-Categories Tab)		See Table 3 Status Category
8	Exit Status Code	NO LONGER USED
9	Exit Type	Descriptive Category Field	Yes if student has WD Date	See Table 3
10	Exit Date	Withdrawal Date (Student Attendance Tab)
11	FTPTStatus	Descriptive Category Field		See Table 3
13	School Student ID	Student ID on Student window
15	Medicaid ID	User Defined field.		See Table 2
16	Social Security Number	SSN (Student-General Tab) do not enter zeros. If you already have zeros, the export will just show a blank.
21	Middle Name	Middle Name (Student window)
22	Alias	User Defined field.		See Table 2
23	Name Suffix Code	Suffix (Student window)
29	County of Birth	Descriptive Category Field		See Table 3
31	Country of Birth	Birth Country (Student –General Tab)		2 Characters only
32	Birth Order	Descriptive Category Field		See Table 3
33	Citizenship Code	Descriptive Category Field		See Table 3
34	US Arrival Date	User Defined field.		See Table 2
35	Country Of Residency	User Defined field.		See Table 2
37	Country Citizenship	User Defined field.		See Table 2
38	Refugee	Descriptive Category Field		See Table 3
39	Guardian 1 Last Name	Student Guardian Tab (First Guardian)
40	Guardian 1 First Name	Student Guardian Tab (First Guardian)
41	Guardian 2 Last Name	Student Guardian Tab (Second Guardian)
42	Guardian 2 First name	Student Guardian Tab (Second Guardian)
43	Birth Mother Maiden Name	User Defined field.		See Table 2
44	Migrant	Descriptive Category Field		See Table 3
45	Homeless	Descriptive Category Field		See Table 3
46	State Ward	Descriptive Category Field		See Table 3
47	State Agency Client	Descriptive Category Field		See Table 3
48	Immigrant	Descriptive Category Field		See Table 3
49	Title 1A	Descriptive Category Field NEW		See Table 3
50	Alternative Ed	Descriptive Category Field NEW		See Table 3
51	Vocational	Descriptive Category Field NEW		See Table 3
52	Home Schooled	Descriptive Category Field NEW		See Table 3
53	Adult Ed	Descriptive Category Field NEW		See Table 3
54	Special Ed	Descriptive Category Field Program NEW		See Table 3
55	Chapter 505 Status	Descriptive Category Field NEW		See Table 3
56	Title 3	Descriptive Category Field NEW		See Table 3
57	Gifted Talented	Descriptive Category Field NEW		See Table 3
58	FTE	Descriptive Category Field NEW		See Table 3
59	Exceptionality	Descriptive Category Field NEW Must enter for students who have been marked as special ed.		See Table 3
60	Title C	Descriptive Category Field NEW		See Table 3

In web2school you can create fields that are not automatically provided for you by the program. User Defined fields allow you to enter unique data for each student. Student Descriptive Categories let you assign data from a list to each student. A combination of these two types of fields can be used to accommodate information required by the state. Note that in Table 2 only some fields are required, the rest of the fields are recommended by the state. Anything not exported out of web2school will have to be entered manually on the state system.

Table 2: Fields That Can Be Created Using User Defined Fields:

NOTE: Field names must be spelled exactly as they are listed in the Create Field in w2s column.

NOTE: In the Required column items listed as Yes must be in your system for us to do the export. Items that are blank are not required at all, but the state would like to have them.

Field Name	Create Field in w2s	Required	# of Characters for Student Data	Acceptable Data
School ID	School ID	Yes
Resident Town Code	Resident Town Code	Yes	3	See State List
Resident SAU ID	Resident SAU ID	Yes	4	See State List
Language	Language	Yes	3	See State List
SAU ID	SAU ID	Yes	4	See State List
Medicaid ID	Medicaid ID		9	Numbers
Alias	Alias		50
Country Of Residence	Country Of Residence		2	See State List
Country Citizenship	Country Citizenship		2	See State List
Mother Maiden Name	Birth Mother Maiden		50
US Arrival Date	US Arrival Date		Format must be YYYY-MM-DD

Note: SAU ID is the ID of the SAU uploading the data. Resident SAU ID is the ID of the SAU in which the student resides.

Creating User Defined Categories:

NOTE: If you have imported the category file from Wicked Good Software, ignore this section.

Step
1.	Click on the Setup Menu and select Categories.
2.	From the Categories Menu select User Defined. The program displays the Configure User Defined Categories window.
	User Defined Categories cannot be deleted only modified.
3.	Click the Add button at the top of the window to display the Add User Defined Category Information window.
4.	The ID field is not editable. A system generated ID will be assigned to this category when it is saved.
5.	Click in the Name field and type the name for this User-Defined field (limit 20 characters).
6.	Click on OK to save the category.

Entering User Defined Information For a Single Student:

Step
1.	Click on the Administration Menu and select Students.
2.	Search for a student and click the Modify button at the top of the window to display the Student Information Window.
3.	Click on the Categories Tab to select it. User Defined Categories are on the right.
4.	Click once in the data field for the Category you wish to assign or modify.
	If you double-click in a data field you must press Enter after adding, deleting or modifying. If you do not press Enter your changes will not be saved.
5.	Type the appropriate data for this student (max. 50 characters).
6.	Click OK to save your changes.

Entering User Defined Information For Multiple Students:

Step
1.	Click on the Tools Menu and select Global.
2.	Click on the Global Menu and select User Defined Categories to display the Assign Global Data - User Defined Categories Window.
3.	Click on the arrow in the Select Category field and select the User Defined field to which you will be adding data.
4.	Click in the Enter Data For Category field and type the data to be saved in the selected User Defined field.
5.	Click on the arrow in the Assign Data To field and select the group of students to which you are assigning a user defined data. For each option in the Assign Data To field there are corresponding fields below that must be completed.
6.	If you selected One Student, click in the Single Student ID field and enter the ID number of the student to be assigned.
7.	If you selected List Of Students, click in the Multiple Student IDs field and type the list of student IDs separated by commas ( i.e. 4, 27, 53, 22 ).
8.	If you selected Year of Graduation, fill in the First and Last Years of Graduation to be assigned.
9.	If you selected Descriptive Category, click in the Descriptive Category field and select a category. Then click in the Sub-Category field and select a sub-category.
10.	If you selected All Students you do not need to provide any additional information.
11	Click OK to begin assigning.

Table 3: Fields That Can Be Created Using Descriptive Categories:

****Note: When creating Categories and Sub-Categories make sure spellings and abbreviations match this table.

NOTE: In the Required column items listed as Yes must be in your system for us to do the export. Items that are blank are not required at all, but the state would like to have them.

Category Name	Abbreviated Sub-Category	Sub-Category	Required
Enrollment Type	C	Concurrent	Yes
	M	Main
Fiscal Resp	R	Resident of Schl Unit	Yes
	S	Superint Agreemnt
	P	Paid Other Src
	O	Paid Other SAU
NEW	F	100% Federal/State Funding
Program	K	Kindergarten	Yes (Note: You should already have this category because it is used for the Summary For the Year report that is done at the end of the school year using our program.) For the export we use this to determine who is Special Ed.
	4YO	4 YR OLD
	EK	Early Kind
	SPC	Spec. Ed.
	T1	Trans. 1
	NA	N/A
RACE	W	White/Not Hispanic	Yes (Note: You may already have this category set up if you do the State Attendance Registers using web2school) This is used for the Ethnicity field.
	N	Black/Not Hispanic
	S	Hispanic
	A	Am Ind/Alaskan Natv
	O	Asian/Pac Islander
Citizenship Code	01	Dual National
	02	Non-Resident Alien
	03	Resident Alien
	04	US Citizen
	99	Other
Birth County	01	Androscoggin
	02	Aroostook
	03	Cumberland
	04	Franklin
	05	Hancock
	06	Kennebec
	07	Knox
	08	Lincoln
	09	Oxford
	10	Penobscot
	11	Piscataquis
	12	Sagadahoc
	13	Somerset
	14	Waldo
	15	Washington
	16	York
	NA	NA
Lunch Eligibility	F	Free	Yes
	R	Reduced
	N	None
	P	Pre-Approved
Status	GR	Graduated	Not Required You should already have this category because it is used for the end of year attendance reports. For the state export we look at the Retention sub category in Status to see who is retained for the current year.
	EGR	Early Grad
	EXP	Expelled
	RET	Retention
	DO	Dropout
	NA	N/A
Exit Status	01	Permanent	THIS CATEGORY IS NO LONGER BEING USED BY THE STATE. WEB2SCHOOL WILL NOT USE IT IN THE EXPORT.
	02	Temporary
	NA	NA
Exit Type	01	01	This field is required if the student has a withdrawal date. Note: Descriptions in this section are quite lengthy but our software is limited to 20 characters. We are only exporting the abbreviations so wording for the sub-category name is up to each school.
	02	02
	03	03
	04	04
	05	05
	06	06
	07	07
	08	08
	09	09
	10	10
	11	11
	12	12
	13	13
	14	14
	15	15
	16	16
	17	17
	18	18
	19	19
	20	20
	21	21
	22	22
	23	23
	24	24
	25	25
	97	97
	99	99
	NA	NA
Birth Order	1	First	More subcategories can be added up to 9.
	2	Second
	3	Third
	4	Fourth
English Proficiency	01	Native English Spkr	Yes
	02	Fluent Eng. Profic.
	03	Limited English
	04	Non-English Speaking
	05	Redesignated Fluent
	99	Status Unknown
Migrant	No	No
	Yes	Yes
Homeless	No	No
	Yes	Yes
Refugee	No	No
	Yes	Yes
State Ward	No	No
	Yes	Yes
State Agency Client	No	No
	Yes	Yes
FTPTStatus	FT	Full Time
	PT	Part Time
Immigrant	N	No
	Y	Yes
Title 1A	N	No
	Y	Yes
Alternative Ed	N	No
	Y	Yes
Vocational	N	No
	Y	Yes
Home Schooled	N	No
	Y	Yes
Adult Ed	N	No
	Y	Yes
Chapter 505 Status	N	No
	Y	Yes
Title 3	N	No