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