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MEDMS On-line User Manual

Unit 8: Habitual Truant

MEDMS provides functionality for designated SAU and School staff to Add / Update / View Habitual Truant Records*.

*In order to meet the requirements for eligibility as an Habitually Truant student for assessment and accountability reporting, your superintendent must send (or have sent) an official letter of notification (in hand or by registered mail) describing the options for action to the parent(s)/guardian of the truant student (MRSA 20A 5051A 2C). Once this letter has been delivered, the truant student can be appropriately designated in the Habitually Truant module and thereby not counted in your school’s assessment and accountability calculation.

Add a New Habitual Truant Record

  1. Select Truancy from Application and GO. (a)
  2. Select Add from Action and GO. (b)

    Student Search Screen
    Student Search Screen

  3. MEDMS opens the Student Search screen allowing the user to search for the student in question by Name (First and/or Last), State Student ID, SAU, and/or school. (c) The search will include all students enrolled at the schools within the SAU to which the currently logged-on user is associated. MDOE users will have to select a SAU in order to narrow the search criteria.

    The searching process will automatically add wildcards to text fields so a search will bring back all records with the characters entered (i.e. 'bil' will return 'Bill' and 'Mobil').

  4. Enter the search criteria and select the Search button. (d)
  5. MEDMS returns the list of students that match the search criteria. First Name, Last Name and State Student ID are hyperlinks to the Habitual Truant screen. (e)
  6. Select a student from the list.
  7. MEDMS displays the Habitual Truant screen in add mode. The Student's Name and ID are displayed as labels. (f)

    The student's name and state student ID is displayed in the upper right hand corner. You should check this to verify that the habitual truant record is being assigned to the correct student before saving the record.

    Truancy Incident Screen in Add Mode
    Habitual Truant Screen in Add Mode

  8. Add the information for the new habitual truant record as identified in the Text Field Definition Section (School Name - limited to schools where the student has an active enrollment, Date, Truancy Level, and Description). (g)
  9. Select the Save button. (h)
  10. MEDMS saves the new record to the database and the Habitual Truant screen is refreshed in edit mode.

  11. The user may also choose a different menu item from the main menu bar to navigate elsewhere.

Update a Habitual Truant Record

  1. Select Truancy from Application and GO. (a)
  2. Select Update from Action and GO. (b)

    Search Truant Incidents Screen
    Search Truant Incidents Screen

  3. MEDMS displays the Search Truancy Incidents screen. The User will be able to provide identifiers to complete an 'And' Search. The screen provides the User with the ability to search by the information indicated (SAU, School, Student ID, Truancy Level, and Date Range (Begin Date & End Date) for the truant incident date). (c)
  4. Select Search using any combination of the search fields. (d)
  5. MEDMS displays the list of Truancy Incident(s) which match the search criteria. The Incident Date is a hyperlink. (e)
  6. Select the Truancy Incident that requires updating by clicking the hyperlink.
  7. MEDMS opens the Habitual Truant screen in edit mode. The Student's Name and ID are displayed as labels. (f) The user can update any of the information that was previously saved to the MEDMS database except the school name.(see Text Field Definitions section). (g)

    Truant Incident Screen in Edit Mode
    Habitual Truant Screen in Edit Mode

  8. Select the Save button. (h)

  9. MEDMS saves the information to the MEDMS database and refreshes the Habitual Truant screen in edit mode.

View a Habitual Truant Record

This functionality is used to view Habitual Truant information that is currently stored in the MEDMS system but does not allow the user to add, update or disable records.

View Habitual Truant Information follows the same process as Update Habitual Truant Information except that the fields are displayed in read-only mode and you access it by following the process in Update a Truancy Incident.

The typical course of events is the same as Update, except the Habitual Truant screen is in read-only mode (fields cannot be edited).

Data Entry Fields

Data Field Entries for Search Habitual Truant
Field Description
SAU* Drop down list of SAU names to which the user is associated based on logon permissions. SAU users will have a defaulted SAU displayed while MDOE users will have to select the appropriate SAU.
School Drop down list of school names for the SAU to which the user is associated, or has chosen.
State Student ID Drop down list box of all Students that are associated with the school selected previously.
Truancy Level Drop down list of Truancy Levels.
Date Range The Date Range for the Truancy Search:
  • From - Date (mm/dd/yyyy);
  • To - Date (mm/dd/yyyy).
  • Data Field Entries for Add and Update Habitual Truant
    Field Description
    School Name* Drop down list of school names in which the student has an active main enrollment.
    Date* Text input field (mm/dd/yyyy).
    Truancy Level* Drop down list of Truancy Levels.
    Description Text input field.

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