Student Personal Report (Maine)

Classic View: ME State Reporting > Student Personal Report

Search Term: Student Personal Report

The Enrollment Report extracts raw demographics data for upload unto the Maine Department of Education's data system. 

Image 1: Student Personal Report

Tool Rights

Users must have at least R(ead) tool rights in order to generate the Student Personal Report (Image 2).

Image 2: Student Personal Report Tool Rights

Report Logic

Logic determines the report population as follows:

  • Report one record for each student who has at least one enrollment record in the calendar(s) selected in the report editor.
  • The report will exclude any records tied to the following:
    • Enrollment records where State Exclude = True
    • Enrollment records where No Show = True
    • Records tied to Grade Levels marked as Exclude from state reporting
    • Records tied to calendars marked as Exclude
    • Enrollment records where the Start Date is greater than the Effective Date entered on the report editor.
  • If the student has multiple enrollment records, the record with a Service Type = Primary is reported.
    • If multiple enrollment records are marked as Primary or none of them are marked as Primary, the record with the most recent Start Date is reported.
      • If the student has multiple enrollment records with the same Start Date, the record with the lowest enrollmentID is reported.

Generating the Extract

  1. Enter the Effective Date. Data as of this date will report.
  2. Select which State Grade Levels will report data. 
  3. Select which Calendars will report data.
  4. Select the report Format. For submission to the state, select the CSV (State Format). 
  5. To further narrow results, select an Ad Hoc Filter (optional).
  6. Decide if you want to generate the report or send the report to the state:
    Generate Report

    Click the Generate Report button to immediately generate the report. The report will appear in a separate window in the designated format.

    Submit to Batch

    Clicking the Submit to Batch button to send the extract to the Batch Queue List. Batch Queue functionality provides the ability to schedule when the extract is generated and allows users to navigate away from the Special Education Report editor while the extract is being built. The Batch Queue List also lets users view and access historical Special Education Reports which were run through the Batch Queue tool.


    Send to State

    Clicking the Send to State button will send the report data to the state system (Synergy). Reports sent to the state will appear in the Web Service Queue List where you can view its current status (Status), view all data sent to the state (View Submission), and review any errors returned from the state (View Result). Click View Status to access the Result report.


    This functionality requires proper Web Service Account and Web Service Configuration setup.


Below is an example of a the generated report:

Image 3: Example of the Student Personal Report - HTML Format

Understanding the Student Personal Report

Use the table below to better understand what each report column means and how it reports data.

Column
Description

Database and UI Location

SAUID

Indicates the NEO Organization ID for the attending SAU.

Logic reports the District Number associated with the student's enrollment record.


Numeric, 4 digits

System Administration > Resources > District Info > State District Number

District.number
SchoolStudentID 

Reports the student's School Student identification number.


Logic reports the Local Student Number of the student.


Numeric, 10 digits

Census > Demographics > Local Student Number

Person.studentNumber
StateStudentID

Reports the Student ID provided by State Student Information System.


Logic reports the Student State ID of the student.


Numeric, 9 digits

Census > Demographics > Student State ID


Person.stateID

SSNReports the student's Social Security Number

Numeric, 9 digits
N/A
LastName

Reports the student's legal last name of student (no suffix).


Logic reports the value entered in the Legal Last Name on the student's Identity record.


If Legal Last Name is null, the student's Last Name value is reported.


Alphanumeric, 50 characters

Census > People > Identities > Identity Information > Last Name


Census > People > Identities > Protected Identity Information > Legal Last Name


Identity.lastName

Identity.legalLastName

FirstName

Reports the student's legal first name of student (no suffix).


Logic reports the value entered in the Legal First Name on the student's Identity record.


If Legal Last Name is null, the student's First Name value is reported.



Alphanumeric, 50 characters

Census > People > Identities > Identity Information > First Name


Census > People > Identities > Protected Identity Information > Legal First Name


Identity.firstName

Identity.legalFirstName

MiddleName

Reports the student's legal middle name of student (no suffix).


Logic reports the value entered in the Legal Middle Name on the student's Identity record.


If Legal Last Name is null, the student's Middle Name value is reported.


Alphanumeric, 50 characters

Census > People > Identities > Identity Information > Middle Name


Census > People > Identities > Protected Identity Information > Legal Middle Name


Identity.middleName

Identity.legalMiddleName

AliasReports the student's alias or nickname (if it exists).


Alphanumeric, 50 characters

Census > People > Identities > Identity Information > Nickname


Identity.alias

NameSuffixCode

Reports the suffix representing the student following the name, such as Jr, III, etc.


Logic looks to see if Legal First Name has a value, if a value exists, the student's Legal Suffix is reported.


If Legal First Name is null, the student's Suffix is reported.


Alphanumeric, 10 characters

Census > People > Identities > Identity Information > Suffix


Census > People > Identities > Protected Identity Information > Legal Suffix


Identity.suffix

Identity.legalSuffix

HispanicLatino

Indicates if the ethnicity of the student is Hispanic/Latino.


Logic looks to see if the Is the Individual Hispanic/Latino? field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Is the individual Hispanic/Latino?

Identity.hispanicEthnicity
AmericanIndian
AlaskaNative

Indicates if the ethnicity of the student is American Indian or Native Alaskan.


Logic looks to see if the American Indian or Native Alaskan field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.



Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > American Indian or Alaska Native

RaceEthnicity.code
Asian

Indicates if the ethnicity of the student is Asian.


Logic looks to see if the Asian field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Asian

RaceEthnicity.code
BlackAfricanAmerican

Indicates if the ethnicity of the student is Black or African American.


Logic looks to see if the Black or African American field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Black or African American

RaceEthnicity.code
NativeHawaiian
PacificIslander

Indicates if the ethnicity of the student is Native Hawaiian or other Pacific Islander.


Logic looks to see if the Native Hawaiian or other Pacific Islander field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Native Hawaiian or Other Pacific Islander

RaceEthnicity.code
White

Indicates if the ethnicity of the student is White/Caucasian.


Logic looks to see if the White/Caucasian field = Y. If Yes, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > White

RaceEthnicity.code
Sex

Indicates the legal gender of the student.


Logic looks to see if the Legal First Name field has a value and if so, reports the Legal Gender value from the student's Identity record. If Legal First Name is null, the Gender value is reported.


  • If Identity Gender = 'X' then report 'NotSelected'

Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Gender

Census > People > Identities > Protected Identity Information > Legal Gender


Identity.gender

Identity.legalGender

BirthDateThe student's date of birth.

Date field (YYYYMMDD)
Census > People > Identities > Identity Information > Birth Date

Identity.birthDate
PhysicalAddressLine1First line of  student's address.

Concatenate P.O. Box (if checked), Number, Prefix, Street, Tag, and Direction of Household Address where Mailing = FALSE


The Address needs to be active as of the Report Effective Date.


If an address does NOT exist where Mailing is NOT checked, report from address with Mailing checked.


Alphanumeric, 50 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.postOfficeBox

Address.number

Address.prefix

Address.street

Address.tag

Address.dir

PhysicalAddressLine2Second line of student's address.

Report Apt. of Household Address where  Mailing = FALSE


The Address needs to be active as of the Report Effective Date.


If an address does NOT exist where Mailing is NOT checked, report from Address with Mailing checked.


Alphanumeric, 50 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.apt


PhysicalCityTownName of town in address.

Report City of Household Address where Mailing = FALSE


The Address needs to be active as of the Report Effective Date.


If an address does NOT exist where Mailing is NOT checked, report from Address with Mailing checked.


Alphanumeric, 25 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.city

PhysicalStateName of state in address.

Report State of Household Address where Mailing = FALSE

The Address needs to be active as of the Report Effective Date.

If an address does NOT exist where Mailing is NOT checked, report from Address with Mailing checked.


Alphanumeric, 2 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.state


PhysicalZipCodeZip code of town. Use numbers only. No dashes or other characters.

Report Zip of Household Address where Mailing = FALSE

  • Remove the dash when reporting Zip+4 codes

The Address needs to be active as of the Report Effective Date.


If an address does NOT exist where Mailing is NOT checked, report from Address with Mailing checked.


Numeric, 9 digits

Census > People > Household > Address

HouseholdLocation.mailing

Address.zip

MailingAddressLine1

First line of the student's address.


Logic concatenates P.O. Box (if checked), Number, Prefix, Street, Tag, and Direction of Household Address where Mailing = true.


The Address needs to be active as of the Report Effective Date.


Alphanumeric, 50 characters

Census > People > Household > Address


HouseholdLocation.mailing

Address.postOfficeBox

Address.number

Address.prefix

Address.street

Address.tag

Address.dir

MailingAddressLine2

Second line of the student's address.


Logic reports the Apt. of the household address where Mailing = true


The Address needs to be active as of the Report Effective Date.


Alphanumeric, 50 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.apt


MailingCityTown

Name of the city/town in the student's household address.


Logic reports the City of the household address where Mailing = true


The Address needs to be active as of the Report Effective Date.


Alphanumeric, 25 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.city


MailingState

Name of the state in the student's household address.


Logic reports the State of the household address where Mailing = true


The Address needs to be active as of the Report Effective Date.


Alphanumeric, 2 characters

Census > People > Household > Address

HouseholdLocation.mailing

Address.state


MailingZipCode

The zip code of the student's household address.


Logic reports the Zip of the household address where Mailing = true


Numbers only, no dashes or other characters when reporting Zip Code + 4 digits.


The Address needs to be active as of the Report Effective Date.


Numeric, 9 digits

Census > People > Household > Address

HouseholdLocation.mailing

Address.zip


HomePhone

Reports the student's home telephone number with area code.


Logic will concatenate area code, prefix, and line number. Phone line extension is not reported.


Numeric, 10 digits

Census > People > Household > Phone

Household.phone
Email

Reports the email address of the student's contact.


Alphanumeric, 100 characters

Census > People > Demographics > Personal Contact Information > Email

Contact.email
ParentGuardian1
LastName

Reports the last name of the student's guardian.


Logic reports the last name of the person who has a relationship with the student and is marked as Guardian.


Alphanumeric, 50 characters

Census > People > Relationships > Guardian

Census > People > Identities > Identity Information > Last Name


RelatedPair.guardian

Identity.lastName

ParentGuardian1
FirstName

Reports the first name of the student's guardian.


Logic reports the first name of the person who has a relationship with the student and is marked as Guardian.



Alphanumeric, 50 characters

Census > People > Relationships > Guardian

Census > People > Identities > Identity Information > First Name


RelatedPair.guardian

Identity.firstName

ParentGuardian2
LastName

Reports the last name of the student's guardian (who differs from Parent Guardian 1).


Logic reports the last name of the person who has a relationship with the student and is marked as Guardian.



Alphanumeric, 50 characters

Census > People > Relationships > Guardian

Census > People > Identities > Identity Information > Last Name


RelatedPair.guardian

Identity.lastName

ParentGuardian2
FirstName

Reports the first name of the student's guardian (who differs from Parent Guardian 1).


Logic reports the first name of the person who has a relationship with the student and is marked as Guardian.


Alphanumeric, 50 characters

Census > People > Relationships > Guardian

Census > People > Identities > Identity Information > First Name


RelatedPair.guardian

Identity.firstName

ImmigrantFlag

Indicates if the student is considered an immigrant.

If the Immigrant field on the student's Identity record = true, a value of Y is reported. Otherwise, a value of N is reported.


Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Immigrant

Identity.immigrant
NativeLanguageLanguage normally used by students or parents of students.

If a language is selected in Home Primary Language report code,


IF null/blank report default value entered on the attribute,


If a default value is not set, leave null/blank


Alphanumeric, 3 characters

Census > People > Identities > Identity Information > Home Language

Identity.homePrimaryLanguage
NativeLanguage
Interpreter
Indicator that an interpreter for the reported Native Language is needed.
  • IF a code does not report in NativeLanguage, leave null/blank
  • IF a code reports in NativeLanguage AND Native Language Interpreter is checked report as Y, else report N

Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Native Language Interpreter
NativeLanguage2Additional language normally used by students or parents of students.

If a language is selected in Native Language 2 report code, else leave null/blank.

Alphanumeric, 3 characters
Census > People > Identities > Identity Information > Native Language 2
NativeLanguage2
Interpreter
Indicator that an interpreter for the reported Native Language 2 is needed.

Alphanumeric, 1 character (Y or N)
Census > People > Identities > Identity Information > Native Language 2 Interpreter
NativeLanguage3Additional language normally used by students or parents of students.

If a language is selected in Native Language 3 report code, else leave null/blank.

Alphanumeric, 3 characters
Census > People > Identities > Identity Information > Native Language 3
NativeLanguage3
Interpreter
Indicator that an interpreter for the reported Native Language 3 is needed.
  • IF a code does not report in DE39 NativeLanguage3, leave null/blank
  • IF a code reports in DE39 NativeLanguage3 AND Native Language Interpreter 3 is checked report as Y, else report N

Alphanumeric, 1 character (Y or N)

Census > People > Identities > Identity Information > Native Language 3 Interpreter
NativeLanguage4Reports blank for all records.N/A
NativeLanguage4
Interpreter
Reports blank for all records.N/A
NativeLanguage5Reports blank for all records.N/A
NativeLanguage5
Interpreter
Reports blank for all records.N/A