Data Entry Standards

Please find below the data entry standards for use with MMS. We will continue to adjust these standards as RIDE changes their requirements and as situations change within the district. Please contact Paul Barrette with any questions or suggestions.

Student Biographical Information
 Field Name Description Responsibility for Data  Entry Where does data come from?  Note 
 Last Name Student Last Name  School  Registration Put Jr., III, etc. in Suffix 
 First Name Student First Name  School  Registration   
 Middle Name Student Middle Initial  School  Registration  Just initial; no period 
 Suffix Student Name Suffix  School  Registration  Jr., III, IV, etc. 
 Gender Student Gender  School  Registration  Required to get SASID
 Birth Date Student Date of Birth  School  Registration  Required to get SASID 
 Grade Student Grade Level  School  School Scheduling  Required to get SASID 
 YOG Student Year of Graduation  School  Calculated at Registration   
 Home Lang. Language spoken at home  School  Registration, Survey   
 Homeroom Student Homeroom  School  School Scheduling  Elementary Schools
 Homeroom Teacher Student Homeroom Teacher  School  School Scheduling  Elementary Schools 
 Team Student Team  School  School Scheduling  Middle School 
 Advisor Student Advisor  School  School Scheduling  Middle and High School 

Main Contact/Address Information

Field Name Description Responsibility for Data Entry Where does the data come from?  Note 
Title Title of contact  School  Entered at Registration Proper place for Mr., Mrs., Ms.
Last Name Last name of contact School Entered at Registration  
First Name First name of contact  School Entered at Registration Do not add title to First name
Relation Relationship of contact to student School Entered at Registration REQUIRED by RIDE for 2012-13
Str No Street number of address  School Entered at Registration Proper place for Street number
Address1 Street name or P.O. Box (in Mailing Address) School Entered at Registration Do not add street number
Address2 Additional address information  School Entered at Registration Not required 
City City of contact  School Entered at Registration  
St State of contact  School Entered at Registration  
Zip Code Zip code of contact  School Entered at Registration 5-digits or 9 digits in #####-#### format
Type Type of phone number  School Entered at Registration Four types, HOME, WORK, CELL, PAGER
Phone # Phone number  School Entered at Registration

MUST be entered with area code in XXX-XXX-XXXX format.

Do not add any extra characters

Extension Phone extension  School Entered at Registration Do not enter the extension in the phone # field
E-Mail Address Email address of contact  School Entered at Registration MUST be entered in order for parent to use MMS Parent Portal
Send email Whether or not to send mass email messages from MMS to this contact  School Entered at Registration MUST be set to "Y" in order for parent to use MMS Parent Portal


Student Attendance - Entry, Withdrawal, Re-Entry Information
Enrollement Info
 Field Name Description Responsibility for Data  Entry Where does data come from?  Note 
 Entry/Reentry Date Date student begins attending school  School  Registration First date the student is PHYSICALLY PRESENT in school 
 Code Entry/Reentry Code  School  Registration  NOT required by RIDE
 Withdrawal Date Date student withdraws from school  School  Withdrawal Last date the student is PHYSICALLY PRESENT in school
 Code Withdrawal Code  School  Withdrawal Reason for Student Withdrawal
CRUCIAL for accurate RIDE enrollment and dropout information!!! 
 Reg #1 Registration Code #1  School  Registration  Should be "R" for all regularly enrolled students. Each enrollment record needs a Registration Code!
REQUIRED BY RIDE

RIDE Data Elements - General Information
 Field Name Description Responsibility for Data Entry Where does the data come from?  Note 
SASID State Assigned Student ID  Technology Director  eRIDE  Process is dependent on data entry at each school
Reporting District Code District Reporting Student  School  Entered at Registration  "03" for Burrillville
Resident District Code District if Student is Non-Resident  School  Entered at Registration  REQUIRED BY RIDE
"BU" for Burrillville unless student resides in different city/town
Grade Level Student Grade Level  School  School Scheduling  Already completed on Student Info I screen
Next School Next School Student Attending  School  Student Withdrawals and End of Year Determinations  Important for NECAP testing
Year First Enrolled in 9th Grade Year the student first attended 9th grade School  School Scheduling  Needed for RIDE Cohort Calculations
Hispanic Student Hispanic Ethnicity  School  Registration, Survey, Observation  A person who traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race
Race (American Indian, Asian, Black, Native Hawaiian, White) Student Race  School  Registration, Survey, Observation The general racial category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies 
The student MUST be identified with a "Y" in AT LEAST one Race category, REGARDLESS of whether the student was identified as "Y" or "N" in the Hispanic Ethnicity question

RIDE Data Elements - Programs and Exit/Summer Withdrawal

Field Name Description Responsibility for Data Entry Where does the data come from?  Note 
SEC504 Status 504 Plan, Y or N  Technology Director Pupil Personnel Services
Title I Status Receiving Title I Services  School Title I teachers, Curriculum Director  
Lunch Status Eligibility for Free or Reduced Lunch School  Youth Nutrition Services  
Immigrant Status Does the student meet RIDE's definition of immigrant?  School  TBD Defined in section 3301(6) of Title III, refers to individuals who: (A) are aged 3 through 21; (B) were not born in any State; and (C) have not been attending one or more schools in any one or more States for more than 3 full academic years
Homeless Status Does the student meet RIDE's definition of homeless?  School  Principal, Pupil Personnel Services, Curriculum Director  An indication that an individual lacks a fixed, regular, and adequate nighttime residence and has a primary nighttime residence that is: 1) a supervised, publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); 2) an institution that provides a temporary residence for individuals intended to be institutionalized; or 3) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings 
Migrant Does the student meet RIDE's definition of migrant?  School  TBD A migratory child is younger than 22 years, has not graduated from high school or does not hold a high school equivalency certificate; and is a migrant agricultural worker or migrant fisher or has a parent, spouse or guardian who is a migrant agricultural worker or a migrant fisher; and has moved within the preceding 36 months in order to obtain (or seek) or to accompany (or join) a parent, spouse, or guardian to obtain (seek) temporary or seasonal employment in qualifying agricultural or fishing work; and such employment is a principal means of livelihood; and the child has moved from one school district to another in order to obtain (seek) this qualifying work 
Single Parent Is the student a single parent? School Principal, Guidance, Counselor, Teacher This would include pregnant students
Displaced Homemaker Is the student a displaced homemaker? School  Principal, Guidance, Counselor, Teacher It is unlikely that a Burrillville student would be a displaced homemaker.

The term “displaced homemaker” means an individual who
A)(i) has worked primarily without remuneration to care for a home and family, and for that reason has diminished marketable skills;
(ii) has been dependent on the income of another family member but is no longer supported by that income; or
(iii) is a parent whose youngest dependent child will become ineligible to receive assistance under part A of title iv if the Social Security Act (42 U.S.C. 601 et seq.) not later than 2 years after the date on which the parent applies for assistance under such title; and
(B) is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.
Enrollment Type Type of Enrollment  School, Technology Director Enter at Student Enrollment on the "Attendance E/W/R Status" tab

Mass Edit at Beginning of School Year
ONLY manually enter "W" for Summer Withdrawal/"No Show" students.

In ALL other instances, information will come from the "Attendance E/W/R Status" tab
Exit Date Last day the student was present in school during their most recent enrollment School, Technology Director Enter at Student Withdrawal on the "Attendance E/W/R Status" tab

Mass Edit at End of Year
ONLY manually enter 8/1/2xxx for Summer Withdrawal/”No Show” students.

In ALL other instances, information will come from the "Attendance E/W/R Status" tab
Exit Type Reason for the student's withdrawal or the result of the end of their enrollment School, Technology Director Enter at Student Withdrawal on the "Attendance E/W/R Status" tab

Mass Edit at End of Year
ONLY manually enter a code for Summer Withdrawal/"No Show" students.

In ALL other instances, information will come from the "Attendance E/W/R Status" tab
Enrollment Date Date of the beginning of the student's most recent enrollment School, Technology Director Enter at Student Enrollment on the "Attendance E/W/R Status" tab

Mass Edit at Beginning of School Year
ONLY manually enter 8/1/2xxx for Summer Withdrawal/”No Show” students.

In ALL other instances, information will come from the "Attendance E/W/R Status" tab