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Information Services

Clarification on Enrollment of Evacuees

Dear Superintendents, Principals and Charter School Leaders,

It has come to our attention that our instructions regarding information on students displaced by Hurricane Katrina sent out today Sept 14th and Thurs Sept 8th may be duplicative. Please follow the instructions sent out on Thursday Sept. 8th in regards to reporting students displaced by Hurricane Katrina to the DOE. We have copied those instructions below, and expanded them to cover students from Mississippi and other states. Please DO NOT email any student information to the Department.

The Louisiana Department of Education and the Mississippi Department of Education will be able to provide data on these students from their extensive information systems to school districts that are receiving the students. As requested by both states, the MA DOE will coordinate the requests from MA districts and charter schools. If you have students enrolling in your schools as a result of Hurricane Katrina from any state, please follow the process outlined below.

Please note, these students should be assigned a SASID, and reported in the SIMS data, as any other student enrolled in your schools would be.

The information will be collected through the MADOE security portal. In order to provide data, someone from your district or charter school with the "MDCS" security role must log on to the security portal. This is the person who also handles your SIMS data. They should then complete the following steps:

For LOUISIANA Students:

  1. Download the excel file "LA Student Info Request Form.xls".
  2. Review the Instructions carefully to make certain that all the necessary data are collected and reported accurately.
  3. Complete the two green sheets within the workbook.
  4. Save the workbook with a new name LA Student XXXX_1.xls, where XXXX is your four-digit district code.
  5. Upload the workbook to the security portal.
  6. If additional students enroll after the workbook has been completed, simply repeat these steps, but change the last digit in the file name to the next sequential digit (e.g. LA Student XXXX_2.xls).

For MISSISSIPPI Students:

  1. Download the excel file "MS Student Info Request Form.xls".
  2. Review the Instructions carefully to make certain that all the necessary data are collected and reported accurately.
  3. Complete the "Mandatory Oath of Confidentiality and Non-Disclosure of Release Information" form.
  4. Complete the next two green sheets within the workbook.
  5. Save the workbook with a new name, MS Student XXXX_1.xls, where XXXX is your four-digit district code.
  6. Upload the workbook to the security portal.
  7. If additional students enroll after the workbook has been completed, simply repeat these steps, but change the last digit in the file name to the next sequential digit (e.g., MS Student XXXX_2.xls).

For students from any other state, please contact us at the Data Helpline listed below.

You will receive an email notification when we have data from either LA or MS to share with you. We do not yet have any details on what data will be provided and what form the data will be in.

If you have any questions regarding this data collection, please contact the Data Helpline at 781-338-DATA. If you have any questions regarding the enrollment of these students, please contact Frank Shea at 617-727-0498.

We apologize for any confusion, and greatly appreciate all of your efforts in helping these children and families adjust to their new lives in Massachusetts.



Last Updated: September 14, 2005
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