MARSS 101 Part 2 Barb Raske & Wendy Borchert MARSS WES Local - - PDF document

9/18/2018 1

MARSS 101 Part 2

Barb Raske & Wendy Borchert

MARSS WES Local Reports

These reports show the students your district serves

• MARSS 08 Error Report
• MARSS 03 NonResident Report
• MARSS 11 List of Graduate Students
• MARSS 12 Compensatory Revenue
• MARSS 13 PSEO Student
• MARSS 15 District ADM Served by

District

• MARSS 17 Individual Student

Enrollment Report

• MARSS 19 Special Ed

Tuition Billing

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• MARSS 20

Transportation Categories by School/District

• MARSS 22 Calendar and

Title Participation by School

• MARSS 23 Special Ed by School All

Records

• MARSS 24 List of All Student Records

(MARSS staff can save as excel and filter for specific data)

• MARSS 51 Homeless Federal Count
• MARSS 55 LEP Statewide Enrollment
• MARSS 21 Error and Warning Messages

(For all messages in MARSS Wes)

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Printing & Saving in Excel MARSS WES Local Reports

• Select report
• Click on
• A window will display and Click on OK
• At the bottom a message will ask to OPEN or SAVE, click on OPEN
• The report will display again and you can print the report with the printer icon on the menu or ribbon
• To save a report in excel select a report, i.e. MARSS 24
• Click on
• This window will display
• Click on down arrow of File Format and select MS Excel 97-2000 Data only (XLS)
• Click OK
• A message at the bottom will ask to OPEN or SAVE
• Click on either option to start working with the report to manipulate the data

3

Fall Local Reports

• A student with a local error is excluded from:
• Local Reports, except for MARSS 17, MARSS 24 and MARSS 19
• MARSS submission
• Testing Files
• ADM Totals

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MARSS 01 - Fall Enrollment by District

• Shows October 1 enrollment by grade, race/ethnicity and gender.
• Use to verify all students have been included in the MARSS file.
• Retrieve by district or school level.

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MARSS 02 – Child Count Report

• List of students with IFSPs/IEPs:
• Special Education Evaluation Status (SEES) = 4or 6
• Enrolled on December 1
• Listed in resident district order then alphabetically by last name.
• Verify all students with IFSPs/IEPs are included.
• Send to resident district.
• Share with the Special Education Director and Business Manager.

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MARSS 03 - NonResident

• List of all nonresident students reported.
• Students with multiple enrollment records will have multiple records on this report.
• Categories include:
• Enrollment Option Students (SAC 01, 03, 04, 11, 51)
• Tuition Students (SAC 03, 05, 19, 27)
• Ineligible Nonresident Students (SAC 15, 20, 21)
• Tribal Contract/Grant (SAC 34, 35)
• Shared Time (SAC 16, 17, 18)
• Private Contract (SAC 26)
• Other State or Minnesota Nonpublic (14, 28, 52)
• Other (SAC 41-45, 46)

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MARSS 03 - NonResident

• Use to confirm that all nonresident students have been coded with the

correct resident district number and type, grade level and SAC.

• Send a copy to each of the resident districts, either routinely or upon request.
• Share report with the Business Manager and resident districts.

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MARSS 04 – Edit Summary Status End Codes District

• Retrieve by district, school or grade level.
• List of all Status End codes with an indication of how many students were

reported in each category.

• All Status End codes are listed whether or not students were reported.
• Students with more than one enrollment record are included on each different

Status End code.

• Use to verify the number of students reported under each Status End code.

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MARSS 05 – Status End Code

• List of students with specific SAC.
• Some data items included are:
• SSID
• School of enrollment
• Grade
• Enrollment and withdrawal dates
• Percent Enrolled
• Each enrollment record reported will be included.
• Use to verify which students have been reported under a specific SAC.

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MARSS 06 – Edit Summary SAC

• Retrieve by district, school or grade level.
• List of all SAC with an indication of how many students and ADM were reported in each

category.

• All codes are listed whether or not students were reported.
• Students with more than one enrollment record will be included in each different SAC.
• Use to verify the number of students reported under each SAC by:
• Race/ethnicity and gender
• Preliminary ADM generated in each SAC
• Percentage of each who are not 100 percent enrolled
• The number who have IEP/IFSP

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MARSS 07 – Edit Summary SPED

• Retrieve by district or school level.
• List of how many students were reported under the following categories:
• Special Education Evaluation Status (SEES);
• Instructional Setting;
• Primary Disability.
• Includes all special education students, not just those enrolled over December 1.
• Use to verify counts of students for each SEES, Instructional Setting and Primary

Disability.

• Each count is provided by gender, EL status and race/ethnicity.
• Share with the special education director.

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MARSS 08 – Error Report

• List of all school and student records with errors and warnings detected.
• Review every time a new edit is run.
• Student enrollment records with local errors will be excluded from other reports as

well as assessment files.

• Local errors are excluded from all statewide reports.
• Use to identify all of the error and warning messages.
• Refer to MARSS 21 for a list of all local and statewide error messages which include

a longer description of each message and a list of potential data items to verify.

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MARSS 09 – Edit Summary Home Primary Language

• List of all Home Primary Languages with an indication of how many students were reported.
• Only languages under which at least one student has been reported are included.
• The T
• tal-All Students row is an unduplicated count.
• Students reported with SAC 26 and 98 are excluded.
• Use to verify counts of students reported with each Home Language.
• Counts are provided by gender, English learner (EL) Status, and race/ethnicity.
• Provide a copy to the EL department.
• Retrieve by district, school or grade level.
• Share report with the EL director.

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MARSS 10 – Edit Summary LLA

• List of all Last Location of Attendance (LLA) codes with an indication of how

many students were reported under each code.

• Only codes under which at least one student has been reported will be

included.

• Students reported with SAC 26 and 98 are excluded.
• Use to verify the number of students reported with each LLA code.
• The counts are provided by gender and race/ethnicity.
• Retrieve by district, school or grade level.

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MARSS 12 – Compensatory Revenue Report

• Use to verify that the October 1 counts of student eligible for the free or

reduced-price meal program are accurate.

• Economic Indicator 1 or 2
• Share the fall version with Food Service and Business Manager for further

confirmation of the data’s accuracy.

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MARSS 13 - PSEO/Concurrent Student Report

• List of all students reported with a Postsecondary Enrollment Options

Program (PSEO) Indicator of Y.

• Verify that all PSEO participants have been identified and that PSEO high

school hours are accurate.

• Share report with the counseling office.

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MARSS 16 –Last Status by District/Region

• Retrieve by district or region.
• Provides the date that the district or charter school last uploaded a MARSS file for a

given year and cycle.

• A district or charter school is excluded from the report until it has successfully

uploaded A-File.

• Use to determine the last date that a given district or charter school last submitted

MARSS files to MDE.

• Use to determine whether a district or charter school with which you have a cross-

district error has re-submitted a new file.

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MARSS 17 – Individual Student Enrollment

• Displays the entire enrollment record for a specific student and all of the

MARSS data items in each record.

• If any records contain an error, the message is provided at the bottom of the

report.

• Send a copy attached to your email when you have a specific question related

to MARSS reporting on a specific student.

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MARSS 18 –Title I Status by School

• List of all the schools with a Title I School Indicator reported for each.
• Use to verify that the correct Title I School Indicator has been reported for

each school.

• Use to verify that the same Title I School Indicator was reported for each

grade in a school.

• Schools with different Title I Indicators will have a line for each grade in the

school as opposed to a single line per school.

• Share with your federal programs coordinator.

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MARSS 19 – Special Education Tuition Billing

• List of all nonresident students reported with Special Education Evaluation Status

(SEES) 4, 6 or 9.

• Forward to the resident district.
• A separate report page is provided for each resident district.
• Verify:
• All nonresident students with an IEP/IFSP are reported with the correct SEES (4, 6 or 9).
• Resident District Number/Type
• School of enrollment
• Enrollment dates

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MARSS 19 – SPED Tuition Billing (2)

• Verify:
• Transportation category, Transporting District Number/Type
• Grade
• SAC
• Birthdate and age
• Instructional Setting
• Disability
• Special Education Service Hours
• Computed Membership Hours
• Share report with the special education director and business manager.

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MARSS 21 – Error & Warning Messages

• List of all current MARSS error and warning messages.
• Both the abbreviated description used in the MARSS 08 Error and MARSS 30

Statewide Error reports and a more detailed description is provided.

• Report is automatically updated every time MDE adds or updates a message;

however, the report needs to re-run locally to see the changes.

• New messages are typically added when the fall cycle opens so run a new

report then.

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MARSS 22 – Calendar & Title I Participation

• Title I information reported for each grade and the number of students reported as receiving Title I services.
• Students with local errors are excluded.
• SAC 14, 16, 17, 18, 28 and 98 are excluded.
• Verify that each school’s Title I School Indicator is accurately reported and that Title I participants have been

accurately identified.

• Verify that the number of Instructional Days and Length of Day have been reported accurately for each

school and grade.

• Verify kindergarten schedule has been reported for each section of kindergarten at elementary schools.
• Share report with the title coordinator.

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MARSS 23 – Special Education by School

• List of all students reported with SEES 4, 6 or 9.
• Retrieve either by all records or December 1 records.
• Verify that all students with IEPs have been identified.
• Verify:
• SEES, Primary Disability, Instructional Setting
• Race/Ethnicity
• Resident District Number/Type
• SAC
• Share report with the special education director and business manager.

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MARSS 24 – List of All Student Records

• List of all students included even records with errors, in the most recently edited MARSS file.
• Includes several columns of data for each enrollment record.
• This report can be opened in Excel to see all the data elements reported in the B student

file.

• Use to identify missing or duplicate students.
• This report could be used to find records with a particular enrollment range or an unusual

Percent Enrolled.

• Many ways to filter the report.
• Retrieve by district level, school level or grade level.

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MARSS 51 – Homeless Federal Count

• The homeless liaison is responsible for determining if a student is homeless according to the federal definition and providing that

information to the MARSS coordinator.

• List of all students reported as homeless on at least one enrollment record. The earliest enrollment record in which the student is

flagged as homeless is listed. (Students may have more than one record flagged as homeless.)

• Run this report in September, export to excel and forward to the district’s/charter school’s homeless liaison to verify:
• Student have been designated in MARSS
• Related fields are recorded
• Add required information to excel file
• The homeless liaison should work with the MARSS coordinator to review:
• Every homeless student has Homeless Flag =

Y and is included on the MARSS 51 report.

• Every homeless student has Economic Indicator = 2.
• Every homeless student enrolled in a Title I school should be marked as a Title I participant.
• Every homeless student is eligible for transportation to their school-of-origin.
• Share report with the homeless liaison.

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MARSS WES Statewide Reports

• MARSS 26 –Fall Checkoff Comparison Report
• MARSS 28 –Economic Indicator
• MARSS 33 –Child Count
• MARSS 34 –Last Load Date
• MARSS 39 –Returning Graduates
• MARSS 41 –Title I Demographics Report
• MARSS 57 –Special Education Indicated Teaching Models
• MARSS 61 –Graduation Rate Cohort Unknowns
• MARSS 62 –Charter Transportation

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MARSS 26 – Fall Checkoff Comparison

• Provides counts of students reported under several categories and compares

the current year to the just prior year’s final fall MARSS file.

• Each school and district has two pages:
• Page 1 shows October 1 enrollment by grade.
• Page 2 shows counts of students by various categories.
• Students are counted in every school and category in which they have been

reported.

• Students are counted only once in each category in which they have been

reported on the district total page.

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MARSS 26 – Fall Checkoff Comparison (2)

• The final page is a list of valid schools for which one of the following applies:
• No student records have been reported.
• Local errors exists and need correction so the record is included in local and statewide reports.
• Statewide errors exist and need correct so the record is included in other statewide reports.
• Use to identify unusual or unexpected trends in data that might actually be a

reporting error.

• The prior year’s data is final; however, changes can still be made to the current fall

MARSS file.

• Share this report with the Business Manager.

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MARSS 28 – Economic Indicator

• Compares each school’s October 1 enrollment, free and reduced-price meal

counts for the just prior school year and the most recent current year’s fall or EOY submission.

• Only the fall data are used to compute each school’s and district’s official

October 1 enrollment, and free/reduced-price meal counts.

• October 1 enrollments and free/reduced-price meal counts are not updated

at MDE using EOY MARSS Files.

• Use to verify the accuracy of the school’s free/reduced-price meal counts.
• Share this report with the Business Manager.

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MARSS 33 – Child Count

• Independent school districts:
• List of resident students enrolled as of December 1 who have an IEP/IFSP.
• Excludes students enrolled at a charter school, the Academies for the Deaf and Blind and those in South

Dakota under reciprocity.

• Charter schools:
• List of students enrolled as of December 1 who have an IEP/IFSP.
• Verify that all residents except for those listed above have been reported.
• Contact the enrolling district’s MARSS coordinator if either:
• Students are missing
• Students are not your residents
• Share with your Special Education Director and Business Manager.

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MARSS 34 – Last Load Date

• List of all district that are expected to submit MARSS files and the date of

each district’s most recent MARSS files loaded at MDE.

• Use to verify the most recent date that you or another district has submitted

MARSS file.

• The benefits would be when correcting a date overlap error with another

district.

• MARSS Coordinator agreed to change the withdrawal date reported, but the error

continues to be included on your MARSS 30 Statewide Error Report. If the Last Load Date was just prior to the most recent statewide edit, the correction was probably not made.

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MARSS – Returning Graduates

• List of students who were reported as graduates on the district’s just prior

school year’s EOY files yet are re-enrolled somewhere in Minnesota on the successive year’s fall files.

• Use to verify that prior year’s seniors who did not graduate have the correct

Status End code reported.

• Students who did graduate are not eligible to generate further state aid and

should be removed from the current school year’s MARSS file.

• Report has important data with respect to the district’s graduation rates.

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MARSS 57 – SPED Indicated T eaching Models

• T
• be completed by the special education director.
• List of schools in the district with an indication of whether providing any one of three teaching models:
• Cooperative T

eaching

• Inclusive Program
• Multidisciplinary
• Special education directors need to review this report for accuracy.
• If changes needed code should be circled and change made.
• If no changes needed, director needs to check the box, sign the form and return the form by March 31

each year.

• This report will affect who needs to have service hours entered on their special education record.

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MARSS 61 – Graduation Rate Cohort Unknowns

• List of public school students in grades 9 through 12 who were last enrolled who are

not reported as public school students by any district or charter school on the following fall’s MARSS report.

• The students have not been reported as summer graduates, leavers, or dropouts.
• These students are considered “unknown” in the appropriate years graduation rate

calculations because they were expected to re-enroll in a Minnesota public school during the following school year.

• Refer to Procedure 12 for Reporting of Summer Dropouts, Graduates and Leavers.

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MARSS 62 – Charter Transportation

• Completed by charter schools only
• Report that provides information on who will transport for the charter

school.

• Charter school transports
• District in which the charter school is located transports

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Secure Reports

Updated AFTER submission deadline

• MARSS 30 Error Report
• MARSS 31 Residents Served Elsewhere
• MARSS 32 EL Eligibility
• MARSS 33 Child Count
• MARSS 35 ADM Adjustment
• MARSS 46 MARSS-OLL Error Report
• MARSS 49 Transportation Detail Report
• MARSS 53 OLL Students
• MARSS 56 PSEO Comparison
• MARSS 63 SAAP Student Detail for Year End Billing

(May not have access to report)

• MARSS 64 Desegregation Open Enrolled Students

(May not have access to report)

• MARSS 65 Metro Open Enrolled Students

(May not have access to report)

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Secure Reports

• MDE Website > Data Center > Secure Reports
• Scroll down to MARSS Secure Reports & click
• Click on report you want & click
• Select the correct data for each category & submission code, click Run Report
• You will see a screen view of the report, not the entire report
• You can print the report to PDF to print/save or you can download the

report to Excel

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Printing & Saving from Secure Reports

• Once the reports displays on the screen click on either download or print as

pdf

• Click on download and select either Open or Save. If you select Open the file

will open into Excel. If you select Save, save into a secure folder that you will find the report to open later in Excel.

• If you click on PDF, the report will display.
• Save the file using the process for the browser you are using.
• Print the file using the process for the browser you are using.

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Printing & Saving from Secure Reports

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MARSS 30 – Statewide Error Report

• List of all error and warning situations and messages that resulted from the

most recent statewide edit.

• Use to identify students whose enrollment record has been flagged as an

error.

• Refer to the Local MARSS 21 Error and Warning Messages for a complete

description of errors and warnings.

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MARSS 31 – Residents Served Elsewhere

• List of students whom another district or charter school has reported your district as the

resident district.

• Categories:
• Tuition Students
• Enrollment Options
• Ineligible Nonresident Students
• Shared Time Students (Tuition)
• Shared Time Students (No Tuition)
• Contract Alternative
• ESY Students
• Preschool Screening

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MARSS 31 – Residents Served Elsewhere (2)

• Use to confirm that all of your resident students enrolled elsewhere have been

reported and you have identified as the resident district.

• Verify:
• State Student ID (SSID)
• State Aid Category (SAC)
• Special Education Evaluation Status (SEES)
• Contact the enrolling district’s MARSS coordinator if you disagree with any data

reported.

• Share this report with the Business Manager and Special Education Director.
• Save report to Excel and edit the data to assist Business Manager with ADMs when

preparing for a budget (original/revision)

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MARSS 32 – EL Eligibility

• List of all EL students who have been reported EL equals Y and EL Start Date greater

than zero. Students have been assessed by local EL staff as needing additional instruction to become proficient in the English language and are receiving EL instructions from a licensed teacher.

• Verify the status of the students Assessing Comprehension and Communication in

English State-to-State (ACCESS)/World-class Instructional Design and Assessment (WIDA) results from the prior year.

• Share with the EL teachers and/or program director.
• More information found at:MDE > Districts, Schools and Educators > Business and Finance > School Finance >

MARSS Students Accounting

• MARSS 32 English learners (EL) Served with State EL Funding Eligibility.
• Share this report with the EL Coordinator.

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MARSS 56 – PSEO Comparison

• Side by side comparison of Postsecondary Institution (PSI) student data vs.

MARSS

• Student names as reported by the PSI which may not match what is reported
• n MARSS.
• College number
• State Student ID (SSID)
• Student name as reported in MARSS

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MARSS 56 – PSEO Comparison (2)

• Mismatch of student data
• “Student not in PSEO” indicates either:
• PSI did not report the student, or
• PSI reported the student inaccurately, or
• District incorrectly reported the student as a participant.
• “Student not in MARSS” indicates either:
• PSI reported the students and should not have, or
• District did not report the student and should have, or
• District did not flag the student as PSEO, or
• Student name is not an exact match.
• Share this report with the Counseling Office.

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MARSS- Impact of Incomplete or Inaccurate Data

• Failure to report accurate graduate counts impacts a district’s graduation rate

that is included in the school’s Report Card.

• Leaving students on your rolls until they exceed the 15 consecutive day

absence requirement may result in a school not meeting their Adequate Yearly Progress (AYP) attendance requirements.

• Submitting incomplete enrollment records may result in a district not meeting

their AYP requirements.

• Inaccurate student numbers can negatively impact assessment analysis for AYP

and EL funding.

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Additional MARSS Training

• Additional training is available on the MARSS Training webpage.
• Several WebEx sessions have been posted to the MDE Calendar
• https://education.mn.gov/MDE/about/cal/
• These sessions are geared to specific areas of MARSS reporting.
• Example:
• A-File
• B-File Demographic
• B-File Enrollment
• B-File Program
• They are typically one hour per WebEx session. (https://education.mn.gov/MDE/about/cal/)

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Additional MARSS Training (2)

• The following WebEx sessions have been posted to the MDE Calendar.
• MARSS 10 –MARSS Overview
• MARSS 11 –MARSS WES Security Roles
• MARSS 12 –MARSS WES Process
• MARSS 101 –MARSS A-File Data
• MARSS 102 –B-File Demographics
• MARSS 103 –B-File Enrollment Data
• MARSS 106 –B-File Program Data
• MARSS 108 –MARSS Error Reports Local and Statewide

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Additional MARSS Training (3)

• MARSS 109 –MARSS Changes for Next Year
• MARSS 201 –Special Education End of

Year Reporting

• MARSS 212 –Voluntary Prekindergarten Reporting
• MARSS 300 –Local Reports for Fall
• MARSS 301 –Statewide Reports for fall
• MARSS 400 –End-of-Year Local Reports
• MARSS 401 –End-of-Year Statewide Reports
• T
• register for a training start from the MDE homepage > About MDE > Calendar, find the WebEx you

want to register for, click on the event name. On the event information page click on the link to register, fill out your contact information, click done. You will see a confirmation message on the next

• page. You will receive an email from MDE the day before the WebEx with the PowerPoint attached.

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Contacts

• SWWC
• Wendy Borchert 507-537-2248
• MARSS Email marss@swsc.org
• MDE
• MARSS Email

marss@state.mn.us

• MARSS Reporting
• Marilynn Loehr 651-582-8456

Marilynn.Loehr@state.mn.us

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• ADM, EL, Compensatory
• Kelly Wosika 651-582-8855

Kelly.wosika@state.mn.us

• Transportation
• Kelly Garvey 651-582-8524

pupiltransportation.mde@state.mn.us

• PSEO and ADM Estimates
• Jeanne Krile 651-582-8637

Jeanne.krile@state.mn.us

• Special Education Tuition Billing
• Michelle Jones

(mde.spedfunding@state.mn.us)