School administrative units (SAUs) should begin preparing data for the EF-S-05, which includes Part 1: Special Education Child Count, as well as Part 2, Sections A and B: Report of Special Education Personnel Employed, Contracted and Needed.
Part 1: Special Education Child Count
Student enrollment data in Infinite Campus State Edition (ICSE) will be used for Part 1 collection again this year.
Reporting for Part 1 opens Dec. 1, and schools must complete Part 1 no later than Dec. 31. The reports in ICSE will not refresh after Dec. 31, and the data will be counted as it appears in the report.
Two reports in ICSE will assist schools in finalizing their Special Education Child Count:
- “December 1 Special Education Students” – An Excel file used to verify students included in the child count. Column Q shows whether the student counts for your SAU. A “1” means the student counts, and a “0” means the student does not count at this time. If Column Q reads “0,” then there will be a note in Column R explaining why the student does not count.
- “December 1 Special Education Count Certification” – A PDF file that requires the signature of the Special Education director (or, if there is no director, the superintendent or an administrator appointed by the Maine DOE Commissioner) certifying that the child count, as it appears in the EF-S-05 Part 1 report, is accurate. After the Special Education Count Certification is signed and dated, a scanned PDF attachment of the certification must be emailed to Sheryl Banden at email@example.com. If scanning the certification is not possible, the certification should be faxed to 207-624-6651.
Both of these reports are found in the ICSE in the “Special Education” folder, under the “ME State Reporting” folder.
To access these reports:
- Login to ICSE
- Be certain that “Year” is set to “13-14”
- Under “ME State Reporting,” open the “Special Education Reports” folder
- Click the report you would like to download
- Click “Generate Report”
- Depending on the web browser you are using, a dialog box may appear prompting you to choose whether you would like to open or save the report – click “Open”
- The Special Education Students report will open in Excel; the Special Education Count Certification will open as a PDF
Part 2, Sections A and B: Report of Special Education Personnel Employed, Contracted and Needed
The Part 2 data collection reflects the requirements of the Individuals with Disabilities Education Act (IDEA). The Maine Educational Data Management System (MEDMS) database will be used for Part 2 collection again this year.
As with Part 1, reporting for Part 2 opens Dec. 1, and SAUs must complete Part 2 no later than Dec. 31. The reports in MEDMS will not refresh after Dec. 31, and the data will be counted as it appears in the report.
SAUs must complete both sections of Part 2:
- Section A – Section A is used to collect the full-time equivalency (FTE) of special education teachers employed or contracted to provide special education services to students with disabilities ages three through 21. The Maine DOE Office of Special Services has streamlined the data collection to include only the information needed to report to the federal government.
- Section B – Section B is used to collect the FTE of related services personnel employed or contracted to provide related services for children with disabilities ages three through 21.
The EF-S-05 data is not used for Essential Programs and Services (EPS). EPS uses the Oct. 1 count of special education students for calculation of State subsidy.
Confidentiality of personally identifiable data will continue to be maintained by the Maine DOE in accordance with the provisions of the Family Educational Rights and Privacy Act, IDEA and Section 504 of the Rehabilitation Act. No names will be released to the U.S. DOE, Office of Special Education Programs in completing data requirements under P.L. 108-446.
Please Note: This year’s EF-S-05 will be the last time these data are collected on Dec. 1. Beginning in 2014, the EF-S-05 Parts 1 and 2 will be collected on Oct. 1.
The Department is in the process of combining as many electronic reporting requirements as possible and scheduling them for the same Oct. 1 date. According to federal IDEA sources, there should be no adverse fiscal impact to this change of reporting date. More information on the new Oct. 1 report format will be provided next year.
- For questions regarding Part 1 of the EF-S-05, contact Sheryl Banden at firstname.lastname@example.org or Shawn Collier at email@example.com.
- For questions regarding Part 2 of the EF-S-05, contact Shawn Collier at firstname.lastname@example.org.
- For ICSE or MEDMS technical issues, contact the MEDMS Helpdesk at 207-624-6896.