Administrative Letter: 16
Policy Code: KLL
TO: Public School Administrators
FROM: Robert G. Hasson, Jr., Ed. D. Commissioner
DATE: July 12, 2018
SUBJECT: 2018-2019 Maine Schools/Public School Approval Now Open
In accordance with 20-A M.R.S. Chapter 206 and Maine Department of Education (DOE) Rule Chapter 125, to maintain continued approval status for the school administrative unit and all schools within it, the superintendent shall submit timely completed annual school reports to the Commissioner, including the annual approval report for the unit and for each school in the unit certifying progress on the Comprehensive Education Plan.
Public schools complete the annual school approval process in the NEO information system, verifying required organization and school administrative unit and school approval information in the NEO Maine Schools module.
This year the two separate processes – Maine Schools Update, and School Approval – were integrated into a one-step process, thereby allowing submission of both organizational information and school approval checklist items in one sitting. In addition, the information may be saved when partially finished to complete at a later time. While completing the approval process, the page should be saved often, as there is a time-out period.
Public School and NEO
Maine Schools/School Approval NEO Module
The Maine Schools module in the Maine DOE’s NEO information system is now open for the 2018-2019 school year. The NEO Maine Schools form is required by all public schools to inform the Maine Department of Education of school and district contact information, changes in grade spans, and other school-related information. This module new includes the school approval component for public schools. As a preliminary step, in order for an organization to be updated in Maine Schools, the superintendent or chief administrator of the school must first be entered into the NEO Staff Module. Access to NEO staff can be obtained by submitting a NEO Access Request Form (Excel) form to the MDOE Data Helpdesk.
Filling out the Maine Schools/School Approval Module: All fields with the exception of Administrative Office Fax are required. PO Boxes will not be accepted in the “Physical Address” box. Mailing address is needed only if different from Physical address. The Cost Center information references the three-digit code that the business office uses in the public financial system to assign building level costs (may require two codes).
At the bottom, check the box to confirm that all information has been reviewed before signing and submitting the form.
Log in to the NEO information system. Click on Maine Schools. If you do not see this option on your menu, and are a superintendent, technical coordinator, or administrative assistant, please contact the MEDMS Helpdesk at MEDMS.Helpdesk@maine.gov or 207-624-6896.
Please contact Pamela Ford-Taylor, Maine DOE School Enrollment Specialist at 207-624-6617 or Pamela.Ford-Taylor@maine.gov with questions or comments about the school approval.