The following checklist is designed to assist districts with publicly funded students in completing required end of year reports. The dates listed after each report are when the report is open for entry and due for certification, if required.
Synergy: The following items are available in the Synergy Student Information System. Please visit the Synergy Instructions Helpdesk Page for Synergy codes to be used for the items below.
Update Attendance – All students with an enrollment must have attendance entered.
Update Truancy – All students who have met the threshold for truancy must have a truancy incident entered.
Special Education – exit any students who have left special education: Special Education will not need to be ended unless the student is exiting the special education program. Special Education services will need to be uploaded each year.
Update Behavior – Note: all enrollments exited with an expulsion must have an expulsion incident in the Behavior module.
Update/End ALL Enrollments (done last):
- DOE will NOT be automatically ending enrollments
- Concurrent enrollment MUST be ended before the primary enrollment can be ended
- All students will need to be exited on their actual last day of school. This may be verified using “Attending Student Report”
- June 30 should not be automatically populated for the last day of school.
- Future exit dates that are more than 7 days out are not permitted in the system.
- Ending a student’s enrollment will end Economic Status and Truancy – to avoid this, update Truancy records prior to ending enrollments
- Ending enrollments will prevent you from manually updating Attendance Data. Once an enrollment has been ended, attendance data can only be modified by uploading the data.
- New enrollments will need to be uploaded/entered as well as special education information each school year.
Annual End of Year Reports and Certifications:
The following items are Annual Reports for the 2018/2019 school year. Instructions for these reports can be found here:
The report listed below is linked directly to its corresponding certification report in NEO
Graduation Phase I : April 1 – May 15
Maine Schools and School Approval – Verified and certified by Superintendent by May 3 – June 14th
Accountability– Verified and certified by Superintendent. May 13 – June 21
Attendance – Verified and certified by Superintendent. June 4 – June 29
Behavior – Verified and certified by Superintendent. June 4 – June 29
Special Education Exit Report – Verified and certified by Special Ed Director or Superintendent. June 3 – June 30.
Truancy – Verified and certified by Superintendent. June 4 – June 29
Bullying reporting – Verified and certified by Superintendent. June 15 -June 29.
Report of Adult Education for Subsidy Purposes– June 1-July 15.
School Health Annual Report. May 25 – July 31.
Restraint and Seclusion Report – Verified and certified by Superintendent. June 15 – August 1.
Graduation Phase II: July 1 – August 30
Q4 Actual Balance Sheet July 1 – August 23
Q4 Actual Expenditure July 1 – August 23
Q4 Actual Revenue July 1 – August 23
Q1 Budget Expenditure – Due by 8/2/2019 or 30 days after the budget passes, whichever is later
Q1 Budget Revenue (coming soon) – Due by 8/2/2019 or 30 days after the budget passes, whichever is later.
Contacts and Questions: If you have questions about these reports, (i.e. what should be entered) please contact the specialist listed below:
Attendance: Trevor Burns 624-6678 Trevor.R.Burns@Maine.gov
Maine Schools: Katherine Warren 624-6716 Katherine.Warren@Maine.gov
Special Education: Brandi Giguere 624-6648 Brandi.A.Giguere@Maine.gov
Financial Reports: Tyler Backus 624-6635 Tyler.Backus@Maine.gov
Truancy: Gayle Erdheim 624-6637 Gayle.Erdheim@Maine.gov
School Approvals: Pam Ford-Taylor 624-6617 Pamela.Ford-Taylor@Maine.gov
Behavior/Bullying/Restraint and Seclusion: Sarah Adkins 624-6685 Sarah.Adkins@Maine.gov
Accountability: Katherine Warren 624-6855 Katherine.Warren@Maine.gov
School Nurse Report: Emily Poland 624-6688 Emily.Poland@Maine.gov
If you have questions about accessing the reports, please call or email the helpdesk, 624-6896 or MEDMS.email@example.com
If you do not have credentials for Synergy or NEO, the district superintendent may grant access using the appropriate webform on the Helpdesk Page: