Graduation Reporting-Phase Two- Reminder and Webinar for Assistance

Phase II of graduation will allow schools the opportunity to review and make necessary changes to correct or update exit codes from the 2018/19 school year for their 4th, 5th and 6th year students. The only exits changes allowed during this phase are to the exit of ‘Graduated with diploma’ or ‘Not enrolled, eligible to return’. This phase will focus on ensuring accuracy of exit statuses for students who are part of the 2019, 2018 and 2017 cohorts.

Graduation Reporting Phase II
Opens: August 1st
Due: August 30th

Graduation Phase II Webinar
The Department will be holding an online webinar for Phase II of graduation reporting. The webinar is designed for any school staff who may be asked to complete Graduation Reporting Phase II for their school or district.  During this webinar we will review the process, as well as give a detailed walk through on how to complete Phase II of reporting. Registration is free, but necessary prior to the webinar. This ensures that connection details can be shared with participants.

Webinar Date/Time: Thursday, August 22nd 11:00am-12:30pm

Webinar Registration: https://attendee.gotowebinar.com/register/8949751272126217483

More information on the Graduation Reporting process can be found on our website at:
https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/data-reporting-instructions

If you have any questions regarding reporting or NEO access, feel free to contact:
Access: MEDMS Helpdesk – (207) 624-6896
Reporting: Trevor Burns (Student Data Coordinator) – (207) 624-6678

 

Annual Audit Requirements- an Early Reminder

We know that superintendents are busy during this season of hiring and preparation for the new school year. We wanted to get audit dates to district leaders and key personnel as an early reminder, so that you can mark your calendars and take any initial steps needed.

Initial Report to the Commissioner Due November 1st:

As is required by Title 20-A MRSA 6051 §4, statements of assurance and Maine Education Financial System reconciliations are due to the Department by November 1, 2019. Please submit via email to DOE.audit@maine.gov .

  • Any adjustments identified by these reconciliations should be uploaded to the Maine Education Financial System in NEOby November 30, 2019.

Annual Audit Reports Due December 30th

Annual audit reports are due within six months after the end of the audit period (e.g., reports for the fiscal year ending June 30th are due on or before December 30th).

  • Per statute, the auditor is required to review the audit with the school board.
  • Per statute, it is the school board’s responsibility to submit the annual audit document unless it is stated in the engagement letter that the audit firm will submit the audit to the Department on behalf of the school board.
  • Municipal school units are required to submit either a combined annual audit or a school department audit and a municipal audit to the Department. The municipal annual report (a.k.a. town report) cannot be accepted in lieu of the complete municipal annual audit.
  • Per statute, Maine DOE must receive a Schedule of Expenditure of Federal Awards(SEFA), which includes federal award expenditures for all reporting entities, even if a Single Audit (formerly A-133 audit) is not required to be conducted. The SEFA provides information needed by Maine DOE to conduct sub-recipient monitoring as required by the US Department of Education and is due at the time of the annual audit.
      • In municipal school units where a combined audit is not conducted, Maine DOE should receive two audits: an audit with a SEFA for the school department, and an audit for the city/town including a SEFA.
  • If a management letter is prepared by the auditor, a copy must be submitted to Maine DOE with the annual audit, as this letter provides us with information needed to conduct sub-recipient monitoring, as required by US DOE.

Extensions and Subsidy Payments

If an extension or exception is needed for the deadline to submit either the municipal or school department audit, the superintendent must contact us to request the extension.

The forms are available on the Fiscal Review and Compliance webpage, under forms on the menu bar.

  • Extensions will expire no less than 30 days from the date the extension was submitted.
  • Extension requests will be considered until June 30th (six months after due date); extensions will not be valid after June 30th and all municipalities and school administrative units with overdue audits that have not submitted an extension request before May 31th may have a delay in subsidy release. Those who have not submitted an extension request will have subsidy withheld until addressed.

Please submit all annual audit documents, reports, information requests, questions and other audit correspondence via email to DOE.Audit@Maine.gov or via the direct link provided on the Fiscal Review and Compliance webpage.

 

Who’s in Charge? Let Us Know!

Do you have new leadership in your school or district? Maine Department of Education asks that you please update new superintendents, principals, and other leadership contact information in NEO Staff as soon as possible.  The contact information in NEO Staff is used to send Department of Education communications, and is also used to keep the ESSA Data Dashboard as up to date as possible for the public.

If you need help entering in NEO Staff, please review our Staff Data Entry Guides.

Once you have updated the Staff Assignments, if the staff member should be assigned a District Role within NEO Staff Certification, please ensure to update him/her there as well. Within SAU Staff Certification (which is under Certification within NEO Staff), scroll to the bottom of the certification page and click one of the roles to change the previous person to the new person. Anyone with the Staff Assignment of that role will be an option in the dropdown. Please note that if you do not have someone for a role, such as school nurse, the Superintendent can be selected without giving him/her a nurse staff assignment).

Image of District Roles

If you have any questions, please call the Data Systems Helpdesk at (207) 624-6896, or email at MEDMS.Helpdesk@maine.gov.

WHY DATA MATTERS: SAU Leaders Invited to Train and Talk!

Are you a school or district leader who wonders why the Department of Education collects certain data sets, and what they are used for?  Have you ever wanted to have a frank discussion with the DOE’s Data Team about the data collections and how they could be improved?  Charlotte Ellis, the Maine Department of Education’s Data Manager will be hosting open discussion sessions throughout the state during the first two weeks of August.  These sessions will be held from 1-3pm in the same locations as the MDOE Data Team Summer Trainings.

The sessions will be geared toward each location’s participants, and the topics they have indicated interest in during the registration process.  Please use the following link to register and select the topics for the session you wish to attend.  Tip – if you have any interest in a topic, please move the indicator bar.  Leaving the bar in the middle without moving it registers a null response.

https://mainedoe.co1.qualtrics.com/jfe/form/SV_8owiimlOciexsEt\

Dates and Locations – all sessions 1-3PM

August 6, Caribou High School

August 7, Brewer High School

August 8, Ellsworth Elementary/Middle School

August 12, Cony High School (Augusta)

August 13, Mt. Blue High School (Farmington)

August 14, Mt. Ararat Middle School (Topsham)

August 15, Buxton Center Elementary School

Please contact Charlotte Ellis with any questions at Charlotte.ellis@maine.gov 207-624-6696 or 207-485-3445

Public Preschool Annual Report due July 31, 2019

In the event that you missed the announcement of the Public Preschool Annual Report, this is a friendly reminder that the report is now available  and due to the Department of Education no later than close of business on July 31, 2019.  All public preschool programs are required to complete the Public Preschool Annual Report.

If you accidentally submit the report before finalizing, please email Nicole Madore for a link to access and continue your work.

A preview of the report can be found here.

Before you start the survey, the following information will be useful to have available:

  • Information related to staff turnover
  • Program operation:
    • Hours/day
    • Days/week
    • Any major changes to the program including but not limited to:
      • partners
      • curriculum
      • location
  • Successes/challenges experienced over the course of the year
  • Student attendance-
    • percentages for Free & Reduced Lunch
    • chronic absenteeism
    • transient students
  • Student’s identified for additional support:
    • English Learners- screening process
    • Individualized Education Plan (IEP) information including but not limited to:
      • referrals
      • active identifications
      • no longer qualify
  • Student growth in all learning domains

Any questions should be directed to Nicole Madore at Nicole.madore@maine.gov  or 624-6677.