Webinar to Assist with Annual Dropout Data Submission

To assist those who are responsible for the important task of reporting annual dropout data to the Department of Education, the DOE Data Team will be holding a webinar on Wednesday October 23rd from 10am to 11am.

This webinar will focus on how to complete, validate and certify the Annual Dropout Report. If you are tasked with editing, validating or certifying the annual Dropout Report for your district or school, you are encouraged to attend. If you have any questions, comments or concerns in regards to this webinar, please do not hesitate to contact us at the MEDMS helpdesk at MEDMS.Helpdesk@Maine.gov  or (207) 624-6896.

Please use the Registration URL and the Webinar ID:  785-724-819.

Reminder of Initial Audit Requirement Due November 1

We would like to remind business managers, and those with fiscal reporting responsibilities for SAUs, that the statements of assurance and the Maine Education Financial Systems (MEFS) Financial reconciliations are due by November 1st, as required by Title 20-A MRSA §6051 (4).

The statement of assurance should include:

  • Written determination of whether or not proper budgetary controls are in place
  • A written determination of whether or not the annual financial data submitted to the department is correct, including submission of an audited reconciliation of the annual financial data prepared and certified by the auditor;
  • A written determination as to whether the school administrative unit has complied with applicable provisions of the Essential Programs and Services Funding Act.

Any adjustments identified by these reconciliations should be submitted to Maine Education Financial System by November 30th.

For more information or assistance, please contact Stephanie Clark, Fiscal Compliance Associate, School Finance & Operations for the Department of Education at 207-624-6807 or Stephanie.Clark@maine.gov.

CORRECTION: Data Reporting Deadlines That Impact Subsidy Calculations (ED279)

The initial post on 9/26/2019 indicated that the Student Data and Staff Data Certifications would both be due by October 15, 2019; we apologize for this error and have corrected the due dates below to October 31st for both certified reports.  The Student Data certification period begins on October 15, 2019 and ends on October 31, 2019.  The Staff Data certification period begins after July 1, 2019 and also ends on October 31, 2019.

Please ensure that any revisions to the data collections are completed by October 31, 2019 so that the School Finance & Operations Teams have time to ensure that the collections are accurate prior to the start of the EPS FY 21 subsidy calculations in November.

The table below details data that has a direct impact on the calculation of an SAU’s subsidy. SAU’s can use the table to quickly assess what action they must take and by what deadline. The table also includes the follow up actions SAUs can expect from Maine Department of Education. The information in the table provides deadlines for reporting data errors, asking specific data questions, and when data revisions must be submitted to Maine DOE to be included in the SAU’s FY 21 EPS Funding Calculation. Please contact us with any questions!

Data Point SAU Reporting Period SAU Action Needed Maine DOE Action
NEO Staff Data – Specifically but not limited to EPS positions – Teachers, Guidance, Librarians, Health, Education Technicians, Library Ed Techs, Clerical, School Administration  July 1, 2019 -October 31, 2019 Enter/Update Staff Data in the NEO Staff Module.

Superintendent must certify the data is accurate
Revision and certification/ recertification until 10/31/19

Data questions can be emailed to medms.helpdesk@maine.gov

Close Staff data entry 10/31/19

DOE staff begins data quality checks/data scrubbing 10/15/19 to 10/31/19

DOE contacts SAU staff as necessary to resolve inconsistencies and/or errors

Synergy Student Information System –

10/1/19  enrollment (Public Schools) including- attending students, resident students, superintendent transfer students, equivalent instruction (home school) students taking a course(s) in the district, economic disadvantaged students, English learners, special education students

October 1 – October 31, 2019 10/01/19-10/15/19

-Enter/Update Student Data in Synergy

– Review data for accuracy and completeness in the October 1st Student Enrollment Count report in the NEO Student Data moduleTop of Form

Bottom of Form

10/15/19 – 10/31/19

-Superintendent must certify the data is accurate

-Revision and certification/ recertification until 10/31/19

Data questions can be emailed to medms.helpdesk@maine.gov

Close Student data entry 10/31/19

DOE staff begins data quality checks/data scrubbing by 10/15/19 to 10/31/19

DOE contacts SAU staff as necessary to resolve inconsistencies and/or errors

Financial Data – FY19 August 23, 2019 Upload to the Maine Education Financial System (MEFS)

FY19 – 7/1/18 to 6/30/19 Actual Expenditures

FY19 7/1/18 to 6/30/19 Actual Revenues

FY19 Balance Sheet Transactions

Maine DOE staff reviews financial data submissions

DOE contacts SAU staff as necessary to resolve inconsistencies and/or errors

Financial Data – FY20 August 2, 2019 Upload to the Maine Education Financial System (MEFS)

FY20 Revenue Budget

FY20 Expenditure Budget

Budget Approvals – Email Budget Meeting Referendum results including budget expenditure and revenue articles to Denise Towers.

More detail guidance on can be found at: https://www.maine.gov/
doe/funding/accounting/guidance

ED279 Public Posting February 1, 2020 Post public report, Preliminary ED279 – prior to February 1, 2020.
ED279 Review March 3, 2020 or 30 days after the public posting of ED279 SAU superintendent and staff review the Preliminary ED279

Direct questions and notification of errors to the Maine DOE School Finance Team by 3/3/2020. Tyler BackusPaula Gravelle or Ida Batista

Important Notice: October 1st Student Enrollment Reporting Opens Soon

The October 1st Student Enrollment report will be opening on October 1, 2019 for review, and will be able to be certified by districts starting on October 15, 2019. The certification must be completed no later than October 31, 2019.

Data from these reports are used in many areas of State and Federal reporting, and is also the basis for the Essential Programs and Services (EPS) subsidy funding formula. Due to the time-sensitive nature of EPS funding, it is essential this data be submitted, reviewed, and certified in a timely manner.

Superintendent and Special Education Director certification are both required for this report.

The Report will be available October 1st in NEO.

Report guidance can be found on the Maine Department of Education Helpdesk, or a webinar to assist with the October 1st Data Reporting is also available.

Prior to Oct 1st, districts may utilize the Attending Student Download (ASD) report in NEO to view their student data being collected from Synergy. Note that the ASD report shows all students that have/had an enrollment at that school since 7/1/19, while the October 1st report will only list students attending your schools as of October 1, 2019.

All due dates for reports are listed on the MDOE reporting calendar:

If you have difficulties navigating to Synergy or NEO, please call the Helpdesk at 624-6896 or email at medms.helpdesk@maine.gov

Webinar to Assist with Staff Data Certification

To assist those who are responsible for the important task of reporting, validating and/or certifying staff data to the Department of Education, the DOE Data Team will be holding a webinar on Tuesday October 16th.

Staff Certification Report Webinar October 16th from 1:00 PM to 2:00 PM

This webinar will focus on how to complete, validate and certify the Staff Certification Report. If you are tasked with editing, validating or certifying the annual Staff Certification Report for your district/school, you are encouraged to attend. If you have any questions, comments or concerns in regards to this webinar, please do not hesitate to contact us at the MEDMS helpdesk at MEDMS.Helpdesk@Maine.gov  or (207) 624-6896.

Please register, and use the Webinar ID 980-183-675.