Quarter 4 Attendance and Chronic Absenteeism Webinar 

The final quarter of attendance reporting for school year 2018-2019 is coming soon. Quarter 4 attendance (end of year attendance certification) will finalize data for federal reporting of Chronic Absenteeism data to EDFacts, and for the calculation and reporting of the ESSA non-academic indicator of Chronic Absenteeism. This information is required to be made available to the public on the ESSA dashboards for each school. It is important for each school and district to verify that the attendance data is accurate and complete, prior to submitting by June 30th. Once we pass into July, the school year will then roll over into the 2019-2020 school year. This will finalize all the information from the 2018-2019 school year, and no changes  to the attendance or chronic absenteeism data for the 2018-2019 school year will be possible.

Open Date: June 1st, 2019

Due Date: June 30th, 2019

On June 5th, the Maine DOE Data Team will be holding a webinar for Quarter 4 attendance reporting. This would be beneficial for data compliance staff and district leaders. The purpose of this webinar is to provide the following:

  • a refresher on how to complete the Quarter 4 Attendance reporting
  • a brief overview of how this data is used for DOE reporting
  • why the timeliness, accuracy, and completeness of this data matters to your district & community.

Webinar Registration: 
https://attendee.gotowebinar.com/register/3377460425957327627

More Information On Attendance Reporting:
https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/attendance

For assistance accessing attendance reporting, please contact the MEDMS Helpdesk at 207-624-6896

For questions regarding attendance certification or chronic absenteeism, please contact Student Data Coordinator Trevor Burns at 207-624-6678

 

Maine DOE Data Management Systems Summer Training

The Maine Department of Education Data Team is holding their annual summer training during the first two weeks of August.  The focus of the training this year will be on tips and resources to assist districts with their data reporting, and viewing/certifying their reports. The sessions will be focused on sharing resources to assist districts with the data tasks required.

Training Dates and Locations

August 6, Caribou High School, 308 Sweden St Caribou, ME 04736

August 7, Brewer High School, 79 Parkway south Brewer, ME 04412

August 8, Ellsworth Elementary/Middle School, 20 Forrest Avenue Ellsworth, ME 04605

August 12, Cony High School, 60 Pierce Drive Augusta, ME 04330

August 13, Mt. Blue High School, 129 Seamon Rd Farmington, ME 04938

August 14, Mt. Ararat Middle School, 66 Republic Avenue Topsham, ME 04086

August 15, Buxton Center Elementary School, 912 Long Plains Road Buxton, ME 04093

All sessions will begin with registration at 8:30, with presentations beginning at 9.  We will serve a light lunch and will finish no later than 4:00.  Coffee and water will also be provided throughout the day.

Topics for each session:

  • How student and staff data is used for EPS and Accountability
  • What’s new for 2019-2020
  • Accurate, Complete and Timely Data Submissions
  • Data Security
  • Our Website and Where to find helpful resources
  • Data Collection and Reporting Calendar
  • Maine Schools and School Approval changes
  • NEO Staff – Entering Staff information
  • MEIS – Maine Educator Information System
  • Synergy – Manual and Uploads
  • Graduation (NEO) requirements and reporting
  • Student Reports (NEO) – where to find them and how to utilize them
  • Behavior, Truancy and Attendance (NEO) – importance of these reports and important resources

To register for the training, please visit Summer 2019 Training Registration.

If you have any questions, comments. or concerns regardin these training sessions, please contact Ryan Cunningham Maine DOE Data Systems Helpdesk Manager at (207) 624-6809 or Ryan.L.Cunningham@maine.gov.

Accountability Certification Validation Due Date and Details

The Accountability Assessment Detail Report is currently available in NEO to allow districts to validate the detail student enrollment and demographic data that will provide the foundation for future Assessment and Accountability reporting for the 18-19 school year. The report lists student details which will be used to produce student groups for school support determinations and ESEA Dashboards.  The report also identifies which assessments the students should have taken, full academic year enrollment for all students, and whether or not a student will be included for accountability measures or only for assessment reporting.

The Accountability Certification will need to be validated by each school/district and certified and submitted by each Superintendent by June 14, 2019.

Once validated, the data will be used for ESEA Data Dashboards and other assessment and accountability reporting on the 18-19 academic year.  The due date is important, as the Department cannot release assessment data in the Maine Assessment and Accountability Reporting System (MAARS) until these student demographic data are certified to be matched up with the assessment results.

The Data Team will be hosting a May 29th 1:00 PM webinar about the Accountability Report.  Please use the following link, here, to register for the webinar https://attendee.gotowebinar.com/register/7759757532334082317

COMMONLY ASKED QUESTIONS

If something is not right, who do we contact?

Please first validate that the information is correct in Synergy. If the data is correct in Synergy, or if it is not located in Synergy, please report your question to the Helpdesk – MEDMS.Helpdesk@maine.gov 207-624-6896.

ASSESSMENTS – What were the asterisks vs the blanks for on the Student Detail?

Asterisks indicate the assessment(s) that the student should have taken. A blank indicates that the student did not need to take any of the assessments.

TITLE 1 – Can you explain the Title 1 information?

Title 1 numbers have two sources:

If the school has a Schoolwide Title 1 program, then all of the students are flagged with Title1 ELA and Title1 Math.

If the school does not have a school wide Title 1 program, but rather a targeted assistance program, then the flags come from data entered into Synergy.

What is a school wide program?

School wide program is a type of Title 1 program. For further information, please contact Jackie Godbout at Jackie.Godbout@maine.gov or 624-6712.

SPPS – Are Special Purpose Private Schools responsible for entering and checking this data for their students or is this a requirement for the public schools only?

SPPS should review the data (if the report has been fixed so you can see it) to validate that student grade levels and enrollments are entered correctly.

Full Academic Year – We have a student that was enrolled the entire year, but is showing N in both District and School Full Year columns.

Students are considered to be school full year if they are enrolled on October 1 and May 3 at the same school.

Students are considered to be district full year if the same district is responsible for the student on October 1 and May 3.

October EPS enrollment data is utilized to determine the October 1 status, if enrollments were entered after October EPS was closed (even if they cover the October 1 date), then the student isn’t counted as Full Academic Year.

AOS – Our schools are each their own district because we are an AOS. I have some kids who are marked N for full year district and a Y for full year school?

Please review the enrollment data in Synergy. It is possible for a student to attend one of your schools for the full year, but whose resident district has changed, so the district full academic year would not be Y, but the school full academic year would be Y

EL Assessment – What does the E mean in the ELA Assessment column?

The “E” indicates Exempt.

EL students who arrived at a US school between April 1, 2018 and March 1, 2019 and who took the ACCESS for ELLs assessment are exempt from having to take the ELA assessment

EL students who arrive at a US school, or have an EL start date, between March 1, 2019 and May 3, 2019 are exempt from having to take the ELA assessment

WAIVERS – We have students with “waivers” who shouldn’t be on the list

The only “waivers” that the Department recognizes are

  • the EL exemption
  • special considerations – these students will have an S in the column for the assessment(s) for which the special consideration was granted

Students whose parents requested that the student not test will be counted as Non-Participants – there is no waiver for these students.

School Health Annual Reporting Window is Open

The Department is announcing that the School Health Annual Report is now available through the Reporting Calendar. The reporting window closes on July 31, 2019. This report contains both required reporting components for all schools, public, charter, and private, as well as an optional section. As a reminder, we will be collecting only one report for every school administrative unit. In the past, this report has been done by each school. The reporting link is available through the calendar; the superintendent will determine who will compile and submit the data from all schools within the SAU. The data does not need to be submitted by your health staff; it can be entered by whomever the Superintendent determines is appropriate.

You may preview and print the reporting tool in order to aid data collection among your schools. The following is a list of the data points that are being collected:

  • Number of students screened for distance acuity, near acuity, and hearing in the required grades and the number of students referred/number of students with completed referral (required reporting per Chapter 45)
  • Summary of epinephrine administration (required reporting per Chapter 40)
  • Staffing levels for health services (direct services, supplemental staff, special assignments, supervisory position provided by RN, LPN, and health aides)
  • Number of students with a diagnosis (from a health care provider) of asthma, type 1 diabetes, type 2 diabetes, seizure disorder, life threatening allergy
  • Health office visits & disposition (number of students seen face to face by RN, LPN, health aide and resulting disposition: return to class, sent home, or 911 call)

Collecting school health data informs local, state, and national student health policy and helps to promote best practices in school health services. Creating data driven polices to advocate for the needs of students, we can increase evidence-based school nursing practice and improve youth health outcomes.

The School Health Annual Report summary for 2017-18 is available if you are interested.

If you have questions about the School Health Annual Report please contact the School Nurse Consultant, Emily Poland at Emily.Poland@Maine.gov or 207-624-6688.

 

 

Input Sought for Teacher Shortage Areas

As part of a federal requirement, the Maine Department of Education submits to the U.S. Department of Education teacher shortage areas for designation, based on collected data and public input.  The U.S. DOE annually designates teacher shortage areas for purposes of deferment of loan repayments or reductions of teaching obligation.

The Department intends to propose the following as K-12 teacher shortage areas during the 2019-2020 school year:

  • Early Childhood (0-5)
  • Early Elementary (K-3)
  • English as a Second Language
  • Gifted/Talented
  • World Languages (French, Spanish, Italian, Chinese, German)
  • Special Education (Teacher of Students with Disabilities, Teacher of Severely Impaired Students)
  • Science (Grades 5-8, Physical Sciences 7-12)
  • Theater
  • CTE (Automotive Mechanic, Carpentry, Computer Information Services, Machine Tool Operator, Weld Braze Solder, Plumbing, Law Enforcement, Co-Op Industrial Training, Agricultural Production, Forestry Products and Processing, Food Production Management, Business Administration, Child Care-Guidance)

The Maine Department of Education is committed to working with our schools to most accurately represent the needs and shortage areas across our state. We recognize the diverse geographic regions and varying conditions that comprise our public education system, and strive for equitable and accurate representation.

To provide input regarding a specific shortage area, or to propose additional shortage areas, please contact Emily Gribben with supporting materials by May 10, 2019.