New Homeschool Portal and SAU Superintendent Office Online Entry Underway

The Department is pleased to announce the opening of the new Online NEO Homeschool Portal for school year 2019-2020, and the more efficient Notice of Intent to Homeschool form. The new portal brings some changes to the Homeschool Notice process, including an enhanced role for superintendents and/or SAU homeschool administrative designees who will now share responsibility for entering information into the new portal.

Summary of changes:

  • Parents submitting a Notice for 2019-2020 no longer need to submit the information in two places or use certified mail to ensure the delivery of the form. They may use one of the three methods described below.
  • The portal will be the point of entry for parents. Superintendents or SAU and DOE homeschool administrative designees who enter information on behalf of resident parents who choose option 2 or 3 below will also utilize the portal for data entry.
  • The new Notice of Intent to Homeschool combines and replaces the previous Notice of Intent and Subsequent Year forms.

The new portal will allow parents to submit the Notice of Intent and Subsequent Year Letter and assessments once in one of three ways:

  1. Enter information directly on the new NEO online homeschool portal, and upload prior year required assessment information;
  2. Complete the form by hand and take it, with prior year required assessments, to the resident Superintendent’s Office for upload and entry into the system; OR
  3. Complete the new paper form and mail it with prior year required assessments to the Department of Education or to the Superintendent’s Office, where it will be entered into the new system.

Submission using one of the below methods will result in the automatic generation of an acknowledgement to the parent/guardian via email; please ensure that a valid and correct email address has been provided.

Superintendents and/or designees will utilize the new online homeschool portal in NEO in 2019-2020 to:

  • Enter paper forms received from parents. The Department will also be entering paper forms, so a duplicate check must be performed prior to entry.
  • Assist resident parents in completing the online homeschool process.
  • View a list of all the resident homeschool students in the Superintendent’s SAU.
  • Comply with homeschool roster requirements in Maine DOE Rule Chapter 125, sec.12.02 Roster of Resident, Tuition, and Transfer Students
  1. A) The superintendent of each school administrative unit shall maintain a roster of all resident and tuition students attending schools operated by the unit.
  2. B) The superintendent of each school administrative unit shall maintain a roster of all students eligible to attend school within the unit who are receiving equivalent instruction in an approved or non-approved private school, or in an approved equivalent instruction program.

Parents may read Maine’s statute related to homeschooling, including information about required assessments using this link: Title 20-A, Section 5001-A, Sub-section 3(A)(4).

Please note that online Homeschool Portal functionality works for the 2019-2020 school year forward; it may not be used for 2018-2019 school year homeschool students.

Please direct any questions or concerns to our Pamela Ford-Taylor at pamela.ford-taylor@maine.gov or 207-624-6617.

April 1 Attending Count

Open Date: 4/1/2019

Due Date: 4/15/2019

The April Attending Count Report will be available for districts to submit and certify, beginning on April 1st. Once submitted, the Department of Education will then review the reports and approve them, or return them for further information or clarification. If accepted, this will complete the April Attending Count report. If returned, the superintendent will receive notification about discrepancies; DOE staff is available to assist in reconciling the information.

The April Attending Count Reports will be used for calculating tuition rates in accordance with Title 20-A, §5805, subsection 1.B, which states: B. “The number of students shall be the average number of public secondary pupils enrolled on October 1st and April 1st of the same year.” This count will not be used for the Essential Services and Programs (EPS) School funding formula, but is still necessary for calculating the tuition rates. Please note that students who are attending outside placements at regional programs or special purpose private schools, are not included attending counts in the primary enrollment district.

Instruction on how to complete this report are available here:

https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/data-reporting-instructions

If you have any questions, feel free to contact:

Helpdesk – 207-624-6896

Trevor Burns (Student Data Coordinator) – 207-624-6678

Important Notice: Quarter 3 (Q3) Truancy, Behavior, Attendance and Bullying Data Review-due date approaches

The Department of Education offers quarterly windows for districts to review, for accuracy and comprehensiveness, the data that has been entered and reported to us. The fourth quarter review requires final certification for the annual data. It is our hope that review of this data on a more regular basis will save time and work at the end of the year, and will provide more time to make any necessary corrections.

The review period for Quarter 3 (Q3), which includes truancy, behavior, attendance and bullying, opens April 1st and review and submission is requested by April 15th. Again, certification is not required for Quarter 3 (Q3) reports; this will be obtained on the final, Quarter 4 (Q4), report.

Truancy review can be found here:

https://neo.maine.gov/DOE/neo/StudentData/BehaviorCertification/TruancyCertification/Index?reportId=18

Guidance on reporting truancy can be found here:

https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/truancy

Behavior review can be found here:

https://neo.maine.gov/DOE/neo/StudentData/BehaviorCertification/BehaviorCertification/Index?reportId=17

Guidance on reporting behavior can be found here:

https://www.maine.gov/doe/sites/maine.gov.doe/files/inline-files/BehaviorGuidanceSynergy_1.pdf

Attendance review can be found here:

https://neo.maine.gov/DOE/neo/StudentData/AttendanceCertification/AttendanceCertification/Index?reportId=12

Guidance on reporting attendance can be found here:

https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/attendance

Bullying review can be found here:

https://neo.maine.gov/doe/neo/brs

Guidance on reporting bullying can be found here:

https://www.maine.gov/doe/schools/safeschools/bullying

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

https://neo.maine.gov/DOE/neo/DCAR/Calendar

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

All quarterly reports are based on the following months and are cumulative:

  • Quarter One (Q1)– As of Oct 1 (to include July, August, Sept) – due Oct 15
  • Quarter Two (Q2) – As of Jan 1 (to include July through Dec) – due Jan 15
  • Quarter Three (Q3) – As of April 1 (to include July through March) – due April 15
  • Quarter Four (Q4)– As of July 1 (to include July through June) – due July 15

 

Graduation Reporting Phase One

Based on feedback from our school and district colleagues who have been responsible for the graduation reporting process in the past, we have divided the tasks into what we hope are more timely and manageable steps.  We recognize the hard work being done to ensure accuracy of the data reported, and would like to offer technical assistance with the process of meeting this federal requirement.

Phase 1 will allow schools the opportunity to review and make any necessary changes to incorrect data. This phase will focus on ensuring accuracy of start and exit statuses for students who are part of the 2019 cohort. The cohort is comprised of any student who entered grade 9 for the first time in the 2015-2016 school year.  The emphasis of this phase is on examining the accuracy of the enrollment data, including transfer-in and transfer-out statuses. Validation of these codes assists us in ensuring accurate calculations of four-year graduation rates.

Phase 1: Graduation Reporting Phase I
Opens: April 1
Due: May 15

Phase 2: Validating Start and Exit Statuses in Synergy
Now through June 30

Phase 3: Graduation Reporting Phase II
Opens: July 1
Due: August 30

Phase 4: Dropout Reporting
Opens: November 1
Due: November 30

The Department will be holding an online webinar, offered at two different times, for convenience. The webinar is designed for any school staff who may be asked to complete Graduation Reporting Phase I in their school or district.  We will review the process, and will also give a detailed walk through on how to complete Phase I. Registration is free, but necessary prior to the webinar. This ensures that connection details can be shared with participants.

  • Webinar #1 – Thursday, April 4th from 1:00 to 2:00 pm OR
  • Webinar #2 – Tuesday, April 9th from 10:00 to 11:00 am

Webinar Registration:              https://register.gotowebinar.com/rt/1883859640113524225

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, feel free to contact: Helpdesk – 207-624-6896 or Trevor Burns (School Enrollment Specialist) – 207-624-6678

MaineCare Seed Adjustments to be Made, Review Q219 Reports by April 12, 2019

The recovery of Q219 MaineCare Seed will occur in the April 2019 subsidy payment and the Maine DOE is asking districts to please review their reports by April 12, 2019 to ensure accurate adjustments to subsidy. SAU staff must review student by student claims on both the public and private MaineCare reports for Q219 by April 12, 2019.

To access the MaineCare Seed reports, please follow the instructions below.

  1. Log into NEO using the link below
    https://neo.maine.gov/DOE/neo/Dashboard

    • Anyone who currently has Special Education Director permissions to the Special Education module will automatically have permissions to access MaineCare reports.
    • As in the past, if a new staff member needs permission to access this module, a request from the Superintendent to the Maine DOE helpdesk will be necessary. The helpdesk contact information is medms.helpdesk@maine.gov or 207-624-6896.
  2. Click on the Student Data tab
  3. Click on the Student Report tab
  4. Select MaineCare in the Reporting Area drop-down
  5. Choose the quarterly Seed report and the report type (private/public)
  6. Click view report button
  7. Once the report appears on the screen, choose the export button. MaineCare File
    You may export the reports to Excel but, please be aware that there may be multiple worksheet tabs within the workbook. Save the file to your computer.

You may export the reports to Excel, but please be aware that there may be multiple worksheet tabs within the workbook. Save the file to your computer.

If you disagree that a particular student or time period should be on the report, please provide the reason that you disagree along with the following to Denise.towers@maine.gov.

  • Identify the type of report (public or private) and the quarter in which the claims are located.
  • State Student ID
  • Service provided dates (From and To)
  • Total amount of Seed being disputed

Summer services: Students must be enrolled for the time period they are receiving educational services. This means that students that are receiving extended school year services in district or extended school year services in an out of district placement must have a primary enrollment for that time period in order for the MDOE to have the most accurate enrollment data to determine SAU responsibility for MaineCare Seed.

For more information or technical assistance related to MaineCare Seed, please contact Denise.towers@maine.gov.