NEO Accountability Report and Certification Webinar to be Held June 21

In order to determine supports for Maine schools, student level participation and student group demographics must be collected. The snapshot date for the data collection this year was May 4, 2018.

The NEO Accountability Report allows districts to validate student enrollment and demographic data.  The Accountability Report lists students by student groups which will directly inform student group reporting as part of school support determinations and ESEA Report Cards.  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 submitted by each Superintendent. Once validated, the data will  be used for ESEA Report Cards and other assessment and accountability reporting.

NEO Accountability Report and Certification Webinar

Purpose: Review the report, certification requirements, and ask any questions you may have regarding the report.
Date: Thursday, June 21, 2018
Time: 3:00 pm – 4:00 pm

Register here

After registering, you will receive a confirmation email containing information about joining the webinar. This webinar will be recorded and available to view afterward.


For further questions contact Charlotte Ellis, Data Manager at


Chronic Absenteeism Data Training Webinar Recording

The Maine Department of Education held a webinar on Tuesday, June 12 for districts and schools to discuss the recently released 2016/17 chronic absenteeism data including collection process and resources available to help with 2017-2018 reporting.

The webinar was recorded for those who were not able to participate during the webinar. The recording and supporting documents are available below:

For further questions, please contact one of the following individuals:

End of School Year Checklist for Completing Reports

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.


The following items are available in the Synergy Student Information System. Please visit for Synergy codes to be used for the items below.

☐   Update Attendance

  • All students with an enrollment must have attendance entered
  • Please register for the Chronic Absenteeism Webinar on June 12, 2018 at 1:00 for discussions on the data where districts can ask questions and discuss resources available to ensure accurate data.☐   Update Truancy

☐  Special Education – exit any students who have left special education:

☐   Update BehaviorNote: all enrollments exited with an expulsion must have an expulsion incident in the behavior module

  • 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/End ALL Enrollments:

  • 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 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
  • 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 can be accessed from DC&R. Guidance is available at

  • April 4 YR Graduation Report April 25 – June 8
  • Accountability (coming soon) – certified by Superintendent. June 8 – June 29
  • April 1 Countscertified by Superintendent. May 2 – June 29
  • Attendance certified by Superintendent. June 4 – June 29
  • Behavior certified by Superintendent. June 4 – June 29
  • Special Education Exit Reportcertified by Special Ed Director or Superintendent. June 1 – June 29.
  • Truancycertified by Superintendent. June 4 – June 29
  • Bullying reporting –  certified by Superintendent. June 15 -June 29.
  • Report of Adult Education for Subsidy Purposes for Calendar Year 2017 –  June 1-July 15 .
  • School Nurse Annual Report.  May 25 – July 31.
  • Restraint and Seclusion Reportcertified by Superintendent. June 15 – August 1.
  • Q4 Actual Balance Sheet July 1 – August 25
  • Q4 Actual Expenditure July 1 – August 25
  • Q4 Actual Revenue July 1 – August 25
  • Q1 Budget Expenditure – Due by 8/25/2018 or 30 days after the budget passes, whichever is later
  • Q1 Budget Revenue (coming soon) – Due by 8/25/2018 or 30 days after the budget passes, whichever is later.
  • Maine Schools and School Approval (coming soon) – Certified by Superintendent (more information to follow soon)
  • Special Education Teachers, Paraprofessionals, and Related Services Personnel – Due to technical issues in NEO, data collection for the EF-S-05 Part 2; Special Education Teachers, Paraprofessionals, and Related Services Personnel, will be delayed. It is anticipated that the report will open in NEO during the summer and will be due in September, 2018. The open date and due date will be announced when the technical issues have been resolved. For questions regarding the EF-S-05 Part 2, contact Brandi Giguere at or 624-6648.
  • Public Preschool Annual Report – Due by July 31 Note: This report should be submitted directly through the survey link in the linked notice. Send questions to Nicole Madore at  or 624-6677.

Contacts and Questions

If you have questions about these reports, (i.e. what should be entered) please contact the specialist listed below:

If you have questions about accessing the reports, please call or email the helpdesk. 624-6896 or

If you do not have credentials for Synergy or NEO – Access forms for Synergy and NEO if needed are located at:  These forms must be signed by Superintendent and returned to

Maine DOE Data Coordinator, Charlotte Ellis and Helpdesk Manager, Shannon Bartash will be available for questions at the Superintendent conference on June 28th.

Certification System Educator Portal to be Released Statewide

The Maine Department of Education is completing final testing on the educator portal of the new online certification system and will release the portal as soon as testing is completed. The educator portal will be utilized for processing only renewal applications for the first few weeks.  The certification department is still accepting paper applications for initial credentials and fingerprints, but all renewal applications MUST be processed through the new online system.

Key Items to Know

  • If your certificate/authorization expires on 7/1/2018, please know that just your application through the online system must be received by that date. Your effective date for your new certificate/authorization will be the date your completed application was received.
  • If you are employed in a school district in Maine, please contact your certification chairperson to ensure you have been recommended for renewal.
  • No additional documentation will be needed if you are renewing a provisional or professional certificate and have been recommended by your district chairperson.  However, if you are renewing any other certificate or do not work in a Maine school district please ensure you have your documents ready to upload in PDF format.
  • Give yourself enough time to complete the process in one sitting.  The application process will not save and you will need to start over if you exit the application.
  • Instructions on how to create your account as well as other support documents will be posted on all channels listed below so please keep lookout for these communications.

Further communications and updates will be available on the Maine Department of Education Certification Webpage, Maine DOE’s official Facebook and Twitter pages, and the DOE newsroom.

Guidance on District Technology Plan Development for 2017 – 2018 and 2018 – 2019

Over the past few months, there have been a number of questions about expectations for completing and submitting to the Department district technology plans. This correspondence is designed to answer those questions for district and school administrators, in particular, those who are responsible for developing technology plans.

Has the Technology Plan Requirement Changed?

Yes, there are three main points here:

  1. The federal technology plan requirement for E-rate eligibility no longer exists.
    • Districts still need to maintain copies of approved plans and approval letters for the time specified to your district under federal requirements at the time you last submitted a plan.
  2. Districts should include their technology plan in their Comprehensive Education Plan.
    • This is not submitted to the Department, however, superintendents certify this is complete on their School Approval Application, which is submitted to the DOE.
  3. The MLTI Participation Agreement includes additional guidance.
    • Superintendents signed participation agreements when their schools opted into an MLTI solution.
    • A sample participation packet can be found at the link below:
    • Two parts are relevant to the new technology plan expectations:
      • “#3. SAU agrees to address how MLTI will support its school and district goals in its Board-approved technology plan.”
        • This does not mean that the DOE needs to review or approve your plan.
      • “#11. SAU agrees to take part in studies, surveys, etc. related to the MLTI (e.g. Bright Bytes).
        • This part enables us to have state-wide insight on the impact of MLTI and the use of the technology for better teaching and learning outcomes.

What Does This Change Mean for My District?

  • In 2017 – 2018, we’ve asked districts that receive state support for participation in MLTI and whose current approval expires in June 2018, to share their technology plan with us. This can be accomplished using the short form provided to districts earlier this year (see below).
  • In 2018 – 2019, only the schools that are participating in the MLTI Apple and HP opt-ins (have those solutions or packages) will be asked to provide information to the Department. Districts will be asked to have students and staff complete the BrightBytes survey in the fall of 2018, no later than November 30, 2018, and may be asked a few additional questions by the Department.
  • For those districts that want technical support as they review their data or create action plans related to technology use, the Department will still provide support and will be continuing to work with BrightBytes to offer online and in-person learning opportunities.

Form for 2017 – 2018:

  • The form to be submited to the DOE is substantially shorter. A number of districts have gathered a small group of stakeholders and completed this task in a matter of hours.
  • The form can be found here:
  • The goal of the new form is to encourage:
    • Purposeful and intentional use of technology for teaching and learning
    • Planning for technology use with multiple stakeholders
    • Alignment of technology use to your schools/districts’ mission or priorities
  • The form requires you to pick five data points from BrightBytes and create an action plan to improve each.
    • This means that you need to administer the BrightBytes survey to your students and staff.
    • Advice: Pick a unifying theme or overarching goal, and then think of the data points as five indicators of progress toward that goal.
    • Rationale: Doing so allows you to align your technology plan to existing school and district priorities and allows you to talk with teachers and students about using technology in a way that already supports the teaching and learning that is happening (instead of thinking of it as one more thing to do).
  • For districts that want feedback on this form, please submit it to by June 30th. You will receive feedback over the summer.

If you have any questions about this, you can reach out to Amanda Nguyen Digital Learning Specialist for the Maine Department of Education at or 207-624-6656.