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

 

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

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.

Agenda for each session:

The following is the daily agenda for this year’s summer data trainings Please note that these times are tentative and are subject to change. Thank you.

  • 8:30 – 9:00 – Check-in, Meet & Greet, Welcome
  • 9:00 – 9:30 – Why Data Matters – Charlotte Ellis and Paula Gravelle
  • 9:30 – 9:45 – A.C.T. & Data Security – Ryan Cunningham
  • 9: 45 – 10:15 – Web Page, Helpful Resources & What’s New for 2020 – Ryan Cunningham
  • 10:15 – 10:30 – DC&R and Maine Schools/Approvals – Kathy Warren
  • 10:30 – 10:45 – Break
  • 10: 45 – 11:30 – NEO Staff Module & MEIS – Drew Mitchell
  • 11: 30 – 12:45 – Synergy – Michael Mikrut
  • 12:45 – 1:30 – Lunch
  • 1:30 – 2:30 – Graduation/Student Reports– Trevor Burns
  • 2:30 – 3:00 – Behavior/Bullying/RAS – Sarah Adkins
  • 3:00 – 3:30 – Truancy – Gayle Erdheim
  • 3:30 – 4:00 – Closing – Questions, Comments and Concerns

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

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

Updated Maine DOE Home Instruction Portal Release  

In March of this year, the Department of Education (DOE) released the online Home Instruction Portal. Since then, home instruction parents all over the state have begun to utilize the new portal, and have reported that the new process is less burdensome than the former paper-only process, which required double-reporting and greater expense and time due to mailing and requesting proof of receipt.

Many have also provided valuable feedback about what was confusing, or concerning, from a parent perspective. As a result, the DOE revisited the online forms to make some technical improvements, and has released an updated Home Instruction Portal as of July 9, 2019. If you submitted your Notice for 2019-2020 prior to this date, please be assured that it is still properly filed, and there is no need to repeat the submission.

If you have not yet filed your Notice, please check out the updated online portal. Other ways to file include submitting the revised Notice of Intent to Provide Home Instruction, or other form or letter, to either the Superintendent of Schools in the public school administrative unit where you reside, or to the DOE. You no longer need to file paperwork in both places. You may provide Notice in a different format, provided it contains all required information:

  • Applicable School Year
  • Parent/Guardian Full Name
  • Physical Address, City, Zip Code; and Mailing Address (if different)
  • Child’s Full Name
  • Child’s Date of Birth
  • Indicate First or Subsequent Year of Home Instruction
  • Date Home Instruction Will Begin (if First Year)
  • Assurance (if First Year): FIRST YEAR HOME INSTRUCTION PARENT ASSURANCE :  The home instruction program will provide at least 175 days annually of instruction and will provide instruction in the following subject areas: English and language arts, math, science, social studies, physical education, health education, library skills, fine arts and, in at least one grade from grade 6 to 12, Maine studies. At one grade level from grade 7 to 12, the student will demonstrate proficiency in the use of computers. The home instruction program will include an annual assessment of the student’s academic progress that includes at least one of the forms of assessment described in 20-A M.R.S. § 5001-A (3)(A)(4)(b).
  • Prior Year Assessment (if Subsequent Year)
  • Statement of Intent to Continue Providing Home Instruction (if Subsequent Year): SUBSEQUENT YEAR HOME INSTRUCTION PARENT STATEMENT: I intend to continue providing home instruction and enclose the prior year annual assessment of the student’s academic progress as outlined in 20-A M.R.S. 5001-A(3)(A)(4)(b).
  • Signature
  • Date of Signature
  • A valid email address if parent would like an acknowledgment

As a reminder, the updated process will allow parents to provide first/subsequent year notice “simultaneously to the school officials of the administrative unit in which the student resides and to the commissioner” in one of three ways:

  1. Enter information once annually directly on the new Home Instruction Portal, uploading any required prior year assessment information;
  2. Complete the form or letter on paper once annually and take it, with any required prior year assessments, to the resident superintendent’s office; or
  3. Complete the paper form or other form/letter once annually and mail it with any required prior year assessments to the Department of Education or to the Superintendent’s Office.

Submission using any of the methods described will result in the automatic generation of an acknowledgment to the parent/guardian via email, provided a valid email address is provided.

More information is available at https://www.maine.gov/doe/schools/schoolops/homeinstruction.

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