MaineCare Seed Adjustments to be Made; Review Q119 Reports by January 18, 2019

The recovery of Q119 MaineCare Seed will occur in the January 2019 subsidy payment and the Maine DOE is asking School Administrative Units (SAUs) to review their reports by January 18, 2019 to ensure accurate adjustments to subsidy. SAU staff must review student by student claims on both the public and private MaineCare reports for Q119 by January 18, 2019.

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

  1. Log into NEO
    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 or 207-624-6896. Anyone who currently has Special Education Director permissions to the Special Education module, will automatically have permissions to access MaineCare reports.
  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.

    Export Button
  8. 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

  • Identify the type of report (public or private) and the quarter in which the claims are located.
  • State Student ID
  • Service provided dates (to and from)
  • 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


Certification of Superintendent Election or Re-election

The Maine DOE is reminding administrators and school board members of the approaching deadline for annual certification to the Maine DOE of employment of Superintendent of Schools.

A school board must meet by December 31 to elect a superintendent if its superintendent’s contract expires in 2019 and then must submit a certification of employment report with all required documentation to the Maine DOE by March.

The instructions and forms and can be found at the Maine Department of Education, Data & Reporting, Helpdesk, Data Reporting InstructionsPlease click on Superintendent/Agent Certification Form & Instructions (found at the bottom of the list).

If you have any questions, contact Danielle McKay at or 207-624-6663.

Report of Adult Education (EF-M-39B) – opened December 1st, due by January 15, 2019

Starting on December 1, the EF-M-39 Report of Adult Education opened for submissions through the NEO Student Data Module. The report is a resident-based aggregate count of students aged 16 to 20 who live within the boundaries of a school administrative unit (SAU), are no longer enrolled in regular education classes, and are taking academic courses through a Maine Adult Education program, but not necessarily through the SAU in which they reside.

School Administrative Units are asked to report the number of students, the number of courses and credits taken.

Who Needs to Report:

All public SAUs, excluding public charter schools, must complete the report, even if there are no pupils to report. Please note that the individual SAU member entities of AOSs and school unions must report separately. SAUs whose students attend a regional Adult Education programs must report the number of resident students who attend the regional Adult Education program.

  • EF-M-39B: Opened on December 1, 2018
  • Due by January 15, 2019

To Complete the Form: Go to:

Once logged in to the NEO system navigate to Student Data, if you do not have NEO credentials please have your Superintendent submit a NEO Access Request Form to the Maine DOE Data HelpDesk.

  1. Enter the total number of students (between the ages of 16-20) enrolled in adult education
  2. Enter the total number of courses
  3. Enter the total number of credits

The Data Collection and Reporting (DC&R) Calendar lists all reports due to Maine DOE.

The accuracy, completeness, and timeliness of the data sent for this report has a direct correlation to the subsidy that your SAU may receive.

Questions: Contact the MEDMS Helpdesk at (207) 624-6896 or or Trevor Burns at (207) 624-6678 or

Reminder to Complete Dropout Certification

This is a general reminder that dropout reporting is due on Friday, December 14th. All public schools that contain any grades 7 through 12 are required to complete this report. Please start working on these reports as soon as possible in order to give the DOE and yourselves time to make any corrections/changes to the dropout reports before it is too late. Below you can find a link to the directions.

Dropout Reporting Directions (PDF)

Please note the following: Once you have finished completing your reports by clicking the ‘Completed’ button on each report, you will need to hit the “Submit to DOE” button in order for us to know your report is ready for approval. Otherwise, it will be seen as not finished.

If there is an error you cannot correct with an edit to the students last exit status, please contact either the helpdesk ( 207-624-6896) or Trevor Burns ( 207-624-6678) instead of leaving comments on the student. These comments can be missed and won’t be seen unless the report has already been submitted to the DOE, where we will assume all has checked out on your end.

New District Human Resource Role Available in Online Certification System

The Maine Department of Education is excited to announce the availability of a new district human resource role in the state’s online educator certification system. The new role in MEIS (Maine Educator Information System) can be requested for district human resource staff by the superintendent.

This new role will provide the user the ability to view the districts certification (violations) report as well as any district employees up for a credential. Prior to granting this role, the staff member will need to create an account for themselves (if they do not already have one) in MEIS.

Once a staff member has created an account and has been granted the district human resource role, instructions on navigating to the certification report will be sent to the user via email.

Contact the Maine DOE Helpdesk for additional help.