The recovery of Q3’19 MaineCare Seed will occur in the July 2019 subsidy payment, and the Maine Department of Education is asking SAUs to review their reports by July 8, 2019 to ensure accurate adjustments to subsidy. SAU staff must review student by student claims on both the public and private MaineCare reports for Q3’19 by July 8, 2019.
To access the MaineCare Seed reports, please follow the instructions below.
Log into NEO using the link, 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. For security purposes, 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 firstname.lastname@example.org or 207-624-6896.
Click on the Student Data tab
Click on the Student Report tab
Select MaineCare in the Reporting Area drop-down
Choose the quarterly Seed report and the report type (private/public)
Click view report button
Once the report appears on the screen, choose the export button.
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.email@example.com.
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.
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.
The Maine Department of Education (DOE) is seeking 30 days of public comment from May 22 – June 20, 2019, on a Tydings amendment waiver application (waiver from §421(b) of the General Provisions Act) to the U.S. Department of Education (USDOE). The Tydings amendment waiver seeks an extension to the availability of Elementary and Secondary Education Act (ESEA) §1003(a) funds awarded during Federal fiscal year (FY) 2017.
Maine DOE Leadership participated in a call with USDOE program staff on Friday, May 10, 2019. During this call, the USDOE outlined next steps regarding Maine’s submission of an amendment to the Maine ESSA State Plan. The Maine DOE is working to provide the necessary information as expeditiously as possible. During this time of pause, the Maine DOE is unable to utilize 1003(a) funds. USDOE approval of the Tydings amendment waiver would allow the Maine DOE to make available 1003(a) funds to Maine schools identified for tiered supports, once the pause is lifted.
The U.S. Department of Education requires state educational agencies, when seeking waivers from statutory or regulatory requirements, solicit public comment on the application, respond to public comments, and provide evidence of the available comment period. The Maine Department is requesting the period of availability for $2,578,500.00 of 1003(a) funds be extended from September 30, 2019 to September 30, 2020.
A copy of the letter seeking waiver from §421(b) of the General Provisions Act can be downloadedwith key elements of the request included below.
Federal program affected by the requested waiver
Maine’s Model of Support for eligible Tier III (Comprehensive Supports and Intervention or CSI) and Tier I (Additional Targeted Supports and Intervention or ATSI) support under section 1003(a) of ESEA, as amended by the ESSA of 2015, is immediately impacted by the Department’s waiver request. This request is seeking to extend the availability of $2,578,500.00 to support eligible Maine schools. The funding will assist schools in engaging in whole-school reform by meeting school and student needs.
Impact to Student Achievement
Waiving §421(b) of the General Provisions Act (Tydings waiver) will directly impact student achievement by allowing the Maine Department of Education to provide increased support for school and classroom leaders during the 2019-2020 school year. Maine is committed to providing a differentiated method of support to struggling schools. Maine’s Model of Support includes coaching and mentoring for school leaders, evidence-based professional learning for educators, and content-specific instructional coaching in classrooms. This process requires all eligible Tier III schools to annually partner with educators, families, and community members to complete a comprehensive needs assessment (CNA). During this process each school team analyzes local academic and non-academic data, identifies promising practices and concerning trends, determines root cause,and creates meaningful goals and a plan for continuous improvement.
The Department will continue to work with schools eligible to receive Tier III (CSI) and Tier I (ATSI) support to ensure funds are utilized in a manner that is reasonable, necessary and allowable under the ESEA, as amended by the ESSA of 2015. The Maine Department of Education will continue to ensure proposed uses of funds align with the school’s completed CNA. Schools eligible to receive Tier III (CSI) supports will continue to document all school improvement related work within DirigoStar (Indistar), the Department’s online project management tool. Each school is also supported and monitored by an assigned school leadership coach. Maine DOE leadership and instructional coaches visit each Tier III eligible school several times throughout the school year.
Continuity of Services to Students
Schools will continue to utilize their completed CNAs to direct and implement the work without negative impact to specific student populations. The extension to the period of availability of funds will ensure schools will have an increased opportunity to access funds to further target supports and meet the needs and goals of the schools, students, and educators as determined in the CNA. Schools will continue to share and engage with communities and families in ways they have found beneficial, and which meet the needs of schools and their communities.
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.
Synergy: The following items are available in the Synergy Student Information System. Please visit the Synergy Instructions Helpdesk Page for Synergy codes to be used for the items below.
Update Attendance – All students with an enrollment must have attendance entered.
Update Truancy – All students who have met the threshold for truancy must have a truancy incident entered.
Special Education – exit any students who have left special education: 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 Behavior – Note: all enrollments exited with an expulsion must have an expulsion incident in the Behavior module.
Update/End ALL Enrollments (done last):
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 that are more than 7 days out 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
Ending enrollments will prevent you from manually updating Attendance Data. Once an enrollment has been ended, attendance data can only be modified by uploading the data.
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 are Annual Reports for the 2018/2019 school year. Instructions for these reports can be found here:
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
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
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.