MaineCare Seed Adjustments to be Made, Review Q2’22 Reports by April 15, 2022

The recovery of Quarter 2, 2022 MaineCare Seed will occur in the April 2022 subsidy payment. The Maine DOE is asking Districts to review their reports by April 15, 2022 to ensure accurate adjustments to subsidy. School Administrative Unit (SAU) staff must review and submit disputes, student by student, for claims on both the public and private MaineCare reports for Q2’22 by April 15, 2022.

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

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

To dispute a claim:

If you disagree that a particular student or time period should not be on the report, please send an email with the following information for each State Student ID to stephanie.clark@maine.gov.

  • State Student ID
  • The reason that you disagree
  • Identify the type of report: public or private
  • Quarter in which the claims are located
  • 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.

If you have difficulty logging into NEO:

Anyone who currently has Special Education Director permissions to the Special Education module will automatically have permission 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.

Please contact stephanie.clark@maine.gov for more information or technical assistance related to MaineCare Seed.

EPS High-Cost Out-of-District Report (EF-S-214) Open for Reporting on March 1; The Deadline is April 15

The EF-S-214, also known as the EPS High-Cost Out-of-District Report will be open for data entry to Maine public schools on March 1 in the Maine Department of Education’s NEO Portal.

School districts should sign into the report as early as possible to allow time for data entry as well as the two-step submission process. The Department must approve the report by April 15 to allow time to make possible EPS adjustments.

Adjustments to the Special Education High-Cost Out-of-District allocation will be based on costs exceeding:

  • $19,176 for placements in Regional Special Education Programs;
  • $28,764 for placements in other school administrative units; and
  • $38,352 for placements in private schools.

Below are a few important things to note about the EF-S-214 report:

  • School districts will need to project the tuition cost for the full fiscal year.
  • This report is required for all publicly funded school districts, including districts that do not meet the High-Cost Out-of-District tuition threshold, these districts must login and submit “no students to report.”

The report can be located by logging into NEO at: https://neo.maine.gov/DOE/NEO/Accounts/Account/Login

Navigate to→ Special Education → Forms → EFS-214

Questions about the report should be directed to Stephanie Clark, Fiscal Compliance Associate for the Maine Department of Education at Stephanie.clark@maine.gov or 207-624-6807.

School Librarians Invited to Apply for Innovation Grant Through New England School Library Association

The New England School Library Association (NESLA) has announced a new grant established to encourage the development of innovative projects by school librarians in K-12 schools in the New England region. 

Named in honor of the late Carolyn Markuson, a longtime NESLA member and a mentor and inspiration for school librarians throughout the region, the grant will be presented annually by NESLA. 

Grant Details: 

  • Funding is up to $500. 
  • Grant recipients will also receive an initial payment or renewal for one year’s membership in ALA and  AASL. 
  • Applications for the 2022-23 school year are due by April 2, 2022. 
  • The successful grant award will be announced by May 31, 2022. 
  • Projects for the 2022-23 school year begin between September 2022 to March 1, 2023, and are to be completed by April 30, 2023. 

Eligibility: 

  • Membership in NESLA (Applicants may join when applying.) 
  • State school librarianship licensure 
  • Projects in progress and planned projects in need of financial assistance are eligible. 

Further information, including selection criteria, is available on the NESLA website.

Computer Science Professional Development Grant Application

The Maine Department of Education (DOE) is pleased to announce the opening of the second round of the Computer Science Professional Development Grant! 

Maine’s 130th legislature, through L.D. 127: Resolve, To Establish a Pilot Program To Provide Grants for Professional Development in Computer Science Instruction. Sponsored by Senator Pouliot, the bill created a pilot grant program to provide funding for high-quality, teacher-developed or teacher-led professional development for PK-12 computer science pedagogy and content. The first round of grants were awarded in the fall and now the spring window to apply is here! 

Priority will be given to applicants that: 

  • are located in one (or more) of the following counties where no awards were made in the first application round: Sagadahoc, York, Piscataquis, Aroostook, Somerset, Washington, Oxford, Waldo, Knox, Lincoln, Androscoggin, Franklin, and Kennebec. 
  • do not currently offer computer science learning opportunities; 
  • serve socioeconomically disadvantaged school districts; 
  • prioritize student populations traditionally underrepresented in computer science; 
  • demonstrate a commitment to pursuing high-quality educator professional development that emphasizes integration of computer science into other course work and curricula or establishes or expands access to courses that offer college credit and other certificates of value, or both; and 
  • collaborate or partner with other entities, including but not limited to other local education agencies, the business community, nonprofit organizations and private entities. 

The fall application window opens Friday, January 28th, 2022 and closes February 11th, 2022. Applications will be reviewed in the order in which they are received. All applicants will be notified of their application status within two weeks of the application deadline.  

There is no limit to the grant amount awarded per applicant; however, funds will be dispersed equitably across all applications based on county and throughout PK-12. 

Have questions? Want to learn more? We are hosting three informational sessions, January 31st, February 2nd, and February 8th. 

Interested in applying? Check out our website to register for an informational session, learn more about the grant, and submit an application.  

Need assistance applying? contact Emma-Marie Banks, Computer Science Specialist & Secondary Digital Learning Specialist emma-marie.banks@maine.gov. 

Indirect Cost Rate Approval Process

The Maine Department of Education would like to share updated information concerning our indirect cost rate approval process.

The Department issues an indirect cost rate for a specific fiscal year that is valid from July 1 to June 30 of the applicable fiscal year. The indirect cost rate is applied to the direct cost amount expended, not to the grant award. Indirect costs are recovered only to the extent of direct costs incurred.

To recover indirect costs, the LEA applies the indirect cost rate in affect for a given fiscal year or the term of the grant award to the direct expenditures less capital outlay during that fiscal year or the term of the grant award.

In order for districts to receive approval of their indirect cost rate, the audit reconciliation with MEFS must be completed. The Department also recommends completing the following training to all districts that apply: Indirect Cost Training Course FY 21 (ed.gov).

Development of Indirect Cost Rates:

  • The Department sources information from the LEA’s official annual upload to MEFS and the detail accounts that make up that report.
  • The Department will prepare a “preliminary indirect cost rate” for LEAs requesting an indirect cost rate and may be requested for certification.
  • Once preliminary indirect cost rates are provided to the LEA, the LEA shall provide information for subawards and subcontracts so to calculate an adjustment to the indirect cost rate prior to final certification.
  • Predetermined rates that are certified and the certifications will be published to: https://www.maine.gov/doe/funding/fiscalreview/compliance/indirectcostrate
  • Restricted indirect cost rates will be limited to 8%. Unrestricted indirect cost rates are limited to 15%. All preliminary calculated rates outside of the statistical norm are subject to review to ensure the proper classification of costs.

The following information has been added to the Indirect Cost Rate Agreement:

  • Distribution Base: MTDC Modified Total Direct Cost – Total direct costs excluding equipment, capital expenditures, participant support costs, pass-through funds, and the portion of each subaward (subcontract or subgrant) above $25,000 (each award; each year).
  • Applicable To: Restricted- Restricted rates apply to programs that require a restricted rate per 34 CFR 75.563 and 34 CFR 76.563.
  • Treatment of Fringe Benefits: Fringe benefits applicable to direct salaries and wages are treated as direct costs. Pursuant to 2 CFR 200.431, (b), (3), Paragraph (i), unused leave costs for all employees are allowable in the year of payment. The treatment of unused leave costs should be allocated as an indirect cost except for those employee salaries designated as a direct cost for the restricted rate calculation.
  • Capitalization Policy: Items of equipment are capitalized and depreciated if the initial acquisition cost is equal to or greater than $5,000.

If you have any questions as you review these printouts, please contact our School Finance Team member Mary Randall, mary.randall@maine.gov, for assistance.