Category: Data Management

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.

DATA WEBINAR: Home Instruction Forms and Rosters – March 23rd

The Maine Department of Education (DOE) NEO Home Instruction portal will open to superintendents on April 1st for 2022-2023 form submissions.

As School Administrative Unit (SAU) central offices prepare to manage a new school year of home instruction forms and rosters, we invite superintendents and/or SAU Home Instruction Points of Contact to join the Maine DOE Home Instruction Specialist and Data Team for a Home Instruction Webinar on Wednesday, March 23rd at 10am.

We will be discussing the new school year, updated resources, and how to access and navigate the Home Instruction Module in NEO.

Please follow the “Join Live” link at the time of the training to join us. 

For questions, contact the Maine DOE Helpdesk at medms.helpdesk@maine.gov.

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.

Resources to Assist Maine Schools with Record Retention Decisions

The Maine State Archives, in conjunction with the State of Maine Archives Advisory Board, establishes local government record retention schedules. These schedules include schedules for Maine schools.

All local government record retention schedules can be found on the State of Maine Archives website, but record retention schedules specific to schools can found in Schedule 18.

Training resources on how to manage records are available on the Maine Archives website, here.

If Maine schools or administrative unites need additional assistance with Maine’s record retention schedules, the State of Maine Archives is the best resource, and can be reached by emailing: recordsmanagement.archives@maine.gov

October EPS Reporting Deadline Approaching; This Data Impacts Subsidy Allocations.

This is a reminder that October 1st Student Enrollment Count Certification is due on October 30th, 2021 and that the Staff Certification is due November 15th, 2021.

We understand that all school staff are operating in a challenging landscape right now but, it is extremely important to meet these timelines for student and staff certification as this data directly impacts your subsidy allocations.  Without this data, we cannot ensure that your subsidy calculation is accurate and that you receive it on time to build your FY 2023 budgets.

If you have any questions, comments or concerns in regards to these reporting collections, please contact the MEDMS Helpdesk at (204) 624-6896 or MEDMS.Helpdesk@Maine.gov.

Concussion Resources and Reporting

As directed by Title 20-A §254, sub-§17, the Maine Department of Education (DOE) has been working in collaboration with the Maine Principals’ Association (MPA), Maine Association of School Nurses (MASN), and the Maine Concussion Management Initiative (MCMI) to create a process for concussion incidence reporting. During the first year of implementation, the concussion workgroup is providing support to schools that are currently utilizing the Head Injury Tracker (HIT). HIT was developed by MCMI 2013 with the goal of providing schools with an ability to identify high-risk activities for brain injuries by tracking patterns of concussions within their school systems. The HIT platform is available at no cost and provides schools with an easy, confidential, and secure method of collecting concussion data for their students.

This resource is available to all Maine schools to aid in the early recognition and management of concussion.  Since the creation of the model concussion policy in 2012, schools across Maine have been instrumental in increasing concussion awareness among students, parents, and staff. Implementation of the concussion policy should improve the management and care a student receives following an injury. Injuries can happen during any activity throughout the school day or outside of school. The location of the injury should not affect the attention and accommodation a student receives. The model policy reflects current best practices in concussion management in schools. Over the years there has been a shift in the focus of how a concussion affects a student, specifically with the recognition that children are students first. Therefore, the model policy outlines a graduated school re-entry plan that is individualized and flexible, with input from medical providers, parents, and the school multidisciplinary team.

For more information on concussion management in Maine schools please visit: https://www.maine.gov/doe/schools/safeschools/healthed/concussion

If you have questions about these efforts, please email Emily.Poland@maine.gov. For questions related to the HIT platform, contact MCMI  at contactmcmi@gmail.com.

 

Quarter 1 Data Collections Webinar on September 30th

The Maine Department of Education Data Team is holding a Quarter 1 Data Collections Webinar Thursday September 30th at 10am.

We will be discussing how to locate, access and validate the quarter 1 reports. This year we will be foregoing quarter 1 attendance and truancy collections due to changes to attendance reporting. New for 2021-2022 we are collecting student daily attendance which effects how we report the data back to the end user. The new attendance and truancy quarterly reports should be ready for quarter 2 reporting. In the meantime, it is extremely important that users still record attendance and truancy locally so that the data is accurate when these reports become available. This webinar will therefore focus on the student behavior and bullying data collections for quarter 1.

Please follow the “Join Live” link at the time of the training to join us. Thank you.

Join Live

If you have any questions, comments or concerns regarding this webinar please contact the MEDMS Helpdesk.

October EPS Student Reports Webinar on October 12th

The Maine Department of Education Data Team is holding an October EPS Student Reports Webinar Tuesday October 12 at 10am.

We will be discussing how to locate, access and validate the three October EPS student reports in NEO. These reports include the October 1st Student Enrollment Count, the CTE October Student Count report and the Special Education Child Count Detail Report (EF S 05 Part 1).

Please follow the “Join Live” link at the time of the training to join us. Thank you!

Join Live

If you have any questions, comments or concerns regarding this webinar please contact the MEDMS Helpdesk.

Dropout Reporting Webinar on October 7th

The Maine Department of Education Data Team is holding a Dropout Reporting Webinar Thursday October 7th at 11am.

We will be discussing how to locate, access and validate the new dropout certification report. Please note that the dropout certification report has changed from previous years. Users will no longer have functionality to change exit codes of students. Instead we are only asking users to verify that the report is correct, and accurate. The webinar will address how to manage incorrect data. Please follow the “Join Live” link at the time of the training to join us. Thank you!

Join Live

If you have any questions, comments, or concerns regarding this webinar please contact the MEDMS Helpdesk.

Restraint and Seclusion Data Reporting Deadline Extended to 10/15

To accommodate school administrative units that have not yet been able to file their restraint and seclusion data yet this fall, the Maine Department of Education has reopened the Restraint and Seclusion Reporting in NEO until October 15, 2021.

In accordance with Chapter 33: Rule Governing Physical Restraint and Seclusion, “Each covered entity shall submit to the Department of Education an annual report of the incidence of physical restraint and seclusion.”

Detailed instructions on how to report restraint and seclusion data can be found here: RAS Year End Reporting

For further information or assistance with reporting this data, please contact Maine DOE Data Help Desk: