Category: Data Management

Due Dates and Procedures for Quarter 4 End-of-Year Reports

Four end-of-year reports require certification in June and July. These reports aggregate data from the entire school year’s reporting timeframe. The data are used to aggregate dashboards and reports for public availability on the Maine Department of Education (DOE) Data Warehouse and ESSA Dashboard and for federal reporting.

Behavior and Bullying Certification Reports

Daily Attendance and Truancy Certification Reports

Questions about end-of-year quarterly reports may be directed to MEDMS.Support@maine.gov or 207-624-6896.

Registration Open for In-Person Summer Data Training at Locations Statewide

Mark your calendars! Registration for the Maine Department of Education (DOE) Summer Data Training is now open.

Trainings are scheduled at various locations throughout the state in July and August. This year’s training will focus on reporting system updates. The workshop-style structure of this training will allow staff members from school administrative units (SAUs) the opportunity to work within the Connect system alongside the Maine DOE Data Team.

Dates and Locations:

  • July 29 – Caribou
  • July 30 – Orono
  • July 31 – Machias
  • August 12 – Augusta
  • August 13 – Biddeford

Please use this link to register, andbe sure to select a location to receive updates about your specific training. The Maine DOE is looking forward to this opportunity to meet with SAUs. If you have any questions about this year’s Summer Data Training, please contact Alexandra Cookson at Alexandra.Cookson@maine.gov or call 207-446-3897.

ESEA Demographics Report Opening Soon

The Elementary and Secondary Education Act (ESEA) Demographics Report will open for review in the Maine Department of Education (DOE) NEO Student Module on Thursday, May 15, 2025.

The ESEA Demographics Report aggregates students enrolled on the federal accountability date (May 30) for participation in state assessments during the current assessment administration.

This report includes student demographic categories for assessment and accountability purposes.

Additional Information

  • Webinar: ESEA Demographics Report Webinar on Thursday, May 8 at noon. Register here.
  • Open Date: Thursday, May 15
  • Due: Sunday, June 15 (Due to the weekend due date, certification will be available until Monday, June 16.)
  • Resources: ESEA Demographics Report instructions

Questions about the ESEA Demographics reporting can be directed to MEDMS.Support@maine.gov or 207-624-6896.

Report Opening Soon: Maine Schools/Maine School Approval for 2025-2026

The Maine Schools Application in NEO will open on May 1. Maine Schools is the process by which the Maine Department of Education (DOE) collects information about Maine school administrative units (SAUs) for the upcoming school year. Maine School Approval provides the Maine DOE with the attestation from SAUs and schools in Maine that all state statutory requirements are met. This report also offers an opportunity for SAUs to update their contact information to ensure that the Maine DOE has the most current information. The due date for completing the report is June 15.

As a reminder, student enrollments cannot be uploaded/entered into Connect until the Maine Schools process is complete.

If any changes to the organization of your SAU are being made (such as new schools, grade level relocation, integration with another SAU, etc.), please be sure to contact the Maine DOE Data Team with this information. Timely notification of these changes will ensure that required adjustments to organizations and organization IDs are accurately reflected in the reporting systems for the next school year.

If your SAU is re-organizing grade levels within schools, closing a school, opening a school, or integrating with another SAU, notification should be submitted via email to Kimberly.A.Hall@maine.gov or to MEDMS.Support@maine.gov.

Notification of changes to SAU organization is required per Title 20-A, Chapter 202: Closing and Disposition of Public Elementary and Secondary School Buildings. If a school is closing for any reason, there are requirements for additional information to be submitted to the Maine DOE:

  • Replacement with a new construction requires a letter with new construction information.
  • Closure due to lack of need requires proof of vote.
  • Closure due to condemnation requires a letter of condemnation.

Resources

Please note: Access to 2025-2026 reporting in Connect and NEO will not be available without the completion of this report.

For questions about Maine Schools Application reporting, please contact the Maine DOE Data Team at MEDMS.Support@maine.gov or call 207-624-6896.

Maine DOE Upcoming Data Reporting Webinars

The Maine Department of Education (DOE) Data Team is hosting the following webinars:

Maine Schools Report Webinar – Tuesday, April 29, 2025, at noon

Maine Schools is the process by which the Maine DOE collects the organization information about Maine school administrative units (SAUs) and schools for the upcoming school year. Maine School Approval provides Maine DOE the attestation from SAUs that all Maine statutory requirements are being met. This report offers an opportunity to update the SAU and school contact information to ensure that Maine DOE has the most current information. Student enrollments cannot be uploaded/entered into reporting systems until Maine Schools is complete. This webinar will review the requirements for the Maine Schools process. Register here.

ESEA Demographics Report Webinar – Thursday, May 8, 2025, at noon

The ESEA Demographics Report is an aggregation of students enrolled on the federal accountability date for participation in state assessments during the current assessment administration. This report includes student demographic categories for assessment and accountability purposes. This webinar will review reporting requirements and navigation of the ESEA Demographics Report in NEO. – Register here.

End of Year Daily Attendance & Truancy Reporting Webinar – Tuesday, May 13, 2025, at noon

Daily Attendance and Truancy reports are due for final certification at the end of the school year. These data are aggregated for public reporting after certification and reported in multiple locations including the Maine Department of Education Data Warehouse, ESSA Dashboard, and federal reporting. This webinar will review requirements for both the Daily Attendance Certification and Truancy Certification reports as well as navigation of the reports in NEO. – Register here.

End of Year Behavior and Bullying Data Certification Reports Webinar – Thursday, May 15, 2025, at noon

Behavior and Bullying reports are due for final certification at the end of the school year. These data are aggregated for public reporting after certification and reported in multiple locations, including the Maine DOE Data Warehouse, ESSA Dashboard, and federal reporting. This webinar will review requirements for both the Behavior and Bullying reports, as well as navigation of the reports in NEO. – Register here.

End of Year Synergy Enrollment Exits and Perkins 3S1 CTE-Poste Secondary Reporting Webinar – Tuesday, May 27, 2025, at noon

All students, even those intending to return next year, must be exited from Synergy at the conclusion of the school year. Accurate student exits at the end of the school year can decrease data fixes at the beginning of the next school year. This webinar will review recommendations for properly exiting students at the conclusion of the school year and the process for exiting students from State Synergy. This webinar will also include directions for Career and Technical Education – Perkins 3S1 Post Secondary reporting in NEO. – Register here.

Special Education Exit Report Webinar – Thursday, May 29, 2025, at noon

Students who have exited special education services during the reporting period (July 1 through June 30) must have special education exit information (a special education exit date and exit reason) added to their enrollments in Synergy State Edition. Student information must be entered or uploaded into the Synergy State Edition by the school where the student is attending. SAUs are required to certify the exit data using the Special Education Exit Report found in NEO. This webinar will review the requirements and process for Special Education Exit Reporting. – Register here.

Questions about data reporting webinars may be sent to Alexandra.Cookson@maine.gov.

Reports Due Soon: April 1 Enrollment and Quarter 3 Attendance, Truancy, Bullying, and Behavior

April 1 Enrollment reporting opened on Tuesday, April 1, 2025. The due date for certifying this report is Tuesday, April 15, 2025.

A comparison of April enrollments to October enrollments is used for policy and decision-making. Therefore, it is important for school administrative units (SAUs) to complete this review and certification in the reported timeframe.

Please note that this report provides up-to-date address information for the SUN Bucks Summer Electronic Benefits Transfer (EBT) program. Students’ address information should be updated to reflect valid mailing addresses.

Collection of Title I allocation data for private schools with eligible students will be provided for the 2025-2026 fiscal year, based on the 2024-2025 April 1 enrollment collection. Private schools with Title I-eligible students should enter enrollment data of eligible students into State Synergy.

Reporting Resources:

Quarter 3 Reports are open as of Tuesday, April 1, 2025. The due date for validating these reports will be Tuesday, April 15, 2025.

Collection of Attendance, Truancy, Behavior, and Bullyingare ongoing reports for the school year. This validation provides an opportunity to update data to this point in the year. The final certification of these reports will be at the end of the school year; updating data to this point will allow for more efficient certification at the end of the school year.

Reporting Resources:

For questions about April 1 Enrollment and/or Quarter 3 reporting, please contact MEDMS.Support@maine.gov or call 207-624-6896.

Upcoming Webinar: 2025-2026 Data Reporting Changes

The Maine Department of Education (DOE) will be updating data reporting systems and a few data elements for Fiscal Year 2026 (FY26). A webinar that outlines these changes is scheduled for Thursday, April 17, 2025.

These changes include the use of a new data integration system called Connect, which will replace State Synergy. This change was outlined in a priority notice sent to superintendents and technology directors on March 28. You may view that priority notice here.

In addition to the system change, a few student data elements will be updated for the 2025-2026 reporting year. This includes:

  • An updated code for economic disadvantage identification.
  • Requirements for full-time equivalency (FTE) codes to be populated.
  • Student ID numbers to be updated to 10 digits.
  • Resident codes transitioning to GeoCodes.

The Maine Education Data Management System (MEDMS) Support Team has been in contact with the student information systems (SIS) vendors regarding updates to reporting for FY26, so they will have changes ready for the fall collections.

The MEDMS Support Team will host this webinar on April 17 at noon to provide information about these changes and allow school administrative units (SAUs) to ask questions about these updates.

Please register here for the 2025-2026 Data Reporting Changes Webinar.

For questions regarding 2025-2026 student reporting changes, please contact MEDMS.Support@maine.gov or call 207-624-6896.

Reports Opening April 1: Enrollment and Quarter 3 Attendance, Truancy, Bullying, and Behavior

April 1 enrollment reporting will become available on Tuesday, April 1, 2025. The due date for certifying this report will be Tuesday, April 15, 2025.

A comparison of April enrollments to October enrollments is used for policy and decision-making. Therefore, it is important for school administrative units (SAUs) to complete this review and certification in the reported timeframe.

Please note that this report provides up-to-date address information for the SUN Bucks Summer EBT program. Students’ address information should be updated to reflect valid mailing addresses.

Collection of Title I allocation data for private schools with eligible students will be provided for the 2025-2026 fiscal year, based on the 2024-2025 April 1 enrollment collection. Private schools with Title I eligible students should enter enrollment data of eligible students into State Synergy.

Reporting Resources:

Quarter 3 Reporting will become available on Tuesday, April 1, 2025. The due date for validating these reports will be Tuesday, April 15, 2025.

While collection of Attendance, Truancy, Behavior, and Bullying are ongoing reports for the school year, this validation provides an opportunity to update data to this point in the year. Updating data to this point will allow for more efficient certification at the end of the school year.

Reporting Resources:

For questions about April 1 enrollment and/or Quarter 3 reporting, please contact MEDMS.Support@maine.gov or call 207-624-6896.

Quarter 2 Reports Open: Attendance, Behavior, Bullying, Truancy

Attendance, Behavior, Bullying, and Truancy reports for Quarter 2 (October, November, and December) are now open. Validation of these reports is due on Wednesday, January 15, 2025.

These reports must be reviewed and validated. Superintendent validation is required for all quarterly reporting.

Software issues in Quarter 1 prevented Daily Attendance from loading into NEO reports; therefore, Quarter 1 validation will be included in the Quarter 2 validation period for both Daily Attendance and Truancy, so data listed in this report for Attendance and Truancy must include all data from July 1 to December 31.

Reporting resources:

For questions about quarterly reporting, please contact MEDMS.Support@maine.gov or call 207-624-6896.

 

Upcoming Fall Reporting Due Dates

Fall reports are due soon for validation and/or certification by School Administrative Units! All reports require review, validation, and/or certification by superintendents.

Due October 15:

  • Dropout Certification
  • Quarter 1 Behavior Validation
  • Quarter 1 Bullying Validation

Due October 30 (opening for certification October 16):

  • EF-S-05 Part 1 Special Education Child Count. This must be certified before October 1 Student Enrollment can be certified.
  • October 1 Student Enrollment

Due October 30:

  • EF-S-05 Part 2 Special Education Staff FTEs Certification. This must be certified before Staff Certification Report can be certified.
  • Staff Certification Report

The following reports are experiencing issues, and therefore, validation is being rolled into Quarter 2 reporting for January:

  • Quarter 1 Attendance Validation
  • Quarter 1 Truancy Validation

Guidance and instructions for reporting, as well as webinars about these reports, can be found on the MEDMS Data Systems Support page. For questions about these reports, please email MEDMS.Support@maine.gov or call 207-624-6896.