Category: Data Management

Exiting Student Enrollments Reminder

All students MUST be exited from State Synergy with an exit date on or before 6/30/2023. This includes students attending year-round programs.

Finding students who need to be exited can be done in the Attending Student Details Report in NEO Student Data, Student Reports. This report can be filtered using the “Exit Date” column, student with blanks in this column need to be exited.

Exit codes for students who are returning, graduating, moving, etc., can be found on the Synergy Instructions tile of the Helpdesk page. The Student Exit Data Dictionary contains exit codes for varying situations. Proper exit codes will help ensure that graduation and dropout data are accurate in the fall.

Students who have concurrent enrollments will need to be exited from their concurrent enrollment before primary enrollments can be exited.

Synergy ’22-’23 will only be open until Tuesday, August 15th and then will be rolled over to the ’23-’24 school year. This will lock all ’22-’23 data.

If you have any issues exiting your students, please contact MEDMS.Helpdesk@maine.gov or call 207-624-6896.

For training in how to exit students please contact our Data Quality Trainer – Alexandra.Cookson@maine.gov or call 207-446-3897

Summer Training – SY23-24 State Reporting

This year, the Maine DOE Data Team is bringing back Summer Training! Several locations throughout the state have graciously agreed to host us to provide on-site training. All of the trainings will be held from 8:30 am – 12 pm. This year’s training topics will include new resources from the Helpdesk, staff reporting tools, and Synergy error logs. We look forward to collaborating with you!

Register Here!

  • Training Dates & Locations
  • August 3rd: Presque Isle
  • August 14th: Ellsworth
  • August 15th: Eastport
  • August 16th: Union
  • August 17th: Auburn
  • August 21st: Biddeford
  • August 22nd: Norridgewock
  • August 23rd: Corinth

For questions about Summer Training and/or other data training opportunities please contact Alexandra.Cookson@maine.gov – 207-446-3897

Graduation Reporting Opens July 1st; Webinar Available on August 1st

Reporting of 2022-2023 graduation data will open on July 1st. This report allows districts an opportunity to review and certify their graduation data. All graduation certifications are due on August 30th.

There will be a webinar on Tuesday, August 1st at 10 am regarding this report. No registration is required, the webinar link below will be live at the time of the webinar. This webinar will be recorded for district use.

Join the Graduation Reporting Webinar here (no registration required)

Report information:

For questions about data team webinars please contact Data Quality Trainer – Alexandra.Cookson@maine.gov

End of Year Reports Open

End of school year reports are open for review and certification. All reports must be reviewed by district personnel and superintendents are required to certify all reports. The following reports are open for review and certification.

  • Maine School Approval – Due: Mid Summer
  • ESEA Demographics – Due: June 15th
  • Bullying – Due: June 30th
  • Behavior – Due: June 30th
  • Truancy – Due: June 30th
  • Daily Attendance – Due: July 15th
  • Special Education Exit – Due: July 30th
  • Restraint & Seclusion – Opens: June 15th Due: September 15th

Resources including reporting instructions, guidelines, and webinars for each report can be found on the Helpdesk Website.

If you experience any issues with these reports or reporting systems, please contact MEDMS.Helpdesk@maine.gov

For training regarding navigation of reporting systems and/or reporting instructions, please contact our Data Quality Trainer – Alexandra.Cookson@maine.gov

Webinar: End of Year Report Certifications – May 30, 2023

Join the Maine Department of Education (DOE) Data Team for an interactive webinar about end-of-year reports that will be due in June and July.

The Join Live event link below will be active on the date and time of the webinar. The webinar will be recorded and posted to the Webinars and Presentations page on the Helpdesk Website. It may take a few days to get the recording posted, however, they will be available as soon as possible. If this webinar is canceled, there will be a notice posted on the Helpdesk Website at the top of the page.

End-of-Year Certifications Webinar:

May 30th, 10:00 am
Join the Live event here on May 30th – no need to register ahead of time.

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov

Webinar: Special Education Exit Report – June 6, 2023

Join the Maine Department of Education (DOE) Data Team and the Office of Special Services and Inclusive Education (OSSIE) for an interactive webinar about the special education exit report. The Join Live event link below will be active on the date and time of the webinar.

We will be joined by Brandi Giguere and Shawn Collier from the Maine DOE’s OSSIE team to review reporting requirements for this data set. The webinar will be recorded and posted to the Webinars and Presentations page on the Helpdesk Website. It may take a few days to get the recording posted, however, they will be available as soon as possible. If this webinar is canceled, there will be a notice posted on the Helpdesk Website at the top of the page.

Special Education Exit Report Webinar:

June 6th at 10:00 am
Join the Live event here on June 6th – no need to register in advance.

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov

Webinar: End of Year Enrollment Exits – May 23, 2023

Join the Maine Department of Education (DOE) Data Team for an interactive webinar about exiting student enrollments at the end of the school year. No registration is required to join. The Join Live event link below will be active on the date and time of the webinar.

Maine DOE staff member Shawn Lagasse will also be joining the webinar to review the 3S1 Perkins Career & Technical Education (CTE) report as well.

The webinar will be recorded and posted to the Webinars and Presentations page on the Helpdesk Website. It may take a few days to get the recording posted, however, it will be available as soon as possible.

If this webinar is canceled, there will be a notice posted on the Helpdesk Website at the top of the page.

End-of-Year Enrollment Exits Webinar:

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov

Webinar: NEO Home Instruction Module – May 16, 2023

The NEO Home Instruction portal opened as of April 1, 2023 for 2023-2024 forms submission to superintendents. As central offices prepare to manage a new school year of home instruction forms and rosters, we invite superintendents and/or LEA Home Instruction Points of Contact to join the Maine Department of Education Home Instruction Specialist and the Data Team’s Data Quality Trainer for a Home Instruction Webinar on Tuesday, May 16, 2023 at 10am. This webinar is designed to cover new functionality available with the home instruction portal in NEO, so we will cover the basics briefly, and allow ample time for Q&A. Please see the Webinars and Training section of this newsletter for information about how to join us. Please send this information along to your district’s Home Instruction Point of Contact.

Registration for this webinar is not required. The Join live link below will be active at the date and time of this webinar.

Home Instruction Webinar:

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov

For questions about the NEO Home Instruction Module please contact Pamela.Ford-Taylor@maine.gov

Webinar: Maine Schools Application – May 9, 2023

The Maine Schools and Maine School Approval report has opened as of May 1st. In order to support the completion of this report the Maine Department of Education (DOE) Data team will be hosting a webinar on May 9th specific to reporting requirements for this collection. No registration is required to join. The Join Live event link below will be active on the date and time indicated by the webinar. 

Maine Schools Application Webinar:

The webinar will be recorded and posted to the webinar page on the Helpdesk Website. It may take a few days to get the recording posted, however, they will be available as soon as possible. If this webinar is canceled, there will be a notice posted on the Helpdesk Website at the top of the page.

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov

Webinar: ESEA Demographics Report – May 2, 2023

The ESEA Demographics Report will be opening on May 15th. In preparation for this report the MDOE Data Team will be hosting a webinar on May 2nd specific to reporting requirements for this collection.

No registration is required to join. The Join Live event link below will be active on the date and time indicated by the webinar.

The webinar will be recorded and posted to the Webinars page on the Helpdesk Website. It may take a few days to get the recording posted, however, it will be available as soon as possible.

If this webinar is canceled, there will be a notice posted on the Helpdesk Website at the top of the page.

ESEA Demographics Webinar:

  • May 2 at 10:00 am
  • Join the Live event here on May 2nd
  • Report opens: May 15

For questions about data reporting webinars please contact Alexandra.Cookson@maine.gov