Category Archives: Administrators

Priority Notice: Revisions Made to EF-M-39A and EF-M-39B Reports

The Maine Department of Education has revised the EF-M-39A due July 15th, and the EF-M-39B report due January 15th is now a one page report.

The EF-M-39A has been reduced to a one page form. The listing of the actual students has been eliminated, and the form has also been designed so it can be used for both the EF-M-39A and the EF-M-39B submissions. You will not need to download two separate spreadsheets. You will only be asked to provide the number of 16- to 20-year-old resident students who are enrolled in academic courses in adult education somewhere in Maine, and are no longer enrolled in “Regular Education.” Finally, the user is asked to provide the total number of adult education academic courses (not credits) that these same students were taking during this reporting period.

The reporting calendar lists all reports due to MDOE.

Find the EFM39B report here.

It is important to note that subsidy is estimated unless actual numbers are submitted.  The accuracy, completeness, and timeliness of the data sent for this report has a direct correlation to the subsidy that your district may receive.

If you have any questions about the new process please contact Travis Wood at travis.wood@maine.gov or call the MEDMS helpdesk at (207) 624-6896.

Notice: MaineCare Billing For Contracted Services

School administrative units who contract with a provider to provide special education related services for MaineCare eligible students with an IEP/IFSP should be aware of certain requirements concerning billing.

First, the contracted provider must be enrolled as a MaineCare school-based provider.  Second, the contracted provider must bill MaineCare according to the MaineCare school-based billing guide specifically indicating that the service was provided at a school location.

All school administrative units who contract with a provider of special education related services have responsibility for the seed portion of the claims.  This is handled as a deduction from state subsidy.  When contracted service providers are not correctly enrolled in MaineCare as school-based or are not correctly billing for school-based services, the “seed” is not correctly assessed and goes unpaid.

Please direct any questions regarding this matter to Denise.Towers@maine.gov.

Notice: MaineCare Seed payment adjustments made, report review by December 23, 2016

MaineCare Seed Adjustments

In consideration of the recent seed recovery issues, the Department will be changing the process of reviewing reports and the recovery of the seed for those reports.

Current Process:

  • Maine DOE adjusts SAU’s ED 279.
  • Maine DOE sends notification to SAUs that the quarterly reports are ready for review.
  • SAUs request corrections; those corrections (after verification) are adjusted in a future quarter.

New Process:

  • Maine DOE sends notification to SAUs that the quarterly reports are ready for review.
  • The Department allows approximately 30 days for SAU to review reports.
  • Any requests for corrections (after verification) will be adjusted.
  • Maine DOE adjusts SAU’s ED 279.

The new process will allow for a review of data and corrections to be made before the ED 279 is adjusted for seed recovery beginning with the Q416 adjustment scheduled in January.

MaineCare Seed payment adjustments made, report review by December 23, 2016

The 2016-17 subsidy checks for General Purpose Aid for local schools will reflect adjustments for MaineCare Seed payments paid by the Maine DOE on behalf of school administrative units (SAUs) for the following:

  • 2016 Quarter 3 revised MaineCare payment adjustments

Detailed student reports for Quarter 3 are now available in Infinite Campus (State Edition). Instructions for accessing MaineCare Seed Payment Reports in Infinite Campus are available here.

Updated 2016-17 state subsidy printouts (ED279s) reflecting these adjustments are available at www.maine.gov/doe/eps/.

Reporting issues:

To ensure accurate adjustments to subsidy, SAU staff must review student-by-student reports for Quarter 3 and report any issues on these reports no later than December 23, 2016. Any questions regarding these reports should be addressed to denise.towers@maine.gov.

If you disagree that a particular student or time period should be on the report, please provide the reason that you disagree along with supporting evidence and also include the following:

  • Identify the type of report (Public or Private) and the quarter in which the claims are located
  • Student’s State Student ID
  • Service provided dates (to and from)
  • Total amount of Seed being disputed

Should this inquiry result in a change to the subsidy adjustment, the revision will be reflected in subsequent monthly subsidy checks.

Summer services:

The Department has found that a number of students are provided services during the summer. If the student was a resident of your SAU during those months, your SAU is still fiscally responsible for the MaineCare Seed as this is considered an extended school year for these students. Students in extended school years must be enrolled during these periods to ensure accurate adjustments.

For more information on MaineCare Seed payments, including links to prior communications, accounting instructions and instructions for accessing MaineCare Seed Payment Reports in Infinite Campus, please click here. For more information or technical assistance related to MaineCare Seed, please contact Denise Towers at Denise.towers@maine.gov.

Certification of superintendent election or reelection

The Maine DOE is reminding administrators and school board members of the approaching deadline for annual certification of employment of Superintendent of Schools and related forms to be completed and submitted to the Department.

School boards must meet by Dec. 31 to elect a superintendent if their superintendent’s contract expires in 2017 and then must submit a report on employment of their superintendent to the Maine DOE by Jan. 31.

Additional information including forms and instructions can be found here.

Please contact Danielle McKay at danielle.mckay@maine.gov or 207-624-6663 with questions.

Reminder: annual audits due December 30, 2016

  • The Department requests all annual audits, requests, and correspondence be submitted electronically to DOE.Audit@maine.gov, or through the direct link on the audit website.
  • Municipalities are not required to submit, and are kindly requested to withhold from submitting, their municipal annual report/town report to the Department. The municipal annual report cannot be accepted in lieu of the complete municipal annual audit. Municipal school units are required to submit either a combined annual audit or a school department audit and a municipal audit to Maine DOE.
  • 20-A MRSA §6051 (6) states that annual audit reports are due within six months after the end of the audit period; e.g., reports for the fiscal year ending June 30 are due on or before December 30.
  • Per 20-A MRSA §6051 (1-K), Maine DOE must receive a SEFA (Schedule of Expenditure of Federal Awards), which includes federal award expenditures for all reporting entities, regardless if an A-133 audit is not required to be conducted. The SEFA provides information needed by Maine DOE to conduct sub-recipient monitoring as required by US DOE and is due at the time of the annual audit. In municipal school units where a combined audit is not conducted, this means that Maine DOE receives a SEFA for the School Department and the city/town.
  • If a management letter is prepared by the auditor, a copy should be submitted to Maine DOE with the annual audit as this letter provides Maine DOE with information needed to conduct sub-recipient monitoring as required by US DOE. Authority to request this is provided to MDOE under 20-A MRSA §6051 (1-F).
  • 20-A MRSA §6051 (1) states that it is the school board’s responsibility to submit the audit unless it is included in the engagement letter that the audit firm will submit the audit to Maine DOE on behalf of the school board.

State and Federal Requirements

State Requirements

20-A MRSA §6051
Title 20-A: Education, part 3: elementary and secondary education, Chapter 221: school records, audits and reports, Subchapter 2: audits

Federal Requirements

2 CFR 200.501 Audit Requirements

  • Audit required. A non-Federal entity that expends $750,000 or more during the non-Federal entity’s fiscal year in Federal awards must have a single or program-specific audit conducted for that year in accordance with the provisions of this Part.

SAT Content Workshops Presented by the College Board and Maine DOE

 

SAT Alignment to Standards and Instruction

Participants in this day-long workshop will learn about the SAT Suite of Assessments and the resources available to support student learning and teacher instructional strategies.  A close look into the question structure and critical alignment to standards will be led by the subject area specialists of the Maine Department of Education.

We will provide an overview of the format of the SAT and the SAT benchmarks and go into greater detail regarding the reports that can be created through the K12 Assessment Reporting Portal.  Specifically, we will focus on the Question Analysis Reports and Instructional Planning, which can be used by educators to monitor growth and target instruction.

Participants will also learn about the College Board’s partnership with Khan Academy, in which students can engage in individualized practice.

Because we will be using live data in the K12 Assessment Reporting Portal, all participants must bring a laptop to individually manipulate the data.  Participants will also need to ensure that they are authorized data users and can access the K12 Assessment Reporting Portal prior to attending this workshop.

Teachers, Department Chairs, and Content Specialists in ELA and Mathematics should register to attend.

CAMPUS LOCATION DATE TIME REGISTRATION
Hilton Garden Inn Bangor Bangor 12/13/2016 8:30AM-3:00PM HERE
University of Maine at Farmington Farmington 12/14/16 8:30AM-3:00PM HERE
University of Maine at Presque Isle Presque Isle 12/16/16 8:30AM-3:00PM HERE
Saint Joseph’s College of Maine Standish 1/13/17 8:30AM-3:00PM HERE

Information on certain provisions of LD 1576

LD 1576, an Act To Amend Certain Education Laws went into effect as Public Law 2015, Chapter 448.

Among the provisions of the law are changes that affect students who may have no school in which to enroll. The law directs the Commissioner of Education to designate a receiving school administrative unit (SAU) to enroll a student who resides in a SAU that neither maintains a school nor contracts with another SAU. The law contains a provision allowing the superintendent of the residing SAU or the superintendent of the receiving SAU, if dissatisfied with the Commissioner’s decision, within ten calendar days of the Commissioner’s decision, to request that the State Board of Education review the transfer. The State Board may approve or disapprove the Commissioner’s designation within 45 calendar days of receiving the request and shall provide a written decision which is final.

The law also provides that if a student under this section is receiving special education services, the state subsidy of special education costs for the transferred student may not be reduced as a result of the transfer.  For other provisions related to funding for students with disabilities, please refer to the law here.

LD 1576 also requires a resident SAU to pay to the receiving SAU tuition and other costs directly related to the student’s special education program, and costs associated with due process proceedings.

The law also provides that, when the Department of Health and Human Services (DHHS) places a state ward in an out-of-state residential treatment center, the Department of Education Commissioner may designate the Maine DOE as having responsibility for oversight of the child’s individualized education program to ensure that child receives a free, appropriate public education.

If you have questions about these provisions of law, please contact Debra Plowman, Maine DOE’s Director of Policies and Programs, at debra.plowman@maine.gov or 624-6620.

ESEA/NCLB Title I Comparability Report FY17

Section 1120A of Title I of the Elementary and Secondary Education Act (ESEA)/No Child Left Behind Act (NCLB), requires that school administrative units (SAUs) with multiple attendance areas maintain comparability of local/state resources between the Title I schools and the non-Title I schools; or, if all the schools at a grade span are Title I schools, comparability of local resources must be maintained among the Title I schools. The list of SAUs required to submit a Comparability Report is noted at the end of this announcement. If your SAU is not listed below, you can disregard this notice.

The ESEA Title I FY17 Comparability Report is ready to be completed and submitted to the Maine Department of Education by Dec. 21, 2016.  The list of SAUs required to submit the FY17 Comparability Report and additional resources including the blank Comparability Report with instructions for completion in Word and Excel formats, a PowerPoint presentation and sample completed reports, are posted to the ESEA web site at http://www.maine.gov/doe/title-IA/forms/index.html.

A webinar is scheduled for Nov. 21, 2016 at 2:00.  The link to join the webinar is:  http://stateofmaine.adobeconnect.com/fy17ticomparability/.

If you have a telephone with a direct-dial phone number, accept the option in the call-back box to have the system call you by entering your phone number.  The system will call you right back.

If you have a telephone with no direct-line phone number (if your phone is only reached by a switchboard), please click on CANCEL when the call-back box appears, then dial-in to the meeting using this access combination:

Conference Number: 1-877-455-0244

Conference Code:  8223978943

Questions regarding ESEA Title I Comparability can be directed to Jackie Godbout, Title IA Consultant, at jackie.godbout@maine.gov or 624-6712, or to Janette Kirk, Title IA Director, at janette.kirk@maine.gov or 624-6707.

FY17 School Administrative Units Required To Complete a Comparability Report

 Auburn

Augusta *

Bangor

Gorham

Lewiston *

Portland

Sanford *

Scarborough

South Portland *

Westbrook

RSU 1 *

RSU 2

RSU 3/MSAD 3

RSU 4

RSU 5 *

RSU 6/MSAD 6

RSU 9 *

RSU 10

RSU 11/MSAD 11 *

RSU 12

RSU 13 *

RSU 14

RSU 15/MSAD 15 *

RSU 16

RSU 17/MSAD 17 *

RSU 18

RSU 19 *

RSU 21 *

RSU 22/MSAD 22

RSU 24

RSU 34 *

RSU 35/MSAD 35

RSU 37/MSAD 37 *

RSU 38

RSU 39 *

RSU 40/MSAD 40

RSU 41/MSAD 41 *

RSU 49/MSAD 49

RSU 50 *

RSU 52/MSAD 52

RSU 54/MSAD 54 *

RSU 57/MSAD 57 *

RSU 58/MSAD 58

RSU 60/MSAD 60

RSU 61/MSAD 61 *

RSU 72/MSAD 72

RSU 71

RSU 75/MSAD 75

RSU 79/MSAD 1 *

Those SAUs with an asterisk (*) must attach the teacher count and student enrollment source documents used to complete the FY17 Maine Comparability Report.

 

Each SAU to file its bullying policy and procedures with Maine DOE by July 1, 2017

In an effort to address bullying behavior in our schools to ensure student safety and an inclusive learning environment, SAUs are required to file their bullying policies and procedures with the Maine Department of Education.  An Act To Prohibit Bullying and Cyberbullying in Schools, passed into law in 2012, asks for transparency and monitoring which in turn allows for accurate and timely technical assistance from the Department when school personnel, parents and guardians, and the public have questions related to bullying.  All superintendents will receive notification through email from the Department’s Student Assistance Coordinator about how to file their SAU’s bullying policy and procedures with the Department.  The deadline for filing is July 1, 2017.  Once these policies and procedures are filed with the Department, superintendents will receive confirmation and guidance as to whether or not their policies and procedures are consistent with the model policy (including procedures) revised by the commissioner.

For additional information or questions, please contact Sarah Ricker, Maine DOE’s Student Assistance Coordinator, at 624-6685 or sarah.ricker@maine.gov.

MaineCare billing guide for school-based services now available

A MaineCare billing guide for school-based services is now available here. The guide was created by the Department of Health and Human Services with input from Maine DOE and other stakeholders.

Additional resources related to MaineCare school-based services are also available on the MaineCare in Education webpage.  All questions relating to MaineCare school-based services can be directed to MaineCareinEducation.DHHS@maine.gov.