Category: Funding

Additional support for regionalization now available

Earlier this week seven educators participated in the Maine DOE’s orientation and training session to become approved facilitators and consultants for the Department’s EMBRACE regionalization initiatives. The Department is providing regional groups of school administrative units (SAUs) with up to $7,500 in funding for facilitation services delivered by individuals who have met these training expectations.

The facilitators are available by request to provide technical assistance and guidance to regional groups of SAUs during the process of planning and developing regionalization project proposals under the Fund for the Efficient Delivery of Educational Services (FEDES) Request for Proposal (RFP # 201708145) or to plan the formation of a Regional Service Center, pursuant to MRSA Title 20-A, chapter 123: School Management and Leadership Centers.

The roster of approved facilitators can be found on the EMBRACE Regionalization Information Center. You may request a facilitator by contacting Maine DOE’s Regionalization Project Manager, Jennifer Pooler at jennifer.g.pooler@maine.gov.

Also in support of the EMBRACE initiatives, the Department hosted an online/telephone Informational Session on the FEDES RFP this week. More than 50 participants asked a wide range of questions during the 45-minute session. Those questions and our responses are being transcribed and will be available early next week on the State of Maine’s Division of Purchases website. You may also download the FEDES RFP (# 201708145) from that website.

The Department is anticipating the release of the Regional Service Center Application Part I, Application Part II, and the accompanying Guidance document by early next week. School district administrators will be notified by Priority Notice when these resources are available.

Initial Audit Report to the Commissioner Due November 1st

Statements of assurance and the Maine Education Financial Systems (MEFS) Financial reconciliations, as required by Title 20-A MRSA 6051 §4, are due by November 1st.  Any adjustments identified by these reconciliations should be submitted to Maine Education Financial System by November 30th.

Annual audits are due December 30, 2017

The Department requests all annual audits, requests, and correspondence be submitted electronically by email to DOE.Audit@Maine.gov or by the direct link on the audit website www.maine.gov/education/audit.

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 MDOE 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 MDOE 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 MDOE with the annual audit as this letter provides MDOE 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 the Department on behalf of the school board.

The auditor shall review the audit with the school board as required under 20-A MRSA §6051 (3).

It is the Superintendents responsibility to request extensions/exceptions. The forms are available online at www.maine.gov/education/audit.

Town Reports from Municipalities are not required, and are kindly requested, to withhold from submitting 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 the Department

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

(a) 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.

For more information please contact Stephanie J. Clark Fiscal Compliance Associate School Finance & Operations for the Department of Education at 207-624-6807 or Stephanie.Clark@maine.gov.

 

MEDIA RELEASE: Maine DOE announces $5 million available for regional grant opportunities

The State of Maine has announced a competitive grant opportunity for the Fund for Efficient Delivery of Educational Services (FEDES) to assist in financing the cost of local and regional initiatives to improve educational opportunity and student achievement through more efficient delivery of education programs and services.

The FEDES grant opportunity is part of the Maine DOE’s ongoing EMBRACE initiative which provides new opportunities for regionalization.

“Our goal is to provide more opportunities to students and increase their chances for achievement and success. We hope this funding opportunity will give districts the chance to get creative in thinking about new possibilities for students in their area,” said Maine Department of Education Commissioner, Robert G. Hasson, Jr.

$5 million in funding is available in 2017. An additional $5 million will be available in 2018– at this time a separate application will be available.

Important information about FEDES:

  • RFP # 201708145 – Fund for the Efficient Delivery of Educational Services can be downloaded from the Division of Purchases website.
  • An online/telephone Information Session will be held on September 26, 2017 at 3:00pm – connection details are listed in the RFP.

In addition to the FEDES grant, the Maine DOE is also offering other supports for districts who want to form a regional service center. Through a regional service center, districts can share a set of services and get direct funding from the State for the center.

For more information about FEDES and regional service centers visit: http://www.maine.gov/doe/embrace/Funding.html

For further questions contact Maine DOE Regionalization Project Manager, Jennifer Pooler Jennifer.G.Pooler@maine.gov.

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Maine DOE announces $5 million available for regional grant opportunities

The State of Maine has announced a competitive grant opportunity for the Fund for Efficient Delivery of Educational Services (FEDES) to assist in financing the cost of local and regional initiatives to improve educational opportunity and student achievement through more efficient delivery of education programs and services. The FEDES grant opportunity is part of the Maine DOE’s ongoing opportunities for regionalization.

$5 million in funding is available in 2017. An additional $5 million will be available in 2018– at this time a separate application will be available.

Important information about FEDES:

  • RFP # 201708145 – Fund for the Efficient Delivery of Educational Services can be downloaded from the Division of Purchases website.
  • An online/telephone Information Session will be held on September 26, 2017 at 3:00pm – connection details are listed in the RFP.

For further questions contact Maine DOE Regionalization Project Manager, Jennifer Pooler Jennifer.G.Pooler@maine.gov.

Opportunities for Regionalization

As part of Maine’s plan for putting students first, the Maine Department of Education is focused on improving educational services and increasing student achievement through innovative regional partnerships.

As a result of the passage of the biennial budget and the end of the 128th Legislative Session, new opportunities are now available to provide support for regional efforts that will improve opportunity and access for Maine students by economizing on and maximizing educational services.

The current and upcoming funding options for regionalization:

  • Fund for Efficient Delivery of Educational Services (FEDES) grant
  • Regional Service Centers (School Management and Leadership Centers)

Both funding options are explained in further detail in the EMBRACE Regionalization Information Center which can be found on the Maine Department of Education website.

Communications and updates about regionalization opportunities will be forthcoming through the DOE Newsroom and can be found on the EMBRACE Regionalization Info Center.

For further questions contact Maine DOE Regionalization Project Manager, Jennifer Pooler Jennifer.G.Pooler@maine.gov.

PRIORITY NOTICE: 2017-18 Enacted ED279 subsidy printouts now available

FY 2017-2018 ED 279 subsidy printouts, based on Public Law 2017 Ch. 284 are now available on the Department’s website: http://www.maine.gov/education/data/eps/epsmenu.htm

The 279 printouts reflect statutory changes to the funding formula as enacted by this legislation. (REMINDER: there will be a scheduled outage of the NEO system, where the 279s are available, from 7/13 – 7/17.)

A comparison of the State Contribution from the Not Yet Enacted Governor’s Recommended Funding Level to the Enacted Funding Level, is available at the following link: http://www.maine.gov/education/data/eps/fy18/index.html

As a reminder, Chapter 284, Part JJJJJJJ of the enacted budget bill contains language regarding required local action on the use of any increase in State subsidy. Please review this statutory language below and consult your school unit’s legal counsel should you need additional guidance. Please note that this section applies for both fiscal years 2017-18 and 2018-19.

Should you have questions regarding the subsidy printout, please contact the School Finance Team: tyler.backus@maine.gov; paula.b.gravelle@maine.gov; ida.batista@maine.gov

Public Law 2017 Ch. 284 PART JJJJJJJ

Sec. JJJJJJJ-4. 20-A MRSA §15690-A is enacted to read:

  • 15690-A. Local action on increase in state share percentage Notwithstanding section 1485, subsection 5, this section applies to school budgets adopted for fiscal years 2017-18 and 2018-19.
  1. Required reduction in local contribution. If the budget of a school administrative unit is based on assumptions that include an increase in state share, pursuant to section 15690, subsection 1, paragraph C, over the amount used in the most recent approved budget as the result of an increase in the state share of the school administrative unit’s total cost of funding public education from kindergarten to grade 12 under this chapter, the increase in state share must be used as follows.
  2. Fifty percent of the increase in state share pursuant to section 15690, subsection 1, paragraph C that is attributable to the increase in the state share over the state share amount used in the most recent approved budget must be used to lower the school administrative unit’s local contribution to the total cost of funding public education from kindergarten to grade 12.
  3. The remaining 50% may be used only to increase expenditures for school purposes in cost center categories approved by the local school board, increase the allocation of finances for a reserve fund or provide an additional amount to lower the required local contribution to the total cost of education.
  4. Warrant. If the budget of the school administrative unit is based on assumptions that include an increase in state share, pursuant to section 15690, subsection 1, paragraph C, over the amount used in the most recent approved budget as the result of an increase in the state share of the school administrative unit’s total cost of funding public education from kindergarten to grade 12 under this chapter, an article in substantially the form in paragraph A must be used to authorize the use of the increase in state share for the expenditures specified in subsection 1, paragraph B after the requirements of subsection 1, paragraph A are met.
  5. “Article…….: To see what sums will be appropriated for the following purposes from the amount of the anticipated increase in state share of the school administrative unit’s total cost of funding public education from kindergarten to grade 12 over the amount used in the most recent approved budget as the result of an increase in the state share of the school administrative unit’s total cost of funding public education from kindergarten to grade 12 under this chapter:

(1) (Amount appropriated) To increase expenditures for school purposes in cost center categories approved by the board (list of amounts by category should be provided);

(2) (Amount appropriated) To increase the allocation of finances in a reserve fund for the purpose of (name of reserve fund); and

(3) (Amount appropriated) To provide a decrease in the local contribution, as defined in the Maine Revised Statutes, Title 20-A, section 15690, subsection 1, paragraph A or B, section 15690, subsection 2 or section 15690, subsection 3 for local property taxpayers for funding public education.”

  1. If as a result of a vote on the article specified in paragraph A, subparagraph (3) a school administrative unit does not raise 100% of the required local contribution pursuant to section 15690, subsection 1, the school administrative unit may petition the commissioner to waive the required proration of the state share pursuant to section 15690, subsection 1, paragraph C.
  2. If the article is approved by the voters at the budget meeting, the board of the school administrative unit may increase expenditures for the purposes approved in the article without holding a special budget meeting and budget validation referendum.

Sec. JJJJJJJ-5. Permitted use of additional funding for 2017-18 school budget. Notwithstanding the Maine Revised Statutes, Title 20-A, section 15690-A, for school budgets for the 2017-18 fiscal year only, articles approved by the voters that earmarked additional state funding contributions for increased expenditures for school purposes in fiscal year 2017-18 are permitted as approved.

FY 2018 Gifted and Talented program application now available

The FY2018 annual gifted and talented program and budget approval application is now available on the Maine DOE webite. The deadline for submission is Sept. 30, 2017. All school administrative units (SAU) are required to complete a renewal application, initial application, or waiver request.

Detailed instructions, the renewal application, the initial application, and a waiver request are available on the Department’s Gifted and Talented website.

Gifted and talented educational programs serve students who excel or demonstrate the potential to excel beyond their peers in terms of general intellectual ability, a specific academic aptitude or artistic ability. The Department requires schools identify and service gifted and talented students. A comprehensive, K-12 gifted and talented program ensures such students are provided with challenging curriculum commensurate with their abilities.

As a reminder, gifted and talented programs approved during FY2018 are for FY2020 funding.

If you have questions about the forms, please contact Maine DOE’s School Finance Coordinator Ida Batista at gt.doe@maine.gov or 624-6795.

Statement about the 2017-18 budget and how it will affect ED279s

As you likely know by now, the biennial budget was enacted on July 4, 2017, and included finalized funding levels for 2017-18 State school subsidies (Public Law 2017 Ch. 284 Part C). While the Department appreciates that school districts and local governments are eager for updated funding projections for each district, it is important to note that this legislation includes a number of statutory changes to the formula that will take time to incorporate into the ED279 computer system. The estimated date that new ED279s subsidy printouts will be available is no later than July 21.  As soon as these are available, a statement will be issued when the printouts have been posted to ED279 website at http://www.maine.gov/doe/eps/

The Department’s School Finance staff is working as quickly as possible, however they will need time to perform the necessary quality control steps to ensure that the amount for each school administrative unit is accurate.

It has come to our attention that other organizations have attempted to predict the amount of increase for each SAU. We caution you that these may not be accurate as they likely do not account for the formula changes that were enacted in Ch. 284. Only department issued amounts, which will be available on the ED279s when they are ready, should be used for budgeting purposes.

Also, please be aware that there is language in Ch. 284 Part JJJJJJJ of the enacted budget bill regarding the local action on any increase in their State subsidy and the use of the increased funds relating to requirements for reduction in local contribution and limitations on use of funds for increased expenditures. Please note that this section applies for both fiscal years 2017-18 and 2018-19 and may be found on page 817 of the budget bill, at the link below.

PL 2017 Ch. 284: http://legislature.maine.gov/ros/LawsOfMaine/breeze/Law/getDocById/?docId=57293

Please be assured that the Department is acutely aware of the need for updated information as soon as possible, and appreciates the difficulty that the delayed enactment of the state’s biennial budget has created on the local budgeting process for schools and municipalities. Our staff is committed to working as quickly as possible to provide you with the accurate information you need to finalize your budget. Thank you for your patience during this time.

PRIORITY NOTICE: Deadline for Small, Rural School Achievement funding is June 30th

This is an urgent reminder for those districts that are eligible to receive Small, Rural School Achievement (SRSA) funding.  Please note that June 30, 2017 is the final date to submit your grant application.  Your FY 2017 Small, Rural School Achievement (SRSA) grant application must be completely entered in Grants.gov by 4:30 p.m. in order to receive funding for 2017-18. In past years this money had been automatically set aside for you and because of the changes with ESSA, now you must complete the application annually.

To complete the application, your district must have a DUNS number that is active and registered in the System for Award Management, and you must register in https://www.grants.gov as an “Organization Applicant.” Additional details about the application process and requirements are available on the USDOE SRSA website’s Applicant Information page.

If you have not yet submitted your application, please do so as soon as possible before June 30. If you need assistance completing the application, consider attending one of the ongoing SRSA application walk-through web seminars sponsored by USDOE on the following dates:

For additional information, please contact Dan Weeks at Daniel.R.Weeks@maine.gov or 207-624-6749.

DC&R Financial and Compliance Forms incorrectly shown as overdue

The Data Collection and Reporting (DC&R) System went live earlier this year as a replacement for the Missing Reports system the Department previously used to inform school systems, and the public, when reports are coming due, or had not been received. During the transition to DC&R, historical information for the financial reports was used to determine if reports were received. These reports include actual expenditures, actual revenue, actual balance sheet, budget expenditure, budget revenue, EF-S-07, EF-S-214, and audits. Unfortunately, as Missing Reports did not include some of the reports, reports that are currently showing as not received, have in fact been received by the Department.

The School Finance and Compliance Team is working to update DC&R to correctly display which reports have not been received. All current forms are being checked in manually until an automated process is established. Please contact Maine DOE School Finance and Compliance Coordinator Tyler Backus at tyler.backus@maine.gov with any questions.