PRIORITY NOTICE: Reporting 2017-18 Student Information – Due Date October 31, 2017

TO: Private School Administrators
FROM: Dr. Robert G. Hasson, Jr., Maine Education Commissioner
DATE: October 10, 2017
SUBJECT: Reporting 2017-18 Student Information – Due Date October 31, 2017

The Synergy State edition is online for school year 2017-18 updates. The updated 2017-18 student information will be utilized to meet State and federal reporting requirements (Graduates, Dropouts, AYP, etc.) as well as the calculation of State subsidy for 2017-18 for Maine’s public school administrative units.

All private schools with publicly funded students must report all “publicly funded students” in the State of Maine’s Synergy State System. The private schools that receive publicly funded students must report these students in the Synergy State Education system in order for the public school administrative units to receive a subsidy count for these students in their future State subsidy. The State subsidy to a public school unit is often the source of funding that a school administrative unit uses to pay the tuition for these students to attend the private schools.

Student Enrollment Reporting – Due Date October 31, 2017:

October 1, 2017 Student Count – all publicly funded students should be enrolled in Synergy State Edition by October 31, 2017 so that the resident public school administrative units may review the data and verify the October 1st student count.

For private schools enrolling “ALL” students in the Synergy System, please fax (1-866-219-8344) or mail the completed Signature Page of the October 1st Enrollment Report (EF-M-13) indicating that all students have been enrolled in the State Education system. There will be no need to complete the remainder of the EF-M-13.
For private schools enrolling only publicly funded students in the State Education system, please complete the October 1st Enrollment Report (EF-M-13 – Sections 2 and 3 only) and email the Excel spreadsheet form to the Department at GPA.DOE@maine.gov. In addition, please fax the completed Signature Page to 1-866-219-8344.
For private schools that have no publicly funded students, please complete the October 1st Enrollment Report (EF-M-13 – Sections 2 and 3) for the non-publicly funded students and email the Excel spreadsheet form to the Department at GPA.DOE@maine.gov. In addition, please fax the completed Signature Page to 1-866-219-8344.

The EF-M-13 Form can be downloaded from the Department of Education’s website at:
http://www.maine.gov/education/forms/misteam/enrollment/october/octprv.htm

60% Publicly Funded Private Schools

These 11 private schools must complete both the EF-M-13 and the EPS October Enrollment Certifications.

If you have any questions regarding the Synergy State Edition please contact the MEDMS Help Desk at (207) 624-6896 or e-mail medms.helpdesk@maine.gov.

If you have any general student questions, please contact Travis Wood at (207) 624-6742 or e-mail travis.wood@maine.gov.

PRIORITY NOTICE: Urgent message regarding uploading student enrollment data

The Maine Department of Education is working quickly to resolve reported issues that School Administrative Units (SAU) are experiencing in uploading and validating October 1 student enrollment counts in the Synergy State Edition Student System. The Department understands your frustration and concern, and we apologize for any inconvenience these issues have caused. Please be advised that Department staff members are on hand to work with SAUs to ensure the data is as accurate as possible as the October 31^st deadline approaches.

The upload period has been extended from October 16 to October 23, however, due to a very strict timeline for receiving the data to use for subsidy calculations, the Department is unable to offer time extensions to certify your October 1 enrollment. Therefore, changes to data will automatically refresh the EPS reports up until October 23rd, after that point in time, any changes will require a manual refresh. Enrollment certification reports cannot be submitted until October 24th, but are still due by October 31st.

A significant number of SAUs have not uploaded any student enrollment and program data into the new Synergy student information system. Please upload your data right away so that we are able to help ensure the data is correct before the deadline for correcting data has passed. Special Education data that was loaded prior to 1PM, Friday, October 6, 2017 will need to be re-uploaded due to technical issues with this data. We apologize for this extra work.

Please refer to the quick reference guide for uploading student enrollment counts to Synergy. If you have further questions, if you are not sure how to upload or enter your data, or if you need access to Synergy or NEO, please contact the helpdesk at medms.helpdesk@maine.gov or at 624-6896.

Synergy technical issues resolved

The Department has resolved a technical issue with the upload functionality for special education data in the Synergy State Edition Student System.

To solve this issue, it was necessary to delete all special education data that had been uploaded prior to 1:00pm on Friday, October 6, 2017. If you have uploaded your special education data prior to this date/time, it will be necessary for you to upload the data again.

In addition, another system error, pre-population of prior services and an exit date, has been corrected.

If you have already uploaded special education data and need to re-upload as a result of this technical issue, please be sure you are uploading new special education student information and changes to existing special education students rather than starting new. If you re-upload data exactly as it has been uploaded previously, you will receive an error message.

Note: Please see a recent priority notice that relates to Synergy uploads.

For further information and questions, please contact the Data Help Desk at 207-624-6896 or medms.helpdesk@maine.gov.

PRIORITY NOTICE: Maine DOE’s path forward with respect to Chapter 134 (Regulations for Awarding a High School Diploma)

After careful review of all oral and written comments received by the Maine DOE regarding proposed rule Chapter 134, Regulations for Awarding a High School Diploma, the Maine DOE has made the decision to withdraw the current proposed rule and restart the rulemaking process after a brief pause for conceptual conversations. The conceptual conversations will provide an opportunity to explore areas needing greater clarity in the current proposed rule Chapter 134. The Maine DOE remains committed to the proficiency-based diploma law (20-A MRS 4722-A) and remains committed to drafting a proposed rule that supports the implementation of a diploma based on evidence of proficiency.

The Department intends to start a new rulemaking process for proposed rule Chapter 134 once the following steps have been taken:

1.) During the month of October, Maine DOE’s Proficiency-based Education (PBE) Specialist will reach out to professional organizations to invite representatives from each of their stakeholder groups (superintendents, principals, curriculum leaders, special education directors, teachers, parents, and school board members) to engage in small (approximately 15 participants), role-alike, conceptual discussions regarding equitable access to a high school diploma and student readiness for entering career and college opportunities after high school. A randomly selected high school from each superintendent region will be contacted to engage in small (approximately 15 participants) conceptual conversations with students. These conceptual discussions will be facilitated by the Maine DOE PBE Specialist and guided by the following discussion prompts. (The Commissioner and other Maine DOE members may join the conversations as their schedules allow.):

a.) To what degree do you agree or disagree with this statement and why: The knowledge, required skills, and qualifications required for entrance into post-secondary opportunities in industry, trade, business, and higher education vary.

What do you see is needed to prepare students for their post-secondary next step?

b.) To what degree do you agree or disagree with this statement and why: The transcript and diploma are inseparable companion documents that together articulate a student’s readiness for the postsecondary next step she or he has chosen.

What do you see is needed to clearly articulate a student’s readiness for the postsecondary next step she or he has chosen?

c.) To what degree do you agree or disagree with this statement and why: The high school transcript must clearly communicate the student’s proficiency across the grade span progressions (preschool-grade 2; grades 3-5; grades 6-8; grades 9-12) thus providing a clear, accurate communication of what the student has achieved and what the diploma based on proficiency represents for each student.

What do you see is needed to clearly articulate what a student has learned?

d.) To what degree do you agree or disagree with this statement and why: Every student needs a personal learning plan and a small team whose primary goal is to understand the student’s aspirations, strengths, challenges, contexts of his or her life. The team works collaboratively with the student and others to provide the student access to learning experiences that support her or him so that she or he may learn as close to full potential as humanly possible. The focus on the team is always on the student developing competencies that will support her or his aspirations and development of efficacy towards these aspirations as well as the student’s ability to reach the highest grade span proficiency level possible while eligible to attend our public schools.

What do you see is needed to increase the probability that a student will graduate ready for his or her postsecondary next step?

e.) To what degree do you agree or disagree with this statement and why: Statewide agreement regarding what proficiency means or looks like in each grade span progressions (preschool-grade 2; grades 3-5; grades 6-8; grades 9-12) is necessary to support student opportunity to learn and demonstrate proficiency.

What do you see is needed to support opportunity to learn and demonstrate proficiency across the state?

f.) Would you be willing to share a final thought as a result today’s conversation

2.) Taking into consideration the insights gained from the upcoming conceptual discussions and the September public comments, the Maine DOE staff will write a new proposed rule Chapter 134 and begin again the Maine Administrative Procedures Act (A.P.A.) routine technical rule process pursuant to 5 MRS §8052 (public notice of filing, public hearing, open public comment period).The Maine DOE is working diligently to honor the integrity and vision for the high school diploma and transcript articulated in Maine education statute 20-A MRS §4722-A as well as the routine technical rulemaking pursuant to section §4722-A subsection 7. Maine DOE believes public input is a critically important.

It is clear from the oral and written comments submitted on proposed rule Chapter 134 that there is commitment in Maine to provide opportunity for all students to learn as much as they can the entire time the students are eligible to attend our public schools. It is also clear that the diploma has great social meaning and currency in our society. Clearly evident in the comments is that equity sits at the heart of the debate regarding what constitutes sufficient evidence for proficiency. We have provided links below to both the oral and written comments received by the September 8^thdeadline.

Recorded public hearing and the written comments received by September 8, 2017 for proposed rule Chapter 134 submitted by September 8, 2017.

For more information on proposed rule Chapter 134 and the diploma based on proficiency, contact Maine Department of Education Proficiency-Based Education Specialist, Diana Doiron at diana.doiron@maine.gov

National Board Certified Teacher Scholarship Funds available

State law, 20-A MRSA Section 13013-A subsection 5 & 6; as amended by PL 2012 c. 702, established the National Board Certification Scholarship Fund to encourage teachers to apply to and enroll in the certification program offered by the National Board for Professional Teaching Standards, or its successor organization.

A school administrative unit or a publicly supported secondary school or CTE region, may request scholarship funds on behalf of its teachers who meet the requirements.

In fiscal year 2017-18, Maine DOE will allocate $75,000 to the scholarship fund and shall award an amount equal to the cost of the certification program, less any other funds received by the applicant, on a first-come first-served basis to teachers accepted into the certification program.

For more information and eligibility requirements please go to http://www.maine.gov/doe/national-board/scholarship.

If you have questions please contact Maine DOE’s Kelly Colby at kelly.colby@maine.gov or by phone at 624-6793.

National Board Certified Teacher Salary Supplement Request due November 10

Superintendents of a school administrative unit or the director of a publicly-supported secondary school or CTE region, with eligible staff who have attained National Board for Professional Teaching Standards Certification prior to July 1, 2017, must submit to the Maine DOE the list of those eligible to receive the salary supplement for the 2017-18 school year by November 10, 2017.

In order to qualify for the salary supplement, eligible staff must be currently employed by a Maine public school, or by a publicly-supported secondary school or CTE region in Maine. Eligible position titles include classroom teacher, special education teacher, literacy specialist, long-term substitute teacher, library media specialist, guidance counselor, teacher leaders, and principals with certification from the National Board for Professional Teaching Standards, or its successor organization.

The amount of the salary supplement for fiscal year 2017-18 is $3,000.00, unless proration is necessary. The submission form and further information is available at http://www.maine.gov/doe/national-board/supplement.

If you have questions please contact Maine DOE’s Kelly Colby at kelly.colby@maine.gov or by phone at 624-6793; Paula Gravelle at paula.b.gravelle@maine.gov or by phone at 624-6792.

FY17 EF-S-07 Opening for Data Entry on October 18th

The EF-S-07, Special Education Out of District Placement Tuition and Board report for Fiscal year 2017 will open for data entry on October 18, 2017and will close for submission on November 18, 2017.

Districts that paid out of district placement tuition during FY17 school year are urged to compile the information before October 18 to be ready to complete the report when it opens as there is a short window for submission and approval this year.

There are a few changes to the NEO EF-S-07 form regarding the submission procedure. Special Service directors are to complete the EF-S-07 form and submit to the business director for reconciliation with the district’s NEO financials, business managers will certify that the information is correct and submit to DOE. More information will be provided about the procedure in the coming days.

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.

CTE Enrollment Requirements for EPS Subsidy calculations

With the upcoming Career and Technical Education (CTE) requirements for EPS subsidy calculations it is extremely important that all enrollments, primary and concurrent, are uploaded in Synergy State Edition prior to the certification due date of October 30.

The accounts have all been created for the CTE Directors and are active in Synergy. As a reminder, all Student Reports will be produced and certified within the NEO application. No reports are generated in Synergy.

Please review the Upload Quick Reference Guide for how to upload documents. In addition, here are some helpful tips:

Videos from Synergy are located under the “help” tab in the upper right corner of Synergy.
Each data dictionary has requirements that must be followed – be sure to use the appropriate codes sets.
You may also want to check with your Student Information System Vendor for more information. All of the vendors we are aware of have been working diligently to assist you with this process.
Documents should be uploaded in the following order:
- Student Enrollment to create the concurrent enrollment
- CTE

Reports will be generated in NEO and will be opened shortly after the uploads are available in Synergy. New instructions are being refined and will be posted once the reports go live.

For more information and further questions please contact the helpdesk at (207) 624-6896 or medms.helpdesk@maine.gov.

Notice of CDS Part B 619 Committee Meeting and Invitation for Public Attendance

Child Development Services and the Maine Department of Education are convening a CDS Part B 619 advisory committee which is tasked with identifying and addressing all issues related to the proposed transition of special education and related services for children age 3 to kindergarten age 5 to the public schools and developing recommendations to be submitted to the Department.

Committee membership includes representatives from Child Development Services, Maine Department of Education, Maine Parent Federation, Maine Administrators of Services for Children with Disabilities, Maine Association of Community Service Providers, Maine Children’s Growth Council, superintendents from RSU 12, Biddeford and Dayton Schools and the Special Education Director from RSU 10. Members of the public are also welcome to attend meetings of the committee.

The first committee meeting is scheduled for October 16, from 11:00 to 1:00 and will be held in room 103A&B of the Burton Cross Building (adjacent to the capitol building) in Augusta.

Additional meetings are scheduled for:

October 23, from 11:00 to 1:00 and will be held in room 103A&B of the Burton Cross Building.

October 30, from 11:00 to 1:00 and will be held in rooms 500 & 541 of the Burton Cross Building.

November 6^th, 13^th,20^th and December 4th, 11th, and 18^th, from 11:00 to 1:00 and will be held at the Department of Health and Human Services, Conference Room C&D, 35 Anthony Ave., Augusta.

Comments and questions may be sent to Roy Fowler, State Director of Child Development Services, at roy.fowler@maine.gov

MEDIA RELEASE: Dover-Foxcroft elementary school music teacher named Maine 2018 Teacher of the Year

For Immediate Release
Wednesday, October 4, 2017

Media Contacts:
Dolly Sullivan – Educate Maine, 207-631-3385
Rachel Paling – Maine DOE Director of Communications, 207-624-6747

DOVER-FOXCROFT – In a surprise all-school assembly today at SeDoMoCha Elementary School, Maine Department of Education Commissioner Robert G. Hasson, Jr. named SeDoMoCha Elementary music teacher Kaitlin Young as Maine’s 2018 Teacher of the Year.

Selected earlier this year as the 2017 Piscataquis County Teacher of the Year, Young began her teaching career in 2010 at SeDoMoCha Elementary School in Dover-Foxcroft, Maine. For the last seven years she has held a variety of music education positions within the district teaching students in pre-kindergarten through twelfth grade. Currently she teaches general music to students in pre-kindergarten through fourth grade and choral music to students in fifth through eighth grade.

“Kaitlin’s integrated teaching style and dedication to bring a love of music and the arts to her students as well as their families, and the community that surrounds her makes her a true leader among her peers and an inspiration to us all,” said Maine Department of Education Commissioner Robert G. Hasson, Jr.

Beyond the RSU #68 school district, Young has worked with the Center Theatre as a music director for several student and adult musical productions. She also participates in several community music ensembles including a contemporary a cappella group and a steel pan band.

Young is a member of several professional organizations including the Maine Education Association, National Association for Music Educators, and the American Choral Directors Association. She graduated Magna Cum Laude from The University of Maine at Orono with a Bachelors of Music in Music Education in 2010. Young completed her Master’s Degree in Music Education with a concentration in Kodaly Pedagogy at The Hartt School in Hartford, CT in 2017.

As the 2018 Maine Teacher of the Year, Mrs. Young will travel throughout the state and country collaborating with other educators to support the efforts underway to prepare all students for college, work and civic life. She is Maine’s representative in the National Teacher of the Year program which includes a national forum with other state winners, a week at a NASA Space Camp and a visit to the White House.

The Maine Teacher of the Year program is administered by Educate Maine, a business-led advocacy organization, in partnership with the Maine Department of Education and the Maine State Board of Education. Funding for the program is generously provided by Bangor Savings Bank, Dead River, Geiger, and Hannaford.

For more information about the Maine Teacher of the Year program, visit www.mainetoy.org. For more information about Educate Maine, visit http://www.educatemaine.org.