Priority Notice: Transportation EFT-21 and EFT-24 annual report due date extension

EFT-21 and Transportation Safety and Training Report and EFT-24 Transportation Vehicle Mileage and Operations Annual Data Report due date extension

The due date for the year-end Transportation Vehicle Mileage and Operations Annual Data Report (EFT-24) and the Transportation Safety and Training Report (EFT-21) have been extended to March 31, 2017 in order to accommodate design updates. The new updated reports will open March 1, 2016.

Between March 1, 2016 and March 31, 2016 all districts must complete and certify FY16 data for both reports. Submit your data early. Districts that reported EFT-21 or EFT-24 FY16 data before March 1, 2016 must log into the NEO data system to answer a few new questions, review data, and complete superintendent certification. This extension is the last due date extension for transportation annual reports EFT-21 and EFT-24.

Delayed and late reports will lead to withheld subsidy until reports are received per Title 20-A §6801-A §§2.

For policy questions regarding the EFT-21 or EFT-24, contact Pat Hinckley at pat.hinckley@maine.gov.

For assistance with access to NEO data system, contact the Maine DOE helpdesk at medms.helpdesk@maine.gov.

Priority Notice: Advance Data Review for FY 2018 ED 279 Subsidy Printouts

The Department’s School Finance Team has created reference documents for Superintendents and Business Managers to review in advance of receiving the preliminary FY 2018 ED 279 report. These documents highlight annual changes in school unit data which have direct impact to state subsidy calculation.

Proposed changes to the FY 2018 EPS funding model are included as part of the Governor’s biennial budget, on which the preliminary FY 2018 ED 279 report will be based. In order for school units to evaluate the impact of those changes, it is important to understand the annual changes to a school unit’s student population, state valuation, debt service commitment and approved bus payments which will impact state subsidy, regardless of any other change in the EPS model or the funding distribution formula. The documents at the link below detail the changes in these data points from the FY 2017 ED 279 to the preliminary FY 2018 ED 279:

http://www.maine.gov/education/data/eps/fy18/index.html

Please review these documents in advance of publication of the FY 2018 ED 279 reports to and should you have questions regarding this information, please contact the School Finance Team: tyler.backus@maine.gov paula.b.gravelle@maine.gov or ida.batista@maine.gov

Priority Notice: Maine DOE and DHHS release joint guidance regarding foster care provisions

The Maine Department of Education (DOE) and the Office for Children and Family Services (OCFS) has collaborated to release initial joint information regarding provisions under the Every Student Succeeds Act for children in foster care. To ensure compliance with Federal Statute, the DOE has designated ESEA Director – Title I, Janette Kirk, to oversee the implementation of the provisions of the Every Student Succeeds Act (ESSA) and serve as a point of contact for OCFS. To view the official notice, click here.

The goal of ESSA is for children in foster care to experience minimal disruption in their education as a result of being placed in foster care and that they are given the same opportunities to develop the necessary skills to be successful as children who are not in foster care.

Under ESSA the Maine DOE and OCFS must work together to ensure:

A child in foster care will enroll or remain enrolled in the child’s school of origin, unless a determination is made that it is not in the child’s best interest to attend that school.
If a determination is made that is not in the child’s best interest to remain in the school of origin, the child will immediately be enrolled in a new school, even if the child and/or his or her guardians are unable to produce records normally required for enrollment; and
The child’s new school must immediately contact the school of origin to obtain relevant records.

The Every Student Succeeds Act was signed on Dec. 10, 2015 and amended the Elementary and Secondary Education Act of 1965 (ESEA). The ESSA contains provisions related to protections for children in foster care and require the Maine DOE and school districts to collaborate with the OCFS to ensure educational stability for children in foster care.

Further information will be shared during a conference call on Tuesday, Feb. 14, from 11am -12:30 pm. To access the presentation please use the following information:

URL: http://stateofmaine.adobeconnect.com/r2kkcalf1rf/

Conference Number(s): (877) 455-0244

Conference Code: 8223978943

For further information, please contact Janette Kirk, ESEA Director – Title I at 624-6707 or janette.kirk@maine.gov .

Priority Notice: EFT-24 Transportation Vehicle Mileage and Operations Annual Data Report due date extension

EFT-24 Transportation Vehicle Mileage and Operations Annual Data Report due date extension

The due date for the year-end Transportation Vehicle Mileage and Operations Annual Data Report (EFT-24) has been extended to March 17, 2016 in order to accommodate design updates. The new updated report will open February 16, 2017.

Between February 16, 2017 and March 17, 2017 all districts must complete the report. Submit your data early. Districts that reported EFT-24 data before February 16, 2017 must log into the NEO data system to answer new questions and review their data.

For policy questions regarding the EFT-24, contact the Department’s Transportation and Facilities Administrator Pat Hinckley at pat.hinckley@maine.gov.

For assistance with access to the NEO data system, contact the Maine DOE helpdesk at medms.helpdesk@maine.gov.

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 15^th, and the EF-M-39B report due January 15^th 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.

New version of NEO Transportation to launch Oct. 28

A new version of the NEO Transportation application will launch Friday, Oct. 28. This release includes new features intended to make bus data management easier, a clean-up of features rolled out in the initial release, and an edit of features available to districts.

A ‘Frequently Asked Questions’ (FAQs) link has been added to the home page of the transportation application. The FAQs provide instructions to guide people through correct steps and buttons to complete a function. These FAQ instructions also describe some of the codes and statuses used in the new application.

The new transportation features include:

Only one way to add a vehicle into inventory (EFT-20 school bus purchase report)
- In the past a purchase report could get down the wrong path and be marked in service before it was realized that the purchase information needed to be added. This potential error and submittal problem has been eliminated.

Vehicle information all on one screen (EFT-20 school bus purchase report)
- One screen will contain the mileage and equipment data previously entered by the transportation manager and the purchasing information previously entered by the finance manager. This makes data entry easier.

Additional vehicle and purchase statuses (EFT-17 school bus replacement request and vehicle inventory)
- Several new statuses have been included to help indicate the exact status of a vehicle in inventory, a bus purchase request, or both. District users can now see the status of each bus request as it moves through the School Bus Purchase Program process and see the status of a bus as it moves to disposal, transfer, or both. This makes the process easier for districts to implement.

Data entry edits
- Several new edit buttons have been added to NEO Transportation screens. Now districts will be able to correct their data entry errors and no longer need to request edits from Maine DOE.

Reports and downloads
- Many district screens now have the ability to download and/or print data on the screen and new state reports can be found on the reports tab. Data downloads and reports provide information for districts to plan budgets and inform school boards about transportation.

Improved navigation
- The old version of the application seemed to experience navigation blocks. This has been resolved making it easier for district users to complete and edit entries.

Automated e-mail notifications
- The application will now send out e-mails when certain events occur, e.g.: the superintendent will receive an email when a bus request is approved, the superintendent will receive an e-mail to confirm intent of the district to purchase a bus after the purchase has been approved by Maine DOE, the district finance manager will receive e-mails if EFT-20 school bus purchase reports are not entered on time during the purchase fiscal year, and Maine DOE will receive an e-mail when an emergency bus request is placed.

Automated removal of subsidy allocation if purchases are not completed
- Bus purchases must be completed within the fiscal year for which the purchase was approved so that vehicle subsidy allocation can begin the fiscal year after a new bus is purchased. If an approved bus purchase is not completed by submitting timely reports, the subsidy allocation will automatically be deleted. This process will begin in fiscal year 2018.

Before you begin using the new version of NEO Transportation it is important that you consult the FAQ section in the transportation section on the NEO dashboard. Instructions are included with answers to the FAQs.

If you have questions about transportation policy, please contact Maine DOE’s Transportation and Facilities Administrator, Pat Hinckley, at pat.hinckley@maine.gov.

Maine DOE 2016 Survey for SAUs to report proficiency-based implementation progress

The following Priority Notice was sent on October 11, 2016

During the period of transition to proficiency-based learning and proficiency-based diplomas, SAUs are asked to report implementation progress annually. The window for completing this year’s progress report is from October 11, 2016 through November 30, 2016. To preview this progress report, click here for a printable version of the 2015-2016 Progress Report: Implementing Proficiency-Based Learning and Proficiency-Based Diplomas. The online version of this progress report is available for SAUs to complete.

The Department’s goal is 100 percent participation on this survey. The information collected helps the Department chart progress toward implementation of proficiency-based diplomas and informs the development of additional resources and supports for districts. The aggregate of the information is shared with lawmakers and with the public

The 2016 progress report reflects the recently adopted timeline for phasing-in the proficiency-based diploma requirements and is a way for Maine districts to report vital data to the Maine DOE regarding the progress made from July 1, 2015-July 31, 2016. As such, this report generates a brief but important source of data for both districts and the State.

For more information please contact the Department’s Proficiency-Based Education Specialist, Diana Doiron at diana.doiron@maine.gov or 624-6823.

NEO Transportation Upgrade and EFT-24 Vehicle Mileage and Operations Report due date extension

The due date for the year-end EFT-24 Vehicle Mileage and Operations Report has been extended to December 31, 2016. MRSA 20-A section 6801-A provides statutory authority to withhold subsidy until reports are received.

NEO Transportation data system upgrades are scheduled to launch mid-October and early-December. The upgrades are designed to make the system easier to use and provide transportation reports. Districts that have not been able to enter new vehicle inventory data, EFT-24 report data, or both should enter vehicle inventory and EFT-24 data as soon as possible to avoid the end of year rush. Districts that have successfully entered new vehicle inventory data and completed year-end FY16 data in the EFT-24 report do not need to do anything.

For further information about transportation reports and instructions to enter data visit the Maine DOE Reporting Calendar at http://www.maine.gov/doe/reporting/calendar.shtml. Information about school transportation is located on the Maine DOE School Transportation website at http://maine.gov/doe/transportation/.

For policy questions regarding school transportation, contact the Maine DOE’s Transportation and Facilities Administrator Pat Hinckley at pat.hinckley@maine.gov.

For assistance with access to the NEO data system, contact the Maine DOE helpdesk atmedms.helpdesk@maine.gov.