End of School Year 18’-19’Checklist for Completing Reports

The following checklist is designed to assist districts with publicly funded students in completing required end of year reports. The dates listed after each report are when the report is open for entry and due for certification, if required.

Synergy: The following items are available in the Synergy Student Information System. Please visit the Synergy Instructions Helpdesk Page for Synergy codes to be used for the items below.

Update Attendance – All students with an enrollment must have attendance entered.

Update Truancy – All students who have met the threshold for truancy must have a truancy incident entered.

Special Education – exit any students who have left special education: Special Education will not need to be ended unless the student is exiting the special education program. Special Education services will need to be uploaded each year.

Update Behavior – Note: all enrollments exited with an expulsion must have an expulsion incident in the Behavior module.

Update/End ALL Enrollments (done last):

DOE will NOT be automatically ending enrollments
Concurrent enrollment MUST be ended before the primary enrollment can be ended
All students will need to be exited on their actual last day of school. This may be verified using “Attending Student Report”
June 30 should not be automatically populated for the last day of school.
Future exit dates that are more than 7 days out are not permitted in the system.
Ending a student’s enrollment will end Economic Status and Truancy – to avoid this, update Truancy records prior to ending enrollments
Ending enrollments will prevent you from manually updating Attendance Data. Once an enrollment has been ended, attendance data can only be modified by uploading the data.
New enrollments will need to be uploaded/entered as well as special education information each school year.

Annual End of Year Reports and Certifications:

The following items are Annual Reports for the 2018/2019 school year. Instructions for these reports can be found here:

https://www.maine.gov/doe/data-reporting/collection/helpdesk/resources/data-reporting-instructions

The report listed below is linked directly to its corresponding certification report in NEO

Graduation Phase I : April 1 – May 15

Graduation Phase 1 Instructions

Maine Schools and School Approval – Verified and certified by Superintendent by May 3 – June 14th

Instructions for Maine Schools

Accountability– Verified and certified by Superintendent. May 13 – June 21

Accountability Report Instructions

Attendance – Verified and certified by Superintendent. June 4 – June 29

Attendance Reporting Instructions

Behavior – Verified and certified by Superintendent. June 4 – June 29

Behavior Reporting Instructions

Special Education Exit Report – Verified and certified by Special Ed Director or Superintendent. June 3 – June 30.

Special Education Exit Reporting Instructions

Truancy – Verified and certified by Superintendent. June 4 – June 29

Truancy Reporting Instructions

Bullying reporting – Verified and certified by Superintendent. June 15 -June 29.

Bullying Reporting Instructions

Report of Adult Education for Subsidy Purposes– June 1-July 15.

EF-M-39 Report of Adult Education Instructions

School Health Annual Report. May 25 – July 31.

School Health Annual Report Instructions

Restraint and Seclusion Report – Verified and certified by Superintendent. June 15 – August 1.

Restraint and Seclusion Reporting Instructions

Graduation Phase II: July 1 – August 30

Graduation Phase II Instructions

Q4 Actual Balance Sheet July 1 – August 23

Actual Balance Sheet Instructions

Q4 Actual Expenditure July 1 – August 23

Actual Expenditure Instructions

Q4 Actual Revenue July 1 – August 23

Actual Revenue Instructions

Q1 Budget Expenditure – Due by 8/2/2019 or 30 days after the budget passes, whichever is later

Budget Expenditure Instructions

Q1 Budget Revenue (coming soon) – Due by 8/2/2019 or 30 days after the budget passes, whichever is later.

Budget Revenue Instructions

Contacts and Questions: If you have questions about these reports, (i.e. what should be entered) please contact the specialist listed below:

Attendance: Trevor Burns 624-6678 Trevor.R.Burns@Maine.gov

Maine Schools: Katherine Warren 624-6716 Katherine.Warren@Maine.gov

Special Education: Brandi Giguere 624-6648 Brandi.A.Giguere@Maine.gov

Financial Reports: Tyler Backus 624-6635 Tyler.Backus@Maine.gov

Truancy: Gayle Erdheim 624-6637 Gayle.Erdheim@Maine.gov

School Approvals: Pam Ford-Taylor 624-6617 Pamela.Ford-Taylor@Maine.gov

Behavior/Bullying/Restraint and Seclusion: Sarah Adkins 624-6685 Sarah.Adkins@Maine.gov

Accountability: Katherine Warren 624-6855 Katherine.Warren@Maine.gov

School Nurse Report: Emily Poland 624-6688 Emily.Poland@Maine.gov

If you have questions about accessing the reports, please call or email the helpdesk, 624-6896 or MEDMS.helpdesk@maine.gov

If you do not have credentials for Synergy or NEO, the district superintendent may grant access using the appropriate webform on the Helpdesk Page:

Synergy Access Request

NEO Access Request

Transformational Leader’s Network Summer Conference

School principals, this is all about YOU! Join us for a great professional development opportunity that allows you to focus on goals that matter to you. Therefore, please come with two goals for your school and two goals for your personal professional development!

Hosted by: Maine Department of Education

Special Presenter: Gordon Donaldson, Fran Farr, Stephen MacDougall

Cost: DOE will cover the costs for the conference registration, hotel lodging, daily breakfast and lunch (dinners will be on your own), and required texts. Contact hours for the conference and for TLN sessions throughout the year may be used for recertification

Dates: June 23, 2019 to June 26, 2019. No activities planned for Sunday, and dismissed by 2 p.m. on Wednesday.

Location: Senator Inn

The Maine Department of Education invites you, as the leader of a Maine school, to take advantage of a great opportunity to join the Transformational Leaders’ Network (TLN) for a yearlong experience. The Network brings principals together to support school improvement and, most importantly, to promote leadership growth. The TLN is part of DOE’s commitment to support schools trying to improve.

DOE will cover the costs for the conference registration, hotel lodging, daily breakfast and lunch (dinners will be on your own), and required texts. Contact hours for the conference and for TLN sessions throughout the year may be used for recertification.

Principals will bring their own school improvement goals to the conference and, in a variety of formats, draw up plans for their leadership work in the coming school year.

What are the objectives of the TLN?

Establish a supportive learning network
Develop knowledge of the resources available to you and your staff to assist in successfully transforming teaching and learning
Reduce the isolation that you may often feel by connecting you with other leaders engaged in improving their schools
Provide a forum for celebrating successes and addressing challenges with your colleagues

Maine DOE Data Management Systems Summer Training

The Maine Department of Education Data Team is holding their annual summer training during the first two weeks of August. The focus of the training this year will be on tips and resources to assist districts with their data reporting, and viewing/certifying their reports. The sessions will be focused on sharing resources to assist districts with the data tasks required.

Training Dates and Locations

August 6, Caribou High School, 308 Sweden St Caribou, ME 04736

August 7, Brewer High School, 79 Parkway south Brewer, ME 04412

August 8, Ellsworth Elementary/Middle School, 20 Forrest Avenue Ellsworth, ME 04605

August 12, Cony High School, 60 Pierce Drive Augusta, ME 04330

August 13, Mt. Blue High School, 129 Seamon Rd Farmington, ME 04938

August 14, Mt. Ararat Middle School, 66 Republic Avenue Topsham, ME 04086

August 15, Buxton Center Elementary School, 912 Long Plains Road Buxton, ME 04093

All sessions will begin with registration at 8:30, with presentations beginning at 9. We will serve a light lunch and will finish no later than 4:00. Coffee and water will also be provided throughout the day.

Topics for each session:

How student and staff data is used for EPS and Accountability
What’s new for 2019-2020
Accurate, Complete and Timely Data Submissions
Data Security
Our Website and Where to find helpful resources
Data Collection and Reporting Calendar
Maine Schools and School Approval changes
NEO Staff – Entering Staff information
MEIS – Maine Educator Information System
Synergy – Manual and Uploads
Graduation (NEO) requirements and reporting
Student Reports (NEO) – where to find them and how to utilize them
Behavior, Truancy and Attendance (NEO) – importance of these reports and important resources

To register for the training, please visit Summer 2019 Training Registration.

If you have any questions, comments. or concerns regardin these training sessions, please contact Ryan Cunningham Maine DOE Data Systems Helpdesk Manager at (207) 624-6809 or Ryan.L.Cunningham@maine.gov.

Reinvigorate Your Science Classroom

Teachers of science, do you find yourself asking these questions?

Now that the Next Generation Science Standards (NGSS) have been adopted as Maine’s revised Science and Engineering Standards, how do I align my lessons?
What are the shifts discussed in the Framework and NGSS?
What is three-dimensional (3D) learning and what are some of the tools available to help me teach 3D?
How can I maximize student learning in my classes?

These questions and more will be part of the PK-12 summer science lesson study. This professional learning opportunity comes in two phases:

A book study on Visible Learning in Science via Zoom
Two days of face-to-face training in Augusta with Peter McLaren, national expert and member of the NGSS writing team, and Shari Templeton, DOE Science Specialist, on August 6^th & 7^th. Participants will utilize A Vision and Plan for Science Teaching and Learning as they learn how to re-purpose and plan lessons that align to the new standards.

This training is limited to 25 participants, in order to maximize individual interaction. Priority will be given to ensure geographic diversity from the various regions of the state. The cost for the professional learning is $75, which includes resources and meals. Upon completion of both phases, teachers will receive a $300 stipend, reimbursement for mileage, and overnight lodging.

To apply, go to http://bit.ly/SciApp19

FMI: contact Shari Templeton, Science & Technology Specialist, at shari.templeton@maine.gov

MEDIA ADVISORY: 1200+ Students to Attend Annual MLTI Student Conference at UMaine on 5/23; Special Guest Appearances

Orono – More than 1200 middle and high school students from schools across Maine will gather at the University of Maine at Orono on Thursday, May 23^rd for the Maine Department of Education’s Annual Maine Learning Through Technology Initiative (MLTI) Student Conference.

WHAT: The Maine Learning Through Technology Initiative (MLTI) Student Conference is a student conference hosted by the Maine DOE annually to engage students in learning related to technology.

WHO: 1200+ students and educators from schools all over Maine, a featured student speaker from Sacopee Valley Middle School, and representatives and volunteers from the Maine DOE and beyond. This year, the conference will also feature mascots from several of the University of Maine System schools (shhhh, it’s a secret!) who are partnering with the Maine DOE to bring an exciting and fun experience to the students.

Please note that there are some students who have asked not to be photographed or filmed – they will be wearing a dark blue name tag. Students who can be filmed will have a light blue name tag on.

WHERE: University of Maine at Orono, various locations throughout campus – mostly close to the Collins Center (campus map). Here is a parking pass that must be displayed on the dashboard of vehicles parked on campus..

WHEN:

Date: Thursday, May 23, 2019
Time: 9:00am – 3:00pm

ABBREVIATED SCHEDULE:

8:45am: Opening event with student speaker
9:40am: Student-led sessions where participants can learn a skill from their peers and then create something to take back to their schools
11:55am: Lunch (mascots present).
1:10pm: More student led-sessions (mascots present).
2:10pm: The UBER Session – all students will gather in the Collins Center for a session that is largely kept secret until the day of the event (mascots present).

Get the full schedule here.

The Maine Department of Education and the University of Maine System invite the media to attend this exciting and fun event. For further information, please contact Kelli Deveaux, Maine DOE Director of Communications at kelli.deveaux@maine.gov or (207) 624-6747.

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Caribou Middle School Innovation Center Highlighted in Local News

Submitted by Timothy Doak, Superintendent of Eastern Aroostook Regional School Unit #39. Article is from The County newspaper, written by Chris Bouchard.

Caribou Middle School in RSU 39 was recently highlighted for their Innovation Center, an initiative led by Maureen Connell, Innovation Center Director. Below is a news article from The County newspaper.

Innovation Center a hit with Caribou Middle School students

Chris Bouchard | The County

CARIBOU, Maine — Caribou Middle School students are now learning about math, coding, technology, and creative design as part of the school’s new Innovation Center, located in the former shop area in the heart of the building.

In its current incarnation, the innovation center is somewhat of a prototype of what will be offered in Caribou’s new PreK-8 school, scheduled for completion in mid-2020. The building is set to have its own space dedicated to STEAM (science, technology, engineering, arts and math) activities, and RSU 39 has already hired Maureen Connell as their Innovation Center director.

At first, Connell said she wasn’t asked to start doing classes and activities with students, but soon found herself working with teachers and middle schoolers integrating technology such as 3D printing, LEGO robotics, and programmable mobile spheres into their curriculum.

She said the experience so far has been immensely positive.

“It’s been awesome to be able to learn new things myself,” she said, “and to see kids having a lot of fun with technology and apply their skills in different ways.”

The Innovation Center is not a separate class period like gym or library time, but a resource that all educators can use to augment their classes. For example, CMS fifth graders are learning about the westward expansion in this country, and at the end of the unit they will build their own wagons and create supplies that pioneers would typically bring along for the arduous journey.

Read the full story

Maine DOE Update – May 16, 2019

From the Maine Department of Education

Reporting Items

Accountability Certification Validation Due Date and Details

| Visit the DC&R Reporting Calendar |

News & Updates

2019 County Teachers of the Year Honored

Teachers from 15 of Maine’s counties were honored today in Maine’s State Capitol at an annual event in the Hall of Flags announcing the 2019 Maine County Teachers of the Year. | More

National Indian Education Study (NIES) WebEx Event: Wednesday, June 5 from 2 – 3 pm EDT.

The National Center for Education Statistics released a follow-up report on Tuesday, May 7, 2019 to the 2015 National Indian Education Study (NIES). | More

Maine School Garden Day Brings Educators Around the State to Trenton Elementary School

The Maine School Garden Network recently convened 65 teachers from around the state at its annual “Maine School Garden Day” at Trenton Elementary School. | More

Maine DOE Employee of the Week: Mary Becker

Mary Becker, Secretary Associate for the Maine State Board of Education is being highlighted this week as the Maine DOE’s Employee of the Week! Learn a little more about Mary | More

Maine Schools Sharing Success Stories

| Submit your Maine School Success Story |

Professional Development & Training Opportunities

Building School Capacity Through Community Collaboration

On June 12, the Maine Department of Education (Maine DOE) is joining the Maine Resilience Building Network (MRBN) to provide a free, full-day opportunity for school and community prevention partners to learn and think about ways to collaborate to address challenging topics such as mental health, substance use, and student health. | More

| Visit the Professional Development Calendar |

Latest DOE Career/Project Opportunities

View current Maine Department of Education employment opportunities here

National Indian Education Study (NIES) WebEx Event: Wednesday, June 5 from 2 – 3 pm EDT.

The National Center for Education Statistics released a follow-up report on Tuesday, May 7, 2019 to the 2015 National Indian Education Study (NIES). A post-release webinar will be held on Wednesday, June 5th from 2 to 3 pm, EDT. Sharing highlights from the new report will be:

Dr. Peggy G. Carr, Associate Commissioner, Assessments Division, National Center for Education Statistics
Dr. Susan C. Faircloth, NIES Technical Review Panel Chair and Professor and Director of Colorado State University’s School of Education

This WebEX event with Dr. Carr and Dr. Faircloth is a terrific opportunity to hear from the experts, and is open to those with an interest in Indian Education, education research, equity or to simply learn more.

To RSVP for the webinar, please contact Emily Martin at emartin@hagersharp.com.

The new NIES report can be accessed via: https://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2019048

For a perspective on this report and the importance of the study as a whole, please see: National Indian Education Study 2015: Setting the Context, or https://www2.ed.gov/about/offices/list/oese/oas/nies-setting-the-context.pdf.

This document was written by members of the NIES Technical Review Panel. This panel is made up of individuals with expertise in matters related to the education of American Indian and Alaska Native students. For more information, please contact Maine Department of Education Coordinator of NAEP and International Assessments, Regina Lewis at regina.lewis@maine.gov or (207) 624-6715.

Maine School Garden Day Brings Educators Around the State to Trenton Elementary School

(Whitney Ciancetta of Trenton Elementary School, describes their school’s greenhouse and gardens.)

The Maine School Garden Network recently convened 65 teachers from around the state at its annual “Maine School Garden Day” at Trenton Elementary School. The purpose of the event was to provide preK-12 teachers currently or potentially involved with school gardens a day of workshops and networking.

The day included presentations, workshops, a lunch of local produce, and a tour of Trenton Elementary School’s greenhouse, gardens and outdoor education center and nature trails. Guest presenters included Erika Verrier, Program Director of Maine School Garden Network, Willie Sayer Grenier of Maine Agriculture in the Classroom (MAITC), 2019 MAITC Teacher of the Year, Lynn Snow, Maine FFA (formerly known as “Future Farmers of America”) State President Graham Berry, and many others. Presentations also included information on establishing school orchards by ReTreeUS, seed saving techcniques, information on bees, and on native plants, as well as other subjects. Afternoon workshops covered an array of topics of interest to teachers with school gardens.

The day provided participating teachers with valuable information and resources related to ensuring the success of their school gardens. Erik Verrier of Maine School Garden Network (MSGN) urged all teachers to complete the MSGN online School Garden Survey so that they could continue to network with each other and additional interested teachers, and so that MSGN would be know how to best serve their needs.

IMG_8404_Photo_2_Lynn_Snow_MAITC_Teacher_of_Year — Lynn Snow, 2019 MAITC Teacher of the Year, discusses in her keynote address the range of academics that may be achieved through school gardens.

MAITC 2019 Teacher of the Year, Lynn Snow, a 5^th grade Science and English teacher at Thomaston Grammar School, described ways in which their school garden helped students acquire skills across numerous academic areas, as well as areas related to important life skills such as taking initiative and perseverance.

Graham Berry, Maine FFA State President, let teachers know that Maine FFA represented many other areas beyond farming relevant to the field of agriculture and natural resources. He informed the group that any of them with students grades 7-12 would qualify to have an FFA chapter at their school, helping students to access numerous opportunities encompassing competitions, leadership skills, travel, scholarships, and an overall greater appreciation of agriculture and natural resources.

IMG_8420_Photo_1_Graham_Berry_ME_FFA_State_President — Graham Berry, Maine FFA State President, describes the advantages associated with FFA chapter membership for students grades 7-12.

For more information on Maine School Garden Network, please contact Erika Verrier, Program Director: msgncoordinator@gmail.com (207) 612-8911 or email info@msgn.org

For more information on starting an FFA chapter for students grades 7-12, please contact: Doug Robertson, Maine FFA State Advisor, Maine Department of Education, doug.robertson@maine.gov (207) 624-6744

Accountability Certification Validation Due Date and Details

The Accountability Assessment Detail Report is currently available in NEO to allow districts to validate the detail student enrollment and demographic data that will provide the foundation for future Assessment and Accountability reporting for the 18-19 school year. The report lists student details which will be used to produce student groups for school support determinations and ESEA Dashboards. The report also identifies which assessments the students should have taken, full academic year enrollment for all students, and whether or not a student will be included for accountability measures or only for assessment reporting.

The Accountability Certification will need to be validated by each school/district and certified and submitted by each Superintendent by June 14, 2019.

Once validated, the data will be used for ESEA Data Dashboards and other assessment and accountability reporting on the 18-19 academic year. The due date is important, as the Department cannot release assessment data in the Maine Assessment and Accountability Reporting System (MAARS) until these student demographic data are certified to be matched up with the assessment results.

The Data Team will be hosting a May 29^th 1:00 PM webinar about the Accountability Report. Please use the following link, here, to register for the webinar https://attendee.gotowebinar.com/register/7759757532334082317

COMMONLY ASKED QUESTIONS

If something is not right, who do we contact?

Please first validate that the information is correct in Synergy. If the data is correct in Synergy, or if it is not located in Synergy, please report your question to the Helpdesk – MEDMS.Helpdesk@maine.gov 207-624-6896.

ASSESSMENTS – What were the asterisks vs the blanks for on the Student Detail?

Asterisks indicate the assessment(s) that the student should have taken. A blank indicates that the student did not need to take any of the assessments.

TITLE 1 – Can you explain the Title 1 information?

Title 1 numbers have two sources:

If the school has a Schoolwide Title 1 program, then all of the students are flagged with Title1 ELA and Title1 Math.

If the school does not have a school wide Title 1 program, but rather a targeted assistance program, then the flags come from data entered into Synergy.

What is a school wide program?

School wide program is a type of Title 1 program. For further information, please contact Jackie Godbout at Jackie.Godbout@maine.gov or 624-6712.

SPPS – Are Special Purpose Private Schools responsible for entering and checking this data for their students or is this a requirement for the public schools only?

SPPS should review the data (if the report has been fixed so you can see it) to validate that student grade levels and enrollments are entered correctly.

Full Academic Year – We have a student that was enrolled the entire year, but is showing N in both District and School Full Year columns.

Students are considered to be school full year if they are enrolled on October 1 and May 3 at the same school.

Students are considered to be district full year if the same district is responsible for the student on October 1 and May 3.

October EPS enrollment data is utilized to determine the October 1 status, if enrollments were entered after October EPS was closed (even if they cover the October 1 date), then the student isn’t counted as Full Academic Year.

AOS – Our schools are each their own district because we are an AOS. I have some kids who are marked N for full year district and a Y for full year school?

Please review the enrollment data in Synergy. It is possible for a student to attend one of your schools for the full year, but whose resident district has changed, so the district full academic year would not be Y, but the school full academic year would be Y

EL Assessment – What does the E mean in the ELA Assessment column?

The “E” indicates Exempt.

EL students who arrived at a US school between April 1, 2018 and March 1, 2019 and who took the ACCESS for ELLs assessment are exempt from having to take the ELA assessment

EL students who arrive at a US school, or have an EL start date, between March 1, 2019 and May 3, 2019 are exempt from having to take the ELA assessment

WAIVERS – We have students with “waivers” who shouldn’t be on the list

The only “waivers” that the Department recognizes are

the EL exemption
special considerations – these students will have an S in the column for the assessment(s) for which the special consideration was granted

Students whose parents requested that the student not test will be counted as Non-Participants – there is no waiver for these students.