[SchoolFinance] Data Reporting Update | October 2024

Tue Oct 1 09:17:47 EDT 2024

FYI… 😊
View this email in your browser<https://mailchi.mp/maine/maine-doe-data-reporting-update-march-1328227?e=d89fcd9d0f>
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October | 2024

There are many reports due in the month of October. Please be advised that this increase in reporting will impact the availability of the MEDMS Support team. Phone calls to MEDMS Support will have longer wait times, and email responses will take longer. We will be working diligently to respond to your questions within a reasonable timeframe.

Upcoming Reporting

October:

  *   EPS Reporting
     *   EF-S-05 Parts 1 & 2
     *   October 1 Enrollment
     *   Staff Certification
  *   Quarter 1 Reports
  *   Dropout Report
  *   CTE October Student Count
December:

  *   CRDC Reporting (directly report to Federal)
  *   EF-M-39B Subsidy for Adult Education 16-20 years old, exited from regular education

Student Enrollments for SY 2024-2025
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/ffe3c126-d613-6809-c016-544acb4f0d75.jpeg]All students must be re-enrolled in State Synergy SY 2024-2025 at the start of the school year. This must be done on or after the first day of school or a student's first date of enrollment. ALL student data entry relies on a student's enrollment.

Resources:

  *   Synergy State Student ID & Enrollment Uploads Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=41b8844802&e=d89fcd9d0f> Recorded 8/22
  *   Synergy Personal Upload Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6eaf2f93fb&e=d89fcd9d0f> Recorded 8/29
  *   Synergy Special Education Upload Webinar Recorded 9/19

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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/7c396856-b2eb-fdfb-4e68-e1f29900bbca.jpeg]Staff Data Entry
NEO Staff was rolled to the 2024-2025 school year on July 1. All staff were updated to "Pending" status during this rollover. All staff must be updated to reflect their current position. Please review all staff positions in NEO, add new staff if necessary, and update salary, contact, and position information to reflect each staff member's position for this school year.
Resources:

  *   Staff Data Entry Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=a525ec20b2&e=d89fcd9d0f> Recorded 9/3

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EPS Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/8e54acb2-0bb2-49f7-6ce3-6621d40f7025.jpeg]October 1 Student Enrollment and Staff Certification for Essential Programs and Services (EPS) will be due October 30. This reporting is critical to calculating funding for school administrative units (SAUs). Please ensure that staff data are entered with accurate EPS full-time equivalents (FTEs) and that student data is collected as soon as possible once school is back in session. Timely collection and data entry will help alleviate some reporting demands in October.
Resources:

  *   October 1 Enrollment Report Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=49703987cd&e=d89fcd9d0f> Recorded 9/24
  *   EPS Staff Certification Report Webinar 10/1 at 12 pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=9a9d7f7e7f&e=d89fcd9d0f>
  *   EF-S-05 Parts 1 and 2 Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b1659d2b23&e=d89fcd9d0f> Recorded 9/26

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Alternate Economic Status Form
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/889cea1c-74e1-62a7-7a1e-602384d56a42.jpeg]This form offers an alternative means for collecting student economic status other than the free and reduced meal form. The Alterna Economic Sta form is ideal for SAUs that are receiving Community Eligibility Provisions or Special Provision II resources for school nutrition programs and are not eligible to collect free and reduced lunch forms. This form is intended to be used only by school officials entering student data for state reporting and cannot be used by nutrition staff.
Annual collection of Economic Status data is essential for EPS funding.
Resources:

  *   Alternate Economic Status Form FY2025<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2ee02875af&e=d89fcd9d0f>
  *   Synergy Economic Status Upload & Alternate Economic Status Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3e9f88bb55&e=d89fcd9d0f> - Recorded 9/25

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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/6a425feb-20fc-a8a1-1a04-0c13d1f67819.jpeg]Dropout Report
This report is based on federal reporting requirements for students who were enrolled in public education at any point from October 1, 2023, through September 30, 2024, AND are expected to return but are not enrolled on October 1, 2024. It is compiled in NEO based on exit codes that are expected to return and whether they have an enrollment in State Synergy on October 1, 2024.

Open Date: 10/2
Due Date: 10/15

Resources:

  *   Dropout Reporting Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=1d82fd6068&e=d89fcd9d0f> Recorded 9/17
  *   Dropout Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b4a2a07755&e=d89fcd9d0f>

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Quarterly Reporting – Quarter 1
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/6ba62dff-6c00-f1c2-9c44-36638ca90ee7.png]Quarter 1 reports for Daily Attendance, Truancy, Behavior, and Bullying will be open starting October 1. Quarterly reporting provides an opportunity for data to be updated throughout the school year. Quarters are 3 months long: Q1 July - September, Q2 October - December, Q3 January - March, and Q4 April - June.

*Daily Attendance, Truancy, and Behavior incidents cannot be added in Synergy until students have enrollments for the 2024-2025 school year.

Reporting Period: 7/1-9/30
Open Date: 10/1
Due Date: 10/15

Resources:

  *   Quarterly Reporting Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6a46ef8206&e=d89fcd9d0f> Recorded 9/10
  *   Behavior Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b9212a500f&e=d89fcd9d0f>
  *   Daily Attendance Summary Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=094010b1cc&e=d89fcd9d0f>
  *   Truancy definitions and reporting guidelines<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=4154ee02c2&e=d89fcd9d0f>

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Civil Rights Data Collection (CRDC) State Data Load (Federal Report)

The Maine Department of Education will be preparing some elements of the federal Civil Rights Data Collection in order to assist school administrative units and schools with the completion of reporting requirements.

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EF-M-39B – Finance Report – Subsidy Allocation for 16-20 y/o Students Exited from Regular Education and Enrolled in Adult Education

[https://mcusercontent.com/a582edd6473e477ef6307c769/_compresseds/554c2adc-393a-bf49-a878-43088e82652b.jpg]All SAUs must report the number of resident students attending adult education programs instead of regular education. This report includes the number of 16 to 20-year-old students who have exited regular education and are enrolled in adult education. This report is an aggregate count of students who have attended and the number of courses and credits these students have been enrolled in from July 1 to December 31. This report should be completed even if there are no pupils to report in the SAU; check the box indicating none. This report is located in the NEO Student Data Module under Adult Education.

Webinars & Training

[https://mcusercontent.com/a582edd6473e477ef6307c769/images/7aadf866-a0ec-af5f-a520-85955e8c9977.jpg]Upcoming Webinars

EPS Staff Certification Report Webinar:
October 1st at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=ccc8d1db92&e=d89fcd9d0f>

See below for information about recorded webinars.
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Trainings
State Reporting System Training is available to all SAU staff who are working with and/or reporting state-level data. These trainings can be tailored to the needs of individuals within and SAU, or the training can be facilitated to support teams with best practices for data reporting. If your SAU is interested in scheduling a State Reporting System training, either virtually or in person, please submit a State Reporting System Training registration<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=614a53d6a6&e=d89fcd9d0f> form or contact Alexandra.Cookson at maine.gov<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3bfed5831a&e=d89fcd9d0f>

Recorded Webinars—Webinars are recorded and posted to the Maine DOE Data Team YouTube Playlist<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=5a1eb93e80&e=d89fcd9d0f>. The videos can take a few days to render following a webinar, but they will be posted as soon as possible. Videos containing Synergy content are posted to a separate YouTube Playlist.

Synergy Training Videos—Training videos (including webinars) containing Synergy screenshots are on a playlist that can only be accessed with a link. The link to access the playlist can be found below.

  *   Maine State SIS Training<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b8b3ff9817&e=d89fcd9d0f> - We recommend bookmarking this playlist to reference the videos in the future.

Data Quality Tip of the Month

[https://mcusercontent.com/a582edd6473e477ef6307c769/images/d32e1924-683b-cbf1-d745-2a9c550b0e8e.jpg]Communication between school administrative units (SAUs) is highly encouraged when completing reports that are due this fall, including communication between:

  *   Primary enrollments and concurrent enrollments (CTE, special purpose private schools, regional programs, etc).
  *   Districts that students transfer to/from in a school year, particularly for dropout reporting.
  *   Resident districts and attending districts about proper fiscal responsibility codes.
The Contact Search in NEO<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=5098f5fc45&e=d89fcd9d0f> can be used to find contact information for personnel in other SAUs who are responsible for state reporting.

MEDMS Support Hours
Monday – Friday
8:00am - 4:00pm
*Tuesday and Thursday from Noon to 4:00pm the helpdesk is email only.

(207) 624-6896
MEDMS.Support at maine.gov<mailto:MEDMS.Support at maine.gov>
https://www.maine.gov/doe/data-reporting/medmssupport<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=21c9af2216&e=d89fcd9d0f>

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