[SchoolFinance] Data Reporting Update | September 2024

Tue Sep 3 10:44:13 EDT 2024

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September | 2024

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

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=942663b7bb&e=d89fcd9d0f> Recorded 8/22
  *   Synergy Personal Upload Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=d0cafe164b&e=d89fcd9d0f> Recorded 8/29

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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 9/3 at 12 pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8ec0d75e61&e=d89fcd9d0f>

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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 SAUs. Ensure that staff data are entered with accurate EPS FTEs and 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 9/24 at 12 pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=e8d19e6991&e=d89fcd9d0f>
  *   EPS Staff Certification Report Webinar 10/1 at 12 pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2e6e8f5701&e=d89fcd9d0f>

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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. This 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=c4ac7bb2dc&e=d89fcd9d0f>
  *   Synergy Economic Status Upload & Alternate Economic Status Webinar 9/5 at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=f784d195ee&e=d89fcd9d0f>

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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 of students who were enrolled in public education at any point from October 1, 2023-September 30, 2024 AND are expected to return but are not enrolled on October 1, 2024. This report 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 9/17 at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3bcd9f4588&e=d89fcd9d0f>
  *   Dropout Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3e12e769d8&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 9/10 at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b31124a389&e=d89fcd9d0f>
  *   Behavior Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=4ded101276&e=d89fcd9d0f>
  *   Daily Attendance Summary Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=72b84f5f1a&e=d89fcd9d0f>
  *   Truancy definitions and reporting guidelines<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3f0857328a&e=d89fcd9d0f>

Webinars & Training

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

NEO Staff Data Entry Webinar:
September 3rd at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=5a8b9e3a2f&e=d89fcd9d0f>

Synergy Economic Status Upload & Alternate Economic Status Webinar:
September 5th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=00e02f75e5&e=d89fcd9d0f>

2024-2025 Quarterly Reports Webinar:
September 10th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6c00915785&e=d89fcd9d0f>

Synergy Multilingual Learner Upload & Reporting Webinar:
September 12th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8264162a76&e=d89fcd9d0f>

NEO Dropout Report Webinar:
September 17th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=16745fb7fc&e=d89fcd9d0f>

Synergy Special Education Upload Webinar:
September 19th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=a2d324a742&e=d89fcd9d0f>

October 1 Enrollment Report Webinar:
September 24th at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=0109082611&e=d89fcd9d0f>

EPS Staff Certification Report Webinar:
October 1st at 12pm - Register Here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b9f10d2ee3&e=d89fcd9d0f>

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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 a facilitated 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=628d41c3d3&e=d89fcd9d0f> form or contact Alexandra.Cookson at maine.gov<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=642878cae7&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=dd110f9517&e=d89fcd9d0f>. It can take a few days following a webinar to render the videos, 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 which can only be accessed with a link. The link for accessing the playlist can be found below.

  *   Maine State SIS Training<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=023c7dcf18&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/8f019992-e431-3225-7e7d-8c0c55ed46c6.jpeg]Start validation processes as soon as possible! Once data entry has started, regularly review the data that have been entered for state reporting. Schedule initial meetings with subject matter experts (SMEs) in your SAU regarding the data elements that they can review and validate. The following reports can be exported from NEO and filtered for specific SMEs to review:

  *   Student Data - Student Reports -  Attending Student Details Report
  *   Staff - Reports - Staff Details Reports (Courses & FTE)
Early review and validation will prepare your SAU for data reports in October. Please feel free to reach out to Alexandra.Cookson at maine.gov<mailto:Alexandra.Cookson at maine.gov> with any questions about validation practices in your SAU.

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=84abec1e57&e=d89fcd9d0f>

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