[SchoolFinance] FW: Data Reporting Update | August 2025
Gravelle, Paula B
Paula.B.Gravelle at maine.gov
Fri Aug 1 08:51:05 EDT 2025
FYI - the new State Student Information System (Connect) which is replacing Synergy is beginning to be launched. Please note the first paragraph of the update below. Reach out to the MEDMS Support Team with any questions.
View this email in your browser<https://mailchi.mp/maine/maine-doe-data-reporting-update-march-1593876?e=d89fcd9d0f>
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August | 2025
The Maine Department of Education (DOE) has provided all staff identified as "Student Data Specialist" for each school administrative unit (SAU) with login credentials for the new data integration system, Connect! This new system will be implemented for state reporting in place of State Synergy, beginning in the 2025-2026 school year. Please review this month's newsletter for upcoming training opportunities and reach out to MEDMS.Support at maine.gov<mailto:MEDMS.Support at maine.gov> with any questions.
Upcoming Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/fc473c86-bb60-5aba-b6b6-24152023f403.png]August
* Graduation Reporting
October
* Dropout Report
* October 1 Enrollment Report
* EF-S-05 Part 1 - Students with Special Education enrollments
* Title I-eligible students enrolled in private schools
* NEO Staff Certification
* EF-S-05 Part 2 - Staff providing Special Education services
* CTE October Student Count
* Restraint and Seclusion
End-of-Year Enrollment Exits
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/7ca60029-2b71-40d5-3c66-8839f9eb5222.png]All student enrollments must be exited from State Synergy with an exit date that is on or before June 30, 2025. This includes students who are attending year-round programs. Exiting students, either manually or via upload, with the most up-to-date code, will help to ensure that fall reports are accurate. This can specifically impact graduation and dropout reporting. Information about exit codes for specific situations can be found on the Student Data Entry and Reporting webpage under the Data Dictionaries for Student Exit.
Resources:
* End of Year Synergy Enrollment Exits and Perkins 3S1 CTE Post-Secondary Reporting Webinar<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=ef1d54edee&e=d89fcd9d0f> - recorded Tuesday, May 27
* Student Exit Data Dictionary<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8a263bdc15&e=d89fcd9d0f> (enrollment exit codes)
* Manually Exiting a Student in Synergy<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=19a144e957&e=d89fcd9d0f> (video)
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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/b99c2036-848b-f6ed-03d8-278eec7e7fb4.png]Graduation Report
This report allows SAUs to validate graduation counts for the 2024-2025 school year. Students who are still working toward finishing their graduation requirements have until August 15 to complete them for this reporting cycle. Students who finish their requirements over the summer can be exited from State Synergy on the date of the graduation ceremony. All graduates are indicated using the "graduated with regular, advanced, international Baccalaureate" or "other type of diploma," exit code 01921. The graduation date must be prior to June 30.
Open Date: July 1
Due Date: August 15
Resources:
* Graduation Reporting Webinar on August 5 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8785b91250&e=d89fcd9d0f>.
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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/b6ab896b-7c73-f9c1-2da8-e9b12e3b4006.png]Public Pre-K Annual Report
All public SAUs are asked to complete this survey annually to update pre-K data that is not gathered through any other Maine DOE source. This survey is typically completed by a teacher or administrator. Each SAU should submit only one survey to represent the SAU as a whole. SAUs that do not operate a pre-K program can select that there is no pre-K program and complete the survey after the second question. Those that operate pre-K programs have a few additional questions to answer.
Please complete the survey here: 2024-2025 Public Pre-K Annual Survey<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=0697fdae63&e=d89fcd9d0f>.
Due Date: August 31
If you have questions about the completion of this survey, please contact Nicole.Madore at maine.gov<mailto:Nicole.Madore at maine.gov>.
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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/7c396856-b2eb-fdfb-4e68-e1f29900bbca.jpeg]Staff Data Entry
NEO Staff was rolled to the 2025-2026 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 information, and position details to reflect each staff member's role for this school year.
Resources:
* NEO Staff Data Entry Webinar on August 26 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=f1b1186323&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 beyond the free and reduced lunch form. This form is ideal for SAUs that are receiving Community Eligibility Provisions or Special Provision II resources for school lunch 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 for FY202<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8110ed065a&e=d89fcd9d0f>6<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=d25b3932e8&e=d89fcd9d0f>
* Economic Status Reporting Webinar on September 4 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=5d09ae7edd&e=d89fcd9d0f>.
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[https://mcusercontent.com/a582edd6473e477ef6307c769/images/a0d5f8e9-d10d-729c-8434-d8276877f7d9.png]Assessment Rostering
The fall assessment window will be from September 15 through October 24. Students will need to be enrolled in Connect in order to be rostered for assessments. If SAUs wish to assess students on the first day of the assessment window (September 15), enrollments must be in Connect by September 12.
The last daily change file will run on October 23 at 8 p.m.
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Dropout Report
This report is based on federal reporting requirements of students who were enrolled in public education at any point from October 1, 2024-September 30, 2025 AND are expected to return but who are not enrolled on October 1, 2025. "Expected to return" is determined based on the last exit code of the student from State Synergy and/or Connect. Codes that indicate a student as dropped out on the Dropout Report in NEO are outlined in the Dropout Certification Report Instructions.
Open Date: October 2
Due Date: October 15
Resources:
* Dropout Reporting Webinar on September 18 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=431f5c414c&e=d89fcd9d0f>.
* Dropout Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=542ecce130&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 on October 30. This reporting is critical to calculating funding for SAUs. Please ensure that staff data are entered with accurate EPS FTEs and that student data is collected as soon as possible once school is back in session. Timely collection and data entry will help to alleviate some reporting demands in October.
Resources:
* EPS October 1 Enrollment Report Webinar on September 23 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=4a5c257a74&e=d89fcd9d0f>.
* EPS Staff Certification and EF-S-05 Part 2 Report Webinar on September 30 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8df568271b&e=d89fcd9d0f>.
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[https://mcusercontent.com/a582edd6473e477ef6307c769/_compresseds/5ef472f2-b146-d4a0-969f-cb181ab5a53a.jpg]Special Education Reporting
Data used for federal reporting of students receiving special services and staff providing special services are part of the October 1 Student Enrollment and NEO Staff Certification reports. Special Education Directors are required to certify EF-S-05 portions of these reports prior to superintendents certifying overall student and staff counts.
Resources:
* Special Education EF-S-05 Part 1 (Student Count) Webinar on September 25 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=69d72eecf1&e=d89fcd9d0f>.
* EPS Staff Certification and EF-S-05 Part 2 Webinar on September 30 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=89575daf9c&e=d89fcd9d0f>.
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Title I-Eligible Student Reporting for Students Enrolled in Private Schools
Students eligible for Title I allocations in private schools are required to be enrolled in the state reporting system, Connect. Title I-A Equitable Service amounts are generated by eligible low-income counts of students in non-public schools. Title I coordinators in public SAUs with eligible students are encouraged to collaborate with non-public schools regarding eligible student enrollments that must be uploaded to Connect. Eligible students who generate a proportional share are students who meet ALL of the following criteria:
* Enrolled in non-public school on October 1 of the reporting year
* Would otherwise attend a Title I school in their resident public SAU
* Economic status of the student is low-income, based on Direct Certification or free and reduced meal applications.
* Generate a proportional share of the SAU's total Title I Allocation amount
NEW this year: Student enrollments will be collected in a new data integration system, Connect, which is replacing the state student information system, Synergy. This transition will require non-public schools to generate uploads for state reporting, as direct data entry is not available in Connect.
Resources:
* Title I Reporting of Eligible Students Webinar on September 2 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=8a1cbc4803&e=d89fcd9d0f>.
* State Reporting System Training Request Form<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=f9927273cf&e=d89fcd9d0f> - Set up a training with Alexandra Cookson, Maine DOE Data Quality Trainer, for navigation of Connect and generating uploads.
Data Dashboard Spotlight
SAU-Specific Enrollment Data
QuickSight, the Maine DOE data dashboard platform, has login access to view data dashboards specific to SAUs! SAU staff with appropriate NEO Staff Assignments for data access can have their superintendent submit a request for access to QuickSight. This access will allow the user to log into their account and view dashboards specific to their SAU.
The available dashboards are similar to the public dashboards on the Data Warehouse site, but they provide a bit more granularity, ideal for decision-making and planning for SAU needs. Access to SAU-specific dashboards can be submitted by superintendents on behalf of staff who require access using the Access Request Form<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=c4cfbf6642&e=d89fcd9d0f> and selecting QuickSight.
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Brett Molin, the Maine DOE Data Warehouse Manager, will be hosting weekly office hours from noon-12:45 p.m. on Wednesdays beginning August 20. Office hours will provide an opportunity to ask questions about state-reported data on public and SAU-specific dashboards. Join Office Hours here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=7e60d7ab36&e=d89fcd9d0f>.
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Maine DOE Data Warehouse
The Maine DOE Data Warehouse provides data about Maine's students, education staff, schools, and SAUs in one location. This data can be filtered in multiple ways for comparisons across the state, SAUs, and schools, as well as changes over time. The data collected by the Maine DOE are based on the requirements of state and federal statutes.
Visit the Maine DOE Data Warehouse here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2c3c74cb22&e=d89fcd9d0f>.
Webinars & Training
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/87eb5eb3-a5c1-69fe-b55b-81a4e9eb0c67.png]Upcoming Webinars
Graduation Reporting Webinar
* Tuesday, August 5 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=f28fd44555&e=d89fcd9d0f>.
Connect SIF Enrollment Webinar
* Tuesday, August 19 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=06553a2b43&e=d89fcd9d0f>.
Connect Enrollment File Creation Webinar
* Thursday, August 21 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=658e888889&e=d89fcd9d0f>.
NEO Staff Data Entry Webinar
* Tuesday, August 26 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=bfb77fe1e1&e=d89fcd9d0f>.
Title I Reporting of Eligible Students Webinar
* Tuesday, September 2 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6c37899a96&e=d89fcd9d0f>.
Economic Status Reporting Webinar
* Thursday, September 4 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=40583ce307&e=d89fcd9d0f>.
Multilingual Learner Reporting Webinar
* Tuesday, September 9 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=c2c3b998a0&e=d89fcd9d0f>.
Special Education Enrollment Webinar
* Thursday, September 11 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=80f84602a5&e=d89fcd9d0f>.
CTE Connect Enrollment Webinar
* Tuesday, September 16 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6a6dfbfcab&e=d89fcd9d0f>.
Dropout Reporting Webinar
* Thursday, September 18 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2a65922fb4&e=d89fcd9d0f>.
EPS October 1 Enrollment Webinar
* Tuesday, September 23 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=7ae55bc664&e=d89fcd9d0f>.
Special Education EF-S-05 Part 1 Webinar
* Thursday, September 25 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=dc6db8d3e8&e=d89fcd9d0f>.
EPS Staff Certification and EF-S-05 Part 2 Webinar
* Tuesday, September 30 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2bade7235f&e=d89fcd9d0f>.
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Training
State Reporting System Training is available to all SAU staff working with and/or reporting state-level data. These trainings can be tailored to the needs of individuals within an SAU or focused on supporting 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 form<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6af08163ae&e=d89fcd9d0f>, or contact Alexandra.Cookson at maine.gov<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=1f0e87a785&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=1933fbe8b9&e=d89fcd9d0f>. After a webinar has been recorded, the videos may take a few days to render, but they will be posted as soon as possible.
Data Quality Tip of the Month
The new data system for the 2025-2026 school year requires some shifts in language! Here are some of the terms you will hear the Maine DOE using when talking about Connect:
Real-Time Data Checks: validations and errors on the most recent data entered into the Connect system.
Collections: calendared data reports (e.g., October Enrollment)
Snapshots: data sets from a point in time "picture" taken of Real-Time Data. Snapshots will be used to populate collections.
Validations: sets of data business rules that ensure data are entered in correct formats and in the correct contexts.
SIF: Schools Interoperability Framework, a data transfer tool, which transfers state required data to Connect from fields in local student information systems (SIS), which are indicated for state reporting.
Source System: SAU student information systems (SIS) where data are first entered (i.e., Edupoint, Infinite Campus, PowerSchool, Rediker Software, Web2School)
MEDMS Support Hours
Monday - Friday
8 a.m. - 4 p.m.
*Email only on Tuesdays and Thursdays from noon to 4 p.m.*
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=bf7da55e2b&e=d89fcd9d0f>
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