[SchoolFinance] Data Reporting Update | May 2025
Gravelle, Paula B
Paula.B.Gravelle at maine.gov
Tue May 6 09:48:31 EDT 2025
Good morning all,
In case you missed this important reminder from the Data team 😊
View this email in your browser<https://mailchi.mp/maine/maine-doe-data-reporting-update-march-1593637?e=d89fcd9d0f>
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May | 2025
As the end of this school year approaches, we know there are a lot of decisions underway regarding next school year. If any changes to the organization of your school administrative unit (SAU) are being made (i.e., new schools, grade level relocation, integration with another SAU, etc.), please be sure to contact the Maine Department of Education (DOE) Data Team with this information. Timely notification of these changes will ensure that these changes are accurately reflected in the reporting systems for next school year.
Notification of changes to SAU organization are required per Title 20-A, Chapter 202: Closing and Disposition of Public Elementary and Secondary School Buildings<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=88b0dd2b57&e=d89fcd9d0f>. If a school is closing for any reason, there are requirements for additional information to be submitted to Maine DOE:
* Replacement with a new construction requires a letter with new construction information.
* Closure due to lack of need requires proof of vote.
* Closure due to condemnation requires a letter of condemnation.
Please submit organization update information in writing to Kimberly.A.Hall at maine.gov<mailto:Kimberly.A.Hall at maine.gov> or to MEDMS.Helpdesk at maine.gov<mailto:MEDMS.Helpdesk at maine.gov>.
Upcoming Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/dbab7970-99f2-cc40-1941-d117940ec856.jpeg]May
* ESEA Demographics
* Maine Schools Application
June
* End of Year Reporting
* Behavior
* Bullying
* Exit students from State Synergy
July
* End of Year Reporting
* Attendance
* Truancy
* Special Education Exit Reporting
* EF-M-39A - subsidy allocation for adult education students 16-20 years old, exited from regular education and enrolled in adult education
Maine Schools/Maine School Approval
"Maine Schools" is the process by which the Maine DOE collects information about SAUs for the upcoming school year. Maine School Approval provides the Maine DOE with the attestation from SAUs and schools in Maine that all Maine statutory requirements are[https://mcusercontent.com/a582edd6473e477ef6307c769/images/001e36f2-4597-63d2-d08c-19e38f24186d.png] met. This report offers an opportunity to update contact information to ensure that the Maine DOE has the most current information. Student enrollments cannot be uploaded/entered into Connect until the Maine Schools process is complete.
Open Date: May 1
Due Date: June 30
Required to Report: all RSUs, CSDs, MSADs, municipal school units, Maine Indian Education, charter schools, state-operated schools, and private schools that accept publicly-funded students. Access to Connect and NEO will not be available without the completion of this report.
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ESEA Demographics
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/7aadf866-a0ec-af5f-a520-85955e8c9977.jpg]The ESEA Demographics Report is an aggregation of students enrolled on the federal accountability date each year for participation in state assessments during the current assessment administration. This report includes student demographic categories for assessment and accountability purposes.
Open Date: May 15
Due Date: June 15
Required to Report: all RSUs, CSDs, MSADs, municipal school units, Maine Indian Education, charter schools, state-operated schools, and private schools that accept publicly-funded students.
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End-of-Year Report Certifications
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/904b42bd-6dcd-ec35-3924-85892b5a6b1d.jpg]Four end-of-school-year reports require certification in June and July. These reports aggregate data from the entire school year's reporting timeframe. The Data Team will be hosting two webinars to cover reporting requirements for Attendance and Truancy, and Behavior and Bullying.
End of Year Report Certification Webinars:
* Daily Attendance and Truancy reporting - Tuesday, May 13 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6c194425bf&e=d89fcd9d0f>.
* Behavior and Bullying reporting - Thursday, May 15 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=57f3d740b4&e=d89fcd9d0f>.
Behavior Certification Report:
* Due Date: 6/30
* Resources: Behavior Certification Report instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6a75f450a3&e=d89fcd9d0f>
Bullying Certification Report:
* Due Date: 6/30
* Resources: Reporting instructions for this report are included in the NEO Bullying Reporting System module.
Truancy Certification Report:
* Due Date: 7/15
* Resources:
* Truancy definitions and reporting guidelines<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=95add23c99&e=d89fcd9d0f>
* Truancy Reporting Guidance<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=35f1561469&e=d89fcd9d0f>
Daily Attendance Certification Report:
* Due Date: 7/15
* Resources: End of Year Attendance Certification instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b6ec28aada&e=d89fcd9d0f>
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End-of-Year Enrollment Exits
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/a5bf705d-b9f6-48bd-aff6-01ad9799800e.jpg]All student enrollments must be exited from State Synergy with an exit date 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 ensure that fall reports are accurate. This can specifically impact graduation and dropout reporting in the fall. Information about exit codes for specific situations can be found on the Synergy Instructions page under the Data Dictionaries for Student Exit.
Resources:
* Webinar: Tuesday, May 27 at noon. (This webinar will also include Perkins 3S1 Career and Technical Education post-secondary enrollment.)
* Student Exit Data Dictionary<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=a16f592179&e=d89fcd9d0f> (Enrollment exit codes)
* Manually Exiting A Student in Synergy<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=215b210229&e=d89fcd9d0f> (video)
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Special Education Exit Report Exits
Students who have exited special education services during the reporting period (school year 2023-2024, July 1 - June 30) must have special education exit dates and an exit reason added to their enrollments in Synergy State Edition. Student information must be entered or uploaded into the Synergy State Edition by the school the student attends. If a student will still receive special education services next year, their special education status in Synergy remains the same. SAUs are required to certify the exit data using the Special Education Exit Report found in NEO on the Student Data/Student Reports module.
* Open Date: 6/1
* Due Date: 7/30
Resources:
* Webinar: Thursday, May 29 at noon
* Special Education Exit Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=6f793b657c&e=d89fcd9d0f>
* Special Exit Data Dictionary<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=e58c709226&e=d89fcd9d0f> (Special Education exit codes)
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Perkins 3S1 CTE Post-Secondary Placement
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/57d8bf93-36fc-d5cf-0404-6a130b0b5f07.jpg]This report is specific to SAUs and Regional Centers operating CTE schools.
Under the Carl D. Perkins legislation and applicable regulations, eligible agencies are required to submit the following reports each year: a narrative performance report pursuant to 2 CFR 200.329 and 34 CFR 76.720; financial reports pursuant to 2 CFR 200.328 and 34 CFR 76.720; and Performance data reports pursuant to section 113(b)(3)(C) of Perkins V.
To enable eligible agencies to efficiently and effectively meet their annual reporting requirements, the Maine DOE has combined these reports into a single reporting instrument, the Consolidated Annual Report (CAR). The CAR for the most-recently completed program year is due on January 31 of the following year. Maine has selected the following reports for its CAR Performance data reports pursuant to section 113(b)(3)(C) of Perkins V. submissions:
* 1S1: Four-Year Graduation Rate
* 2S1: Academic Proficiency in Reading Language Arts
* 2S2: Academic Proficiency in Mathematics
* 2S3: Academic Proficiency in Science
* 3S1: Post-Program Placement
* 4S1: Non-Traditional Program Concentration
* 5S2: Program Quality – Attained Postsecondary Credits
Due Date: 6/30
Resources:
* Webinar: Tuesday, May 27 at noon. (This will be part of the EOY Enrollment Exit Webinar.)
* Perkins V Grant – Accountability<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=0bb1c5a7b9&e=d89fcd9d0f>
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EF-M-39A – 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 instead of regular education. This report includes the number of 16-20-year-old students who have been exited from 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 January 1 to June 30 of the current school year. This report should be completed even if there are no pupils to report in the SAU. If that is the case, please check the box indicating none. This report is located in the NEO Student Data Module under Adult Education.
Data Dashboard Spotlight
ESSA Dashboard
The ESSA Dashboard is one of the Maine Department of Education's most utilized dashboards. The data aggregated in this dashboard are sourced from many of the end of year reports that are due soon. Ensuring that the data reported in End of Year Daily Attendance, Truancy, Bullying, Behavior, ESEA Demographics, and Graduation reporting are accurate will provide accurate data when the 2024-2025 ESSA Dashboard is developed in the fall. View the ESSA Dashboard here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2af9f9d9a9&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 from state and federal statutes.
Visit the Data Warehouse here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=20bf305bf0&e=d89fcd9d0f>.
Webinars & Training
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/87eb5eb3-a5c1-69fe-b55b-81a4e9eb0c67.png]Upcoming Webinars
ESEA Demographics Report Webinar
* Thursday, May 8 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=40960c0bf4&e=d89fcd9d0f>.
End of Year Daily Attendance and Truancy Data Certifications Webinar
* Tuesday, May 13 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=cc6a87eb84&e=d89fcd9d0f>.
End of Year Behavior and Bullying Data Certification Reports Webinar
* Thursday, May 15 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=4ef07c6e79&e=d89fcd9d0f>.
End of Year Synergy Enrollment Exits and Perkins 3S1 CTE-Post Secondary Reporting Webinar
* Tuesday, May 27 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=10c2872390&e=d89fcd9d0f>.
Special Education Exit Report Webinar
* Thursday, May 29 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=15af181d26&e=d89fcd9d0f>.
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Training
Registration Open for Summer Training
This year's summer training will include a workshop to explore the new student data collection system, Connect. We will walk through navigation, uploading, error reports, and other features. Summer training dates are listed below:
* July 29 - Caribou
* July 30 - Orono
* July 31 - Machias
* August 12 - Augusta
* August 13 - Biddeford
Due to changes in 2025-2026 that mainly impact student data collection, this year's summer training will focus on student data and student data collection processes. Registration is available here.<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=f3b7c12db2&e=d89fcd9d0f>
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=6cc287d77c&e=d89fcd9d0f> or contact Alexandra.Cookson at maine.gov<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=b0c7335c7e&e=d89fcd9d0f>.
Recorded Webinars - Webinars are recorded and posted to the Maine Department of Education's (DOE) Data Team YouTube playlist<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=7b32d8a4ee&e=d89fcd9d0f>. The videos can take a few days to render after a webinar has been recorded, 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 (Synergy) Training<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=73c5faa332&e=d89fcd9d0f>. (We recommend bookmarking this playlist, so you can refer to the videos in the future.)
Data Quality Tip of the Month
Validate data before certification. Once a data report has been certified and the report has closed in NEO, the data provided in the report is utilized in state reporting on the Maine DOE Data Warehouse, including reporting on the ESSA Dashboard. Compiled reports will be reflective of certified data, and they cannot be edited once reported. Please double-check and triple-check that the data is accurate before certification to ensure that the reports compiled by the Maine DOE Data Team accurately reflect the work of your SAU.
MEDMS Support Hours
Monday - Friday
8 a.m. - 4 p.m.
*Tuesdays and Thursdays from noon to 4 p.m., 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=1727b58041&e=d89fcd9d0f>
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