[SchoolFinance] FW: Data Reporting Update | September 2025
Gravelle, Paula B
Paula.B.Gravelle at maine.gov
Tue Sep 2 16:01:33 EDT 2025
FYI...
View this email in your browser<https://mailchi.mp/maine/maine-doe-data-reporting-update-march-1593938?e=d89fcd9d0f>
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September | 2025
News & Updates
In keeping with our commitment to predictability and reliability, the Maine Department of Education (DOE) Data Team has made the decision to utilize Synergy State Edition for the Fall 2025-2026 data collections. The work to roll out the new system, Connect, will continue, and school administrative units (SAUs) will be provided additional opportunities for training in order to better meet needs identified in Summer Training. A priority notice was sent out on Tuesday, August 19, with this information and can be found here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=eb05e07932&e=d89fcd9d0f>.
Enrollment in State Edition Synergy for the 2025-2026 school year is open, and SAUs may begin enrolling students.
Upcoming Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/fc473c86-bb60-5aba-b6b6-24152023f403.png]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
Staff Data Entry
NEO Staff was rolled to the 2025-2026 school year on July 1. During this rollover, all staff were updated to pending status. 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<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3ef0f3439e&e=d89fcd9d0f> - recorded Tuesday, August 26
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Alternate Economic Status Form
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/b5fd457e-90f5-9cbc-fc65-b549d2319c0a.png]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.
An annual collection of Economic Status data is essential for EPS funding.
Resources:
* Alternate Economic Status Form for FY2<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=613582fe33&e=d89fcd9d0f>6<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=46f031b313&e=d89fcd9d0f>
* Economic Status Reporting Webinar on September 4 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=7c88088d63&e=d89fcd9d0f>.
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Assessment Rostering
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/cab19097-8049-bad6-e9f6-6ce363168fa0.png]The fall assessment window will be from September 15 through October 24. Students must be enrolled in Synergy 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 Synergy 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 for students who were enrolled in public education at any point from October 1, 2024, to September 30, 2025, and are expected to return but are not enrolled on October 1, 2025. "Expected to return" is determined based on the student's last exit code from State Synergy. 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=c49a67455e&e=d89fcd9d0f>.
* Dropout Certification Report Instructions<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=620884c141&e=d89fcd9d0f>
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EPS Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/721c3bc3-7c32-0013-3c3b-fbc0af59ca8f.png]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=1e058e26ad&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=c6c1cdf4c6&e=d89fcd9d0f>.
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Special Education Reporting
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/9f52b3ac-b99d-7eb7-7cdd-b8c8ec249109.png]The October 1 Student Enrollment and NEO Staff Certification reports include data used for federal reporting of students receiving special services and staff providing special services. 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=447a457f3e&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=498e4ba906&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, Synergy. 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 Synergy.
Eligible students who generate a proportional share are students who meet ALL of the following criteria:
* Enrolled in a non-public school on October 1 of the reporting year
* Would otherwise attend a Title I school in their resident public SAU
* The 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
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=21d0d8709a&e=d89fcd9d0f>.
* State Reporting System Training Request Form<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=081a063539&e=d89fcd9d0f> - Set up a training session with Alexandra Cookson, Maine DOE Data Quality Trainer, to learn how to navigate Synergy/Connect and generate uploads.
Data Dashboard Spotlight
Schools and SAUs Dashboard
The Maine DOE collects organizational data about Maine schools and SAUs. This dashboard can be sorted by SAU type and grade levels served and has a great map showing the locations of Maine schools across the state! Check out this dashboard on our Data Warehouse under Schools & SAU Data<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=1be0d8cd3a&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 and 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=40b01fc71a&e=d89fcd9d0f>.
Webinars & Training
[https://mcusercontent.com/a582edd6473e477ef6307c769/images/87eb5eb3-a5c1-69fe-b55b-81a4e9eb0c67.png]Upcoming Webinars
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=6268bf67f7&e=d89fcd9d0f>.
Economic Status Reporting Webinar
* Thursday, September 4 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=3d7191f4a6&e=d89fcd9d0f>.
Multilingual Learner Reporting Webinar
* Tuesday, September 9 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=64c4fecc43&e=d89fcd9d0f>.
Special Education Enrollment Webinar
* Thursday, September 11 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=2bf1d81d5e&e=d89fcd9d0f>.
CTE Connect Enrollment Webinar
* Tuesday, September 16 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=759d5519fb&e=d89fcd9d0f>.
Dropout Reporting Webinar
* Thursday, September 18 at noon - Register here<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=12a30ef369&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=ef9ae57133&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=92478b94d2&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=42faa27a4e&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=0af6d10b95&e=d89fcd9d0f> or contact Alexandra.Cookson at maine.gov<https://maine.us2.list-manage.com/track/click?u=a582edd6473e477ef6307c769&id=581759d60e&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=2f41b6dd63&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 Student Data Specialist is a district role assigned in NEO Staff. The Maine DOE Data Team uses the contact information for staff in this role to communicate important data reporting updates. During the transition to Connect, please ensure that SAU staff are up to date in the Student Data Specialist district role, so that updates are effectively communicated.
This note can be extended to all district roles assigned in NEO Staff. All contacts in each role are used for specific outreach from the Maine DOE.
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=2fc605e6fe&e=d89fcd9d0f>
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