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Maine School Data Training - Enhancing Reporting Skills

Join Maine Department of Education's staff for a comprehensive training session on understanding and reporting staff and student data effectively. Explore why data matters, data security, valuable resources, upcoming changes for 2020, and essential topics like DC&R, school approvals, graduation reports, and more. Learn valuable insights to improve data accuracy, timeliness, and completeness for funding and improvement purposes.

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Maine School Data Training - Enhancing Reporting Skills

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  1. Data TrainingSummer 2019

  2. MDOE Staff here today • Ryan Cunningham – Data Systems Helpdesk Manager • Charlotte Ellis – Data Manager • Paula Gravelle – School Finance Manager • Kathy Warren – Data Systems Manager • Drew Mitchell - Management Analyst • Michael Mikrut – Helpdesk Analyst • Trevor Burns – Student Data Coordinator • Sarah Adkins – Student Assistance Coordinator

  3. Topics for the day • Why Data Matters – Charlotte Ellis & Paula Gravelle • A.C.T. & Data Security – Ryan Cunningham • Web Page and helpful resources – Ryan Cunningham • What's New for 2020 – Ryan Cunningham • DC&R – Kathy Warren • Maine Schools/Approvals – Kathy Warren • NEO Staff Module & MEIS – Drew Mitchell • Graduation/Student Reports – Trevor Burns • Synergy – Michael Mikrut • Behavior/Bullying and RAS – Sarah Adkins • Truancy – Gayle Erdheim • Questions, Comments and Concerns

  4. Purpose • The purpose of this training session is to assist districts in understanding and reporting staff and student data in an accurate, complete and timely manner. • The data requested by the state is data required by state statute, rule and/or federal law and plays an important role in funding. • Districts can utilize this data for school, educator and student improvement purposes.

  5. Why Data Matters 2019 Maine Department of Education School Finance and Operations Team Charlotte Ellis – Education Data Manager Paula Gravelle – School Finance Manager

  6. Why MDOE Collects Data # - Accountability and/or Required Reporting $ - EPS $F – Federal Funding § - Statutory Requirement

  7. Data Collections # - Accountability and/or Required Reporting, - $EPS, $F – Federal Funding, § - Statutory Requirement • Attendance- $F, # • Behavior - §, # • Career and Technical Education (CTE) - $, $F, §, #

  8. Data Collections # - Accountability and/or Required Reporting, - $EPS, $F – Federal Funding, § - Statutory Requirement • Certification - §, # • Incorrect data entry could also have potential personal costs and/or frustrations for your staff • Dropouts - §, # • Economic Status - $, $F, #

  9. Data Collections # - Accountability and/or Required Reporting, - $EPS, $F – Federal Funding, § - Statutory Requirement • English Learners - $, $F, # • Graduation - §, # • Maine Schools/School Approval - $,$F,§,# • Special Education - $,$F,§,#

  10. Data Collections # - Accountability and/or Required Reporting, - $EPS, $F – Federal Funding, § - Statutory Requirement • Staff - $,$F,§,# • Incorrect data entry could also have potential personal costs and/or frustrations for your staff • Student Enrollment - $,$F,§,#

  11. Data Collections # - Accountability and/or Required Reporting, - $EPS, $F – Federal Funding, § - Statutory Requirement • Student Personal $,$F,§,# • Truancy - §,#

  12. Equity versus Equality

  13. EPS Per-Pupil Rates – ED 279 Page 1 Elementary and secondary per-pupil rates are calculated for each school district. Elements used in this calculation: • Number of students attending the schools in the district • EPS Staff Positions: • Experience and education level of staff • Ratios of students to staff • Salary matrixes • Percentages for benefits • Other Support Per-Pupil Costs • Substitute Teachers; Supplies & Equipment; Professional Development; Instructional Leadership Support; Co- and Extra-Curricular Student Support; System Administration/Support; Operations & Maintenance • Regional Adjustments

  14. Operating Cost Allocations – ED 279 Page 2 Key components for operating allocations • Subsidizable student counts: • PreK, K-8, and 9-12 • Adult Ed course counts for 16-20 year olds • Equivalent instruction • Weighted student Counts: • Economically Disadvantaged • English Learners • Additional Targeted Funds: • Assessment • Technology Resources • PreK and K-2 • Economically Disadvantaged • Isolated Small School Adjustments

  15. Other Allocations – ED 279 Page 3 Key components for other allocations • Other Subsidizable Costs • Approved Gifted & Talented programs • Special Education – EPS Allocation • Special Education – High Cost Out-of-District Allocation • Transportation Operating – EPS Allocation • Approved Bus Purchases • Teacher Retirement – Normalized Cost (employer share) • Debt Service Allocations • Principal & Interest Payments approved for subsidy purposes • Approved Leases • Insured Value Factor

  16. State and Local Shares – ED 279 Page 4 Key components for determining State and Local shares • Subsidizable Student Counts • Total Allocations • Operating Allocation • Other Subsidizable Cost Allocation • Teacher Retirement Allocation • Debt Service Allocation • Fiscal Capacity – State Valuation by Town • Beginning in FY 20, Lesser of 3-Year Average Valuation or Previous year Valuation • State Appropriation

  17. Data Errors from FY 20 Subsidy Calculation

  18. Data Errors from FY 20 Subsidy Calculation

  19. If you have questions or ideas on how we can help you ensure accurate and complete data - Please contact us! • Charlotte Ellis – Education Data Manager charlotte.ellis@maine.gov – 207.624.6696 • Paula Gravelle – School Finance Manager Paula.B.Gravelle@maine.gov – 207.624.6792 #WhyDataMatters

  20. A.C.T.- Accurate, Complete & Timely • State and federal reportable data submissions need be accurate, complete and timely and in order to be of use to: • District and school administrators • Educators • Policymakers & Lawmakers • Program-decisionmakers • Parents • Community members

  21. Data Security • FERPA-Family Educational Rights and Privacy Act • Sending identifiable student information over unsecured email is a Federal FERPA violation. • If sending anything other than a student or staff ID number please request a secure email. • Requesting a Secure Email is as easy as sending the helpdesk an email asking for a secure email.

  22. Current Web Page • https://www.maine.gov/doe/data-reporting/collection/helpdesk

  23. NEO, Synergy and MEIS Access • Users must first have an active staff assignment in NEO Staff • Superintendents MUST approve access • ONLY Superintendents may have Superintendent access rights • Rights/views will look different depending on access – not everyone sees the same • Online access request forms are located on the Helpdesk web page  https://www.maine.gov/doe/data-reporting/collection/helpdesk

  24. What's New for 2019-2020 Student Data

  25. What's New for 2019-2020 – Student Data • Start Status field has been added to the Student Personal upload to avoid duplicates • 4YO’s and Early Kindergarten to be merged into one grade – Pre-Kindergarten (PK) • Exit code 01918 has been changed from home school to home instruction to align with statute • Exit code 01917 has had Arthur R Gould added to the description

  26. What's New for 2019-2020 – Student Data • Updated Alternate Economically Disadvantage Survey • Not for nutrition purposes and should not be collected or entered by your nutrition staff • SAUs) that do not collect school lunch information because they have chosen to implement the Community Eligibility Provision (CEP) for the federal school nutrition funds purposes, or for some other reason; are still required to report individual student information • The State Department of Education will utilize the Economic Status to determine the Economically Disadvantaged percentage for each school administrative unit’s subsidizable students.

  27. What's New for 2019-2020 – Student Data

  28. What's New for 2019-2020 – Student Data • NEO Home Instruction Module • Monthly Data Team Webinars • Web Service/API (Application Programming Interface) • JIT (Just in Time) Videos

  29. What's New for 2019-2020 – Student Data • Non-Maine School will now hold concurrent enrollments with the responsible district holding the primary enrollment. • Responsible districts that do not operate a school with the students grade level will need to work with other districts to find a school to hold the primary. If this becomes an issue then the responsible district should contact the MEDMS helpdesk for assistance.

  30. Changes to Truancy Collection for 2019-2020 • The following fields have been removed from Truancy upload and data entry screens: • End Date • End Status • End Comment • Pause Date • Pause Code • Pause Note • Resume Date • Resume Note

  31. Changes to Truancy Collection for 2019-2020 • Truancy incidents will auto-close and end date when enrollments are exited with the following exit reasons:

  32. Changes to Truancy Collection for 2019-2020 • Notes are no longer required for the following actions: • Superintendent notification • Parent notification • School Board notification • Official Parent Meeting • While there is no longer a dependency between Intervention plan (1) and Notification of Superintendent (2) and there is no longer a dependency between Parent Notification (3) and School Board notification (4) • Intervention plan and Notification of Superintendent MUST be done before Parent Notification and School Board notification

  33. Changes to EL Data Collection for 2020 • Addition of an “EL Reentry Date” online form https://mainedoe.co1.qualtrics.com/jfe/form/SV_0SoEvVrkhi4mzYN • Removal of Sign Language as Language Option • The Removal of 37 Antiquated Languages • Removal of the Following from Enrollment Upload and Manual Entry: • ShelteredEnglish • HeritageLanguage • BilingualEducation

  34. Changes to EL Data Collection for 2020 • Addition of the Following English Learner Program Types: • Transitional Bilingual • Instruction begins in the students’ primary/home language, in order not to delay content learning. Students develop English proficiency as quickly as possible so that all instruction may then be in English.

  35. Changes to EL Data Collection for 2020 • Dual Language or Two-way Immersion Instruction is in the students’ primary/home language part of the time and in English the rest of the time, with the goal of developing proficiency and academic skills in both languages. Two-way immersion programs include students from each language group.

  36. Changes to EL Data Collection for 2020 • English as Second Language (ESL) or English Language Development (ELD) Instruction is in English only. Students learn academic content through English while developing proficiency in English. Typically, ESL/ELD programs involve direct pull-out or push-in instruction from an ESL-endorsed teacher.

  37. Changes to EL Data Collection for 2020 • Content Classes with integrated ESL support Instruction is in English only. The ESL-endorsed teacher supports the content teacher in delivering effective instruction for English learners, and/or the content teacher is ESL-endorsed.

  38. Changes to EL Data Collection for 2020 • Newcomer programs Recently-arrived immigrants, especially those with limited or interrupted formal schooling, are provided with intensive language, cultural, and academic skills programming to prepare them to enter the mainstream. Typically, students remain in newcomer programs for no longer than one year, per federal guidance.

  39. Changes to CTE Data Collection for 2020 • Displaced Homemaker title has been changed to Out-of-Work Individual. • Has worked primarily without remuneration (no pay) to care for a home and family, and for that reason has diminished marketable skills; or • Is a parent whose youngest dependent child will become ineligible to receive assistance under part A of title IV of the Social Security Act (42 U.S.C. 601 et seq.) not later than 2 years after the date on which the parent applies for assistance under such title; and • Is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.

  40. Changes to CTE Data Collection for 2020 • New field being added – 700 Institutional Hours per Year (The student is receiving at least 700 instructional hours in the CTE program in one year). • The 700 hour field will be used rarely and is for students who are registered in the same program and same school twice within a given year (a student taking 2 years of instruction in 1 year).

  41. Changes to Military Connected Student Indicator for 2020

  42. What's New for 2019-2020 Staff Data

  43. What's New for 2019-2020 – Staff Data • Educator ID added to the Certification Application Look-up

  44. What's New for 2019-2020 – Staff Data • Educator ID added to the NEO Staff Search

  45. What's New for 2019-2020 – Staff Data • Private schools no longer required to enter staff FTE’s or salaries.

  46. What's New for 2019-2020 – Staff Data • New Staff Position – JMG Skills Instructor • A JMG Skills Instructor is a contracted staff member employed by Jobs for Maine Graduates that teaches courses aimed at building student’s post-secondary career skills. Required certifications, endorsements and/or licenses: None*.

  47. What's New for 2019-2020 – Staff Data • New Staff Position – Visiting Teacher A teacher from a country other than the United States who is participating in a visiting teacher program established and administered by the Department or a locally established sister-school exchange may teach in a school in Maine. The teacher is authorized to act as an adjunct to existing staff and may not be used to avoid the hiring of professional, certified teachers. Required certifications, endorsements and/or licenses: None*.

  48. Data Collection & Reporting (DC&R) Kathy Warren

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