Externally Managed Data August 6, 2020

Externally Managed Data August 6, 2020

WHY IS SOME DATA NOT MANAGED BY THE SCHOOL DISTRICT? Some data are needed for state or federal reporting, but districts are not the source of record Some data were entered by a school that the student previously attended and this data cannot be changed by the current school district without consulting MDOE It is important for staff at districts to be aware of these data points to ensure students are receiving appropriate services

WHAT? Foster Care Indicator Migrant Student Indicator Direct Certification - Economic Disadvantaged indicator (and free lunch eligibility) for: Students receiving some government program benefits Foster care students Migrant students Homeless students English Learner Information Residential (State Agency Client) Indicator

WHERE DOES IT COME FROM AND WHEN IS IT UPDATED? Foster Care Data transfer from: Maine Department of Health and Human Services Child and Family Services Data transferred every Monday night and NEO updated every Tuesday morning (10:00am-ish) Match is done programmatically on First Name, Last Name, and Date of Birth If you believe a student should be a foster care student and the student is not flagged, contact the Helpdesk – sometimes the names don’t match between the systems and we have to match them manually. But sometimes the student maybe in a situation that isn’t technically foster care.

WHERE DOES IT COME FROM AND WHEN IS IT UPDATED? Migrant Students Notification from: Maine Department of Education Migrant Education Program When there are multiple new students per week (usually beginning of school year) - Data file of matches transferred every Monday night Then only a new student is identified Match is done manually by MEP staff on First Name, Last Name, and Date of Birth and statestudentid sent to Data Team to have the students flagged in NEO

WHERE DOES IT COME FROM AND WHEN IS IT UPDATED? Direct Cert – Economic Disadvantaged 1. Data transfer from: Maine Department of Health and Human Services Office For Family Independence Data transferred every Monday night and NEO updated every Tuesday morning (10:00am-ish) Match is done programmatically on First Name, Last Name, and Date of Birth 2. Student identified as Foster Care 3. Student identified as Migrant 4. Student identified by district as being homeless

WHERE DOES IT COME FROM AND WHEN IS IT UPDATED? English Learner Indicator If a student was identified as an English Learner at a prior Maine school enrollment, identification will follow the student through subsequent enrollments Only MDOE can exit students from EL status – this happens when students receive a proficient score on the English Proficiency Assessment or by MDOE staff when a determination has been made that a student was incorrectly identified.

WHERE DOES IT COME FROM AND WHEN IS IT UPDATED? Residential (State Agency Client) Indicator Flagged by staff in MDOE Office of Special Services When identified

WHY? Foster Care Indicator Foster care students are a defined student group for Every Student Succeeds Act (ESSA) reporting Education data on these students is shared back to DHHS Districts may bill MDOE Special Services for special education costs for these students Informational for districts as to who is eligible for special education cost reimbursement Informational for districts and schools as to whom we will be reporting data

WHY? Migrant Student Indicator Migrant students are a defined student group for ESSA reporting Informational for districts and schools as to whom we will be reporting data for

WHY? Direct Certification Sets eligibility for students to receive free lunch without parents filling out forms Sets Economic Disadvantaged Indicator Extra funding from both state and federal government for schools and districts Economically disadvantaged students are a defined student group for ESSA reporting Informational for districts and schools as to whom we will be reporting data for

WHY? English Learner Information EL students are entitled to EL services and must take an annual English Language Proficiency assessment (currently WIDA) EL students are a defined student group for ESSA reporting EL students are a defined student group for additional USDOE reporting Extra funding from both state and federal government for schools and districts Informational for districts and schools as to who needs services and whom we will be reporting data for

WHY? Residential Flag Districts may bill MDOE Special Services for special education costs for these students Informational for districts as to who is eligible for special education cost reimbursement

WHAT IF ITS WRONG? Foster Care Contact the Helpdesk 207-624-6896 [email protected] Its possible the student’s name did not match between the systems – Data team staff will check It is also possible that the student is in a living situation that is not actually foster care. Migrant Contact the Helpdesk 207-624-6896 [email protected] - Data team staff will check with Migrant Education Program staff

WHAT IF ITS WRONG? Direct Cert If student is on the list and you don’t agree – this list overrides and the student is considered economically disadvantaged – students do not come off the list If the student is not on the list and you believe that the student should be Contact the Helpdesk 207-624-6896 [email protected] Its possible the student’s name did not match between the systems – Data team staff will check against DHHS dataset

WHAT IF ITS WRONG? English Learners Contact April Perkins 207-624-6627 [email protected] Residential Contact Lori Freeman 207-624-6845 [email protected]

Questions Charlotte Ellis, Data Manager [email protected] (207-)624-6696 http://www.maine.gov/doe/data/helpdesk.html