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Data Exchange Weekly Announcement for 12/19/2024

Announcements

Item #1

Data Reporting Holiday Closures

  • Data Reporting support will not be available Tuesday and Wednesday, December 24, 2024 and December 25, 2024, for the Christmas Holiday.

  • Data Reporting support will not be available Wednesday, January 1, 2025 for New Year’s Day.

  • Data Reporting support will not be available Monday, January 20, 2025 for Martin Luther King Day.

Item #2

Office Hours for 2024-2025

Data Exchanges Office Hours are available weekly on Tuesday. The session times will alternate weekly between a morning session and an afternoon session.

Access to the Office Hours Submit Question button and Office Hours Question Responses button as well as a button providing connection to the Office Hours session can be found in Knowledge Hub > Communications Hub > Upcoming Events.

Office Hours Schedule

  • Tuesday, December 17, 1:00 - 2:30 pm ET, open forum

  • Tuesday, December 31, CANCELLED

  • Tuesday, January 7, 1:00 - 2:30 pm ET, open forum

  • Tuesday, January 14, 10:30 - 12:00 pm ET, EV/TR/HB - Brandon Myers presenting

  • Tuesday, January 21, 1:00 - 2:30 pm ET, open forum

  • Tuesday, January 28, 10:30 - 12:00 pm, open forum

Item #3

Future Enrollments and Membership Conflicts

IDOE is aware that Membership Conflicts are being created where the student is currently enrolled and attending at School A but School B has received information from a parent that after the winter break the student will be enrolled at School B. If School B enters the student in the SIS AND sends the data to DEX, a Membership Conflict will be created. There are two options for handling this situation.

  1. Work with SIS vendor to determine how to prevent the future enrollment from sending to DEX.

  2. It is be necessary to live with the conflict until School B entry date is reached AND School A has with drawn the student. NOTE: School A must also provide end date on the SEORA (responsibility) record.

Item #4

Corrected 2025 Alt Ed Program List Posted

The 2024-2025 Approved Alternative Education Program List has been posted to DEX Knowledge Hub > School Support Hub > Reporting Guides > Alternative Education > References https://idoe.atlassian.net/wiki/spaces/IKHTV/pages/411729936/Alternative+Education+Programs

Reminder: Alternative Education Program Records

If 2024-2025 program records have already been submitted to DEX, be advised that there may have been Alternative Programs submitted that have had a program name change, or possibly in some cases the program was not renewed for this current school year. SIS vendors are aware of this concern and will work with their customers to assist with making corrections to already submitted data as needed. As has been posted in previous announcements, the 2024-2025 Alternative Program List would not be finalized and ready for submission until early to mid-November 2024. Since there have been similar concerns in previous years IDOE has worked with IDOE business owner to determine how to have the programs identified and the list available in August of each school year to avoid the same continuing issue.

Working with your vendor, please make every effort to clean up any Alternative Education program records by January 6, 2025. IDOE can provide this link that identifies which programs have had a name change or did not renew for the current school year to assist with cleanup. Be advised that on January 6, 2025, IDOE will be deleting out of the ODS any records where the incorrect program has been reported and also on this date, IDOE will no longer accept unapproved Alternative Program names. (If SIS does not delete the incorrect program record, it will be deleted by IDOE).

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Other Business Owner Announcements

Item #1

Historical Announcements

Item #1

2025-2026 Elementary/Middle and High School Course Titles and Descriptions (CTDs) Now Available

The 2025-2026 High School CTDs and 2025-2026 Elementary and Middle School CTDs provide important guidance as school leaders prepare their course and content offerings for the upcoming year. In addition to core content and general elective course updates, the 2025-2026 High School CTD includes updates specific to career and technical education course offerings. Codes listed before each program/course title and descriptions will be used for IDOE data reporting. IDOE is finalizing a separate companion document for the 2025-2026 school year which will include information such as course codes and titles, course durations, available credits, recommended and required course prerequisites, dual credit designations and which course(s) support a variety of Graduation Pathways. Contact IDOE’s Office of Teaching and Learning with any questions.

Item #2

From Office of Technology

Attendance Insights Review

As we approach the mid-point of the school year, please take a look at the attendance insights dashboard to review attendance data. A couple of reminders:

  • Check the Timely Submissions tab of the report to see if your school is up-to-date with submission of attendance data.

  • Check on unexcused absence rates (Attendance Event Insights tab). How is your school doing with regard to habitual truancy?

  • Review the projected chronic absenteeism numbers for your school (Absenteeism and Truancy Insights tab). How do these compare with last year’s numbers?

  • Graduates Prepared to Succeed (GPS) updated the K-12 data metrics just prior to Thanksgiving. This included an update to the rate of students with a 94% attendance rate for 2024. Consider comparing your GPS 94% attendance rate numbers for 2024 with where you are tracking for 2025.

IDOE Data Request Process

This week, the IDOE launched a new data request process in order to provide better service.  Detailed forms are now available to data requesters tailored to the type of data being requested.  The link to the new process is available here. Contact http://help.doe.in.gov with questions.

Item #3

School Health Report Reminder

School Health staff have received an email stating that the School Health Report would be accessible by December 2, 2024. Please be sure that staff needing access to the School Health Report tile in LINK have been assigned the “School Health” Staff Assignment.

Item #4

Key Contact Display in LINK Portal

Key contacts, including the roles of superintendent, financial contact, special education director, principal, Data Exchange contact, etc., are now displayed within the LINK Portal for all users to view. After logging into the LINK Portal, click on the “Contacts” tab at the top of the screen to view. Search for your organization and then click on the “Full Directory” link. If you are a Key Contact for your organization, please review this information for accuracy. Information for how these data are provided to IDOE is included below. 

 Designation of Key Contacts

Security coordinators for all traditional public, charter, and accredited non-public schools are responsible for ensuring their organization’s key contacts for the 2024-2025 school year are set. Key contacts, including the roles of Superintendent, Financial Contact, Special Education Director, Principal, Data Exchange Contact, etc., are needed for the 2024-2025 school year even if those contacts were provided last school year. 

For school corporations that have an Ed-Fi student information system (SIS), key contacts and other staff role assignments should be entered and managed in the local SIS, and then provided to DEX/LINK for the new school year. However, all three options below are available:

  1. Provide staff classifications in the local SIS per the vendor’s instructions,

  2. Add a staff type manually for the 2024-2025 school year via the Security Portal, or

  3. Upload templates 008_StaffAssociation_StaffEdOrgAssignmentAssociation and 009_StaffOrganizationContactAssociation into DEX. 

Schools utilizing options two and three may cause overriding or loss of data. Schools should connect with their SIS vendor to better understand how to avoid data loss when providing data via multiple methods. IDOE is now recognizing only the 2024-2025 school year assignments. Security coordinator instructions can be found here. Contact IDOE’s Data Exchange Team with any questions.

Item #5

Access to EdPlan Tile - Student Support Plans

New users who have the Student Support Plans role and are getting the following error

Error:

Authentication Error: ‘Either First Name and Last Name or Full name are required.’

  1. Verify that the SPN is associated to the Student Support Plans classification

  2. Reach out to PCG (indianaiep@pcgus.com) for assistance.  

  3. Schools need to provide PCG with the User’s Name and SPN for Account Setup. 

Item #6

TIDE Roster Updates

We have learned that students will not be updated to TIDE rosters if the Student Demographic data is not complete. Where appropriate, the fields that must be amended to the Student Demographic record are Language, Race, ML Proficiency level, EL Instrument Used, Birth Country, Address, Address Begin Date, Address End Date, Email Address.

If a student has not updated to the TIDE roster, navigate to the Review page in DEX, activate the filter and enter the STN for the missing student then download the resource. Most likely there will be missing data on this record. Once this data has been provided to DEX for the student the TIDE roster should be updated within 24-48 hours.

Item #7

InView Tile No Longer Available

Please utilize the GPS webpage to find the data you are looking for. https://indianagps.doe.in.gov/

STN Application Center Retirement

IDOE will be retiring the STN Application Center by the end of March, 2025. This system is being replaced by newer systems including Data Exchange, Ed-ID, a new Choice Voucher Application, and an EdData report called Student Data Backpack. Local data administrators should login to the STN Application Center and download any certified roster data that your school requires under Administration > Retrieve Data, as historic data will not be available via any tool in the future. IDOE’s Data Exchange Team is also compiling feedback on which current-year reports are still being utilized by Data Administrators for state reporting purposes, other than the STN Lookup. Please submit this information here. Contact the Data Exchange Team with any questions.

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