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How to Report a Students' Race / Ethnicity:
This data should have be collected on the “Collecting Racial and Ethnic Data” Form, Part 1.
If the box “Yes” is checked in Part 1, this student is Hispanic/Latino (A person of Cuban, Mexican, Puerto Rican, Cuban, South or Central American, or other Spanish culture or origin, regardless of race).
If the box, “No” is check in Part 1, the following options may be selected in Part 2 of the form.
American Indian or Alaska Native: A person having origins in any of the original peoples of North America and maintaining cultural identification through tribal affiliation or community recognition.
Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Black or African American: A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
A guide for connecting geographic/national origin with a race for reporting purposes can be found here if additional assistance is needed.
How to Report a Students' Sex
This is either a student’s birth gender or their preferred, self-identified gender. Only “Male” or “Female” are available options.
How to Report a Students' Language
How to Report a Student’s Limited English Proficiency and ELL Instrument Used
How to Report a Student’s Country of Birth
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NOTE: A Student record must exist / be created via the Ed-ID Portal before a Student Demographics (Education Organization Association) record can be submitted. For more on how to do this, click here. |
Student Education Organization Association records include:
Student’s Race and Ethnicity:
Report a student’s race and ethnicity data by referencing this Race Descriptor chart.
Utilize the Determining a Student’s Race and Ethnicity resource as needed.
NOTE: When a student’s race information does not match to data provided in Ed-ID an error message will be returned and either Ed-ID (source of truth) must be corrected or the record being provided to Data Exchange must be corrected.
Note: PK-12 Students reported in Data Exchange must have a Sex reported and “Unknown” cannot be reported.
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Student’s Gender:
Report a student’s birth or identified sex using the below identified descriptors for Data Exchange.
Sex Descriptor |
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Male |
Female |
NOTE: When a student’s sex information does not match to data provided in Ed-ID an error message will be returned and either Ed-ID (source of truth) must be corrected or the record being provided to Data Exchange must be corrected.
Note: PK-12 Students reported in Data Exchange must have a Sex reported and “Unknown” cannot be reported.
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Student’s Language:
Report a student’s language by referencing the list of Language Descriptors found here.
Utilize the Home Language Survey (English) (Spanish) resource as needed.
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Student’s Limited English Proficiency and ELL Instrument Used:
Students qualifying as an Multilingual Learner, reference the Limited English Proficiency Descriptor chart and the ELL Instrument Used Descriptor chart.
Report the student’s current limited English proficiency level obtained from a placement test, screening, or the last WIDA assessment.
this would be the same proficiency level as currently reported on the Multilingual Learners collection.
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Student’s Country of Birth:
Accurately report a student’s country of birth by referencing this Country Descriptors chart.
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Student’s Initial Date of Entry in US Schools:
Report US Initial School Entry Date for KG-13 grade level students born outside of the US or US territories
Note: Date of Entry into US schools begins when entering KG. This field should be left blank for PK students.
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Student’s Address:
Student Address information should be kept up to date throughout the school year.
Identify the type of address being reported for the student using the table below.
Type of Address |
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Home Mailing |
Schools may need to report both a home and mailing address on a student if the family prefers to have their mail delivered to a PO Box.
Note: The home address may be utilized to determine the student has legal residency within the state of Indiana while a PO Box does not provide this level of information. The state requires a “home” type address in case of audits to determine the student has legal residency within the state of Indiana.
Enter the AddressBeginDate
Report the first date of the school calendar, the first date of the student’s enrollment, or the first date of the student providing updated address information.
9. Enter the AddressEndDate
Report the last date prior to a student providing updated address information.
Schools are not required to provide updated begin/end dates to student address information when making a correction to a current address.
Schools are not required to provide end dates on all address records at the end of each reporting school year.
NOTE:
Address information is shared with other state agencies for relevant mailings to parents.
Address information is utilized in cases of audits to show proof the student resided in Indiana when receiving membership funding.
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