October Certification Timeline

Tickets requesting assistance with any of the October Certification datasets need to be submitted to https://help.doe.in.gov by 11:59 pm ET October 1, 2024.

Census Date = 10/1/2024

• Nightly Validations End: 10/2/2024 - manual validations may be performed 10/3/2024 thru 10/6/2024

• Certification Starts = 10/7/2024 - Data Correction Request must be submitted beginning 10/7/2024

• Certification Ends = 10/11/2024 - Certification/signoff to be completed by 11:59 pm

High Priority Task - Conflict Resolution

Conflicts related to October certification datasets:

• Multilingual Learners - 47

• Membership - 213

• Pupil Enrollment - 843

Conflicts must always be handled as a top priority task and should not be put on the back burner for a more convenient time. If conflicts are not resolved quickly, there is a great risk of preventing the appropriate LEA from having access to IIEP/IILP, TIDE rosters not to mention that when there are Membership conflicts, both conflicting LEA will be excluded from funding counts.

Also of note: there are currently 2,724 Special Education conflicts that need to be resolved. These conflicts will have a direct impact on IEP access.

HLS Amendment Forms

Be advised that Home Language Survey Amendment forms can still be faxed to IDOE but there is no guarantee that the requested change to the data will be made prior to the the October Certification close date.

Educator Evaluation Rating 2024 (ER)

Find the DOE- ER 2024 layout posted to Data Exchange Knowledge Hub > School Support Hub > Reporting Guides > Staff Employment and Staff Injury. The ER file needs to be uploaded to the STN Application Center for the 2023-2024 school year.

Educator Rating (ER) Signoff

As has been the case the past two reporting years, if all ER data has been submitted to the Application Center and the CE Missing ER report is blank, consider the ER submission complete. It is recommended that you download the ER Roster under Data Verification > Roster Downloads.

Pupil Enrollment Counts and Free/Reduced Counts

Reminder to pay close attention to your Pupil Enrollment and Free/Reduced counts. Do the PE counts reflect all students being educated in your LEA including PK students? If students are missing, has the race or language for the student been reported to DEX? Are all students on the roster? All students eligible for Free/Reduced meals must have the appropriate Food Service program record reported to DEX, whether or not the LEA/School participates in a school lunch program.

Office Hours for 2024-2025

Beginning in September, 2024, weekly DEX Office Hours sessions will return to a Tuesday only schedule. 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, October 8, 10:30 - noon ET, open forum

• Tuesday, October 15, 1:00 - 2:30 pm ET, Homeless (McKinney Vento)

• Tuesday, October 22, 10:30 - noon ET, High Ability

• Tuesday, October 29, 1:00 - 2:30 pm ET, Special Education

• Tuesday November 12, 10:30 - noon ET, Discipline

• Tuesday, November 19, 1:00 - 2:30 pm ET, Course Outcomes

• Tuesday, November 26, 10:30 - noon ET, open Forum

• Tuesday, December 3, 1:00 - 2:30 pm ET, EdData Dashboards

• Tuesday, December 10, 10:30 - noon ET, Graduate

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

• Tuesday, December 31, 10:30 - noon ET, open forum

From Office of Technology

Difficult to Fill Teacher Positions

IDOE is collecting information as a result of requirements regarding teacher statistics in IC 20-19-3-20. The purpose of this survey is to identify positions which are "critical shortage areas, as determined by unfilled vacancies." This survey collects information about the 2022-2023 and 2023-2024 school years and should be completed by each school corporation and charter school. Please submit this survey by Friday, October 11. It is important this survey be completed even if your school corporation did not have vacancies which meet the “difficult to fill” definition used in the survey. Contact IDOE with any questions.

REMINDER: Mandatory and Voluntary Graduation Rate Audit

All schools that are subject to the mandatory graduation rate audit of the 2024 cohort have been notified by email. If you did not receive an email and/or are unsure if your school was selected, please check the list of mandatory audit schools (enrollment key: “AccountabilityCommunity”). Every high school should review their 2024 cohort. If there are students in the 2024 cohort with an incorrect (non-graduate) cohort status, please submit those students on the voluntary graduation rate audit. All schools are welcome to participate in the voluntary graduation rate audit, and it is the final opportunity to request a change to the 2024 cohort. The mandatory and voluntary graduation rate audits will be open from Wednesday, October 2, through Friday, October 25. Contact IDOE’s Office of Accountability with any questions.

From Office of School Finance

Residency Requirement Reminder

As the school year starts for many, please ensure that your school is following the requirements for verification of Indiana residency. Please see this memo for the requirements. Contact IDOE's Office of School Finance with any questions.

Special Education Program Record Best Practice

Students that are involved in a Special Education Evaluation should be reported to DEX with an SE program record throughout the evaluation process. Do not wait until the evaluation has completed. If the student is found ineligible, the program reported will be Undefined and IDEA will remain False.

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.

InView Tile No Longer Available

Please utilize the GPS webpage to find the data you are looking for. Indiana Graduates Prepared to Succeed (GPS)

STN Application Center Retirement

IDOE will be retiring the STN Application Center in the second quarter of 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.