February Membership Count Timeline

Update 1/31/25: If assistance is needed with resolving Membership validation messages, please submit your ticket as quickly as possible. Waiting to create a ticket for a known concern until the last minute has the potential of not being addressed prior to the end of certification.

• Monday, February 3, 2025 - Census date

• Tuesday. February 4, 2025 - Last nightly validation run

• Wednesday, February 5, 2025 -If validation is necessary, utilize the Rerun Rules Validation button on the Validate page.

• Monday, February 10, 2025 - Certification starts - if validation is necessary to make corrections to the February Membership count, a Data Correction must be requested by the school administrators responsible for certification/signoff. Find the request link via the Certify page in DEX.

• Friday, February 14, 2025 - Certification closes at 4:00 pm ET. No validations will be approved after 4:00 pm ET. It is strongly recommended that no validations be requested after 2:30 pm ET in order to have sufficient time to review data and complete signoff before 4:00 pm ET.

Ed-ID Unavailable

Ed-ID will not be available Friday, January 31, 2025 from 7:00 am ET to 10:00 am ET while system updates are underway.

Student Data Backpack Rollout

Rollout of the Student Data Backpack (SDB) is on track to be accomplished by the end of March 2025. Be watching for more information in the coming weeks. The purpose of the SDB is to provide a single data structure and reporting interface location for all data related to the academic record of a student within the IDOE school system. Access to SDB will be via the EdData tile on the LINK portal.

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

February office hours sessions are currently scheduled as open forum sessions. Please refer to the Calendar on the Upcoming Events page in Knowledge Hub. As always sessions are scheduled for each Tuesday at alternating times.

The Membership Refresher slide deck presented by Brenda Erbse, Tuesday, January 28, 2025, has been posted to Knowledge Hub > School Support Hub > Reporting Guides > Membership > Tutorials

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.

IEP/ILP Support Staff Association and Co-op

FAQs related to this new staff association that will provide the ability to contact PowerSchool support for support have been added to Knowledge Hub > School Support Hub > FAQ Library > Special Education > IEP

Help Ticket Creation - All Info Accurate?

Please take a moment to verify and change if necessary the phone number that is auto filled when creating a help ticket. We are receiving a fair number of tickets that contain phone numbers and/or extension numbers are are incorrect. If the field in the form is blank, please complete so that IDOE staff has access to all necessary contact information.

From Office of Technology

REMINDER: Identify New IEP/ILP Support Contacts by Friday, February 7

IDOE is collaborating with PowerSchool Special Programs to implement Indiana’s new Individual Education Program (IEP) and Individualized Learning Plan (ILP) software for the upcoming school year. To support this transition, IDOE has added a new IEP/ILP Support role in the LINK Portal and Data Exchange system.

• What’s Needed: Security coordinators must identify up to two individuals for this new role by Friday, February 7. These contacts will serve as system experts for the platform, be authorized to reach out to PowerSchool technical support, and receive applicable training on the role.

• Assigning the Role: Manually add contacts in the LINK Security Power. Instructions can be found here.

Student information system (SIS) vendors will be notified of this new role, with data integration expected next school year. Please note that PowerSchool Special Programs is separate from the system that experienced a recent data breach. Contact IDOE’s IT Help Desk with additional questions.< /span>

REMINDER: PowerSchool Data Breach

IDOE is aware of the nationwide data breach affecting some Indiana schools. While PowerSchool is managing incident response, IDOE is simplifying state reporting for affected schools. Instead of completing the standard data breach notification form on the Indiana Office of Technology’s (IOT’s) website, schools should contact IDOE’s Director of Educational Technology, Brad Hagg , who will report the breach on their behalf. Schools are encouraged to communicate updates to parents and families, consult with legal counsel, and notify their cybersecurity insurance provider, if applicable. 

REMINDER: Fall 2024 Public Corporation Transfer Report Now Available

The school transfer report for fall 2024 is now available on IDOE's Data Center and Reports webpage. This report shows the breakdown of enrollment for each Indiana school based on whether the student lives in the school corporation (legal settlement) or is coming from another school corporation. Contact IDOE’s Office of Information Technology with any questions.

REMINDER: 2024-2025 Enrollment Data Now Available

The latest enrollment numbers for Indiana schools are now available on IDOE's Data Center and Reports webpage. Enrollment spreadsheets have been updated with a 2025 tab to provide the latest counts certified in October 2024. Contact IDOE’s Office of Information Technology with any questions.
 

From Office of Accountability

REMINDER: Synchronous and Asynchronous Instructional Days

As some schools continue to be impacted by winter weather, here is a reminder of the state statute regarding synchronous and asynchronous instructional days. Per statute, schools may have up to three asynchronous learning days each school year. Schools are not limited on the number of synchronous days. In the event a district needs to close due to inclement winter weather, districts are encouraged to flip in-person instruction days to synchronous or asynchronous instruction instead of completely cancelling instruction for the day. On a limited basis, following the use of all three allowed asynchronous days, superintendents may request flexibility to make up snow days using asynchronous days or for the extra asynchronous used by the district during a closure due to weather here. Districts are of course always able to make days up in person using built-in snow days. To the extent a district cannot make up a day via asynchronous instruction (i.e., power outage, etc.), please contact the department and note that in the request. Contact IDOE's Office of School Accountability with any questions. 

Membership: Corp of Legal Settlement Map

The Corp of Legal Settlement is provided to DEX via the Student Education Organization Responsibility Association (SEORA) record. The ‘Corp of Legal settlement (Indiana Map)’ is found in Knowledge Hub > School Support Hub > Reporting Guides > Membership > Resources. Use this map to search a student’s home address to identify the Corporation of Legal Settlement.

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.

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.

Access to EdPlan Tile - Student Support Plans

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

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.