These steps should be done when the only errors left to resolve are due to missing race or language codes for exited students.

1. Make those specific students your current selection in PowerSchool.

2. Use "change student field values" to change Enroll_Status from 2 to 0.

3. With these students still your current selection, use "Publish Selection" for Identification in PowerSchool.

4. On each student's profile in PowerSchool, click Data Exchange > Publishing and confirm the Student Identification record is now published.

5. Re-run validation in Data Exchange. Do not validate again until after signoff is completed.

6. After sign off is completed, change Enroll_Status from 0 to 2.

IDOE became aware of this concern yesterday afternoon. The census date was set inaccurately for 10/2/2025 rather than 10/1/2025. This error has been corrected at this time and all validations were completed last night. Thank you for your patience and we apologize for the inconvenience.

Friday, 10/3/2025 - validations when needed must be run manually utilizing the ReRun Validation button on the DEX Validate page.

Tuesday, 10/7/2025 - October data is locked - if data corrections are required and a validation is necessary, request a validation on the Certify page.

Friday, 10/10/2025 - October certification closes at 4:00 pm ET.

As we approach the October 1 Count Day, we are closely monitoring the data quality on fourth grade enrollments and are aware that some special education program records have not yet come to IDOE from PowerSchool. We are working closely with PowerSchool to ensure that all fourth grade students with complete special education program records are reflected in Data Exchange.  Schools will not be penalized on their Membership counts for a missing GCE for a fourth grade student with a valid program record. Schools should continue to monitor their data in Data Exchange, and we will communicate more information as it is available.

You may want to take advantage of these scheduled PowerSchool Special Programs Zoom session.

Zoom Sessions Overview

The PowerSchool Training Team has been hosting Zoom sessions for:

• LEA Leaders (since May)

• School Users (since August)

 LEA Leaders have both Office Hours and Application of Learning Sessions. School Users have Office Hours only.

• Office Hours are flexible—join anytime during scheduled hours and drop in/out as needed.

• Application of Learning Sessions focus on a specific training topic, are not drop-in/drop-out, and are scheduled on set dates and times.

• Previously, sessions were scheduled by Schoology cohorts. Beginning October 1st, sessions will instead be offered by user type (LEA Leader vs. School User) to provide more flexibility so users can join sessions that best fit their schedules.

New Schedule (Effective October 1st)

• Office Hours for both LEA Leaders and School Users:

  • LEA Leaders – Mondays & Wednesdays | 8:00 AM – 5:00 PM EST

  • School Users – Tuesdays & Thursdays | 8:00 AM – 5:00 PM EST

  • Joint Sessions (both LEA Leaders and School Users) – Fridays | 8:00 AM – 12:00 PM EST

• Application of Learning Sessions for LEA Leaders only:

o   Topic for October: Actioning Compliance Reports

o   Monday, October 13 | 8:00 – 10:00 AM EST

o   Wednesday, October 15 | 10:00 AM – 12:00 PM EST

o   Monday, October 20 | 12:00 – 2:00 PM EST

o   Wednesday, October 22 | 2:00 – 4:00 PM EST

o   Note: The remaining hours on these days will be dedicated to Office Hours.

• Important: Zoom links are day-specific and users should only join the sessions assigned to their role. Zoom links are posted in your Schoology course under the Zoom Schedule and Recordings page. Calendar events in Schoology have also been created for each scheduled session, which also include the Zoom link.

Accessing your Schoology Course

• URL: intrain.schoology.com

• Username: Use the username you completed your training with

• Password: The personal password you created when you began training

• If you forgot your password: Submit a Training Assistance Request Form and select Option 2 (do not use the “Forgot My Password” option in Schoology—it will not work).

o   Link to Form

o   Select Option 2

·                  The Zoom Schedule and Recordings page and calendar events are displayed on the main page of your Schoology course.

The October Certification Dashboard is now available to all schools to show trends in year to year data. School users can access this report in EdData. It is critical for school leaders and data teams to review these reports since they help detect anomalies which can only be evaluated at the local level. Data trends are available for Pupil Enrollment, Graduation (fall graduates for 2024-2025), Membership, Multilingual Learners, Course Outcomes (summer 2025) Staff Employment, and school calendars. This approach is part of the overall effort to review data prior to certification and avoid post-certification corrections. Contact help.doe.in.gov with any questions.

The following items are all RESOLVED concerns related to the GCE errors.

• RESOLVED: GCE-1 (Special Education program missing) is triggering for school that does not ‘own' or report the program record. IDOE is looking across all LEAs for the active program.

• RESOLVED: GCE-7 (Multilingual Learner program missing) is triggering for school that does not ‘own' or report the program record. IDOE is looking across all LEAs for the active program.

• RESOLVED: GCE-8 is triggering when a student was enrolled in grade 3 in the 2025 school year and exited prior to March 1, 2025. (Students will now receive GCE-9 warning message)

• GCE-8 is triggering for homeschooled students that receive SE services and have no IREAD test score for the 2025 school year. UPDATE: It is necessary to reach out to lschemel@doe.in.gov for assistance with resolving

• GCE-8 is triggering for homeschooled students that are not receiving SE services but are dual enrolled in a public school. UPDATE: It is necessary to reach out to lschemel@doe.in.gov for assistance with resolving

• RESOLVED: GCE-8 is triggering for single-day mobility records for students that are not enrolled in the current school year. UPDATE: NO GCE REASON IS NEEDED FOR THESE ONE DAY MOBILITY RECORDS.

We are working with PowerSchool to schedule time for Data Administrators to learn about the platform and to be introduced to reports which will help schools focus on the data quality issues which need to be solved.  We will communicate this opportunity as soon as it is scheduled.  We may need to do more than one of these so stay tuned.

PowerSchool and IDOE have collaborated on a set of reports now available to all schools to help focus efforts on data clean-up.  These reports will help data teams and special education teams ensure Special Education Program records are flowing daily to IDOE.  The reports are:

• IEP Start and End Dates Need Update

• No Special Education Program Record

If schools have any students on these reports, those student records cannot flow to IDOE.  Thanks to all who have already started to use these reports which were released earlier this week.  We are seeing a healthy improvement already.  Access to these reports for Data Administrators is still being worked out but Special Education personnel already have access. If there are general questions about this approach contact Specialeducation@doe.in.gov

Be advised that the Data Reporting support team is unable to provide guidance or troubleshooting assistance for IDOE Special Programs other than confirming that staff requiring access to the platform have been assigned the 'Student Support Plans” role and that there are two staff assigned the IEP/ILP Support role.

• Each LEA should have 2 staff members setup with the IEP/ILP Support role. These staff are the designated contacts for creating a help ticket for IDOE Special Programs. Tickets can be created at http://help.powerschool.com

• Special Education questions may be sent to SpecialEducation@doe.in.gov

• The Office of Special Education has created Frequently Asked Questions (FAQ) to assist users of the platform

• Multilingual Learner questions may be sent to englishlearners@doe.in.gov

• Additional resources will be provided in the near future to assist users.