Please review an important message from Dr. John Keller regarding the December 1 Special Education Count found here. This message may be updated weekly so you may refer back each week to see any updates made. This information is also being shared out from the IDOE Special Education Department.

October certification closed Friday, October 10, 2025. Administrators may still sign-off on this data if not already completed. Sign-0ff of October data not completed will not provide the PDF and will not allow School staff or IDOE staff to access those PDF’s in the future.

Unresolved GCE errors - Any unresolved GCE errors will need to be resolved to avoid downstream data problems related to these students. Any student with a GCE error is not seen as a valid student for any data collection (Special Education, Attendance, etc.).  So even if the GCE error did not affect your funding, it may affect you in other certification cycles.  Please resolve all GCE errors.  Remember, any GCE errors can be found on the Validation page of DEX. Note: A validation is necessary to clear GCE errors and a second validation is needed to include students in official counts such as Membership or Pupil Enrollment.

Course Outcomes - If there are Summer School course outcomes that were not successfully reported for the October 2025 certification, these course outcome records can be reported for July 2026 certification using the ‘2025 Credit Corrections’ Method Credit Earned.  Note that the 2025 Credit Corrections method is not yet available but will be soon.  Additionally these course outcome records should not be associated with the Summer Term.  

Graduates - If 2025 Graduate data for students completing graduate requirements by September 30, 2025 was not certified for October 2025, these records can be provided by participating in the Voluntary Graduate Rate Audit which is now open.  

• 2025 Mandatory and Voluntary Graduation Rate Audit is Now Open

The 2025 Voluntary and Mandatory Graduation Rate Audit is now open and will close on Friday, October 24. Every high school should review their 2025 cohort on the EdData Graduation Report. If there are students in the 2025 cohort with an incorrect cohort status, please submit those students on the voluntary graduation rate audit template. All schools are welcome to participate in the voluntary graduation rate audit, and it is the final opportunity to request a change to the 2025 cohort. If you are unsure if your school was selected for the Mandatory Graduation Rate Audit, please check the list of mandatory audit schools (Enrollment key: “AccountabilityCommunity”). Additional details about the 2025 Voluntary and Mandatory Graduation Rate

Audit can be found here. Contact IDOE’s Office of Accountability with any questions.

Membership -  For unresolved Membership conflicts, a petition process is available.   

• Membership Conflict Petition Process:  

Please read this memo regarding the membership conflict petition process. Friday, November 7, is the deadline for a school corporation or charter school to file a petition. Contact IDOE’s Office of School Finance with any questions.

Multilingual Learners - as of 4:00 pm ET, Friday, 10/10/25, Multilingual Counts for October 2025 are final.  Students with errors or exclusions will not be certified and contribute to LEA counts and funding.  Questions may be directed to englishlearners@doe.in.gov.

Other Personnel - If other personnel data was not uploaded to Data Exchange and signed off for October certification, even though the certification window has closed, you may still provide this data by uploading template 011 to Data Exchange understanding that this data will not be certified but will be available for IDOE use.

Pupil Enrollment/Free & Reduced Lunch Status - Pupil Enrollment and Free/Reduced counts considered final end of day 10/10/25. Note that any student with a GCE error remaining at certification is not counted for Pupil Enrollment. 

Please continue to provide Food Service records (Using the Student Program Association Records) for students throughout the school year as students become eligible. Note: The Free/Reduced Lunch counts used in calculations for Title funding are based on the October 1 F/R lunch percentages.

Staff Employment - Staff employment data that is not submitted and/or certified by close of October certification can be certified in the July 2026 certification cycle.

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.

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 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.