NEW: Required 2026-2027 Link Portal Tasks

Needed-Organization Leaders' Designation/Confirmation of Security Coordinators

Access to most IDOE applications depends on the accurate role assignment within the LINK Portal. All superintendents and leaders of non-public schools should login to LINK and review/update who their Security Coordinators are.   

• Instructions for organization leaders on how to designate/update the security coordinators is found here. 

• New public and Choice schools setup of the LINK portal is found here.

• If you are a new superintendent or the organization leader of a non-public school and need the first account configured, please submit a help ticket here for Category “DOE LINK” if you have any questions.

The LINK Portal is able to recognize all public, charter, and accredited non-public schools’ local Google G-Suite or Microsoft 365 accounts. IDOE configures the organization’s leader as the first account, and then this person logs in to designate up to two security coordinators, who are responsible for overseeing the setup of roles for others in the organization.  Submit a help ticket here for Category “DOE LINK” if you have any questions.

Designation of Organization’s Key Contacts

Security coordinators for all public, charter, and accredited non-public schools are responsible for ensuring their organization’s key contacts for the upcoming school year are set. Required contacts are Superintendent, Principal, Special Education Director, and Chief Technology Officer. Additional contact descriptors can be found here. 

LINK roles, including the key contacts, are designed to be sent from the local Student Information System (SIS) to Data Exchange/LINK. When a person has an account in the local SIS, this is where the LINK roles should be set, according to the SIS instructions. Otherwise, when the staff classifications are resynched/resent to Data Exchange/LINK, they will replace any roles set with what is in the SIS. 

• Security Coordinator Instructions can be found here. 

• ICHAMP (Indiana Complaint, Hearings and Mediation Process) will utilize the following LINK key contacts: Superintendent and Special Education Director. It is essential that these two key contacts are reviewed by security coordinators and updated based on any necessary changes. 

A list of key contacts assigned may be found here.

Enter Roles for 2026-2027 School Year prior to Tuesday, Sep 1, 2026

Beginning Wednesday, July 1, the LINK Security Portal is recognizing roles identified in both the prior and upcoming school years’ databases. Roles for the new school year are to be entered prior to Tuesday, September 1. This data may be provided directly from a school’s SIS. Staff not associated by this date will lose their access to IDOE systems. Prior year staff roles should not be removed. IDOE recommends roles be entered and managed in their local SIS; however, three options are available:

• Preferred option: Enter staff roles in the local student information system (SIS) per vendor’s instructions and send educator data for the new school year to the IDOE.

• Add a staff role manually for the new school year via the Security Portal.

• Upload templates via Data Exchange.

To avoid data loss, please refrain from using multiple methods for a staff member.  

NEW: Reporting Graduate Data

• Check the July 2026 Certified data.  Were records certified with a Core 40 Diploma Level AND a Seal (recognition type)?  While this data certified, it is incorrect and will affect funding associated with honors diplomas.  

  • To correct, resubmit for October certification a GR record that includes an Indiana Diploma Level and Indiana Seal Recognition Type Descriptor if necessary. 

  • A new validation rule will be created for July 2027 to fail the bad data

• Reminder:  when exiting all students at the end of a school year, graduating students are to be exited with code 50 – End of School Year.  Do not report code 34 – Graduate.  NOTE:  Cohort status is updated to Graduate when the GR record is reported and is not affected by the SSA exit code.

  • Exit code 34 is used for students that complete grad requirements at any time during the school year, students that return to complete grad requirements by September 30.

NEW: Summer School Data

If Summer School data was not reported with a Summer School Method Credit Earned (Summer School IOA, Summer participation %), there will not be reimbursement for Summer School instruction.  

To correct, submit summer school course data, including summer school Method Credit Earned, for October certification.

REMINDER: Name Change Request for Staff w/LVIS Account

Staff members with an LVIS account needing a name change MUST FIRST make those changes in LVIS before requesting an update in Ed-Id.                                                                                                  

 How to request a Name Change/SSN Change/DOB Change

1. Log into your LVIS360 profile

2. On the left-hand side, find “My Profile” and select “Name Change Request”

3. Select the blue “Create Request” button on the right-hand side

4. Fill in the NEW name, Date it changed (today’s date if not able to select actual date, type of document that you are uploading as proof. (Birth Certificate, Driver’s License, Social Security Card, Marriage License, or legal Name Change Doc)

5. Write a short description of why you are requesting the name change/SSN/DOB Change

6. Upload your document by selecting attach documents

7. Give the document a title 

8. Upload a file from your computer

9. Select save

10. Select create request

REMINDER: Review Knowledge Hub Change Log

Several updates have been made to Knowledge Hub guidance in the past couple of week. Please take the time to review the updates. Find the button that directs you to the Change Log at Knowledge Hub > School Support Hub.

REMINDER! : Ed ID - Duplicate STN Requests

ED-ID Request - Perform Lookup (Search) FIRST:

Many duplicate requests for new STN creations are being submitted to Ed-ID. The main source appears to be those submitted via API. Please review Ed-ID > Student Management to check the submitted requests for your LEA. If you are seeing a large amount of requests not intentionally submitted, please be in contact with your SIS vendor support to understand how these requests are being submitted and how to prevent them, if unintended.

Please perform an ED-ID Search before submitting a new Create request. This will help prevent duplicate requests and lessen the delay for approvals of legitimate new STN creations. 

REMINDER: DEX Beginning of the Year To Do’s

1. Report ONE calendar and one set of Calendar Dates for each school Knowledge Hub Reporting Guide: Calendar

   1. Calendar must exist in order to report other data

   2. Calendar Session data must be reported for each school

2. Master Schedule Course Offerings and Master Schedule Sections must be reported for each school

3. Report Student School Association (enrollment) data Knowledge Hub Reporting Guide: Enrollment

4. Staff Assignment and Contact data Knowledge Hub Reporting Guide: Staff Assignment and Contact

   1. Report 2027 Staff Assignments by Jul 20, 2026 to accommodate PSSP access.

5. Staff Employment data is required Knowledge Hub Reporting Guide: Staff Employment

6. Staff Sections for the whole 2026-2027 school year to be reported at the beginning of the school year Knowledge Hub Reporting Guide: Staff Section

7. Student Sections for the whole 2026-2027 school year to be reported at the beginning of the school year Knowledge Hub Reporting Guide: Student Academic Records

REMINDER: 2026-2027 Office Hours

Office Hours have been scheduled for the 2026-2027 school year. NOTE: Be aware that session information will be updated as available to inform you of scheduled presentation for specific datasets.

REMINDER: When to Report GCE for Grade 4 Students

A student who qualifies for a Good Cause Exemption (GCE) but has not passed IREAD is still required to take the IREAD assessment.

For a GCE to be valid for reporting, the student’s Special Education (SE) program record must already exist and indicate eligibility on or before Jun 26, 2026.

Students must continue to take IREAD in both spring and summer administrations until one of the following occurs:

• They pass the assessment, or

• They are promoted to grade seven.

This remains true even if the student has been granted a GCE.

Don’t Forget: Check Knowledge Hub for July/August 2026 Updates

Change Log - find the Change Log in the School Support Hub to find guidance documentation that has been updated.

DEX Reporting in Development - find the DEX Reporting in Development log in the Communications Hub. This log is provided to inform schools of items that are currently under consideration, approved for development, in development, or deployed to DEX.

Known & Resolved Issues - find the Known & Resolved Issues log in the Communications Hub of Knowledge Hub. This log provides the status of Known Issues related to DEX reporting.

REMINDER: Data Exchange 1:1 Tutoring Opportunity

Data Reporting is excited to announce a new feature now available in the Knowledge Hub Communications Hub. A new button titled “1:1 DEX Tutoring” has been added to provide DEX users with personalized support.

This feature is designed for anyone who would benefit from one-on-one assistance with:

• Navigating within DEX

• Locating and understanding validation messages

• Using validation messages to correct data

• Finding and utilizing rosters to support accurate reporting

• And other general DEX functionality questions

Selecting the 1:1 DEX Tutoring button will direct users to the Knowledge Hub Support page, where several options are available. To request a tutoring session, choose “Schedule 1:1 DEX Tutoring” and complete the form. Users will be asked to provide two potential dates and times they are available for a 30‑minute session with a Data Reporting Support Specialist.

Please note: Tutoring sessions will be scheduled as time allows and should not be requested for any time sensitive or current collection related issues. This feature is not intended for troubleshooting specific data issues (e.g., errors from the latest validation run or questions about excluded records on a roster). Those issues should continue to be submitted through the Help Desk link.

Office of School Accountability

2026-2027 Policy for Public School Instruction Day Waiver Requests

IDOE’s guidance regarding instructional day waivers for schools and corporations can be found here. Corporations must have a plan in place to make up the first five canceled in-person instructional days and must also document this plan in DEX. Review the Public School Instructional Day Waiver Requests Policy Frequently Asked Questions (FAQ) for more information. 

Office Of Multilingual Learners

Reminder: Update to Home Language Survey (HLS) Amendment Process

To streamline processes and improve efficiency, all HLS amendment requests must be submitted via Jotform. Previously, amendments were submitted via fax to IDOE. Any amendments submitted via fax after this date may experience delays, as the fax inbox will no longer be monitored. Submission requirements, including the HLS Amendment Form and the original HLS, remain unchanged. Please contact IDOE’s Office of English Learning and Migrant Education with questions.

REMINDER: GCE Math Guidance

Because of the extensive updates to the Indiana Academic Standards and the ILEARN assessment, the state must undergo the standard setting process this summer. Below is a clear look at the upcoming timeline and how schools can support families in the meantime:

Upcoming Timeline

• July: Schools and corporations will receive access to a dashboard containing raw scale scores.

• August 11th: The State Board of Education will review and approve the new "cut scores."

• Immediately Following August 11: Schools can use the dashboard to finalize which students reached "At or Above Proficiency" for Grade 3 ILEARN Mathematics.

Interim Recommendations for Schools

While schools wait for final results, the IDOE suggests monitoring current data points to guide preliminary conversations with families:

• Review Checkpoints: Monitor Grade 3 ILEARN Mathematics Checkpoints for "At or Above Proficiency."

• Predictive Data: Look for students with an 80% or greater prediction of achieving proficiency on the ILEARN summative.

Communicating with Families

• When discussing this data with families, we recommend exercising caution and emphasizing that any Grade 3 or Grade 4 placement is temporary until formal results are released in August.

• It will be important to talk with families about which temporary placement they feel most comfortable with—either beginning in Grade 4 with the possibility of moving back or starting in Grade 3 with the option of moving forward once scores are finalized.

Regardless of the provisional placement, please ensure that the students receive appropriate remediation between test attempts, and that summer school is offered so families have every support available as their student prepares for the next opportunity.

Reminder: Reporting Graduate Record - Waiting for AP Score

AP scores will not be available until mid-July. For graduates that may qualify for an Enrollment Honors Plus seal but will not know until the AP scores are available, wait to report the Graduate record until the October certification cycle. This will require that a single-day SSA record with entry/exit prior to the first day of school, primary true, and exit code 34 be provided for the 2026-2027 school year so that the graduate data can be reported and certified in October. The record will count as a 2026 graduate. DO NOT REPORT THE GRADUATE RECORD FOR JULY 2026 CERTIFICATION, EXPECTING TO UPDATE THE RECORD IN OCTOBER 2026.