Student Demographics: General Reporting Info

Owned by IDOE
Last updated: Apr 25, 2024 by Emma Kershner
2 min read

NOTE: a Student record must exist / be created in the Ed-ID system before a Student Demographics record can be submitted. For more on how to do this, click here.

It may take up to twenty minutes for creation of Student Records in the Ed-ID portal to arrive at the IDOE ODS. Changes to Student Demographics will not be able to be made until that occurs.

Overview:

Identifies additional student demographic information on students associated to an individual Education Organization. Allows individual Education Organizations to provide accurate additional demographic data on students without overriding (changing) additional student demographic data provided from another Education Organizations.

Student Demographic Data Impacts:

  • Identification of students for State and Federal reporting including:

    • Membership

    • Multilingual learner reporting (including English learner status)

    • Immigrant status

Student Education Organization Association (student demographic) applies to:

  • Public Schools (Traditional and Charter)

  • Non-Public Choice School

  • Accredited Non-Public Non-Choice School

  • State Schools (Department of Correction, Indiana School for the Deaf, Indiana School for the Blind)

Student Demographic requires the following data points sent via Vendor or Template:

(click to see more detail):

  • EdOrgID

  • STN

  • HispanicLatinoEthnicity

  • RaceDescriptor

  • SexDescriptor

  • LanguageDescriptor

  • AddressType

  • AddressBeginDate

  • AddressEndDate

  • StreetNumberName

  • City

  • StateAbbreviationDescriptor

  • PostalCode

  • NameofCounty

  • Student Electronic Email

  • LimitedEnglishProficiencyDescriptor

  • ELLInstrumentDescriptor

  • USInitialSchoolEntryDate

  • BirthCountryDescriptorCode

Reporting Timeline:

Begins

Ends

Notes

Begins

Ends

Notes

July 1

June 30

Submission and update of Student Ed Org Association (Demographic) records are available year round. Data should be kept up to date throughout the school year.

General Reporting Info:

  • Student Ed Org Association (Student Demographic) records create a relationship to an individual Ed Org ID and provide additional student demographic data for that education organization. Records include the following:

    • Student Address Information (complete address including county name)

    • Student Electronic Email (school email address)

    • Limited English Proficiency Level

    • ELL Instrument Used to obtain proficiency level

    • US Initial School Entry Date

    • Birth Country

  • Report Student Ed Org Association (Demographic) records for students enrolled and associated to the education organization ID.

  • Students must also have a Student School Association (enrollment) record identified as primary true or false to append the demographic data.

  • Demographic data may be updated at any time during the school year; even if the student is no longer actively enrolled.

Purpose:

  • Allows each individual education organization to maintain their student’s additional demographic data.

  • Allows each individual education organization to keep their student additional demographic data intact from the time the student was associated to the Ed Org ID.

    • Does not update or change other education organization’s reported additional student demographic record.

    • Does not require the student to be actively enrolled with the education organization to make updates or changes as needed to the additional student demographic record.