How to Enable Access to Data Exchange

Owned by IDOE
Last updated: Apr 22, 2024 by Emma Kershner
2 min read

 

Note: To submit a Staff Assignment Association Record, a Staff Record (SPN) must exist in the Ed-ID system.

Staff Assignment Reporting for access to Data Exchange:

  • Provide an accurate Staff Ed-ID (SPN) with one of the identified Staff Classifications in the below chart to allow staff access to Data Exchange.

  • Provide the additional classification descriptor of Data Certification to identified staff classifications to allow staff the ability to certify or sign-off on all data in each of the certification cycles.

  • Report the accurate LEA/Corp ID or the School ID

  • Report begin and end dates as need for each assignment record throughout the school year

    • Reporting accurate begin/end dates staff are associated to each of their roles will correctly identify staff for all IDOE reporting use including access to IDOE platforms

 

Data Exchange Access Staff Classification:

Description

Permissions Inside of Data Exchange:

Report with Education Organization ID:

Notes:

Data Exchange Access Staff Classification:

Description

Permissions Inside of Data Exchange:

Report with Education Organization ID:

Notes:

Data Administrator

This role is for the person(s) who are responsible for leading their local data team and reviewing data sent to Data Exchange (whether SIS or Template User)

They serve as the local “point-person” and data Exchange expert

A good way to understand this role is the “do-er” of Data Exchange work, while an LEA Administrator / School Administrator oversees their work.

  • have the ability to see all errors, warnings, and conflicts in the data submitted.

Public Corp or Non-Public School ID

 

Data Certification

A “decorator role” that is tagged onto staff with other roles in Data Exchanges.

Examples of other staff tasked with Data Certification include:

  • LEA Administrator / School Administrator

  • Financial Administrator

  • School Principal / School Director

  • a person with “Data Certification” can validate and complete the final sign off on data submitted to IDOE.

Public Corp or Non-Public School ID

 

Data Viewer

This role lets certain users see Data submitted to IDOE inside the Validation Portal.

  • can download rosters.

  • can still see all the errors, warnings, and conflicts in their school’s data.

  • cannot run validations and cannot upload template files.

Public School ID or Non-Public School ID

 

Financial Administrator

This role is for the person(s) who are responsible for the review of financial data.

  • Can Certify / Sign Off on Data (once assigned with the Data Certification role)

Public Corp or Non-Public School ID

These three classifications also require the Data Certification staff classification descriptor IF those staff are responsible for Certification of Data. Otherwise these three classifications will provide access only to Data Exchange.

LEA Administrator

This role is for the person(s) who are responsible for the review of data.

Typically, this role will be assigned to a superintendent or director.

  • Can Certify / Sign Off on Data (once assigned with the Data Certification role)

Public Corp or Non-Public School ID

School Administrator

This role is for the person(s) who are responsible for the review of school data.

Typically, this role is assigned to the director or principal of a non-public school.

 

  • Can Certify / Sign Off on Data (once assigned with the Data Certification role)

Public Corp or Non-Public School ID