October Census Date is October 2, 2023. Less Than Two Weeks Away!

Make sure you are reviewing all your data now. Schools needing assistance from IDOE must have support tickets submitted by 11:59pm (ET) on October 2nd.

NEW: CONFLICT RESOLUTION REMINDER

Just a reminder that IDOE will not be assisting with resolving conflicts after the October certification closing date. At this time there are 1760 unique STNs in conflict that need to be resolved by 10/13/23. There will be no opportunity to resolve conflicts in order to certify October data after 10/13/23. If, after the certification date, schools are unable to resolve an outstanding conflict, schools may petition the State Board of Education for an adjustment in their ADM count by providing the Board with evidence supporting an adjustment in their membership claim.

NEW: End OF PEBT and Replacement Cards

PEBT ended May 11, 2023 with the end of the Federal Public Health Emergency. Indiana Division of Family Resources considers all issuances complete as of 9/22/23.
PEBT card replacement requests will no longer be accepted as of 9/28/23. Any pending requests for replacement cards will be completed as of 9/29/23. No further access to PEBT replacement cards will be available.

NEW: Language Update Requests from non-English to English

When requesting language update from non-English to English via Student Information System the following message will be return back through the API. If submitting language update via bulk upload template the message will be displayed in the portal and available on the downloadable file. “Changing any language code to English requires approval through the completion of the Home Language Survey Amendment Form. The Home Language Survey Amendment Form can be found under "References" on the page below. Please be sure to review all instructions about how and when to complete the Home Language Survey Amendment.  https://idoe.atlassian.net/wiki/spaces/IKHTV/pages/381190385/Reporting+Guide+Multilingual+Learners “

Tips for the New Year

• PE Known Issue - PE roster is not updating when SSA record reported is a single-day mobility record.

• Be advised that the school year 2024 Alternative Education program list has not yet been published. The process for applying and subsequent approval of the current year Alt Ed programs is still in progress and is handled by the Student Pathways department. We expect to have the official list by early November. Once we have received the list it will be including in Data Exchange Knowledge Hub guidance documentation in School Hub > Reporting Guides. For those that have been attempting to send data and getting errors, you may choose to live with the errors or suppress sending the data until early November.

• If the AT-4 conflict message is triggering, check to ensure that the calendar for the school has been submitted to DEX.

• Make sure the race field is populated for all students in the SIS and is published to Data Exchange. Template submitters will need to make certain they have uploaded a completed template 017 - Student Ed Org Association (demographics). Students without this information will not show up on the Pupil Enrollment count.

• When Calendar Grid on the October certification tab has zero days, check that the Calendar Dates Event Duration and EventMinutes data are completed.

• IDOE expects that all PK students enrolled and attending be submitted to DEX including student section associations and attendance data.

• Please submit student program records at the beginning of the school year for such things as Multilingual Learner, High Ability, Military family, Homeless, Food Service, Special Education, Title I. You should not wait to add these records later in the school year.

• Note that IDOE expects that student attendance data for public, charter, and non-public schools be submitted every two weeks at a minimum.

• Calendar data must have been successfully submitted before any other data sets can be submitted to DEX.

• Ed-ID templates not downloading? Check to make sure no blockers from the school or district is causing the issue.

NEW: Data Exchange Office Hours

School Office Hours for Tuesday, September 26, 2023 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session will be focused on Multilingual (LM) data. Adam Pitt, Assistant Director of English Learners & Migrant, has recorded a training video that has been posted to Data Exchange Knowledge Hub > School Support Hub > Reporting Guides>Multilingual>Tutorials. Please take the time to review this video before the scheduled September 19, 2023 Membership Q&A session. Adam will be present during the session to provide answers to your questions. Again, questions are to be submitted via the jot form. If a question comes to mind during the session, please submit the question via the jot form.

The link to join the Office Hours session and the link to the jot form can be found in Data Exchange Knowledge Hub > Communications Hub > Upcoming Events. You will need to use the links listed under School Office Hours.

NOTE: the Office Hours links used for the 2023 school year that were accessible via Moodle have been removed. If you had saved the link please delete the link and utilize the links provided in Knowledge Hub > Communications Hub > Upcoming Events.

Pupil Enrollment Count Zero or Student Missing from PE Roster

It has been noted that if race data has not be submitted to DEX for a student the student will not be found and therefore not counted for Pupil Enrollment. Please review your Student Resource in the ODS. It is likely that the Student Educational Organization Association (demographic) data has not been submitted. This demographic data includes data points such as student address, ethnicity, language, proficiency level, instrument used. If using a Student Information System make certain this data is being synced. If using templates to submit data then template 017 will need to be uploaded.

Summer School Course Outcomes Will Not Be Certified in October

Be advised that Summer School course outcomes may still be submitted to DEX but the data will not be certified until July 2024.

Curricular Materials Costs Jotform Memos

The Curricular Materials Cost jotforms have been posted as a reference document to Knowledge Hub > School Support Hub > Reporting Guides > Curricular Materials Assistance. Please find a memo for public/charter schools and a memo for nonpublic schools.

Resolution of Conflicts for Membership 2023

Beginning with the 2023-2024 school year, the department will no longer be brokering the resolution of conflicts after the certification date.  If, after the certification date, schools are unable to resolve an outstanding conflict, schools may petition the State Board of Education for an adjustment in their ADM count by providing the Board with evidence supporting an adjustment in their membership claim. The process for petitioning the board will be made available this fall and communicated in Dr. Jenner’s Friday message. IDOE wants to make sure each school receives full funding for the students they are serving and complete the Membership count within two-three weeks of the count date.  This process will help achieve both of these goals. See the attached memo for a more complete explanation of this change.

UPDATED: Application Center Reporting - Educator Evaluation Rating (ER) 2023

The ER2023 data reporting guidance layout for educator staff employed in the 2022-2023 school year is posted to the Data Exchange Moodle Community under resources and in the Data Exchange Knowledge Hub at School Support Hub > Reporting Guides > Staff Employment > References > ER (Educator Rating) Data Layout 2023. ER data will be submitted via the STN Application Center. The Application Center reporting window is now open and will close Friday, October 27, at 4 p.m. ET. Contact IDOE's Office of Educator Talent with any questions. Remember that this is a rating report for educator staff that were employed in the 2022-2023 school year. UPDATE: The signoff functionality is not available in the Application Center for ER Reporting. If the ER Missing CE report is empty and the Roster Download for ER contains all employees, you may consider the ER complete for the 2023 school year.

Data Collection from Career and Technical Education (CTE) Centers  

For the 2023-2024 school year, CTE centers are expected to submit the same data to IDOE as was submitted in the 2022-2023 school year. CTE centers will do this via Data Exchange. This memo explains how the various types of CTE programs should be reporting data in concert with local high schools. As new expectations come online for course-based data including graduation plans, course enrollments, and course outcomes, it is even more critical that the entire student academic record comes directly to IDOE from the source data systems. IDOE and the Indiana Commission for Higher Education (CHE) will continue to work together to improve the integration and streamlining of data collection from schools and CTE centers. Finally, IDOE has produced extensive documentation to support the accurate submission of required data elements. This documentation is available on the Knowledge Hub. Contact the IT helpdesk with any questions.

NEW: Submit Your Graduates on Data Exchange 

The deadline to submit graduates on Data Exchange is quickly approaching. Please check your 2023 cohort on EdData to ensure that all students who graduated have a graduate status on the cohort report. Students who graduated and do not have a graduate status should be submitted now on Data Exchange. Graduates are submitted with a 2024 Enrollment Record and a Graduate Record. Students have until Saturday, September 30, 2023, to meet the graduation requirements to be a 2023 graduate. Contact IDOE's Office of Accountability with any questions. 

Mandatory and Voluntary Graduation Rate Audit

All schools that are subject to the mandatory graduation rate audit of the 2023 cohort have been notified by email. If you did not receive an email and/or are unsure if your school was selected, please check the list of mandatory audit schools (Enrollment key: “AccountabilityCommunity”). 

Every high school should review their 2023 cohort. If there are students in the 2023 cohort with an incorrect (non-graduate) cohort status, please submit those students on the voluntary graduation rate audit. All schools are welcome to participate in the voluntary graduation rate audit and it is the final opportunity to request a change to the 2023 cohort. The mandatory and voluntary graduation rate audits will be open from Wednesday, October 4, through Friday, October 27. Contact IDOE's Office of Accountability with any questions.

Membership Residency Requirements Fall 2023

Find the Fall 2023 Membership Residency Requirements memo posted to Knowledge Hub > School Support Hub > Reporting Guides > Membership as a reference document.

Adjunct Teacher Permit Reporting

The Indiana General Assembly authorized local governing bodies to hire adjunct teachers and issue adjunct teacher permits in 2022 and added authority for hiring adjunct teachers and issuing local adjunct permits to charter schools and non-public schools during the 2023 legislative session. Schools hiring adjunct teachers on locally-issued adjunct teacher permits are required to report certain information to IDOE at the time of employment. Fill out this JotForm to report adjunct teacher permits.

To be included in statewide educator workforce data, each adjunct permit holder must also create an account in the Licensing Verification and Information System (LVIS) if they do not already have one, and each permit holder needs a school personnel number (SPN). If the permit holder does not already have an SPN, the school employer must request one via the LINK Portal’s Ed-ID system. Contact IDOE's Office of Educator Licensing with any questions.

Legislatively-Required and Other Guidance Surrounding Newly-Enacted Legislation

Following the close of each legislative session, the Indiana Department of Education (IDOE) immediately begins working to implement newly-enacted legislation impacting K-12 education, which includes compiling guidance for educators. Guidance is a product of robust cross-agency collaboration and partnership with countless stakeholders. Any future updates will be added to this comprehensive guidance document and shared via the weekly newsletter.