Data Reporting Support will be closed Monday, 10/9/23 in observance of the state holiday.

NEW: October Certification Reminders

• Beginning Friday, 10/6/2023 through Friday, 10/13/2023, if a validation is necessary you will need to select the Data Correction Request button on the Certification tab.

NEW: Correcting Suffix in ED-ID for SPN

The LVIS system requires that the suffix be placed in the last name field to include the suffix on the teacher license. In order to move the suffix to the suffix field in Ed-ID, create a help ticket at https://help.doe.in.gov . Include in the ticket the SPN that needs correction. A specialist will correct the Ed-ID record allowing data to flow without error from the SIS.

NEW: Membership Count Status

Monday, October 2, marked the first official membership count of the 2023-2024 school year. School data personnel have been working to ensure quality and accuracy. Many schools will be able to sign-off on their October data today, Friday, October 6. IDOE will work with schools over the next week to respond to open tickets and move all schools to a timely sign-off. See the item below regarding the resolution of conflicts where two or more schools claim the same student. Complete documentation regarding all data collection and certification is available on the Knowledge Hub. Contact the IT helpdesk with any questions.

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.  Reporting Guide: Multilingual Learners “

Data Exchange Office Hours

School Office Hours for Tuesday, October 10, 2023 and Tuesday, October 17, 2023 begins at 10:30 am ET and ends 12:00 pm ET. These office hours sessions will be open forum session. Please use the jot form to provide questions for this office hours session.

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.

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.

Maintaining Access to LINK Portal Apps

There has been an increasingly large number of tickets submitted reporting that access to LINK portal apps such as Data Exchange and Student Support Plans has been lost. We have found this this is happening because LEAs are using a combination of sending Staff Contact records and Staff Assignment records from the SIS and manually entering the roles in the Security Portal. The expectation is that if your SIS will provide this information to Data Exchange that staff contact and assignment data should not be entered via the Security portal. When the data is entered manually and also via the SIS, the manual entries will be overridden and removed by a sync of staff data from the SIS. To correct this situation, do not enter the staff data manually into the security portal. The fix is to sync the data from the SIS to restore access.

NEW: Curricular Material Cost Report

Please read this memo regarding the submission of the curricular material cost report, which closes Tuesday, October 31. The cost of providing curricular materials for the 2023-2024 school year must be reported through a JotForm. Contact doetextbooks@doe.in.gov with any questions.

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. 

REMINDER: 2023 Mandatory and Voluntary Graduation Rate Audits

The mandatory and voluntary graduation rate audits open on Wednesday, October 4, and close on Friday, October 27. If you are unsure if your school was selected for the mandatory graduation rate audit, please check the list of mandatory audit schools. All schools are welcome to participate in the voluntary graduation rate audit. If a change needs to be made to a student in the 2023 cohort, this will need to go through the voluntary graduation rate audit (unless you are trying to change their status to a graduate status – you can do that now in Data Exchange). The voluntary graduation rate audit involves submitting the student on the voluntary graduation rate audit excel template and submitting the supporting documentation. (Enrollment key: AccountabilityCommunity) The voluntary graduation rate audit is the final opportunity to request a change to the 2023 cohort.If you are submitting a voluntary graduation rate audit and are subject to the mandatory graduation rate audit, submit both audits in the same, single submission. Contact IDOE's Office of Accountability with any questions.