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 closing date for ER data has been extended to Thursday, 11/9/23 at 4:00 pm 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 Exchange Office Hours

School Office Hours for Tuesday, October 31, 2023 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session 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.

Data Reporting Support November Close Dates

Data Reporting Support will be closed Tuesday, November 7, 2023 for Election Day and Friday, November 10, 2023 for Veterans Day.

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.

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. 

Certification of Membership with Outstanding Conflicts

In the event you decide to proceed with petitioning the state board it is suggested that the following items be downloaded, saved and/or printed. 

• October Summary pdf from the Completed tab in Data Exchange

• Validation messages for conflicts

• Membership roster 

Please note that should the State Board approve STNs for the October 2023 Membership count the rosters in Data Exchange will not be updated.  It is therefore recommended that certification/signoff be completed for the October timeline so that the summary pdf will be created. This will allow all Data Exchange documentation along with final resolution documentation from the state board to be saved together for any future audit purposes. 

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.