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

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, November 14, 2023 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session will be focused on reporting Special Education data. 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.

Server Migration on 11/13/23

Due to planned IOT server migration work, there will be downtime expected on November 13, 2023 which will cause certain services and websites to go offline. We will attempt to limit downtime as much as possible. Estimated downtime expectation is approximately 24 hours starting at 7:00 am ET.

All URLs for the impacted services listed below:

https://accountability.doe.in.gov

https://alted.doe.in.gov

https://cms.doe.in.gov/

https://doeonline.doe.in.gov  -- Assessment Test Coordinator

https://grantmanagement.doe.in.gov

https://help.doe.in.gov --Data Reporting Help Ticket

https://summerschoolest.doe.in.gov

https://summerschool.doe.in.gov

Course Outcomes Business Rules

CC rules will be turned on by close of business, Friday, 11/3/23.

SE-23 Conflict - Known Issue

Reminder to review Known Issues in the Communications Hub of Knowledge hub. The issue with SE-23 triggering in error is not yet resolved. Please review Known Issue (see button below to Known/Resolved issues). If an issue is known, please do not create a help ticket but continue to monitor Knowledge Hub and daily validation results.

NEW: Licensing Verification and Information System (LVIS) Unavailable Due to Upgrade

The Office of Educator Licensing is preparing to transition to LVIS360, an upgraded online licensing system. During the transition to the new system, the LVIS portal will be unavailable to users beginning Tuesday, November 7, at 5 p.m. ET until Monday, November 13. at 7 a.m. ET. Please share this information with your building administrators and corporation-level approvers for substitute permits and other teaching permits, as they will not have access to LVIS to do approvals during this time.

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.