DEX December Has Entered Certification Phase - Closing Date 12/13/23

• Tickets for requesting assistance with resolving Special Education data concerns were to have been submitted by the end of the day, Friday, December 1, 2023.

• Beginning Wednesday, December 6, 2023 through closing date 12/13/23, if a validation is required, select the Data Correction Request button on the DEX certification tab.  This will place the validation request in the queue for approval. 

• NOTE: when a task is allowable until the end of the day, be advised that indicates availability until 11:59 pm ET of the particular day.

Data Exchange Office Hours

School Office Hours for Tuesday, December 12, 2023 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session will be an open forum. 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.

NEW: Known Issue: Special Ed Certification Counting Students Serving Expulsion and Services Terminated

Special Education students serving an expulsion (reported on enrollment record with code 33) and revoking or ending their program services (reported with a termination code) are showing certified inaccurately on the SE roster and summary.

IDOE will review all data after the December certification closes to determine students certified incorrectly. Schools will be notified of any students with a termination to their SE program record prior to 12/1 and having an exit reason of 33. There is no further action required from the schools. No termination code will correct the students to show as excluded from the counts.

NEW: ODS Resource for CTE Programs

A new downloadable resource has been added to the ODS to allow verification that CTE courses have been submitted to INters. Find the Student CTE Program Associations resource on the Submission tab in the Operational Data Store Review tool.

New: General Resource Tutorial

A new resource has been added to Knowledge Hub > School Support Hub > General Resources > Tutorials. Find the document “Data Life Cycle to Reach Certification”. This resource is provided to assist Data Exchange users with understanding the data submission, validation, certification process. Additionally find the “Operational Data Store Review Tool” document in the References column.

REMINDER: Membership Conflict Petition Process

Please read this memo regarding the membership conflict petition process. Friday, December 15, is the deadline for a school corporation or charter school to file a petition. Contact IDOE’s Office of School Finance with any questions.

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.