Special Education April 1 Count Timeline

• If assistance is required from Data Reporting specialists to resolve a Special Education concern related to the April 1 count, the ticket must be submitted by midnight, Monday, April 1, 2024.

• The last nightly April Certification Cycle validation will be performed Friday, March 29, 2024.

• Schools may run their own validations beginning March 30, 2024 thru midnight April 4, 2024.

• Beginning April 5, 2024 through April 12, 2024, if a validation is required, a Data Correction Request must be submitted on the Certify page. Note that this request does not start a validation but sends the request to IDOE staff for approval.

Data Exchange Office Hours

School Office Hours for Tuesday, March 26, 2024 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session will be an open forum.

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:

• Office Hours Tuesday, April 16, 2024 will be focused on Discipline reporting

• There will be no Office Hours session Tueday, April 23, 2024.

Updates to Reporting Guidance for Additional Student Programs

High Ability Reference

A link to IDOE High Ability webpage has been added to the references column.

McKinney Vento Reporting Scenarios

The following has been added to Knowledge Hub Additional Student Programs reporting guidance “How to Report Students who are Homeless and Unaccompanied Youth”

Reporting Scenario:  Student is identified as eligible for McKinney Vento services then circumstance changes where student is now in permanent housing.

• Homeless program record should remain open until the end of the school year or when student exits the corporation.

Reporting Scenario:  Student is eligible for homeless program in school ‘A', exits and enrolls at school ‘B’ where McKinney Vento services are required to continue since student was identified at school 'A’.

• School liasion at school ‘A' must reach out to liasion at school 'B’ to inform that the student needs to be reported with a Homeless program record.

• School 'A' should exit the Homeless program record to match the SSA exit date.

• School 'B' should create a Homeless program record with begin date matching SSA entry date and leave open until end of school year.

DEX Home Page Reporting Score Formula

Each cycle is worth 100 points; 50 points for each Administrator completing certification on time. Certification not completed on time will cause five (5) points to be deducted for each administrator for each day after the certification window has closed (starting with the next business day). The average will be based on the number of expected cycles to be completed to date. 

For example: First cycle is worth 100 points and both signatures are completed on time so the average is 100 (100 out of 100) then second cycle is also completed on time so the average is still 100 (200 out of 200), third cycle one signature is completed on time = 50 with second signature completed two days late = 40 creating a total of 290 so the average is 97 (290 out of 300).

Discipline Reporting Updates

• All discipline reporting guidance and templates are now available in Knowledge Hub.

• Beginning with 2024 Discipline reporting, the discipline action length may be provided in .5 or 1 increments.

• The Cerification Summary for Discipline and the Discipline Roster have not yet been released. Because of this there will be no roster count on the Validation page.

Template Download Helpful Hint

Over the past week Data Reporting Support has had several reports of templates stuck in the uploading process. A review of the uploaded file in notepad shows that empty data fields are being submitted. A local test confirms that downloading the template to xlxs rather than Comma Separated (csv) is causing this issue. Note the extra commas after the End Date below. Downloading to csv creates the file accurately.

SchoolYear,SchoolId,STN,SessionName,LocalCourseCode,SectionIdentifier,BeginDate,EndDate,,,,,,,,,,,,,,,,,,
REQ,REQ,REQ,REQ,REQ,REQ,REQ,OPT,,,,,,,,,,,,,,,,,,
int,int,string,string,string,string,[MM/DD/YYYY],[MM/DD/YYYY],,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
SchoolYear,SchoolId,STN,SessionName,LocalCourseCode,SectionIdentifier,BeginDate,EndDate,,,,,,,,,,,,,,,,,,
2024,180541137,xxxxxx,fall,xxxxxxxx,xxxxx,8/23/2023,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,

DEX 2.0 Certification/Signoff Procedures

Find these DEX 2.0 signoff steps posted to Knowledge Hub > School Support Hub > General Resources .

1. Navigate to Certify page

2. Click review and certify button

3. Review each dataset listed on the menu on the left side of the page, check
   each dataset box indicating ‘I have reviewed and Approve for Signoff

4. Select the Sign off tab

5. Select Sign Off button

6. Select Confirm that documents are being prepared and to Open Hello Sign

7. Click OK

8. Get started at top right

9. Click to Sign

10. Insert
    11.Sign then continue

11. I agree

Upcoming Changes for Summer School Reporting

Addition of three method credit types for all courses students are engaged with a Summer School method designation

1. Summer Participation 49% or less

2. Summer Participation 50% to 89%

3. Summer Participation 90% or more

Reasons for the addition of the Summer Participation methods:

• Alignment between reported students on the summer school finance side and reported outcomes on the course side.

• Determining number of students involved in any type of summer school.

• Determining students who participated in summer school non-credit bearing instruction with a literacy focus--what were their participation rates vs. assessment outcomes in the next assessment window.

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.

SE-23 Conflict Message Not Delivered to Both Corporations

The fix has been deployed to correct the concern that both corporations with a Special Education program conflict were not receiving the SE-23 conflict message. The fix may cause an increase in the number of Special Education conflict messages (SE-23) to be triggered as well as the number of Special Education SE-4 exclusion messages to trigger indicating that the record is excluded because the student withdrew from the corporation prior to count day.

NOTE: When a student’s enrollment (SSA) record has been exited, it is necessary that the Special Education Program record also be ended.

Subscribe to Data Exchange Weekly Announcement

The ability to subscribe to this weekly announcement is now available. Navigate to Knowledge Hub > Communications Hub > Updates for Schools. Click on the yellow button to manage subscriptions.

Open

NEW: Indiana Summer EBT Informational Sessions for Schools

IDOE is hosting three informational sessions regarding the new Summer EBT (SUN Bucks) program in Indiana. The sessions listed below are intended for school personnel. Each session will provide the same information with time for questions.

• Thursday, March 28, at 3 p.m. ET. Register here.

Ed-ID Enhancement to Student Search

An Ed-ID Enhancement deployment will be performed the evening of Friday, 3/8/2024. This enhancement to the Ed-ID Student Search function will present the View Additional Info button on the Search Results page for possible matches to the search. Selecting this button will provide historical enrollment data for the student to assist schools with managing their student data. You will be presented with a record for each year the student has been enrolled in an Indiana School. The record currently includes School Year, Local Education Agency, School, Grade, Entry Date, Exit Date, Exit Type, Primary School. Additionally Corporation of Legal Settlement and School of Accountabiity will be added in the future.

Open

DEX Discipline Validation Rules Deployed

The Data Exchange discipline rules have been deployed to production. These rules have not yet been added to the DEX Validation Rules in EDData. You can view the validations in Knowledge Hub > Communications Hub > In Development (https://idoe.atlassian.net/wiki/spaces/IKHTV/pages/401277115/In+Development). Scroll down to “Development Items for 2023-2024.