REMINDER: 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, April 2, 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.

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

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).

Staff Injury Reporting Guidance Posted

Guidance documentation for reporting Staff Injury data has been posted to Knowledge Hub > School Support Hub > Reporting Guides > Staff Employment and Staff Injury.

NOTE: Template has not yet been posted. Watch for future announcement.

Reporting IREAD-3 Good Cause Exemption (GCE)

Good Cause Exemption data (GCE) is to be reported via DEX as an accommodation. Find the GCE accommodations
posted to Knowledge Hub >School Support Hub > Reporting Guides > Student Accommodations > References > Descriptors.

• EX_IEP Exemption based on IEP Case Conference Committee

• EX_ILP Exemption based on ILP team decision

• EX_RTN Exemption based on retained twice prior to fourth grade

A specific “How To Report GCE” will be added to Knowledge Hub soon.

Timely Student Exit is Essential

While corporations may have a local policy that expects to have documentation to support a student’s withdrawl from the corporation, this policy should not prevent the reporting of an exit date and code for a student that you know is enrolled and attending another school. Failure to exit these students causes enrollment conflicts that often lead to the prevention of the new enrollment corporation from receipt of funding dollars, access to IIEP/ILP documentation, prevents accurate cohort updates, and student’s ability to participate in state required assessments. It is understandable that the exiting corporation would make every effort to produce the locally required documentation even after the student exits but should not delay when the student’s exit date and code are reported to IDOE.

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: Summer School Outcomes Not Loading

Students reported with Summer School Outcomes are not loading for validation and certification at this time. Development has found the cause will be addressing in time for July certification.

REMINDER: 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

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.

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,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,
,,,,,,,,,,,,,,,,,,,,,,,,,