Special Education Certification Underway

Today the April Certification/Signoff has begun will close Friday, April 12, 2024. As review as begun on Data Correction Requests the following suggestions are made:

• Don’t check the box indicating the data has landed in the ODS if the data has not landed. To view the ODS, navigate in DEX to the Review page. If data has been changed for a specific student, use the filter to enter the STN verify that the corrected data is found. If the data has not updated to the ODS then a validation will not help. Check with your vendor support if necessary to find out why the changes are not landing.

• Please provide more than a general reason for the request.

  • rather than stating still working on corrections or found a few errors, it is preferred to run a validation after all corrections have landed in the ODS

  • it is helpful to IDOE administrators to have an idea specifically what is being corrected even if the reason indicates needed to resolve conflicts or remove a number of students from the count, etc

• SE dates have been adjusted to resolve conflict for STN xxxxxx.

• Data has been corrected to remove two students from the valid record count.

• There have also been requests that did not provide a reason - these requests have been denied asking for the reason for the request.

Reporting Good Cause Exemptions to IDOE

Beginning 4/5/2024, the Indiana Department of Education will be accepting submissions for Good Cause Exemptions (GCE’s) for IREAD exclusively through the Data Exchange.  The current process using the JotForm is 4/4/24.  Good Cause Exemptions will be reported exclusively through the Data Exchange (See How to Report student Good Cause Exemptions). A short excerpt from this guidance page is provided below. 

Note: GCEs can only be applied for an eligible student who has participated in at least one IREAD-3 administration and after a review of valid test results. An undetermined score that does not provide a scale score is not considered valid. Grade two students who do not receive a passing score must retest in grade three, and are not eligible to receive a GCE after their first administration.

As Good Cause Exemptions are reported to the IDOE, we will regularly update the IREAD-3 and ILEARN Report - Current Enrollment report on Ed-Data so schools can see the status of their current students with regard to their exemption status. Questions on reporting GCE’s through Data Exchange can be directed to http://help.doe.in.gov

Data Exchange Office Hours

School Office Hours for Tuesday, April 9, 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 - 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.

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.

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

Timely Student Exit is Essential

The following guidance has been posted to Knowledge Hub > School Support Hub > Reporting Guides > Enrollment. How to Report Enrollment / Withdrawal See item #3, last bullet.

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.

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.

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.