Discipline Roster still in development

It is anticipated that the DEX Discipline Roster and Discipline Summary will be deployed to production the afternoon of Thursday, 5/23/24.

CP-1 Not Triggering for Substitute Teacher Classification

Developers are working to make a correction to the CP-1 validation logic. CP-1 should trigger requiring a Staff Employment record for the Staff Association Classification ‘Substitute’. Review of the ODS resource Staff Assignment Association with identify those employees that have been provided to DEX with the Classification of ‘Substitute’. It is recommended that the ODS Staff Employment Association resource be downloaded to ensure that an employment record has been submitted for all substitute teachers that have been reported. We anticipate the fix for this validation will be deployed Thursday afternoon, May 23, 2024.

Course Outcomes, Method Credit Types - Summer School 2023 data vs Summer School 2024 Data

Method Credit Type Summer School credit should be reported for summer schools courses taken during the summer of 2023.

All courses taken during the summer 2024 must be reported with one of the Participation Method Credit Types per legislative decision.

Data Exchange Office Hours

School Office Hours for Tuesday, May 21, 2024 begins at 10:30 am ET and ends 12:00 pm ET. This office hours session will be an open forum.

There will be two more Office Hours session for the 2024 school year on Tuesday, May 28, 2024 and Tuesday, June 4, 2024. Sessions for the 2025 school year will begin Tuesday, September 3, 2024, following the labor day holiday.

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.

Data Reporting Help Ticket Form

The Data Reportring Help ticket Source ‘CC-Course Completion’ has been changed to ‘CO CrsOutcomes SAR’ to align with the labels found in the DEX Certification Summary. NOTE: SAR is the acronym for Student Academic Record.

Updated 5/17/23: New CC-17 Error Message Deployed

The CC-17 validation rule has been turned off for now while developers investigate a correction to the logic. Anticipate that CC-17 will be redeployed Thursday, 5/23/24. in the afternoon.

Error message CC-17 Student not counted for course outcomes. Method credit earned must be provided on student course transcript record has been deployed. The deployment of this new message will likely have increased the number of Course Outcome validation messages that are triggered. It is suggested that a review of the Course Transcript ODS (DEX Review page) resource be downloaded to locate records where the “MethodCreditEarned” field is blank. Populating these blank fields will resolve the errors.

Method credit earned is a required datapoint for all grade levels whether the course is credit bearing or not. Guidance for reporting Method Credit earned is provided here How to Report Student Academic Record (Course Outcomes) | How to Report Method Credit Earned .

NOTE: This new validation message was deployed Thursday, 5/2/24 as an Informational message. Correction has been made today so that the message now correctly triggers an Error message following a validation.

To review, navigate in DEX to the Review page and select the Course Transcript resource. If the “MethodCreditEarnedDescriptor” field is blank, the error will trigger.

Course Outcome Errors CC-10 and CC-11

• CC-10 Student Course Outcome record does not have a matching Staff Section Record.

• CC-11 - Medium of Instruction must be provided

There are currently a significant number of LEAs triggering thousands of CC-10 error messages. These same LEAs also are triggering CC-11. To clean up these errors, focus on the CC-10 errors. Once the missing Stafff Section records are provided both the CC-10 and CC-11 errors will resolve.

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 closed as of 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

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.

SUN BUCKS - Student Address Cleanup

Student Address clean-up is underway to support the distribution of Summer Electronic Benefits to eligible students (this is the SUN Bucks program).  The address most needed for this work is the student mailing address so that the benefit cards can be mailed to the families of eligible students.  We are aware that currently the Data Exchange is only displaying home addresses but we can confirm that many schools are also sending mailing addresses which are landing in the ODS.  We will work to display both mailing addresses and home addresses in the Data Exchange next school year but for now, please focus on cleaning up student mailing addresses in your SIS systems so they can flow through to our ODS as soon as possible.