Data Exchange Discipline Reporting Update

Yesterday, Thursday, May 23, 2024, we deployed final updates to the discipline roster, discipline summary grid, and one additional validation (ES-12) where discipline action records are being provided with no identified discipline incident or incident behavior records. Deployment should be completed this afternoon and tomorrow schools will see those updates from the IDOE nightly validation run.

Items to note:

• Data Exchange will NOT have the discipline roster available to school staff on the validation tab. The roster WILL be available on the certify tab. This roster is the same and this roster will need to be utilized by school staff for troubleshooting their validation messages. IDOE support team will also use this roster when assisting the schools. We apologize for any inconvenience this may cause. The roster will be available in the 2024-2025 school year.

• Arrest data reported in conjunction with a suspension or expulsion (action) and not reported as a separate record will be counted for certification by utilizing the arrest on/off property information. Schools will not find this information on the discipline roster as we did not have a field for arrest on/off property built in. We will be making updates to the roster to assist with this concern next school year. However, it is expected for schools to report the arrest data as a separate record. (This can be found in the ODS discipline action records and support team can assist as needed if a school feels their counts are inaccurate)

• Criminal gang related events was not added to the roster and this was an oversight on my part. We will be making updates to the roster for next school year. (This can be found in the ODS student discipline incident behavior records and support team can assist as needed if a school feels their counts are inaccurate)

Discipline Rule ES-8 and ES-12 Triggering

Many schools are finding that they have student discipline records triggering ES-8 and ES-12. ES-8 is triggering because the Student Discipline Action record has missing data. Pay special attention to Column Q, IncidentIdentifier. When this field is blank ES-8 triggers and in turn ES-12 triggers because the assumption is that there is no Discipline Incident record for the student.

To find the Incident Identifier, download from the Review page the Student Discipline Incident Behavior resource and locate the STN of the student to find the Incident ID.

CP-1 Will NOT Trigger for Substitute Staff Classification

The CP-1 validation is functioning as expected regarding the Staff Classification ‘Substitute’. Schools may have a large number of staff associated with the ‘Substitute’ classification but only a some of those will need to be certified for Staff Association in July. Schools will need to carefully check the Staff Association roster to ensure all staff that should be certified are found on the roster. If a substitute teacher that needs to be certified is not listed, the Staff Employment Association record will need to be provided to DEX.

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 28, 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.

CC-17 Error Message Re-Deployed 5/23/24

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 .

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.