Data Exchange Support will be closed Monday, September 2, 2024, in observance of the Labor Day holiday.

Graduate Cohorts Updated

Graduate cohorts are updated for 2025 cohort, 2026 cohort, and 2027 cohort on Tuesday, August 20, 2024.

DEX Advisory Group Reconvenes

The following are the members of the DEX Advisory Group.

• Diane Altemeyer Seymour Community Schools

• Andrea Greaney Corpus Christi School

• Bethany Frost Excel Center - Bloomington

• Jamie Fowler Indiana Connections Academy

• Lisa Cizmar Trinity Lutheran School

• Madeline Smith Baugo Community Schools

• Mark West Indianapolis Public Schools

• Mike Sparkman Silver Creek School Corporation

• Scott Hershauer Greensburg Community Schools

• Scott Smith Brownsburg Community Schools

• Brenda Erbse IDOE Director of Finance

• Brad Pendleton IDOE Asst. Director Non-public Schools

• Mary Hannah IDOE Director of Accountability

• Vanessa Bachle Deveau IDOE Sr. Accountability Specialist

DEX Advisory Group Quarterly Meetings

Thursday, September 12, 2024  2:00 – 3:00 pm ET

Thursday, November 14, 2024    2:00 – 3:00 pm ET

Thursday, February 13, 2024       2:00 – 3:00 pm ET

Thursday, April, 24, 2024   2:00 – 3:00 pm ET

IMPORTANT Reminders

Submit 2025 Staff Assignments NOW

IDOE will begin recognizing only the 2024-2025 school year assignments beginning Sunday, September 1. Security coordinator instructions can be found here. Contact IDOE’s Data Exchange Team with any questions. Failure to submit 2025 Staff Assignments by August 31, 2024 will likely affect access to data application.

Ed-ID Reminders

1. ALWAYS perform a Student Search for newly enrolled students. This would include all PK and KG students.

2. When requests are submitted without a search in many cases there is a potential match which will result in placing the request in pending status which requires and IDOE specialist to manage the approval. When unnecessary pending requests are created it has a direct relationship to the length of time it will take for specialists to manage the large list of pending requests.

3. Records submitted via bulk upload in Ed-ID without a prior search may create a duplicate ID if the name provided in the template has been formatted differently than the existing ID for the same student.

   1. For example: we are finding a large number of duplicated STNs where the student was submitted by SIS, bulk upload, or manual creation where the name is flipped - that is first name in last name field and last name in first name field.

Office Hours for 2024-2025

For the month of August, 2024, weekly DEX Office Hours sessions will be available on Tuesday mornings at 10:30 am to noon and Thursday afternoons at 1:00 pm to 2:30 pm ET.

Beginning in September, 2024, weekly DEX Office Hours sessions will return to a Tuesday only schedule. The session times will alternate weekly between a morning session and an afternoon session.

Access to the Office Hours Submit Question button and Office Hours Question Responses button as well as a button providing connection to the Office Hours session can be found in Knowledge Hub > Communications Hub > Upcoming Events.

Office Hours August/September 2024 Schedule - Updated

• Tuesday. August 27, 10:30 a.m to noon ET - open forum

• Thursday, August 29, 2 to 3:30 p.m. ET, Topic: Multilingual Learners  - ML Training Video and Slide deck are posted to Knowledge Hub > School Support Hub > Reporting Guides > Multilingual Learners

• Tuesday, September 3, 1 to 2:30 p.m. ET, Topic: Membership 

• Tuesday, September 10, 10:30 a.m. to noon

• . ET, Topic: DEX Training for New Users

• Tuesday, September 17, 1 to 2:30 p,m, ET, Topics: Calendar, Attendance, and Pupil Enrollment

• Tuesday, September 24, 10:30 a.m to noon ET, Topic: Alternative Education

InView Tile No Longer Available

Please utilize the GPS webpage to find the data you are looking for. https://indianagps.doe.in.gov/

STN Application Center Retirement

IDOE will be retiring the STN Application Center in the second quarter of 2025. This system is being replaced by newer systems including Data Exchange, Ed-ID, a new Choice Voucher Application, and an EdData report called Student Data Backpack. Local data administrators should login to the STN Application Center and download any certified roster data that your school requires under Administration > Retrieve Data, as historic data will not be available via any tool in the future. IDOE’s Data Exchange Team is also compiling feedback on which current-year reports are still being utilized by Data Administrators for state reporting purposes, other than the STN Lookup. Please submit this information here. Contact the Data Exchange Team with any questions.

LINK Portal Setup Requirements

The LINK Portal is able to recognize all public, charter, and accredited non-public schools’ local Google G-Suite or Microsoft 365 accounts. IDOE configures the organization’s leader as the first account, and the organization leader must log in to designate up to two security coordinators responsible for overseeing the setup of roles for others in the organization. All superintendents and leaders of non-public schools need to log in to the LINK Portal and review/update their security coordinators. Failure to do so will result in access issues to IDOE systems. 

• Instructions for organization leaders on how to review/designate the security coordinators can be found here.

• New public and Choice schools registration process for the LINK Portal can be found here. 

• New superintendents or organization leaders of non-public schools who need the first account configured should email link@doe.in.gov.

 Designation of Key Contacts

Security coordinators for all traditional public, charter, and accredited non-public schools are responsible for ensuring their organization’s key contacts for the 2024-2025 school year are set. Key contacts including the roles of Superintendent, Financial Contact, Special Education Director, Principal, Data Exchange Contact, etc. are needed for the 2024-2025 school year even if those contacts were provided last school year. 

For school corporations that have an ed-fi student information system (SIS), key contacts and other staff role assignments should be entered and managed in the local SIS, and then provided to Data Exchange/LINK for the new school year. However, all three options below are available:

1. Provide staff classifications in the local SIS per vendor’s instructions,

2. Add a staff type manually for the 2024-2025 school year via the Security Portal, or

3. Upload templates 008_StaffAssociation_StaffEdOrgAssignmentAssociation and 009_StaffOrganizationContactAssociation into Data Exchange. 

Schools utilizing options two and three may cause overriding or loss of data. Schools should connect with their SIS vendor to better understand how to avoid data loss when providing data via multiple methods. 

IDOE will recognize active staff assignments/roles during the summer months from both the previous and upcoming school years and will begin recognizing only the 2024-2025 school year assignments beginning Sunday, September 1. Security coordinator instructions can be found here. Contact IDOE’s Data Exchange Team with any questions.

 SIS Vendor Changes

IDOE-issued Data Exchange credentials (key and secret) are tied to the supporting SIS vendor. If your corporation will be changing or adding an SIS vendor for the upcoming school year, please email link@doe.in.gov with these changes. Your organization will receive a new set of credentials for the new vendor. A SIS vendor certification status list can be found here. Additional information on the implementation of Data Exchange can be found on the Data Exchange webpage. Contact IDOE’s Data Exchange Team with any questions.

From Office of School Finance

Residency Requirement Reminder

As the school year starts for many, please ensure that your school is following the requirements for verification of Indiana residency. Please see this memo for the requirements. Contact IDOE's Office of School Finance with any questions.

From Office of School Building Physical Security and Safety

Updated Attendance Resources - Enrollment Restrictions/Denial & McKinney-Vento Online Registration

Updated state attendance resources are now available on IDOE’s State Attendance Officer webpage. 

• Enrollment Restrictions & Denial of Enrollment Memo

• Online Registration Process Memo

Contact State Attendance Officer Catherine Danyluk with additional questions.

From Office of School Support and Transformation

REMINDER: School Improvement Plan (SIP) Submissions Due Friday, October 4

IDOE’s Office of School Support and Transformation is accepting Comprehensive Need Assessment (CNA) and SIP submissions through Friday, October 4, on this JotForm. In accordance with IC 20-31-5-1, public and state-accredited non-public schools must develop a strategic and continuous three-year SIP, and review these plans annually. All schools identified as Comprehensive Support and Improvement (CSI), Additional Targeted Support and Improvement (ATSI), or Targeted Support and Improvement (TSI) are required to submit SIPs and CNAs annually. All other schools must submit SIPs during the 2025-2026 school year. Use of IDOE’s ESSA-aligned SIP template is recommended, however, schools may use any template as long as all required portions are included. This memo provides additional information. Contact IDOE’s Office of School Support and Transformation with any questions.