Office Hours for 2024-2025

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 -

• Tuesday, September 17, 1:00 - 2:30 pm ET, Topics: Calendar, Attendance, and Pupil Enrollment - the video and slide deck have been posted to Knowledge Hub Calendar, Attendance, and Pupil Enrollment reporting guidance tutorials.

• Tuesday, September 24, 10:30 to noon ET, Topic: Alternative Education - the video and slide deck have been posted to Knowledge Hub Alternative Education reporting guidance tutorials

• Tuesday, October 1, 1:00 - 2:30 pm ET - open forum

• Tuesday, October 8, 10:30 - noon ET, open forum

• Tuesday, October 15, 1:00 - 2:30 pm ET, Homeless (McKinney Vento)

• Tuesday, October 22, 10:30 - noon ET, High Ability

• Tuesday, October 29, 1:00 - 2:30 pm ET, Special Education

• Tuesday November 12, 10:30 - noon ET, Discipline

• Tuesday, November 19, 1:00 - 2:30 pm ET, Course Outcomes

• Tuesday, November 26, 10:30 - noon ET, open Forum

• Tuesday, December 3, 1:00 - 2:30 pm ET, EdData Dashboards

• Tuesday, December 10, 10:30 - noon ET, Graduate

• Tuesday, December 17, 1:00 - 2:30 pm ET, open forum

• Tuesday, December 31, 10:30 - noon ET, open forum

High Priority Task - Conflict Resolution

Conflicts related to October certification datasets:

• Multilingual Learners - 222 conflicts

• Membership - 2,052

• Pupil Enrollment - 3,748

Conflicts must always be handled as a top priority task and should not be put on the back burner for a more convenient time. If conflicts are not resolved quickly, there is a great risk of preventing the appropriate LEA from having access to IIEP/IILP, TIDE rosters not to mention that when there are Membership conflicts, both conflicting LEA will be excluded from funding counts.

Also of note: there are currently 2,724 Special Education conflicts that need to be resolved. These conflicts will have a direct impact on IEP access.

Special Education Program Record Best Practice

Students that are involved in a Special Education Evaluation should be reported to DEX with an SE program record throughout the evaluation process. Do not wait until the evaluation has completed. If the student is found ineligible, the program reported will be Undefined and IDEA will remain False.

New Template Resource

Template Reference Guidance by Data Set resource guidance has been posted to Knowledge Hub in the following locations. Template by number and task, General resources and template Support and Troubleshooting page.

TIDE Roster Updates

We have learned that students will not be updated to TIDE rosters if the Student Demographic data is not complete. Where appropriate, the fields that must be amended to the Student Demographic record are Language, Race, ML Proficiency level, EL Instrument Used, Birth Country, Address, Address Begin Date, Address End Date, Email Address.

If a student has not updated to the TIDE roster, navigate to the Review page in DEX, activate the filter and enter the STN for the missing student then download the resource. Most likely there will be missing data on this record. Once this data has been provided to DEX for the student the TIDE roster should be updated within 24-48 hours.

Educator Evaluation Rating 2024 (ER)

The DOE ER 2024 report opened today, Friday, 8/30/2024 and closes Friday, October 11, 2024 at 4:00 pm ET. Find the DOE- ER 2024 layout posted to Data Exchange Knowledge Hub > School Support Hub > Reporting Guides > Staff Employment and Staff Injury. The ER file needs to be uploaded to the STN Application Center for the 2023-2024 school year.

Educator Rating (ER) Signoff

As has been the case the past two reporting years, if all ER data has been submitted to the Application Center and the CE Missing ER report is blank, consider the ER submission complete. It is recommended that you download the ER Roster under Data Verification > Roster Downloads.

Pupil Enrollment Counts and Free/Reduced Counts

Reminder to pay close attention to your Pupil Enrollment and Free/Reduced counts. Do the PE counts reflect all students being educated in your LEA including PK students? If students are missing, has the race or language for the student been reported to DEX? Are all students on the roster? All students eligible for Free/Reduced meals must have the appropriate Food Service program record reported to DEX, whether or not the LEA/School participates in a school lunch program.

Guidance Changes and Notifications

IDOE makes a concerted effort to provide timely updates regarding guidance changes, notifications, items in development, etc. To accomplish this we provide various avenues of communication including Office Hours sessions, weekly announcements, banner notifications in both DEX and Knowledge Hub as well as a calendar for upcoming events, change log of guidance changes/updates, known and resolved issues, and items in development. In each week’s announcement a link directly to Upcoming Events and Known/Resolved Issues has been provided. In an effort to make these links more visible all links in the announcement have been placed in the same location. Beginning this week we have also provided links to the Change Log and In Development. We hope each of you will take advantage of these links to the resources. NOTE: items that are found via these links will not necessarily also be included as a specific announcement.

REMINDER: Mandatory and Voluntary Graduation Rate Audit

All schools that are subject to the mandatory graduation rate audit of the 2024 cohort have been notified by email. If you did not receive an email and/or are unsure if your school was selected, please check the list of mandatory audit schools (enrollment key: “AccountabilityCommunity”). Every high school should review their 2024 cohort. If there are students in the 2024 cohort with an incorrect (non-graduate) cohort status, please submit those students on the voluntary graduation rate audit. All schools are welcome to participate in the voluntary graduation rate audit, and it is the final opportunity to request a change to the 2024 cohort. The mandatory and voluntary graduation rate audits will be open from Wednesday, October 2, through Friday, October 25. Contact IDOE’s Office of Accountability 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.

Staff Classification Data Viewer/New Staff Classification Ed-ID Requestor Available Friday, Sept. 6, 2024

To allow SIS vendors time to update their systems with the new Ed-ID Requestor Staff Classification, the removal of permissions allowing the ability to make Ed-ID requests for the Data Viewer classification was delayed. At this time, all Data Viewer changes and the new Ed-ID Requestor classification will be in place and ready for these two staff classifications to be used whether sending data via SIS sync or manually updating the Security Portal on Friday, September 6, 2024.

• Data Viewer classification will provide VIEW ONLY access for both DEX and Ed-ID for any staff member with this classification associated.

• Ed-ID Requestor will provide access to Ed-ID Only providing the ability to submit Create, Update, and Merge requests.

REMEMBER to send 2025 Staff Classification data to DEX by Saturday, August 31, 2024. Beginning Sunday, September 1, 2024, existing 2024 Staff Classification data will no longer to used to provide access to necessary data applications.

NEW: DEX Advisory Group Reconvenes

The following are the members of the DEX Advisory Group.

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

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.