2022 School Year Review and Next Steps

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Agenda

• 2022 School Year Review
• 2023 API Changes
• 2023 Validation Rule Updates
• 2024 Snapshot
• Q&A

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2022 School Year Review: Vendor Feedback

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Development Overall

• Most found development to either be very easy or moderate

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• Average Rating: 3

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Development Pain Points

• Student Enrollment
• Documentation Clarity Issues
• Vendor Specific Issues
• Student Attendance
• Positive Attendance
• A lot of development time
• Student Transcript
• Lack of Guidance
• Course Transcript -> Student Section Relationship

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IDOE Items: Documentation

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Documentation Pain Points

• Documentation Inconsistencies
• Guidance was late
• Guidance not sufficient
• Verbal trainings would have been helpful

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IDOE Items: Communication

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Communication Pain Points

• Communication Not Clear
• Not Enough Communication
• More frequent updates
• Vendor Office Hours More Often
• Key Take Away: Improvement Has Been Made

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IDOE Items: Support

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Support Pain Points

• Time To Answer
• Lack of Response

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Feedback Summary and Next Steps

• Vendors found most items to be moderate or easy to develop
• Documentation needs work
• Communication is improving, to be continued!
• Support is going well for most but not all

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Data Exchange Updates for �SY 2023

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SY2023 Data Exchange Updates…

Calendar

Added Calendar Event Descriptors

• Virtual Planned – Asynchronous
• Virtual Planned – Synchronous
• Virtual Unplanned – Asynchronous
• Virtual Unplanned – Synchronous
• Virtual Covid – Asynchronous
• Virtual Covid - Synchronous

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Removed Calendar Event Descriptors

• COVID-19 E-Learning
• E-Learning
• E-Learning in Lieu of Cancellation
• E-Learning PD

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SY2023 Data Exchange Updates…

Calendar

• Adding to September Certification
• School Calendars will be certified in September allowing all other data validations to run against calendar data provided at the start of the school year
• Will help eliminate the concern of calendars ‘missing’ during the school year
• Final Calendar data for the school year will be in the JULY Certification
• Calendar business rules (validations) will run throughout the year to alert schools of any errors or warnings needing to be addressed before JULY Certification

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SY2023 Data Exchange Updates…

Student

• Added custom API validations to minimize data thrashing issue
• Only schools with active StudentSchoolAssociation where primary school is ‘True’ can update the student information
• Student Assessment Accomodations moved to a new API resource
• Student Email Address is added as part of students API
• Email address should be the school assigned email and not personal email
• Collection necessary for rostering with other state agencies and vendors

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SY2023 Data Exchange Updates…

Student Education Origination Association (Funding/Attendance)

• Added Begin and End Dates
• Begin Date is a Primary Key (unique to each record)
• Allows schools to provide Begin and End Dates on a student’s educational organization record identifying if the student is reported for ‘funding’ or ‘attendance’ and making changes to ADM codes as needed for each reporting period

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SY2023 Data Exchange Updates…

English Learners Program

• Program Type Name change to Multilingual Learners
• Removing program
• ESOL
• Adding programs
• Newcomer
• EL-Parent Refusal

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SY2023 Data Exchange Updates…

English Learners Program

• Program name changes
• Regular Education to Regular Education-Non-EL
• Sheltered English to Sheltered Instruction-ELs only
• Content-based ESL to Content-based ELD
• Instrument Used change
• W-APT to Kindergarten Screener

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SY2023 Data Exchange Updates…

Curricular Material Program Association

• New API resource studentCurricularMaterialProgramAssociations
• Should not be reported on general student program associations
• Added LivesWithParentUniqueId
• Provide the parent id that the student primarily lives with
• Parent and the Student Parent Association should be created first for the API request to succeed

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SY2023 Data Exchange Updates…

Refugee Program Association

• Adding Refugee program type and program name to Student Program Association API to collect students with refugee status

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SY2023 Data Exchange Updates…

Staff

• Years of Experience is removed from the Staff API
• Years of Experience is added to the Staff Education Organization Employment Association API
• Additional Staff Classification descriptors being added

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SY2023 Data Exchange Updates – timeline

August 2022 badging

• Student Email
• Student Education Organization Association (begin and end dates)
• Student Curricular Material Program
• Staff Employment (years of experience)

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All these API changes are in vendor dev environment and will go-live in production July 1^st, 2022

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SY2023 Data Exchange Updates – Coming SooN

Accommodations

• To report student assessment accommodations

Discipline

• To report student discipline incidents and actions

Identities

• To search and create student and staff unique identifiers

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Badging and release dates for these changes will be announced later

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Data Exchange Business Rules (Validation) Updates…

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Business Rules (validation) updates…

Calendar

• Error - Event Duration cannot be less than or more than 1 (one)
• Based on the sum of event duration provided for each calendar event date
• Error - Event Minutes cannot be less than 0 (zero) or more than 600 (10 hours)
• Warning - When schools provide more than three (3) aggregate asynchronous event dates (additional dates will not count towards the required 180 days)

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Business Rules (validation) updates…

Attendance

• Error – Attendance Event Duration cannot be more than 1 (one)
• Based on the sum of attendance event duration provided; may report two .5 attendance events to add to 1 (one) but cannot provide two events with 1 (one) or .5 and 1 (one), etc. adding to more than a whole attendance day

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Business Rules (validation) updates…

Membership

• Error – Educational Organizations identified as a Virtual Charter or Virtual School must report all students with the Virtual Program Association

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Business Rules (validation) updates…

Multilingual Learners

• Error – Students with language code 211 (English) will fail for all programs except Dual Language/Immersion

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Students with language code 211 (English) will now be able to be identified as participating in the Dual Language/Immersion program name under Multilingual Learners program type.

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Business Rules (validation) updates…

Special Education

• Error – Choice students not identified as receiving all their services from the non-public school at the time of the Choice Scholarship application will not be allowed to be reported with the Special Education ‘Choice Voucher’ program name

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Business Rules (validation) updates…

Graduate

• Error – Early graduates (i.e. students in future cohort years) are not eligible for a wavier diploma.

This will apply for students in a 2023 cohort year or greater will not be eligible for a waiver diploma.

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Business Rules (validation) updates…

Note

These are the validation rules changes we know about, as of today. There may be more to come, and we will update the vendor community when that happens.

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Data Exchange Updates for �SY 2024

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SY 2024 Data Exchange snapshot

DEX upgrade to Ed-Fi v5.3 (or higher)

Project Start – July 5^th, 2022

Vendor Sandbox – Sep 2022

Vendor Badging – Jan 2023 to May 2023

Production Go Live – July 2023

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Finding Resources…

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Finding Resources…

Data Exchange - for Developers

• https://www.in.gov/doe/it/link-initiative/data-exchange/

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Q&A

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Thank you!