1 of 24

Data Exchange Updates�New for 2024…

@EducateIN

2 of 24

Data Exchange Updates…

Student - “Data Thrashing”

  • Restrictions NO LONGER ! (schools with Student School Association (enrollment) where primary school is ‘True’ or ‘False’ may update the following information):
    • Student Language
    • Proficiency Levels and ELL Instrument Used
    • Birth Country
    • US Initial Entry Date into US Schools
    • Student Address

​

@EducateIN

​

3 of 24

Data Exchange Updates…

Student - “Data Thrashing”

Student Education Organization Association (Demographics) Record:

  • Schools with a Student School Association (enrollment) either ‘true’ or ‘false’
  • Schools will provide the ‘additional’ demographic data on students:
    • Address
    • Proficiency Level and Instrument Used
  • Associated to the school ID and will not change data for another school ID

​

​

​

​

@EducateIN

​

4 of 24

Data Exchange Updates…

ED-ID: Student/Staff

  • Update on Matching Ed-ID search
    • First Name, Last Name, DOB, Language, Race/Ethnicity
    • NEW: Schools will get the 400 error message when syncing from SIS to Data Exchange with a language code that doesn’t match Ed-ID
    • NEW: Schools will get the 400 error message when synching from SIS to Data Exchange with a race/ethnicity code that doesn’t match Ed-ID
  • 400 errors indicates a mismatch between SIS and Ed-ID

​

​

@EducateIN

​

5 of 24

Troubleshooting ed-id…

ED-ID: Student/Staff Create - Update

  • New Ed-ID created
    • 15 minutes from creation to DEX add
  • Updates to Ed-ID
    • 2 hrs from IDOE approval to DEX update
  • Staff LVIS Account Holders
    • Log into LVIS account to make corrections
    • Updates copied to DEX daily at 3:00 pm ET

​

​

​

​

@EducateIN

​

6 of 24

Data Exchange Updates…

Calendar

  • Adding to OCTOBER Certification
    • School Calendars will be certified in October allowing all other data validations to run against calendar data provided at the start of 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

​

​

@EducateIN

​

7 of 24

Data Exchange Updates…

Calendar

  • Calendar Event Descriptors
    • Virtual Planned – Asynchronous
    • Virtual Planned – Synchronous
    • Virtual Unplanned – Asynchronous
    • Virtual Unplanned – Synchronous
    • Virtual Covid – Asynchronous REMOVED
    • Virtual Covid - Synchronous REMOVED

​

​

@EducateIN

​

8 of 24

Data Exchange Updates…

Calendar

  • Removing/Inactivating Calendar Validation (Business Rules)
    • CL-6 - Instructional Begin Time
    • CL-7 - Instructional End Time
    • CL-8 - Non-Instructional Minutes
    • CL-10 - Total # of Waiver Days

These data are no longer required. These validations are no longer needed.

​

@EducateIN

​

9 of 24

Data Exchange Updates…

Student Ed Org RESPONSIBILITY Association (Funding/Attendance)

  • Adding to OCTOBER Certification
  • New Record Name
    • Record will provide all RESPONSIBILITIES
    • Primary Responsibility is either ‘Funding’ or ‘Attendance’
    • Additional Responsibilities are Corporation of Legal Settlement (COLS) and Accountable School

DO NOT PROVIDE A STUDENT EDUCATION ORGANIZATION RESPONSIBILITY ASSOCIATION RECORD FOR SERVICE ONLY STUDENTS!!

@EducateIN

​

10 of 24

Data Exchange Updates…

Student Ed Org RESPONSIBILITY Association (Funding/Attendance)

  • New Validation (Business Rule)
    • Primary RESPONSIBILITY of ATTENDANCE
    • Requires Accountable School provided
    • Mismatch of Accountable School ID between two enrolling schools where one is primary ‘true’ and one is primary ‘false’ with one reporting ‘funding’ and one reporting ‘attendance’ will generate an error (Accountable School IDs must match when both records are active)

​

@EducateIN

​

11 of 24

Data Exchange Updates…

Attendance

  • New Validation (Business Rule)
    • ‘In Attendance’ cannot be reported if the Ed Org ID has been identified as being a virtual school or program.
  • NEW Validation (business rule)
    • Conflict message provided if another Indiana school enrolls a student reported as serving an expulsion
  • Removing/Inactivating Validation (Business Rule)
    • AT-5 = Warning; Regarding student is considered a chronic absentee. (No longer needed per State Attendance Officer)
  • Removing Attendance Descriptor
    • Virtual due to COVID-19

​

​

​

​

@EducateIN

​

12 of 24

Data Exchange Updates…

Curricular Materials Assistance Program Association Record

  • NO LONGER required for Public Schools (Traditional and Charter)

​

  • REQUIRED for NonPublic Choice Schools
    • Do not provide CMA program record if textbook fees are included in the student’s Choice tuition and fees
    • Do not provide CMA program record for non-Choice students that do not qualify for reimbursement
  • Student Parent Association (?)

​

​

@EducateIN

​

13 of 24

Data Exchange Updates…

Multilingual Learners Certification

  • Refugee Program added to Certification
  • Adding Language code 000 = TBD
    • Allow schools to create new student when HLS has not been completed
    • Allow schools to not default 211=English
    • 30 days to correct in Ed-ID without a request

​

​

​

@EducateIN

​

14 of 24

Data Exchange Updates…

Multilingual Learners Certification

  • NEW Validation (business rule):
    • Birth Country Missing - to alert schools when the student’s birth country is missing
  • Adding to Certification Roster:
    • Instrument Used and Date of Entry into US Schools

​

​

@EducateIN

​

15 of 24

Data Exchange updates…

Graduate

  • Graduate records certified in October will not show an exclusion message in the July certification
  • Adding Diploma Award Date to Graduate Roster
  • Adding Local Pathway Codes to Graduate Roster

Pupil Enrollment

  • Adding Corp Of Legal Settlement to the Pupil Enrollment Roster

​

​

@EducateIN

​

16 of 24

Data Exchange Updates…

SUMMER SCHOOL Student Academic Record (Course Outcomes)

Adding to OCTOBER Certification

  • Method Credit Type: Summer School credit & Summer School IOA
    • Will be validated and certified for October
    • Once Certified the data will not be validated or certified again in July
    • Record does not require student section (schedule) or staff section (schedule)
    • Record DOES require a school (ed org) association (enrollment) record

Note: Data missed, not validated in October can be provided for July certification

​

​

​

​

@EducateIN

​

17 of 24

Data Exchange Updates…

Special Education Certification Summary Updates

​

​

​

​

APC Funding Levels being Updated

APC Levels Split by Exceptionality/Disability

Level 1 = $11,104

Level 1-1 and 1-2

Level 2 = $2790

Level 2-1 and 2-2

Level 3 = $525

​

Pre-School = $3638

​

@EducateIN

​

18 of 24

Data Exchange Updates…

Special Education Program Association Record

  • New Timeline Compliance Descriptor
    • Timeline Missed, Move-In during Evaluation

​

Homebound/Hospitalized

  • Funding amount increased to $525

​

@EducateIN

​

19 of 24

Data Exchange updates…

High Ability

  • Latest High Ability program association record provided at the same School ID will be utilized for identification of the program the student is certified

Additional Student Programs

  • Adding Foreign Exchange program for certification counts

​

​

@EducateIN

​

20 of 24

Data Exchange Updates…

Discipline

  • In School/Out of School/Expulsion Reporting through Data Exchange – reporting guidance will be coming!
  • Restraint/Seclusion reporting through Data Exchange - reporting guidance will be coming!
  • Bullying and Gang Related Events Reporting through Data Exchange - reporting guidance will be coming!
  • Arrest Data Reporting through Data Exchange - reporting guidance will be coming!

​

​

​

@EducateIN

​

21 of 24

Data exchange updates…

Credit Type

  • Credit Recovery removed as allowable credit type

Exit Withdraw Descriptor

  • 34-Midyear Graduate updated to Graduate
  • NEW!! Non-Compulsory Attendance Age (code coming)
    • Used when a student is less than 7 years of age and parents decide to keep the student at home and is not being educated
    • Error message being created to alert schools if code is provided on students 7 years of age or older

​

​

​

@EducateIN

​

22 of 24

Data Exchange Updates…

Student Academic Record (Course Outcomes)

NEW Course Outcome and NEW Validation (Business Rule)

  • New Outcome = In Progress
    • May be provided while a student is enrolled in each course
  • Validation Update
    • Error message will be provided after the TERM end date has passed AND student does not have an allowable outcome (Pass/Fail/No Grade Awarded/Incomplete) provided

Adding to Course Outcome Roster the Term End Date after Term Descriptor

​

​

​

@EducateIN

​

23 of 24

Data Exchange Updates…

Student Academic Record (Course Outcomes)

Validation (Business Rule) Update

  • CC-9 = no course outcomes
    • Will be provided after each TERM end date identified from the Calendar
      • Not each grading period; each TERM end date
  • CC-13 = course code does not align to student grade level
    • IDOE courses are set with grade levels allowed
    • Correcting WARNING message to be more clear
      • Currently reported subject code does not match to the student grade level. Check student schedule or course code for accuracy.

​

​

​

@EducateIN

​

24 of 24

Data Exchange Updates…

Student Academic Record (Course Outcomes)

July Certification

  • NEW!! Method Credit Earned Types:

​

​

​

​

​

Requires Student & Staff Section Data

Does Not Require Student & Staff Section Data

Classroom credit

Transfer credit

Credit recovery

Transfer credit Out of State

Virtual/Online credit

Transfer credit Homeschool

​

Summer school credit

​

Summer school IOA

@EducateIN

​