Michelle TubbsAssistant Director of Data Reporting

Debbie DaileyDirector of Strategic Projects

UNITE GroupMay, 2020

@EducateIN

• Reporting period is May 1st – June 30th.

• The reporting period will close at 4:00pm EDT on June 30th.

• Make sure all High Ability students are reported!

• Don’t forget to report students receiving 504 services.

DOE-AD (Additional Student Information)

@EducateIN

1) Students must have 10 consecutive days in Alternative Education to be reported.

2) Students reported with less than 10 consecutive days will fail.

3) Students may have multiple records reported throughout the school year.

DOE-AL (Alternative Education)

@EducateIN

Reporting period May 15th 8:00am - June 30th 4:00pm EDT

Reporting period May 1st 8:00am – June 30th 4:00pm EDTCalendars must be Certified before Submission of Data

DOE-AT (Attendance)

@EducateIN

Real Time submitters:

• Accountability School must match on both AT and RT

records reported.

• Grade level reported on AT must match grade level

reported on RT.

DOE-AT (Attendance)

@EducateIN

Certifying Calendars – Waiver Days, COVID-19 Calendar Dates

• NEW – COVID-19 eLearning: (instruction being provided)

This date is counted as an instructional day (as if the student was

sitting in the school building receiving face to face instruction from

their teacher)

• NEW – COVID-19 Closure: (no instruction being provided)

This data is NOT counted as an instructional day

• WAIVER Days – enter number of waiver days approved by Governor

Holcomb and/or School of Accountability

Refer to School Accountability Moodle Community for additional guidance and reporting

calendar resources.

EACH YEAR MAKE SURE TO SUBMIT ALL YOUR “C” (CE/CP/CC) DATA. Submit any missed Period 1 data during the Period 2 submission window

Opening May 1st at 8:00am

Did you forget? Did you miss the deadline? Did you miss an employee?

“C” (Certified Staff & Course Completion)

@EducateIN

Report ALL Graduating Students including early and late graduates.

Contact – Michelle Clarke, School Counseling Specialist mclarke@doe.in.gov

Cohort Concern –schoolaccountability@doe.in.gov

DOE-GR (Graduate)

@EducateIN

Reporting period May 1st 8:00am to October 5th 4:00pm EDT

COHORT CLASS 2020 Reporting

• All Graduates in the 2020 cohort should be reported as non-waiver graduates.

• All Graduates in the 2020 cohort must be reported with a non-waiver diploma designation.

• Diploma Types 1, 2, 3, 6, 7, 9, 12, and 16 may be submitted for 2020 cohort students graduating in the 2020 school year.

Refer to the DOE-GR layout v04.09.20 for reporting guidance.

Graduate Data – Cohort 2020

@EducateIN

Students meeting both Graduating Qualifying Exams (GQE) and meeting a Graduate Pathway; how is data reported?

Graduate Pathway Data

@EducateIN

The department recommends students meeting both GQE and a Graduate Pathway be reported as a traditional graduate. Pathway data is not required for reporting these students’ graduate data.

COHORT CLASS 2023 has arrived!!

Graduate Pathway data is required for the class of 2023.

All currently enrolled 9th grade students (identified in the 2023 cohort) must fulfill all three of the graduation pathway

requirements in order to graduate.

• High School Diploma• Learn & Demonstrate Employability Skills• Postsecondary-Ready Competency

Graduate Pathway Data – Cohort 2023

@EducateIN

Postsecondary-Ready Competencies concerns: DOEGradpathways@doe.in.gov

Locally Created Pathways; existing, application and guidance:https://www.doe.in.gov/locally-created-pathways

Graduation Pathway Policy:https://www.in.gov/sboe

Graduate Pathway Resources

@EducateIN

Reporting period May 1st 8:00am – June 30th 4:00pm EDT

• Report students that qualified and received homebound or hospitalized services for a minimum aggregate of 20 instructional days anytime during the current reporting school year.

• Report students receiving services from July 1st to June 30th.

DOE-HB (Homebound/Hospitalized)

@EducateIN

Reporting Period July 6th 8:00am – Aug. 28th 4:00pm EDT

• Identifies students receiving Title services and the type of services.

• Public schools report data for ALL identified title schools, including non-public and neglected institutions, in their geographical area.

• Charter schools report data for students receiving services at their school.

• Data is used to measure the usage of Title 1 dollars and implementation of Title 1 programs.

DOE-TI (Title 1)

@EducateIN

EXIT Code Updates:

• Exit code 33-Student Serving Expulsion• Schools are to utilize exit code 33 for students serving an expulsion• Schools are not to use exit code 33 for students serving any type of

suspension• Schools are not to “break” enrollment records showing students

serving an Out-of-School Suspension (OSS) • OSS days will be reported on discipline reporting (DOE-ES)• OSS days will not be counted in days attended (DOE-AT)

NEW for 2020-2021 School Year

@EducateIN

EXIT Code Updates:

• NEW Exit code 35-Participation in the HSE Pilot Program• Exit code 35 is only available for use by corporations 5360 MSD of

Wayne Twp., 5370 MSD of Washington Twp., and 8385 Richmond Community Schools

• Exit code 35 can only be used for seniors during the school year of their senior year cohort

• No more than 5% of the school’s cohort can be exited with code 35

NEW for 2020-2021 School Year

@EducateIN

• DOE-ER (Educator Evaluation Rating)

• New Employee Evaluation Reason Code 7 • 2018-2019 Evaluation Rating Option Validation #1• Schools may elect to have the 2018-2019 rating reported for their

staff IF they have a prior year rating reported • IDOE will use the prior year rating reported; schools DO NOT need

to submit the rating from the prior year

• Schools will select Code “0” from Employee Evaluation Rating (field 3) and code “7” from Employee Evaluation Reason (field 4) to indicate the prior year rating is to be utilized for the 2019-2020 school year report

NEW for 2020-2021 School Year

@EducateIN

@EducateIN

The Data Exchange project will implement a

solution to improve the transfer and

certification of student and educator level data

between IDOE and education entities.

What IDOE is doing…

• Implementing Ed-Fi Data Standards and Technology Suite

• Improving data transfer methods

• Updating the process for data review and certification

• Implementing SIS vendor certification protocols

• Addressing non-SIS bulk data submissions

• Transitioning to robust business rule management

What that means for schools…

• New process for schools to submit data through

interoperable data exchange

• New portal for review and approval of data

• New process for SIS vendor to certify

Data Exchange will be implemented for the 2020-2021 school year.

Data Exchange Web Page Updates: https://www.doe.in.gov/link/data-exchange

Data Exchange Concerns: contact dataexchange@doe.in.gov

• NEW Data Exchange for Schools Area• Documentation relevant for Data Providers and School Administrators

• Items of Interest• Data Exchange Vendor Certification Status

• How to Prepare for Implementation

• Security Access: Setting Staff Types (Roles)

• Data Exchange Implementation Schedule

Data Exchange Implementation

@EducateIN

2020-21 School Year

Certification: All schools must certify the following data components via Data Exchange.

• Attendance (July 2021)

• Non-certified employees (October 2020)

• Calendar (July 2021)

Onboarding: Schools with an Indiana Ed-Fi Certified SIS Vendor.

• As SIS vendors are certified throughout the year schools will be onboarding and connecting to the IDOE’s Data Exchange system

Bulk Uploads:

• Any data not available to be transferred via the SIS vendor system, or any schools without an Indiana Ed-Fi Certified SIS vendor will need to submit the required data via the bulk upload feature in Data Exchange

Data Exchange Implementation Schedule

@EducateIN

2021-22 School Year

Certification: All schools must certify ALL data components via Data Exchange.

• There will be six certifications of data throughout the year

• Data Exchange will be considered the “VALID Source of Truth” for all data

• STN App Center will continue to accept data for comparison only and will be required for schools who are not considered “a pilot” in the 2021 school year for comparison of data

Onboarding: Schools with an Indiana Ed-Fi Certified SIS Vendor.

• IDOE will onboard remaining schools as their vendor becomes certified

Bulk Uploads:

• Any data not available to be transferred via the SIS vendor system, or any schools without an Indiana Ed-Fi Certified SIS vendor will need to submit the required data via the bulk upload feature in Data Exchange

Data Exchange Implementation Schedule

@EducateIN

2022-23 School Year

Certification: All schools must certify ALL data components via Data Exchange.

• STN App Center will be retired with the exception of outliers such as the Choice Program

Onboarding:

• IDOE will onboard any new SIS vendor that becomes Indiana Ed-Fi Certified or any new school that has an Indiana Certified SIS vendor

Bulk Uploads:

• Bulk uploads will be utilized for limited modules schools may not have purchased (such as a Human Resource module) or their SIS vendor does not support as well as schools that do not have a student system or has a vendor that is Indiana Certified

Data Exchange Implementation Schedule

@EducateIN

Data Reporting Support Team

@EducateIN

Linda Turner Senior Support

Specialist

David Licht Support

Specialist

Susan Day Support

Specialist

Jason Stephens Support

Specialist

Selina Snelling Support

Specialist

STN Support Hours: Monday-Friday 7:00am to 5:00pm

STN Support Line: 317-232-0808

STN Help Ticket: https://help.doe.in.gov

@EducateIN

The Unified Access project will implement

processes, policies and technologies to

accomplish the key objectives of the LINK

initiative.

What IDOE is doing…

• Streamlining identity, user, and access management

• Unifying point of entry for IDOE solutions

• Revising Master Data Management

• Adopting data standards

• Adopting user interface and user experience

standards

• Reviewing and revising infrastructure policies

What that means for schools…

• Fewer usernames and passwords

• Consolidated on-board/off-board process for

access to systems

• More robust master data management aligned to

the Ed-Fi Data Standards

• New site to access all IDOE systems

What that means today…

• Unified Access is being used for INview CMS, Key

Contacts and INtelligrants beginning in June 2020

• Access through https://link.doe.in.gov

@EducateIN

The INtelligrants project will

implement a consistent platform to

manage the full cycle of State and

Federal funding streams.

What IDOE is doing…

• Unify processes and systems for managing the

lifecycle of funding streams

• Improve communication regarding grant

opportunities and timelines

• Create dashboards to track funding streamsv

What that means for schools…

• New solution for the full grant lifecycle,

from application through final reporting.

• Includes State and Federal funding;

competitive and formula

• Same solution leveraged by multiple State

agencies: CJI, DOC, DHS, IDOE

IDOE will be transitioning to the new IGX version of INtelligrants with the release of Title

grants

@EducateIN

INtelligrants Rollout

2019 Summer and Fall

• NESP

• Refugee

2020 Spring and Summer

• Title Consolidated Application (Title I, Title II, Title III, Title IV and RLIS)*

• David C Ford

• Dual Immersion

• Teacher Appreciation/School Performance

• Title I Part C Migrant

• Title I Part D Neglected and Delinquent

Future Releases

• Special Education

• State Tuition

• Additional state grants

@EducateIN

Title Updates

• New system features a Pre-Application and a Consolidated Application for the afore mentioned

Title grants

• Pre-application will be due July 1st and consolidated application will be due Aug 31st

• Training plans will be communicated through the office of Title Grants and Support

• INtelligrants will launch statewide. In order to ensure a smooth transition, organizations that

experience concerns with INtelligrants may request to use legacy application for the 2020-2021

grant applications.

• CARES Act applications will not be included in the INtelligrants release. Additional information

can be found on https://www.doe.in.gov/grants.

@EducateIN

Unified Access and INtelligrants Actions and “Must Knows”

• Understand: The LINK Portal will serve as the point of entry for INtelligrants.

• Action: If school has not onboarded, then submit required information to IDOE to register for accessing IDOE systems and select Data Security Coordinator for IDOE system to manage roles in IDOE systems.

• Action: Review documentation on setting up staff roles at https://www.doe.in.gov/link/unified-access.

Unified Access

• Action: Review information related to Title grant changes at.https://www.doe.in.gov/link/intelligrants

• Understand: INtelligrants will represent a change in system and process for Title grants including Pre-Application, Consolidated Application and pilot Blending.

INtelligrants

Questions?

@EducateIN

Concerns regarding Data Exchange may be sent to:

DataExchange@doe.in.gov