Michelle TubbsAssistant Director of Data Reporting

mtubbs@doe.in.gov

DOC TrainingNovember 7, 2019

@EducateIN

This presentation will be posted at: https://www.doe.in.gov/it/data-reporting

Data Reporting Help page under the Data Presentations button.

Introduction

@EducateIN

STN Application Site:• https://appcenter.doe.in.gov/Main.aspx?pageid=6

STN Support Ticket Site:• https://help.doe.in.gov

Data Reporting Help Site (layouts/resources):• https://www.doe.in.gov/it/data-reporting

Learning Connection Site (test scores):• https://learningconnection.doe.in.gov/Login.aspx?ret=%2fDashbo

ard%2fDashboard.aspx

Resources

@EducateIN

LESS is MORE!

• Enter Last Name and Date of Birth• Enter Last Name and First Name• Enter partial Last Name and Date of Birth• Enter partial Last Name and partial First Name

STN Lookup

@EducateIN

Demographic Information:

STN Lookup – Details for Student

@EducateIN

Indiana IEP Access School

STN Lookup – IEP Access

@EducateIN

Lookup Tab>STN Name Change Request

STN Lookup – Change Request

@EducateIN

• Enter STN in Lookup Field

• Enter Changes Only

• Select Reason for Change Request

• Save

Reasons may include:• Student’s name misspelled, legally changed

• Student’s DOB, Gender entered incorrectly

• Ethnicity should be entered once from the original Ethnicity/Race Form and should not be requested for change unless previous school made an error or parents/guardians are requesting the change – Hispanic ‘yes’ trumps race codes and student is considered Hispanic not multi-racial.

• Changes within 3 months of STN creation do not require a change request.

• Changes from English to non-English code or non-English to another non-English code does not require a change request.

STN Lookup – Change Request Reasons

@EducateIN

Input Form:• Utilize when submitting a few records

• Utilize to help find errors for quick editing; filters for lookup of STN and other fields reported in the data submission

File Transfer:

• Utilize when submitting entire files

Restricted File Transfer: • Utilize when receiving permission from STN support to submit corrected

or late data submissions after a reporting window is closed

Data Transfer – Three Options

@EducateIN

Reports:

• Provides Summary Counts on Data Submitted

Collection Management:• Allows Sign-Off on Data Submitted

Roster Download:

• Provides Roster Reports on Data Submitted

• Provides student’s name

• Roster files are not in the format needed for Data Submissions

Data Verification

@EducateIN

Retrieve Data:

• Provides file(s) in same format as needed for submission

• Does not provide student’s name

Upload Signed Summary Report:• Utilize to upload the Special Education Signed Summary Report

Administration

@EducateIN

Deletion of records from a file and resubmitting the file will notdelete the record(s) from the STN application center. Once a record is accepted the only way to remove or delete it is to hit the red X or submit a help ticket to have the record removed if the data reporting period is closed.

STN Application Center Reporting Tips

@EducateIN

Real Time (RT) and Calendar (CL):

• Must have a School Calendar before submitting RT data.• Calendar information is submitted through DOE-Online.• Calendar information should be submitted and managed

by one staff member.

Real Time Reporting/Calendar

@EducateIN

Real Time (RT):

• Report accurate entry date; when the student became incarcerated.

• Report accurate exit date; when the student either earns HSE (GED) and is no longer receiving services OR ages out from special education services OR is released from incarceration.

• Report accurate access school for Indiana IEP system.

• Corporation of Legal Settlement (COLS)

Real Time Reporting

@EducateIN

Special Education (SE):

• Count Date is December 2, 2019

• Three Reporting Phases:1. Data Submission Phase is December 2 to December 13, 2019

• Allows submission of Data only – NO sign-off available

2. Clean-Up Submission Phase is December 14 to December 20, 2019• Allows submission of Data and Sign-Off is available

3. Sign-Off Only Phase is December 21, 2019 to January 10, 2020• Does not allow submission of Data

Special Education Reporting

@EducateIN

Special Education (SE):

• Count Date is April 1, 2020

• Three Reporting Phases:1. Data Submission Phase is April 1 to April 10, 2020

• Allows submission of Data only – NO sign-off available

2. Clean-Up Submission Phase is April 11 to April 17, 2020• Allows submission of Data and Sign-Off is available

3. Sign-Off Only Phase is April 18 to April 24, 2020• Does not allow submission of Data

Special Education Reporting

@EducateIN

Special Education (SE):

• Count Date is April 1, 2020

• Three Reporting Phases:1. Data Submission Phase is April 1 to April 10, 2020

• Allows submission of Data only – NO sign-off available

2. Clean-Up Submission Phase is April 11 to April 17, 2020• Allows submission of Data and Sign-Off is available

3. Sign-Off Only Phase is April 18 to April 24, 2020• Does not allow submission of Data

Special Education Sign-Off

@EducateIN

Special Education Termination (TR):

• Submission is May 1, 2020 to October 5, 2020

• Reasons a student is terminated from services:• Transferred to Regular Education (no longer eligible or revoked consent)• Reached Maximum Age of 22• Deceased• Dropout

• Student must have matching Real Time record to support the Termination Reason

Special Education Termination Reporting

@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 7:00 a.m. to 5:00 p.m.

STN Support Line: 317-232-0808

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