An Update From the Indiana Department of Education for April 24, 2020

indiana department of education - doctor jennifer mccormick - superintendent of public instruction
Dr. Mac

Indiana Department of Education (IDOE) staff is working tirelessly to create and curate remote learning resources for schools and families to use as students continue to learn from their homes. This week we are pleased to release two new resources, one for elementary students and one for secondary students. Details can be found below. 


COVID-19 Updates and Guidance

Stay Up-to-Date on the Latest COVID-19 Information

IDOE is committed to providing guidance and support through streamlined communications. IDOE’s COVID-19 webpage offers access to a variety of resources, including links to our COVID-19 FAQ document and Dr. McCormick’s Weekly Webinar for School Leaders. Send questions regarding additional communications or access to IDOE Chief Communications Strategist, Holly Stachler.


Office of School Building Physical Security and Safety

Considerations and Reminders for the FEMA Public Assistance Programs

Schools who are requesting funding under the FEMA Public Assistance Program should begin to collect copies of policies outlining overtime, leave, and emergency procurement policies. As a reminder, the deadline for submitting the Request for Public Assistance (RPA) is May 30. If your district is not seeking reimbursement at this time, completing the application will preserve your ability to do so in the future. Additional information and access to the application can be found here.

Safe Haven Grant Application Now Open

The Indiana Criminal Justice Institute is now accepting applications for the 2020-2021 School Safe Haven Program. Indiana’s School Safe Haven program provides matching grants that may be awarded to public school corporations and public charter schools to improve and/or increase school safety resources and programming. Additional information can be found here.

IC 20-28-3-9 and IC 20-34-3-28: New Care of Students with Seizures Laws

As of July 1, IC 20-28-3-9 requires all staff having direct, ongoing contact with students to complete a seizure training program. This training can be done in a variety of ways. IC 20-34-3-28 requires school nurses to develop Individual Health Plans for all students who present seizure management plans to a school corporation or charter school. More information can be found here.


Office of Assessment

WIDA ACCESS Results Now Available

WIDA ACCESS results are now available in WIDA AMS. Due to school closures, the delivery of printed reports has been delayed until August 10. Contact DRC Customer Service via email or by phone at 855-787-9615 with any questions.

Writing Items for Classroom Assessments - Share with Educators

The Office of Student Assessment team collaborated to develop Writing Items for Classroom Assessments, an on-demand training specifically for Indiana educators. The training uses sample items from multiple content areas to illustrate several important considerations when writing quality items, whether for a brief quiz or an in-depth unit test. Contact the Office of Student Assessment with any questions.

Update on IDOE’s 1 Percent Waiver Extension Request 

The U.S. Department of Education (USED) informed IDOE that the COVID-19 waiver (granted March 27) waives all assessment requirements, including the 1 percent cap for 2019-2020. Given this information, USED asked that IDOE consider rescinding its 1 percent waiver extension request for 2019-2020. Therefore, IDOE rescinded its 1 percent waiver request on April 1. Please contact Stephanie Thompson with any questions.


Office of School Accountability

2019-2020 Corporation/School Profile Amendment Submission Process

Please read this memo regarding the school and corporation amendment process for the 2020-2021 school year. Please email the Office of School Accountability with any questions.


Office of Academics / Innovation

2021 Teacher of the Year Selection Process Update 

IDOE recognizes that some districts may not have the capacity to complete a typical selection process and would like to extend flexibility for the 2021 Teacher of the Year nomination. Details can be found here.

2020-2021 Teacher Leaders Bootcamp Application Window Now Open 

In partnership with our sponsors KI, Schmidt Associates, and Gibraltar Design, IDOE has opened the application window for teachers interested in participating in the 2020-2021 Teacher Leaders Bootcamp Cohort 2. For more information or to apply, click here


Office of Academics / Curriculum and Instruction

Class of 2020 

Given the evolving nature of the COVID-19 pandemic, IDOE realizes the impact on the Class of 2020. Celebrating their accomplishments is an important milestone. To assist districts with planning alternate solutions, we have developed a Virtual Graduation Assistance document. Please contact Robin LeClaire with any questions.

Announcing STEM Acceleration Grant - Cohort 5

IDOE is pleased to announce the fifth round of STEM Acceleration Grants. The grants will provide funding for programs impacting the 2020-2021 school year. Funds may be used for stipends, professional development/training, and the acquisition of instructional materials necessary to implement selected STEM curriculum. Additionally, funds may be used to increase school/community partnerships to provide early STEM career exposure for students. Click on this link to review STEM Acceleration Grant information. Find more information on the STEM Education page. Contact Jake Koressel with additional questions.

Turnkey Courses as Option for Continuous Learning

As schools and districts determine creative solutions to ensure continuous learning for the remainder of the school year, create plans for summer programming, and address learning gaps, existing turnkey courses may be a useful resource. For additional information on turnkey courses, please read this memo.

Free Webinars Offer Virtual Teaching Support

Teachers and administrators are being transported into a new ‘virtual reality.’ Teachers have to discover different ways to connect and communicate with their students outside of the traditional classroom. IDOE is pleased to join Mike Elliott, from ADVISA, for FREE one-hour webinars providing the basics of video conference and engagement tools to support online teaching. Additional information is available here. Register using the following links:

Guidance Regarding COVID-19 and Paper Packets

Many schools are utilizing paper-based educational packets to support student learning. When schools transfer paper-based packets back and forth between school and home, there is a potential for transferring the COVID-19 virus. At this time, there have been no reported cases where the virus was transmitted through paper documents or the mail. By following basic sanitation protocols, any risk of homework packets transmitting the virus can be minimized. Please review this guidance document outlining these protocols.

CPR/AED Instruction Guidance

Please see this memo for guidance on CPR and AED instruction for high school students. Please contact J. Matthew Walsh with any questions.


Office of Academics / Social, Emotional, and Behavioral Wellness

Foster Care Point of Contact Update

The Indiana Department of Child Services (DCS) has created this guidance for LEAs working with foster youth in this time of remote learning due to COVID-19. Please update both IDOE and DCS on any personnel changes identified by each LEA to serve as the Foster Care Point of Contact. Thank you for embracing the requirements of ESSA to enhance supports for students in foster care.   

Educator Wellness Infographic

Please see this Educator Wellness infographic created by IDOE’s SEBW team. Feel free to use and share to support educators in your community.

Teacher Mentor Network

The Indiana Retired Teachers Association (IRTA), Indiana Retired Teachers Foundation (IRTF), and IDOE have partnered to create the Teacher Mentor Network (TMN). This network will offer assistance in alleviating some of the stress and angst that has been caused by the COVID-19 pandemic and its impact on education.  

By clicking on this link, educators and parents will be connected to a member of the IRTA. Your connection will offer wellness support, curriculum suggestions, tutoring, cookie recipes, and, most importantly, an ear when you need it. 

IDOE Releases the Happiness Class for Secondary Students

Providing social-emotional learning opportunities to students is critical during this time. In response, IDOE is proud to release the Happiness Class for Secondary Students. This memo details the process for implementing the class and provides access to course materials.


Office of Academics / Title Grants and Support

UPDATE: Final CARES Act Allocations and Guidance Released

Local education agencies (LEAs) were provided final CARES Act allocations earlier this week. Please see this attachment for the final allocation for your LEA for the CARES Act Education Stabilization Relief Fund. The previous estimate released by IDOE can be disregarded. The final figures for most LEAs are substantially similar to the estimate. Variations are due to the proportionate share the LEA receives in Title I funds prior to the administrative reset, impacts of closed schools, and IDOE set-aside for state-level activities and additional support for high need areas. Initial guidance can be found here, including the allowable activities of the CARES fund via FAQ #19. Please send any questions to Nathan Williamson.

Healthy Hoosier Challenge Guidance

In an effort to help promote our students’ well-being while at home, IDOE created the Healthy Hoosier Challenge. For this challenge, students must complete a daily activity that requires the student to be physically active. The students will have a card, such as the PreK through third grade card listing all activities. When the student completes all of the activities and fills out the card, the student can turn their card in for a prize. The activity card, prizes, and more information can be found here.

Updated Spring Consultation Information

An Updated Consolidated Affirmation of Consultation Form (CACF) is available for LEAs to use for Spring Consultation. It can be found here, under Initial Consultation Meeting – please read each page carefully, as many of you are in various stages of Consultation.

With school closures and the release of IDOE’s CARES Act Guidance, LEAs and NPSs can find various resources here, including The Equitable Services Spring Consultation Partnered with CARES Act Consultation Memo. Each LEA must reach out to the NPSs in which they regularly consult, even if services have been declined; as NPSs do not have to accept Title funds to be eligible for CARES funding. CARES Act Activities are not tied to Title I requirements, please see Form C.2. Contact Nathan Williamson with any questions.

Schools Needed for 2020-2021 Pilot Blended State and Local Title I Programs

As part of the INtelligrants rollout, IDOE is offering schools the opportunity to fully blend state and local funds to support Title I schoolwide programs. Blended funds may be spent on any activity in the approved schoolwide plan that meets the intent and purpose of each contributing program. There are many benefits to blending these funds. For more information on pilot participation, please review the following memorandum and informational webinar. If you are interested in participating in the 2020-2021 school year, please complete the Request to Participate. The application deadline is July 31. Please contact Nathan Williamson with any questions.


Office of Information Technology

UPDATE: Data Exchange System Implementation

IDOE will begin implementation of the Data Exchange System in the upcoming 2020-2021 school year. IDOE will collect the Non-Certified Employees (NE), Attendance (AT), and Calendar (CL) information via Data Exchange next year. Please read the attached memo for more information.

All Student Addresses Data Collection for Family Assistance Benefit

IDOE is supporting Indiana’s Family and Social Services Administration and their work with the federally funded Pandemic Electronic Benefits Transfer (P-EBT) Program. Indiana families qualifying for Free and Reduced Price meals are eligible under this program to receive direct assistance. This assistance will be based on the number of school days missed and the number of school-aged children in the household. In order for these benefits (approximately $300/student) to be released to families, IDOE is collecting all student addresses from schools. The required data points should be readily available in each school’s student information system. Beginning April 24, IDOE is opening the Student Residence Collection. Schools will have two weeks (until May 8, 2020) to submit all student addresses to IDOE through the STN Application Center. Using these addresses, FSSA will be able to distribute these funds to qualified Hoosier families. Please contact the STN Support Team with any questions.

Guidance for Reporting Incomplete Courses on Transcripts

In consultation with the Indiana Commission for Higher Education, IDOE offers the following recommendation for reporting Incomplete Courses (incomplete due to the COVID-19 pandemic) on high school transcripts. Please find additional information here.


Office of School Finance

Common School Loans 

To assist school corporations with an immediate need to purchase technology and related equipment, the Office of School Finance will accept applications for construction and technology loans from school corporations and school corporation career and technical education schools, from April 6, 2020 through today, April 24. Petitions must be received by the Office of School Finance by today, April 24, to be considered. Please read the Spring Common School Advancement memo, and review the Common School AV to ADM List for information. Please send all questions hereThe application deadline is today, April 24.

Summer School Estimates

Due to COVID-19 and its operational impact on school corporations and charter schools, IDOE is extending the window to submit the Estimated Instructional Costs Report and List of Courses for Summer School 2020 to June 1. Please see this memo for information regarding eligible courses, important dates, and financial provisions. Detailed information about the summer school program and how to report is included in Summer School 101. If you have questions, please contact Kathryn Roth or Melissa Ambre. The submission deadline is June 1.

FY 2021 Indirect Cost Rates

The window to submit an application for FY 2021 Indirect Cost Rates has been extended to April 30. Local education agencies, including school corporations and charter schools, that provided Form 9 financial information for FY 2019 are eligible to receive a restricted and an unrestricted indirect cost rate for FY 2021. New charter schools are eligible to apply but will be subject to the median rate. Please email the application and required material hereThe application deadline is April 30.

Fall 2020 ADM Estimate

The window for school corporations and charter schools to submit a September 2020 membership estimate has been extended to May 1. The membership estimate should reflect the count of virtual and non-virtual students anticipated to be enrolled and attending the school corporation or charter school in September. Officials will submit the ADM estimate in the School Finance Application Center (State Aid). Please contact Melissa Ambre with any questions. The deadline for submission is May 1.


2020 U.S. Census and Indiana Schools

Students Can Earn Up To $30,000 Through Census Video Contest

Census Accelerate, an initiative within the innovation arm of the U.S. Census Bureau, has launched its first-ever video prize competition to reward the most engaging, impactful and informative videos about the 2020 Census. Additional information is available here. The grand prize is $30,000 and the student prize is $10,000. When creating the videos, please use #INCensus2020.


IDOE in the News

2020 Green Ribbon Award Winner Announced

IDOE congratulates the Hamilton Southeastern School District on receiving the 2020 Green Ribbon Award. Learn more here.


News From Other State Agencies

21st Century Scholar Application Deadline

The deadline for parents of current seventh and eighth grade students to file the 21st Century Scholars enrollment application remains June 30. However, the Indiana Commission for Higher Education (CHE) will evaluate enrollment numbers after the deadline to determine if an extension is needed as a result of the COVID-19 pandemic. CHE’s full COVID-19 Guidance and FAQs are accessible here.

UPDATE: Student Work Permits

In conjunction with Governor Holcomb's mandated school closing, the Indiana Department of Labor is suspending enforcement of the requirement for employers to have on-file work permits for minor employees. Youth employment laws that became effective April 1, 2020 are still in effect and should be followed. A summary of those laws can be found here.


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