There are over 50 million school children in America, and yet when a tragedy occurs like what happened this week in Uvalde, Texas, it feels personal…like it has happened to someone we know and love. When a tragedy occurs within one of our schools to one of our children or educators, it impacts us all. It is jarring, deeply painful, and evokes sadness, anger, fear and disgust.
As we follow the story about the 21 innocent lives lost in one of America’s elementary schools, we often imagine our own children–our own children as parents and grandparents, as well as our own children in terms of the students we teach and love. We think about our fellow educators, staff, and school community. And naturally, we can’t help but think about the safety and security of our own schools in Indiana. This ongoing reflection is important because keeping students safe must always be a top priority as we focus on ensuring our students leave our K-12 education system with the knowledge and skills they need to succeed. I am comforted by the work that a special group of educators is already doing to keep our Indiana schools safe. It is their top priority, and I wanted to share some additional details of that work with you today.
Just last week, almost 900 school safety specialists from all across the state came to Indianapolis for the Indiana School Safety Specialist Academy advanced spring training. Led by the Indiana Department of Education's (IDOE’s) Director of School Safety, Steve Balko, and Senior School Safety Specialist, Ryan Stewart, sessions included Unified School Security and Life Safety Systems, Responding to an Actual Violent Crisis, School Based Behavioral Threat Assessments, and many others. You may also find comfort in knowing that Indiana’s academy has been nationally recognized for its quality programming and that our school safety specialists are getting top-notch training each year.
Additionally, for nine years now, schools across our state have deployed more than $110 million dollars through the Indiana Department of Homeland Security Secured School Safety Grant Program to build secure entries for our schools, to increase school resource officers, to increase mental health resources, and much more. (This is above and beyond funds local schools have invested in safety improvements.) Over 2,700 grants have been awarded to Indiana schools since 2014 and for those of you seeking to add additional security to your buildings, applications for the Secured School Safety Grant open next Wednesday, June 1.
Amidst all of this, we must also continue to focus on mental health and student wellbeing. As some of you may know, May is Mental Health Awareness Month and we have included a document containing several resources that may be helpful under the Office of Student, School, and Family Engagement section below. If you have any questions, please feel free to reach out to our team at engagement@doe.in.gov.
In times like these, there’s no way to alleviate all of our fears or concerns, but I hope these reminders of ongoing work in Indiana offer you a little peace as you continue to grieve for the families touched by this tragedy in Texas. Today, I offer a sincere thank you to our school safety specialists who work tirelessly to keep our schools safe. And as always, thank you to our entire school team for the important work you do for our children and fellow educators.
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NEW: Guidance on Instructional Time for Schools
IDOE has created a comprehensive guidance document that outlines the instructional time requirements for all public schools to supplement the memo released on April 26, 2022. The guidance document provides information regarding the legal requirements for instructional time, the use of virtual instruction during the school year, and instructional time flexibility. Please contact schoolaccountability@doe.in.gov with any questions.
REMINDER: Mid-Year Graduate Report
Students who graduated between Friday, October 1, 2021, and Monday, January 31, 2022, should be reported in Data Exchange by Thursday, June 30, to be included in the Mid-Year Graduate Report due to the General Assembly by Thursday, September 1. Please see this memo for additional information.
REMINDER: Accountability for the 2021-2022 School Year
State Accountability: Pursuant to House Enrolled Act 1093 and Senate Enrolled Act 290, the state board may not assign A-F letter grades to schools or corporations, including adult high schools, for the 2021-2022 school year. IDOE will not be calculating A-F grades for schools or corporations for the 2021-2022 school year.
Federal Accountability: As a condition of prior flexibility granted by the U.S. Department of Education, Indiana must issue federal accountability determinations for the 2021-2022 school year. IDOE will be calculating federal ratings for schools and publishing the information in fall 2022. Information on the federal accountability system may be found here. Contact schoolaccountability@doe.in.gov with any questions.
REMINDER: Request for Public Comment on ESSA Addendum Submission
IDOE plans to submit an addendum to Indiana’s state ESSA plan regarding components of the federal accountability system and is currently seeking public comment on the draft addendum. The draft addendum is available for review here. Public comment should be submitted to IDOE via JotForm no later than Friday, June 10. Contact schoolaccountability@doe.in.gov with any questions.
REMINDER: Naturalization Examination Results
Public high schools must report results of the naturalization examination to IDOE for students completing a U.S. government course via this JotForm, in addition to posting the data on their public website. Results should be submitted upon completion of the trimester or semester following the administration. All results for the 2021-2022 school year should be submitted by Thursday, June 30, to ensure that data is recorded prior to the start of the new school year. There is no specific format or template required for posting these results onto the school’s website. Non-public high schools may administer the naturalization examination and publish the results on their school website, but are not required to report the results to IDOE. More information regarding IC 20-30-5-7(d), naturalization examination materials, and reporting of results can be found here. Contact IDOE’s Office of Student Assessment with questions.
REMINDER: Preliminary ILEARN Score Release & Rescore Request Window
Preliminary scores are now populating in ORS for students who have completed both components of the ILEARN testing. Review the Online Reporting System (ORS) User Guide, the ILEARN Individual Student Report (ISR) Interpretive Guide, and the Indiana Interpretive Guide for Statewide Assessments as you review student scores. The rescore request window continues through Friday, June 3. Reviews of student responses to consider a rescore request must be performed in person. Please review the following resources when finalizing plans for supporting this legislated process:
Contact the Office of Student Assessment with questions regarding policy guidance, and the Indiana Assessment Help Desk for technical assistance with rescore requests.
REMINDER: Applications Open for the SAT Standard Setting Cut Score Committee
The Office of Student Assessment is recruiting high school educators, administrators, and special education directors to participate in a committee to establish cut scores for classifying SAT proficiency levels. Volunteers should be available for all-day, in-person meetings in Indianapolis on Wednesday, July 13, and Thursday, July 14. Apply for this opportunity via this JotForm by Friday, June 10. Contact the Office of Student Assessment with any questions.
NEW: Core 40 with Honors Diploma IDOE Graduation Letter
Each year, IDOE offers a congratulatory letter schools can use to recognize students who graduate earning a Core 40 with Honors Diploma. This year's letter can be accessed here. If you have questions, please contact us at secretary@doe.in.gov.
REMINDER: Registration for Indiana’s Attract, Prepare, and Retain Connection Point Summer Summit Now Open
Indiana’s Connection Point Summits are interactive events that bring together PK-12 and higher education stakeholders to address the challenges of attracting, preparing, and retaining Indiana educators. The summits aim to foster comprehensive conversations and serve as a connection point to share promising practices and replicable models. Learn more and register for one of the three summits taking place this June. Contact Rebecca Estes with any questions.
REMINDER: Nominate an Educator for Teacher of the Year
The Indiana Teacher of the Year Program works to inspire, rejuvenate, and celebrate the teaching profession by recognizing outstanding teachers from across the state. Local schools are encouraged to participate in an annual selection process and local Teacher(s) of the Year are encouraged to complete the state application process by Friday, July 1. More Information on the 2023 Indiana Teacher of the Year selection process can be found here. For more information, contact Rebecca Estes.
REMINDER: Superintendents and Principals Encouraged to Nominate Educators for Emerging Leaders Recognition
IDOE’s Office of Educator Talent is looking for confidential recommendations of secondary-level leaders representing the very best educators in Indiana. These emerging leaders must have between five and 15 years of experience, demonstrate leadership beyond the classroom, and positively affect school culture and student achievement. Superintendents and principals may submit recommendations here. Recommendations will be accepted through Friday, May 27. Please contact Rebecca Estes with any questions.
NEW: Vendor Badging Status
IDOE is continuously updating the vendor badging status on the Data Exchange Vendor Certification Status document on the Data Exchange website. Please check regularly to see your vendor’s ability to meet your data reporting requirements.
NEW: Moodle Updates
Course Completion, Certified Position, Graduate, Master Schedule, Alternative Education, Title I, Homebound/Hospitalized, and Special Education Evaluation, and Termination reporting guidance has been added to Moodle. Document types include training videos and documents, validation rules, and FAQ documents. You can also find templates and instructions for completion. Please take time to review these items so as to be best prepared for July 2022 requirements.
UPDATE: All July Data Sets Now Available
In preparation for the upcoming certifications of datasets in July 2022, IDOE has finished releasing all data sets. Schools are encouraged to begin syncing, validating, and reviewing this data in Data Exchange. To determine if your vendor has been certified on these data points, reference the Vendor Certification Status Sheet.
REMINDER: End-of-Year Reporting Information
Schools must ensure all end-of-year reporting is complete and ready for certification beginning Tuesday, July 5, and ending Friday, July 8. Data provided with dates through Thursday, June 30, will be included for certification. There are 12 ‘collections’ for July 2022 certification, and all 12 must be checked by the administration responsible for certification (or sign-off) even if the school had no data required or reported. The 'collections' for July 2022 certification are:
- Calendar
- Attendance
- Course Completion
- Certified Employee
- Additional Student Information
- Certified Position
- Homebound
- Special Education Termination
- Title I
- Alternative Education
- Special Education Evaluation
- Graduation
REMINDER: Student Safety Reporting Collection Period Now Open
Indiana’s Student Safety Reporting Law (IC 20-34-6-1) requires school corporations to report student bullying, arrest, and gang data for each school to IDOE. The collection period is now open and submissions must be made by Thursday, June 30. More information can be found here. Contact Stephen Balko with any questions.
UPDATE: Annual Office of School Finance Budget Workshop
The Annual Office of School Finance Budget Workshop will be held on Thursday, June 30. The meeting will be virtual. Please read this memo regarding the workshop and to register for the virtual conference. Contact schoolfinance@doe.in.gov with any questions.
REMINDER: Annual Financial Report
Indiana Code 5-3-1-3 requires the secretary of each public school corporation to publish an Annual Financial Report (AFR). The AFR must be published annually during the publishing window which will open Monday, August 1, and close Monday, August 15. Guidelines are available here and can also be found in Moodle Finance. All AFRs must be submitted by Monday, August 15. Contact afr@doe.in.gov with any questions.
REMINDER: Fiscal Year (FY) 2023 Indirect Cost Rates
The Office of School Finance is accepting applications from local education agencies (LEAs) eligible to receive FY 2023 Indirect Cost Rates. Entities, including school corporations and charter schools, that provided Form 9 financial information for FY 2021 are eligible to receive a restricted and an unrestricted indirect cost rate in FY 2023. New charter schools are eligible to apply, but will be subject to the median rate. The following memo includes the application instructions. Contact icr@doe.in.gov with any questions.
REMINDER: Annual 1003 Flexibility Waivers
IDOE’s Office of School Support and Transformation is now accepting applications for 1003 flexibility waivers. The following revised guidance was developed to help local school districts promote innovative approaches to transform student learning. Interested officials can read more about the opportunity on the State Board of Education’s website. Applications will be accepted on a rolling basis through Sunday, June 5. Contact schoolimprovement@doe.in.gov with any questions.
NEW: High Ability Educator Workshop
The Office of Student Pathways will be providing a free workshop at four regional locations this June. Please join for a hands-on, interactive day examining the craft of differentiation in the humanities domains in the morning and STEM domains in the afternoon. Each of the five dimensions of differentiation will be explored in depth through a cross-disciplinary approach to instruction that can be implemented in the K-12 classroom. The workshops will run from 8:30 a.m. to 3:30 p.m. ET on Monday, June 6, in Jasper, Tuesday, June 7, in Greencastle, Tuesday, June 14, in Plymouth, and Wednesday, June 15, in Connersville. Read more here and register for the location near you. Contact studentpathways_highability@doe.in.gov with any questions.
REMINDER: Alternative Education Grant Full Time Equivalency (FTE) Student Report Submission
In order to distribute alternative education funds in a timely manner, Alternative Education Grant FTE Student Reports must be submitted to IDOE. FTE Student Reports must be submitted for all approved alternative education programs during the 2021-2022 school year. The reporting window is open now through Friday, July 29. Please review this memo which was previously sent to the alternative education listserv. Contact studentpathways_alted@doe.in.gov with any questions.
REMINDER: 2022-2023 High Ability Program Grant Allocations Released
The High Ability Program Grant allocations for the 2022-2023 school year (FY 2023) were sent to superintendents and high ability coordinators on Tuesday, May 17. These funds, per statute IC 20-36-1, are to support local educational agencies (LEA) in the identification of students who perform or show the potential to perform at an outstanding level in comparison to peers of the same age, experience, and environment. Contact studentpathways_highability@doe.in.gov with any questions.
NEW: Mental Health Resources for Educators, Students, and Families
In light of recent tragic events, the Office of Student, School, and Family Engagement has developed a resource document containing helpful information from nationally recognized organizations to help families and educators navigate conversations with students surrounding these events. Contact the Office of Student, School, and Family Engagement with any questions.
NEW: Data Exchange: Additional Data Sets Now Available
In preparation for the upcoming July certifications of data sets, IDOE released updates to Data Exchange. Additional Student (AD) and Certified Position (CP) validations are now available in the Data Exchange Validation Portal. Additional data sets continue to be released. Schools are encouraged to begin syncing, validating, and reviewing this data in Data Exchange. Please submit Data Exchange questions here, and contact the Office of Special Education with any questions.
NEW: Indicator 14 Post-School Outcomes Training
IDOE has prepared a recording for the Post-School Outcomes Training with the Office of Special Education for on-demand viewing. Please contact the Office of Special Education with any questions.
REMINDER: Aspiring Special Education Leaders Institute (ASELI) Cohort III Applications
ASELI is accepting Cohort III participant and mentor applications for a one-year leadership development program designed to improve outcomes for all students by preparing a diverse group of educators for leadership roles in special education. The collaborative program involves monthly meetings that aim to increase the capacity and network of aspiring diverse special education leaders at LEAs to serve children with disabilities and their families. Applications for this opportunity can be found here, and more information is available here. Contact the Office of Special Education with any questions.
REMINDER: Updates to Special Education Excess Cost (SEEC) Funding
IDOE contract processes require that IDOE will be unable to process new requests for contracts between Friday, April 1, and the beginning of the 2023 fiscal year on Friday, July 1. Applications may be submitted during this period; however, notifications of approved funding and requests for contracts will not be processed until after Friday, July 1. In preparation for the upcoming fiscal year end on Thursday, June 30, IDOE has provided the following guidance on future use of SEEC funding. Please contact Senior Fiscal Specialist, Sarah Fields, with any questions.
REMINDER: Secondary Transition Topical Tuesdays
Join the Office of Special Education and the Indiana Secondary Transition Resource Center (INSTRC) for office hours regarding secondary transition every second and fourth Tuesday of the month from 2:30 to 4 p.m. ET. Use this link at any time during these office hours to join the discussion. Contact the Office of Special Education with any questions or concerns.
NEW: Preschool Funding Frequently Asked Questions (FAQs)
IDOE developed a preschool funding FAQ to assist blending various preschool funding streams, such as On My Way Pre-K, Title I, and Part B, to support school interest in offering or expanding preschool services, as well as improving the preschool environments federal indicator. Contact the Office of Teaching and Learning with any questions.
NEW: Kindergarten Entrance FAQs
IDOE’s Kindergarten Entrance FAQs was developed to support schools in their policies and procedures around early entrance for kindergarten and common questions regarding kindergarten enrollment. Contact the Office of Teaching and Learning with any questions.
NEW: 2022-2023 Early Intervention Grant (EIG) Guidance Released Friday, June 3
IDOE will release 2022-2023 EIG guidance next Friday, June 3. This guidance document will include important information such as grant eligibility, budget allocations, and key dates. Refer to IDOE’s EIG webpage for updates and information. Contact the Office of Teaching and Learning with any questions.
NEW: STEM Certification K-8 Rubric Update
IDOE has updated the STEM Certification process and rubric for K-8 schools. K-8 schools will have separate guidance and requirements for STEM Certification than high schools and career centers beginning with the 2022-2023 school year. The K-8 STEM Certification Evaluation Rubric was revised for clarity and usability. A site visit rubric has also been added to the process, allowing schools to showcase their STEM initiatives as they apply for certification. Access the 2022-2023 STEM documents and forms on IDOE’s STEM Certification webpage. Contact the Office of Teaching and Learning with any questions.
NEW: High School and Career Center STEM Certification Guidance
The STEM School Certification process for middle/senior high schools and career centers will utilize a separate rubric and evaluation process beginning with the 2022-2023 school year. Documentation is currently under development by the IDOE STEM Team in consultation with critical stakeholders. Guidelines and materials for high schools and career centers will launch in July with a series of kick-off meetings following the launch. This memo provides additional information and an opportunity for schools to provide contact information for follow-up communications in the future. Contact the Office of Teaching and Learning with any questions.
NEW: Summer of Learning Conferences
After a two-year hiatus, IDOE’s Summer of Learning is back with 14 statewide conferences. The conferences kick off in early June, and the final conferences extend into August. Find an event near you on this interactive map of the conference sites throughout the state. View the full schedule on IDOE’s Digital Learning webpage. Contact the Office of Digital Learning with questions.
NEW: June Professional Development (PD) with IDOE
IDOE is hosting one day of events for the summer PD with IDOE offerings for the months of June and July. Join us from 10 a.m. to 12:30 p.m. ET on Wednesday, June 8, in the Indiana Learning Lab. Each 25-minute session will be hosted by an IDOE team member and will cover a variety of topics. View all sessions on our June Wednesday PD with IDOE flyer. July PD with IDOE will be held from 10 a.m. to 1:30 p.m. ET on Thursday, July 14. To register for workshops, create a free Learning Lab account by visiting the LINK Portal or the Indiana Learning Lab website directly and use your school email to log in. Contact the Office of Digital Learning with questions.
REMINDER: Upcoming Live Summer Leadership Series Events in the Indiana Learning Lab
Join IDOE’s Leadership Series for events throughout the summer to earn Professional Growth Plan (PGP) points by attending live sessions related to STEM and literacy. Two events are coming this week, including The Knowledge Gap: What It Is and How to Narrow It from 4 to 5 p.m. ET on Monday, May 23, and Leadership in Integrative STEM Education at 4 p.m. ET on Thursday, May 26. Contact the Office of Teaching and Learning with any questions.
REMINDER: Indiana High Ability & STEM Day Events
Join IDOE’s STEM team, the Educational Service Centers of Indiana, along with schools that have recently experienced the STEM School Certification process for an in-depth look at STEM Certification and integration. During the morning session, IDOE will provide an overview of the STEM Certification process and the revised rubric and schools will share their certification journey. In the afternoon, school teams will be provided the opportunity to network with other schools and work on school-wide STEM goals and associated plans. Four dates will be held throughout June across Indiana for K-8 schools and information regarding each of these events can be found in this flyer. Schools may sign up for these events here. Contact the Office of Teaching and Learning with any questions.
REMINDER: Federal Grants Ombudsman
The Title Grants and Support team is happy to announce that Eric McGuire has joined IDOE as Ombudsman. The Ombudsman serves as a resource and liaison between public schools and non-public schools, as needed. For more information on the role of the Ombudsman, and its resource page, please visit the IDOE Ombudsman website.
REMINDER: 2022 Title I and ESSER I Applications Amendments Due Monday, May 30
All amendments to 2022 Title I and ESSER I (CARES) applications must be submitted no later than Monday, May 30. Contact your designated federal grants specialist with any questions or to open an ESSER I application amendment.
NEW FROM EARLY LEARNING INDIANA: Closing the Gap Grant Request for Proposal Open Now
Early Learning Indiana’s Closing the Gap Grant awards eligible programs, including schools, with funding to address their community’s lack of access to high-quality, early learning programs. Increased access may be increased capacity at a current location, new location, and/or an organizational umbrella that addresses quality, affordability, and/or choice. Learn more here, and contact Early Learning Indiana with questions regarding this opportunity.
NEW FROM THE INDIANA COUNCIL OF ADMINISTRATORS OF SPECIAL EDUCATION (ICASE): ASSET Transition to Teaching Program
ASSET is a new transition to teaching program led by ICASE as a solution to the current special educator shortage. ASSET is approved by the State Board of Education (SBOE) for anyone with an active Indiana teaching license in any content area who is interested in adding mild or intense interventions, special education licensure, or both, to their existing teaching credentials. Participants from various current roles in education will be required to maintain at least a small caseload of students with disabilities to meet ASSET program requirements. The non-credit-bearing 11-month ASSET program is aligned with the standards from the Council for Exceptional Children and leverages field expertise to ensure candidates are well-prepared to meet the needs of students with disabilities and to pass the state licensure exam after the completion of the program. ASSET is offered at no cost to the participant and is embedded within the context of the candidate's work environment. Learn more here.
NEW FROM THE INDIANA DEPARTMENT OF HOMELAND SECURITY (IDHS): Secured School Safety Grant (SSSG) Opening Soon
The Fiscal Year (FY) 2023 Secured School Safety Grant application will open at 8 a.m. ET on Wednesday, June 1. The application will close Thursday, June 30 at 4:30 p.m. ET. No late or incomplete applications will be accepted.
The Notice of Funding Opportunity for FY23 SSSG will be released when the grant application opens, and it will include all the information necessary for a successful grant application for the SSSG program. Before Wednesday, June 1, be sure to:
- Be registered in IntelliGrants.
- Have an active bidder number with the state of Indiana.
- Have an active supplier number with the state of Indiana.
- Sign up for Grant updates.
The period of performance for the FY23 SSSG will be September 1, 2022, through August 31, 2023. For more information, submit your questions to the Grant Management support ticket.
REMINDER FROM THE INDIANA CHAMBER OF COMMERCE INSTITUTE FOR WORKFORCE EXCELLENCE: Work-based Learning Needs and Opportunities In Indiana Educator Survey
The Indiana Chamber of Commerce Institute for Workforce Excellence is seeking educators’ perspectives on work-based learning (internships, apprenticeships, etc.), so that future decisions may be shaped by those who are preparing Indiana’s students for good jobs. Please visit this link to provide input on work-based learning opportunities and the factors that affect the development and fulfillment of those opportunities. Questions should take no more than 10 minutes to complete, and responses will be confidential. The link will close Monday, May 30. Please contact Peter Andersen with any questions.
REMINDER FROM BALL STATE UNIVERSITY: The Indiana School Counselor and Administrator Collaboration Institute (ISCACI)
School leaders, school counselors, and graduate students/alumni in school counseling and educational leadership programs are invited to join the inaugural ISCACI Conference, Monday, June 13, through Tuesday, June 14, at Ball State Alumni Center in Muncie. Breakout session presenters are from a variety of organizations including IDOE, Standard for Success, local Indiana school districts, Indiana Online, and others. Breakout session topics include student success, community engagement, college and career readiness, principal/counselor relationships and more. Additional information and registration information can be found here. Contact Dr. Rachel Geesa and Dr. Theresa Kruczek with any questions.
All Indiana Department of Education (IDOE) newsletters are located in one convenient location. Please find past issues here.
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