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August 17, 2021
Physical Holding Reporting Update
New Stepwell MN FAQ
Thank you to the school districts and charter schools that have already submitted their physical holding data through the Stepwell MN system. The Minnesota Department of Education (MDE) worked closely with the first several districts that completed reporting and appreciated everyone that attended office hours and/or asked questions. Those questions and their answers have now been combined into a FAQ that gives detailed information about how to complete your physical holding reporting in Stepwell MN. If you have questions about Stepwell MN or you are having trouble logging in or reporting your data, reviewing this FAQ is a great place to start.
FAQ: Restrictive Procedures Data Collection in Stepwell MN is available on MDE’s Stepwell MN page, at the bottom of the page. Other helpful resources include upcoming office hours (see below) and the recording of the June 24 Stepwell MN training. In addition, Stepwell’s PowerPoint slides are available upon request – please email Carolyn Ellstra if you would like the presentation.
Reminder: Stepwell MN Office Hours
MDE and our partner, Red Cedar Solutions Group, will continue to hold optional Stepwell MN office hours via Zoom to provide assistance as you get used to Stepwell MN and complete your physical holding reporting. As with the sessions offered in July, no formal presentation will be provided but MDE and Red Cedar staff will be available to provide assistance to individuals who drop by. If you have questions, please log in to one of the following sessions:
Important Due Dates
We continue to be grateful for your partnership and patience as we all increase our familiarity with Stepwell MN, and we look forward to working with you as you complete your physical holding reporting. Please submit your 2020-21 Physical Holding data by August 31, 2021.
If you have not yet completed your seclusion reporting for quarter four of the 2020-21 school year, please do so now. Remember that all school districts and charter schools are required to complete seclusion reporting requirements each quarter, even if they do not have seclusion uses to report. If your district has not yet completed seclusion reporting, please do so immediately. We are expecting that seclusion reporting for quarter one of the 2021-22 school year, due in October, will be reported through Stepwell MN. More information about seclusion reporting will be provided in September.
Questions about physical holding reporting can be sent to Carolyn Ellstra. Questions about Education Identity and Access Management (EDIAM) access can be sent to useraccess.mde@state.mn.us.
MDE will distribute $4,869,240 directly to eligible local educational agencies (LEAs) under ARP HCY II FIN 159. Preliminary allocations have been posted on the Federal Relief Funds webpage. The purposes of the ARP HCY fund are to help local educational agencies identify homeless children and youth, provide wrap-around services that address the multiple effects of the COVID-19 pandemic on homeless children and youth, and ensure that homeless children and youth are able to attend school and participate fully in school activities.
ARP HCY II subgrants may not be less than $5,000 under the formula. However, LEAs generating less than $5,000 may combine as a consortium in order to generate at least $5,000 under the formula. These rules are established in section (c) of the Notice of Final Requirements (Pages 7-8). There is no limit to the number of LEA members in a consortium. The LEAs must designate a member of the group to serve as the fiscal agent. In order to be considered as a consortium in order to access ARP HCY II funding, an Intent to Form a Consortium must be submitted by September 10, 2021. LEAs not needing to or wanting to form a consortium do not have to submit this form.
Timeline and Key Dates
- July 1, 2021 – Spending authority date for ARP HCY II FIN 159 subgrants
- September 10, 2021 – Deadline to submit Intent to Form a Consortium
- September 17, 2021 – ARP HCY II FIN 159 awards and applications available in SERVS Financial
- October 30, 2021 – Deadline to submit application for ARP HCY II FIN 159 in SERVS Financial
- September 30, 2024 – Deadline to obligate funds under ARP HCY II FIN 159
- November 30, 2024 – End of Period of Liquidation under ARP HCY II FIN 159
Training and Resources
Further information about this grant opportunity has been posted on the Federal Relief Funds webpage. This information includes further details about forming a consortium in order to access the funding.
Join MDE staff for ARP HCY II training on August 18, 2021, at 10 a.m. No registration is needed.
For more information, contact Leigh Schleicher, MDE.HomelessEd@state.mn.us.
MDE is hosting a virtual information session on August 24, 2021, from 9 to 9:45 a.m., for all districts and organizations interested in learning about changes to the Grow Your Own (GYO) Grant Program and the grant application process that will be announced soon. The session will review the changes to the programs guiding legislation and the grant application and process, as well as provide time for attendees to ask questions. Please register for the Grow Your Own session on the Google Docs website.
Districts and charter schools around the state are collecting information regarding student access to Internet and technology devices using the Digital Equity data elements. The deadline for this data to be entered into the district or charter school’s student information system is October 1, 2021, when MDE will use Ed-Fi technology to transfer the data. Charter schools and districts are strongly encouraged to collect this information for every student. Having accurate, up-to-date information for every K-12 student will enable prioritization of resources and support at the local and state level. Student information system (SIS) vendors are certified to collect this information and trainings have been held for district and school technology coordinators and Minnesota Automated Reporting Student System (MARSS) coordinators. To facilitate data collection, we recommend:
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Identify a data owner. This should be a person in the school or district who would be the primary user of this data, someone who coordinates technology resources and support for students for example. This person will champion and coordinate data collection for the organization.
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Use multiple methods of data collection including the parent and student SIS portals, electronic and/or paper based surveys, and interviews to ensure everyone is included.
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Build data collection into existing events like registration, information updates, back-to-school nights, meet-the-teacher events, homeroom or advisory classes, etc.
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Use existing resources including MDE’s Digital Equity multilingual surveys (under the Digital Equity tab), and local resources like community and cultural liaisons to reach every family.
MDE will assist and provide technical assistance to ensure that we have as complete and accurate data collection as possible. The next Digital Equity training session is scheduled for next month. Register for the 9 a.m. training on September 23.
The U.S. Internal Revenue Service (IRS) Child Tax Credit Eligibility Assistant can help families who don't normally file decide whether they should register for monthly payments or file a regular tax return using IRS Free File. Families can get started in English or Spanish on the IRS website.
Order hard copy posters
These two publications/color posters can be ordered in English or Spanish.
An Overview of the 2021 Advance Child Tax Credit: English, Spanish
2021 Advance Child Tax Credit Payments Start July 15, 2021: English, Spanish
To increase vaccination rates, Minnesota launched "Vax to School" – a statewide campaign encouraging students and families to get fully vaccinated against COVID-19 by the beginning of the school year.
If a school in your district is interested in hosting an on-site vaccination clinic, please fill out the following interest survey: Community Vaccination Event Request Form.
As mentioned in the August 5, 2021, MDE Superintendent and Charter Leader Update, districts/charters that are fully approved or provisionally approved online providers will have the greatest flexibility at the local level to adapt throughout the school year to COVID-19 cases and close contacts as needed. These districts/charters are positioned to provide online instruction to (a) families that wish to continue online learning this year and (b) to students/classrooms/grades/schools that need to quarantine. Apply for provisional approval using the Online and Blended Learning form.
Districts/charters that are not fully approved or provisionally approved online providers and experience COVID-19 cases or close contacts who cannot attend in-person instruction can choose to:
- Use homebound instruction for individual students, small groups of students or classes. MDE has updated the definition of homebound for purposes of generating student membership and state aid. Previously homebound instruction was available only to individual students. It has been updated to reflect the current state of the pandemic to allow for situations where individual students, small groups, or classes need to quarantine. In these cases synchronous or asynchronous instruction can be provided virtually. When a whole class is temporarily moved to online learning through homebound instruction, it is strongly recommended that districts maintain a full instructional day that includes both synchronous and asynchronous instruction for students per local policies and plans. Districts are responsible for maintaining local records for documenting instances of quarantine and instruction provided.
- Use up to 30 total instructional days throughout the course of the entire school year for temporary shifts to online learning at the grade, school, or LEA-wide level. If there is a need to exceed the 30-day maximum, MDE will establish a process to submit information for the approval of additional days from MDE. Details on this process will be communicated soon.
New Resources About Careers in Construction and Skilled Trades
Three Minnesota Career and Technical Education Resources handouts are available for counselors and educators to share information about careers in construction and the skilled trades.
These handouts were created by MDE in collaboration with Minnesota Department of Labor and Industry. The resources include:
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Career information tips about construction: Gives tips about how to provide career-exposure activities.
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Career counseling resources: Offers resources about careers in construction and the skilled trades. There is also an interactive version of this tool.
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TradeTools Job Data: Information about in-demand construction careers in Minnesota.
School Toolkit for E-Cigarette Use Prevention and Cessation
The Minnesota Department of Health has updated their e-cigarette toolkit for schools. The toolkit provides tools and resources for school staff who are working to address the use of e-cigarettes (vapes) in schools. It outlines opportunities for action – including meeting the state’s new vaping instruction requirement – along with resources to help youth quit.
Learn more: School Toolkit for E-cigarette Use Prevention and Cessation.
Reminder: Levy Information System Opened on 7/22/2021
The Levy Information System opened on July 22 for Payable 2022 data entry. The password was sent to districts through the a Business Managers Listserv communication. The Levy Information System Instructions can be found on the Levy Certification Process webpage. Building/Land Lease and Debt Service data was required by August 16. All other data entry is due by August 27. Intermediate districts and cooperatives should use this system to request lease authority for their member districts.
If you have any questions, contact Jason Reil (Jason.Reil@state.mn.us) and School Finance Levy staff (mde.levy@state.mn.us).
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