Ed-Fi Updates Newsletter
August 25, 2023
In this newsletter:
All Ed-Fi acronym explanations are available in the Ed-Fi acronyms document.
The Ed-Fi Webpage Has a New Look!
The Ed-Fi Webpage got a makeover during the summer thanks to your feedback! Check out the "Getting Started with Ed-Fi" section for checklists, due dates, and other resources. Sign up for live training or view on-demand videos under the "Training Opportunities" section. Lastly, our "Communication and Feedback" section has opportunities to contact us, sign up for our newsletter, review advisory team notes and more! Can't find something? Email us for help!
List of Known Issues and Bug Webpage *New*
We are excited to announce a new resource to help you stay informed of Ed-Fi issues and bugs that come up. Check out the List of Known Issues and Bugs page. It includes both open and closed issues. Help us keep it up to date by submitting new issues when you encounter them. Thanks for your patience as we make upgrades and improvements!
New to Ed-Fi? We Can Help!
Do you need to sync to Ed-Fi, and you’re wondering where to start? Thanks to our Advisory Team, we have a brand-new Ed-Fi Setup Process Checklist (Start here!) This checklist walks you through the very first steps of getting ready to submit data via Ed-Fi. Next, take a look at our MARSS in Ed-Fi Dual Submission Checklist. It covers the steps to prepare to submit your MARSS data via Ed-Fi. Both of these checklists also include links to tutorial videos and/or other helpful resources.
Still have questions? We’re ready to support you on this journey. Join the MARSS Data in Ed-Fi Open Business Hours to ask questions about your data in Ed-Fi. View our calendar for upcoming live training. You can also contact us via ed-fi.mde@state.mn.us to ask a question or schedule a time to talk.
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Early Education Enrollment
For those returning in the fall, note the opening training for Early Education Enrollment is set for Tuesday, October 3, 1-2 p.m. All session links will be on the MDE calendar.
Questions? Contact Avisia Whiteman.
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EDVP Program Level Security Roles *New*
New this year, there are different security levels to access different types of data by program in the Ed-Fi Data Validation Portal (EDVP). Program area security roles include MARSS, MCCC, Digital Equity and Early Education. A user can have more than one role with a single account. Depending on local staffing, you may have one, two, three or all four roles assigned. These new roles enable users to have access to only the data they need and make it easier to find relevant reports.
Save the Date: EDVP Training
- Thursday, September 7, 2:30-3:30 p.m.
- Wednesday, September 13, 11:00-12:00 p.m.
Access the training schedule via the Ed-Fi MDE Calendar.
EDVP Security Access Reauthorization Reminder
Due to EDVP improvements, security access to EDVP was revoked for all users August 15, 2023. The local IOwA needs to authorize security access for the 2023-24 school year. This applies to all users.
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Key and Secret Definition
In order to send MDE data via Ed-Fi, each LEA is issued a Key and Secret to enter in the Student Information System (SIS). The "Key" acts like a user ID, and the "Secret" as the password. Unlike personal usernames and passwords, this Key and Secret are for the LEA rather than the individual person.
A good analogy is a toll road. The vehicle is the Key to get your passengers to the destination and the ez-pass is the Secret that recognizes you have permission to go through the gate, but the road can go in both directions.
Simplified Key and Secret for 2023-24
In an effort to reduce the burden on users, the Key and Secret process is streamlined this year.
- Key: last year's Key with "2024" added to the end
- Secret: same as last year
What if I don't have a Key and Secret?
Key and Secret Vendor Specific Information
EduPoint/Synergy: Training during biweekly support meetings and Region One will take care of the process for the others without the districts needing to send them this time.
Infinite Campus: Allows for copy and paste of previous year's configuration.
JMC: Automated process; districts do not need to do anything with Key and Secret.
PowerSchool: Manual process for districts to create a new profile and enter the new URL and Key and Secret. P.S. will notify districts when training is scheduled.
Skyward: Training webinar was August 16 to create this year's configuration. Contact Skyward for configuration questions.
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Starting Fiscal Year (FY) 2024 HK No Longer a Valid Grade Level
Per Minnesota Statute 2022, section 126C.05, subdivision 1 Handicap Kindergarten (HK) is no longer a valid grade level. The Ed-Fi descriptor tables have been updated to reflect a "Do not use" statement. If you have already reported student in grade HK, please delete these records and resubmit records, or update existing records per the below requirements.
Starting for Fall FY 2023-24, Kindergarten disabled students will be reported in kindergarten grade levels KA-KK, excluding KH, with Special Education Evaluation Statue (SEES) 4 or 6, with valid instructional Setting and Primary Disability.
For further questions around statutory changes and how to report these students please contact the MARSS inbox at marss@state.mn.us
Ed-Fi/MARSS Comparison Report Now Available
The issue causing the Ed-Fi MARSS Comparison Report from displaying properly has now been resolved. We apologize for any inconvenience.
Save the Date: Introduction to MARSS in Ed-Fi
Introduction to MARSS in Ed-Fi will be available live via Microsoft Teams on the following dates:
- August 29, 9-10:30 a.m.
- September 19, 9-10:30 a.m.
- September 20, 9-10:30 a.m.
All session links will be on the MDE calendar.
This training will provide an introduction to MARSS in Ed-Fi reporting for new MARSS Coordinators, those new to Ed-Fi, or to those wanting a refresher. Learn about the process, tools and reports to ensure your data is reporting correctly.
Feedback from a recent training:
"I was able to clear several things up after listening today!!" – attendee
"I'm feeling more comfortable with Ed-Fi. Thank you!" – attendee
Come join us to learn about Ed-Fi and get your questions answered in a safe and supportive environment!
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MCCC Ed-Fi Transition Heads Up
MCCC data will be collected via Ed-Fi for the 2023-24 school year. Training for the transition will occur in January and February of 2024.
If you encounter errors from MCCC data syncing during this time, please ignore them. Technically the functionality will be in the software in August, but we will not be using it until early 2024. During fall 2023, you do not need to sync this data. If it is synced, please ignore any error messaging until the training scheduled for first quarter 2024 (January-March).
Report Level Authorization in EDVP for MCCC
Report level authorization for MCCC will be available in the EDVP this fall. This feature will provide the ability to give access to MCCC reports to a course catalog expert in addition to the MARSS Coordinator without impacting MARSS reports. More information and training on this topic will be coming soon. Stay tuned!
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MDE's Ed-Fi webpage
Ed-Fi technical support email
MDE's calendar of Ed-Fi events
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