Ed-Fi Updates Newsletter
September 27, 2024
In this newsletter:
All Ed-Fi acronym explanations are available in the Ed-Fi acronyms document.
State-Approved Alternative Program Credits
For secondary state-approved alternative programs (school classifications 41, 42, or 43), credit data must be entered for each student's SAAP Program Record. This data is collected for the annual legislative report on Learning Year Programs (see Minn. Stat. 120B.35, subd. 3(e)). For each SAAAP Program Record, enter the number of credits or partial credits earned by the student for the program time period. Round each partial credit to the second decimal place (for example 1.125 would become 1.13). If a student did not earn any credit during that enrollment period, enter 0 – do not leave the record blank. This data can be synced via Ed-Fi and will replace the legacy data request where programs once a year entered the credit data on a spreadsheet. Questions about state-approved alternative programs can be directed to MDE.AlternativeLearning@state.mn.us.
Delayed Email Responses September 30-October 4
Ed-Fi staff are participating in a nation-wide Ed-Fi Summit the week of September 30 to grow in our ability to support you. Replies from the Ed-Fi email inbox will be delayed during this week. We apologize in advance for this inconvenience.
In the meantime, if you have a program-specific question, please reach out to the contacts below:
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Name: Holly Ponto
Role/Position: Office and Administrative Specialist
Favorites:
- Dark Chocolate
- Glittery winter mornings
- The color burgundy
My role with MDE includes:
- Ensuring documents posted to the website are accessible and informative.
- Fielding questions about all things data.
- Assisting with the Minnesota Student Survey.
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Annual Update Due by October 1, 2024
The Digital Equity data collection is a statewide effort that surveys students' access to broadband internet and digital devices in their homes. This data informs and supports Minnesota’s digital opportunity plan and the partners who are working to ensure that all Minnesotans can access and use online tools and services.
Returning students and families should have the opportunity to review/update their information annually and new students need to be added to create an accurate dataset for digital inclusion. To complete the data collection, enter information for each student in your student information system and sync to Ed-Fi. If you need support with this data entry, contact your student information system vendor. Also, you can see information on our website about the Digital Equity data collection. Sort by “Data Collection” (left nav) “Digital Equity.”
Contact MDE.onlinelearning@state.mn.us for assistance with questions about the Digital Equity Data collection. Contact ed-fi.mde@state.mn.us for assistance with questions about Ed-Fi.
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Save the Date! ECFE and School Readiness Reporting in Ed-Fi
For ECFE and School Readiness reporters who want to learn about the 2024-25 school year collection. Bring your questions!
Tuesday, October 15, 2024, 10:30-11:30 a.m.
You can find this event on the MDE Ed-Fi Training Calendar.
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Certify MARSS Reporting via Ed-Fi Cohort
The Minnesota Department of Education is going to be providing targeted support to a cohort of districts and charters in the 2024-25 School Year. Please fill out this survey to let Ed-Fi/MARSS staff at MDE know if you would like to take part in this cohort for certifying your MARSS data (for either EOY 2023-24 and Fall 2024-25 OR Fall 2024-25 and End of Year 2024-25) so that you are ready to report Ed-Fi only in 2025-26.
Note: You may also choose to complete this survey if you specifically do NOT want to take part during the 2024-25 year, but please state the reason why, e.g., new to your position, etc.
Early Childhood Screening in MARSS
- New to entering Early Childhood Screening records MARSS (PS) and Ed-Fi?
Watch our five-minute video on the Ed-fi documentation page: Early Childhood Screening and Ed-Fi video
- Early Childhood Screening or Early Childhood Health and Developmental Screening assigns MARSS (PS). Early Childhood Special Education or MARSS (EC) is a separate program.
- One screening is required prior to or within the first 30 days of kindergarten or first grade. It is also required prior to or within the first 90 days of some early learning programs. Children may (or may not) also be enrolled in any early learning program, kindergarten or first grade when they are assigned MARSS PS for the date they completed a screening. See Procedure 26 for more information.
- The screening state aid increased by 30% last year. We encourage all districts to assure all MARSS PS are submitted prior to October 10 so screening coordinators may complete their other required outcome reports.
MARSS Submissions for Early Childhood Screening
As of August, 75% of districts/charters that perform screening have submitted Early Childhood Screening/MARSS PS in Ed-Fi for 2023-2024. This is great progress!
Preschool Screenings: Guidance for MARSS A/B Files versus MARSS Ed-Fi
As listed in the Early Education – Early Childhood Screening (EE-ECS) section of the Ed-Fi Data Guide: If and when you are reporting MARSS data via Ed-Fi only, if the student already has another MARSS reported enrollment, e.g., KG, first grade, VPK, or School Readiness Plus, they would need only an Early Childhood Screening Program record. The system translation will recognize and create the MARSS grade PS screening enrollment.
But while you are dual submitting, the A/B files are used for your funding, the enrollment for PS Screening is required. And for Ed-Fi, a MARSS-reportable enrollment and a program record are required.
'Run Edit Using Ed-Fi' in MARSS WES
If you do not see the “Run Edit Using Ed-fi” link in MARSS WES, it is most likely because you haven't synced your Ed-Fi data yet for the current submission cycle. MDE has an hourly process that looks for your Ed-Fi data and if it is found, we will display the "run Edit using Ed-Fi data" link within the hour.
Save the Date! Early Childhood Screening Reporting in Ed-Fi
For MARSS coordinators to ask questions and learn more about submitting the required Early Childhood Screening data (MARSS PS) via Ed-Fi. We will also review new EVDP reports to help with MARSS and Ed-Fi comparison of Early Childhood Screening data, which is linked to state aid. Bring your questions!
Tuesday October 22, 2024, 11 a.m.-12 p.m.
You can find this event on the MDE Ed-Fi Training Calendar.
Save the Date: Introduction to MARSS in Ed-Fi
Introduction to MARSS in Ed-Fi will be available live via Webex on the following dates:
- Wednesday, October 16, 9-10:30 a.m.
- Thursday, October 24, 9-10:30 a.m.
All session links will be on the MDE calendar.
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MCCC Reporting Deadline October 1: Software Challenges
MDE is aware that some districts are facing software challenges with MCCC reporting. The MCCC reporting deadline is 10/1 with the exception of districts that are experiencing known software challenges.
Districts that are unable to meet the 10/1 deadline due to their software will receive a survey regarding class size information. The survey will be sent to district superintendents, directors, and IOwAs beginning 10/2. Please complete and submit the survey once you receive it so the class size data can be compiled while the software issues are being resolved. MCCC reporting is still required for all districts, including those having software challenges. The survey information will not take the place of the completed MCCC data report.
For assistance with questions, contact Karen Millette (651-582-8632).
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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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