Gradelink Support Community

To be directed to instructions how to resolve a specific issue, please click on the appropriate link below.

Students

1. Student was submitted in Data Exchange in the new school year, but did not return to the school.
2. Student who did not return to the school is in conflict with the student's new school.
3. How do you fix Student Ed Org Responsibility Association (SEORA) if the school submitted the student with either attendance or funding, then changed the responsibility after the student was submitted in Data Exchange?
4. Student did not qualify as "Choice" at the start of the school year, but now qualifies.
5. When do we use: 
   a. Student School? 
   b. Student Ed Org?
6. Do schools need to enter a withdrawal date and reason if the student leaves in the middle of the school year?
7. Do schools need to set the withdrawal date for every student at the end of the school year?
8. How does a school fix duplicate students in Student School?
9. Do schools need to enter an exit date in Student Programs at the end of the school year?

Attendance

1. Error:  Attendance-4.  Student not counted.  Multiple schools claiming student for attendance.
2. Error: Attendance-9. Attendance may not be reported more than 1 (full day) for the same date.
3. If a student is showing attendance dates before a school start date, how do you get rid of them?
4. Duplicate or missing attendance errors.
5. Is a school required to enter an Entered Date in the student's demographic profile to "activate" Data Exchange?

Staff

1. Error:  CourseCompletion-10: Student Course Completion record does not have a matching Staff Section Record.

Graduation

1. Where is graduation information submitted in Data Exchange Submission?
2. GR-2 and GR-10 Error
3. GR-15 Error
4. Is Local Pathway required?
   
   

STUDENTS

Example:  The new school year began on 8/03/2025.  The school forgot to submit withdrawal information to Data Exchange for Laura Clarkson, therefore causing an error in IDOE's Data Exchange.

1. Make sure the student is Active in the Students tab.
2. In the Student Demographic profile, set the Entered and Withdrawal date as the day before the first day of the beginning of the new school year.
3. Select the Withdrawal Reason from the drop down menu.
   
   
   
   
4. Go to Administrator Reports > Data Exchange > Submission, then select the Student School tab in the left sidebar. Locate the student in the Student Associations Submitted, then click on the blue circular arrow to the right of the student's data to resync data.
   
   
   
   
5. Return to the Students tab, highlight the student's name in the list of students, then make the student Inactive.
   
   

2.  Student who did not return to the school is in conflict with the student's new school.

Example:  The withdrawn student's entry date of 8/2/2025 is in conflict with the entry date at the student's new school.  Entry date at the new school is 7/31/2025.

1. Make sure the student is Active in the Students tab.
   
   
   
   
2. Click on the Terms tab in the left sidebar.
3. Highlight the term in the list on the right.
4. Change the term Start Date to the entry date at the student's new school.  
5. Submit Changes.
   
   
   
   
6. Go to the Students tab, highlight the student's name in the list, then set the Entered and Withdrawal date to one day before the term Start Date.
   
   
   
   
7. Go to Administrator Reports > Data Exchange > Submission, then select the Student School tab in the left sidebar. Locate the student in the Student Associations Submitted, then click on the blue circular arrow to the right of the student's data to resync data.
8. Return to the Students tab, highlight the student's name in the list, then make the student Inactive.
9. Go to the Terms tab, highlight the term in the list on the right, enter the original Start Date for the new school year.

3.  How do you fix Student Ed Org Responsibility Association (SEORA) if the school submitted the student with either attendance or funding, then changed the responsibility after the student was submitted in Data Exchange?

Example:  The school mistakenly submitted a student with Funding ("Choice") responsibility in Data Exchange.  The school then changed the student's responsibility (removed the "Choice" tag in the student's demographic profile).  The student was submitted to Data Exchange, thus causing an error with the student now reporting both a Funding and Attendance responsibility.

The school should go to Administrator Reports > Data Exchange > Submissions > Student Ed Org Responsibility, locate the student's STN in the list, then click the blue circular arrow to the right of the Funding Responsibility to resync and send the Attendance Responsibility to IDOE's Data Exchange.

4.  Student did not qualify as "Choice" at the start of the school year, but now qualifies.

To submit a student as Choice in the middle of the school year you will first need to go to the Students tab, highlight the student’s name in the list, then enter a Withdrawal Date in the Withdrawal field in the Demographics page. The withdrawal date should be the last day of the term in which the student was not Choice eligible.  

Once the withdrawal date has been entered, go to the Administrator Reports tab, then click on the Data Exchange button.

In Data Exchange, click on the Submission tab at the top right of the page.

 Next you will want to Resubmit the following resources:

SSA - Student School 

SEOA - Student Ed Org 

SEORA - Student Ed Org Responsibility 

Click on the Student School resource tab, then click “Re-Submit Student School”.

Next, click on the Student Ed Org resource tab and click “Re-Submit Student Ed Org”.

Finally, click the Ed Org Responsibility tab and click “Re-Submit Ed Org Responsibility”.

After resubmitting the resources in Data Exchange, go back to the Gradelink Students tab. In the student’s demographics page enter the Choice tag and an Entry Date.  The Entry Date should be the day after the student's previously entered withdrawal date, which indicated the last day the student was not eligible for Choice.

To complete this process you will need to go back to Submission in Data Exchange and resubmit the resources:

SSA - Student School 

SEOA - Student Ed Org 

SEORA - Student Ed Org Responsibility 

5.  When do we use:   

a. Student School?
b. Student Ed Org?

Both submissions are required information about students.  

Student School Association sends Entry/Exit Date, Grade Level, Withdrawal Date/Reason, Primary/Non-Primary School

Student Ed Organization sends Choice Student, Choice Begin Date, Legal Settlement and Accountability codes

No, the Student School submission will automatically post the last term end date as the withdrawal date, and reason code 50 (End of School Year) to Data Exchange. You do not need to manually enter a Withdrawal date and reason code for students, unless the student actually withdrew earlier in the year and/or for a different reason.

9.  Do schools need to enter an exit date in Student Programs at the end of the school year?

After clicking on the Students tab and highlighting the student's name in the list on the left. click on the Programs button located at the top of the page.  For Student Programs that are continuing from the last school year, leave the Exit Date blank.  For new programs starting in the new school year, insert the program and enter a Begin Date.  

Go to Administrator Reports > Data Exchange > Submissions > Student Programs and click on the Re-Submit Student Program button at the top right of the page.

ATTENDANCE

1.  Error:  Attendance-4.  Student not counted.  Multiple schools claiming student for attendance.

Example:  A school received the Attendance-4 error for a student because the school had recorded and submitted inaccurate attendance dates for a student.  The student entered the current school on 8/11/2024.   This date is in conflict with attendance dates at the student's previous school.  The student had attendance recorded at the current school on 8/06/2024.

The school should confirm the correct Entry Date is entered in the student's demographic profile after contacting the school in which there is a conflict.

The school will need to go to Administrator Reports > Data Exchange > Submission, then select Attendance Dates in the resource list on the left side of the page. Locate 8/06/2024 and click on the date.  Click on the blue trash can icon to the right of the student who had incorrect attendance recorded on that date.

The school should then click on the Attendance tab in the left sidebar.  Select the attendance class from the drop down menu at the top of the page.  Use the date picker to select 8/06/2024.  Click on the "X" to the left of the student's name to delete attendance for that date.

Go to Administrator Reports > Data Exchange > Submissions > Student School, locate the student in the list and resync the Entry date by clicking on the blue circular arrow to the right of the entry date.

2.  Error:  Attendance-9.  Attendance may not be reported more than 1 (full day) for the same date.

The school should click on the Settings tab in the left sidebar then click on the Daily Atten. Settings button.

Double check Attendance Settings.  Ensure appropriate EdFi Event Categories are selected in the drop down menus in the  last column of the attendance settings table and a duration of no more than 1 is collected per day.  (See Present and Absent Value columns.). Half (0.5) and Full (1.0) are the allowed attendance durations per day per student.  Multi-select, which allows selecting multiple attendance values for the day, should only be used for attributes that don't affect present or absent totals, such as Tardy.

3.  If a student is showing attendance dates before a school start date, how do you get rid of them?

The school should click on the Attendance tab in the left sidebar.  Select the attendance class from the drop down menu at the top of the page.  Use the date picker to select the date for which attendance needs to be removed for a student.  Click on the "X" to the left of the student's name to delete attendance for that date.  Save Changes.

4.  Duplicate or missing attendance errors.

The school will need to contact the IDOE Help Desk to find out how to generate the attendance dates.  

Duplicates - The attendance dates should then be provided to the Gradelink team which is used to delete duplicate attendance.

Missing - The school will click on the Attendance tab in the left sidebar, select the attendance class from the drop down menu at the top of the page, use the date picker to select the date for which attendance needs to be added, then add attendance for the student.  It may be necessary to click on the gray "Add Attendance for New Students" button if the student's name is not found in the attendance roster.

5.  Is a school required to enter an Entered Date in students' demographic profiles to "activate" Data Exchange?

There is no need to add an Entered Date in the students' demographic profile.  Data Exchange reads off of attendance records.  

Note:  It will be necessary to add an Entered Date for withdrawn students who were submitted to DEX in error in the new school year.  See #1 in the Students section at the beginning of this article.

STAFF

1.  Error:  CourseCompletion-10: Student Course Completion record does not have a matching Staff Section Record.

Student schedules (student section data) must have a Staff record that matches. This is used to tie the student to the teacher. Data viewed for the match is the course code, the section code and the term the course is scheduled. If these do not align the record will fail.

Example:  School received the error message that the student course completion record does not have a matching Staff Section record.  [Course Code: 0470.07, Section Code:  Classroom0470.0717, Term Spring Semester 2024].

The school should click on the Classes tab in the left sidebar.  Click on the drop down menu above the list of classes on the right and select Spring Semester 2024.  Highlight the class in the class list that contains the Course Code 0470.07 (Social Studies).  Make note of the teacher assigned to the class on the left.  

Go to the Staff tab and highlight the teacher's name in the list.  Confirm the teacher's SPN, date of birth, Race, email address and hire date have been entered.  

Go to Administrator Reports > Data Exchange > Submissions > Staff, Staff Employment > Staff Contacts and submit each resource individually to update staff information.  

Go to Staff Sections and locate the number by SPN.  If not found, resubmit resource.

GRADUATION

1.  Where is graduation information submitted in Gradelink Data Exchange Submission?

    Be sure high school students who graduated at the end of the year have:

1. Graduation date entered in Students > Main > Demographics
   
   
   
   

2. Diploma information entered in Students > Academics > Tests/Awards/Degrees.  
   Note:  Two degrees should be entered, one for Employability Skills and one for Post-Secondary Competencies.
   
   
   
   
   

3. Before submitting data in Data Exchange, make sure classes are updated for correct enrollment, course codes, and teacher assignments.  After verifying grades and attendance have been entered for students, conclude classes and submit the following resources in Data Exchange:
   
   

1. Attendance Dates

2. Student School

3. Student Programs

4. Course Offerings

5. Sections

6. Student Sections

7. Student Academics

8. Course Transcripts

9. Staff Sections
    
   
   
   

Once resources have been submitted to Data Exchange at the end of the school year, mark withdrawn students or students who have graduated "Inactive" in the Students tab to avoid submission errors in the following school year.  

If any changes need to be made for an inactive student, activate the student in the Students tab, make necessary changes, submit appropriate resources in Data Exchange, then deactivate the student.

2.  GR-2 and GR-10 Error - Employability Skills and Post-Secondary Competencies are required.

    Be sure high school students who graduated at the end of the year have:

  a.  Graduation dates (in Students > Main > Demographics) 

b.  Diploma information (Students > Academics > Tests/Awards/Degrees) entered. 

Note:  Two diplomas should be entered, one for Employability Skills, and one for Post-Secondary Competencies. 

3.  GR-15 Error - Student in cohort year 2023 or later must have Graduation Pathway information provided.

After entering Employability Skills and Post-Secondary Competencies in Students > Academics > Tests/Awards/Degrees, the school will need to click on the drop down menu below Local Pathway and select the appropriate pathway that applies to the student.

4.  Is Local Pathway required?

Local Pathway requirement depends on the Post-Secondary Achievement category.  School should contact IDOE (Indiana Department of Education) Help Desk for guidance.