OEDS Roles for ODDEX Access
Ohio District Data Exchange (ODDEX) is the primary application for a number of modules districts will use for data verifications and exchanges.
Access to the application and data is restricted to authorized district and ITC personnel as well as DEW staff. Access is granted through OEDS roles either:
The Ohio Educational Directory System (OEDS) is a decentralized directory data system managed by the Ohio Department of Education in which organizations maintain their own data.
ODDEX Modules
CCP - (College Credit Plus) The College Credit Plus (CCP) application is to be used by all EMIS reporting entities and Higher Education Institutions (HEI) as a means to verify College Credit Plus enrollment, as well as the credit hour rate charged for those courses, for payment to Higher Education Institutions.
Records - (Single Records/Bulk Export/Work Based Learning Tax Credit Documentation/Work Based Learning Documentation Review) The Records application is a tool districts may use to see a students past enrollments, assessments, graduation cohort, special education events and to create and review Work Based Learning Documentation.
SCM - (Student Claiming Module)
SCR - (Student Cross Reference) The Student Cross Reference (SCR) application is to be used by all EMIS reporting entities as a means to verify enrollment for funding.
SOES - (School Options Enrollment System) The SOES application is used by community schools, STEM schools and resident districts for determination of student enrollment and residency. This system allows resident districts to review the residency of students being reported by community and STEM schools and determine whether the student is truly a resident of their district and approve or set contention flags.
Setup - (User/Agency) The Setup option includes options for general configuration within the ODDEX application.
Tuition - The Tuition application is to be used by EMIS reporting entities as a means to verify tuition information/payments.
Grad - Progress Towards Graduation module
CNDC - Child Nutrition Direct Certification
Access to ODDEX is granted through a combination of an OH|ID account and having assigned OEDS roles. The first step is to establish an OH|ID account from the Ohio Department of Education's web page. After an OH|ID account is active the roles listed in the tables below can be assigned by a district's OEDS Administrator. Some of the roles included in these tables will not be available for assignment based on the entity type. When assigning roles to a staff member, the OEDS administrator is likely to assign 1 OEDS Role for each ODDEX Module. There are situations where more than one may be needed. Some staff will have default access, such as Superintendent or EMIS Coordinator and may not need another role assigned to them. As roles are assigned, be certain to assign the role for the desired level of data management needed by the individual.
Once assigned, the individual will log into their OH|ID account. When one does so, a tile for the ODDEX application should be visible. If it is not, the OEDS administrator may need to make further adjustments to the roles. If the ODDEX tile still is not visible, one should contact the OH|ID help desk. Clicking on the ODDEX tile will connect the user to the application. Once connected to ODDEX, if a person does not have access to the expected modules, one should contact their OEDS administrator.
If a staff member is no longer employed at a district, the assigned OEDS Roles that allow ODDEX access, should be revoked by the district's OEDS administrator. Once revoked the individual no longer has access to the any ODDEX data associated with that IRN. If a staff members is leaving one district's employment and going to another, the district they are leaving still must revoke any assigned OEDS roles for their IRN.
Roles By Module
SOES: Community School Enrollments
SOES is used by resident districts to review the enrollment of community school students. Resident districts can view their students at a community school, and then if roles allow it, approve, review (flag), comment, or escalate a student indicating that additional documentation or other information may be needed. Community schools use this module to evaluate actions the resident district has taken on the students they are educating. SOES Module Documentation
These roles have access to all functions within the module | Superintendent Verifier-SOES |
These roles can only view, export and comment within the module | Commenter-SOES |
These roles can only view and export within the module | Data View-SOES Coordinator-EMIS Director-EMIS Supervisor-EMIS SDC-Student Level Access (ITC only) Site Manager (ITC only) |
SOES: Community School Calendars
The calendar option within SOES is used by community school sponsors to review (flag) district calendars. Sponsors can view calendars and approve or reject them. Community school staff can see the status of their calendars from this option. SOES Community School Calendar Documentation
These roles have access to all functions within the module | Superintendent - applies only to community school sponsor IRNs Calendar Approver-SOES
|
These roles can only view information within the module | Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-SOES Commenter-SOES Verifier-SOES SDC-Student Level Access (ITC only) Site Manager (ITC only) |
SCR: Student Cross Reference
SCR is used by all EMIS reporting entities as a means to report enrollments for every student. Cross checking is ran against the data to identify conflicts on enrollments. Users with access to this module can see those conflicts and comment. SCR Module Documentation
These roles have access to all functions within the module | Superintendent Commenter-SCR |
These roles can only view and export within the module | Data View-SCR Coordinator-EMIS Director-EMIS Supervisor-EMIS Site Manager (ITC only) SDC-Student Level Access (ITC only) |
SCM: Student Claiming Module
Student claiming will be used by districts to allow early access of student records.
These roles have access to all functions within the module | Superintendent Enrollment Staff-SCM |
These roles are granted special access to allow cancel of a claim initiated by others. No other update functions | Coordinator-EMIS Director-EMIS Supervisor-EMIS |
These roles can only view within the module | Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-SCM Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Tuition: Student Enrollments
Tuition is used by paying districts to review the enrollment of students in the Tuition programs. Paying districts can view their students as reported by an educating district, and then if roles allow it, approve, review (flag), comment, or escalate a student indicating that additional documentation or other information may be needed. Traditional districts use this module to evaluate actions the educating district has taken on the students they have tuition payment responsibility for. Educating districts report the students who are included in the Tuition programs, provide contact data and other documentation as needed to the paying school. Tuition Module Documentation
These roles have access to all functions within the module | Superintendent Treasurer Assistant Treasurer Verifier-Tuition |
This role can view, export and comment within the module | Commenter-Tuition |
These roles can only view and export within the module | Data View-Tuition Business Manager Coordinator-EMIS Director-EMIS Supervisor-EMIS SDC-Student Level Access (ITC only) Site Manager (ITC only) |
CCP: Student Enrollments and Agreements
College credit plus is used by districts to review the enrollment of students in CCP courses as reported by a Higher Education Institution (HEI) or to review the agreements for such courses. Districts can view their students as participating in a course offered by that institution and if roles allow it, approve, review (flag), comment, or escalate a student. Districts can view these agreements and determine if the cost per credit hours is correct based on their records. If the roles allow it, the district can approve, review (flag) or comment on their agreements. The Higher Ed agencies have access to both the Enrollments and Agreements to view what the LEAs have completed on their students. The HEI has only the ability to comment. CCP Module Documentation
These roles have access to all functions within the module (LEA only) | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Verifier-CCP |
These roles can only view, export and comment within the module Note: only role available to HEI | Commenter-CCP (both LEA and HEIs) |
These roles can only view and export within the module | Data View-CCP Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Single Student/History Tab
Staff with access to this module can view enrollment history through the date their district withdrew the student and one enrollment past the withdraw date. This is for any student their district has reported, past or present. History Tab Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-SCR Verifier-SCR Commenter-SCR Site Manager (ITC only) SDC-Student Level Access (ITC only) Director-Special Education-General Coordinator-Career-technical Education-Special Needs Assistant Superintendent-Special Education-Career-technical Education Supervisor-Special Education-Career-technical Education Supervisor-Special Education-General Coordinator-Special Education-General Special Education Contact Data View-ODDEX History FA Data View-ODDEX History GE Data View-ODDEX Records GRAD |
Records: Single Student/Assessments Tab
Staff with access to this module can view assessment history through the date their district withdrew the student and extract those test records including the scores. This is for any student their district has reported, past or present. Assessments Tab Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-ODDEX History FA Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Single Student/Grad Cohort Tab
Staff with access to this module can view data related to a student's grad cohort through the date their district withdrew the student. This is for any student their district has reported, past or present. Grad Cohort Tab Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-ODDEX Records GRAD Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Single Student/Special Education Tab
Staff with access to this module can view data related to a student's special education events through the date their district withdrew the student . This is for any student their district has reported, past or present. Special Education Tab Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-ODDEX History GE Director-Special Education-General Coordinator-Career-technical Education-Special Needs Assistant Superintendent-Special Education-Career-technical Education Supervisor-Special Education-Career-technical Education Supervisor-Special Education-General Coordinator-Special Education-General Special Education Contact Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Bulk Export/Assessments Tab
Staff with access to this module can export assessment records, including scores, through the date their district withdrew the student . This is for any student their district has reported, past or present. This export is only in an FA flat file format according to the EMIS Guide section 2.8. Bulk Export Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-ODDEX History FA Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Bulk Export/Special Education Tab
Staff with access to this module can export data related to a student's special education events through the date their district withdrew the student. This is for any student their district has reported, past or present. Bulk Export Documentation
These roles can only view and export within the module | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-ODDEX History GE Director-Special Education-General Coordinator-Career-technical Education-Special Needs Assistant Superintendent-Special Education-Career-technical Education Supervisor-Special Education-Career-technical Education Supervisor-Special Education-General Coordinator-Special Education-General Special Education Contact Site Manager (ITC only) SDC-Student Level Access (ITC only) |
Records: Work Based Learning Tax Credit Documentation
Staff with access to this module can create the Work Based Learning Tax Credit Documentation.
These roles can update within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Verifier-ODDEX WBL |
Records: Work Based Learning Documentation Review
Staff with access to this module option can review the Work Based Learning Tax Credit Documentation.
These roles can view within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Verifier-ODDEX WBL Data View-ODDEX WBL Site Manager (ITC Only) SDC-Student Level Access (ITC Only) |
Grad: Progress Reports Individual Student
These roles may view and export within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-PTG Data View-ODDEX Records Grad Data Manager-RC Site Manager (ITC Only) SDC-Student Level Access (ITC Only) |
Grad: Progress Reports Student Groups
These roles may view and export within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-PTG Data View-ODDEX Records Grad Data Manager-RC Site Manager (ITC Only) SDC-Student Level Access (ITC Only) |
Grad: Grad Program Code Info
These roles may view and export within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-PTG Data View-ODDEX Records Grad Data Manager-RC Site Manager (ITC Only) SDC-Student Level Access (ITC Only) |
Grad: Early Warning System
These roles may view and export within the module option | Superintendent Coordinator-EMIS Director-EMIS Supervisor-EMIS Data View-PTG Data View-ODDEX Records Grad Data Manager-RC Site Manager (ITC Only) SDC-Student Level Access (ITC Only) |
CNDC: Child Nutrition Direct Certification
All districts participating in the National School Lunch Program would use this module to complete Direct Certifications for their enrolled students. CNDC Documentation
These roles have access to all functions with the module | Verifier-CNDC |
These roles can only view and export | Data View-CNDC |
Setup: User
The User module is utilized to maintain data about district users. User Documentation
These roles have access to all functions within the module for any user assigned to their district IRN | Application Manager-ODDEX |
Every user with any ODDEX role has access to all functions within the module for their own User record only. | No specific role assignment is needed |
Every user with any ODDEX role has access to view other users within their own IRN | No specific role assignment is needed |
Setup: Agency
The Agency module is utilized to maintain data about a district or agency. Agency Documentation
These roles have access to all functions within the module | Superintendent Application Manager-ODDEX Commenter-CCP (HEI only) |
Every user with any ODDEX role has access to view any agency | No specific role assignment is needed |
Roles to Module Cross Reference
When granted an OEDS role from the first column, a user gets access as described in the listed modules found in the last column. A user can be assigned more than one role if needed.
All Roles | Any user in ODDEX has full access to their own User information and view abilities for others within IRN | Setup: User |
All Roles | Any user in ODDEX with access to SOES, SCR, Tuition, Records, CCP and SCM has view access to all agencies | Setup: Agency |
Application Manager-ODDEX | This role has access to all functions within the modules | Setup: User Setup: Agency |
Calendar Approver-SOES | This role has access to all functions within this module | SOES: Community School Calendars |
Commenter-CCP (HEIs only) | This role can only view, export and comment within the modules | CCP: Enrollments CCP: Agreements |
Commenter-SCR | This role can view, export and comment within this module | SCR |
Commenter-SOES | This role can only view, export and comment within the module | SOES: Community School Enrollments |
Commenter-Tuition | This role can only view, export and comment within the module | Tuition: Student Enrollments |
Coordinator-EMIS Director-EMIS Supervisor-EMIS | These roles can only view or export within the modules | SOES: Community School Enrollments SOES: Community School Calendars SCR Tuition: Student Enrollments Records; Single Student/ History Tab Records: Single Student/Assessments Tab Records: Single Student/Grad Cohort Tab Records: Single Student/Special Education Tab Records: Bulk Export/Assessments Tab Records: Bulk Export/Special Education Tab Records: Work Based Learning Tax Credit Documentation Records: Work Based Learning Documentation Review Grad: Progress Reports Individual Student Grad: Progress Reports Student Groups Grad: Grad Program Code Info Grad: Early Warning System Setup: User Setup: Agency |
Coordinator-EMIS Director-EMIS Supervisor-EMIS | These roles have access to all functions within the modules | CCP: Enrollments CCP: Agreements |
Coordinator-EMIS Director-EMIS Supervisor-EMIS | These roles have limited access to functions within the module. Ability to cancel claim initiated by another and view. | SCM |
Data View-CNDC | This role can only view or export with the module | CNDC: Students |
Data View-CCP (LEAs only) | This role can only view or export within the modules | CCP: Enrollments CCP: Agreements |
Data View-ODDEX History FA | This role can only view or export within the modules | Records: Single Student/Assessments Tab Records: Bulk Export/Assessments Tab Records: Single Student/History Tab |
Data View-ODDEX History GE | This role can only view or export within the modules | Records: Single Student/Special Education Tab Records: Bulk Export/Special Education Tab Records: Single Student/History Tab |
Data View-ODDEX Records GRAD | This role can only view or export within the modules | Records: Single Student/Grad Cohort Tab Records: Single Student/History Tab Grad: Progress Reports Individual Student Grad: Progress Reports Student Groups Grad: Grad Program Code Info Grad: Early Warning System |
Data View-PTG | This role may only view or export within the modules | Grad: Progress Reports Individual Student Grad: Progress Reports Student Groups Grad: Grad Program Code Info Grad: Early Warning System |
Data View-SCR | This role can only view or export within the modules | SCR Records; Single Student/ History Tab |
Data View-SCM | This role can only view or export within the module | SCM |
Data View-SOES | This role can only view or export within the modules | SOES: Community School Enrollments SOES: Community School Calendars |
Data View-Tuition | This role can only view or export within the module | Tuition: Student Enrollments |
Data View-ODDEX WBL | This role can only view within the module option | Records: Work Based Learning Documentation Review |
Enrollment Staff-SCM | This role has access to all functions within the module | SCM |
Site Manager (ITC only) SDC-Student Level Access (ITC only) | These roles can only view or export within these modules | SOES: Community School Enrollments SOES: Community School Calendars SCR SCM Tuition: Student Enrollments CCP: Student Enrollments CCP: Agreements Records; Single Student/ History Tab Records: Single Student/Assessments Tab Records: Single Student/Grad Cohort Tab Records: Single Student/Special Education Tab Records: Bulk Export/Assessments Tab Records: Bulk Export/Special Education Tab Records: Work Based Learning Documentation Review Grad: Progress Reports Individual Student Grad: Progress Reports Student Groups Grad: Grad Program Code Info Grad: Early Warning System Setup: User Setup: Agency |
Special Education Contact Coordinator-Career-technical Education-Special Needs Supervisor-Special Education-Career-technical Education Supervisor-Special Education-General Director-Special Education-General Coordinator-Special Education-General Assistant Superintendent-Special Education-Career-technical Education | These roles can only view or export within the modules | Records: Single Student/Special Education Tab Records: Bulk Export/Special Education Tab Records: Single Student/History Tab |
Superintendent | This role can only view or export within these specific modules | SOES: Community School Calendars (Community School only) Records; Single Student/ History Tab Records: Single Student/Assessments Tab Records: Single Student/Grad Cohort Tab Grad: Progress Reports Individual Student Grad: Progress Reports Student Groups Grad: Grad Program Code Info Grad: Early Warning System Setup: User |
Superintendent | This role has access to all function with these specific modules | SCR SCM SOES: Community School Calendars (Community School sponsor) SOES: Community School Enrollments Tuition: Student Enrollments CCP: Student Enrollments CCP: Agreements Records: Work Based Learning Tax Credit Documentation Records: Work Based Learning Documentation Review Setup: Agency |
Treasurer Assistant Treasurer | These roles have access to all function within the module | Tuition: Student Enrollments |
Business Manager | This role can only view or export within the module | Tuition: Student Enrollments |
Verifier-CNDC | This role has access to all function with the module | CNDC |
Verifier-CCP | This role has access to all functions within the modules | CCP: Enrollments CCP: Agreements |
Verifier-SOES | This role has access to all functions within the modules | SOES: Community School Enrollments |
Verifier-Tuition | This role has access to all functions within the modules | Tuition: Student Enrollments |
Verifier-ODDEX WBL | This role has access to all functions with the module options | Records: Work Based Learning Tax Credit Documentation Records: Work Based Learning Documentation Review |
Roles Specific to DEW Personnel
Application Manager-CCP |
Application-Manager-ODDEX |
Application Manager-SCR |
Application Manager-SOES |
Area Coordinator |
Commenter-SCR |
Commenter-SOES |
Data View-CNDC |
Data View-SCR |
Data View-SOES |
Data View-ODDEX History FA |
Data View-ODDEX History GE |
Data View-ODDEX Records GRAD |
Data View-ODDEX WBL |
Data View-PTG |
Verifier-SOES |
Data Manager-RC |