FAQ Topics
    Frequently Asked Questions about Institutions
    How do we request a new Institution ID?
    New Institution IDs are requested using an Institution Request Form, which can be found online at http://www.ode.state.or.us/search/results/?id=219. In general, Institution Request Forms must be sent in with a Boundary Change Calculator (found at the same location) and a copy of your School Board’s minutes approving the change. For specific requirements, please see the Institution Request Requirements Matrices located on Appendix C of the Institution Request Form. All required forms and supporting documentation should be emailed to ode.institutions-request@ode.state.or.us eMail or faxed to 503-378-5156 attn. Institution Changes.
    Keywords: Institution ID, New Institution, institution , request , form Appears in topics: Institutions

    How do we change our school name?
    School name changes are requested using an Institution Request Form, which can be found online at http://www.ode.state.or.us/search/results/?id=219. School name change requests must be accompanied by a copy of your School Board’s minutes approving the change. All required forms and supporting documentation should be emailed to ode.institutions-request@ode.state.or.us eMail or faxed to 503-378-5156 attn. Institution Changes.
    Keywords: School Name Change, institution , name change Appears in topics: Institutions

    How can I find another district's/school's Institution ID number?
    You may search for any Institution ID number at http://www.ode.state.or.us/instid/.
    Keywords: Institution ID, institution , district id , school id Appears in topics: Institutions

    My district is in the process of adding a school building which will cause a shift in populations for the coming school year. We expect that this will result in a shift of more than 40% of the students in the school nearby to the new school. How do we go about notifying ODE of this change?
    There are two times when the Oregon Department of Education reviews boundary changes:

      A) When a district requests authorization for a new school or change to an existing school for the next academic year (required submission before 9/15 of the academic year changes are to be applied), or

      B) When the current year’s school report card is generated for a school that:
        1. had an enrollment change due to boundary or attendance area, consolidation, or grades reconfiguration for the current school year, and
        2. did not receive a new institution ID prior to 9/15 of the current school year (for a new school status).
    For changes related to (A) above, complete the Institution Request Form found at http://www.ode.state.or.us/search/results/?id=219 prior to 9/15 of the year the change will take effect.

    For changes related to (B) above, complete the boundary change calculator for Accountability Reporting. These changes are due in May.
    Keywords: institution , boundary change, new school Appears in topics: AYP, Institutions, Boundary

    What kind of changes require an Institution Request Form?
    An Institution Request Form must be submitted for Institutions requesting:
    • A new ODE ID number*
    • A name change
    • An address change
    • A grade level change
    • An institution merger
    • An institution split
    • An institution closure
    • An institution type change
    • A Fiscal Agent Change (for Charter Schools)
    * Except for requesting a new ODE ID number, all other changes only apply to those institutions that have already been assigned an ODE ID number.

    For more information about what supporting documentation is required, please see the Institution Request Requirements Matrices on Appendix C of the Institution Request Form, located at http://www.ode.state.or.us/search/results/?id=219.

    The following data are considered directory updates and only require Appendix A of the Institution Request Form:
    • Contact names
    • Positions
    • Email Addresses
    • Phone and Fax numbers
    Keywords: institution , request , form Appears in topics: Institutions

    How long does it take to receive my school’s new institution ID? How long does it take to have my changes appear in the School Directory?
    New institution IDs and other change requests requiring an Institution Request Form usually take up to one month to process but can take longer if additional paperwork/further clarification is required. After receiving the request, ODE staff processes the paperwork to make sure everything has been submitted correctly. If the paperwork is incomplete or incorrect, the process will take longer in order to gather the needed pieces. After all documentation is complete and correct, ODE’s Institution Database Advisory Team (IDAT), which meets every two weeks, will discuss the request and either recommend approval or denial. If approval has been recommended, the request will be brought to ODE’s Data Governance Committee (DGC), which meets the following week, for final approval. Once approved, the change can take approximately one week to process in the database. You will be notified once the change has been approved and processed.

    For changes that do not require committee approval (like staff contact information), the changes are usually made within one week.

    However, these changes do not automatically update in the School Directory, as the Directory is not re-posted online after every change. This is usually updated every 1-2 months. To view your changes immediately, it is recommended to use the Institution Lookup Website at http://www.ode.state.or.us/instID/.
    Keywords: institution , request , form , institution change, school directory Appears in topics: Institutions

    How do we change our school’s/district’s contact information (e.g. Principal’s name, Superintendent’s email address, etc.)?
    The following types of directory information must be submitted on Appendix A of the Institution Request Form., which can be found online at http://www.ode.state.or.us/search/results/?id=219:
    • Contact names
    • Positions
    • Email Addresses
    • Phone and Fax numbers
    It is not necessary to return the entire Request Form. Complete Appendix A and send only this page to ode.institutions-request@ode.state.or.us eMail or fax it to 503-378-5156 attn. Institution Changes.

    For changes that do not require committee approval (like staff contact information), the changes are usually made within one week.

    However, these changes do not automatically update in the School Directory, as the Directory is not re-posted online after every change. This is usually updated every 1-2 months. To view your changes immediately, it is recommended to use the Institution Lookup Website at http://www.ode.state.or.us/instID/.
    Keywords: institution , request , form , institution change, school directory, appendix A Appears in topics: Institutions

    How do we change the Superintendent/Principal on our Report Card?
    The Institution Validation in the Spring is intended as a validation for institution information (e.g. Superintendent/Principal name) for the report card that is published the following Fall. Please be sure you are checking this validation in the Achievement Data Insight for information that will appear on your report card.

    To submit name changes, please use Appendix A of the Institution Request Form, which can be found online at http://www.ode.state.or.us/search/results/?id=219. It is not necessary to return the entire Request Form. Complete Appendix A and send only this page to ode.institutions-request@ode.state.or.us eMail or fax it to 503-378-5156 attn. Institution Changes. These changes are accepted throughout the school year but must be received by September 15 to be included in the report card.
    Keywords: Report Card, institution , request , form , institution change, appendix A Appears in topics: Report Card, Institutions

    What is the Institution Validation?
    The Institution Validation in the Spring is intended as a validation for institution information for the report card that is published the following Fall. Please be sure you are checking this validation in the Achievement Data Insight for information that will appear on your report card.

    For more information about the validation, please visit the Institution Validation website at https://district.ode.state.or.us/search/page/?id=246.
    Keywords: Report Card, institution , request , form , institution change, appendix A Appears in topics: Institutions

    When is my Institution Request Form due?
    ODE requests that changes to the Institution Validation be submitted during the Validation Window in the Spring. For more information about the validation, please visit the Institution Validation website at https://district.ode.state.or.us/search/page/?id=246.

    However, ODE and the statewide Data Collection Committee established a cutoff date of September 15th each school year for requests to be received at ODE for new school year requests. Failure to submit requests by September 15th will result in inability to submit student level data to ODE systems.

    Changes for the following types of institutions may be made any time during the year:
    • Charter Schools
    • EGMS (E-Grant Management System) only Contractors
    • Private Schools
    • Private Career Schools
    • Private Alternative Schools
    • Software Vendors
    Directory level changes (e.g. staff contact information) may be made any time during the year.
    Keywords: institution , request , form , institution change, due Appears in topics: Institutions

    How do I know if my school/institution needs an ODE ID number?
    Institution ID numbers are used by ODE for ODE related activities (e.g. reporting, testing, grants management, etc.). If your school or institution has a relationship with ODE that requires an ID, you will need to request an ID using the Institution Request Form, which can be found online at http://www.ode.state.or.us/search/results/?id=219.

    For more information about whether or not your institution meets this definition, please see the Procedures Document located at http://www.ode.state.or.us/search/results/?id=219.
    Keywords: Institution ID, institution Appears in topics: Institutions

    We were just awarded a grant from ODE and need an Institution ID number. What do we do?
    Staff from the ODE Program Office should be in contact with you regarding the paperwork required. To be connected to the E-Grant Management System (EGMS), you will need to fill out and return the EGMS Access Request Form. It should be filled out electronically, signed, and faxed back to the EGMS Security Administrator at 503-378-5156.

    Then, email a copy of your EGMS Access Request Form along with the EGMS only portion of the Institution Request Form (found at http://www.ode.state.or.us/search/results/?id=219) to ode.institutions-request@ode.state.or.us eMail or fax it to 503-378-5156 attn. Institution Changes.
    Keywords: Institution ID, institution , egms, grant Appears in topics: Institutions

    What is the Institution Database Advisory Team (IDAT)? What is the Data Governance Committee (DGC)?
    The ODE Institution Database Advisory Team (IDAT) is the initial contact for institution requests. IDAT critically reviews requests against established requirements, recommends action, and communicates those recommendations to the ODE Data Governance Committee (DGC) for final review. The mission of the DGC is to ensure accurate and relevant data by making timely, authoritative decisions regarding agency data issues by weighing impact, risk, and resource surrounding those issues.

    Please view the Procedures Document found at http://www.ode.state.or.us/search/results/?id=219 for information regarding which requests require IDAT and DGC approval.
    Keywords: institution , IDAT, DGC Appears in topics: Institutions

    How do I change a school name or other information on my report card?
    The Institution Validation in the Spring is intended as a validation for institution information (e.g. which institutions are in your district) for the report card that is published the following Fall. Please be sure you are checking this validation in the Achievement Data Insight for information that will appear on your report card.

    To submit name changes, please use the Institution Request Form, which can be found online at http://www.ode.state.or.us/search/results/?id=219. Email this form and supporting documentation to ode.institutions-request@ode.state.or.us eMail or fax it to 503-378-5156 attn. Institution Changes.

    ODE requests that changes to the Institution Validation be submitted during the Validation Window in the Spring. For more information about the validation, please visit the Institution Validation website at https://district.ode.state.or.us/search/page/?id=246.

    However, changes to Institutions that will affect the Report Card can be submitted up to September 15 of the school year in which the change will take effect.
    Keywords: Report Card, institution , request , form , institution change, appendix A Appears in topics: Report Card, Institutions