The Ministry of Education & Child Care has launched a data collection system called the Education Data Exchange (EDX) that modernizes how the Ministry will receive communications containing student personal and sensitive information.
The 1601, and eventually 1701, are the main data reports that will be impacted, among other functions. Roles for carrying out the data reporting processes will not change but the mechanism for the processes has been improved for enhanced data privacy and security. Once you are set up with your EDX account, and you have successfully activated it, please use EDX immediately for communicating changes to student information with the Ministry. This process replaces the use of email correspondence for changes to student data (name changes, birthdates, etc.).
We are required to utilize this system moving forward to ensure data is handled and transferred securely. EDX also provides a secure messaging system for schools to communicate with the Ministry.
Form 1601
The data collected in Form 1601 is as follows:
- School demographics: name, physical and mailing address, telephone, fax number and email address
- Name of Principal
- School Organization
Previously, Form 1601 data has been collected at the beginning of the school year only for schools that required an update to existing information. EDX replaces the existing Form 1601 data collection process, and schools with updates will need to submit a Web Help Desk ticket requesting the required updates. The Student Systems and Data Team will proceed with making the required changes within the EDX application. This information populates the BC School & District Contact Information web page.
Secure Messaging
Secure Messaging provides a protected avenue for schools and districts to exchange personal student information securely with the Ministry. This function allows schools to send pictures of identification to facilitate student name changes and other sensitive data exchanges, thus eliminating the need to send documentation via e-mail. This will strengthen protection of student data and ensure compliance with provincial privacy legislation.
Onboarding Process
Each EDX user will have their own login credential, unlike the existing Ministry 1701 Verification and Secure File Upload tool where each school has one login credential. Sharing passwords is prohibited to protect student data.
Support Resources
Check out this short video that explains how to use the Secure Messaging functionality in the EDX.
Frequently Asked Questions
Q. What will change with the launch of EDX?
A. Effective immediately, EDX replaces the existing 1601 collection process. Rather than submitting change forms to the ministry, schools can now submit a Web Help Desk ticket for changes to contact information in the system.
Examples are:
- Amending the name of a Principal or Vice Principal when they leave a school or change positions.
- Updating school details, such as a change in phone number or website address.
- These updates will automatically show on the new School & District Contact Information (SDCI) webpage.
EDX will also replace the current 1701 data submission process, but not for some time.
Q. Can multiple people use one account?
A. For optimum protection of student data, accounts are bound to one individual using their own email and Microsoft credentials.
Q. Does EDX replace the existing process for requesting Personal Education Numbers (PEN)?
A. EDX will not replace the process for requesting new PENs. What is different is that EDX’s secure messaging function will be used for updating information for students with existing PENs. The intent it to strengthen protection of student data and ensure compliance with provincial legislation.
Q. What does Student Registration refer to in EDX?
A. Student Registration is the new name for a school’s PEN contact. This is listed on the School Contacts page within EDX.
Q. Will EDX replace existing ministry systems, such as TRAX or School Secure Web?
A. In the short term, no. Other ministry systems will continue to function as they do now. The only impact will be to School Level Data web (SLD) when a streamlined 1701 process through EDX is introduced. This will be communicated when it is launched.
Q. Will I be notified of secure messages? Do I have to be logged into EDX to see them?
A. Yes, you will be notified when the Ministry responds to a secure message, and no, you don’t need to be in the system to receive it. A notification will go to the email address associated with your account.