The following is a list of items to help you verify that accurate and complete information is reported from the State Reporting options. You will need to verify this information before submitting the information to the State Department of Education.
We recommend you print this list and use it as a check list as you verify the information.
Verify Setup Information:
1. Verify Site Sessions (Options/Verify the School Year /Site Setup/Select the Site/Sessions Tab)
· For the Selected Sessions, verify each Session Name, Begin Date and End Date.
2. Verify LEA Calendar Events (Options/Verify the School Year/LEA Setup/School Year Tab/Select the Site/Calendar Events Tab)
· Verify each Calendar Event Begin Time, End Time and Calendar Exception Code.
3. Verify Site Calendar Events (Options/Verify the School Year/Select the Site/Contact Events Tab/Calendar Events Tab)
Note: If the LEA has defined Calendar Events, the Site automatically inherits those Calendar Events. Therefore, the Site should NOT duplicate the Calendar Events that are maintained at the LEA.
· Verify each and Begin Time, End Time and Calendar Exception Code.
4. Verify Site Periods (Options/Verify the School Year/Site Setup/Select the Site/Periods Tab)
· For the Selected Periods, verify each Period Name, Begin Time and End Time.
5. Verify Site Day Segments (Options/Verify the School Year/Site Setup/Select the Site/Day Segments Tab/Select the Grade
· For each Grade, verify each Day Segment Name, Max Absences, and the Selected Periods for the Day Segment. The Max Absences determines the number of period absences that would register an absence for that Day Segment.
6. Verify LEA Attendance Codes (Options/Verify the School Year/LEA Setup/Code Tables Tab/Select Attendance Code from Drop Down List)
· For each Attendance Code that should count as an absence to the register, verify the Count Absent and Count To Register options are selected.
7. Verify the Site Master StatePrID (Options/Verify the School Year/LEA Setup/Site Master Tab/Select the Site)
Verify the StatePrID is entered as the state identifier for the reporting site.
Student Roster (Options/State Reports/Student Roster): This report lists each student and the pertinent enrollment and transportation information for the selected Site and Begin/End Session or Date Range. This report is used to help validate the totals from the other state reports as it contains the detailed information regarding the enrollment and transportation information. This report also gives a summary/analysis of the entry and exit codes as well as student count totals.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the appropriate date range by setting the Begin Session and End Session and/or by setting the Begin Date and End Date.
3. Verify that each student printed has a valid Gender, Race, Birth Date Verification, Birth Date.
4. Verify that each student printed has a valid Entry Code, Entry Date, Grade and Basis of Admission for each enrollment printed.
5. For students that have exited in the date range, verify the Exit Code and Exit Date. You can verify students who are off-roll using the Exit/Off-Roll Report.
6. For students that are transported, verify the Transportation Code and Begin Date and Last Effective Date. The transportation records will only print if they are within the enrollments date range for the student.
7. The Totals for each Entry Code on the Student Roster should equal the Entry Total on the Site/Grade Summary.
8. The Totals for each Exit Code on the Student Roster should equal the Exit Total on the Site/Grade Summary.
9. The Last Day Student Count on the Student Roster should equal the Grand Total on the Grade/Race/Ethnicity/Gender Summary.
10. The Last Day Student Count on the Student Roster should equal the Total Last Day Student Count on the Site/Grade Summary.
Exit/Off-Roll (Options/State Reports/Exit/Off-Roll Report): This report lists the students who have exited and are off-roll as of the As of Date. If a student exited and then re-entered before the As of Date, the student will not be listed on this report. This report will only list the students who are off-roll on the As of Date. This report also gives a summary/analysis of the exit codes and dropout reason codes for the students listed.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the As of Date for reporting the off-roll students.
3. Verify that each student printed has a valid Exit Code, Exit Date and Dropout Reason Code (if applicable).
Grade/Race/Ethnicity/Gender Summary (Options/State Reports/Grade/Race/Ethnicity/Gender Summary): This report prints a summary/analysis of the on-roll students as of the As of Date. The summary/analysis will group and total the information by Grade, Race, Ethnicity and Gender.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the As of Date for reporting the on-roll students.
3. The Grade Category Total on the Grade/Race/Ethnicity/Gender Summary should equal the Grade Last Day Student Count on the Site/Grade Summary.
4. The Grand Total on the Grade/Race/Ethnicity/Gender Summary should equal the Last Day Student Count on the Student Roster.
5. The Grand Total on the Grade/Race/Ethnicity/Gender Summary should equal the Total Last Day Student Count on the Site/Grade Summary.
Site/Grade Summary (Options/State Reports/Site/Grade Summary): This report prints a summary/analysis of the enrollment, attendance/membership, and transportation information for the selected Begin/End Session or Date Range.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the appropriate date range by setting the Begin Session and End Session and/or by setting the Begin Date and End Date.
3. Verify the Total Days, Days In Session, Days Taught, Days Not Taught, and each sub-category of not taught days (i.e., Holiday/Snow Day and Professional Day). This information is determined based on the Session Date Range, LEA Calendar Events, and Site Calendar Events.
4. Verify the Enrollment Information Totals against the Student Roster. The Entry Total on the Site/Grade Summary should equal the Totals for each Entry Code on the Student Roster. The Exit Total on the Site/Grade Summary should equal the Totals for each Exit Code on the Student Roster. The Total Last Day Student Count on the Site/Grade Summary should equal the Last Day Student Count on the Student Roster.
5. Verify the Attendance/Membership Information Totals against the Attendance Register. The Grade Totals for Membership, Attendance, and Absence on the Site/Grade Summary should equal the Grade Total Days Memb, Total Days Att, and Total Days Abs on the Attendance Register.
6. Verify the Transportation Information Totals against the Transportation Register. The Grade Totals for each Transportation Code on the Site/Grade Summary should equal the Grade Totals for each Transportation Code on the Transportation Register.
Attendance Register (Options/State Reports/Attendance Register): This report lists each student and the pertinent attendance and enrollment information for the selected site and date range grouped by Grade. This report is used to help validate the totals from the other state reports as it contains the detailed information regarding the attendance and enrollment information.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the appropriate date range by setting the Begin Session and End Session and/or by setting the Begin Date and End Date.
3. Verify the Total Days, Days In Session, Days Taught, Days Not Taught, and each sub-category of not taught days (i.e., Holiday/Snow Day and Professional Day). This information is determined based on the Session Date Range, LEA Calendar Events, and Site Calendar Events.
4. For each student, verify that the printed code represents the activity for each date and day segment. The printed code will represent one of the following activities: In Session Day (Not Taught), Day Not Taught, Entry, Exit, Absence, or Off-roll. Use the legend in the page footer to match the printed code to the activity.
Transportation Register (Options/State Reports/Transportation Register): This report lists each student and the totals for each transportation code for the selected site and Begin/End Session or Date Range grouped by Grade. This report is used to help validate the totals from the other state reports as it contains the detailed information regarding the transportation information.
1. This report should include off-roll students for the date range selected. Verify you do not have a filter applied in the Student Selector that would exclude off-roll students.
2. Select the appropriate date range by setting the Begin Session and End Session and/or by setting the Begin Date and End Date.
3. Verify the Total Days, Days In Session, Days Taught, Days Not Taught, and each sub-category of not taught days (i.e., Holiday/Snow Day and Professional Day). This information is determined based on the Session Date Range, LEA Calendar Events, and Site Calendar Events.
4. For each student, verify that the total for each Transportation Code. The Total Transportation should not exceed the Total Days Att on the Attendance Register.
Section Grade Summary (Options Menu/State Reports/Section Grade Summary): This report prints a summary of the total students enrolled in each grade by instructor and state course as of the As of Date. This report lists the session/section count, total student count and the student count for each grade level taught by the instructor.
1. Verify you do not have a filter applied in the Section Selector.
2. Select the As of Date and then click print.
Instructor Section Summary (Options/State Reports/Instructor Section Summary): This report prints a summary of the sections to which the instructor is assigned and the number of students enrolled as of the As of Date. This report lists the section, period and student count for each section taught by the instructor.
1. Verify you do not have a filter applied in the Section Selector.
2. Select the As of Date and then click print.
LEA/Grade Summary (Options/State Reports/LEA/Grade Summary): This report prints a summary/analysis of the enrollment, attendance/membership, and transportation information for the selected sites and Begin/End Session or Date Range. This report will combine the information from the selected sites.
1. Select the appropriate sites.
2. Select the appropriate date range by setting the Begin Session and End Session and/or by setting the Begin Date and End Date.