CEDARS Exceptions and Logical Deletes Prepared for January 12 Statewide Meeting
The 5 W’s What, why, who, where, when? OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Exceptions and Logical Deletes – What An Exception occurs when a record submitted to CEDARS doesn’t pass a business rule. A Logical Delete happens when a change is made to a key element in a record that is submitted to CEDARS. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Exceptions and Logical Deletes – Why Exceptions are important because information about students, staff, and courses contained in those rejected records will not be available for decision makers to use when reviewing data from CEDARS. A Logical Delete is important because a change has occurred from the last time you sent the information. If there is a certain number of logically deleted records, this could indicate a significant change in your information. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Exceptions and Logical Deletes - Who CEDARS District Administrators, CEDARS Report Viewer, and CEDARS District User can reivew exceptions and logically deleted records. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Exceptions and Logical Deletes - Where Exceptions are available in CEDARS under the Submissions tab on the Dashboard. Logically Deleted records are available under the Submissions tab on the Submission List. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Exceptions and Logical Deletes – When Exceptions are available as soon as a submission has reached step 4 for Hold. Click on the Submission Exceptions tab. Logical deleted records are available the morning after your submission was sent. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Validations and Exceptions OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Validations and Exceptions CEDARS submissions are run through a series of business rules, which we call Validations. There is a hierarchical (phased) relationship with the 16 data files (the files are loaded in a defined order). An exception in one file may cause exceptions farther down the hierarchy. Exception correction should be done in the same hierarchical order. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
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CEDARS Validations and Exceptions CEDARS Data Manual www.k12.wa.us/CEDARS/Manuals.aspx District Student File, element B14 CEDARS Reporting Guidance http://www.k12.wa.us/CEDARS/Manuals.aspx Student Enrollment and Graduation OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
From the CEDARS Data Manual: From the CEDARS Reporting Guidance: OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Validations and Exceptions Changes to the data must occur in the source system and a new submission must be sent to CEDARS. CEDARS contains a complete listing of all validations for all fields in CEDARS. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Validations and Exceptions Resources CEDARS Data Manual www.k12.wa.us/CEDARS/Manuals.aspx CEDARS Reporting Guidance http://k12.wa.us/CEDARS/Manuals.aspx CEDARS Submission Exceptions Dictionary http://k12.wa.us/CEDARS/TrainingMaterials/CEDARSSubmissionExceptionsDictionary2011-09.xls OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete What is a logical delete? A record is logically deleted when a change is made to a key element in a record that is submitted to CEDARS. The original record is logically deleted and the new record is added. OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete Three reasons for a logical delete in one file: 1. A record is no longer in your most recent submission, but it was there the time before (record missing) 2. A record is now a submission exception in your most recent submission, but it was there the time before (submission error) 3. A record has changed in your most recent submission and CEDARS thinks it is not the same record as the time before (change in a key field) OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete – Example School Year County District Code District Name Location ID School Code School Name Initial School Start Date Final School End Date Logically Deleted 2015 12345 ABC School District 500 4444 Roosevelt Elementary 9/1/14 6/15/15 Record Now Sent 100 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete Each file has a percentage associated with a threshold of tolerable logical deletes. If just ONE of the 16 files crosses that threshold, the entire submission is stopped. Districts must take manual action on a submission that is “stuck in logical delete” OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete Setting are percentages by file District controls threshold Default is 2% Recommend higher percentage: Student Absence Student Discipline Maybe Student and Staff schedules at term changes OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
CEDARS Logical Delete – Resources Logical Delete Frequently Asked Questions: http://www.k12.wa.us/CEDARS/TrainingMaterials/LogicalDeleteFAQ.doc OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
Questions? OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION 11/11/2018