1. End of Year (EOY) Training Module 3 – Error Resolution (New Submissions Staff)

2. Content Summary – Module 3
Your Presenter
Ryan Hartung
Error Resolution (slides 4-8)
Exception Requests (slides 9-11)
Typical Scenarios and Examples (slides 12-21)
Adequate Documentation (slides 21-25)
Timelines and Deadlines (slides 26-27)

3. Data Submissions in 4 Steps
Data Collection/Entry (Module 1)
Submission to CSI (Module 2)
Error Resolution (Module 3)
Data Review (Module 4)
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

4. Error Resolution
A look at Level 1 and 2 Error Reports and Resolution Assistance

5. Error Reports
Each time you submit a new file(s), CSI will process them and provide Error Reports
Error Reports
Level 1
Level 2
All Errors must be cleared.
Warnings do not have to be cleared. Review for accuracy and make changes if necessary.

6. Error Report Do’s and Don’ts
DO use the error report as your checklist
DO NOT make updates to the Error Report
DO NOT guess at how to resolve an error
DO NOT change data just to clear an error

7. EOY Level 1 Errors SD and SSA Errors
No Changes since October Count = No Errors
Enrollment changes since October Count = Possible Errors
ACC Errors
43 possible errors, mostly related to invalid AP, postsecondary program, or postsecondary institution code
Title I Errors
Over 20 possible errors related to inaccurate coding of the services received on students who qualify for Title I targeted assistance funding
To access the Business Rules Troubleshooting Doc:
_cSLEbkaNE8/edit#gid=

8. EOY Level 2 Errors
Over 70 types of EOY Level 2 errors are possible occurring across multiple interchange files.
Entry/Exit Error Examples
SE104 Error “No Show”
CSI will provide No Show reports to schools
Are students with exit code of 00 in the EOY (expected to return), but they do not have a record in the EOY.
Schools need to begin resolving these records right now—don’t wait for the error, start looking for these now!

9. Exception Requests

10. Requesting Exceptions to CSI
CSI believes it is more important to submit accurate data over error free. If you feel your data is correct, follow these steps:
Discuss error with CSI submissions staff
Submit the request in writing to the CSI Submissions Inbox
CSI will process the request with CDE
CSI will contact school to notify if exception was approved or additional file changes are necessary

11. Exception Examples
Below are example scenarios where an exception should be submitted:
During October Count, a student’s Language Proficiency was incorrectly reported as 7 – FEP Monitor Year 2 to follow logical progression instead of where they actually fall in the EL process code 8 – FEP Exited Year 1. The issue was discovered and resolved in the SIS after the OC collection closed. Upon submittal for End of Year, school is receiving a SP166 error as they did not follow logical sequence for ELL. Since the current information is accurate, an exception must be submitted.
A student moved to Colorado last fall and enrolled at the beginning of After testing the student, it was determined that he tested far below the grade level for his age and was placed in the appropriate grade (with parental approval). The student is receiving a SE168 error as his age is outside acceptable ranges for the grade level. Student is in the appropriate grade, therefore an exception must be submitted.

12. EOY Typical Scenarios and Examples

13. Transfer Students at EOY
Students who tell you that they are transferring to another school for the next school year but who complete all coursework in your school (up to three weeks before the end of the school year), should have an Exit Code of ‘00’.
If they are coded with Exit Code of ‘13’, they will be counted as a dropout because they will not have time to show up in another school/district before the end of the year.
As always, when informed that a student is transferring, follow- up with that student immediately to get adequate documentation of the transfer (i.e. confirmation of attendance)

14. Grade Reassignment
A student started at MacLaren in the 8th grade ( ), transferring from District 11, however; MacLaren determined that this student should be in the 9th grade.
This should be coded in the following manner:
1st detail entry (row):
School Number: 8825
Entry date:
Entry code: 13 (transferred from a D11 school)
Entry grade: 080 (to reflect 8th grade)
Retention code: 0
Exit date: (August 28, 2017, when the student changed grades)
Exit code: 10 (to reflect that the student is transferring grades)
ORGANIZATION_ CODE
SASID
SCHOOL_ CODE
STUDENT_FIRST_ NAME
STUDENT_LAST_ NAME
GENDER
BIRTH_DATE
ENTRY_DATE
GRADE_LEVEL
ENTRY_TYPE
EXIT_DATE
EXIT_TYPE
8001
8825
Jane
Doe 01
080 13 10
RETENTION

15. Grade Reassignment, Cont’d
2nd detail entry (row):
School Number: 8825
Entry date: (date of grade reassignment)
Entry code: 10 (to reflect the grade reassignment)
Entry grade: 090 (to reflect 9th grade)
Retention code: 0
Exit date: (zero fill if finishing the school year)
Exit code: 00 to reflect finishing the school year
ORGANIZATION_ CODE
SASID
SCHOOL_ CODE
STUDENT_FIRST_ NAME
STUDENT_LAST_ NAME
GENDER
BIRTH_DATE
ENTRY_DATE
GRADE_LEVEL
ENTRY_TYPE
EXIT_DATE
EXIT_TYPE
8001
8825
Jane
Doe 01
080 13 10
RETENTION
8001
8825
Jane
Doe 01
090 10 00

16. Student Transferring to another district with natural succession within CSI (CLA to VPA, Pinnacle MS to HS)
A Pinnacle Middle School 8th grade student reported a 00 exit when finishing school in The student transferred to a high school outside CSI and did not return in
School Number: 6914
Entry date:
Entry code: 11
Entry grade: 090
Retention code: 0
Exit date:
Exit code: 13

17. Student transferring out to another district without natural succession after 8th grade (K-8 schools not feeding into a CSI HS)
For the EOY rollover CSI hosted PowerSchool schools process (and likely non-hosted PS and IC schools), all 8th grade students that ended the year at the K-8 school were “graduated” in the SIS, and therefore were not automatically included in the interchange data extracts for
The 8th grade student data is still required to be submitted- CSI can work with you on generating this file.

18. Student finishing 8th grade at a K-8 (i. e
Student finishing 8th grade at a K-8 (i.e. 8th graders without natural succession)
Colorado Springs Charter Academy (K-8): 8th grader who has been at the school for 3 years finished the entire year and is now going to “graduate” from the 8th grade
School Number: 1791
Entry date:
Entry code: 02
Entry grade: 080
Retention code: 0 (because the student passed the 8th grade and was not retained back to 8th grade again
Exit date:
Exit code: 00 (to reflect that the student ended their 8th grade year at the school even though you know they are leaving your school to attend a 9th grade at another school, either CSI school or another district for the year)
ORGANIZATION_ CODE
SASID
SCHOOL_ CODE
STUDENT_FIRST_ NAME
STUDENT_LAST_ NAME
GENDER
BIRTH_DATE
ENTRY_DATE
GRADE_LEVEL
ENTRY_TYPE
EXIT_DATE
EXIT_TYPE
8001
1791
John
Doe 02
080 00
RETENTION

19. 8th grade students without natural succession, con’t
Collect adequate documentation of transfer for ALL 8th grade students that ended the year at your school
Follow requirements on adequate documentation of transfer
Work now to obtain this information, and follow up in for confirmation of attendance
You can request updates to 8th grader exit data even after the certification is due – i.e. during the Post Cross phases
If adequate documentation of transfer cannot be provided, the student will be counted as a dropout!

20. ELL, GT, SPED
Please make sure you are following up with your various program coordinators (GT, ELL, SPED) to make sure the SIS has been updated to reflect any newly identified students to these program areas since October Count.
Newly identified students that have entered since October Count are the only ones that should be updated. Do not make changes to existing students (particularly EL) as differences between OC and EOY will cause errors!
Adjusting incorrect EL coding from October Count would require an exception for EOY.

21. Adequate Documentation
CDE: Documentation showing where a potential drop out is being educated.

22. Why is Documentation Required?
Reduce dropout rates for district and schools
Improve graduation and completion rates
Good practice—assurance that student is continuing their education

23. Adequate Documentation
Know what happens to a student after they leave your school
Document Everything!
More is better
Get signatures
Records request alone is not adequate
Student leaving the country? Document it
Student being home schooled? Document it
Transfer to another district? Document it
CDE Adequate Documentation for Transfer Guidance:

24. Reminder About Transfer Students
When you hear that a student is transferring out, be sure to follow up with them immediately to get adequate documentation of the transfer. You will avoid this student unnecessarily being coded as a dropout!
If you hear that a student will be transferring out in the next school year, but they finish all coursework at your school (up to 3 weeks before the end of school) you should use an exit code of 00. If they are coded with exit code 13, then they will be counted as a dropout because they will not have time to show up in another district before the end of the school year.

25. Confirmation of Enrollment Guidance
Confirmation of Enrollment and Attendance (CEA) signed by the receiving district is required to validate transfers of 7th-12th grade students. Keep in mind:
CEA should only be sent if the student has enrolled and begun attending at the receiving school
CEA should be sent through secure file transfer system or monitored fax
Templates necessary for CEA documentation are provided here
Confirmation that disclosure of student information is to officials at another school
For more information on CSI attendance guidance:
e/CSI%20Attendance%20Guidance%20FINAL% pdf

26. Timeline and Deadlines

27. CSI Submission Timeline
February 14, Initial End of Year Submissions Due***
June 13, All Level 1 (Interchange) Errors Must be Cleared
July 12, All Level 2 (Snapshot) Errors Must be Cleared
Schools should resubmit their interchange files after the last day of school to make sure all information (ex: graduation, exit dates, retention) are up to date
August 22, 2018 – Initial Signed Certifications Due to CSI
September 1, 2018—Follow up on remaining no shows
November 2, 2018—Final Signed Certifications Due to CSI
*** - Note: Schools do not have to wait until the Initial Submissions date to provide CSI with files. This can be done as soon as you would like.

28. Thank you for reviewing this module!
Module 3 has now been completed. Please review Module 4 during the Summary Report Certification phase of the collection.
Contact for EOY Questions:
Submissions Inbox