Membership Report Troubleshooting

This document provides guidance for resolving errors when submitting Membership Ed-Fi data.

Review PowerSchool SIS Errors

The categories on the Ed-Fi Dashboard on the Publish Data table are arranged such that errors on one line may propagate downward as dependencies. It is important that you always work from top to bottom when addressing issues. Records with dependencies or errors can be viewed on the category's review page.

To access the error review page:

Click either the Review or Errors button next to the category.
In the Review page, select a view option from the Choose Category pop-up menu. Example of the selections available may include but are not limited to:
1. Statistical Summary - provides cumulative statistics for all publishing operations for the selected category. The columns displayed are Total Processing, Total Missing Data, Total Dependencies, Total Publishing, Total Errors, Last Update, and Total Published.
2. Published - provides a detailed list of the data successfully published to the state ODS. When demographic data is published, the system automatically requests a Unique Person Identifier (State Number), when needed, in order for the demographic record to be published. The columns displayed are based on the category type but will always include the Last Publish Date, Publishing ID and Resource ID.
3. Dependencies - provides a detailed list of records that cannot be published to the state ODS because it is dependent on other data sequencing. The columns displayed are based on the category type but will always include the Dependency, Last Publish Date, and Publishing ID.
4. Errors - provides a list of errors for the selected category. This will display information that are relevant to the category including the Error Code, Message Detail, Publishing ID and Resource ID.
Select the resource view from the Choose Data View pop-up menu.
Click Clear Cache located on the bottom right of the Results panel to ensure that you are not looking at old data and attempting to fix a problem that no longer exists.

Sometimes certain cells on the table may be clickable for additional information. In some cases, you will get the failed JSON payload or the error returned, and in other cases, you will get a link to the relevant student. When linked to a student, navigate to the Data Exchange Publishing link on the left navigation menu. This will give you access to more detailed error information and you are more likely to find JSON payloads and/or Resource Details tables to help identify missing or problematic data. Additionally, you can to export the data results to an Excel spreadsheet.

Review PowerSchool SIS Data Resources and Dependencies

The following data resources are required for successful Membership submission:

localEducationAgencies
schools
programs
student
studentSchoolAssociations
studentEducationOrganizationAssociations
studentProgramAssociations

Verify that all required data resources are published. Then, review and resolve common dependency errors:

Common Dependency	Error Resolution
Student/Staff Unique ID	Record is missing the required State Assigned Unique ID. For states where the Unique ID can be requested on the student or staff page, select the request button and acquire the Unique ID. Otherwise, follow your state process for obtaining the Unique ID. Once a new ID is assigned, go to the Ed-Fi Dashboard and run Publish Missing for the given record type.
Student School Association	The Student record cannot be published until the record is claimed on the state side. To claim the record, the Student School Association record must be published. Start by running Publish Missing on the Student Enrollments category to publish the association records. When Student Enrollments is published, run Publish Missing on Student Demographics to retry the records.
Staff School Association	The Staff record cannot be published until the record is claimed on the state side. To claim the record, the Staff Employment record must be published. Start by running Publish Missing on Staff Associations to publish the associations records. When Staff Associations is published, run Publish Missing on Staff Demographics to retry the records.
Alternate Course Number not set	Either the Alternate Course Number has not been set on the Course, or the Alternate Course Number is not a valid state course number. Update the Alternate Course Number and run Publish Missing on Organization Schedule.
Missing Section Meeting Record	The Section does not have a period selected. Add a period to the section and run Publish Missing on Organization Schedules.
Section Record	The section record has not published. Check Organization Schedules and look for Dependencies or Errors on the section record in question. If there are no errors or dependencies, run Publish All on Organization Schedules, which will publish the missing section record, and then run Publish Missing for the category where this dependency was found.
XYZ Record	The referenced record for this record has not been published. Check the referenced record and determine if there is another dependency. If there is no other dependency, run Publish Missing to retry the record.

Resolve PowerSchool SIS Errors

PowerSchool SIS errors contain impacted data elements. To resolve errors, navigate to the individual data elements and verify or edit their associated fields.

Data Element	Location in SIS
studentUniqueId	From the State/Province - IN page, click on the General tab. From the General page, edit the STN Number field. must be pre-loaded by state from App Center required for publishing Ed-Fi
generationCodeSuffix	From the State/Province - IN page, click on the General tab. From the General page, navigate to Student Legal Name (Last, First Middle, Suffix). The fourth field will take priority for this data element. If the Student Legal Name (Last, First Middle, Suffix) field is blank, the data element will be derived from Student Name (Last, First Middle, Suffix).
firstName	From the State/Province - IN page, click on the General tab. From the General page, navigate to Student Legal Name (Last, First Middle, Suffix). The third field will take priority for this data element. If the Student Legal Name (Last, First Middle, Suffix) field is blank, the data element will be derived from Student Name (Last, First Middle, Suffix). required for publishing Ed-Fi
middleName	From the State/Province - IN page, click on the General tab. From the General page, navigate to Student Legal Name (Last, First Middle, Suffix). The second field will take priority for this data element. If the Student Legal Name (Last, First Middle, Suffix) field is blank, the data element will be derived from Student Name (Last, First Middle, Suffix).
LastSurname	From the State/Province - IN page, click on the General tab. From the General page, navigate to Student Legal Name (Last, First Middle, Suffix). The first field will take priority for this data element. If the Student Legal Name (Last, First Middle, Suffix) field is blank, the data element will be derived from Student Name (Last, First Middle, Suffix). used by state to verify identity required for publishing Ed-Fi
birthCountryDescriptor	From the State/Province - IN page, click the MLL (Multilingual Learners and Immigration Students) tab. Edit the Country of Origin field. select from 'codes' popup, if obsolete values '998' or '999' were previously selected, then 'USA' is published if blank and 'Non-U. S. Origin (Immigrant)' is 'No', then 'USA' is published
birthDate	From the Student Selection page, click on Demographics. Edit the DOB field. used by state to verify identity
addressType	'Home' published for Home Address, 'Mailing' published for Mailing Address
apartmentRoomSuiteNumber	Street, Apt/Suite - 2nd box
streetNumberName	Street, Apt/Suite - 1st box
city	City, State, Zip - 1st box
stateAbbreviationDescriptor	City, State, Zip - 2nd box (droopdown)
postalCode	City, State, Zip - 3rd box
nameOfCounty	From the State/Province - IN page, select the ME (Membership Information) tab. Edit the County of Legal Residence field. select from 'codes' popup required by state
electronicMailTypeDescriptor	'Organization' published
electronicMailAddress	From the Student Selection page, edit the Student Email field.
limitedEnglishProficiencyDescriptor	From the State/Province - IN page, select the MLL (Multilingual Learners and Immigration Students) tab. Navigate to LM Information and edit the English Proficiency Level field. select from 'codes' popup required by state if State Reporting Language not '211' (English)
hispanicLatinoEthnicity	From the Student Selection page, click on Demographics. Navigate to Federal Ethnicity and Race and edit the Ethnicity field. defaults to 'No'
languageDescriptor	From the State/Province - IN page, select the STN (State Test Number Information) tab. Edit the State Reporting Language Code field. select from 'codes' popup required by state
uses/languageUseType	'Home Language' is published
raceType	From the Student Selection page, click on Demographics. Navigate to Federal Ethnicity and Race and edit the Ethnicity field. Then, specify Race using the five checkboxes. Published value: If Ethnicity is 'Yes' then 'Hispanic Ethnicity and of any race' Otherwise, if more than one race checked, then 'Multiracial (two or more races)' Otherwise single race checked is published No default, required by state
sexType	From the Student Selection page, click on Demographics. Edit the Legal Gender field. Or, from the State/Province - IN page, edit the Legal Gender field. If the field is specified on the State/Province - IN page, it will take priority over the field on the Demographics page. If Legal Gender is left blank, specify a preferred gender. From the Student Selection page, click on Demographics. Edit the Preferred Gender field. required for publishing Ed-Fi
ellInstrumentUsedDescriptor	From the State/Province - IN page, click the MLL (Multilingual Learners and Immigration Students) tab. Navigate to LM Information and edit the Instrument Used field. required by state if State Reporting Language not '211' (English)
usInitialSchoolEntry	From the State/Province - IN page, click the MLL (Multilingual Learners and Immigration Students) tab. Navigate to LM Information and edit the Date of Entry into US School field. required by state if Birth Country (Country of Origin) not 'USA'
schoolId	Standard case: Enrolled school - school number visible but can only be modified using Enrollment Functions From the State/Province - IN page, click on the RT (Real Time Information) tab. Edit the School Number (current enrollment) field. From the Transfer Info page, select Edit Current/Previous Enrollment. Navigate to Indiana State Information and edit the Primary School of Enrollment field. Exception: Access school used if specified and Primary Enrollment flag is false Current enrollment: From the State/Province - IN page, click on the RT (Real Time Information) tab. Edit the Access School field. The entry must be a school in the district. From the State/Province - IN page, click on the General tab. Edit the Primary School of Enrollment field. Previous or Current enrollment: From the Transfer Info page, select Edit Current/Previous Enrollment. Navigate to Indiana State Information and edit the Access School field. The entry must be a school in the district. From the Transfer Info page, select Edit Current/Previous Enrollment. Navigate to Indiana State Information and edit the Primary School of Enrollment field. Publishing note: all other student data that include a school reference (e.g. Special Ed) use this same logic
studentUniqueId	From the State/Province - IN page, click the General tab. Edit the STN Number field.
entryDate	From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Entry Date field. For contiguous enrollments published as one, earliest Entry Date is published
educationOrganizationId	Not published for Indiana DOE 2023
graduationSchoolYear	Not published for Indiana DOE 2023
graduationPlanType	Not published for Indiana DOE 2023
schoolYear	This auto-generated data element is published for the school year of the selected term. Select the school year and term from the pop-up menu in the top right of the SIS interface.
entryGradeLevelDescriptor	From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Grade Level field.
exitWithdrawDate	From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Exit Date field. For contiguous enrollments published as one, last Exit Date is used Published value is last date of service, Powers school value is first day of non service Last in-session date between Entry Date and Exit date is published if one exists Otherwise one day prior to Exit Date After end of school year, last day of school year term is published for students enrolled at end of school year Published only if exitWithdrawType is also published or after end of school year.
exitWithdrawTypeDesciptor	From the Transfer Info page, select Edit Current/Previous Enrollment. Navigate to Indiana State Information and edit the Dropout or Mobility Code fields. If exitWithdrawTypeDescriptor is entered and mapped to descriptor on Code Set Mapping page: From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Exit Code field. Default value of '50' published after end of school year if student was enrolled at end of school year Published only if exitWithdrawDate is also published. For contiguous enrollments published as one, fields from last enrollment are used. Exit Code or Mobility Code would normally only be entered on last record in contiguous set
primarySchool	From the State/Province - IN page, click the General tab. Edit the Current Enrollment field.
educationOrganizationId	From the District Setup page, click on District Information. From the District Information page, edit the District Number field. If Subdistricts are enabled on the District Setup page, then: From the District Setup page, click on List Sub-Districts. From List Sub-Disctrics, click on Edit Sub-District and edit the Sub-District Number field.
admCodeDescriptor	To specify the student’s current ADM type, navigate to the State/Province - IN page and select the ME (Membership Information) tab. Edit the ADM Type field. To specify the student’s previous ADM type, navigate to the Transfer Info page and select the student’s previous enrollment. Navigate to Indiana State Information and edit the ADM Type field. These fields can be left blank if there is no ADM code to specify for the student.
responsibilityDescriptor	This element is derived from admCodeDescriptor. if admCodeDescriptior is blank (no selection), then responsibilityDescriptor will be 'Attendance' (non-funded enrollment) if admCodeDescriptior is specified, then responsibilityDescriptor will be 'Funding'.
beginDate	From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Entry Date field.
endDate	From the Transfer Info page, select Edit Current/Previous Enrollment. Edit the Exit Date field. Not published for current enrollment unless mobility code or mapped exit code entered Always published for previous enrollments Modified for publishing: Last in-session date between Entry Date and Exit date is published if one exists Otherwise one day prior to Exit Date
instructionalDays	To specify the student’s current instructional days, navigate to the State/Province - IN page and select the ME (Membership Information) tab. Edit the Instructional Days (1-180) field. To specify the student’s previous instructional days, navigate to the Transfer Info page and select the student’s previous enrollment. Navigate to Indiana State Information and edit the Instructional Days (1-180) field. If no instructional days are specified, the element will be calculated from entry/exit dates and calendar in-session days This element is only published if the ADM type is 6 or 20.
instructionalMinutes	To specify the student’s current instructional days, navigate to the State/Province - IN page and select the ME (Membership Information) tab. Edit the Instructional Minutes (1-400) field. To specify the student’s previous instructional days, navigate to the Transfer Info page and select the student’s previous enrollment. Navigate to Indiana State Information and edit the Instructional Minutes (1-400) field. If no instructional minutes are specified, the element will be calculated from section enrollments, periods, cycle days, and bell schedule This element is only published if the ADM type is 6 or 20.
schoolCorpId (#1) (#2)	From the State/Province - IN page, click the General tab. Edit the Corp of Legal Settlement (District of Residence) field.
schoolCorpResponsibilityDescriptor (#1) (#2)	From the State/Province - IN page, click the General tab. Edit the Legal Settlement and Accountability fields.

Review State Errors

State submission errors are available through your state Ed-Fi portal. They are not available through PowerSchool SIS.

Resolve State Errors

After reviewing state errors in your state portal, return to PowerSchool SIS and resolve the errors by editing fields on the State/Province - IN and Transfer Info pages. These pages can be accessed from the navigation bar when reviewing individual students.

State Rule	State Message	Resolution
Membership Enrollment - 1	ADM Type is required	An ADM type must be specified to request funding for a student. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type field.
Membership Enrollment - 2	Student is not counted; no funding record provided. Association to the Educational Organization is Attendance only.	This exclusion is accurate if you do not intend to request funding for a student. If the student should not be excluded and funding should be requested, verify that the correct ADM Type is specified for the student. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type field.
Membership Enrollment - 3	Student’s county of residence is missing from the student record.	A County code must be specified. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, specify a code in the County of Legal Residence field.
Membership Enrollment - 4	Student is NOT counted for Membership, inactive enrollment record on count date	Verify the student’s entry and exit dates. From the Transfer Info page, click on the student’s current enrollment. Edit the Entry Date and Exit Date fields.
Membership Enrollment - 5	Student grade level is Pre-Kindergarten and cannot be counted towards membership.	This exclusion is accurate for PK students. If the student is not a PK student, verify that the correct grade level is specified. From the Transfer Info page, click on the student’s current enrollment. Then, edit the Grade Level field.
Membership Enrollment - 6	Student must be at least 5 years of age for grade level KG	This exclusion is accurate if the student will not be 5 years of age by October 1st. If the student will be 5 years old by October 2st, verify that their date of birth is accurate. From the Demographics page, edit the DOB field.
Membership Enrollment - 7	Student not counted. Graduate record exists.	This exclusion is accurate if the student’s graduation was counted during the previous school year. If the student’s graduation should not be counted for the previous school year, verify the student’s graduation date.
Membership Enrollment - 8	ADM 20 Adult Learners must have a grade level of 09 through 13	If the student’s ADM type is accurate, then verify that the correct grade level is specified for the student. From the Transfer Info page, click on the student’s current enrollment. Then, edit the Grade Level field.
Membership Enrollment - 10	Reporting Corporation must be a Traditional Public Corporation ID when a student is assigned ADM 2.	If the student’s ADM type is accurate, then verify that the correct Corporation ID is specified for your school. Additionally, if your school is not a private school, verify that a private school number has not been accidentally specified. From the District Setup page, select District Information. From the District Information page, edit the District Number. From the Schools/School Info page, verify that the Private School Number field is blank.
Membership Enrollment - 12	Reporting Corporation cannot have matching Corporation of Legal Settlements for ADM 3 or 5.	If the student’s ADM type is accurate, verify the Corporation of Legal Settlement (District of Residence). From the State/Province - IN page, click on the General tab. From the General page, edit Corp of Legal Settlement (District of Residence).
Membership Enrollment - 16	School ID must belong to the funding corporation OR primary responsibility of Attendance has ADM Type provided for ADM 1.
Membership Enrollment - 17	School ID must be Traditional Public School ID when ADM is 3, 4, or 5.	If the student’s ADM type is accurate, verify your School ID. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type selection. Then, navigate to the Transfer Info page, click on the student’s current enrollment, and edit the Enrolled School field
Membership Enrollment - 18	ADM 1 is only for Traditional Public and Charter Schools.	For ADM 1, the Accountable School and Enrolled School ID fields must be the same. If the student’s ADM type is accurate, verify the fields. From the State/Province - IN page, click on the RT (Real Time Information) tab. Edit the Accountable School and Enrolled School ID fields.
Membership Enrollment - 21	Student must be enrolled less than 50% of time for ADM 6.	Verify that Instructional Days and Instructional Minutes have been specified. From the State/Province - IN page, click on the ME (Membership) tab. Edit the Instructional Days and Instructional Minutes fields.
Membership Enrollment - 23	Reporting Corporation must be a Traditional Public Corporation ID when a student is assigned ADM 2.	If the student’s ADM type is accurate, verify that the correct Corporation ID is specified. From the District Setup page, select District Information. From the District Information page, edit the District Number.
Membership Enrollment - 24	Corporation of Legal Settlement must match Reporting Corporation for ADM 1.	If the student’s ADM type is accurate, verify the Corporation of Legal Settlement (District of Residence). From the State/Province - IN page, click on the General tab. From the General page, edit Corp of Legal Settlement.
Membership Enrollment - 25	Instructional Days and Minutes must be entered for ADM 6 or 20.	If the student’s ADM type is accurate, verify that values for instructional days and minutes have been specified. From the State/Province - IN page, click on the ME (Membership) tab. Edit the Instructional Days and Instructional Minutes fields.
Membership Enrollment - 26	Corporation of Legal Settlement is either missing or is not reported as a Traditional Public School Corporation ID.	Verify the Corporation of Legal Settlement (District of Residence). From the State/Province - IN page, click on the General tab. From the General page, edit the Corp of Legal Settlement (District of Residence) field.
Membership Enrollment - 27	Charter Schools may only use ADM types 1, 6, or 20. ADM 20 is for Adult Learner Charter Schools only.	Verify ADM Type and Enrolled School. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type field. Then, navigate to the Transfer Info page, click on the student’s current enrollment, and edit the Enrolled School field.
Membership Enrollment - 28	ADM 1, 2, 3, 4, 5, 6, or 10 only allows grade levels KG through 13.	Verify ADM Type and Grade Level. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type selection. From the Transfer Info page, click on the student’s current enrollment. Then, edit the Grade Level field.
Membership Enrollment - 30	ADM 10 is used only for Choice Voucher Schools.	Verify ADM Type and School ID. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type selection. Then, navigate to the Transfer Info page, click on the student’s current enrollment, and edit the Enrolled School field.
Membership Enrollment - 31	Grade Level must be KG through 13 for ME and MV Records	Verify Grade Level values. From the Transfer Info page, click on the student’s current enrollment. Then, edit the Grade Level field.
Membership Enrollment - 32	Student not counted. Multiple schools claiming student for funding. See conflict	Overlapping enrollment dates or a missing exit code will result in this error. Check your state portal for conflicts with other schools, then verify the student’s enrollment date, exit date, and exit code. From the Transfer Info page, click on the student’s current enrollment. Edit the Entry Date, Exit Date, and PR Code fields.
Membership Enrollment - 34	Student not counted for Membership, inactive enrollment record on count date	Verify the student’s enrollment date. From the Transfer Info page, click on the student’s current enrollment. Edit the Entry Date field.
Membership Enrollment - 35	Primary School must be true for ADM Types 1, 3, 4, 5, 10, and 20.	If the student’s ADM type is accurate, verify the Primary Enrollment field. From the State/Province - IN page, click the General tab. Verify the Primary Enrollment field.
Membership Enrollment - 36	Primary School must be false when ADM is 6 when only one enrollment record is reported.	If the student’s ADM type is accurate, verify the Primary Enrollment field. From the State/Province - IN page, click the General tab. Verify the Primary Enrollment field.
Membership Enrollment - 37	When dual enrollment is reported, Primary School must be false for ADM 6 and true for ADM 10.	If the student’s ADM type is accurate, verify the Primary Enrollment field. From the State/Province - IN page, click the General tab. Verify the Primary Enrollment field.
Membership Enrollment - 38	ADM 10 is only for Choice Voucher students.	If the student’s ADM type is accurate, verify the Choice Scholarship Student field. From the State/Province - IN page, click the General tab. Verify the Choice Scholarship Student field.
Membership Enrollment - 39	ADM 20 is for Adult Learner Schools only.	If the student’s ADM type is accurate, verify the Enrolled School field. From the Transfer Info page, click on the student’s current enrollment, and edit the Enrolled School field.
Membership Enrollment - 40	Student with grade level KG cannot be reported as dual enrolled.	Verify the student’s grade level and ADM type. From the State/Province - IN page, click on the ME (Membership) tab. From the Membership tab, edit the ADM Type selection. From the Transfer Info page, click on the student’s current enrollment. Then, edit the Grade Level field.
Membership Enrollment - 41	Primary Educating School must be False when reporting ADM type 2-Transfer Out.	If the student’s ADM type is accurate, verify the Primary Enrollment field. Under the General tab, verify the Primary Enrollment checkbox.
Membership Enrollment - 42	ADM types 6 and 20 is not allowed for Choice scholarship students.	If the student’s ADM type is accurate, verify the Choice Scholarship Student field. Under the General tab, verify the Choice Scholarship Student checkbox.
Membership Enrollment - 43	Accountability School must be provided.	From the State/Province - IN page, click on the RT (Real Time Information) tab. Edit the Accountability field.
Membership Enrollment - 44	Student must be at 22 years of age or younger on the Census Date	Verify that the student’s date of birth is accurate. From the Student Selection page, select Demographics. Edit the DOB field.
Membership Enrollment - 45	Student not counted for Membership. Virtual days does not meet threshold for virtual program.	Check the start and end dates for the student’s virtual attendance. Then, check the attendance code mapping for virtual days. At least 50% of the student’s attendance days must be virtual.
Membership Enrollment - 46	Student not counted for Membership. Virtual days exceeds threshold for non-virtual program.	Check the start and end dates for the student’s virtual attendance. Then, check the attendance code mapping for virtual days. At least 50% of the student’s attendance days must be non-virtual.
Membership Enrollment - 47	Student not counted for Membership. Attendance records could not be found.	Review the Beginning of Year Ed-Fi Setup Guide and verify your attendance setup.