SAR Record Validations

SAR-1

School

Warning

Number of students in class is invalid

The number of students in a class = 0. The Class/Section must have students enrolled.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

If valid and no students in the class, no action needed, otherwise delete the section.  DPI will not use the data.

SAR-2

School

Fatal

Staff Non Numeric SSN

SSN must be numeric value only

SSN that is one of the following:

000000000  555555555 111223333 11111111 666666666 123456789 22222222 777777777 100000000 333333333 888888888 000111111 444444444

Staff Name

SSN

Staff UID

This is an invalid SSN.  Enter a correct SSN.

SAR-3

School

Fatal

Class Without Expression and Students Scheduled

Class/section without Period/Day 

Class/section must have expression entered if students are scheduled.

Course Number

Course Name

Section

Term

Teacher Name

Staff UID

You must set up the Period/Day/term for classes if students are scheduled.

SAR-4

School/LEA

Fatal

Duplicate Staff SSN or UID

Staff Duplicate SSN or duplicate Staff UID within the LEA/State

Each staff member must have a unique SSN and unique ID across the LEA/State

Staff Name

Staff UID

SSN

School Name

School Number

Correct the SSN.

SAR-5

School

Fatal

Teacher in VPS only

VPS courses are taught by VPS Teacher. 

Class sections are identified by the attribute.

Teacher Name

Staff UID

Course Number

Course Name

Section

Update teacher information to correct lead teacher.

SAR-6

School/LEA

Fatal

Staff Member Without a Role in School or LEA

Staff member in school or LEA without a role assigned.

All staff must have a role.

Staff Name

Staff UID

School Name

School Number

Assign a role to the staff member.

SAR-7

School

Warning

Academic Level EC

Academic level of EC classes is suspect.

If 5th digit of course number (Academic Level) = 0, at least 80% of scheduled students must have a primary exceptionality.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

Verify that students have a primary exceptionality on the run date of the collection.

SAR-8

School

Warning

Self-Contained Class not > 25 Students

Self-contained class exceeds 25 students.

If 5th digit of course number (Academic Level) = 0, and subject code (1st 4 digits of course number) = 0000 the number students must be greater than 0 and less than or equal 25.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

Total number of students

Update student schedules.

SAR-10

School

Warning

Subject code for these classes are suspect

Subject codes 2000, 3000 - 3008 and 4001, 4200-4208 should only have K-8 grade students.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

Student Name

Student UID

Student Grade Level

Verify student grade levels.

SAR-11

School

Warning

Course Grade Level is suspect

Course Grade Level for these classes is suspect.

Valid Course Grade Level Codes with associated Student Grades are: P = PK-P3; X = 09-13 Y = 06-08 Z = KI-5

6th digit of course number indicates grade level.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

Student Name

Student UID

Student Grade Level

Verify student grade levels in the class against the course number.

SAR-12

School

Warning

Extended day Course Level is suspect

Extended Day Admission Status students must be in the following course grade levels X or Y. (6th digit of course number).

Students with Admission Status of MED1 or VED1 can only be scheduled into courses with Course Grade Level of X or Y.

Course Number

Course Name

Section

Term

Period/Day

Teacher Name

Staff UID

Student Name

Student UID

Student Grade Level

Verify student grade levels.

SAR-14

School/LEA

Warning

Incomplete master schedule

Missing class sections in the Master Schedule.

Master schedule must include all classes that will be offered throughout the year, including Year Long, S1, S2, T1, T2, T3, Q1, Q2, Q3, Q4 if those terms are defined in Years/Terms in PS. 

Is term missing?

Yes/No

School Name list only if LEA

School Number list only if LEA

Verify master schedule is complete for all terms and students are scheduled.

SAR -15

School/LEA

Warning

School calendar incorrect days

The number of school days defined for the school is less than 185.

Schools calendars must have 185 instructional days defined or 1025 instructional hours.

School Name

School Number

Verify school calendar has all instructional days defined.

SAR-16

School

Warning

Missing Staff Roles

There are no staff roles assigned for Asst. Principal, Media Instructor and Teacher Assistant.

Schools should have staff assigned to the roles of Asst. Principal, Media Instructor and Teacher Assistant.

Principal

Asst. Principal

Media Instructor

Teacher Assistant

Verify that this information is valid.

SAR-17

School

Warning

Missing Principal Role

School does not have Principal.

School Name

School Number

Assign a staff member to the Principal role.

SAR-18

School

Warning

Non Reporting Course Code

Classes with subject code 9935 are scheduled.

9935 should only be for Homeroom and DPI will drop this course code.

Course Number

Course Name

Teacher Name

Staff UID

Section

Term

Period/Day

Student UID

Student Name

If this is not a homeroom class you must reschedule to a valid course section.

SAR-19

School

Fatal

Enrolled Students without Schedules

A student is enrolled but he/she does not have any scheduled sections.

All enrolled students must be scheduled into classes.

Student Name

Student UID

Student Grade Level

Entry Date

Schedule students into classes.

SAR-20

School

Fatal

Duplicate Teacher Assigned to Self-Contained Class

Personnel assigned to multiple self-contained classes.

Teacher can only be assigned to teach one section of self-contained class (subject area 0000).

Teacher Name

Course Number

Course Name

Section

Edit class section teacher as appropriate.

SAR-21

School

Fatal

Self-Contained Class Term Invalid

Classes with subject area 0000 must be year-long and be scheduled for no less than 270 minutes.

Teacher Name

Course Number

Course Name

Section

Edit the term and expression.

SAR-22

School

Warning

Incorrect Class Assignment for Role SA

Supervising adult (SA) is assigned to a non-physical education class as an additional staff member.

Role SA can only be assigned to course subject area 9001 6201.

Teacher Name

Staff UID

Course Number

Course Name

Section

Remove the SA from the incorrect class.

SAR-23

School

Warning

Teachers Without Assigned Duties of Lunch and Planning

No staff duties assigned to teachers for the current school academic year.

All teachers are required to have a lunch and planning duty.

Teacher Name

Staff UID

Assign Lunch to the teacher.

SAR-24

School

Warning

Teaching Related Roles with No Class Assignments

Personnel with staff roles assigned (e.g., SA = Supervising Adult) and are not associated with a class section.

Staff Name

Staff Role

Staff UID

Correct the role or assign classes to the staff member.

SAR-26

School

Fatal

Class without expression

Class/section without period/day

Class/section must have expression entered.

Course Number

Course Name

Section Number

Term

Teacher Name

Staff UID

You must set up the period/day/term for classes.

SAR-27

School

Fatal

Students only scheduled in Homeroom

Students must show instructional time in their schedule.  Homeroom does not represent instructional time. 

Student Name

Student UID

Student Grade Level

Class and Section

Schedule students with instructional class time in addition to homeroom.  Homerooms are for non-instructional time only. 

Please note that non-reporting codes are dropped from SAR data (classes starting with 9932 or 9935).

SAR-28

School

Warning

Students who are withdrawn and have no schedule

Students who have no schedule and have an exit code and exit date prior to the SAR report run date should not appear in the SAR.

Student Name

Student UID

Student Grade Level

Verify that data should not appear in SAR.

SAR-29

School

Fatal

SSN of all 9's

SSN of all 9s   Business rule - SSN of all 9’s is valid as a temporary SSN Action.

Staff Name

Staff UID

SSN

The temporary SSN must updated with the valid SSN. 

SAR-30

School

Fatal

Class period minutes =0

The SAR must have minutes attached to the class period to assist in identifying the length of the class.

Course Number

Course Name

Section

Period/Day

Term

Teacher Name

The period selection for the class is identified as having 0 minutes. Correct by adding the period, start and end time to the bell schedule.

SAR-31

School/LEA

Fatal

Student missing admission status

The SAR must have minutes attached to the class period to assist in identifying the length of the class.

Student Name

Student UID

Student Grade Level

Enrollment Entry Date

Enter the student's appropriate admission status for the current school enrollment.

SAR-32

School

Warning

Number of Minutes for an instructional class is suspect, excluding subject code 9932

Instructional period time is not to include non-instructional time such as lunch. Normal minutes attached to a class range from 30-90 minutes.

Course Number

Course Name

Section

Period/Day

Term

Teacher Name

Verify accuracy of the minutes attached to the period. If incorrect, update as needed to show correct instructional minute time for the class.