Data Validation
Introduction
Data Validation enables you to run a process to validate data against OnSIS business rules for a specific submission period. The output of this process appears on the Start Page, Validation Errors Viewer, Data Views page as a list of students with data issues for that submission period, along with error messages that indicate the nature of those issues and the error severity. The validation is also based on the type of school, Elementary, Secondary ( Public/Private), Night, Summer, or ECPP. Private schools are identified as schools with district numbers starting with B78 or B87. Private schools with district numbers that do not match this criterion will be considered as public schools.
The Data Validation process can be run from the board level or the school level. If run from the board level, the process can be run for one or all schools and, when run from the school level, the process is run for that school only. In both cases, the students in the output are from the submission period, not from the term.
If Data Validation is run from the District Office for a specific school, users at that school see the output on the Data Views page; likewise, if Data Validation is run from a school, district users see the output.
Required Setup
OnSIS reporting dates must be set up.
Selection Criteria
Student Selection
October, March, and June Elementary and Secondary submission periods - the student is selected for validation when:
Student's enrollment start date < submission count date, the student's enrolment end date is > than the student's enrollment start date, and the student's enrollment end date is > than the submission start date.
The student is in one of in the schools belonging to the selected BSID.
Secondary Submission: The student is cross-enrolled in one or more classes in the school running the validation and the class is in session during the selected submission period.
ECPP Submission - the student is selected for validation when:
ECPP Facility is defined for the student and the BSID of the associated school matches the BSID selected on the report input page.
ECPP Facility is not defined for the student and the BSID of the school in which the student is enrolled matches the BSID selected on the report input page.
The student's grade level is 9 or higher on the enrolment record in the school.
The selected submission period count date falls between the student's enrollment start and end dates.
The student is cross-enrolled in one or more classes in this school and the class is in session during this submission period.
OnSIS Night - the student is selected for validation when:
The student has data for any school with an alternate school number (BSID) matching the BSID selected on the report input page. If the alternate school number is undefined, the school number is used.
The student's report count date is >= to the student's enrollment start date, the student's enrolment end date is > than the student's enrollment start date, and the student's enrollment end date is > than the submission start date.
The student is cross-enrolled in one or more classes in this school and the class is in session during this submission period.
OnSIS Summer - the student is selected for validation when:
The student has data for any school with an alternate school number (BSID) matching the BSID selected on the report input page.
The student's report count date is >= to the student's enrollment start date, the student's enrolment end date is > than the student's enrollment start date, and the student's enrollment end date is > than the submission start date.
The student is cross-enrolled in one or more classes in this school and the class is in session during this submission period and the student is not enrolled in this summer school during this submission. The student's current enrollment does not need to be active. For example, the student could have an end date for their enrollment school during the school year and now be cross enrolled in a summer school class.
General Validations - the student is selected for validation when:
The student is enrolled as of the effective date in any school with an alternate school number (BSID) matching that selected on the report input page.
Attendance - the student is selected for validation when:
If Run validations for the current year only flag is selected, only students who are enrolled or have been enrolled in any school in the selected year.
If Run validations for the current year only flag is off, all students from all years will be processed,
Students are excluded from validation when:
The student's Exclude from Provincial Reporting checkbox is selected.
The student is a "No Show"; that is, the student's enrolment record has an exit date equal to the entry date and/or the exit code is "NS".
Student has an Attendance Type of Excluded (EX)
Applies to all submissions, but does not apply to General Validation - student will be validated during General Validation even with an EX Attendance Type.
Data Validation Input
Field | Description |
|---|---|
Submission Period | Choose the submission period for which you want to validate data. Options are:
All options are available at the district level. At the school level, only options valid for the school running the report are displayed. |
Effective Date Appears only when the General Validations Submission Period is selected. | When the Submission Period 'General Validations' is selected, the Effective Date field appears and defaults to the System Date. You can change this date as follows:
The selected effective date will be used for the student selection. Please refer to Selection Criteria section for details. |
Select Alternative School Number | The list of school numbers displayed here is based on the Submission Period chosen (E.g., October, March, and June only elementary and secondary will be listed, etc.) Choose the applicable school number. |
List of Alternative Schools | The names of the schools that correspond to the alternative school numbers. Selection is not required. |
Data Validation Output
After the Data Validation report is run, if there are data errors the following message is generated on the report output: The Data Validation Report has been generated. Please use the Validation Errors Viewer (found under the Reports menu option) to review the errors. If there are no errors, No Records Found is displayed.
View Validation Error Messages
Errors and warnings on the Validation Errors Viewer page are generated from either the data validation process or from the XML validation process available on reports.
On the Start Page, under Reports, click Validation Errors Viewer. The Data Views page appears.
From Choose data view, choose the submission period to be viewed. Under Results, the submission period name appears with a list below it of all errors for that submission period:
To save the list of students as a current student selection, click Make Current Student Selection.
To export the list of students to an Excel .csv file, click Export at the bottom of the page. The .csv file contains all fields listed in the table below, as well as the BSID, error code and the action required to fix the error. For a list of error codes, rules, and actions, see Data Validation.
Use the table column headers to sort and/or filter the results.
At the school level, the “Delete All” button is used to delete the validations belonging to the submission for the school. If there are multiple schools with the same BSID, validation errors for all schools with the same BSID are deleted. At District, all validation errors belonging to the selected submission for all schools are deleted. Note that the “Clear Cache” button needs to be clicked to refresh the page with the latest results after the delete.
Data Element | Description | [Table]FieldName |
|---|---|---|
School Name | The name of the school. For multiple schools with the same BSID, the name of only one school is displayed. | [Schools]Name |
Student OEN/NO | The student's Ontario Education Number / Local student number. | [Students]State_StudentNumber/[Students]Student_Number |
Student Name | The student's name; this is a link to the student's Demographics page. | [Students]LastFirst |
Grade Level | The student's grade level. | [Students]Grade_Level |
Error message | A description of the error. | Derived based on the validation rule. |
Action | A description of the action required to correct the data. | Derived based on the validation rule. |
Severity | Describes the severity of the error:
| Derived based on the validation rule. |
Source | This field identifies whether the rule is generated by running the Data Validation process and or by running OnSIS XML Validation using the Validate XML option on a report. Valid values:
| Derived. |
Correct Validation Errors
On the Start Page > Validation Errors Viewer > Data Views page, review the error, and then click the student's name to open his/her student record.
See Data Validation for a list of error code rules, and the actions required to correct the data.
Correct the error and click Submit on the student's record.
Navigate back to the to the Data Views page and repeat steps 1 and 2 for all validation errors.
When all errors have been corrected, run the Data Validation report to update the Validation Errors Viewer, navigate to the Data Views page, click Clear Cache or wait until the next day (the cache is cleared every night).
From Choose data view, choose the same submission period you chose in View Validation Error Messages step 2. There should be no errors reported.