SC01 EFA and EIA Data Verification Report
Contents
Introduction
This report lists any EFA or EIA errors in student data that must be corrected prior to creating the SC02 and the SC06 extracts for sending to the SCDE.
Each time you run the Data Verification report, a record is inserted into the Verification Error Log for each student record with errors. Errors are listed by the student, with one record containing all errors found. If there are no records found, no records are inserted into the Verification Error Log.
The data verification cannot be run at the same school at the same time as the same user or a different user.
Selection Criteria
Selection criteria determine which database records are used in the report. For the SC01 EFA/EIA Data Verification Report, student records are selected. Refer to selection criteria for analysis when the report does not return the correct records.
Student Selection
The report selects which student records to use based on the following criteria:
- The Include in State Reporting field is set to Yes for that student record.
- The student was enrolled at any time during the selected school year.
A student record is excluded based on the following criteria:
- The student record has an enrollment record with the same enter date and exit date (no show) in the currently selected school year.
- The student’s grade level is not equal to 99.
- The school ID is the Graduated Students School.
The student is also excluded if all of their school enrollments for the selected school year have an enrollment code of xxi.
The reporting period for the EFA/EIA Data Verification report is based on the current school year. The report start date is always the first day of school for the students in the current year, and the end date is equal to the current date, if the current date falls within the current school year. If the current date is not in the current school year, the last day of school for the students is the default reporting end date.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Processing Options | Use the pop-up menu to select a processing option. Use the options to indicate when you want the report to generate.
The option to override may not be available on some reports. |
Specific Date/Time | If “On Specific Time” is chosen for the Processing Options, enter the date and time you want the system to generate the report. |
Sort Options | Select the sort option for the report. You can sort the report by student number (default), student name, or student name and grade level. |
Select Data to Process | Choose one of the options from the pop-up menu:
|
| Click the checkbox to exclude Summer School Enrollments | Select to exclude Summer School Enrollments. |
| Click the checkbox to exclude Enrollments for Schools Excluded from State Reporting | Select to exclude enrollments in schools that are excluded from state reporting. |
Report Output
Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.
Position | Field | Description | [Table]FieldName |
1 | BEDS Code | This field is calculated by combining the district number and school code. The district number is extracted from the Edit District page, Start Page > District Setup > District Information. The school code is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School. | [Prefs]Name=districtnumber [Schools]School_Number |
2 | District Name | This field contains the name of your school district. This value is extracted from the Edit District page, Start Page > District Setup > District Information. | [Prefs]Name=districtname [Prefs]Value |
3 | Name | This field contains the name of your school. This value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School. | [Schools]School_Name |
Data Errors were found in the following student records | |||
4 | Student Number | This field contains the identification number for each student included on the report. This value is extracted from the General Demographics page, Start Page > Student Selection > General Demographics. | [Students]Student_Number |
5 | Student Name | This column contains the name of each student assigned to an EIA code, in last name, first name format. This value is extracted from the General Demographics page, Start Page > Student Selection > General Demographics. | [Students]LastFirst |
6 | Grade | This field contains the grade level of each student included on the report. This value is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit Current Enrollment. | [Students]Grade_Level [Reenrollments]Grade_Level |
7 | Error Message | This field contains the text describing the error detected during the verification process. Multiple errors may display for each student record. | N/A |
8 | Total Erroneous Student Records | This field is calculated. It is the sum of all student records listed on the report. | N/A |
9 | Total Errors | This field is calculated. It is the count of all errors listed on the report. | N/A |
Verification Log
The Verification Log is a virtual table [SC_Verification_Log] that contains one record for each extract key; extract keys are A – All EFA/EIA Data, C – Cumulative Class Extract, and M – Membership and Attendance Extract. When the SC01 EFA/EAI Data Verification report is run a record is stored, the old data verification records are cleared and replaced by the most recently processed data verification records. The Verification Log table will only contain the most current record for each extract key.
The following table shows the elements stored in the Verification Log for each extract key.
School_ID | Report_ID | Ver_Status | Status_Date | Status_Time | Extract_Key |
School identification of the school selected for running the report | SC_Data_Verification | S-Successful F-Failed | MM/DD/YYYY The date of running the data verification for a specific extract. | HH:MM:SS The time of running the data verification for a specific extract. | ‘A’ – All EFA/EIA Data |
School identification of the school selected for running the report | SC02 | S-Successful F-Failed | MM/DD/YYYY | HH:MM:SS | ‘C’ – Cumulative Class Extract |
School identification of the school selected for running the report | SC09 | S-Successful F-Failed | MM/DD/YYYY | HH:MM:SS | ‘M’ – Membership and Attendance Extract |
Verification Error Log Table
When the SC01 EFA/EIA Data Verification report is run, the errors (if any) are stored in a virtual table [SC_Verification_Error_Log]
The following table shows the elements stored in the Verification Error Log table (SC_Verification_Error_Log). A student record is added to this table when an error in that student’s EFA/EIA data is found during the Data Verification process. There is one record per student; all errors for that student record are stored in that record.
School_ID | Student_ID | Extract_Key | Date Processed | Errors |
School identification of the school selected for running the report | Student Identification Number from [Students]Student_Number | A – All EFA/EIA Data M – Membership and Attendance Extract C – Cumulative Class Extract | The time and date that the data verification was run for a specific extract. | Refer to the Error Messages table below for a list of valid error messages. |
The following table lists the validations performed when the Data Verification process is run and the error message generated if the validation fails. The validations are listed in the order in which they are processed. A Yes or No denotes whether or not this extract uses this validation.
Validation stored in SC_Verification_ | Cumulative Class (EIA) | Membership and Attendance (EFA) | All EFA/EIA Data | Error Messages | |
1 | ValidGrade | Yes | Yes | Yes | Student's grade is not valid for grades served by this school. |
Validates the student's grade level stored in [Students]Grade_Level against the grades defined for the school ([Schools]High_Grade and [Schools]Low_Grade). The student’s grade level at the time the student was enrolled in the school should be the grade level that is validated against the grade levels served by the school. Keep in mind that students who graduate early will no longer have a current grade of 12 but will have a grade of 99. Grade 99 should not be flagged as an error but should be treated as though it were grade 12. | |||||
2 | MissInitEFA | No | Yes | Yes | Missing initial EFA code |
For students in grades 00 – 12, the EFA history file is checked to see that the student has at least one EFA record for the selected school year. The error is reported if there is no record, or if the Primary EFA value is blank, or if the start date is blank. | |||||
3 | Valid1stEFADate | No | Yes | Yes | Initial enrollment and initial EFA dates are mismatched |
Validates the student's first EFA entry of the school year. This validates students in all grade levels except Pre kindergarten (PK). | |||||
4 | ValidEfaCode | No | Yes | Yes | Invalid Primary EFA code or Invalid EFA code # |
Checks that the codes in the EFA history file are valid. The error is also reported if there is a code in one of the EFA 2-10 fields but there is no primary EFA code. | |||||
5 | ValidEfaDate | No | Yes | Yes | EFA: Missing Stop Date - Record # |
EFA: Start Date not within current School Calendar – Record # | |||||
EFA: Stop Date not within current School Calendar – Record # | |||||
EFA: Stop Date falls before Start Date on the same record - Record # | |||||
EFA: Start Date falls before previous Stop Date – Record # | |||||
EFA: The Start Date is not an in-session day for students – Record # | |||||
EFA: Gap between Stop Date and next Start Date - Record # | |||||
Checks that the start and stop dates in the EFA history are valid. The start date and stop date must be within the first and last date of the school calendar. The start date must be an in-session day for students. | |||||
6 | ValidEfaGrade | No | Yes | Yes | Grade incompatible with EFA code |
The EFA codes assigned to each student in the EFA history file are checked to validate that the codes are compatible with the students’ grade levels. Students who graduate early will have a grade level of 99. This grade level should be treated as though it were grade 12 for the compatibility checks. | |||||
7 | MissInitEIA | Yes | No | Yes | Missing initial EIA code |
For students in grade level PK (-1), the EIA history file is checked to see that the student has at least one EIA record for the selected school year. Students in grade-level PK (-1) must have at least one EIA record that includes an EIA code and a start date in the EIA history. The error is reported if there is no record, or if there is not at least one EIA code, or if the start date is blank. | |||||
8 | Valid1stEIADate | Yes | No | Yes | Initial enrollment and initial EIA dates are mismatched |
Validates the student's first EIA entry date of the school year if there is one. | |||||
9 | ValidEiaCode | Yes | No | Yes | Invalid EIA code |
Checks that the codes in the EIA history file are valid. | |||||
10 | ValidEiaDate | No | Yes | Yes | EIA: Missing Stop Date - Record # |
EIA: Start Date not within current School Calendar – Record # | |||||
EIA: Stop Date not within current School Calendar – Record # | |||||
EIA: Stop Date falls before Start Date on the same record - Record # | |||||
EIA: Start Date falls before previous Stop Date – Record # | |||||
EIA: Stop Date of last record should be blank – Record # | |||||
EIA: The Start Date is not an in-session day for students – Record # | |||||
EIA: Gap between Stop Date and next Start Date - Record # | |||||
EIA: Invalid Date - Record # | |||||
Checks that the start and stop dates in the EIA history are valid. The start date and stop date must be within the first and last date of the school calendar. The start date must be an in-session day for students. | |||||
11 | ValidEiaGrade | Yes | No | Yes | Grade incompatible with EIA code |
The EIA codes for each student in the EIA history file are checked to validate that the codes are compatible with the students’ grade levels. Students who graduate early will have a grade level of 99. This grade level should be treated as though it were grade 12 for the compatibility checks. | |||||
12 | ValidEiaEia | Yes | No | Yes | Duplicate or incompatible EIA codes |
The EIA codes for each student in the EIA history file are checked to validate that the codes are compatible with each other. | |||||
13 | ValidSelfDate | No | Yes | Yes | Self-Contained Date is not a valid school day. |
Checks that the self-contained date (if it is not blank) is an in-session day in the current school year. | |||||