The SOES application is used by community schools, STEM schools and resident districts for determination of student enrollment and residency. This system allows resident districts to review the residency of students being reported by community and STEM schools and determine whether the student is truly a resident of their district and approve or set contention flags. The application allows the charter and STEM districts to view resident district comments and flagging values. In addition, if there is ODE involvement for a particular student, that also is visible to all districts associated with the student SSID.
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Resident District View
Resident District Reports
Community School View
Resident District View
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From the summary screen, you will see a listing of all students any community or STEM district has reported to SOES, as residing in your district.
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Resident Summary Listing Screen
In this summary screen, basic student identifiable information is included. The icons in the left most column represent the status of the student.
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Columns in the grid whose headings are blue and contain are sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading.
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The student information included in this detail screen is submitted by the community school. The biographical data is available on this screen as reference. This section includes the residency detail for a student as well as the guardian information. The First Reported date in this section of data represents the first date data for this SSID was reported into the SOES application. The First Reported Date is not the date used for the SOES record age out process. The Last Updated date is used for that calculation. The section of the screen labeled Educating Entity, is the detail provided about the educating community school(s). The Derived enrollment date is provided by ODE and is derived using business rules. Questions about the derived enrollment dates should be submitted to ODE through your ITC support site.
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The most recent submitted contact data is displayed for each resident district reported for a student. If a student moves within the same resident district, the historical addresses can be seen by viewing the audit details.
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By clicking on the 'Add Review' button, the resident district is placed in a new screen, where they have the opportunity to set flags of contention for a student or approve them for funding as reported. The flag options included in this screen shot are for display purposes only. Districts should refer to the ODE web site and SOES reporting documentation for specifics on the flag options available for the current processing year.
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Resident District Detail Screen after flags get set.
The flags show in the Reviews Flags column of the Reviews area. Anything entered in the Notes area of the flagging screen will show in the Comments section of this detail screen.
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Once a flag has been set by the resident district, those with access to do so at either the community school or the resident district can add additional comments to this student by clicking on the Add Comment icon , which is found in the left most area of the 'Reviews' section of this detail screen. Comments entered and saved, can not be deleted or modified.
After clicking on the Add Comment icon, a small box opens that allows a comment to be added. The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through SOES. By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved. Comments are available immediately for viewing once the comment has been saved.
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Once on this screen, a Resident District can click on the 'Reviewed - No Flags' button and the application will automatically clear any flags that had been set by the district and the student is marked as having Resident District approval for Community School funding. If desired, the 'Add Review' button can be used as well. This will return districts to the Flagging screen. To clear the flags and approve the student from this screen, click on the 'Clear Flags & Mark Reviewed' button.
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The resident district will have the ability to escalate records onto ODE for review which are
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Do not enter any student identifying information such as student/parent name, address, social security number into the text area as ODE is not permitted to have this information. |
Once the escalation has been saved, it will appear in the Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews. The escalation flag will be displayed in red in the 'Review Flags' column.
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Reviews area after canceling an escalation
Resident District Reports
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It may be desired by the resident districts to generate reports from within the SOES application. One such report may contain a list of students any community school has modified since the resident district last reviewed the students. To generate this report listing, the resident district will want to navigate to the SOES screen. Once there, the user should select the drop down labeled Modified Since Last Review and then select the choice labeled Updated records by CS since last review. At the Review Status drop down, leave blank to select all records that have been modified by a community school since resident district had reviewed them. This listing includes all records with a modified date greater than the date of the last review by the resident district. In combination, a resident district can use any of the selection options to filter the desired output.
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Once the desired results have been obtained using the various query options, the data may be exported into a TAB delimited format that may be saved and imported into a spreadsheet. To do this, click on the Export button.
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From the summary screen, you will see a listing of all students any community or STEM district you have access rights to, has reported to SOES.
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The icon displayed on the left will be the most critical based on the combination of residency records and their status.
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The detail screen includes the information the community school reported for this student plus the flags posted by the resident district and the comments posted by all entities.
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The student details information may be printed by clicking on the printer icon in the upper left corner of the student details popup window.
Commenting
Once a flag has been set by the resident district, either the community school or the resident district can add additional comments to this student by clicking on the Add Comment icon , which is found in the left most area of the 'Reviews' section of this detail screen. Comments can not be entered until a review is posted by the resident district. Comments entered and saved, can not be deleted or modified.
After clicking on the comment icon, a small box opens that allows a comment to be added. Once added, it is available immediately for viewing as part of the Reviews box data. Once a comment has been saved it can not be changed or deleted. Comments are marked shared by default. Anyone who has access to this student's data through SOES will be able to see the comment that has been posted. If the shared box is unchecked, only those users within the commenter's agency will be able to view the comment.
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The process of Review and adding comments can occur multiple times.
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The community school will have the ability to escalate records which have been flagged by the resident district with a funding impact flag onto ODE for review. In order for the escalation ability to become available, the review must be at least 14 days old. At that time, an escalation icon will appear in the Review display area, on the left side, next to the add comment icon.
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Do not enter any student identifying information such as student/parent name, address, social security number into the text area as ODE is not permitted to have this information. |
Once the escalation has been saved, it will appear in the Residency Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews. The escalation flag will be displayed in red in the 'Review Flags' column.
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