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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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. The FTE included in this screen is a calculated figure and represents the student FTE community school is receiving funding for. The FTE is calculated by ODE based on the submitted data. Questions about this value or the derived enrollment dates should be submitted to ODE through your ITC support site.
Reviews
By clicking on the 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.
A clear definition of these flags can be found on ODE's web site and searching for the SOES reporting guide.
In the Note box, districts can add comments about the flag they set. These notes are visible to the Community School that reported the student, In this detail screen, if the Guardian or Address area include 'Not Yet Reported', this is an indicator the Community School has yet to submit contact data for this SSID. Once the data is submitted, the values will replace the 'Not Yet Reported'.
Reviews
By clicking on the 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.
A clear definition of these flags can be found on ODE's web site and searching for the SOES reporting guide.
In the Note box, districts can add comments about the flag they set. These notes are visible to the Community School that reported the student, all personnel in your district with access to SOES, your ITC support staff and ODE. Notes entered and saved, can not be deleted. What is entered will appear in the detail screen in the column labeled 'Comments'. See more details on the use of 'Comments' in following sections of this document.
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- Save Flags - Saves the flag(s) checked by the district and any notes entered about the flag(s)
- Reviewed - No Flags - District is indicating the student has been approved for community school funding
- Clear Flags & Mark Reviewed - this is indicating the student did have a flag set, but the flag can be cleared now and the student is approved for community school funding
- Cancel - Leaves the screen with no changes saved
All saved information is written back to the database and is available immediately for viewing by both the resident district and the community school. Depending on the flags set, the student may also move to a new column on the Landing Page of both the Resident District and the Community School.
Resident District Detail Screen after flags get set.
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- Cancel - Leaves the screen with no changes saved
All saved information is written back to the database and is available immediately for viewing by both the resident district and the community school. Depending on the flags set, the student may also move to a new column on the Landing Page of both the Resident District and the Community School.
Resident District Detail Screen after flags get set.
The flags show in the Review Flags area and anything entered in the Notes area of the flagging screen, will show in the Comments section of this detail screen.
If a message appears at the bottom of the detail screen when attempting to review a record, this indicates the record was last updated by the Community School over 75 days ago. After 75 days, the time to review flag the record by the resident district has expired. If a resident district does need to flag a student with this indicator, the district should contact their ODE Area Coordinator for assistance.
Commenting
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 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.
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After clicking on the 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.
If comments are present for a student, the name of the individual who posted the comment will be a hyperlink. Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
The process of Review and adding comments can occur multiple times.
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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 Reviewed 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.
The export function itself does not include selection criteria options. In all cases, a district must select the desired data within the screen and then click on the 
button.
Once selected, the records can be exported. To do this, click on the button. The data is then exported in a TAB delimited format that can be saved and imported into a spreadsheet.
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In the Educating Entity section of the detail pop-up, districts can see a summary of Audit information about a record by clicking on the icon to the left. The Audit information will include any updates to the records.
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 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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