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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- Blank - all records
- New
- Not Reviewed
- Reviewed New Activity
- Reviewed With Errors
- Reviewed No Errors
- ODE DEW override
- ODE DEW Auto Approved
- ODE DEW Aged Out
- Inactive
When selecting any of the Review Status options which contain New , an additional input field will appear allowing the user to specify the number of Days Since New. Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field. If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.
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Escalated Only allows for filtering by only those records that have been escalated to ODEDEW.
Viewable Documents Only allows filtering by those records that have an attached document which is still viewable/downloadable.
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The detail at the top is the demographic data for the student. Inside of the Residency boxes, there is a section for each residency relationship the community school has reported during this school year. These are sorted with the most recent at the top. The Derived enrollment date is provided by ODE DEW and is derived using business rules. Questions about these dates should be submitted to ODE DEW through your ITC support staff.
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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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Both the educating and resident LEA will have the ability to upload corroborating document(s) for the student. Provided the user has update access, the review window is open and there is an active review and/or escalation for the Residency record, an Upload File link will be present in the header for the Documents section. SOES users with a minimum of read-only access will be able to download and view any documents that have been uploaded. There is no limit to the number of documents that may be uploaded. ODE DEW personnel will be able to see very limited details about the document. ODE DEW personnel will be unable to download the document.
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The description can not exceed 100 characters and should not contain any student identifiable information such as name and/or address. ODE DEW personnel do not have the ability to access documents uploaded into the system. ODE DEW personnel will be able to view that document(s) were uploaded and when they expire, but they will be unable to see the description and full file name.
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Once a document has been uploaded, it will be displayed in the Documents section of the Student Detail page. If a document is downloadable, the filename will appear as a link. The entity which uploaded a document may delete the document they previously uploaded at any time. This may be done by using the Delete icon to the left of the filename. Once a document has been deleted, the details of the document upload will remain, but the document will no longer be downloadable. The documents will expire for downloading after a predetermined amount of time. Refer to ODEDEW's SOES Manual for the number of days to expiration. The Last Date to Download column will show the latest date the document will remain downloadable unless deleted by the uploading LEA prior to that date. Once the last date to download has been passed, the document will be deleted by the system and will no longer be downloadable.
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The audit icon appearing at the right side of the row is a link that will provide audit details of any documents that have been uploaded for the student. This includes information as to when the document was uploaded, downloaded and/or deleted and by whom. Each document is displayed in it's own box with the filename, short description and expiration date in the box header. Documents are not downloadable from the document audit detail page. Documents may only be downloaded from the Documents section of the Student Details page.
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DEW
The community school may have the ability to escalate records onto ODE DEW for review. These are records which have been flagged by the resident district with a funding impact flag, which is only the case when funding impact flags apply to the school year being reviewed. 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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Clicking the escalate icon will bring up a new page where the user will indicate through a flag why they are escalating the student along with a descriptive reason. A descriptive reason must be entered into the text area in order for the escalation to be accepted.
The ODE DEW Area Coordinator assigned to the districts involved will receive notification on their Landing Page a record has been escalated for review.
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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 DEW is not permitted to have this information. |
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If the issue regarding a student is resolved after a record has been escalated, or the record was escalated in error, the community school will have the ability to cancel the escalation to ODEDEW. Once a record is escalated, a 'Cancel Escalation' button will appear at the end of the Residency review area of the student detail popup. Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the original review opened by the Resident district re-establishing the review flag(s) that were set by the Resident district.
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