Community School View

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.

Find/Export

Districts will have the ability to use the various find options.   Selections by name, SSID, and Gender are at the student  level.   The user can select combinations of options.  When doing so, if the Clear is not used, when the user returns to the same screen, their last used selection options will be populated as the default.  The Clear option may be used to reset the selections to their default values.

Review Status includes these choices:

• Blank - all records

• New

• Not Reviewed

• Reviewed New Activity

• Reviewed With Errors

• Reviewed No Errors

• DEW override

• DEW Auto Approved

• 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.

Open

The ability to select by Residency Changed Since is also provided.  This option will allow selection of only those records changed by a resident district since a specific date.  A date value may be manually entered into the input box or, by clicking on the calendar button  to the right of the input box to use the date picker.

Record Age is determined by the last modified date. Choices for this option include:

• 30 days or less

• 31-45 days

• 46-75 days

• age over 75 days

Selections by Resident Of can also be made.  This selection allows a Community School to select only students who are being reported as a resident of a specific IRN.  In the drop down, only the IRNs the Community School is reporting data for are included.

Find by Address includes these choices:

• Blank - all records

• Students with empty/no address

• Students with address

Impact of Review Flag allows the user to filter records based on those that have a current funding impact or there is a data quality issue.  To find all records which are currently flagged and the flag impacts funding, select 'Funding' for the Impact of Review and select 'Reviewed with Errors' for the Review Status.  The combination of those two filters will provide a listing of students who are currently flagged with an issue that affects funding for the student.  If Impact of Review is set to 'Funding' and no other filters are applied, the user will see students which have been approved as well as those with flags affecting funding since approved students impact funding as well.

• All records

• Funding

• Data Quality

Comments by Others Since will return a list of students for which the most recent comment was made by a user from an IRN not matching the current user's district IRN. It will look for comments which were made from the date entered forward.  Records that have a last comment made prior to the date entered in the selection will not be included in the returned results. If you are wanting to return any records that have had a new comment posted on them since a specific date, regardless of who posted the comment, the Review Status selection option should be used selecting the Reviewed New Activity option.

Escalated Only allows for filtering by only those records that have been escalated to DEW.

Viewable Documents Only allows filtering by those records that have an attached document which is still viewable/downloadable.

Using the Clear link resets all of the query filters to empty/default values resulting in all students for the selected year being returned.

The query box is collapsible using the icon in the lower left corner of the query box.  The icon acts as a toggle allowing the box to be collapsed and expanded as desired.

Export

Using the Export button, the user has the ability to export all data for the students included in the current Find (query) selections.  From the File Output Format drop down, select TAB delimited or comma separated (CSV) format. The resulting output file may be saved and imported into a spreadsheet.  When importing a TAB delimited or CSV file into a spreadsheet, be certain to select the appropriate delimiter.

Community Summary Listing Screen

Open

The summary screen includes basic student identifying data and a summary listing of residency data based on dates they were a resident.

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.

To get to the detail information about a student, a district can click on either the status icon or the SSID. The detail screen is where all flagging is visible, the ability to upload supporting documents and the entry of any comments is completed.

Status Icons

• Yellow / Exclamation Point Icon

  - Not yet reviewed, Attention is needed or Data Quality review

• Green /Check Mark Icon

  - Approved for funding or aged out

• Red / 'X' icon

   

  - Funding related errors

The icon displayed on the left will be the most critical based on the combination of residency records and their status. 

If supporting documents have been uploaded for the student/residency, a document indicator  will appear to the right of the residency in the summary listing.

Community Detail Screen

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. 

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 DEW and is derived using business rules.  Questions about these dates should be submitted to DEW through your ITC support staff.

The Reviews boxes include all reviews made by the resident districts.  If the student has been a resident of more than one district in the current school year, the reviews posted by each entity will immediately follow the residency information for that entity.  It may be necessary to scroll down to see all data.  Also included in the Reviews box, are any comments made by the resident district as well as the community school.  This provides districts the ability to communicate regarding a student's status within the application.  More details on the comment functions may be found later in this document. 

If a resident district did not post any reviews, the No Reviews informational line will be displayed.

In the Educating Entity section, districts can see a summary of Audit information about a record by clicking on the blue triangle icon to the left.  The Audit information will include updates to the records.

The student details information may be printed by clicking on the printer icon in the upper left corner of the student details page.

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.

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 individual who posted the comment.

The process of Review and adding comments can occur multiple times. 

Documents

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. DEW personnel will be able to see very limited details about the document.  DEW personnel will be unable to download the document.

Using the Upload File link, the user will be able to select the file they wish to upload and provide a brief description of the document.

Valid file types for uploading are PDF, TXT, PNG, JPG/JPEG, GIF and TIF.

The filename may contain any combination of alphanumeric characters (a, B, c, 1, 2, 3 etc), spaces, periods, dashes and underscores.

The description can not exceed 100 characters and should not contain any student identifiable information such as name and/or address. DEW personnel do not have the ability to access documents uploaded into the system.  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.

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 DEW'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.

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.

Escalate to DEW

The community school may have the ability to escalate records onto 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.

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 DEW Area Coordinator assigned to the districts involved will receive notification on their Landing Page a record has been escalated for review.

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.

Closing/Canceling an Escalation

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 DEW.  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.

Reviews area after canceling an escalation