Resident District View

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Last updated: Oct 02, 2024 by Catherine Aldrich
16 min read

From the summary screen, there will be a listing of all students any community or STEM district has reported to SOES, as residing in your district.

Find/Export

Districts will have the ability to use the various find (query) 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.



Reported By allows a resident district the ability to select a specific community school IRN who is reporting your resident students as attending.  All community school IRNs who have reported students pointing to you are included in this selection drop down.

Record Age includes these choices:

  • 30 days or less

  • 31-45 days

  • 46-75 days

  • age over 75 days

The age of the record is determined by the last modified date.  It is not determined by the first submitted date.

Address includes these choices:

  • Blank - all records

  • Students with empty/no address

  • Students with address

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

Active Only check box allows a district to eliminate the records associated to inactive review flags during the selections.

All Approved will filter the records based on the review status being one of the approved values which includes DEW Auto Approval, DEW Override - Approved for funding, DEW Age Out and LEA Reviewed with no errors.

Viewable Documents Only filters those records which have an uploaded document(s) attached and the document(s) is still able to be viewed/downloaded.

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.

Modified Since Last Review allows the Resident district to select only the records a community school has made new comments on, or students they have submitted new data for.  The choices are:

  • All records

  • Updated records by CS since last review

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

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, TAB delimited or Comma Separated (CSV) format may be selected. The resulting output file may be saved and imported into a spreadsheet.  When importing a TAB or CSV delimited file into a spreadsheet, be certain to select the appropriate delimiter. More details on using the Export option to generate reports may be found here.

 

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.  

Status Icons

  • Yellow / Exclamation Point Icon

    yellow-circle-exclaim.gif - Not yet reviewed, Attention is needed or marked with Data Quality review

  • Green / Check Mark icon

    accept.png - OK status or aged out

  • Red / 'X' icon

    red-x-icon.png - Funding related errors

If a student has more than one enrollment record and different status icons are in place on one or more, the most severe is displayed to the left.

The Record Active column indicates whether the record for that SSID is active or inactive.

  • false = record is inactive

  • true = record is active

A student may appear in this summary listing more than once.  Each entry for a student represents a different residency record. 

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 viewing and any flagging by a resident district is completed, as well as entry of any comments and uploading of supporting documents.

Resident districts can see a summary of Audit information about a record by clicking on the blue triangle icon .  The Audit information provides detail on data updated on the student enrollment record.

If supporting documents have been uploaded for the student/residency, there will be a document indicator  on the extreme right of the row.

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.

Resident Detail Screen

The student detail shows data about the student as it was reported by the Community School/STEM LEA. Review details and comments will be displayed here.  Any documents that may have been uploaded by either the educating LEA or Resident may be referenced from this page. The Resident LEA will be able to add a review, escalate a review or add a comment to a review as well as upload supporting documents from this detail page.

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 DEW and is derived using business rules.   Questions about the derived enrollment dates should be submitted to DEW through your ITC support site.

In this detail screen, if the Guardian or Address area includes 'Not Yet Reported', this is an indicator the Community School has yet to submit contact data for the residency record associated with the date ranges listed.  Once the data is submitted, the values will replace the 'Not Yet Reported'. 

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

Default calendar information for the LEA may be seen by clicking on the calendar icon which appears following the LEA name and IRN.

If during the import of the contact data it is determined a student is attending the same community school as a prior year, the student is being reported with the same resident district IRN as the prior year and has the exact same contact data as the prior year, the record will get set to auto-reviewed.   If a resident district has proof a student has moved and the address has not been changed by the community school, the resident district should post a comment on the auto approval and attempt to contact the community school personnel to get the address changed.  The resident district will not have the ability to add additional reviews to this student, however, they will have the ability to escalate the student to DEW if need be.  Refer to the Escalate to DEW section for details on the escalation process.   If updates are later submitted by the community school, the 75 day flagging window opens at that time and the auto approval is closed.  

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.

Reviews

By clicking on the 'Add Review' button, the resident district is placed in a new screen, where they have the opportunity to set a Data Quality flag.   The flag options included in this screen shot are for display purposes only.  Districts should refer to the DEW web site and SOES reporting documentation for specifics on the flag options available for the current processing year.

 

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 DEW. 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.

When setting the flags, the following submission buttons may be available:

  • 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

  • Clear Flags & Mark Reviewed - this is indicating the student did have a flag set, but the flag can be cleared now

  • 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 or cleared, 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 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.

Several different informational messages may appear at the bottom of the detail screen indicating why the record is not reviewable.

  • Not Reviewable by District due to review window closed
    DEW has locked out the SOES data for the year, no further reviews may be posted

  • Not Reviewable by District due to DEW Override
    This message will appear if the record has been auto approved due to no changes in contact data from prior year's reporting.  The resident district will still have the ability to add a comment to the auto approval review if they find a discrepancy in the data reported.  If the resident district and community school are unable to resolve the issue, once the comment is at least 14 days old, the resident district may escalate the record to DEW. 
    This message will also appear in the case that DEW has intervened and either approved or denied the record.  Records which DEW has approved or denied may not be escalated.

  • Not Reviewable by District due to age of record
    This appears when the record was last updated by the community school over 75 days ago and it has no outstanding flagged reviews.  The record has aged out.

If a resident district does need to flag a student on a record that has aged out, the district should contact their DEW 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 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.


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.  

When a resident district is ready to approve the information about this student for funding, personnel will need to return to the Detail screen for a student.

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.  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.

Documents

Both the resident and educating 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 resident district will have the ability to escalate records onto DEW for review which are

  • Auto Approved

  • Aged out

  • Approved with no errors and older than 75 days

Escalation of DEW Auto Approved Records

In order for the escalation ability to become available on auto approved records, the resident district must first add a comment to the auto approval review in effort to work with the community school to resolve the issue before escalating to DEW.  If the issue remains unresolved after 14 days, the resident district will have the ability to escalate the record to DEW. At that time, an escalation icon  will appear in the Review display area, on the left side, next to the add comment icon.

Escalation of Aged Out and Approved Records

For records which have aged out, the resident district will be able to escalate to DEW for review once the record has reached the aged out status.  No prior comment is required in order for the escalation ability to be available for aged out records.  The escalation icon will appear once the review status has been set to DEW Aged Out.

Records which were previously approved by the resident district, and are over 75 days old since last updated by the reporting district, may be escalated onto DEW for review.  The resident district does not need to enter a comment prior to the escalation ability to become available for these records.  The escalation icon will be available for any records with an Approved review status and over 75 days old. 

Escalation Form

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.  An Escalation Flag must be selected and 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.

Student Identifying Information

Do not enter any student identifying information such as student/parent name, address, social security number into the text area as DEW 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.

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 Resident district will have the ability to cancel the escalation to DEW.  Once a record is escalated, a 'Cancel Escalation' button will appear at the bottom on the popup detail window.  Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the DEW Auto Approval.

Reviews area after canceling an escalation

 

 

Resident District Reports

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.

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.