LEA Courses

Local Educating Agency (LEA) Student Course

Find/Export

The LEA will have the ability to find student course records based on several options.  The name, SSID and Reported by HEI options are at the student level.  Term, Review Status and Record Age are at the student course 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.

Open

Find by Term uses the course term that was submitted by the Higher Ed Institution

• AU - Autumn/Fall

• WI - Winter

• SP - Spring

• SM - Summer

The find by Review Status includes these choices:

• Blank - all records

• New

• No Activity

• New flags/comments

• Flags/Comments

• Reviewed

• DEW override

• 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

Record Age is determined by calculating the number of days between the last modified date and the current date.  Find by Record Age includes the following choices:

• 15 days or less

• 16-30 days

• 31-45 days

• age over 45 days

Reported By HEI allows an LEA the ability to select a specific HEI who is reporting your students as attending.  All HEI's who have reported students pointing to your LEA are included in this selection drop down.

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 New Flags/Comments option. 

Attending Building is a drop down list that includes all of the applicable buildings as reported by the selected agency. Allows selection of a specific group of students based on the building they were assigned to.

Active Only allows a district to eliminate students from the listing who do not have any active course data.

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

Not Escalated Only allows the user exclude those records that have been escalated to DEW from the listing.

Generated Courses Only filters records to those that were generated by DEW based on course information submitted by the LEA.

Print Generated Courses button will produce a PDF report of the DEW generated course information. These are course records that were not reported by a college, but have been reported by an LEA.  This option should be used in combination with the Generated Course Only filter.

Selecting the Clear link resets the query filters to empty/default values.

The query box is collapsible using the icon in the lower left corner of the query box.  The icon acts as a toggle allowing you to collapse and expand the query box as desired.

Export

Using the Export button, the user has the ability to export Course or Payment data for each student course included in the current selections (Find selections).  From the File Output Format drop down, select TAB delimited or comma separated (CSV) format.  The resulting file may be saved and imported into a spreadsheet.

CCP Student Summary Screen

In this summary screen, students and higher education course combinations are listed.   Each row represents all courses a student is taking at that higher ed.

Status Icons

• Red / X Icon  - No funding

• Yellow / Exclamation Point Icon - Attention is needed or not yet reviewed

• Green / Check Mark Icon - Approved for funding or aged out

The icons in the summary screen represent the most severe situation with the student's courses at that higher ed.

Courses marked with a Red / X Icon and have a course description of 'Course not reported by college' are cases where the district or school has reported a CCP course, but the college has not.   The district or school has no financial responsibility for this course as long as the college has not reported it, so it is marked with the "No Funding" icon.  If the higher ed later reports a matching course, the Red / X Icon is removed and replaced with the Yellow/ Exclamation Point and the 45 day timer starts on that date.   Until the higher ed reports the course, no further action is needed by the district or school and the 45 day timer to review is not in effect. 

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, 

The Earliest Age Out column represents the earliest date any courses the student is taking at that higher ed reaches the 45 day time-out.   This column is not sortable.  Districts wanting to select the courses that reach the 45 day time-out first, should use the Record Age option within the query box.

Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.

A student may appear in this summary listing more than once.  Each entry for a student represents a different higher ed that is reporting courses for this student. 

Clicking on the SSID or higher ed hyperlinks will open a popup window showing the full details of the student course and payment information as available. The detail screen is where all flagging is initiated.  Each student course record must be reviewed and approved or flagged by the LEA.  If not approved or flagged with an issue within 45 days, the course record will be considered approved by DEW and payment will occur.

Home Schooled Students

Students that are home schooled will have an SSID that begins with "CCP".  There will be no status icon appearing for these students.  The course(s) for home schooled students are not reviewable by the resident district since they are not responsible for the payment on them.    

Student Course Detail

The student detail screen is divided into 4 sections. 

• Biographical data as reported by the LEA within the SCR data submissions.  

• Higher Education Reported Data is the course details reported by the HEI.  

• LEA Payment Responsibility section is the DEW derived data.   This section is populated as the payment information is calculated and provided by DEW.  

• K12 Reported Data section includes all the CCP courses the LEA has reported for the student.   The list of K12 Reported Data is not restricted to courses for the HEI listed on the Higher Education Reported Data section. 

The Higher Education Reported Data is the section where districts will focus to review their CCP courses.   The data here is that reported by an HEI indicating payment responsibility or there may be data displayed in this section that represents an LEA reported CCP course for which no HEI agency reported a course for this student.  Clicking on the Higher Ed Course link will open up a popup window that provides details on that specific course.  Any comments pertaining to the course and the ability to escalate to DEW will be shown in that popup window.

There is no match up of the data reported in the K12 section and the Higher Education section.  The LEA reported course are listed as a reference point. 

Districts will want to visually map the Higher Education Reported Data to any displayed LEA Payment Responsibility data rows by matching up the course.   The LEA Payment data provides the details on how the payment was calculated.  Due to the volume of data displayed, some users may have to scroll right to view all the columns or adjust browser window size.   Data in the far right columns is the least important data and likely only needed when there is a resolution needed with that payment.    This Payment Responsibility section may include payments another LEA is responsible for.  Inclusion of this data will be seen when the Pmt by Reporting LEA column includes PROP.

Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.

DEW Generated Course Records

DEW generated courses represent a situation where the LEA has reported a CCP course for a student as attending a specific HEI but the HEI has not reported any CCP data for the student. These generated course records will appear with the red-x status icon as they are never funded by DEW and will have Not reported by college in the description.  The HEI will be able to add a review to these generated courses indicating they believe the LEA has reported incorrect course information for the student. The LEA will be able to see these HEI initiated reviews and comment on them.  The LEA will not be able to add a review to these DEW generated courses.

Student course details may be printed by clicking on the Printer icon in the upper left corner.

A summary of Audit information about a course record may be seen by clicking on the blue triangle icon.  The Audit information provides information about updates to the record.

Using the Return to Summary button will return the user to the Summary listing.   When using this function, the selections used in the prior query are preserved and the same list of students and HEIs are displayed. 

Reviews

By clicking on one of the Review buttons, Review or Approve, the LEA can review a course.   When selecting the Review button, the user is placed in a new screen where they have the opportunity to set flags of contention for a student course or approve the course for payment as reported.   The flag options included in this screen shot are for display purposes only, as they may change at any given time.  Districts should refer to the DEW web site and CCP 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 HEI that reported the student, all personnel in your district with access to CCP, 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.

If any prior reviews/comments were made on the course, they will be displayed at the bottom of the Review page for reference purposes.

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 for CCP payment

• Clear Flags & Mark Reviewed - this is indicating the student did have a flag set, but the flag can be cleared now and the student course is approved for CCP payment

• 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 HEI and LEA. 

When selecting the Approve button, the course is approved with no option to enter comments or flags.   If after selecting to Approve the user needs to comment or set any review flags, simply select the Review button from the course row.  The quick approval Approve button is not available for courses that are involved in a split payment situation with another LEA. 

Once a flag has been set, the status icon at the far left of the course information from the student detail may change depending upon the type of flag(s) set.  Full details on the flag(s) set may be seen by clicking on the course hyperlink or status icon, opening a Course Details popup window.

Information pertaining to the review will appear in the Reviews section of the Course Details popup.

The flag(s) that were set will appear in the "Review Flags" column of the Reviews section.  If the reviewer included a note when setting the flag, it will appear in the Comments column.  The LEA may add additional comments to the review by clicking on the add comment icon .

Commenting

Once a review has been added by the LEA, the ability to comment on the review will be available.  Comments may be added by clicking the Add Comment icon in the Reviews section of the student course detail popup. Comments entered and saved, can not be deleted or modified.

After clicking on the Add Comment icon, an additional popup window is opened 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 CCP.  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.

HEI's will have the ability to add comments to a review as well.

If comments are present for a student course, 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 may occur multiple times.  

Escalate to DEW

The LEA will have the ability to escalate records onto DEW for review.  Once a record has reached the Aged Out status, the LEA will be able to escalate to DEW for review.  No prior comment is required in order for the escalation ability to be available for aged out records.  The escalation iconwill appear in the Review display area, on the left side, once the review status has been set to DEW Aged Out. This also applies to records the LEA had approved, but are locked out against further review due to age. If the LEA determines there is an issue with the course after the fact, they will have the ability to escalate it onto DEW for review.

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 record 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 district 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 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 LEA will have the ability to cancel the escalation to DEW.  Once a record is escalated, a 'Cancel Escalation' button will appear next to the course.  Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the DEW Age Out.

Reviews area after canceling an escalation