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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. 

Review Status includes these choices:

  • Blank - all records
  • New
  • No Activity
  • New flags/comments
  • Flags/Comments
  • Reviewed
  • ODE override
  • 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.


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

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

Using the Clear link resets all of the query filters to empty 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. The data is exported in a TAB delimited format that may be saved and imported into a spreadsheet.  When importing a TAB delimited file into a spreadsheet, be certain to select the appropriate delimiter.


Community Summary Listing Screen

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. This detail pop-up screen is where all flagging is visible as well as where the entry of any comments is completed.

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

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 of the pop-up window 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 and is derived using business rules.  Questions about these dates should be submitted to ODE 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 can 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 of the detail pop-up, districts can see a summary of Audit information about a record by clicking on the blue triangle Blue triangle icon 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 Printer icon icon in the upper left corner of the student details popup window.

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  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. 

Escalate to ODE

The community school will have the ability to escalate records which have been flagged by the resident district with a funding impact flag onto ODE for review.  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 ODE 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 ODE is not permitted to have this information.


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 ODE.  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



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