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Correcting Errors in Data Collection
Sharon Armour Data Collections Analyst
Know your Timelines
• Transmission dates document. http://www.gadoe.org/Technology-Services/Data-
Collections/Pages/Home.aspx
• Data Collection Documentation http://www.gadoe.org/Technology-Services/Data-
Collections/Pages/Home.aspx
Know your Timelines
Know your Timelines
• Know when Initial upload and duplicates are due.
• Know where you are in the collection during the
last week before sign off.
• Where should YOU be 2 days before sign off?
Data Collection Involvement
Know who at your district and school level will be
involved in the upcoming Data Collection. Who is involved in the error correction process?
Do they understand their role and responsibilities?
Are they trained to correct the errors?
Who is accountable for resolving errors at the school?
How would you describe the district effort to resolve errors?
How can you make error resolution fun?
Understanding Error and Warning Correction
Step 1 - Read the message carefully and look at
the error detail. Step 2 - Look at the data for the record(s) with the
error to verify error message detail. Step 3 - Correct data at the source, verify extract,
and re-upload.
Sample Error Report
Understanding Error and Warning Correction
Examples:
• E872 – Student was reported with Primary Area and no exit event last school year, but student not reported with PRIMARY AREA this school year.
• E873 – PRIMARY AREA with no exit event reported by prior school this school year, but student not reported with PRIMARY AREA at current school.
Understanding Error and Warning Correction
• These two edits are saying the student was reported as Special Ed. , not that the student is being served.
If there is no 09 or 10 exit event reported for this student then the student should have a PRIMARY AREA. Once you add the PRIMARY AREA and revalidate your data, the E872 and E873 will be cleared.
Understanding Error and Warning Correction
• To look up prior services for a Special Education
student: • SLDS has Special Education history for prior years. • If no access to SLDS, use the Special Education
History report in SR13.
Understanding Error and Warning Correction
• E3046 – SCHOOL ENTRY DATE cannot be prior to
WITHDRAWAL DATE on enrollment records for 2 or more schools within system. Blanks not allowed.
• This edit is saying that within your district you withdrew a student from school A on a certain date, but enrolled the student in school B prior to the date you withdrew him from school A.
Understanding Error and Warning Correction
E3047 – For active students, the current SCHOOL ENTRY DATE cannot be prior to the WITHDRAWAL DATE on any prior enrollment records within the state.
• This edit is saying that district A withdrew the student on a certain date and district B enrolled the student prior to his/her withdrawal date.
• Contact previous district and work together to clear the error.
Understanding Error and Warning Correction
E2567 – Student is being reported with a WITHDRAWAL CODE of ‘T’ and the STUDENT ID is not reported at any other school in the system or any other system in the state.
• This edit is saying that district withdrew a student with withdrawal code ‘T’ and the student is not being reported in the state by another district.
Understanding Error and Warning Correction
Examples of when this may happen: • Student withdraws at the end of the school year
from district A and goes to district B to enroll. District B does not enroll the student until next school year.
• Student received a different Student ID and GTID at the enrolling school (notify the Helpdesk).
Understanding Error and Warning Correction
• Student withdraws with a ‘T’ and goes to another Georgia district, but no ‘Request for
Transcripts’ have been received. • If district has not received ‘Request for Transcript’
district will need to change the ‘T’ after exhausting all efforts to locate student.
• If district has a ‘Request for Transcript’ then the district can leave the ‘T’.
Know what errors to fix first.
• Fix errors that affect other districts first.
Example:
• Duplicates • Enrollment overlaps • Special Education Events
Clearing up duplicates.
• There are 2 deadlines that must be met for duplicate
resolution: – The first deadline is the time by which an Enrollment
Record must be sent for all students (active and inactive).
– A short while later, there is a duplicate deadline by which time all duplicates must be cleared up.
Clearing up duplicates.
• Clear duplicates up at the source not on-line.
• Be courteous to your fellow districts when
getting duplicates cleared up. Your district could be the only reason another district cannot get signed off.
Making Corrections On-Line
• On-line corrections should be made when uploads are no longer done.
• On-line corrections should only be made when the data in the districts SIS cannot be changed.
Comments for Errors and Warnings
• District should be putting in comments for errors
and warnings at the latest 2 days prior to sign off. NOTE: If you have a 100 students with a certain
error, do not give the same comment for all 100 students. Chances are that not all 100 students fit into one comment. You don’t need a comment for each – break it down into groups.
Comments for Errors and Warnings
• Copy your comments into a word document in case
you have to change data and revalidate. • Understand what happens to comments after
approval. • - Comments become part of an audit trail. • -Comments are permanently stored along with the
userID of the person submitting the comments. • -Comments are date stamped.
• -Comments are retrieved as requested during
audits and data analysis.
• - In other words, comments should be supported by documentation or local records.
Comments for Errors and Warnings
Day of Sign Off
• What happens when comments are submitted?
- Comments have to be read. - Comments have to be researched – we will check out comments and look at prior years data if necessary.
Day of Sign Off
If comment(s) are rejected then District will have to
resubmit and the process will start over.
Day of Sign Off
Do all districts have the same number of errors and
comments to approve?
• No, some districts may only have a few comments to research and approve, other districts may have 20 or more.
Data Collection Staff Availability on Sign Off day!
When will staff be available on day of Sign Off?
• Staff will be available from 7am to 8pm on the
day of sign off.
• Application will still be open till 12 midnight so the Superintendent can sign off.
District needs to be reopened.
What is the process for when your district has
signed off and needs to be reopened? • Superintendent will need to email Levette
Williams or Wanda Jones asking for their system to be reopened.
Levette Williams – [email protected] Wanda Jones – [email protected]
Process Status
Data Have Errors
Validation Required
Data Being Processed
No Data Transmitted • Either no data has been submitted for the system or all previously submitted data has been deleted.
• Requirement to validate data following online changes.
• Data is actually going through the validation process. This message will occur following uploads as well as online validations.
• Data has completed the validation process and errors are ready for review and correction.
Process Status
Cont.
Signed Off
Warnings Requiring Comments
Ready to Sign Off
Errors Requiring Comments
• All non-relievable errors have been corrected. The only errors remaining are those which require a comment.
• All errors have been resolved; however, there are warnings that require an explanation.
• All errors have been resolved. All warnings that require comments have been resolved. The data is awaiting the Superintendent’s signoff.
•The Student Record process is complete. The Superintendent has signed off on the accuracy of the district’s Student Record data.
Important Tidbits
1. Know the Program Managers in your district. 2. Meet with Program Managers in your district
prior to collection. This will help your managers to understand the process and go over new, modified or deleted data items.
3. Print reports after your first upload and send to data managers/ Program Managers.
4. Train your district and schools.
Important Tidbits
5. Set timelines for your schools to clear their
errors. This will help you get accurate data faster.
6. Get a ‘Text Editor’ if you do not have one. 7. Answer your phone. 8. Plan your vacation around state reporting. 9. TRAIN – TRAIN – TRAIN your district.
Q and A?
Questions
