Validation Rules

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Alternative Education

Rule #

Message Type

Rule Logic

Rule Message

Rule Notes

AlternativeEducation - 1

Error

If ReasonExited = 11 (Earned a High School Diploma), then a doe.graduation record must exist and DiplomaType must equal Regular Diploma

Student must have a graduate record earning a high school diploma when reporting ReasonExited (formerly Outcomes) as 11 (Earned a High School Diploma).

Schools must provide a graduate record when providing a reason exited code 11-Earned High School Diploma as the `outcome` from Alternative Education and the diploma must be any of the Regular Diploma types.

AlternativeEducation - 2

Conflict

IF student has multiple active Alt Ed Program associations within the Reporting Corporation with overlapping Begin/End dates, THEN Conflict

Student cannot have multiple enrollments in different program IDs with overlapping dates within the same corporation.

Students will create a conflict if they are reported with more than one program record where the program begin/end dates overlap. Students will not be counted for certification.

AlternativeEducation - 3

Error

If GradeLevels of PK through 5, then error

Student must be in grades 6 - 13 for enrollment in Alternative Education.

Students in grades PK - 5 cannot be reported with an alternative education program association record.

AlternativeEducation - 4

Error

If the alternativeEducationEligibilityReasonDescriptor is blank/null, then error.

Student's eligibility must be provided when an entry date in Alternative Education program is provided.

Schools must provide one of the eligibility reasons when reporting a student with an alternative education program association record.

AlternativeEducation - 5

Error

When an EndDate for the Alt Ed Program exists, THEN only the following ReasonExitedDescriptor are allowed: 02, 03, 04, 05, 06, 07, 10, 11, 14. Otherwise Error

Student's outcome must be provided when an exit date in Alternative Education Program is provided.

Schools must provide one of the reason exited codes (outcomes) when an end date is provided to the alternative education program association record.

AlternativeEducation - 6

Error

IF certifying student for Alt Ed, THEN Program BeginDate/EndDate must be within current school calendar year (7/1 through 6/30).

Student must have entry/exit dates of 7/1 to 6/30 in the reporting school year.

Alternative Education program records cannot be provided outside of 7/1 to 6/30 of each reporting school year.

AlternativeEducation - 7

Exclusion

Day Count must be less than 10 consecutive student instructional days.  Otherwise, exclusion

Alternative Education student not counted. Days enrolled in the program are less than 10 consecutive instructional calendar dates.

Students with an alternative education program record showing they have been enrolled in the program less than 10 consecutive student calendar days will not be certified for Alt-Ed reporting.

AlternativeEducation - 8

Error

If ALL three meeting times (Morning, Afternoon, and Evening Meeting Times) are blank/null, then error.

Student's meeting time must be provided when an Alternative Education program is provided.

Schools must provide the meeting times a student is scheduled to attend in the alternative education class. More than one meeting time (Morning, Afternoon, Evening) can be provided for the program record. ONLY one record is expected and should show all the meeting times as needed.

AlternativeEducation - 9

Error

If the Reporting corporation does not match the ProgramEducationOrganizationId field, then Error

An approved alternative education program does not exist. Program Number is a required field.

Schools having an approved alternative education program is identified in an IDOE table. A list of the approved programs to the reporting Education Organization have been provided to all SIS vendors. If the Program Name does not match to the Education Organization the program record will not be accepted.

AlternativeEducation - 10

Error

New Rule: IF reason exited descriptor is not 2, 3, 4, 5, 6, 7, 10, 11, or 14 then error.

Reason Exited is not allowable for Alternative Education reporting.

Schools must report one of the allowable reason exited codes (outcome) when reporting an exit date on the Alt-Ed program association record.

Attendance

Rule #

Message Type

Rule Logic

Rule Message

Notes

Attendance - 1

Error

IF certifying student Attendance, School Calendar Dates must align with the Entry/ExitDates identified on their StudentSchoolAssociation

Student does not show active enrollment dates for attendance dates submitted.

Students cannot have an entry or exit date provided that is outside of the school`s overall calendar begin/end dates. Students cannot have enrollment dates before the overall school calendar begin date (1st student calendar date) or have an exit date after the overall school calendar end date (last student calendar date).

Attendance - 2

Error

IF primary school and Attendance count is NOT a WHOLE NUMBER or incremented by "0.5", THEN throw error

Attendance may only be 0.5 (Half Day) or 1 (Full Day) or NO attendance has been provided.

Schools must report a student`s attendance with .5 or 1. If NO ATTENDANCE data is found this is considered 0 (zero) and will trigger the error.

Attendance - 3

Warning

IF student`s total Attendance contains 10 days or more of "Unexcused Absence", THEN throw Warning

Student's attendance consists of more than 10 days of unexcused absences. Student is considered habitually truant. Refer to IC 20-20-8-8.

Students with more than 10 days of unexcused absence codes reported will trigger the warning.

Attendance - 4

Conflict

IF student is attending more than one school listed on their StudentSchoolAssociation with overlapping Entry/ExitDates, AND both Primary School = TRUE; THEN throw conflict;

Student not counted. Multiple schools claiming student for attendance. Conflicted with: {SchoolId - Entry Date - Exit date , *}

Students that have the same entry/exit date or overlapping entry/exit dates on the student school association (enrollment) record where both schools are identified as primary=true will cause the conflict message to trigger. Schools must work together to remove the conflict in the data by adjusting, editing, correcting their entry or exit dates.

Attendance - 6

Error

IF primary school and DaysEnrolled (sum of all attendance events) is null or 0 or not increment of 0.5, THEN throw error

Days Enrolled may only be 0.5 (Half Day) or 1 (Full Day) or NO attendance has been provided.

Schools must report a student`s attendance with .5 or 1. If student school association (enrollment) record data shows the student has an entry date during the school calendar is found and no attendance data has been reported this is considered 0 (zero) and will trigger the error. This will also trigger if the ONLY attendance data reported is an absence or non-present attendance code.

Attendance - 7

Conflict

If a student has more than one schoolOfAcountibility, then conflict

Student not counted. Multiple schools claiming student for attendance. Conflicted with: {Accountability school Ids}

Students that have more than one student school association (enrollment) record where one school is identified as primary=true and one school is identified as primary=false AND both schools report a student education organization association record (SEOA) providing different accountable school IDs will cause the conflict message to trigger. Schools must work together to remove the conflict in the data by adjusting, editing, correcting the additional responsibility record=school of accountability.

Attendance - 8

Exclusion

If Primary School = False then throw exclusion

Student not counted for certification. Primary School is reported as 'False'. Attendance data accepted but not included in the overall certification counts.

Students reported with a School Association (enrollment) record where the primary school=false AND reporting attendance data as required will trigger this exclusion. The attendance data is received but will not be used in the school`s overall attendance percentage calculation or used in the school`s accountability formula.

Attendance - 9

Error

If Student Attendance event date equals more than sum 1.0, then throw error.

Attendance may not be reported more than 1 (full day) for the same date.

Students cannot be reported with attendance totaling more than a full day (1) of attendance. Schools providing two .5 attendance records with different attendance codes will be accepted as this does not total more than a full day (1).

Calendar

Rule #

Message Type

Rule Logic

Rule Message

Notes

Calendar - 1

Error

BeginDate of calendar year must be on OR after July 1st AND EndDate of calendar year must be on OR before June 30th

Calendar dates for current school year must be between July 1st and June 30th.

School calendars must have a begin date on or after July 1st and an end date on or prior to June 30th of the current reporting year. If the begin or end dates are not within these calendar dates this will trigger the error message.

Calendar - 2

Warning

IF CalendarType is Student Specific Elementary, THEN total Instructional Minutes must be >= 54,000 AND GradeLevelDescriptors must be between KG through 06

Student Specific Elementary Calendar must be reported for schools with grade levels less than or equal to grade 06 and total Instructional time should be at least 54,000 minutes for the school year.

Schools with grade levels of PK-6 may utilize Student Specific Elementary calendar type and report at least a total of 54,000 instructional minutes. Schools utilizing the Elementary calendar type for schools with higher grade levels or not reporting a minimum of 54,000 instructional minutes will trigger the WARNING message. This does not keep a school from certifying the data.

Calendar - 3

Warning

IF CalendarType is Student Specific Secondary, THEN Instructional Minutes must be >= 64,800 for any GradeLevelDescriptors 07 and above

Student Specific Secondary Calendar must be reported for schools with any grade level higher than or equal to grade 07 and total Instructional time should be at least 64,800 minutes for the school year.

Schools with grade levels of 7-12 may utilize Student Specific Secondary calendar type and report at least a total of 64,800 instructional minutes. Schools utilizing the Secondary calendar type for schools with lower grade levels or not reporting a minimum of 64,800 instructional minutes will trigger the WARNING message. This does not keep a school from certifying the data.

Calendar - 4

Warning

IF CalendarType is Student Specific Non-Compulsory, THEN Instructional Minutes must be >=100 AND GradeLevelDescriptor must be PK

Student Specific Non-Compulsory Calendar must be reported for schools with grade levels of PK and/or KG only. and Instructional time must be at least 100 minutes.

Schools with grade levels of PK-PK or PK-KG only may utilize Student Specific Non-Compusory calendar type and report at least 100 instructional minutes. Schools utilizing the Non-Compulsory calendar type for schools with grade levels higher grade levels will trigger this WARNING message. This does not keep a school from certifying the data but may cause School Accountability office to send a notice of incorrect data being provided.

Calendar - 9

Error

IF InstructionalTimeInMinutesIndicator is blank, THEN error

Instructional time in minutes indicator is missing or invalid.

Schools must identify if they are considered a Performance-Qualified School District or High School by providing `true` or `false` date in the Instructional Time in Minutes Indicator field. Instructional Time in Minutes Indicator not provided will trigger this error message.

Calendar - 11

Warning

IF certifying Calendar for a Public school, THEN at least 180 CalendarEvent(s) must consist of "Student Calendar", "Delay/Early Dismissal - Weather", "Delay/Early Dismissal - Other", and "Waiver Day"

Calendar dates is less than the minimum requirement of 180 days. In order to avoid financial penalty, school(s) must have approved waiver days(s) on file with School Accountability.

Schools should provide a minimum of 180 days with one of the Calendar Event descriptors identified as a student instructional day (Student Calendar, E-Learning, Delay/Early Dismissal-Weather, etc.). Schools not providing 180 student instructional days will trigger this WARNING message. This will not keep a school from certifying the data.

Calendar - 12

Warning

If a school provides more than 3 aggregate event days (Virtual Planned - Asynchronous, Virtual Unplanned - Asynchronous, Virtual Covid - Asynchronous) then throw warning.

Asynchronous virtual days in excess of 3 do not count towards the 180 day instructional day requirement.

Schools reporting additional Asynchronous virtual days equaling more than three will receive a WARNING message letting them know they have provided more than three calendar event dates of any asynchronous virtual descriptors. This will not keep a school from certifying the data.

Calendar - 13

Error

Event Minutes cannot be greater than 600 (10hours), then error.

Event Minutes cannot be greater than 600 (10hours)

Schools providing more than 600 event minutes on any calendar date will receive the error message. Schools cannot report more than 600 minutes on any given school calendar date.

Calendar - 14

Error

Event Minutes cannot be less than 0 (zero), else error

Event Minutes cannot be less than zero

Schools providing less than 0 event minutes on any calendar date will receive the error message. Schools cannot report less than 0 minutes on any given school calendar date.

Calendar - 15

Error

Event Duration cannot be less than 0 (zero) else fail

Event Duration cannot be less than zero

Schools providing less than 0 on the event duration on any calendar date will receive the error message. Schools cannot report less than 0 event duration on any given school calendar date.

Calendar - 16

Error

Event Duration cannot be more than 1 (one), else error

Event Duration cannot be more than one.

Schools providing more than 1 on the event duration on any calendar date will receive the error message. Schools cannot report more than 1 event duration on any given school calendar date.

Certified Educator

Rule Id

Message Type

Rule Logic

Rule Message

Notes

Certified Educator - 1

Warning

ContractSalary was above 30000 and percent of time employed `[TotalTimeEmployed]’ less than 50, throw warning

Current year salary is high for Percentage of Time Employed, verify salary and time employed is accurate.

Schools providing a staff employment record with a salary higher than 30,000 and the FTE is less than 50% will receive this WARNING message. This will not keep a school from certifying their data.

Certified Educator - 2

Warning

If contract salary is below 3000 and contract days is greater than 100, THEN throw warning

Current year salary is less than $3,000, verify salary is accurate.

Schools providing a staff employment record with a salary less than 3,000 and the contract days are more than 100 will receive this WARNING message. This will not keep a school from certifying their data.

Certified Educator - 3

Warning

If historical records are <= total years experience being submitted, throw error

Experience normally increases each year with successive employment. Verify years of experience is accurate.

Schools will receive a WARNING message if the years of experience reported on the staff employment record is not increased by one from data provided to IDOE in a previous school year. This will not keep a school from certifying their data.

Certified Educator - 5

Warning

Prior Salary is higher than current salary.

Current year salary is less than prior year, verify salary is accurate.

Schools will receive a WARNING message if the current salary being provided is less than the salary provided to IDOE in a previous school year. This will not keep a school from certifying their data.

Certified Educator - 6

Warning

ContractSalary entered was too high for the amount of ContractDays submitted (salary higher than 200000 and contract days less than 100)

Current year salary is high for Contract Days, verify salary and contract days are accurate.

Schools will receive a WARNING message if the current salary being provided is more than 200,000 and the contract days are less than 100. This will not keep a school from certifying their data.

Certified Educator - 8

Warning

IF certifying for CE AND school staff is employed at a Public School AND their ContractDays submission is 26 days or less, THEN throw warning

Current year contract day(s) is too low, verify contract days accuracy.

Schools will receive a WARNING message if the contract days provided is less than 27. This will not keep a school from certifying their data.

Certified Educator - 9

Error

IF certifying for CE THEN their ContractSalary must be <= $300,000

Staff Contract Salary must be equal to or less than $300,000.

Schools reporting a staff with a salary more than 300,000 will receive this error message. If a school has a staff being paid more than 300,000 they should contact IDOE support for review of the data to allow a higher salary amount to be provided.

Certified Educator - 10

Error

IF certifying for CE, THEN staff must either have "0" through "70" as their YearsOfPriorProfessionalExperience. "0" indicates as their first year

Staff Years of Experience must be a value between 0 and 70.

Schools reporting a staff with years of experience less than 0 will receive this error message. Staff must have at minimum 0 years of experience provided. Schools reporting a staff with years of experience greater than 70 will receive this error message. If a school has a staff member with more than 70 years of experience they should contact IDOE support for review of allowing a higher years of experience data to be provided.

Certified Educator - 11

Error

IF educator is reporting as 0 years of YearsOfPriorProfessionalExperience, THEN historical SPN data from years prior CANNOT exist

Staff has prior year employment.

Schools reporting 0 for a staff that has prior year experience provided to IDOE will receive this error message. Staff that have been reported to IDOE with prior years experience cannot be reported with 0.

Certified Educator - 12

Error

Supp salary is out of the accepted range, it must be between 0 and 40000.

Supplemental Salary cannot be more than $40,000.

Schools reporting a staff with a supplemental salary more than 40,000 will receive this error message. If a school has a staff being paid more than 40,000 in supplemental salary they should contact IDOE support for review of the data to allow a higher supplemental salary amount to be provided.

Certified Educator - 13

Error

Staff must have Contract Days, Contract Salary, Supplemental Salary, and Percentage of Title I Salary provided.

Staff must have Contract Days, Contract Salary, Supplemental Salary, and Percentage of Title I Salary provided.

Public/Charter schools must provide contract days, contract salary, supplemental salary, and percentage of Title I salary provided. If this data is not provided the error message will be received.

Certified Position

Rule Id

Message Type

Rule Logic

Rule Message

Notes

CertifiedPosition - 1

Error

If contracting corp is blank or null, throw error

Staff entered does not have an active contract for the given school year.

Staff must have a Staff Employment record provided by an Ed Org within the state of Indiana (ed org that `holds the contract`) to be included in Staff Assignment (CP) certification. If there is no other ed org holding the contract then the reporting ed org will need to provide the staff employment record. Example: staff are employed by a third party. Not all staff classifications are counted for Staff Assignment certification.

CertifiedPosition - 2

Exclusion

IF School ID is null staff is excluded

Staff not counted for Certified Personnel. Staff is missing a school assignment association record.

Staff provided a Staff Classification descriptor (not considered a key contact or decorator role) and attached accurately to the LEA (central office) ID or School ID will be certified. Staff provided a Staff Classification descriptor not allowed for reporting with the LEA (central office) Id will recieve this error.

Course Outcomes

Rule Id

Message Type

Rule Logic

Rule Message

Notes

CourseCompletion - 1

Error

IF certifying school personnel AND is assigned to an IB AcademicSubjectDescriptor, THEN School must be IB accredited

School has not been identified as providing IB courses for the current school year.

IDOE has a separate table where schools that have identified themselves as providing IB courses is listed. If a school is not on the table the error message will trigger. Schools should submit a help ticket after confirming they are listed on the IB site as an IB school and IDOE staff will work to have the school added to the list.

CourseCompletion - 3

Error

IF Course Result (courseAttemptResultType) is "No grade awarded", THEN finalNumericGradeEarned must remain blank

When No Grade is Awarded a grade earned cannot be reported.

Schools cannot report a grade/GPA (0.0-4.0) earned when the student is reported for the class as `no grade awarded`.

CourseCompletion - 4

Error

IF submitted a finalNumericGradeEarned, THEN the values must be between 0 through 4.0

Grades Earned can only have a numeric value between 0.0 to 4.0.

Students completing a high school or credit bearing course MUST have a final numeric grade (GPA) provided (0.0-4.0). Letter or alpha grades will not be accepted. Elementary and Middle school courses do not require a numeric grade (GPA) provided. If a school tries to send a numeric grade outside of 0.0-4.0 range the record will fail.

CourseCompletion - 5

Error

IF CreditType is "Dual Credit", THEN a PostsecondaryInstitution is required

A Post-Secondary Institution must be provided when Dual Credit is awarded.

Schools providing the credit type of `Dual Credit` and do not provide one of the post-seconday instrution IDs will fail.

CourseCompletion - 6

Error

IF Course Result (courseAttemptResultType) is "Pass" OR "Fail", AND High School Level Course is "True", THEN finalNumericGradeEarned cannot be Null or Blank

When Pass or Fail is provided a grade earned must be reported.

Students completing a high school course and receiving a result of `Pass` or `Fail` MUST have a final numeric grade (GPA) provided (0.0-4.0).

CourseCompletion - 7

Error

If High School Level Course is "True" AND Course Result (courseAttemptResultType) is "Pass" then earnedCredits must be greater than 0 AND CreditType cannot be `null` OR Blank

When Pass is reported for a High School course the Credits Earned must be greater than zero and the type of Credit Earned must be provided.

Students completing a high school course and receiving a result of `Pass` MUST have the credits earned greater than zero (0) and the type of credit earned MUST be provided. Allowable Credit Types are Regular, Dual, or Applied Unit.

CourseCompletion - 8

Exclusion

If Unique Section Code is blank or null, then exclusion

Student is reported as enrolled. No schedule or course records provided.

Students with a student school association (enrollment) record provided at any point in time during the school year would also be expected to have a schedule (student section data). Exceptions to this expectation are those students with a one day mobility record prior to the school year, students with an active ed org association for funding and ADM is 2, or service only students given enrollment with primary school `false` to have the ability to report a program association. Students may need a one day mobility record to provide course completion (student transcript) occuring over the summer and does not actually attend during the school year. Schools will be given a ten day grace period from the time of enrollment to provide student section data.

CourseCompletion - 10

Error

IF no matching StaffSectionAssociation.staffUSI is found for provided StudentSectionAssociation record, THEN fail

Student Course Completion record does not have a matching Staff Section Record. Details [Course Code, Section Code, Term]

Student schedules (student section data) must have a Staff record that matches. This is used to tie the student to the teacher. Data viewed for the match is the course code, the section code and the term the course is scheduled. If these do not align the record will fail.

CourseCompletion - 11

Error

Medium of Instruction cannot be `null` or blank

Medium of Instruction must be provided.

Medium of instruction must be provided for every course. Schools must identify if the student is being taught 1. Face-to-face (traditional classroom with teacher) 2. Technology-based instruction in classroom (sitting in a school building but taught via computer/online instruction, credit recovery as an example) 3. Virtual/Online Distance Learning (not sitting in a school building and being taught via computer/online instruction). Medium of instruction may be located in the course master and schools should confirm with their SIS vendor where the field is located for data input.

CourseCompletion - 12

Error

IF assigned Student GradeLevels from 9 through 12, and grade level match is "false" then throw Error

Subject code provided is only valid for grade levels PK-8. Details [Course Code, Section Code, Term]

Students reported with high school grade level MUST be reported with a state assigned high school course code. High school students cannot be reported with an elementary or middle school course code. Schools should check to make sure the local course is not mapped to a state identified elementary or middle school course code.

CourseCompletion - 13

Warning

IF assigned Student GradeLevels from PK through 6, and grade level match is "false" then throw Warning

HS subject codes are typically valid for students in grades 7-13. Check subject code for accuracy.

Students reported with grade levels PK - 6th and enrolled in an identified high school course will receive this warning message. Schools should check to make sure the elementary grade level student is enrolled in the accurate course and the local course is mapped to the correct state course code.

CourseCompletion - 14

Error

If High School Level Course is True AND Course Result (courseAttemptResultType) is "Pass" then Final Numeric Grade Earned must be greater than 0 AND cannot be `null` OR Blank

When "Pass" is reported for a High School course the Final Grade Earned must be greater than zero.

Students completing a high school course and receiving a result of `Pass` MUST have a final numeric grade (GPA) provided that is greater than 0.0.

CourseCompletion - 15

Error

If High School Level Course is True AND Course Result (courseAttemptResultType) is "Fail" then earned credits must be Zero AND CreditType cannot be `Null` OR Blank

When "Fail" is reported for a High School course the Earned Credit must be zero and Credit Type must be provided.

Students completing a high school course and receiving a result of `Fail` MUST have the credits earned reported as zero (0) and the type of credit the student was trying to earn MUST be provided. Allowable Credit Types are Regular, Dual, or Applied Unit.

Curricular Materials Assistance

Rule #

Message Type

Rule Logic

Rule Message

Notes

Textbook - 1

Exclusion

IF certifying for CMA, THEN STN must be enrolled in SFS, where the SFS program type denotes an EntryDate on or before Census Date AND ExitWithdrawDate on OR after Census Date or NULL

Student is not counted for Curricular Material Assistance, inactive or no enrollment record in School Food Services program.

Students reported with a Curricular Materials Assistance program must also have a School Food Service program to be counted for CMA certification.

Textbook - 2

Exclusion

PRECONDITION: Must enrolled in CMA program with an EntryDate before OR on Census Date and ExitWithdrawDate on OR after Census Date OR NULL RULE: If certifying for CMA, then STN must be in grade levels KG through 13.

Student is not counted for Curricular Material Assistance, only grade levels between KG through 13 are allowed.

Students in grades level PK are not eligible for CMA. Only students in grades KG-13 may be certified for CMA.

Textbook - 3

Error

If certifying for CMA, LivesWithParentUSI is required if StudentDoesNotLiveWithParent is false (extension.StudentCurricularMaterialProgramAssociation)

Student lives with parent/guardian is 'true' but no parent/guardian associated to the student.

Students reported for CMA must also provide information if they are living with a parent or guardian (true/false).

Textbook - 4

Exclusion

IF certifying for CMA, THEN STN must be enrolled in CMA, where the CMA program type denotes an EntryDate on or before Census Date AND ExitWithdrawDate on OR after Census Date or NULL.

Student is not counted for Curricular Material Assistance, inactive or no enrollment record in Curricular Materials Reimbursement program.

Students Curricular Materials Assistance program record must be active; meaning the entry date is prior to the count date with no exit date or the exit date is after the count date, to be certified for CMA.

Graduate

Rule #

Message Type

Rule Logic

Rule Message

Notes

Graduation - 1

Error

IF DiplomaLevelType is either "11", "19", "20", "21", OR "22" (Evidence-based waivers) AND the cohort year is less than 2023, THEN the AchievementCategoryDescriptor must be NULL

Graduation pathway data must not be submitted when issuing a Work Readiness Wavier Diploma.

Schools cannot report Graduation Pathway data for students in a cohort year less than 2023 AND earning one of the Work-Readiness Waiver diplomas.

Graduation - 2

Error

IF cohort year is 2023 OR after, THEN AchievementCategoryDescriptor under Employability Skills(RecognitionType) (edfi.StudentAcademicRecordDiploma) must be populated AND AchievementCategoryDescriptor under Postsecondary-Ready Competencies(RecognitionType) (extension.StudentAcademicRecordExtension) must be populated

Employability Skills and Postsecondary-Readiness Competencies are required.

Students in a cohort year 2023 or greater must also have Employability Skills and Postsecondary-Readiness Competency data reported.

Graduation - 3

Error

IF student passed both GQE test, THEN DiplomaLevelType may NOT include the following: 04, 06, 07, 11, 13, 14, 15, 18, 19, 20, 21, 22

Student passing Graduation Qualifiying Exams cannot be issued a waiver based diploma or certificate.

Students cannot be reported with a waiver based diploma or a certificate when they have passed their qualifying exams.

Graduation - 4

Error

IF student record has a DiplomaLevelType of "06" or an Alternate Diploma(23), THEN student must have their record tied to StudentSpecialEducationProgramAssociation

Student must be identified as special education to issue a Certificate of Completion or an Alternate Diploma.

Students cannot be reported with a Certificate of Completion or an Alternate Diploma if they are not or were not also identified as Special Education via the Special Education Program records.

Graduation - 5

Conflict

IF student record is submitted for `Graduation` certification, THEN only a single school corporation is permitted to have this data

Student is not counted for Graduation, multiple schools claiming student as a graduate. Conflicted with: (SchoolId)

Students cannot be reported as a graduate by multiple schools. Only one school may report the graduate information.

Graduation - 6

Warning

IF student record is submitted for `Graduation` certification AND student age is less than 16, THEN print "WARNING: Student should be at least 16 years old as of October 1st, collection year"

Student is not 16 years of age by October 1 of the graduating year. Verify student's DOB as of October 1 of graduating school year for accuracy.

Students reported as earning a diploma who are not 16 years of age will receive a warning message. This will not keep the student from being certified.

Graduation - 8

Error

IF AchievementCategoryDescriptor under PostSecondaryCompetency is NOT a Locally Created Pathway ("9")(2247), THEN the AchievementCategorySystem on the StudentAcademicRecord must default to "10000" or null

Postsecondary-Readiness Competency other than "Locally Created Pathway" does not utilize a Local Pathway.

Schools may leave Locally Created Pathway blank/null or provide 10000 when a Locally Created Pathway is not identified. Schools cannot report anything other than 10000, blank, or null when reporting any Postsecondary-Readiness Competency other than Locally Created Pathway.

Graduation - 9

Error

IF AchievementCategoryDescriptor under Employability Skill has a value,THEN AchievementCategoryDescriptor under PostSecondaryCompetency must contain a value

Postsecondary-Readiness Competency other than "N/A or Did not Demonstrate" is required when Employability Skills are provided.

Schools must provide both Postsecondary-Readiness Competency and Employability Skills data together. Schools cannot provide one data without the other.

Graduation - 10

Error

IF AchievementCategoryDescriptor under PostsecondaryCompetency is populated, THEN the AchievementCategoryDescriptor under Employability Skill must be populated

Employability Skills other than "N/A or Did not Demonstrate" is required when a Postsecondary-Readiness Competency is provided.

Schools must provide both Employability Skills and Postsecondary-Readiness Competency data together. Schools cannot provide one data without the other.

Graduation - 11

Error

IF AchievementCategoryDescriptor under PostSecondaryCompetency is Academic Honors, THEN DiplomaLevelType must be "Core 40 with Academic Honors…" (02), "Diploma Level" (24), "Core 40 with Technical Honors" (09), OR "Core 40 with Academic and Technical Honors" (16)

If Postsecondary-Readiness Competency is "Honors Diploma"  then one of the Honors Diplomas must be issued.

Schools reporting a student`s Postsecondary-Readiness Competency is Honors Diploma cannot report a diploma type earned other than 02, 09, 16, or 24.

Graduation - 12

Error

IF AchievementCategoryDescriptor under PostSecondaryCompetency is "Waiver from Postsecondary-Ready Competency" ("10"), THEN DiplomaLevelType must be either "General" ("4") OR "Core 40 Only" ("13")

Postsecondary-Readiness Competency must be "Waiver from Postsecondary-Ready Competency" when issuing a "General(Evidence Based)" or "Core 40 Only(Evidence Based)" diploma.

Schools reporting a student`s Postsecondary-Readiness Competency is Waiver from Postsecondary Readiness Competency cannot report a diploma type earned other than 04 or 13.

Graduation - 13

Error

If AchievementCategoryDescriptor under PostSecondaryCompetency is "Career-Technical Education Concentrator" ("07"), THEN there should be a "1" in either "Perkins4" OR "Perkins5"

Student with Postsecondary-Readiness Competency of "Career-Technical Education Concentrator" must be identified with either Perkins IV or Perkins V through InTERS reporting.

Students must be identified with either CTE Program association of Perkins IV or V by DWD through InTERS reporting when providing a student`s Postsecondary-Readiness Competency is Career-Technical Education Concentrator.

Graduation - 14

Error

If AchievementCategoryDescriptor under PostSecondaryCompetency is "State and Industry recognized Credential or Certification" ("05"), then there should be a "1" in the CertResult

Student with Postsecondary-Readiness Competency of "State and Industry recognized Credential or Certification" must have a Certification Result through InTERS reporting.

Students must be identified with a CTE Program association of Industry Certification by DWD through InTERS reporting when providing a student`s Postsecondary-Readiness Competency is State and Industry recognized Credential or Certification.

Graduation - 15

Error

IF DiplomaLevelTypes are "1", "2", "3", "9", OR "16", AND the cohort year is 2023 or greater THEN student must have values both in AchievementCategoryDescriptor under Employability Skills  AND AchievementCategoryDescriptor under PostsecondaryCompetency, ELSE error

Student in cohort year 2023 or later must have Graduation Pathway information provided.

Students in a cohort year equal to or greater than 2023 cannot be reported as earning any diploma without also providing Graduation Pathway information (Employability Skills and Postsecondary-Readiness Competency)

Graduation - 16

Error

IF student DiplomaLevelType CodeValue is set to "12" (International Baccalaureate Diploma), THEN school must be International Baccalaureate Program accredited

School is not approved to issue an International Baccalaureate diploma.

Schools cannot report students as earning a diploma of International Baccalaureate Diploma if they are not also identified on IDOE table as being an IB recognized school from the IB website.

Graduation - 17

Error

IF AchievementCategoryDescriptor under PostSecondaryCompetency is Locally Created Pathway ("9"), THEN the AchievementCategorySystem (LocalPathway) on the StudentAcademicRecord may only contain values "10001" through "99999" as defined on LocallyCreatedPathway table

Locally Created Pathway code is not valid.

Schools trying to report a locally created pathway number that is not approved and available from IDOE will fail. The current available list can be found here: (https://www.in.gov/doe/files/Locally-Created-Pathways-v2.pdf)

Graduation - 19

Error

IF DiplomaLevelType is either "6" or "7" THEN AchievementCategoryDescriptor must be NA or Did Not Demonstrate or Null/Blank

Employability Skills, Postsecondary-Readiness Competency, and Local Pathway should not be submitted for students earning certificates.

Students earning a Certificate of Completion or Course Completion do not have Employability Skills or Postsecondary-Readiness Competency reported.

Graduation - 20

Error

IF DiplomaLevelTypes are "1", "2", "3", "9", "16", OR "24", AND cohort year is less than 2023, THEN student must have values both in AchievementCategoryDescriptor under Employability Skills AND AchievementCategoryDescriptor under PostsecondaryCompetency, ELSE IF student cohort year < 2023 AND student passed ISTEP10 THEN OK, ELSE IF student cohort year < 2019 AND student passed ECAs, THEN OK, ELSE throw error

Student in cohort year prior to 2023 not passing Graduation Qualifying Exams cannot be issued the given Diploma Type unless Graduation Pathway information has been provided.

Students in a cohort year less than 2023 AND have not passed their qualifying exams cannot be reported as earning any diploma without also providing Graduation Pathway information (Employability Skills and Postsecondary-Readiness Competency)

Graduation - 21

Error

IF school is certifying their student data for `Graduation`, THEN the School must contain any of the following GradeLevelDescriptorIds: "09", "10", "11", "12"

Diplomas cannot be issued, school is not configured for grade levels 9 through 12.

Schools cannot report Graduate data if they are not identified as educating students in grades 9-12.

Graduation - 22

Error

If a student is less than the age of 19 and a graduate record exists, but no cohort year assignment found, then Error.

Student does not have a cohort year assigned.  Please contact schoolaccountability@doe.in.gov.

Students under the age of 19 reported with a graduate record AND does not have a cohort year assigned from School Accountability will need to contact schoolaccountability@doe.in.gov (this should be rare)

Graduation - 23

Error

IF DiplomaLevelType (from DOE table) is either NULL/Blank, then Error

Student not counted for Graduation. Diploma Type provided, yet no Diploma Level provided.

Students will not be counted when only a diploma type (regular diploma, certificate of attendance, certificate of completion, alternate diploma) is provided. Students must have both diploma types and diploma levels provided. Diploma level is the actual diploma earned.

Graduation - 24

Error

If the diploma type is evidence-based waiver (Any of the following: (04=General (Work Readiness Waiver 13=Core 40 Only (Evidence-based waiver or Waiver from Postsecondary Readiness Competency Requirements for Graduation Pathways) Then post_secondary ready competency MUST be any one of these: NA or Did Not Demonstrate, Waiver Postsecondary Readiness Competency, or NULL/BLANK.  If not, ERROR

Waiver Postsecondary-Readiness Competency must be provided when a waiver diploma type is reported.

Schools reporting a student`s diploma is 04-General (Work Readiness Waiver) or 13-Core 40 Only (Evidence-based waiver or Waiver from Postsecondary Readiness Competency Requirements for Graduation Pathways) THEN Waiver Postsecondary-Readiness Competency must be provided if student is in 2023 or greater cohort.

Graduation - 25

Error

If Diploma Type is Certificate of Completion then Diploma Level Type must be equal to 06 Certificate of Completion (IEP program Completed), else error

Diploma Level provided is not allowed when reporting a diploma type of Certificate of Completion.

Students receiving a Certification of Completion (Diploma Level) then the diploma type must be Certificate of Completion.

Graduation - 26

Error

If Diploma Type is Certificate of Attendance then Diploma Level Type must be equal to 07 (Course Completion), else error

Diploma Level provided is not allowed when reporting a diploma type of Certification of Attendance.

Students receiving Course Completion (Diploma Level) then the diploma type must be Certificate of Attendance.

Graduation - 27

Error

Students in a cohort year greater than the current year should not be eligible for a waiver diploma of any type (4,11,13,14,15,18,19,20,21,22). Students in the 2022 or later should not be eligible for a waiver.

Early graduates (i.e. students in future cohort years) are not eligible for a waiver diploma.

Students graduating prior to their cohort year cannot be reported with any of the waiver diplomas.

Graduation - 28

Exclusion

July collection: If DiplomaAwardDate is not between 10-01-[SchoolYear] – 1 and 06-30-[SchoolYear], then throw an exclusion  October collection: If DiplomaAwardDate is not between 10-01-[SchoolYear] – 2 and 09-30-[SchoolYear] - 1, then throw an exclusion

Diploma award date must be between {submission open date} and {submission close date} during this collection period

Students being certified for October must have a Diploma Award Date of 10/1 (prior school year) to 9/30 (current school year). Students being certified for July must have a Diploma Award Date of 10/1 (current school year) to 6/30 (current school year).

Graduation - 29

Error

If postsecondary-readiness competency is Alternate Assessment for Alternate Diploma then diploma level type must equal Alternate Diploma; else fail.

If Postsecondary-Readiness Competency is “Alternate Assessment for Alternate Diploma” then Alternate Diploma must be issued.

Students being reported with Postsecondary-Readiness Competency of Alternate Assessment for Alternate Diploma must have the diploma level `Alternate Diploma` reported.

Graduation - 30

Error

If Diploma Type is Alternate Diploma then Diploma Level Type must be equal to XX (Alternate Diploma), else error

Diploma level reported is not allowed with the diploma type reported.

Students receiving an Alternate Diploma  (Diploma Level) then the diploma type must be Alternate Diploma.

Graduation - 31

Error

If local pathway == 10007 and school is not Adult School, throw error

Locally Created Pathway code is not valid for the reporting Education Organization.

Students cannot be reported with Locally Created Pathway of 10007 if their diploma is not being awarded from an IDOE identified Adult Charter School.

Homebound

Rule #

Message Type

Rule Logic

Rule Message

Notes

HomeBound - 1

Informational

Beginning May 1st of the current collection year: IF studentProgramAssociation is Homebound AND Program EndDate is NULL or blank, THEN throw error

Student must be exited from Homebound/Hospitalized program when services end or no later than June 30th of the current school year.

Students identified as receiving Homebound or Hospitalized services and reported with a program association must have an exit date when the services are no longer being provided or provide June 30th (last date of the school year) if they receive services until the end of the year. The message will show as Informational until May 1st of each school year and will then show as an error until an end date is provided.

HomeBound - 2

Exclusion

IF the aggregate DayCount for that student/reportingcorp  is less than the total of 20 days, THEN EXCLUSION

Homebound student not counted. Days of services received is below the required threshold of 20 days.

Students identified as receiving Homebound or Hospitalized services and reported with a program association record or records that do not add up to 20 days of services will throw the exclusion message. The student data will be received but the student will not be counted for certification or funding purposes.

 

 

 

 

 

Note: There are no validations against Program Associations for High Ability, 504, Foster, Parent in Military, Homeless, and Unaccompanied Youth

Membership

RuleID

Message Type

Rule Logic

RuleMessage

Notes

Membership Enrollment - 1

Error

RULE: IF ResponsibilityTypeDescriptor is Funding, THEN student record must report an ADM Type

ADM Type is required

Check the student ed org responsibility association record or membership record to see if responsibility of Funding has been provided and if the ADM is blank. IF ADM is blank and the school expects to recieve funding then an ADM code needs to be reported. IF a school does not expect to recieve funding then the responsibility should be corrected from Funding to Attendance.

Membership Enrollment - 2

Exclusion

RULE: IF ResponsibilityTypeDescriptor is NOT Funding AND ADM Type is missing, THEN do NOT count

Student is not counted; no funding record provided. Association to the Educational Organization is Attendance only.

This is a possible accurate exclusion message if the school does not expect to receive funding and a Primary Responsibility of Attendance is reported on the student ed org responsibility association or membership record.

Membership Enrollment - 3

Warning

RULE: IF certifying for Membership, THEN Student county of residence must be populated (student).

Student’s county of residence is missing from the student record.

County is TEXT and not a code. The county name is provided on the student record with a student`s address.

Membership Enrollment - 4

Exclusion

RULE: IF student has ExitTypeWithdraw of "33" with an exit date AND does NOT have a StudentProgramAssociation with Special Ed, THEN do NOT count towards membership

Student is not counted for Membership, General Education students with exit code 33 prior to count date(s) cannot be certified for membership.

General Education Students with exit code 33 on the Student School Association (enrollment) record prior to count date(s) cannot be certified for membership.

Membership Enrollment - 5

Exclusion

RULE: IF student’s GradeLevelDescriptor is “PK”, THEN do NOT count

Student grade level is Pre-Kindergarten and is not counted towards membership.

Accurate exclusion for PK students.

Membership Enrollment - 6

Exclusion

RULE: IF student`s GradeLevelDescriptor is equal to "KG", THEN Student`s age must be 5 years of age from [edfi.Student.BirthDate] by "October 1st"

Student must be at least 5 years of age for grade level KG

Accurate exclusion if the student is not 5 years of age by October 1st.

Membership Enrollment - 7

Exclusion

RULE: IF certifying for Membership, THEN Student CANNOT have GraduationRecordType of anything other than "6" OR "7”

Student not counted. Graduate record exists.

Students who have earned a diploma and reported with graduate data cannot be reported for membership.

Membership Enrollment - 8

Error

RULES: IF ADM Type is "20", THEN `GradeLevelDescriptor` must be between "09" through "13"

ADM 20 Adult Learners must have a grade level of 09 through 13

Schools may only report ADM 20 for adult learners enrolled at an identified Adult Charter school and are in grade levels 9-13.

Membership Enrollment - 10

Error

RULE: IF ADM Type equals "2", THEN Membership Funding Corp ID must be identified as Traditional "Public" Corp ID

Reporting Corporation must be a Traditional Public Corporation ID when a student is assigned ADM 2.

Only public corporations can report ADM type 2.

Membership Enrollment - 12

Error

RULE: IF ADM Type equals "3" OR "5", THEN Funding Corporation CANNOT equal Corporation of Legal Settlement

Reporting Corporation cannot have matching Corporation of Legal Settlements for ADM 3 or 5.

COLS cannot match the corporation reporting a student for ADM 3 or 5.

Membership Enrollment - 16

Error

RULE: IF ADM Type equals "1", THEN School must be in the Funding Corporation

School ID must belong to the funding corporation OR primary responsibility of Attendance has ADM Type provided for ADM 1.

Student School Association must exist under the reporting corporation for funding when ADM 1 is provided. OR school has given ADM 1 when reporting attendance instead of funding (no ADM allowed when reporting attendance)

Membership Enrollment - 17

Error

RULE: IF ADM Type equals "3", "4", OR "5", THEN student can only be enrolled in Traditional Public School Corporation

School ID must be Traditional Public School ID when ADM is 3, 4, or 5.

Only public corporations can report ADM type 3, 4, or 5.

Membership Enrollment - 18

Error

RULE: IF ADM Type equals "1", THEN student can only be enrolled in a Traditional Public School OR Charter

ADM 1 is only for Traditional Public and Charter Schools.

Only traditional public schools or charter schools can report ADM type 1.

Membership Enrollment - 21

Error

RULE: IF ADM Type equals "6", THEN the "Traditional Public School Corporation" must report FTE at less than 50%

Student must be enrolled less than 50% of time for ADM 6.

Schools must provide instructional days and minutes for IDOE to calculate a student`s FTE and determine if the student is enrolled less than 50% and allowed for reporting ADM 6. Formula is ((Funding Instructional Days divided by 180) times Funding Instructional Minutes) divided by (Calendar Instructional Minutes divided by Calendar Instructional Days) times 1.05

Membership Enrollment - 24

Error

RULE: IF ADM Type equals "1" AND Funding Corporation is Traditional Public School Corporation, THEN Corporation of Legal Settlement must reside with its Funding Corporation

Corporation of Legal Settlement must match Reporting Corporation for ADM 1.

COLS must be the same ID as reporting corporation when reporting ADM 1.

Membership Enrollment - 25

Error

RULE: IF ADM Type equals "6" OR "20", THEN "Instructional Days" AND "Instructional Minutes" cannot be blank

Instructional Days and Minutes must be entered for ADM 6 or 20.

Schools must provide Instructional days and Instructional minutes when reporting ADM 6 for FTE calculation and when reporting ADM 20 for adult learners per statute requirements

Membership Enrollment - 26

Error

RULE: IF certifying for Membership, THEN Corporation of Legal Settlement must reside with Traditional Public School Corporation.

Corporation of Legal Settlement is either missing or is not reported as a Traditional Public School Corporation ID.

Corporation of Legal Settlement is missing or is not reported as a public LEA ID.

Membership Enrollment - 27

Error

RULE: IF LocalEducationAgencyCategoryType is "Charter", THEN ONLY ADM Type of "1", "6", OR "20" is allowed

Charter Schools may only use ADM types 1, 6, or 20. ADM 20 is for Adult Learner Charter Schools only.

Charter schools may only provide ADM 1 or 6 on students. Identified Adult Charter schools may only provide ADM 20 on students.

Membership Enrollment - 28

Error

RULE: IF ADM Type equals "1", "2", "3", "4", "5", "6", OR "10", THEN GradeLevelDescriptors must be between "KG" through "13"

ADM 1, 2, 3, 4, 5, 6, or 10 only allows grade levels KG through 13.

Schools can report any ADM except 20 on students in grade levels KG-13 (20 is for students in grade 9-13)

Membership Enrollment - 30

Error

RULE: IF ADM Type equals "10", THEN School `ChoiceIndicator` must equal "Choice"

ADM 10 is used only for Choice Voucher Schools.

NonPublic Schools not identified as participating in the Choice program cannot report ADM 10

Membership Enrollment - 32

Conflict

RULE: If a student has two StudentSchoolAssociation records with overlapping Entry/ExitDates on Census date and both are PrimaryResponsibily= true, then conflict.

Student not counted. Multiple schools claiming student for funding. Conflicted with: (SchoolId) - (Entry Date) - (Exit Date)

Conflict is on the Student School Association (enrollment) dates either the same entry/exit date or overlapping entry/exit dates.

Membership Enrollment - 34

Exclusion

RULE: IF certifying for Membership, THEN students must be enrolled in a school identified within the StudentSchoolAssociation denoting the EntryDate prior to counts AND ExitWithdrawDate after counts

Student not counted for Membership, inactive enrollment record on count date

Students must have a Student School Association (enrollment) record with entry date prior to count date(s) and no exit date provided or an entry date prior to count date(s) with the exit date after the count date(s) to be considered an active enrollment for membership.

Membership Enrollment - 35

Error

RULE: IF ADM Type 1, 3, 4, 5, 10, or 20 AND the ResponsibilityType is Funding, THEN student`s Primary School must be TRUE

Primary School must be true for ADM Types 1, 3, 4, 5, 10, and 20.

Primary school on School Association (enrollment) record must be true for ADM 1, 3, 4, 5, 10, and 20.

Membership Enrollment - 36

Error

RULE: IF ADM Type equals 6 AND only one Funding ResponsibilityType exists, THEN student`s Primary School must be FALSE

Primary School must be false when ADM is 6 when only one enrollment record is reported.

Primary school on School Association (enrollment) record must be false for ADM 6 when there is no other enrollment record. (homeschool dual enrolled student)

Membership Enrollment - 37

Error

RULE: IF Funding ResponsibilityTypes exists for both ADM Type 6 AND 10, THEN Primary School for ADM 6 must be FALSE AND Primary School for ADM 10 must be TRUE

When dual enrollment is reported, Primary School must be false for ADM 6 and true for ADM 10.

Primary school on School Association (enrollment) record for public school with ADM 6 must be false and Primary school on School Association (enrollment) for non-public school with ADM 10 must be true.

Membership Enrollment - 38

Error

RULES: IF ADM Type equals “10”, THEN Choice Scholarship application must be present and approved for the given student

ADM 10 is only for Choice Voucher students.

Student must have approved scholarship in App Center and provided across to Data Exchange (jeff/david garner)

Membership Enrollment - 39

Error

IF ADM type = 20 THEN edfi.schoolcategory.schoolcategorytypeID must be "2" or "28"

ADM 20 is for Adult Learner Schools only.

Adult Charters are the only ones allowed to use ADM 20.

Membership Enrollment - 40

Error

Student with grade level KG cannot be reported as dual enrolled

Student with grade level KG cannot be reported as dual enrolled.

Students with any of the KG grade levels cannot be reported with ADM 6 (dual enrolled)

Membership Enrollment - 41

Error

RULE: IF ADM Type equals "2" THEN student`s Primary School must be FALSE

Primary Educating School must be False when reporting ADM type 2-Transfer Out.

Primary school on School Association (enrollment) must be false for ADM 2.

Membership Enrollment - 42

Error

IF ADM Type equals "6 or 20" AND reporting ed org ID is Choice identified school THEN fail

ADM types 6 and 20 is not allowed for Choice scholarship students.

NonPublic Schools identified as participating in the Choice program cannot report ADM 6 or 20

Membership Enrollment - 43

Error

IF certifying for Membership THEN Accountability must be provided.

Accountability School must be provided.

Schools must provide the additional responsibility of Accountable School

Membership Enrollment - 44

Exclusion

student claimed must be age 22 years or less on each census/count date

Student must be at 22 years of age or younger on the Census Date

Students over the age of 22 cannot be certified for membership (unless in an adult charter school)

Membership Enrollment - 45

Warning

If the program type isn`t virtual, and the total of virtual days is over 50% for that record, then it will throw an exclusion.

Student counted for Membership. Verify data is accurate as virtual days does not meet threshold for virtual program.

Student does not have enough virtual attendance data reported to support the virtual program.

Membership Enrollment - 46

Error

If the program type isn`t virtual, and the total of virtual days is over 50% for that record, then it will throw an exclusion.

Student not counted for Membership. Virtual days exceeds threshold for non-virtual program.

Student does not have the virtual program record reported to support the virtual attendance data.

Membership Enrollment - 47

Error

If no attendance records found for student, then do not count towards membership.

Student not counted for Membership. Attendance records could not be found or Calendar Dates do not exist.

Schools must have a calendar and calendar dates provided. Schools must have attendance data provided prior to the count date(s).

Membership Enrollment - 48

Conflict

Cannot have records of funding for a student at different schools (except for when one school has ADM 6 and the other has 10).

Student not counted. Multiple schools claiming student for Membership with conflicting ADM Types. Conflicted with: (SchoolId) - (Entry Date) - (Exit Date)

Schools claiming a student for funding with different or matching ADM codes will get this conflict message. This is not on the enrollment data but on the funding record where the begin/end dates of the funding record match or overlap. Only ADM 6 and 10 are allowed by two reporting schools. Cannot have ADM 1 and 5, 1 and 3, 1 and 1, etc.

Multilingual Learners

Rule #

Message Type

Rule Logic

Rule Message

Notes

MultilingualLearners - 1

Error

IF StudentProgramAssociation has Foreign Exchange as a ProgramType, THEN Birth Country cannot equal "USA"

Student cannot be identified as Foreign Exchange, birth country is not outside of the US or US territories.

Students with their birth country reported as USA or one of the US territories cannot be reported as Foreign Exchange.

MultilingualLearners - 2

Conflict

IF certifying for MultilingualLearners, THEN only one school can claim LM for the student for the current collection year

Student not counted. Multiple schools claiming student. Conflicted with: (SchoolId) - (Entry Date) - (Exit Date)

Multiple schools cannot claim a student for Multilingual certification. While programs are not ended when a student exits only one school may be identified as claiming the student. Student school association (enrollment) records cannot be in conflict.

MultilingualLearners - 3

Exclusion

IF student is certifying for LM, THEN student`s LanguageDescriptor may NOT be "211" ("English") AND NonUSOrigin may NOT be “NO” with the exception of dual language/immersion program.

Student is not counted for Multilingual Learners when language code is English and program is not Dual Language/Immersion.

Students with a language code of 211 (English) can only be associated to Dual Language/Immersion program. All other multilingual program associations will fail.

MultilingualLearners - 4

Warning

IF student`s LimitedEnglishProficiencyDescriptor from previous year does NOT match the overall proficiency level in the WIDA result table from one prior year, THEN print warning message

Student's Proficiency Level does not match overall proficiency level from prior year WIDA assessment - verify data for accuracy.

Students with a prof. level determined from WIDA in the prior assessment year does not match what is being reported by the school will receive this warning. Schools should make sure the prof. level being provided is accurate. IDOE will accept the prof. level that is being reported.

MultilingualLearners - 5

Warning

IF student`s LimitedEnglishProficiencyDescriptor from previous year is between 5.0 and 6.0 OR FNA AND the LimitedEnglishProficiencyDescriptor reported for the current year is 4.9 and under, THEN print warning message

Student was previously reported as proficient, verify data for accuracy.

Students reported as previously proficient and have been reassessed and receive a lower or non-proficient score will receive this warning. Schools should verify the data being provided on the student for accuracy as IDOE will update the prof. level to what has been reported.

MultilingualLearners - 6

Error

IF student`s LimitedEnglishProficiencyDescriptor Proficiency Level HAS VALUES from previous year and proficiency level is not 8, THEN EllInstrumentUsedDescriptor must be "5" ("WIDA ACCESS for ELLs") OR "10" ("WIDA Alternate ACCESS")

Instrument used must be WIDA Access or WIDA Alternate Access when WIDA prior year proficiency levels exist.

Students who have WIDA assessment results from the prior school year must have instrument used reported as WIDA Access or WIDA Alternate Access.

MultilingualLearners - 7

Exclusion

IF certifying for LM AND student GradeLevelDescriptor is "PK", THEN student`s age must be between the ages 3 and 5 by COUNTDATE

Student not counted for Multilingual Learners, age must be at least 3 years of age and not older than 5 years as of count date for grade level PK.

Students must be at least 3 years of age and not older than 5 years of age on count date to be reported in grade level PK for multilingual learner certification.

MultilingualLearners - 8

Exclusion

IF certifying for LM THEN studentProgramAssociation must denote an EntryDate prior or equal to count date AND an ExitWighdrawDate equal to or after count date or NULL

Student not counted for Multilingual Learners, no valid Multilingual Learners program record provided.

Student not counted for English Learner, inactive enrollment record on count date.

MultilingualLearners - 9

Exclusion

IF certifying for LM, student`s age must be greater than or equal to "3" OR less than or equal to "21" as of COUNTDATE

Student not counted for Multilingual Learners, age must be 3 to 21 as of count date.

Students must be at least 3 years of age and no more than 21 years of age on count date to be counted for multilingual certification.

MultilingualLearners - 10

Warning

IF EllInstrumentUsedDescriptor is WIDA ACCESS for ELLs ("5") AND does NOT have a WIDA result from the data warehouse, THEN throw warning AND print "Please verify locally that student has a WIDA Access score"

Student Proficency Level is not found from prior year Indiana WIDA ACCESS assessment. Verify data for accuracy.

Schools providing WIDA access as the instrument used to obtain the prof. level being reported when IDOE has no record of the WIDA assessment results will receive this warning. Schools need to verify the correct instrument used is being reported. WIDA results could have been provided from assessment taken in another state.

MultilingualLearners - 11

Exclusion

IF student is certifying for LM AND LimitedEnglishProficiencyDescriptor ProficiencyLevel is "8" ("No assessment and student no longer available."), THEN print `Informational` message stating "Federal law requires that 100% of EL students be assessed annually for English language proficiency. The IDOE monitors the assessment of English learners and may reach out for additional information as to why the student was not assessed as required."

Student not counted - Federal law requires that 100% of EL students be assessed annually for English language proficiency. The IDOE monitors the assessment of Multilingual Learners and may reach out for additional information as to why the student was not assessed as required. This applies to students with Proficency Level 8.

Students reported with prof. level 8 will receive this message and will not be counted for multilingual certification. Schools need to verify the data is accurate and remaining compliant with providing annual assessments to non-English speakers.

MultilingualLearners - 12

Error

IF student`s EllInstrumentUsedDescriptor is "7" ("N/A"), THEN LimitedEnglishProficiencyDescriptor must be "FNA", "NES" OR "0"

Student Profiency Level of FNA, NES, or 0 can only utilize Instrument Used - N/A.

Student Profiency Level of FNA, NES, or 0 can only utilize Instrument Used - N/A.

MultilingualLearners - 13

Error

IF student`s GradeLevelDescriptor is "PK", THEN LimitedEnglishProficiencyDescriptor code value must be "0" and must have a valid birth country ("Immigrant Student who is PK or PK student's birth country is missing")

Student's born outside of USA with grade level of PK must have Proficiency level of 0 - Immigrant Student who is PK; or PK student's birth country is missing.

Students with grade level PK and birth country is outside of the US or US territories must have prof. level 0 provided. Students with grade level PK and prof. level of 0 provided with the birth country data missing will also receive this error.

MultilingualLearners - 14

Error

IF student`s GradeLevelDescriptor is anywhere from "KG" through "13", THEN the LimitedEnglishProficiencyDescriptor CANNOT be "0"

Student grade levels of KG to 13 cannot have Proficiency level of 0.

Student reported with grade levels of KG to 13 cannot have their prof. level reported as 0.

MultilingualLearners - 15

Error

IF student`s LimitedEnglishProficiencyDescriptor is NES ("Native English Speaker"), THEN Birth Country cannot be "USA"

Student with Proficiency Level of NES must have birth country outside of the US or US territories.

Students reported with prof. level of NES cannot have their birth country reported as USA or one of the US territories.

MultilingualLearners - 18

Error

If language code is reported other than English (no English is being reported), and no ProgramType of "English Language Learner" exists, then Error

Student not counted for Multilingual Learners. English Language Learner program does not exist or student language not provided.

Students reported with a non-English language code should have a multilingual program association record even when they are fluent. Either the student`s language code is incorrect or a program association needs to be added.

MultilingualLearners - 19

Error

If a student has an English Learner program and the proficiency level that they report is NULL, then exclude.

Student not counted for Multilingual Learners, Proficiency Level not found.

Students reported with a multilingual program must have a prof. level provided. Either the program is in error or prof. level needs to be provided.

Non Certified Educators

RuleID

Message Type

Rule Logic

RuleMessage

Notes

Non Certified Educator - 1

Error

edfi.School must be "Public"

Non-certified staff cannot be certified at a non-public school.

Only public/charter schools report Other Personnel data.

Non Certified Educator - 2

Error

IF certifying for Non-Cert Staff,  the following fields: FullTimeEquivalency, LocalEducationAgencyId, OtherPersonnelCategoryDescriptorId, OtherPersonnelCount, AND OtherPersonnelTitleDescriptorId found under the extension.EducationOrganizationOtherPersonnel table are required

Non-Certified (other personnel) categories, titles, counts, and FTE data are required.

Each data field must be provided on the template.

Non Certified Educator - 3

Error

When OtherPersonnelCount is greater than 0 then FullTimeEquivalency must be greater than 0

When OtherPersonnelCount has a value, FTE must have a value.

If the counts in the personnel column is more than 0 (zero) then the FTE column must be more than 0 (zero).

Non Certified Educator - 4

Error

When FullTimeEquivalency is greater than 0 then OtherPersonnelCount must be greater than 0

OtherPersonnelCount must have a value if FTE has a value.

If the FTE column is reported more than 0 (zero) then the personnel column must be more than 0 (zero).

Pupil Enrollment