Fixing Enrollment QA Dashboard Errors

PowerSchool Issues

Exit Code Errors

Missing

To fix a Missing Exit Code Error:

1. Navigate to the student with the missing Exit Code

2. On the Transfer Info page, locate the enrollment where the Exit Code is missing

a. To choose that enrollment, click on the Entry Date or the Entry Code

3. On the Edit Enrollment page, fill in the appropriate Exit Code from the drop-down menu

4. Choose Submit

Entry Date Errors

Missing

To fix a Missing Entry Date Error:

1. Navigate to the student with the missing Entry Date

2. On the Transfer Info page, choose the enrollment where the Entry Date is missing

a. To choose that enrollment, click on the Entry Code for that enrollment

3. On the Edit Enrollment page, fill in the appropriate Entry Date

4. Choose Submit

Invalid Date

To fix an Invalid Date Error:

1. Navigate to the student with the invalid Entry Date

2. On the the Transfer Info page, choose the enrollment with the invalid Entry Date

a. Invalid entry dates usually appear as "01/01/1900" or "0/0/0"

b. To choose that enrollment, click on the Entry Date or Entry Code

3. On the Edit Enrollment page, correct the entry date to represent a valid date

4. Choose Submit

Entrydate > Exitdate

To fix an Entrydate > Exitdate Error:

1. Navigate to the student with the Entrydate > Exitdate error

2. On the Transfer Info page, locate and select the enrollment where the Exit Date is before the Entry Date

a. To choose that enrollment, click on the Entry Date or Entry Code

3. On the Edit Enrollment page, correct the entry or exit date(s) so that the Entry Date precedes the Exit Date

4. Choose Submit

FTE ID Errors

Incorrect/Missing:

To fix an Incorrect/Missing FTE ID Error:

1. Navigate to the student with the missing or incorrect FTE ID

2. On the Transfer Info page, choose the current enrollment***

3. On the Edit Enrollment page, populate the Full-Time Equivalency drop-down menu

4. Choose Submit

*** If the student with the FTE ID Error also has an ENTRYDATE > EXITDATE error, you must first correct the Entry/Exit date so that the Entry Date precedes the Exit Date, then choose Submit. Then re-select the current enrollment and populate the Full-Time Equivalency drop-down menu.

Aspen Issues

State Student Number Errors

Missing

To fix a Missing State Student Number Error:

1. Navigate to the student with the missing state student number error

2. On the State/Province - IL page, under the Demo tab, fill in the State Student Number as it is recorded in Aspen

a. In Aspen, the State Student Number field can be found on the Demographics tab (field is State ID)

3. Choose Submit

Does Not Match Aspen

To fix a Does Not Match Aspen State Student Number Error:

1. Navigate to the student with the does not match error

2. On the State/Province - IL page, under the Demo tab, change the State Student Number so that it matches the State Student Number recorded in Aspen

a. In Aspen, the State Student Number field can be found on the Demographics tab (field is State ID)

3. Choose Submit

Ethnicity Errors

Missing

To fix a Missing Ethnicity Error:

1. Navigate to the student with the missing ethnicity error

2. On the Demographics page, under the Federal Ethnicity and Race section, populate the Scheduling/Reporting Ethnicity drop-down as recorded in Aspen

a. In Aspen, the ethnicity field can be found on the Federal Info page (field is Ethnic Category)

3. Choose Submit

Does Not Match Aspen

To fix a Does Not Match Aspen Ethnicity Error:

1. Navigate to the student with the does not match error

2. On the Demographics page under the Federal Ethnicity and Race section, change the Scheduling/Reporting Ethnicity drop-down so that it matches the ethnicity recorded in Aspen

a. In Aspen, the ethnicity field can be found on the Federal Info page (field is Ethnic Category)

3. Choose Submit