Summary
Use the DR05 - CCAHS Audits worksheet in the (NC) Dropout Data Collection report to review Dropout records, W2T withdrawal coding, and prior CCAHS records that may need to be rolled over for the current reporting cycle.
Review the student's enrollment and Dropout records before making changes. A student may have multiple results, so review all related rows together.
Purpose
CCAHS Audits identifies possible inconsistencies between CCAHS Dropout records, W2T withdrawal coding, and prior CCAHS records.
The audit checks for:
- A CCAHS Dropout Reason without a W2T withdrawal code
- A W2T withdrawal code without a matching CCAHS Dropout Reason or record
- A CCAHS reporting year mismatch
- A prior CCAHS Dropout record that needs rollover or remains open
In this report, CCAHS is a Dropout Reason or Dropout Type value. Previous CCAHS is a Prior Enrollment Type value. These fields describe different parts of the student's record.
Severity
Warning
What to Review
Run the (NC) Dropout Data Collection report and open the DR05 - CCAHS Audits worksheet in Excel output. Review the Issue Code, the student's Prior Enrollment Type, and the current and expected values.
| Issue Code | What the result indicates |
|---|---|
| CCAHS_REASON_WITHOUT_W2T | A Dropout record has the CCAHS reason, but the student's reported prior enrollment exit code is not W2T. |
| W2T_CHANGE_REASON_TO_CCAHS | The student has a W2T exit code and a matching Dropout record, but the record's reason is not CCAHS. |
| W2T_ADD_CCAHS_RECORD | The student has a W2T exit code, but the audit did not find a matching Dropout record with the CCAHS reason. |
| CCAHS_REPORTING_YEAR_MISMATCH | The Dropout Year does not match the reporting year expected for the student's CCAHS reporting context. |
| CCAHS_PRIOR_RECORD_NEEDS_ROLLOVER | A prior CCAHS record is open and its Dropout Year does not match the expected prior reporting year. The expected value describes the rollover sequence. |
| CCAHS_PRIOR_RECORD_OPEN | A prior CCAHS record is open and its Dropout Year matches the expected prior reporting year. The expected value indicates that the prior record should be ended before the next record is added. |
Report Content
The worksheet includes student, ownership, enrollment, Dropout record, and issue information. The ownership fields identify the PSU and school responsible for reviewing the result.
| Column | How to use it |
|---|---|
| ReportEndYear | Identifies the reporting year covered by the result. |
| studentUID | Student identifier for matching the result to NCSIS records. |
| lastName, firstName | Student name. |
| sex, raceEthnicity | Student demographic values included in the report output. |
| cleanupType | Identifies the edit check group. For this worksheet, the value is CCAHS. |
| issueCode | Identifies the CCAHS or W2T condition. See the issue descriptions above. |
| owningPSUCode, owningPSUName | PSU responsible for reviewing the Dropout record and result. |
| owningSchoolCode, owningSchoolName | School associated with the Dropout record and result. |
| lastEnrollmentYear | Most recent enrollment year available for the student; use as research context. |
| priorEnrollmentType, priorEnrollmentExitCode | Prior enrollment type and exit code associated with the student's enrollment context. |
| recordDropoutYear, dropoutType | Dropout record year and type or reason, when available. |
| subsequentEnrollmentPeriod | Subsequent enrollment period, when applicable. This field is generally blank for DR05 coding results. |
| currentValue | Value found by the audit. Depending on the Issue Code, this may be an exit code, Dropout Reason, reporting year, or open record status. |
| expectedValue | Value or action expected by the audit. For rollover results, it describes the prior record year, end date, and new record sequence. |
| suggestedDate | Suggested date for the prior record rollover checks. Review it with the student's record history before applying it. |
| evidencePSUCode, evidencePSUName | PSU associated with evidence, when applicable. These fields are generally blank for DR05 results. |
| evidenceSchoolCode, evidenceSchoolName | School associated with evidence, when applicable. These fields are generally blank for DR05 results. |
| evidenceStartDate, evidenceEndDate | Evidence dates, when applicable. These fields are generally blank for DR05 results. |
For W2T_ADD_CCAHS_RECORD, currentValue may display NO DROPOUT RECORD when the audit does not find a matching record. For rollover results, currentValue and expectedValue provide the record year and rollover context used by the audit.
Recommended Action (need to expand and add screenshots)
- Review the results for the student, including the Issue Code and Prior Enrollment Type.
- Locate the student's enrollment and Dropout records in NCSIS.
- Verify the student's record history and applicable guidance in the current Dropout Data Manual before changing a reason, year, or date, or adding a record.
- For prior record rollover results, review the expectedValue sequence and confirm that the prior record and next reporting cycle record are handled in the correct order.
- Correct the source data when the review confirms that the records are inaccurate.
- Rerun the report after the nightly refresh and review the updated result.
The report identifies a condition to review. Use the Dropout Data Manual to determine the appropriate reporting treatment; do not make a code or record change based only on the Issue Code.
NEXT: Continue to Dropout Graduation Edit Checks. Return to Dropout Edit Checks. Return to Dropout Reporting.
