Summary
Use the DR04 - Record Coding Audits worksheet in the (NC) Dropout Data Collection report to review Dropout records with a reporting year or coding issue. Compare the report values with the student's source record before making a change.
A student may have more than one result. Review each Issue Code and the related Dropout record before deciding whether a correction is needed.
Purpose
Record Coding Audits identifies Dropout records with coding that may affect reporting. It checks for:
- A Dropout Year that does not match the expected reporting year
- A reportable Dropout record without a Dropout Reason
- A reportable Dropout record with an Exemption Code
- An ended Dropout record without an Exemption Code
Severity
Warning
What to Review
Run the (NC) Dropout Data Collection report and open the DR04 - Record Coding Audits worksheet in Excel output. Review the Issue Code, student and record details, and the currentValue and expectedValue fields.
| Issue Code | What the result indicates |
|---|---|
| DROPOUT_REPORTING_YEAR_MISMATCH | The Dropout Year on the record does not match the expected reporting year. |
| REPORTABLE_DROPOUT_MISSING_REASON | A Dropout record that currently meets the report's reporting conditions does not have a Dropout Reason. |
| REPORTABLE_DROPOUT_HAS_EXEMPTION | A Dropout record that currently meets the report's reporting conditions has an Exemption Code. |
| ENDED_DROPOUT_MISSING_EXEMPTION | An ended Dropout record, other than a CCAHS record, does not have an Exemption Code. |
The CCAHS reporting year check is handled with the CDCAHS audit results. See Correct CCAHS and W2T Edit Checks.
Report Content
The worksheet includes student, ownership, enrollment, record, and issue information. The ownership fields identify the PSU and school associated with the Dropout record. For coding results, currentValue shows the value found on the record and expectedValue shows the value or condition the audit expects.
| 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 CODING. |
| issueCode | Identifies the enrollment 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 information included as context for the result. |
| recordDropoutYear, dropoutType | Dropout record year and type or reason, when available. |
| subsequentEnrollmentPeriod | Subsequent enrollment period, when applicable. This field is generally blank for DR04 coding results. |
| currentValue | Value found on the record. For a missing value, this may be blank. |
| expectedValue | Expected value or condition, such as reporting year, a valid Dropout Reason, BLANK, or a valid Exemption Code. |
| suggestedDate | Suggested date, when provided. For ENDED_DROPOUT_MISSING_EXEMPTION, this is the Dropout record's end date. |
| evidencePSUCode, evidencePSUName | PSU associated with evidence, when applicable. |
| evidenceSchoolCode, evidenceSchoolName | School associated with evidence, when applicable. |
| evidenceStartDate, evidenceEndDate | Evidence dates, when applicable. These fields are generally blank for DR04 coding results. |
Recommended Action (need to expand and add screenshots)
- Review the student's rows and identify the Issue Code for each result.
- Locate the student's Dropout record in NCSIS. Compare its Dropout Year, Dropout Reason, Exemption Code, and end date, as applicable, with the report values.
- Verify the student's record history and applicable reporting guidance before changing a code or date.
- Use the current Dropout Data Manual to determine the appropriate Dropout Reason or Exemption Code. The audit identifies a missing or conflicting value; it does not determine which code applies to the student.
- Correct the source record when the review confirms that the data are inaccurate.
- Rerun the report after the nightly refresh and review the updated result.
NEXT: Continue to Dropout CCAHS and W2T Edit Checks. Return to Dropout Edit Checks. Return to Dropout Reporting.
