Summary
Use the DR03 - Enrollment Audits worksheet in the (NC) Dropout Data Collection report to review Dropout records with enrollment, reporting school, or grade conflicts. Review the student's enrollment and Dropout records before changing source data.
The worksheet may contain more than one result for a student. Review all related rows together because the results identify conditions to investigate; they do not determine which record should be changed.
Purpose
Enrollment Audits identifies enrollment information that may conflict with a Dropout record or its reporting context. It checks for:
- An open Dropout record when the student has qualifying current year enrollment
- An open Dropout record when the student has subsequent membership
- A mismatch between the Dropout record's school and the expected reporting school
- A mismatch between the Dropout record's grade and the expected reporting grade
Severity
Warning
What to Review
Run the (NC) Dropout Data Collection report and open the DR03 - Enrollment Audits worksheet in Excel output. Review the Issue Code, ownership fields, and any evidence fields or current and expected values.
| Issue Code | What the result indicates |
|---|---|
| OPEN_DROPOUT_WITH_CURRENT_YEAR_ENROLLMENT | An open Dropout record exists while the student also has qualifying current year enrollment. The evidence fields identify the enrollment found by the audit. |
| OPEN_DROPOUT_WITH_SUBSEQUENT_MEMBERSHIP | An open Dropout record exists along with subsequent membership during the same reporting year. The evidence fields identify the subsequent enrollment. |
| DROPOUT_SCHOOL_MISMATCH | The school and PSU on the Dropout record do not match the expected reporting school and PSU. |
| DROPOUT_GRADE_MISMATCH | The grade on the Dropout record does not match the expected reporting grade. |
For the enrollment evidence issues, subsequentEnrollmentPeriod indicates whether the evidence is in the Same Reporting Year or Current Year, when applicable. For school and grade mismatches, compare currentValue with expectedValue.
Report Content
The worksheet includes student, ownership, enrollment, Dropout record, and issue information. The owning PSU and school fields identify where the result is routed for review. Evidence fields, when populated, describe the enrollment associated with the issue.
| 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 ENROLLMENT. |
| 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 | Indicates the enrollment period for the two open record enrollment issues, when applicable. |
| currentValue | Value from the Dropout record or current reporting context that triggered a school or grade mismatch. |
| expectedValue | Expected school/PSU or grade for a mismatch result. For school results, the value combines PSU and school codes separated by a slash. |
| suggestedDate | Suggested date, when provided. This field is generally blank for enrollment results. |
| evidencePSUCode, evidencePSUName | PSU associated with the enrollment evidence for an open record enrollment issue, when applicable. |
| evidenceSchoolCode, evidenceSchoolName | School associated with the enrollment evidence, when applicable. |
| evidenceStartDate | Start date of the enrollment evidence, when applicable. |
| evidenceEndDate | End date of the enrollment evidence, when available. This may be blank for the Enrollment Audits open record enrollment 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 and enrollment records in NCSIS for the relevant reporting period.
- Compare the record dates, PSU, school, grade, and enrollment evidence shown in the report with the source records.
- Confirm that the source records accurately reflect the student's enrollment and withdrawal history.
- Correct source data only when the underlying records support the correction. For an open Dropout record with enrollment evidence, determine whether the record should remain open or whether its end date or other information needs correction.
- Rerun the report after the nightly refresh and review the updated result.
Do not change the Dropout record solely because the report displays an enrollment result. Verify the enrollment and Dropout source records first.
NEXT: Continue to Dropout Coding Edit Checks. Return to Dropout Edit Checks. Return to Dropout Reporting.
