Summary
Use the DR02 - Dropout Record Audits worksheet in the (NC) Dropout Data Collection report to identify students with multiple qualifying, open, or reportable Dropout records in the same PSU. Review the student's records and source data before correcting anything.
A student can appear more than once when multiple record conditions apply. Review all rows for the student together; a result identifies a condition to investigate and does not determine which record should be changed.
Purpose
DR02 identifies possible duplicate conflicting Dropout Program records that could affect reporting. It checks for:
- More than one qualifying Dropout Program record in the PSU
- More than one open Dropout Program record in the PSU
- More than one Dropout record that would be reported
The results help identify which student records need review before the collection is finalized.
Severity
Warning
What to Review
Run the (NC) Dropout Data Collection report and open the DR02 - Dropout Record Audits worksheet in the Excel output. Review the Issue Code and the student's related rows together.
| Issue Code | What the result indicates |
|---|---|
| MULTIPLE_DROPOUT_RECORDS_IN_DISTRICT | The student has more than one qualifying Dropout record in the PSU. Some of these records may not be open or reportable. |
| MULTIPLE_OPEN_DROPOUT_RECORDS | The student has more than one Dropout record without an end date in the PSU. |
| MULTIPLE_REPORTABLE_DROPOUT_RECORDS | More than one of the student's Dropout records currently meets the conditions to be reported. |
These conditions can overlap, so a student may have multiple rows or Issue Codes. The report's values reflect the data available when it was generated.
Report Content
The worksheet includes student, ownership, record, and issue information. Use the PSU and school ownership fields to identify where the result should be reviewed. Use the student identifier to compare the report row with the student's records in NCSIS.
| Column | How to use it |
|---|---|
| ReportEndYear | Identifies the reporting year covered by the result. |
| studentUID | Student identifier for matching the result to the student's 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 RECORDS. |
| issueCode | Identifies the record condition. See the issue descriptions above. |
| owningPSUCode, owningPSUName | PSU responsible for reviewing the result. |
| owningSchoolCode, owningSchoolName | School associated with the result, when available. |
| lastEnrollmentYear | Most recent enrollment year available for the student; use as context when researching the record. |
| priorEnrollmentType, priorEnrollmentExitCode | Prior enrollment information included as research context. |
| recordDropoutYear, dropoutType | Dropout record details, when available. These fields may be blank for the multiple record count results. |
| subsequentEnrollmentPeriod | Subsequent enrollment period, when applicable. This field may be blank for the multiple record results. |
| currentValue | Number of qualifying, open, or reportable records found for the Issue Code. |
| expectedValue | Expected count for the condition; these multiple record checks show 1. |
| suggestedDate | Suggested date, when the issue provides one. This field is generally blank for the DR02 multiple record results. |
| evidencePSUCode, evidencePSUName | PSU associated with evidence, when applicable. |
| evidenceSchoolCode, evidenceSchoolName | School associated with evidence, when applicable. |
| evidenceStartDate, evidenceEndDate | Evidence dates, when applicable. These fields may be blank for the DR02 multiple record results. |
Recommended Action
(NEED TO EXPAND and provide screenshots)
- Group all rows for the student and review each Issue Code.
- Locate the student's Dropout records in NCSIS.
- Compare the records' PSU and school, Dropout Year, reason, start date, end date, and other relevant source data.
- Determine which records accurately represent the student's history and which record, if any, should remain open and reportable.
- Correct the source record when the data are inaccurate. End date or otherwise resolve a duplicate record only when the student's record history supports that change and applicable guidance allows it.
- Rerun the report after the nightly data refresh and confirm the issue no longer appears or that the remaining result is understood.
Do not select a record to change based only on the currentValue, expectedValue, or the order of rows. Review the underlying student and enrollment records first.
NEXT: Continue to Dropout Enrollment Edit Checks. Return to Dropout Edit Checks. Return to Dropout Reporting.
