Summary
Use the DR07 - W3 Audits worksheet in the (NC) Dropout Data Collection report to review W3 enrollment records and related Dropout records.
Review the enrollment and Dropout records against the evidence shown in the report. DTH is the related Dropout exemption code.
A student mya have more than one result. Review all related rows together before making changes.
Purpose
W3 Audits identifies conditions involving W3 enrollment records, current year enrollment, and Dropout records. It checks for:
- A W3 record that conflicts with qualifying current year enrollment
- A W3 record that is the student's last actual enrollment when an active Dropout record also exists
- An active Dropout record that does not have the DTH exemption
- A timely W3 record when no Dropout record was active at the time of the W3
For these checks, a timely W3 is one with an exit date on or before the applicable Day 20.
Severity
Warning
What to Review
Run the (NC) Dropout Data Collection report and open the DR07 - W3 Audits worksheet in Excel output. Review the Issue Code, owning PSU and school, evidence fields, and any current and expected values.
| Issue Code | What the result indicates |
|---|---|
| W3_QUALIFYING_CY_ENROLLMENT | A W3 record and qualifying current year enrollment are both present. The report directs the user to review and correct the enrollment or W3 record. |
| W3_LAST_ENROLLMENT_DROPOUT_RECORD | The student's last actual enrollment is W3, and a current cycle Dropout record was active when the W3 occurred. The report directs the user to review the Dropout record. |
| UPDATE_ACTIVE_RECORD_DTH | A Dropout record was active when a timely W3 occurred, but the record does not have the DTH exemption. |
| ADD_DROPOUT_RECORD_DTH | A timely W3 occurred, no current cycle Dropout record was active at that time, and the audit indicates that a Dropout record with the DTH exemption should be added. |
Report Content
The worksheet includes student, ownership, enrollment, Dropout record, and issue information. Ownership is assigned according to the record that needs review: the reporting school, the Dropout record's school, or the school associated with the W3 enrollment.
| 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 W3. |
| issueCode | Identifies the W3 condition. See the issue descriptions above. |
| owningPSUCode, owningPSUName | PSU responsible for reviewing the Dropout record and result. |
| owningSchoolCode, owningSchoolName | School responsible for reviewing the result. This may be the school associated with the W3 enrollment or the Dropout record, depending on the Issue Code. |
| 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. The exit code may show W3. |
| recordDropoutYear, dropoutType | Dropout record year and type or reason, when available. These may be blank when the result indicates that a record may need to be added. |
| subsequentEnrollmentPeriod | Subsequent enrollment period, when applicable. This field is generally blank for DR07 results. |
| currentValue | Describes the condition found. Depending on the Issue Code, it may show the W3 date and enrollment information, or the current Dropout Reason and Exemption Code. |
| expectedValue | Describes the condition or action expected by the audit, such as reviewing the enrollment/W3 record, reviewing or ending unnecessary Dropout record, or adding/updating a record with DTH exemption code. |
| suggestedDate | For the update, enrollment conflict, and last enrollment results, this is the W3 exit date. It is generally blank for ADD_DROPOUT_RECORD_DTH. |
| evidencePSUCode, evidencePSUName | PSU associated with the W3 or enrollment evidence. |
| evidenceSchoolCode, evidenceSchoolName | School associated with the W3 or enrollment evidence. |
| evidenceStartDate, evidenceEndDate | Entry and exit dates for the W3 or enrollment evidence. |
For W3_QUALIFYING_CY_ENROLLMENT, the evidence fields describe the qualifying current year enrollment that conflicts with the W3 record. For the other issue codes, they identify the W3 enrollment used by the NCSIS.
Recommended Action (need to expand and add screenshots)
- Review the results and identify the Issue Code.
- Locate the W3 enrollment record and related current year enrollment and Dropout records in NCSIS.
- Compare the PSU, school, entry and exit dates, Dropout record status, and exemption information with the report's evidence and values.
- For W3_QUALIFYING_CY_ENROLLMENT, review the enrollment and W3 records together to determine which source data need correction. Do not add or change a Dropout record solely because this result appears.
- For W3_LAST_ENROLLMENT_DROPOUT_RECORD, review whether the existing Dropout record is appropriate when the last actual enrollment is W3.
- For UPDATE_ACTIVE_RECORD_DTH or ADD_DROPOUT_RECORD_DTH, verify the W3 information and the related Dropout record history. Consult the Dropout Data Manual to confirm the reporting treatment before changing or adding a record.
- Correct the source data when the review confirms that the information is inaccurate.
- Rerun the report after the nightly refresh and review the updated result.
