FATAL-13

Rule: Students With Multiple E1 Entries in the Same School Year

Summary

This validation identifies students who have 2 or more enrollments coded E1 during the same school year.

The E1 code is used for a student's initial entry into a public school for the school year when the student has not previously been enrolled in a public school during that school year. Review the student's current year enrollment records to determine which enrollment should remain E1 and which enrollment should use a different Start Status.

Severity

FATAL

What to Review

For each student reported in the validation, review all current year enrollment records.

• Search for the student.
• Open Student Information > General > Enrollments.
• Review all enrollment records for the current school year.
• Identify each enrollment with Local Start Status = E1.
• Review the Start Date, End Date, and No Show status for each E1 enrollment.
• Determine whether an enrollment was intended to be processed as a No Show.
• If both the Start Date and End Date are the same date, verify whether the student attended the school or should have been processed as a No Show.
• Pay particular attention to enrollment records with Start Date and End Date of 7/1, which may indicate an enrollment that was processed as a No Show but does not have No Show selected.
• If both E1 enrollments are valid enrollment records, determine which enrollment represents the student's first public school enrollment for the current school year.
• Review the student's enrollment records to determine the appropriate Start Status for the remaining enrollment.

Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Enrollment Code.

Matching Start and End Dates may indicate the enrollment record should be classified as No Show. The enrollment record should indicate No Show next to the calendar name.

Recommended Action

Determine whether the additional E1 enrollment is a No Show or an active enrollment. 

Enrollment Should Have Been Processed as a No Show

If the student did not attend and the enrollment should have been processed as a No Show:

• Confirm that the student did not attend under the enrollment.
• Open the applicable enrollment record.
• Review the Start Date and End Date.
• Confirm that the enrollment information reflects the applicable Local Start Status and Local End Status.
• Check No Show.
• Select Save.

Both Enrollments Are Valid

If both enrollment records represent actual enrollment during the school year:

• Determine which enrollment should remain coded E1.
• Select the enrollment record that should be corrected.
• Locate the General Enrollment Information section.
• Determine the appropriate Local Start Status based on the student's current year enrollments and the SASA Manual.
• Update the Local Start Status.
• Select Save.

Verify the Correction

• Rerun the applicable PMR FATAL Validations.
• Confirm that the student no longer appears in FATAL-13 after the duplicate E1 condition has been resolved.
• Continue reviewing any remaining FATAL validation results.