Rule: Students With Multiple E2 Entries in the Same School Year
Summary
This validation identifies students who have 2 or more enrollments with a Local Start Status of E2 during the same school year
E2 is used for a student's initial entry into a North Carolina public school when the student was previously enrolled in a public school outside of North Carolina during the same school year.
Review the student's current year enrollment records to determine which enrollment should remain E2 and the appropriate Start Status for the additional enrollment.
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 = E2.
- Review the Start Date, End Date, and No Show status for each E2 enrollment.
- Determine whether an enrollment was intended to be processed as a No Show.
- If both E2 enrollments represent actual enrollment, determine which enrollment represents the student's initial entry into a North Carolina public school during the current school year.
- Review the student's subsequent enrollment records to determine the appropriate Start Status for the additional enrollment.
Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Enrollment Code.
Note: If the Start Date and End Date are the same, verify whether the student attended or whether the enrollment should have been processed as a No Show. An enrollment using 7/1 for both dates may also indicate a No Show enrollment where the No Show checkbox was not selected.
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 E2 enrollment is a No Show or an actual enrollment with an incorrect Start Status.
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.
Note: An enrollment with the same Start Date and End Date, including an enrollment using 7/1 for No Show processing, may indicate that the No Show checkbox was not selected. Confirm the student's attendance and enrollment information before making the correction.
Both Enrollments Are Valid
If both enrollment records represent actual enrollment during the school year:
- Determine which enrollment should remain coded E2.
- 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.
Important: Do not change the E2 Start Status only to clear the validation. The Start Status must accurately reflect how the student entered or re-entered the school during the current school year.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-14 after the duplicate E2 condition has been resolved.
- Continue reviewing any remaining FATAL validation results.
