P223 Troubleshooting and Audit Reports

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P-223 Troubleshooting and Audit Reports

• Presented by
• Dawn Satterwhite
• NWRDC

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Verification Report Options

• Entity Counts
• Enrollment Discrepancy Report
• Entry/Withdrawal Report
• Student Cross Reference or Data Mining Report
• Enrollment Report (Attendance)

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P-223 Report Sections

• Summary Counts
• Vocational Class Summary
• Skills Center Class Summary
• Students in a Bilingual Program
• Students Without Schedules (new)
• Entity Warnings FTE
• Student Status Conflict
• Vocational Class List
• Skills Center Class List
• Enrollment Detail Report
• Parameters Page (new)

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P-223 Report - Summary

• Summary Counts
• Headcount
• FTE
• Additional Student Counts
• Running Start
• Bilingual
• Vocational
• Skills Center

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P-223 Report Summary Counts

• Headcount
• Active Students
• Default Entity
• Full Time Equivalent (FTE)
• Base P-223 on Schedule
• Percent Enrolled ( Enrolled)
• Calculated FTE
• Reported FTE

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Default Entity and Enrolled
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P-223 Data Elements

• Grade
• Enrollment Status
• Percent Enrolled
• Resident District
• Bilingual

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P-223 Data Elements (contd)

• For Scheduled Schools
• Students Current Schedule
• Instructional Minutes for Sections
• Base P-223 on Schedule

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School Procedures

• Student Withdrawals
• Prior to Count Day
• On Count Day
• Student Entries
• Schedule Changes
• Prior to Count Day
• On Count Day cut-off time

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State Minutes Per Week

• Full Time Equivalent
• Grade K2 120 min/day (600 min/wk)(2 hrs/day or
  10 hrs/wk)
• Grades 1-3 240 min/day (1200 min/wk)(4 hrs/day
  or 20 hrs/wk)
• Grades 4-12 300 min/day (1500 min/wk)(5
  hrs/day or 25 hrs/wk)
• School Schedule longer than minimum minutes

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Validating Headcount and FTE

• Headcount
• Validate against Entity Counts
• Non-Default Entity students
• 0 Enrolled Students
• FTE
• Entity Counts
• Total number of students on Entity FTE Warning
  Report
• Reported FTE for Part-time Students

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Example of FTE Calculation

• If student is less than full time, divide minutes
  attending per week by full time minutes (based on
  grade level)
• Student is in Grade 4 attending 1 hour per day/5
  days a week
• 60 min/day 300 min/wk 300/1500 20 FTE

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District Procedures

• District Exceptions FTE
• District Exceptions Default Entity (new)
• Building validation
• Enrollment Detail Report
• Create Microfiche File
• Create Electronic File

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P-223 Vocational Enrollment

• Usually run at same time as Basic P-223
  Student Count option
• Data Elements
• Grade
• Enrollment Status
• Vocational Classes in Student Schedule
• Valid Vocational CIP Codes
• Instructional Section Minutes
• Base P-223 on Schedule

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Saving the P-223 Report

• Building and District
• Confirmation of data verification
• Aids troubleshooting
• Other verification reports
• Snapshot in time
• Cannot edit report
• Save and Exit
• View Saved Reports

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Entry/Withdrawal Reports

• Specific Date Range
• Run Entry and Withdrawal separately
• Verifies data from month to month

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Student Cross-Reference List

• Active Students
• Limited Details
• Summary and Detail options

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Data Mining Student List

• Specific Data
• Identify Non-Default Entity Students
• Verify enrolled on E/W record
• Verify counts per grade level

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Enrollment Report

• Attendance Report
• Enrollment as of Specific Date
• Ethnic breakdown
• Back-up option
• Shows Current grade level
• Run one grad year at a time

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Optional Lists

• Excel
• Pen/paper
• Entries
• Withdrawals
• Status Changes
• Running Totals

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WESPaC Reports Available for Audit Purposes

• Quick Reference List
• Basic Enrollment
• Guideline for other Auditable Areas
• Attendance
• Special Ed
• Alternative Learning
• Running Start
• Vocational Ed

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References

• Enrollment Reporting Handbook (OSPI Bulletin)
  Annual
• WESPaC Online Help

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P-223 Troubleshooting and Audit Reports

• Thank You!