LEA MEMBERSHIP TRACKER GUIDE 1

LEA Membership Tracker Guidance – Demographic Conflicts Management

LEA MEMBERSHIP TRACKER

DEMOGRAPHIC CONFLICTS MANAGEMENT

June 16, 2017

LEA MEMERSHIP TRACKER

JUNE 16, 2017 OFFICE OF STATE SUPERINTENDENT OF EDUCATION (OSSE)

2

Table of Contents

INTRODUCTION 3

PURPOSE 3

LEA MEMBERSHIP IMPLEMENTATION PLAN 3

DATA FLOW 4

HOW WAS THE AUTHORITATIVE DATASET CREATED? 4

WHAT DEMOGRAPHIC DATA WILL THE LEA MEMBERSHIP TRACKER FLAG? 4

WHO HAS ACCESS LEA MEMBERSHIP TRACKER? 5

LEA MEMBERSHIP TRACKER IN SLED 6

RESOLVING DEMOGRAPHIC CHANGES 10

UPLOADING DOCUMENTS 12

AVAILABLE STUDENT DOCUMENTS 14

CONFLICT RESOLUTION HISTORY AND NOTES 16

RESOLVED DEMOGRAPHIC CONFLICTS 17

LOCKED DEMOGRAPHIC CONFLICTS 17

RESOLUTION STATUS FLOW 18

OSSE DATA ENTRY STANDARDS 19

PURPOSE 19

STUDENT ADDRESS 19

DEMOGRAPHICS 20

ETHNICITY 20

RACE 20

APPENDIX A: RESOURCES 21

APPENDIX B: GLOSSARY 22

APPENDIX C: ACCEPTABLE DOCUMENTS TO RESOLVE DEMOGRAPHIC CONFLICTS 23

3

Introduction

Purpose The LEA Membership Tracker provides real-time notification to Local Education Agencies (LEAs) of

discrepancies within a student’s enrollment record between the LEA’s Student Information System (SIS)

and the authoritative dataset maintained by OSSE. This will reduce the administrative burden on LEAs to

conduct multiple demographic verifications throughout the school year. The LEA Membership Tracker

provides accurate and reliable data and will support a more equitable Uniform Per Student Funding

Formula (UPSFF) payment approach.

LEA Membership Implementation Plan Below is the LEA Membership Tracker implementation plan. This document will focus on the school year

2016-17 implementation of the LEA Membership Tracker. Additional information will be provided

regarding the subsequent school years.

SY16-17

• Membership for PK3-12, Adult and Alternative LEAs

• Simulate payments for PK3-12 LEAs

SY17-18

• Membership for PK3-12, Adult and Alternative LEAs

• Simulate payments for PK3-12 LEAs

• No payment adjustment for PK3-12 LEAs

SY18-19

• Membership for PK3-12, Adult and Alternative LEAs

• Payment Adjustment for PK3-12 LEAs

• No Payment Adjustments for Adult and Alternative LEAs

SY19-20

• Membership for PK3-12, Adult and Alternative LEAs

• Payment for PK3-12, Adult and Alternative LEAs

4

Data Flow

Figure 1: Data Flow Process

How was the Authoritative Dataset Created?

The authoritative dataset is comprised of demographic data from the 2015-16 school year and historic

demographic data. If a student did not attend an LEA during the 2015-16 school year, but previously

attended a District of Columbia public or charter school, OSSE used the most commonly received

demographic data for the student. If a student newly enrolls into a District of Columbia public or charter

school for the first time, the first demographic data received from the LEA will be used to create the

authoritative data for that student.

What Demographic Data will the LEA Membership Tracker Flag?

When a demographic conflict is flagged in the LEA Membership Tracker, the LEA or School Approver will have to resolve the conflict in order for the data to update in SLED. In the school year 2016-17 implementation of the LEA Membership Tracker, the demographic data below will be tracked.

First Name

Last Name Date of Birth

Gender Race

Ethnicity

5

OSSE has created a Data Entry Standard document to assist LEAs with for formatting data in the LEA

Data Collection template when submitting their data to OSSE. For more information, see the OSSE Data

Entry Standards.

Who has Access LEA Membership Tracker?

LEA persons assigned the two user roles below in eSchoolPLUS will have access to the LEA Membership

Tracker after completing trainings for Statewide Longitudinal Education Data (SLED) and LEA

Membership Tracker1.

1. School Approver

2. LEA Approver

It is the LEA’s responsibility to designate staff members in eSchoolPLUS with the LEA or School Approver

role to access the LEA Membership Tracker module in SLED. The user roles are set up in eSchoolPLUS in

the staff table.

OSSE staff who are assigned the user role of State Approver will be given access to the LEA Membership

Tracker to review and either accept or reject supporting documentation.

The user roles are set up in eSchoolPLUS in the staff table.

Screenshot 1: Point of Contact Field in eSchoolPLUS

1 For information on receiving credentials, go to Appendix A: Resources.

6

LEA Membership Tracker in SLED The LEA Membership Tracker is a module within SLED. To access SLED go to https://sled.osse.dc.gov.

Once the LEA or School Approver has logged into SLED, the LEA or School Approver will click on the Data

Management tab located on the navigation bar and then click on Demographic Conflicts Management.

Screenshot 2: Data Management Tab in SLED

For the LEA Approver, the LEA Demographic Conflicts Summary page displays the number of conflicts

detected for an LEA and the current resolution status. For an explanation of the statuses, see

7

Appendix B: Glossary.

Screenshot 3: LEA Demographic Conflicts Summary

Note: For the School Approver, the School Demographic Conflicts Summary page displays.

8

Screenshot 4: LEA Demographic Conflict Summary Table

1. On the LEA Demographic Conflicts Summary table, click on the icon to export the entire

demographic conflicts list for the LEA.

2. Click on the conflict status counts to view the demographic conflicts associated with that status.

Screenshot 5: LEA Demographic Conflicts Summary by School

3. On the LEA Demographic Conflicts Summary by School table, click on a conflict status count to

view the demographic conflicts in that status for that school. See Screenshot 6: Active

Demographic Conflicts Table.

4. Click on the school name in the Attending School column to go to the School Demographic

Conflicts Summary for the school selected. See Screenshot 7: School Demographic Conflicts

Summary Page.

4 3

1

2

9

Screenshot 7: School Demographic Conflicts Summary Page

Screenshot 8: Active Demographic Conflicts Table

10

Resolving Demographic Changes In order to resolve a conflict, click on the student’s USI and the Student Demographic Conflicts Details page will appear. On the Student Demographic Conflict Details page, the demographic conflicts will display in red. In the

example below, the Authoritative Demographic column lists the student’s first name as Student1;

however, the LEA’s SIS, has the student’s first name as Student234.

To view the student’s authoritative demographic and current enrollment information, click on the

student’s USI. A pop-up window will appear with the Student Details. See below.

Screenshot 9: Student with one demographic conflict

Screenshot 10: Student Authoritative Demographic and Enrollment Information

11

Screenshot 11: Addressing Demographic Conflicts

If the LEA or School Approver wants to address one of the demographic conflicts, they must:

1. Click the link of the demographic conflict type.

2. The page will refresh and the Selected Conflict bar will update with the conflict information.

3. The Demographic Conflict Resolution History and Notes will apply to the conflict selected.

1

2

3

12

Uploading Documents In order for the LEA/School to correct a discrepancy, the LEA/School can either:

1. Upload the appropriate documentation and request for OSSE to change the authoritative

demographic data; or

2. If this was an error, select the Error in SIS button.

Screenshot 12: Available Student Documents

To provide OSSE with supporting documentation for the authoritative Demographic change:

1. Use the Available Student Documents section on the Student Demographic Conflicts Details

page to upload a PDF document.

2. Click Add Document and Submit button.

Screenshot 13: Manage Student Document

1

2

13

3. Complete all required fields.

4. Upload additional supporting documents as needed. See

14

6. Appendix C: Acceptable Documents to Resolve Demographic Conflict for the approved

documents that may be uploaded to resolve conflicts in the LEA Membership Tracker.

7. If a student has more than one demographic conflict, the LEA or School Approver may submit

documentation to support all or some of the Demographic conflicts.

8. Check the demographic conflicts the documents will be applied to.

9. Click one of the three buttons:

Save to save the document to the student record.

Save and Submit to submit the demographic conflict to OSSE for review. If the LEA or

School Approver makes this selection, the conflict cannot be modified.

Close to exit the window.

Available Student Documents

Screenshot 14: Document Uploaded to Available Student Documents Section

The Available Student Documents section displays all documents uploaded for the student.

1. Any documents in this section can be used to resolve a demographic conflict.

2. Only the LEA or School Approver that uploaded documents may edit or delete those documents.

3. Once the LEA or School Approver submits the document to OSSE for review, the LEA or School

Approver is unable to modify the document.

4. All documents uploaded by an LEA will be available to that LEA when the student is enrolled at

that LEA. The documents will be available to resolve any demographic conflicts.

15

Screenshot 15: Error in SIS and Request Data Change

Once the file has been uploaded and if the Save button was clicked, the LEA or School Approver will see

the Request Data Change button. Prior to uploading a document, this button is not visible. Once all

supporting documents for a demographic conflict have been uploaded, click the Request Data Change

button to have OSSE review the documents.

If the demographic conflict flagged by the LEA Membership Tracker is an error that will be corrected in

the LEA’s SIS, select the Error in SIS button. Once the SIS updates and the demographic conflict is

resolved, the demographic conflict will close but will be viewable via the Conflict History link on the

Student Demographic Conflicts Details page. See Screenshot 18: Student Demographic Conflict History.

The LEA or School Approver can select the Back button to go to the Open Demographic Conflicts Roster

for the school.

TIP: If the Error in SIS button is selected by mistake, even after confirming this selection, the LEA or

School Approver can update the record by uploading documents to the Available Student Documents

section. See Screenshot 12: Available Student Documents. However, once the record is sent to OSSE

for approval, this functionality is not available.

16

Conflict Resolution History and Notes

The LEA or School Approver may provide comments and notes for a specific demographic conflict in the

Conflict Resolution Notes section. All notes are visible to the State Approver.

Screenshot 16: Conflict Resolution Notes

To view the progress of a demographic conflict, go to the Demographic Conflict Resolution History

section.

Screenshot 17: Demographic Conflict Resolution History

17

Resolved Demographic Conflicts To view the resolved demographic conflicts for the student, the LEA or School Approver can click on the

View History link under Demographic Conflict History on the Student Demographic Conflict Details page.

Screenshot 18: Student Demographic Conflict History

Screenshot 19: Student Demographic Conflict History

Click on the View Active Conflicts button to return to the Student Demographic Conflicts Details page.

Locked Demographic Conflicts A demographic conflict maybe locked if the student is duplicatively enrolled at an LEA or if invalid

demographic data was entered for the student. If a demographic conflict is locked, the LEA must resolve

the demographic conflict prior to modifying the authoritative demographic data for the student.

The student’s demographic conflict summary page will list the reason for the locked demographic

conflict. See below.

Screenshot 20: Locked Demographic Conflicts

18

Resolution Status Flow Once an LEA has clicked Request Data Change button there are several possible outcomes:

Figure 2: LEA or School Approver Requests Demographic Change

If the State Approver rejects the request:

The LEA can upload additional documents and resubmit; or

Correct the demographic data in their SIS

If an LEA selects Error in SIS, see below.

Figure 3: Error in SIS

The LEA Membership Tracker may automatically close a demographic conflict for the following reasons:

Demographic conflict is

flagged and is in the

Unresolved status

LEA/School Approver request

demographic change. Status

changes to Authoritative

Change Request

The State Approver reviews

documents

The State approves change

Status changes to

Authoritative Change

Accepted

The conflict is closed out

LEA/School Approver selects Error In SIS

Status changes to SIS Change Pending

Once SIS change comes through and

corrects the conflict. Status changes to SIS

Corrected

Conflict is closed out

19

1. The USI not in the roster (i.e. this happens when student record was deleted in the LEA SIS or

dropped from the enrollment feed)

2. SIS Corrected (i.e. this happens when the LEA or School Approver corrects the LEA SIS to reflect

what is in the Authoritative demographic dataset)

If the LEA Membership Tracker automatically closes a demographic conflict, for the reasons listed above, the resolution status will state System Closed and the conflict will be removed from the Active Demographic Conflict list. The LEA or School Approver may view closed demographic conflicts on the LEA Demographic Conflicts Summary page by clicking SIS Corrected.

Screenshot 21: SIS Corrected Conflicts

OSSE Data Entry Standards

Purpose

This document addresses the requirements for formatting in the data collections from local education

agencies (LEAs) and community based organizations (CBOs) to the Office of State Superintendent of

Education (OSSE). This will allow for consistency in data for reporting and analysis throughout the

District. In addition, the formats explained in definitions and demonstrated in permitted values will

decrease the need for data corrections in error reports and data validation throughout the year.

Student Address Term Definition Permitted

Values

Street Address The local building number and street name where the student resides. The address must include any designation that may be required to contact the family (e.g., building name, city quadrant, street directional (S, SE, SW, etc) Examples:

810 1ST STREET NE

1234 4TH AVE NW

Street Number Street Name Quadrant: NE, NW, SE, SW Unit number

City The city that corresponds with the above street address where the student resides. No incorrect spellings or abbreviations will be accepted for any city.

Washington (other city name)

State The state that corresponds with the above street address and city where the student resides. Two letter abbreviation is the only format accepted, no punctuation

DC VA MD (other state)

Zip Code The 5 digit zip code that corresponds with the above street address, city, and state where the student resides. Inclusion of the ZIP+4 Code will be accepted.

E.g. 20001 or 20002-4227

20

Demographics Term Definition Permitted

Values

First Name The legal First Name of the student. It is the name given to an individual after birth (e.g., birth, baptism, or other naming ceremony certificate; or birth verification document) or through legal action (e.g., marriage, divorce, adoption, or through legal name change).

All values are permitted.

Last Name The legal Last Name of the student. The Student Legal Last Name is the name born in common by members of a person’s family, or the last name recognized as the formal and consistent last name given to a person after birth (e.g., birth, baptism, or other naming ceremony certificate; or birth verification document) or through legal action (e.g., marriage, divorce, adoption, or name change).

All values are permitted.

Date of Birth (DOB)

The month, day, and year on which a person was born based on the Gregorian calendar.

Formatting: MM/DD/YYYY

Gender A coded value representing the person's gender. Gender (Male or Female) is a person's actual sex or perceived sex and includes a person's perceived identity, appearance or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with a person's sex at birth.

F M

Ethnicity Term Definition Permitted

Values

Hispanic or Latino

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

H

Not Hispanic or Latino

A person that is not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

N

Race Term Definition Permitted

Values

American Indian and Alaska Native

A person having origins in any of the original peoples of North and South America (including Central America) and who maintain tribal affiliation or community attachment.

AM

Asian A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. It includes “Asian Indian,” “Chinese,” “Filipino,” “Korean,” “Japanese,” “Vietnamese,” and “Other Asian.”

AS

Black or African American

A person having origins in any of the Black racial groups of Africa. It includes people who indicate their race as “Black, African Am., or Negro,” or provide written entries such as African American, Afro American, Kenyan, Nigerian, or Haitian.

BL

Native Hawaiian or Other Pacific Islander

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. It includes people who indicate their race as “Native Hawaiian,” “Guamanian or Chamorro,” “Samoan,” and “Other Pacific Islander.”

PI

White

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. It includes people who indicate their race as

WH

21

“White” or report entries such as Irish, German, Italian, Lebanese, Near Easterner, Arab, or Polish.

Appendix A: Resources Title Location

1. OSSE Support Tool – Questions and technical

assistance inquiries should be sent to the OSSE

Support Tool.

For access to the OSSE Support Tool, please send an

email to OSSE.DARTraining@dc.gov

2. Guidance on setting up Points of Contacts in

eSchoolPLUS

http://osse.dc.gov/node/1179356

3. SLED Access To receive SLED credentials, send an email to

sled.info@dc.gov.

4. Unified Data Errors http://osse.dc.gov/publication/2016-17-school-

year-unified-data-errors

22

Appendix B: Glossary Demographic Conflict Status Definition

Authoritative Change Accepted Status is set to “Authoritative Change Accepted" when the State Approver

approves the demographic conflicts and the changes are saved into the

Authoritative Dataset.

Authoritative Change Rejected Status is set to "Authoritative Change Rejected" when the State Approver

rejects the demographic changes approved and forwarded by the LEA or

School Approver.

Locked The locked column indicates if the demographic conflict has been locked

from edits and approval.

System automatically locks a demographic conflict when errors such as dual

enrollment error, invalid data error occurs while the conflict is active.

The demographic conflict is automatically unlocked by the System when the

error is resolved.

Unresolved The LEA Membership Tracker automatically assigns "Unresolved" status

when a new student demographic conflict is created.

SIS Change Pending Status is set to "SIS Change Pending" when the LEA or School Approver

confirms that the conflicts are due to an error in the SIS.

Note: The LEA/School needs to fix the demographic data in the SIS so it

matches with the Authoritative Dataset.

SIS Corrected The LEA Membership Tracker automatically assigns "SIS Corrected" status

when the demographic data in the SIS is updated to match the Authoritative

Dataset.

23

Appendix C: Acceptable Documents to Resolve Demographic Conflicts The table below lists the supporting documents that may be uploaded to resolve demographic conflicts

in the LEA Membership Tracker.

First Name Last Name Date Of Birth Gender Ethnicity Race

Adoption Forms Adoption

Forms

Adoption Forms Adoption Forms LEA Enrollment

Form

LEA Enrollment

Form

Baptismal or

Church

Certification

Baptismal or

Church

Certification

Baptismal or

Church

Certification

Baptismal or

Church

Certification

Master Student

Demographic

Data Change

Affirmation

Form

Master Student

Demographic

Data Change

Affirmation

Form

Birth Certificate Birth

Certificate

Birth Certificate Birth Certificate

Court Order Court Order Court Order Court Order

Driver’s License Driver’s License Driver’s License Driver’s License

Hospital

Certificate

Hospital

Certificate

Hospital

Certificate

Hospital

Certificate

Marriage

License

Marriage

License

Marriage

License

Marriage

License

Master Student

Demographic

Data Change

Affirmation

Form

Master Student

Demographic

Data Change

Affirmation

Form

Master Student

Demographic

Data Change

Affirmation

Form

Master Student

Demographic

Data Change

Affirmation

Form

Naturalization

Forms

Naturalization

Forms

Naturalization

Forms

Naturalization

Forms

Passport Passport Passport Passport

Physician's

Certificate

Physician's

Certificate

Physician's

Certificate

Physician's

Certificate

Residency

Verification

Form

Residency

Verification

Form

Residency

Verification

Form

Residency

Verification

Form

State ID State ID State ID State ID

Visa Visa Visa Visa

Ward of State

Documentation

Ward of State

Documentation

Ward of State

Documentation

Ward of State

Documentation