P-223 Troubleshooting and Audit Reports

1. P-223 Troubleshooting and Audit Reports Presented by Dawn Satterwhite NWRDC Many times in the Data Center we are asked about what reports buildings and districts should be keeping with regard to their Monthly Enrollment. This is usually a key area of any State Audit. WSIPC has made some significant changes to the P-223 with an eye toward audits. This year the Enrollment Detail Report was added to the Entity and District level as a printable report (previously only available as part of the Microfiche file). In the March 2008 release, the hours on courses was changed to minutes and placed on the sections. We will discuss these items in more detail later in the presentation Your handout has specific information that you can use to go back to your building and run each of the reports described today. It gives you the menu path in WESPaC to get to the report as well as recommended options. There are also helpful notes and troubleshooting tips throughout. As we go through these reports, keep in mind, that each district is different and may have already established business practices. Please do not deviate from what your district has asked you to do or provide to them. If you feel what you get from today is valuable and is not currently in use in your district, please give the information to those who make the decisions in your district on your enrollment reporting.Many times in the Data Center we are asked about what reports buildings and districts should be keeping with regard to their Monthly Enrollment. This is usually a key area of any State Audit. WSIPC has made some significant changes to the P-223 with an eye toward audits. This year the Enrollment Detail Report was added to the Entity and District level as a printable report (previously only available as part of the Microfiche file). In the March 2008 release, the hours on courses was changed to minutes and placed on the sections. We will discuss these items in more detail later in the presentation Your handout has specific information that you can use to go back to your building and run each of the reports described today. It gives you the menu path in WESPaC to get to the report as well as recommended options. There are also helpful notes and troubleshooting tips throughout. As we go through these reports, keep in mind, that each district is different and may have already established business practices. Please do not deviate from what your district has asked you to do or provide to them. If you feel what you get from today is valuable and is not currently in use in your district, please give the information to those who make the decisions in your district on your enrollment reporting.

2. Verification Report Options Entity Counts Enrollment Discrepancy Report Entry/Withdrawal Report Student Cross Reference or Data Mining Report Enrollment Report (Attendance) Here are a few of the reports that can be used for verification of the data contained in the P-223 summary counts. Information from these reports are used to help you evaluate your data and ensure that the proper enrollment numbers are reported. The first two reports will be used to �prescreen� your data. The last three options are used to validate your report. Here are a few of the reports that can be used for verification of the data contained in the P-223 summary counts. Information from these reports are used to help you evaluate your data and ensure that the proper enrollment numbers are reported. The first two reports will be used to �prescreen� your data. The last three options are used to validate your report.

3. 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) These are the report sections of the P-223 if all Student Options are selected. Student options can be omitted if they do not apply to your entity. Summary Counts appear by Entity by School. The first section is a grand totals section, and then a section for each school within the entity appears. If there is only one school within the entity, both sections still appear in the report (but should have the same numbers on each). Vocational and Skills Center Class Summaries display the number of students (by grade, by gender) that are enrolled in Vocational or Skills Center classes. Bilingual Program � LEP receiving services or WA/NCLB BLE with appropriate entity and dates. Also displays Language from student�s General 1 screen Students Without Schedules � Entities set to Base P-223 on Schedule will have students without schedules appear on this report. These students WILL NOT be included in the Headcount or FTE until schedules are entered for them. Entity Warnings: FTE lists all students being reported as less than 100% enrolled Student Status Conflicts: Lists students with status or entry withdrawal conflicts. These must be resolved if the student is to be counted on the report. Vocational and Skills Center Class Lists display each Vocational or Skills Center Course and students enrolled in those classes. Lists all section and meets information, as well as Academic Minutes and CIP Code (for Vocational Classes). Enrollment Detail Report � Lists all students included in the headcount and FTE data by grade level. The * next to the Percent Enrolled FTE or the Calculated FTE identifies which FTE value is included in the counts. For entities using Base P-223 on Schedule, the student�s current term schedule is printed. Including this report alone can satisfy most audit queries. Recommend selecting this report option on the FINAL run of the day that will be saved (Saving will be discussed later). Parameter Page (last page of report) prints all of the selections made for the report options.These are the report sections of the P-223 if all Student Options are selected. Student options can be omitted if they do not apply to your entity. Summary Counts appear by Entity by School. The first section is a grand totals section, and then a section for each school within the entity appears. If there is only one school within the entity, both sections still appear in the report (but should have the same numbers on each). Vocational and Skills Center Class Summaries display the number of students (by grade, by gender) that are enrolled in Vocational or Skills Center classes. Bilingual Program � LEP receiving services or WA/NCLB BLE with appropriate entity and dates. Also displays Language from student�s General 1 screen Students Without Schedules � Entities set to Base P-223 on Schedule will have students without schedules appear on this report. These students WILL NOT be included in the Headcount or FTE until schedules are entered for them. Entity Warnings: FTE lists all students being reported as less than 100% enrolled Student Status Conflicts: Lists students with status or entry withdrawal conflicts. These must be resolved if the student is to be counted on the report. Vocational and Skills Center Class Lists display each Vocational or Skills Center Course and students enrolled in those classes. Lists all section and meets information, as well as Academic Minutes and CIP Code (for Vocational Classes). Enrollment Detail Report � Lists all students included in the headcount and FTE data by grade level. The * next to the Percent Enrolled FTE or the Calculated FTE identifies which FTE value is included in the counts. For entities using Base P-223 on Schedule, the student�s current term schedule is printed. Including this report alone can satisfy most audit queries. Recommend selecting this report option on the FINAL run of the day that will be saved (Saving will be discussed later). Parameter Page (last page of report) prints all of the selections made for the report options.

4. P-223 Report - Summary Summary Counts Headcount FTE Additional Student Counts Running Start Bilingual Vocational Skills Center The Summary information on the P-223 report includes the Headcount and reported FTE counts. Additional Student counts that can be selected (and usually are based on your district) for Running Start, Bilingual, Vocational, and Skills Center. Running Start � requires student to have at least 1 class in their schedule marked as Running Start (whether entity has Base P-223 on Schedule selected or not). Uses % enrolled to determine if student is full time (0% enrolled) or part time (>0% enrolled). Bilingual � Looks at Student Programs (Funding Source BLE) or Limited English Proficiency (Receiving Services), looking at both start and end dates. It also displays the language code from the General #1 screen for the student. Vocational � Base P-223 on Schedule, Student�s schedule for current term, Courses marked as Vocational with a Valid CIP code. Displays total FTE for all qualifying Vocational classes. Skills Center � Base P-223 on Schedule, Student�s schedule for current term, Courses marked with Skills Center as Course Type. Displays total FTE for all qualifying Skills Center classes.The Summary information on the P-223 report includes the Headcount and reported FTE counts. Additional Student counts that can be selected (and usually are based on your district) for Running Start, Bilingual, Vocational, and Skills Center. Running Start � requires student to have at least 1 class in their schedule marked as Running Start (whether entity has Base P-223 on Schedule selected or not). Uses % enrolled to determine if student is full time (0% enrolled) or part time (>0% enrolled). Bilingual � Looks at Student Programs (Funding Source BLE) or Limited English Proficiency (Receiving Services), looking at both start and end dates. It also displays the language code from the General #1 screen for the student. Vocational � Base P-223 on Schedule, Student�s schedule for current term, Courses marked as Vocational with a Valid CIP code. Displays total FTE for all qualifying Vocational classes. Skills Center � Base P-223 on Schedule, Student�s schedule for current term, Courses marked with Skills Center as Course Type. Displays total FTE for all qualifying Skills Center classes.

5. 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 Headcount � Includes all Active Students where the Default Entity is set to YES (Entity Tab). Base P-223 on Schedule � Used for schools that schedule their students into multiple periods a day. Uses the minutes on the section to calculate FTE. Base P-223 on Schedule is usually not selected for elementary schools (who may schedule for attendance or gradebook, but not FTE), and some Alternative Schools (contract based, home partnership, etc.). Students in these types of entities will use the Percent Enrolled field on the Entry/Withdrawal tab. Status changes are used to modify a student�s percent enrolled to keep a historical record of changing FTE values. The Reported FTE is that the logic of the P-223 uses to calculate the total FTE values on the Summary Counts page. This may be the Calculated FTE or the Percent Enrolled. On the Enrollment Detail and the Entity Warnings: FTE reports this reported FTE is designated with an *. Refer to WESPaC online help for specifics regarding Reported FTEHeadcount � Includes all Active Students where the Default Entity is set to YES (Entity Tab). Base P-223 on Schedule � Used for schools that schedule their students into multiple periods a day. Uses the minutes on the section to calculate FTE. Base P-223 on Schedule is usually not selected for elementary schools (who may schedule for attendance or gradebook, but not FTE), and some Alternative Schools (contract based, home partnership, etc.). Students in these types of entities will use the Percent Enrolled field on the Entry/Withdrawal tab. Status changes are used to modify a student�s percent enrolled to keep a historical record of changing FTE values. The Reported FTE is that the logic of the P-223 uses to calculate the total FTE values on the Summary Counts page. This may be the Calculated FTE or the Percent Enrolled. On the Enrollment Detail and the Entity Warnings: FTE reports this reported FTE is designated with an *. Refer to WESPaC online help for specifics regarding Reported FTE

6. Default Entity and % Enrolled This chart (from Online help) clearly shows the relationship with Default Entity and % Enrolled and which counts the student will be included in.This chart (from Online help) clearly shows the relationship with Default Entity and % Enrolled and which counts the student will be included in.

7. P-223 Data Elements Grade Enrollment Status Percent Enrolled Resident District Bilingual (Page 10) Grade � The P-223 looks at the Grade from the General #1 screen for a student. It uses this grade level to determine the State defined Minutes per Week that equal a Full time equivalent. Enrollment Status � Students must be Active in order to count on the P-223. The entry/withdrawal should reflect a current enrollment with no current withdrawal data on the record for the school the student is being counted in. Percent Enrolled � The system defaults to 100 unless a different number is entered (or set in the default values when adding students). Resident District should not be changed unless the District Office has specifically identified students being counted in another district. Bilingual looks at Student Programs (Funding Source BLE) or Limited English Proficiency (Receiving Services), looking at both start and end dates. It also displays the language code from the General #1 screen for the student. (Page 10) Grade � The P-223 looks at the Grade from the General #1 screen for a student. It uses this grade level to determine the State defined Minutes per Week that equal a Full time equivalent. Enrollment Status � Students must be Active in order to count on the P-223. The entry/withdrawal should reflect a current enrollment with no current withdrawal data on the record for the school the student is being counted in. Percent Enrolled � The system defaults to 100 unless a different number is entered (or set in the default values when adding students). Resident District should not be changed unless the District Office has specifically identified students being counted in another district. Bilingual looks at Student Programs (Funding Source BLE) or Limited English Proficiency (Receiving Services), looking at both start and end dates. It also displays the language code from the General #1 screen for the student.

8. P-223 Data Elements (cont�d) For Scheduled Schools Student�s Current Schedule Instructional Minutes for Sections Base P-223 on Schedule (Page 11) WESPaC will look at each class included in a student�s schedule to calculate total instructional minutes. From the schedule, the FTE percentage is calculated based on the current term. The instructional minutes for Courses/Sections reflects the minutes per week that the course meets during the periods offered. Academic minutes on the Course is used to default minutes on any newly added Section. The Academic minutes on the Section (Miscellaneous tab) is used to calculate the student�s FTE. Base P-223 on Schedule in the Entity Maintenance area determines whether WESPaC looks at the calculated minutes on the sections of a student�s schedule or uses the Percent Enrolled on students� Entry/Withdrawal records.(Page 11) WESPaC will look at each class included in a student�s schedule to calculate total instructional minutes. From the schedule, the FTE percentage is calculated based on the current term. The instructional minutes for Courses/Sections reflects the minutes per week that the course meets during the periods offered. Academic minutes on the Course is used to default minutes on any newly added Section. The Academic minutes on the Section (Miscellaneous tab) is used to calculate the student�s FTE. Base P-223 on Schedule in the Entity Maintenance area determines whether WESPaC looks at the calculated minutes on the sections of a student�s schedule or uses the Percent Enrolled on students� Entry/Withdrawal records.

9. 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 (Page 11) FOLLOW THE PROCEDURES SET FORTH IN YOUR DISTRICT. THE BELOW RECOMMENDATIONS ARE GUIDELINES. Withdraw all students that have left the building Prior to Count Day. If a student�s last day falls on count day, DO NOT withdraw the student until after the P-223 has been completed at both the Entity and the District. Add all new students that have entered prior to and on count day. Make all schedule changes that occurred prior to count day. If schedule changes are occurring on count day, set a cut-off time where all schedule changes must cease until after all final P-223 reports have been completed at both the Entity and the District. This includes all personnel making schedule changes � Registrars, Counselors, Secretaries, etc.(Page 11) FOLLOW THE PROCEDURES SET FORTH IN YOUR DISTRICT. THE BELOW RECOMMENDATIONS ARE GUIDELINES. Withdraw all students that have left the building Prior to Count Day. If a student�s last day falls on count day, DO NOT withdraw the student until after the P-223 has been completed at both the Entity and the District. Add all new students that have entered prior to and on count day. Make all schedule changes that occurred prior to count day. If schedule changes are occurring on count day, set a cut-off time where all schedule changes must cease until after all final P-223 reports have been completed at both the Entity and the District. This includes all personnel making schedule changes � Registrars, Counselors, Secretaries, etc.

10. 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 (Page 12) Verify the student�s schedule or Percent Enrolled reflects the proper FTE for students attending part-time. Students can only be counted up to the State�s minutes per week values. Schools that have schedules longer than the minimum minutes per week can still only count students up to 100% in those entities. (Page 12) Verify the student�s schedule or Percent Enrolled reflects the proper FTE for students attending part-time. Students can only be counted up to the State�s minutes per week values. Schools that have schedules longer than the minimum minutes per week can still only count students up to 100% in those entities.

11. 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 Run the P-223 for the building to verify counts and exceptions. Check all of the pages that print for your entity. (Pages 5-7) The Entity Counts reflect the number of Active Students in an Entity, by grade level. The current Count and Unduplicated Count numbers are key to reconcile the headcount numbers on the P-223. The difference in students from the Current Count and Unduplicated reflect students that are non-defaulted in the entity (usually shared students). Verify these students every month. The packet outlines a quick way to identify these students using the student range screen and can also be identified in a Data Mining report (shown later). In August (after rollups have been completed), this is an extremely valuable area that can be used to identify students that may have been transferred to another building and may still be active (and non-defaulted) in their old buildings. Verify all students on the Students without a Schedule (13), Student Status Conflict (28) and the Entity Warnings: FTE reports (14-27). Students appearing on the Students without a Schedule and Status Conflict report WILL NOT be included in the Headcount or FTE for the entity (or district). Correct any information and re-run the P-223 until all counts and exceptions have been verified. On the final run, include the Enrollment Detail Report under the Student Count options. Use the worksheet on page 14 to assist in validating numbers if you find discrepancies.Run the P-223 for the building to verify counts and exceptions. Check all of the pages that print for your entity. (Pages 5-7) The Entity Counts reflect the number of Active Students in an Entity, by grade level. The current Count and Unduplicated Count numbers are key to reconcile the headcount numbers on the P-223. The difference in students from the Current Count and Unduplicated reflect students that are non-defaulted in the entity (usually shared students). Verify these students every month. The packet outlines a quick way to identify these students using the student range screen and can also be identified in a Data Mining report (shown later). In August (after rollups have been completed), this is an extremely valuable area that can be used to identify students that may have been transferred to another building and may still be active (and non-defaulted) in their old buildings. Verify all students on the Students without a Schedule (13), Student Status Conflict (28) and the Entity Warnings: FTE reports (14-27). Students appearing on the Students without a Schedule and Status Conflict report WILL NOT be included in the Headcount or FTE for the entity (or district). Correct any information and re-run the P-223 until all counts and exceptions have been verified. On the final run, include the Enrollment Detail Report under the Student Count options. Use the worksheet on page 14 to assist in validating numbers if you find discrepancies.

12. 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

13. District Procedures District Exceptions: FTE District Exceptions: Default Entity (new) Building validation Enrollment Detail Report Create Microfiche File Create Electronic File At the district level, the entity range is set wide open and excludes entity 999. If an entity falls within the range, even though the school that may be associated with that entity is excluded on the School Selection option, any enrollment discrepancies from those included entities will appear on the District Exceptions: FTE report. This report appears after all of the class lists, but before the Enrollment Detail report. Use the Enrollment Discrepancy Report (Page 8) to find students in multiple entities with Percent Enrolled values over 100%. THIS REPORT DOES NOT USE THE SAME LOGIC AS THE P-223 TO IDENTIFY CALCULATED FTE. It only reflects the Percent Enrolled values. Some districts Hard Code their shared students with a set FTE value on the Entry/Withdrawal to prevent calculated FTE issues across entities. The District Exceptions: Default Entity report is a new report that lists students that do not have a default entity and they are active in one of the entities included on the report OR they are not active in their default entity and the default entity or any entity in which the student is active is included in the report. Make sure you have a process in place to validate whether the buildings have verified their data prior to running the district level report. This can be accomplished by having the buildings �save� their Final entity P-223 reports in the View Saved Reports area, or any other means of communication you set forth (email, phone, etc.). Should have a cut-off time when the district expects all changes to cease, final reports run, so the district can run and verify/validate their numbers by the end of the count day. The Enrollment Detail Report should be included in the District�s report as well (usually selected on the Final run for count day). This report identifies the students that were included in the counts for the entities, including student schedules for those buildings using the Base P-223 on Schedule option. The Create Microfiche file creates a text file of the complete district report and places it in the Export directory of the District. This file could then be burned to a CD (making it a read-only file) for audit purposes. Creating the Electronic File allows districts to have the enrollment information created in an extract file and �moved� to the OSPI servers so they may access the enrollment data within OSPI�s EDS (SAFS) system. This option will overwrites existing data in EDS for the month being reported.At the district level, the entity range is set wide open and excludes entity 999. If an entity falls within the range, even though the school that may be associated with that entity is excluded on the School Selection option, any enrollment discrepancies from those included entities will appear on the District Exceptions: FTE report. This report appears after all of the class lists, but before the Enrollment Detail report. Use the Enrollment Discrepancy Report (Page 8) to find students in multiple entities with Percent Enrolled values over 100%. THIS REPORT DOES NOT USE THE SAME LOGIC AS THE P-223 TO IDENTIFY CALCULATED FTE. It only reflects the Percent Enrolled values. Some districts Hard Code their shared students with a set FTE value on the Entry/Withdrawal to prevent calculated FTE issues across entities. The District Exceptions: Default Entity report is a new report that lists students that do not have a default entity and they are active in one of the entities included on the report OR they are not active in their default entity and the default entity or any entity in which the student is active is included in the report. Make sure you have a process in place to validate whether the buildings have verified their data prior to running the district level report. This can be accomplished by having the buildings �save� their Final entity P-223 reports in the View Saved Reports area, or any other means of communication you set forth (email, phone, etc.). Should have a cut-off time when the district expects all changes to cease, final reports run, so the district can run and verify/validate their numbers by the end of the count day. The Enrollment Detail Report should be included in the District�s report as well (usually selected on the Final run for count day). This report identifies the students that were included in the counts for the entities, including student schedules for those buildings using the Base P-223 on Schedule option. The Create Microfiche file creates a text file of the complete district report and places it in the Export directory of the District. This file could then be burned to a CD (making it a read-only file) for audit purposes. Creating the Electronic File allows districts to have the enrollment information created in an extract file and �moved� to the OSPI servers so they may access the enrollment data within OSPI�s EDS (SAFS) system. This option will overwrites existing data in EDS for the month being reported.

14. 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 (Page 15)(Page 15)

15. 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 As discussed in the District Procedures, saving the P-223 Report is an option to save an electronic version of your entity�s or district report and be able to access this report via WESPaC. If a printed copy of your report gets misplaced and you had previously saved your monthly report, you could access your report via the View Saved Reports area and view or print your report. The report is saved as a �snapshot in time� based on the time the report was generated. They are read-only versions of the report (they cannot be edited within the View Saved Reports area). It is recommended that if you run any of the other verification reports, that they too be saved for viewing later. These reports would not have to be printed, but just have access to them. Procedures for Saving and Viewing Saved Reports are on pages 18-20 of your handout (with screen shots).As discussed in the District Procedures, saving the P-223 Report is an option to save an electronic version of your entity�s or district report and be able to access this report via WESPaC. If a printed copy of your report gets misplaced and you had previously saved your monthly report, you could access your report via the View Saved Reports area and view or print your report. The report is saved as a �snapshot in time� based on the time the report was generated. They are read-only versions of the report (they cannot be edited within the View Saved Reports area). It is recommended that if you run any of the other verification reports, that they too be saved for viewing later. These reports would not have to be printed, but just have access to them. Procedures for Saving and Viewing Saved Reports are on pages 18-20 of your handout (with screen shots).

16. Entry/Withdrawal Reports Specific Date Range Run Entry and Withdrawal separately Verifies data from month to month (Pages 21-22) These reports are generated to identify students that have entered or withdrawn during a specific date range. They are very beneficial when trying to reconcile the P-223 from month to month. These reports identify increases or decreases in the head count for an entity in a given month. The reports are also additional validation for auditors for differences from month to month on your reports. It is recommended that the Entry and Withdrawal reports be run separately. Based on the range screens used, it can be difficult to ensure that all students that qualify as an entry or withdrawal appear on the report correctly when combined. Be sure to check the notes area next to the procedures for tips on running each report.(Pages 21-22) These reports are generated to identify students that have entered or withdrawn during a specific date range. They are very beneficial when trying to reconcile the P-223 from month to month. These reports identify increases or decreases in the head count for an entity in a given month. The reports are also additional validation for auditors for differences from month to month on your reports. It is recommended that the Entry and Withdrawal reports be run separately. Based on the range screens used, it can be difficult to ensure that all students that qualify as an entry or withdrawal appear on the report correctly when combined. Be sure to check the notes area next to the procedures for tips on running each report.

17. Student Cross-Reference List Active Students Limited Details Summary and Detail options (Pages 23-24) The student cross-reference report is a very simple report that displays all active students in an entity. It does have options in the range screen for selecting a range of default entities, but that information does not display on the report. There are very limited data elements that print on the report. The report should be sorted by grad year and then by student (same sort as P-223 FTE Warning and Enrollment Detail reports). There is a summary and detail version of the report.(Pages 23-24) The student cross-reference report is a very simple report that displays all active students in an entity. It does have options in the range screen for selecting a range of default entities, but that information does not display on the report. There are very limited data elements that print on the report. The report should be sorted by grad year and then by student (same sort as P-223 FTE Warning and Enrollment Detail reports). There is a summary and detail version of the report.

18. Data Mining Student List Specific Data Identify Non-Default Entity Students Verify % enrolled on E/W record Verify counts per grade level (Pages 25-27) Can use same criteria for Cross-Reference List, however, Data Mining can be used to bring in more enrollment specific data in order to validate student enrollment numbers. Specifically, identifying a students Default entity (if different than the current entity), Percent Enrolled information on the Entry/Withdrawal Records, and counts per grade level. A sample report is included in your handout. (Pages 25-27) Can use same criteria for Cross-Reference List, however, Data Mining can be used to bring in more enrollment specific data in order to validate student enrollment numbers. Specifically, identifying a students Default entity (if different than the current entity), Percent Enrolled information on the Entry/Withdrawal Records, and counts per grade level. A sample report is included in your handout.

19. 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 (Page 28) The Enrollment Report allows users to generate a list of students that were enrolled as of a specific date. The report does print an ethnic breakdown of students included on the report (helpful for validating P-105 numbers). This report is helpful if your main validation reports (P-223 Enrollment Detail or Student Lists) cannot be located. Cautions for this report: It displays students with their Current Grade level, not the grade level at the time of the specific date the report is being run for. If you are generating this report for previous school years, the suggestion is running the report one grad year at a time, especially if students included are students that may have graduated. (Page 28) The Enrollment Report allows users to generate a list of students that were enrolled as of a specific date. The report does print an ethnic breakdown of students included on the report (helpful for validating P-105 numbers). This report is helpful if your main validation reports (P-223 Enrollment Detail or Student Lists) cannot be located. Cautions for this report: It displays students with their Current Grade level, not the grade level at the time of the specific date the report is being run for. If you are generating this report for previous school years, the suggestion is running the report one grad year at a time, especially if students included are students that may have graduated.

20. Optional Lists Excel Pen/paper Entries Withdrawals Status Changes Running Totals (Page 29) Sample Optional Lists are displayed on pages 29 and 30. More information that is not kept in WESPaC can be included on these reports/files (when records were sent, or records request mailed, when records were received, were withdrawals or adds made in WESPaC, etc.)(Page 29) Sample Optional Lists are displayed on pages 29 and 30. More information that is not kept in WESPaC can be included on these reports/files (when records were sent, or records request mailed, when records were received, were withdrawals or adds made in WESPaC, etc.)

21. 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 Pages 31-33 lists reports in WESPaC that can be used as validation tools for not only basic Enrollment, but other auditable areas such as Attendance, Special Ed, Alternative Learning, Running Start, and Vocational Education. The WAC references come from the Enrollment Reporting Handbook from OSPI and the WESPaC reports listed display the path to locate the suggested reports.Pages 31-33 lists reports in WESPaC that can be used as validation tools for not only basic Enrollment, but other auditable areas such as Attendance, Special Ed, Alternative Learning, Running Start, and Vocational Education. The WAC references come from the Enrollment Reporting Handbook from OSPI and the WESPaC reports listed display the path to locate the suggested reports.

22. References Enrollment Reporting Handbook (OSPI Bulletin) � Annual WESPaC Online Help Reference DocumentsReference Documents

23. P-223 Troubleshooting and Audit Reports Thank You! Thank You for Attending! We hope this session was beneficial to you.Thank You for Attending! We hope this session was beneficial to you.