CST - Validation Error 6469

Short Text: At least two LEAs currently display an enrollment record for the same student. An overlap of an enrollment period is not allowed. 

Long Text: At least two LEAs currently display an enrollment record for the same student. An overlap of an enrollment period is not allowed. The enrollment for one LEA is shortened following DPI’s calculated effective begin and exit date logic to remove the overlap. 

Error 6469 is thrown on an enrollment record when the DPI calculated effective exit date is earlier than the student’s exit date. One school receives Error 6469, and the other LEA/School will typically see Error 6374. The school receiving 6469 is the school with the earliest enrollment date. This enrollment will be shortened. The exit date will be modified to the calendar day before the enrollment date of the school with the next most recent enrollment date.

DPI calculates entry and exit dates for all student enrollments to meet these requirements:

• A student may only have a single primary enrollment on any given day.

• A student may not concurrently be enrolled as a parentally placed private student and a primarily enrolled student at a public school.

• A student may not have multiple concurrent enrollments at the same school on any given day. 

Rules 6469, 6373, and 6374 work together to identify the enrollments which overlap.

6469 identifies enrollments which will be shortened and given a DPI calculated exit date will be used for reporting.

6374 identifies enrollments which will be used in reporting, but cause other enrollments to be either shortened or invalidated for reporting purposes.

6373 identifies enrollments which will have been invalidated and not be used for reporting.

How to Fix: 

1. First, verify the exact dates the student was in attendance at your school compared to when they exited for another school. 

2. Communicate with the other LEA to clarify details about this student’s enrollment and attendance. Contact information for this LEA will be visible in WISEdata Portal by clicking the hyperlink for that LEA. 

   1. During conversations, try to discuss any: student safety issues, custody issues, court orders around a dual custody scenario, and other logistics that could pertain to the student’s enrollment situation.

   2. Contact the Customer Services Team with a Help Ticket if communication is difficult. 

3. Then, modify the enrollment dates to eliminate any overlap in enrollment periods between the schools. 

   1. If both schools assert that the student was present on the Third Friday of September (TFS), or any other school day, and are unwilling to modify the enrollment exit date and/or start date, the error will persist in WISEdata Portal for both schools/LEAs. 

      1. Enrollments determine the number of per pupil expenditures LEAs receive. This financial aspect makes it desirable for both LEAs to ‘claim’ the student for the TFS Count Date. But student data tells the story of the student, so accurate data tells the best story. 

   2. NOTE: WISEdash for Districts by default will count the student as Third Friday of September (TFS) eligible based on effective dates for the school district in which the student was enrolled on TFS. 

4. Once you have confirmed that the student is enrolled/attending another LEA, close the student’s enrollment record by adding an Exit date and an Exit Type (the most likely Exit Type is TC, but please read the data element page for details.)

General Notes for All Scenarios:

• If both schools assert that the student was present on the Third Friday of September (TFS) and are unwilling to modify the enrollment exit date and/or start date, the error will persist in WISEdata Portal for both schools/LEAs. 

• DPI’s effective date logic will intervene to implement enrollment start and exit dates, preventing further overlapping enrollments.

• If the LEAs cannot come to a decision on their own, they can submit a Help Ticket to DPI, and the Customer Services Team (CST) can help the LEAs communicate about the overlapping enrollment. 

• Reminder: Wisconsin is a local control state, so DPI cannot mandate a course of action. 

Example Scenario 1: Public LEA and Public LEA: Tommy Twotone is a student with an overlapping enrollment record. Tommy started his school year at Mapleville School District (MSD). This enrollment record entry date is 09/05/2023.

However, Farmville School District (FSD) started a record for Tommy in September as well. His enrollment entry date in Farmville is 09/13/2023. Tommy is in attendance in Farmville on the Third Friday of September, and maintains regular attendance in FSD throughout the school year.

Once WISEdata Portal obtains Farmville’s enrollment record for Tommy, system logic applies the DPI calculated effective begin and exit dates, and applies an effective exit date to the MSD enrollment record of 09/12/2023.

Once this occurs, Farmville gets Error 6374, and Mapleville gets Error 6469.

• FSD: 09/13/2023 - null = Error 6374

• MSD: 09/05/2023 - null (DPI calculated effective exit date = 9/12/2023) = Error 6469

It is now the job of both LEAs (Farmville and Mapleville) to contact and communicate with each other so that:

• Only one LEA has an active primary enrollment AND

• The LEA with the non-active enrollment provides an Exit date and an Exit Type for the student.

In this scenario, it is likely that Farmville would call Mapleville, asking them to put an exit date on Tommy Twotone’s enrollment that is prior to September 13, so the error can be cleared.

Example Scenario 2: Public LEA and Choice school: This error often stems from a PPP student who’s enrollment type is not properly reported as PPP by the public school. If the PPP enrollment type is not in place for a PPP student, it will appear as overlapping enrollments because it will look like both schools are simultaneously submitting data for the same student. 

Tommy Twotone is a student with an overlapping enrollment record. Tommy started his school year at Mapleville School District (MSD). This enrollment record entry date is 09/05/2023. 

However, St. Jude’s Parish Choice school started a record for Tommy in September as well. His enrollment entry date for St. Jude is 09/13/2023. Tommy is in attendance in St. Jude on the Third Friday of September, and maintains regular attendance in the Choice school throughout the school year.

In this situation, Tommy is a PPP student, and the Mapleville School District needs to mark his enrollment as PPP. This will clear the error.

Notes for PPP Enrollments:

• PPP Student School Associations (SSAs) will be adjusted when any overlap with Primary SSAs at public schools.

• PPP will be invalidated when an enrollment record is ‘Totally Encompassed’ or ‘Duplicated’ by a public Primary SSA.

• Adjust the exit date of the PPP if it overlaps with a public Primary SSA.

Technical Details:

For more info, see the DPI’s calculated effective begin and end date logic page.

For more info, see the Exit Types data element page,