CST - Validation Error 6373

Short Text: At least two LEAs currently display an enrollment record for the same student. This enrollment record is entirely encompassed within another enrollment period. Because an overlap of an enrollment period is not allowed, this enrollment is deemed invalid following DPI’s calculated effective begin and exit date logic to remove the overlap. 

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

Error 6373 is thrown on an enrollment record that gets invalidated (for WISEdata reporting) because it is completely encompassed within the dates of another enrollment record for the same student in a different LEA. The other LEA will receive Error 6374.

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 truncated or invalidated.

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 entry 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 entry 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, Primary Enrollment Types: Molly Morethanone is a student with an overlapping enrollment record. Molly has  an enrollment record at Iris High and at Hollyhock High. The enrollment record for Hollyhock High is totally encompassed within the record for Iris High.

‘Totally Encompassed’ means that the dates fit entirely within another enrollment of the same type. Iris High's enrollment record is totally encompassed within Hollyhock High's enrollment in the illustration below:

As a result, the totally encompassed record (i.e., Iris High) will be invalidated. 

The dates of Molly's enrollment record at Iris High fall within the timeframe of her enrollment at Hollyhock High (i.e., Molly was first enrolled at Hollyhock, and was later enrolled at Iris). 

• Iris High: 09/08/2023 - 11/8/2023 = Error 6373

• Hollyhock High: 09/05/2023 - (6/30/2024) is substituted for ‘null’ by DPI effective date logic = Error 6374

NOTE: If Iris High had a ‘null’ (blank) Exit date, then Hollyhock High’s record would be shortened as follows: 

• Iris High: 09/08/2023 - (6/30/2024) is substituted for ‘null’ by DPI effective date logic 

• Hollyhock High: 09/05/2023 - 09/07/2023

It is now the job

of both LEAs (Iris High and Hollyhock High) 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, Molly did attend Iris High for the dates specified, but then transferred to Hollyhock on 11/9/2023. Record dates (entry and exit dates) as well as Exit Types need to be adjust to reflect accurate records of Miss Molly:

• Hollyhock High: 11/9/2023 - null/(default exit date = 6/30 unless vendor tool inputs last day of school for LEA)

• Iris High: 09/08/2023 - 11/8/2023, Exit Type TC

• Hollyhock High: 09/05/2023 - 09/07/2023, Exit Type TC

Resolving enrollment records with entry and exit dates that have no overlap, along with appropriate exit types, will resolve errors for the LEAs.

Example Scenario 2: Public LEA and Public LEA, Coursework Enrollment Types: Molly Morethanone is a student with an overlapping enrollment record. Molly has  an enrollment record at Iris High and at Hollyhock High. Molly has a primary enrollment at Hollyhock, but takes a class at Iris High.

In this scenario, Iris High needs to update her enrollment type to a non-primary, Coursework enrollment type to clear the error.

Example Scenario 3: 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.

Molly Morethanone is a student with an overlapping enrollment record. Molly has  an enrollment record at Iris High and at St. Michael’s. The enrollment record for St. Michael’s is totally encompassed within the record for Iris High.

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:

Business Rule Logic: Only throw to totally encompassed school. DpiCalcOverlap=true and Check for valid enrollment = True and effective entry date > effective end (means it's thrown out). Note for Run for Non Primary - If Primary overlaps with Primary then throw. If PPP overlaps with PPP then throw. If coursework overlaps within the same school then throw. If primary public overlaps with non primary PPP then throw. Do not throw if Overlap is between non primary public and primary choice.

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

For more info, see the Exit Types data element page