CST - Validation Error 6374

Short Text: At least two LEAs currently display an enrollment record for the same student. Another LEA has an enrollment record that is either: (a.) entirely encompassed within your enrollment record, or (b.) overlaps with your enrollment record. An overlap of an enrollment period is not allowed. Your enrollment record is being used for reporting purposes. The other enrollment record will be shortened following DPI’s calculated effective begin and exit date logic or deemed invalid for reporting purposes to remove the overlap. 

NOTE: This validation code is now an error; previously it was a warning. 

Long Text: At least two LEAs currently display an enrollment record for the same student. Another LEA has an enrollment record that is either: (a.) entirely encompassed within your enrollment record, or (b.) overlaps with your enrollment record. An overlap of an enrollment period is not allowed. Your/This enrollment record is being used for reporting purposes. The other enrollment record will be shortened following DPI’s calculated effective begin and exit date logic or deemed invalid for reporting purposes to remove the overlap.

The enrollment record that is completely encompassed within another record must either be:

• Removed, or

• Revised so that: 

  • it is no longer overlapping with another enrollment, OR

  • It is no longer entirely encompassed within another enrollment record period.

Error 6374 identifies the enrollment as the record that will be used for WISEdata Portal reporting. This enrollment record becomes the primary enrollment record. This enrollment entry date may be used to invalidate encompassed enrollments or to shorten previous/other enrollments. The exit date for the previous enrollment date gets calculated as the calendar day before the enrollment entry date, following DPI’s calculated effective begin and exit date logic to remove the overlap.

Reasons for selecting an enrollment record as the primary enrollment record include:

• Record has the most recent enrollment date in the case of a partial overlap (begins before another enrollment ends, but continues afterwards)

• Record begins prior to and ends after (fully encompasses) another enrollment

One school receives Error 6374, and the other LEA/School will see Error 6373 or Error 6469. The school receiving 6374 is the school with the enrollment record that completely encompasses the other LEAs enrollment record or overlaps the end of the other LEAs enrollment.   

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 indicates the enrollment which will be used in reporting in the case of an overlap.

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: Student Deb Dualrecord is a student with an overlapping enrollment record. Deb has an enrollment record at Seuss Middle School September 15-December 1. Deb also has an enrollment record at Silverstein Middle School from September 5 to the present. 

• Seuss Middle School: 09/15/2023 - 12/1/2023 = Error 6373

• Silverstein Middle School: 09/05/2023 - null = Error 6374

It is now the job of both LEAs (Seuss Middle School and Silverstein Middle School) 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.

The record for Seuss Middle school will become invalidated for WISEdata reporting because it is totally encompassed by the Silverstein enrollment record. Silverstein Middle will become the Primary enrollment record.

‘Totally Encompassed’ means that the dates fit entirely within another enrollment of the same type. Record A is totally encompassed within Record be in the illustration below:

For example: 

• Seuss Middle School: 09/15/2023 - 12/1/2023 = Error 6373

• Silverstein Middle School: Primary Enrollment record: 09/05/2023 - null (6/30/2023) is substituted for ‘null’ by DPI effective date logic = Error 6374

In the example above, since the Seuss enrollment [9/15/2023 - 12/1/2023] fits totally within the Silverstein record [9/5/2023 - 06/30/2024], Silverstein will become the primary enrollment record. Seuss Middle School’s enrollment record would be invalidated for WISEdata reporting purposes.

• Seuss Middle School: 09/15/2023 - 12/1/2023 = Invalidated for WISEdata Portal and WISEdash reporting

• Silverstein Middle School: 09/05/2023 - 6/30/2024 = Primary Enrollment record

Should the LEAs discover through their communications that the dates on the Seuss Middle School enrollment record are correct (Deb actually did attend Seuss Middle School for a period of time), Seuss Middle school would then need to: 

• Enter a correct exit date and

• Enter a corresponding Exit Type. 

Once all enrollment records have accurate begin and exit dates, primary enrollment would be held by both schools, for the appropriate timeframes. 

• Seuss would get to claim Deb Dualrecord for TFS and Oct 1 Child Count days. 

• Silverstein would become the primary enrollment record for Year-End reporting. 

The enrollment records would then look like this:

• Silverstein Middle School: 12/02/2023 - 6/30/202

• Seuss Middle School: 09/15/2023 - 12/1/2023

• Silverstein Middle School: 09/05/2023 - 09/14/202

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.

Student Deb Dualrecord is a student with an overlapping enrollment record. Deb has an enrollment record at Seuss Middle School September 15-December 1. Deb also has an enrollment record at Grace Lutheran, a Choice school, from September 5 to the present.

• Seuss Middle School: 09/15/2023 - 12/1/2023 = Error 6373

• Grace Lutheran: 09/05/2023 - null = Error 6374

In this situation, Deb is a PPP student, and the Seuss Middle School 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:

Business Rule Logic: DpiCalcOverlap==true and check for valid enrollment = True and EffectiveBeginDate <= EffectiveEndDate and (( ExitWithdrawDate == null && s.EffectiveEndDate == 6/30/school year) or (ExitWithdrawDate != null && s.EffectiveEndDate = s.ExitWithdrawDate)). 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