Data Validation and Error Reports¶
This page deals with questions related to the data quality reports currently made available on the EFT
Where can I find the Data Validation and Error Reports?¶
These are released per SU on the EFT server. Please reach out the AOE SLDS Support Group if you need help gaining access.
Once logged in, head to the folder:
/SLDS VR/SUXXX/From AOE/Ed-Fi/20XX/checks
Which will have your files from the various checks. If there are rows in the check file, you have an issue, if the check file is no longer there, you don't have any errors for that check. The check file should have a description column, and sometimes an issue/notes column, that will help you determine the actions you need to take to resolve the issue.
Your goal should be to have as little of these errors as possible, and have an explination for the error if the data is actually correct. For example if we say your "gender is outside expected norms", and it's because the school has 20 students and an abundance of girls in one class, make note of that in case we ask about it. We're just looking for explinations as to why the data is outside of what we expect. The Feds ask us these questions when we submit your data to them, so we need your help here in responses to them.
There is also a reports folder that has html based reports based on your submitted data. Please review these for accuracy, they are there to help you review your data and look at it in a different way, so you can spot errors. They are located here:
/SLDS VR/SUXXX/From AOE/Ed-Fi/20XX/reports
Can you explain to me the Outlier report?¶
Initially we called this the 15 percent change check, but we've augmented it to check against state norms.
Additionally, we've changed from 15 to 10 percent to match what our federal partners check for when we submit data.
If the data for a particular field/columns aggregate fails both the 10 percent change and the state norms check, we flag it as an outlier, and this is the high priority error you're seeing.
It's a likely indicator that something is wrong, or that there's been a drastic change in your school. It helps to find this problem or confirm this change with you now so we don't have to down the road.
Explain the Vocational Teachers data quality reports.¶
There are currently three data quality reports specific to staff members reported in StaffAssignment as Vocational Teachers. - Vocational Teachers Year over Year check
This report compares the number of staff members reported as Vocational Teachers in StaffAssignment for the current and previous school years. Counts are based on unique staff members and are summarized by school and SU/SD. The report includes the year-over-year difference and percentage change and is filtered to display only records with significant changes. Records identified on this report may warrant additional review to verify that all vocational teachers have been reported accurately and that any substantial increases or decreases reflect actual staffing changes.
- Vocational_Teachers_FTE_Check_Employing_SU_SD
This report reviews StaffAssignment and StaffEmployment FTEs reported for Vocational Teachers during the current school year. For SU/SDs that employ Vocational Teachers, both FTE values are expected to be greater than zero. The report includes only records where either the StaffAssignment FTE or StaffEmployment FTE is reported as zero or null. These records should be reviewed to verify that FTE values have been reported accurately and as intended since these FTEs are part of State and Federal reporting.
- Vocational_Teachers_FTE_Check_Sending_SU_SD
This report reviews StaffAssignment and StaffEmployment FTEs reported for Vocational Teachers during the current school year. For SU/SDs that do not employ Vocational Teachers but send students to a Career and Technical Education (CTE) center, the StaffAssignment FTE is generally expected to be greater than zero, while the StaffEmployment FTE is expected to be zero because the staff member is employed by another organization. This report includes only records where the StaffAssignment FTE is reported as zero or null, or where the StaffEmployment FTE is reported as greater than zero. Records identified on this report should be reviewed to verify that FTE values accurately reflect the staff member's assignment and employment relationship and are reported as intended for state and federal reporting purposes.
Explain the section with no educator data quality report.¶
This report identifies sections (specific classes that students and staff are assigned to) that have student enrollments but no licensed staff member assigned for the selected term. The report compares StudentSectionAssociations and StaffSectionAssociations to identify sections where students are associated with a class, but no staff member has been assigned or published to that section. Only grades K–12 are included.
Records identified by this report should be reviewed to determine whether a licensed staff member should be assigned to the section. Missing staff-section associations may indicate data entry, publishing, or configuration issues that should be corrected.
Explain the review_staffClassifications data quality report.¶
This identifies staff members who have a Vermont educator ID in the Vermont Licensing System for Educators (VLSE) but whose reported staff assignment (staff_assign) includes a staffClassification that does not require a Vermont educator license.
Please review these records to verify that the reported staffClassification in staff_assign is accurate and reflects the staff member's intended role. Staff assignment records with classifications that do not require an educator license are excluded from state and federal year-end reporting. The purpose of this report is to help identify potential data entry, mapping, or configuration issues that may exclude a licensed educator from reporting, affecting reporting accuracy and completeness.