go.ncdpi.gov/NCSIS-PMRVal-DLE25

PMR Validation

PMR Validation

PMR Validation

• Run the PMR Validation reports often.
• Fatal Validations must be cleared before the PMR Summary report can be viewed.
• Review Warning and Info validations for accuracy of data.

Navigation: Reporting > Data Validation Report > PMR Validations Fatal/PMR Validations Warning/PMR Validations Info

Running PMR Validation Reports

1. Select the Validation group.
1. Fatal
2. Warning
3. Info
2. Select Generate Now or Submit to Batch
• For large sets of data, use Submit to Batch.
3. Select Format Type
• HTML - opens in a browser view
• CSV - opens all validations in one Excel sheet
• Excel - opens validations in separate tabs in Excel

Navigation: Reporting > Data Validation Report > PMR Validations Fatal/PMR Validations Warning/PMR Validations Info

HTML

CSV

Excel

A Few Notes

• When generating at the PSU level, you can skip the NCDPI and Central Office Schools setup for the PMR Validations, since those schools will not be submitting a PMR.
• NCDPI School Calendars (OEC, Migrant, etc,) do require setup for other reporting purposes. Use the (NC) ECATS Integration Active Year Data Validation reports for setup review to ensure calendars are set up correctly.

(NC) PMR School Month Verification

Hot Off the Presses!

Navigation: Reporting > Data Validation > Data Validation Report > (NC) PMR School Month Verification

Common Validations

Fatal Validations

FATAL-06

Navigation: Student Information > General > Schedule

• Schedule all other students using the Walk-in Scheduler, or withdraw as appropriate

Students with No Schedule

FATAL-08

Navigation: Student Information > General > Enrollments

• Students that were enrolled previously this school year in a year-round school and are transferring to a traditional school must not be double counted for PMR purposes
• The Year-Round Transfer Days Override field on the current enrollment should be completed with the number of days that a student was in membership in the year round school

Students whose membership days exceed the number of days in reporting interval

FATAL-13

Navigation: Student Information > General > Enrollments

• Students that have 2 or more enrollments with a start status of E1 or E2 in the same school year
• Update the Local Start Status field to the correct code based on the guidance in the SASA manual

Students with multiple E1 entries in the same school year

FATAL-20

Reporting intervals incorrectly configured

Navigation: Scheduling & Courses > Calendar Setup > School Month

Navigation: Scheduling & Courses > Calendar Setup > Day Setup

• Per the SASA manual Months 1 and 2 must be 20 days each and Months 3-9 should be between 16-26 days
• NCDPI and Central Office School and Calendars do not have to be configured for PMR reporting and can be skipped in this error list.
• Use the (NC) Calendar Day Verification validation to see the Calendar Day Verification Detail and check the following:

If Day Setup is updated, make sure to update School Months intervals.

FATAL-21

Students with incorrect admission status

Navigation: Student Information > General > Enrollments/Schedules

• Students with MST1 or MED1 in the Admission Status that are scheduled for less than 50% of the calendar’s student day minutes
• Update the Admission Status field to the correct code based on the guidance in the SASA manual, or correct the schedule

Only students that are scheduled more than half of the instructional day can have a MST1 or MED1 Admission Status

FATAL-26

Students absent on first day of enrollment

Navigation: Student Information > General > Enrollments/Schedules/Attendance

• Students who are marked absent more than 50% of the day on the start date of their enrollment
• Check for accuracy in these areas and correct as necessary:
• Enrollment (No Show if records request has been received)
• Enrollment Start Date (adjust roster start dates if you change manually - use No Show process to adjust all at once)
• Attendance Code and Present minutes (adjust if incorrect)

You may need to adjust present minutes for any period that has a tardy or leave early code attached

FATAL-27

Students with start dates before the start of school

Navigation: Student Information > General > Enrollments/Schedules

• The student withdrew as a No Show, but the No Show checkbox was not checked on the enrollment.
• Check the No Show checkbox on the enrollment record.
• The student’s enrollment start date occurs before the start of school.
• Update the start date to be the date the student was first in membership for 50% or more of the instructional day.

FATAL-29

Students marked tardy instead of absent 1L/2L

Navigation: Student Information > General > Attendance

• Students who have an attendance code of 1L or 2L, but are absent more than 50% of the day
• Check for accuracy in these areas and correct as necessary:
• Attendance Code and Present minutes (adjust if incorrect)

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You need to adjust either the present minutes for any period that has a tardy code attached, or the code to represent an absence

FATAL-32

No users with PMR tool rights in school

Navigation: User Management > User Account Administration > User Account

• Users must have individual tool rights to submit the verification for the PMR
• This error occurs when no users that have rights to a calendar have the individual tool rights to submit the verification.
• Add individual tool rights to a user that has calendar rights to the calendar in question

Click on Modify Tool Rights under the user account; NC State Reporting is found under the Reporting section

Warning Validations

WARN-01

Navigation: Student Information > General > Attendance

• If the student has 10 consecutive days of absences and the student is above compulsory age, the student may be withdrawn. If the student is of compulsory age, follow local procedures to work with the student.
• Follow the Student End Enrollment Checklist for steps to withdraw including any local procedures.

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Students with 10-day rule violations

Refer to the SASA Manual for guidance on the 10 Day Rule

WARN-02

Navigation: Student Information > General > Records Transfer

• The Records Transfer process must be completed for each student included in the PMR Interval
• Verify that each student on this list has a request that was released, and that the record was imported

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Students with an incomplete Transfer Student Records Process

Student Information > General > Records Transfer shows a list of transfer attempts. A Status of Released means that the previous district has released the record.

WARN-05

Navigation: Student Information > General > Enrollments

• Lists students with a Local Start Status of R2/R3 that have no prior enrollment for the same year with an E1 or E2
• This could be fixed by importing enrollments through the Records Transfer screen, or by adjusting the Local Start Status correctly according to the SASA Manual.

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Invalid R2/R3 enrollment code

WARN-15

Invalid R1/R5/R6 enrollment code

Navigation: Student Information > General > Enrollment

• Lists students with a Local Start Status of R1/R5/R6 that have no prior enrollment for this school for the same year with an W1 or W2 exit code
• This can be fixed by correcting or adding the previous enrollment in the same school, importing enrollments through the Records Transfer screen, or by adjusting the Local Start Status correctly according to the SASA Manual.

This is incorrect! Only use R1/R5/R6 if the previous W1/W2 was in the same year.

Informational Validations

INFO-03

No Shows

Navigation: Student Information > General > Enrollments

• Lists students with a No Show enrollment with dates within the calendar year
• Review list and verify that students are listed correctly
• Correct any mistakes

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INFO-05

Students with a Visitor admission Status

Navigation: Student Information > General > Enrollments

• Lists students with VST1, VST2 or VED1 Admission Status
• Review list and verify that students are listed correctly
• Correct any mistakes under State Reporting Fields on the current enrollment

PMR Data Review

What is ADM?

Average Daily Membership

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What is ADA?

Average Daily Attendance

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What data should we review?

• Enrollments
• Withdrawals
• Membership Last Day (MLD NVIO, VIO)
• Membership Days (MEM Days NVIO, VIO)
• Attendance (Days Present, Days Absent)

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What reports can we use to review?

• PMR Data Validations
• PMR Summary
• PMR Detail
• ADM/ADA Summary
• ADM/ADA Detail
• Enrollment Summary Detail

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Export PMR Summary

PMR Summary

Navigation: Menu > Reporting > NC State Reporting > NC PMR Extract

The PMR Summary Report is part of a series of extracts that report enrollment, membership, and attendance information for the Principal's Monthly Report Extract. It is collected by NCDPI at the end of each school month for nine months and is used as the source data for calculating the following:

• Average Daily Membership (ADM)
• Average Daily Attendance (ADA)
• Enrollment
• Membership Last Day

All Steps for generating the PMR Summary can be found: NC Principal's Monthly Report Extract | Infinite Campus

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Once all fatal validations are cleared, the summary data can be reviewed for accuracy.

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Generate the PMR Summary using the CSV format to export the data for review in Excel. This can be easier to use to compare with reports from core NCSIS.

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Export PMR Detail

PMR Detail

Navigation: Menu > Reporting > NC State Reporting > NC PMR Extract

Generate/Review the PMR Detail Extract using the CSV format to export the data for review in Excel. This can be easier to use to compare with reports from core NCSIS.

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All Steps for generating the PMR Detail can be found:

NC Principal's Monthly Report Extract | Infinite Campus

Create an Ad Hoc

Create New Ad Hoc

Create an Ad Hoc Filter that can be used with the NCSIS reports. The filter will help narrow down the student list to include only those above Preschool grade levels, include only primary enrollments, and exclude visiting students, aligning with the PMR summary data.

Navigation: Menu > Reporting > Ad Hoc Reporting > Filter Designer

Fields to include:

(This list only includes what is needed for the filter, more can be added as needed)

• student.StateID
• student.lastName
• student.firstName
• student.grade
• es.admissionStatus
• activeEnrollment.serviceType

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Filter the Ad Hoc

Filter the newly created Ad Hoc to include only MST1 & MED1 admission status, Grades Kinder and up, and Primary enrollments.

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Navigation: Menu > Reporting > Ad Hoc Reporting > Filter Designer

Filter as follows:

• student.grade <> PK
• Add a field and select student.grade <> IT
• Add a field and select student.grade <> PR
• es.admissionStatus = MST1
• Add a field and select es.admissionStatus=MED1
• activeEnrollment.serviceType = P

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Add Logical Expressions for the Ad Hoc

Each of the filters should be evaluated so a logical expression is needed. The logical expression will vary based on the row number of each of the filters.

The logical expression would look like (4 AND 7 AND 8) AND (5 OR 9) AND 6.

The above expression will look for students that are not in each grade level of PK, IT and PR, students that have an admission status of MST1 or MED1, and students with a Primary enrollment type.

Navigation: Menu > Reporting > Ad Hoc Reporting > Filter Designer

Final Ad Hoc Steps

• After following the Ad Hoc instructions, be sure to Save & Test the filter to ensure the correct students are included.
• This is not a filter that will be used to export but can if desired. More fields can be added as needed.
• Once the filter parameters are entered and the filter has been saved and tested, it is now available to use when generating the ADM/ADA Detail report.
• Make sure the filter is available for the user group that will need to use the filter.

Navigation: Menu > Reporting > Ad Hoc Reporting > Filter Designer

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Export ADM/ADA Detail

ADM/ADA Detail Report

Navigation: Menu > Attendance Office > Reports > ADM/ADA Report

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This report is provided by NCSIS and calculates the Average Daily Membership (ADM) and Average Daily Attendance (ADA) based on the whole day and half-day attendance minutes defined in the calendar information setup.

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The PMR is reporting based on state requirements, whereas the ADM/ADA Detail report is only reporting based on the settings in NCSIS. If the setups are close, the information in the ADM/ADA Detail report can be a starting point for evaluating the PMR information.

ADM/ADA Notes

• ADM/ADA Detail does not exclude any admission status' (VST1, VST2, etc.)
• ADM/ADA Detail does not separate Preschool numbers in the totals.
• ADM/ADA Detail does not exclude Secondary Enrollments
• ADM/ADA Detail report calculates attendance based on the calendar information student day minutes and absent minutes. The PMR calculates attendance based on the number of minutes a student is scheduled and the absent minutes.

ADM & ADA Detail Report

Use the newly created ad hoc to export the report detail. This data will be used to compare with the PMR Summary and PMR Detail.

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Navigation: Menu > Attendance Office > Reports > ADM and ADA Detail Report

• Enter the Start and End Date that matches the School Month.
• Select the PMR Student List ad hoc that was created.
• Select the Detail report type.
• Select the Daily Approximation calculation.
• Select the appropriate calendars to include.
• Select the CSV report format.
• Generate the report or submit the report to batch (for larger schools)

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ADM & ADA Detail Report

Use the newly created ad hoc to export the report detail for the last day of the school month interval. This report will be used to compare the Membership Last Day information.

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Navigation: Menu > Attendance Office > Reports > ADM and ADA Detail Report

• Enter the Start and End Date that matches the last day of the School Month interval.
• Select the PMR Student List ad hoc that was created.
• Select the Detail report type.
• Select the Daily Approximation calculation.
• Select the appropriate calendars to include.
• Select the CSV report format.
• Generate the report or submit the report to batch (for larger schools)

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Check the Data

Enrollments

• Review the PMR Summary for enrollment totals.
• Initial Enrollments should not decrease from month to month.
• The PMR Detail displays each student’s start status and enrollment start date.
• Use your manual enrollment log to check individual students compared to the PMR Detail.

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Enrollments

• Does the student have the correct entry status? (Manual log vs PMR Detail)
• If an initial enrollment status (E1/E2) decreased, why?
• Did I change an entry status since last PMR?
• Was the entry status R2/R3 and the student withdrew in a previous month?
• Only initial enrollments will always display as an enrollment on the PMR. After the membership is complete, they will not show in membership or attendance, but should still count as an initial enrollment.
• Other entry statuses will decrease when the student withdraws and is no longer in membership.
• Is the entry date correct?

Withdrawals

• Review the PMR Summary for withdrawal totals.
• The PMR Detail displays each student’s end status and enrollment end date.
• Use your manual enrollment log to check individual students compared to the PMR Detail.
• Note: No Show withdrawals should not show on the PMR.

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Withdrawals

• Does the student have the correct end status? (Manual log vs PMR Detail)
• If an initial enrollment status (E1/E2) student withdraws, the student will continue to count in the corresponding end status column?
• If the entry status of the withdrawn student is R2/R3 and the student withdrew in a previous month, the student will no longer count in the corresponding end status column.
• Is the end date correct?
• Am I including my No Show withdrawals?

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Students that withdraw on the last day of the school month, will count as a withdrawal, but not be subtracted from the MLD.

(Withdrawals happen on the last day of attendance, so the student should continue to count in membership on the end date.)

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It is common for the withdrawal numbers to decrease when students are no longer counting in membership for the reporting month.

Membership Last Day (MLD)

• Review the PMR Summary for the Membership Last Day (MLD) and compare to the ADM/ADA report run for the last day of the school month interval.
• All students that were in membership on the last day of the school month should be included in the MLD.

Membership Last Day (MLD)

• Am I including a withdrawal on the last day of the school month in my calculations?
• Are all my enrollments and withdrawals accounted for?
• Am I adding MLD_NVIO and MLD_VIO?

PMR Summary vs ADM/ADA Detail Summary

PMR Summary vs ADM/ADA Detail Summary

MEM Days vs Membership Days

The PMR will separate Membership days into NVIO and VIO days.

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To check the membership days with the ADM report, add the NVIO and VIO days together.

MEM Days vs Membership Detail

• Look at the PMR Detail and ADM-ADA Detail reports.
• Sort the files by StudentID or Last Name, First Name to have them in the same order. This helps when reviewing row by row.
• Compare the MEM_Days_NVIO column on the PMR to the Membership Days column on the ADM/ADA Detail report.
• When you find the data that doesn’t match - don’t forget to check the MEM_Days_VIO column on the PMR. If you add the VIO days to the NVIO days, does the data match? If so, then the student’s membership is correct.
• If the data does not match, it’s time to check NCSIS.

MEM Days vs Membership Detail Review

• Does the student have the correct enrollment start date?
• Does the student’s enrollment start date match the section start dates?
• If the student started at the beginning of the year and sat in the sections at the start of the term, are there dates in the schedule? (If so, remove the dates. Section start dates should only be entered when the student started the section after the term start date, otherwise start dates should be blank.)
• Does the student have section end dates that are the same day as the term end dates? Did the student sit in the section for the full term. (If so, the section end date should be blank.)
• Is the student scheduled into enough instructional minutes to be counted in membership? (50%)
• Does the student have correct admission status?
• Does the student have the correct entry status?

Attendance

Compare the Present Days to the Total_Days_Present.

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Compare the Absent Days to the Days_Absent.

Attendance Detail Review

• Look at the PMR Detail and ADM-ADA Detail reports.
• Sort the files by StudentID or Last Name, First Name to have them in the same order. This helps when reviewing row by row.
• Compare the Total_Days_Present column on the PMR to the Present Days column on the ADM/ADA Detail report.
• If the data does not match, it’s time to check NCSIS.

Attendance Detail Review

• Does the student have sections scheduled?
• Are the sections counting for attendance? (daily attendance schools only need one section for attendance)
• Has all the attendance been reconciled for the student?
• Are present minutes entered for check ins and check outs?
• Does the student have the correct attendance codes?

Average Daily Membership (ADM)

Compare the ADM columns.

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The PMR rounds ADM to the nearest whole number, so when comparing with the ADM/ADA Detail report, only look at the whole numbers.

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The ADM/ADA Detail report will not exclude violation days when calculating the ADM.

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Membership and attendance should be reviewed and any discrepancies reviewed prior to reviewing ADM.

Average Daily Attendance (ADA)

Compare the ADA columns.

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The PMR ADA rounds to the nearest whole number, so when comparing with the ADM/ADA Detail report, only look at the whole numbers.

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Membership and attendance should be reviewed and any discrepancies reviewed prior to reviewing ADM.

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PMR Extract Report

• All Report options can be generated in a CSV or Excel format for review.
• For accurate data, generate, review, and submit no earlier than one day after the school month interval.

Navigation: Reporting > NC State Reporting > NC PMR Extract

PMR Report Submission

Submission Process

Clear Fatal Validations

Generate the Extract

Review the Extract

Submit Verification

Navigation: Menu > Reporting > NC State Reporting > NC PMR Extract

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PMR Submission Status

Use the PMR Submission Status Validation Report to determine which schools have submitted the PMR.

Navigation: Reporting > Data Validation Report > PMR Submission Status - M#

PMR Resource Links

• PMR Validation Review | NC Department of Public Instruction
• SASA manual
• Student End Enrollment Checklist
• NC Principal's Monthly Report Extract | Infinite Campus
• Create a PMR Ad Hoc Tango
• Advance comparison Method Tango
• PMR Submission Verification Process | NC Department of Public Instruction

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Best Practice