The Student Cross Reference (SCR) application is to be used by all EMIS reporting entities as means to verify enrollment for funding.
Users can gain access to the SCR application within ODDEX by using the SCR application link on the navigation bar or by clicking on one of the blue hyperlinks within the landing page. See Landing Page for details on its use.
If a user account has access to more than one district, select the district from the drop down in the navigation bar. For historical purposes, districts that are closed may be listed in the drop down.
Users will want to select the year of the data they wish to view from the drop down in the navigation bar.
Within SCR, districts will see records for students they have submitted data for. When conflicts are determined, any district linked to the conflict will also be able to see the student even if the district did not submit any data for the student. The ability to view these students may be removed when the conflicts are resolved.
When data is submitted to SCR and that data is loaded for viewing, rules will be run against the data checking for enrollment conflicts. If any conflicts are found, these are recorded and districts are notified on their Landing Page. As new data is submitted, for conflicts identified and then resolved, the records may move to new columns on the landing page.
Districts will have the ability to use the various Find options. Selections by name, SSID, and Gender are at the student level.
The find by Conflict Status includes these options:
- Blank - All records
- New No Issues - Records submitted since last login and no enrollment conflicts, only available from Students Display Mode
- New With Issues - Records submitted since last login with enrollment conflicts
- Open With Issues - Records with enrollment conflicts regardless of age
- Issues with New Comments - Records with new comments posted since last login
- Resolved - Records that once had a conflict, that no longer have a conflict
The selection of records by Display Mode provides the ability to display all students, those with conflicts or those not reported/mismatched
- Students - All student submitted by your district.
- Conflicts - All students submitted by your district that are involved in a conflict with another entity
- Not Reported/Mismatched - Records another district indicates your district should be reporting, your district is not reporting them with the matching admitted from IRN.
By default when entering the SCR screen, users will be placed in the Conflicts display mode.
The find box can be collapsed clicking on the lower left corner icon.
Columns in the grid whose headings are blue and containare sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading. The ability to sort by columns is only available when the Display Mode is set to Students.
The district has the ability to export the data for each student included in the current selections (Find selections). The data fields included in the export include all elements for a student including the conflict or mismatch detail. To do this, click on the Export button. The data is then exported in a TAB delimited format that can be saved and imported into a spreadsheet. When importing a TAB delimited file into a spreadsheet, be certain to select the appropriate delimiter.
This screen illustrates how an enrollment conflict might appear. In this example, therepresents a missing enrollment. Your district has reported a student pointing to another district and the other district has yet to report the student.
By clicking on theicon or the conflict code link, the details about the data being reported are listed in a grid format pop-up, comparing what each entity reported.
Detail of Conflict
The conflict itself is listed at the top, with its code. The Conflict Effective Dates indicate when the conflict was first identified. When the conflict is closed by a new data submission, an end date will be added. The details included will change depending on the conflict situation that is identified. Users and select the printer iconin the upper left corner if printing is desired. When closing this page, the user is returned to the student summary screen.
Each conflict can have comments posted on it. A conflict must be present in order for a comment to be posted. The comments are linked to the conflicts. These comments are viewable from all entities involved in the conflict, ITC and ODE personnel.
When clicking on the Add Comment button a pop-up box will appear.
Adding comments will cause the student to move to a new column on the landing page.
Once saved, comments entered are immediately visible at the top of the conflict display screen. Comments can not be changed or deleted once they have been saved.
All comments are marked shared by default. Shared comments can be seen by anyone with access to the students data through SCR. By unchecking the shared box, the comment can be seen only by users within the commenter's agency.
The individual's name who posted the comment is a hyperlink to display contact information for the LEA/individual. Clicking on the hyperlink will result in a popup window containing contact information similar to the following
Hidden/Not Hidden Conflicts
When reviewing conflicts, districts have the ability to Hide them. This functionality may be useful if the conflict in question has been evaluated and can be ignored. Within the conflict detail screen, clicking on the Hidebutton will set this conflict to a hidden status. The hide button is located in the upper portion of the conflict pop-up screen, above the Comments area. When a conflict is hidden, it is hidden for all users within that LEA, not just for the user who elected to click on the Hide button. Anyone with comment access or higher to SCR has the ability to Hide/Unhide conflicts.
There is no mass application of the Hidden status, each conflict must be evaluated and marked.
A conflict may be unhidden after it has been marked hidden. When a record is hidden,there will be an Unhide button
With the status set to Hidden, the district can then exclude these in the query options by marking the Exclude Hidden selection box.
When using the Not Hidden hyperlink from the Landing Page, the Exclude Hidden check box is marked by default when entering this page of ODDEX, so one sees only the Not Hidden conflicts. This check box stays marked until the user unchecks it, logs out of ODDEX or returns to the Landing Page and selects the All hyperlink.
If new data is submitted for an SCR record that is marked as Hidden, the record is changed to Not Hidden automatically and will require a re-evaluation of any remaining conflict if the district wishes to Hide it again.
As conflicts for a student are resolved with a new data submission, the conflict icon will change to green,
strike through will be added and the student will move to the Resolved column on the landing page.
If desired, the district can click on theto view details on the student as last reported by both entities. The cause of the conflict will not be visible on this grid. The source of the conflict is stored within the applications as part of the audit update records. The audit records can be reviewed if desired.
When new data is submitted to Student Cross Reference, if a change to an element is detected, the records will display with a blue triangleicon. By clicking on this icon, users open up the the details on the old and new values for elements reported for this student.
As data is imported into the application, a set of enrollment related rules are ran against the data. These rules are defined by ODE. Questions concerning these rules should be submitted to ODE through your ITC support staff. These rules will generate the conflicts as seen in this application.
The possible conflict codes are
- WTIC - Withdrawn to IRN conflict; District is reporting a withdrawn to IRN of a district that is not reporting a matching Admitted from IRN; informational, does not impact funding for a student
- WTNY - Withdrawn to IRN conflict for next year; District is reporting a withdrawn to IRN of a district that is not reporting a matching Admitted from IRN in either the current year or next year; informational, does not impact funding for a student
- EPCT - Exceeded percent of time for student; students total percent of time exceeds 100%; critical, does impact funding for a student
- AFIC - Admitted from IRN conflict; District is reporting an Admitted from IRN of a district that is not reporting a matching Withdrawn to IRN; informational, does not impact funding
- AFPY - Admitted from IRN conflict prior year; District is reporting an Admitted from IRN of a district that is not reporting a matching Withdrawn to IRN; informational, does not impact funding
- STIC - Sent to IRN conflict; SSID is not found in submitted data from the sent to IRN, where the sending district is the received from IRN
- RFIC - Received from IRN conflict; SSID is not found in submitted data from the received from IRN, where the receiving district is the sent to IRN
The WTIC and WTNY conflict codes are informational and indicates a data mismatch. These conflict codes do not impact funding for a student. The district seeing the WTIC or WTNY conflict, can notify the other district involved as needed. The other district will find the student in their data as a Mismatch/Not reported record using the FIND function, the other district will not see this as a WTIC or WTNY conflict.
SSID Detail Screen
From the SCR summary screen, districts can also click on the SSID for a student as opposed to any conflict icon.
When choosing to click on the SSID, the detail information for the student is displayed. All the details for the year selected are displayed in the single pop-up. The data submitted by a district is visible in this detail pop-up. The records displayed in the lower section represent the records related to a students education. These records contain data that would have been submitted on the Student Standing (FS) records in EMIS.
Students reported having an EMIS withdrawn code = 81. will have an inactive status and will appear with the
strike-through. Other records may show with a strike through as well. These would be records a district reports for a student and are deemed inactive when a replacement FS record for the student is detected.
In the screens, the inactive records are included in the display, but have a
strike-through on the data to represent such.
If in the future, the FS record gets reported again by the district, the status will be updated to active and the
strike-through is removed.