The SOES application is used by community schools, STEM schools and resident districts for determination of student enrollment and residency.  This system allows resident districts to review the residency of students being reported by community and STEM schools and determine whether the student is truly a resident of their district and approve or set contention flags.  The application allows the charter and STEM districts to view resident district comments and flagging values.  In addition, if there is ODE involvement for a particular student, that also is visible to all districts associated with the student SSID. 

Users can gain access to the SOES application within ODDEX by using the SOES 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.

The view of the data within this application is dependent on whether you have authorized access to a community school or a resident district along with access roles.

Resident District View
Resident District Reports
Community School View

Navigation Bar

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.

Resident District View

From the summary screen, you will see a listing of all students any community or STEM district has reported to SOES, as residing in your district.

Find/Export

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 Review Status includes these choices:

The find by Reported By allows a resident district the ability to select a specific community school IRN who is reporting your resident students as attending.  All community school IRNs who have reported students pointing to you are included in this selection drop down.

The find by Record Age includes these choices:

The age of the record is determined by the last modified date.  It is not determined by the first submitted date.

Find by Address includes these choices:

Selections also include a Active Only check box.  This allows a district to eliminate the records associated to inactive review flags during the selections.

Also available is the selection of records Modified Since Last Review.  This selection allows the Resident district to select only the records a community school has made new comments on, or students they have submitted new data for.  The choices are:

Impact of Review Flag allows the user to filter records based on those that have a current funding impact or there is a data quality issue.  To find all records which are currently flagged and the flag impacts funding, select 'Funding' for the Impact of Review and select 'Reviewed With Errors' for the Review Status.  The combination of those two filters will provide a listing of students who are currently flagged with an issue that affects funding for the student.  If Impact of Review is set to 'Funding' and no other filters are applied, the user will see students which have been approved as well as those with flags affecting funding since approved students impact funding as well.

 

The find box can be collapsed clicking on the lower left corner icon  .

Export

The district has the ability to export all data for each student included in the current selections (Find selections).   To do this, click on the Export button button.  The data is then exported in a TAB delimited format that can be saved and imported into a spreadsheet.

SOES Summary Screen

 

In this summary screen, basic student identifiable information is included.   The flags in the left most column represent the status of the student.  

The Record Active column indicates whether the record for that SSID is active or inactive.

A student may appear in this summary listing more than once.  Each entry for a student represents a different residency record.  Each residency record must be reviewed and approved or flagged by the resident district.

To get to the detail information about a student, a district can click on either the flag icon or the SSID. This detail pop-up screen is where all flagging by a resident district is completed, as well as entry of any comments.

Resident districts can see a summary of Audit information about a record by clicking on the blue triangle Blue triangle icon icon.  The Audit information will include updates to the records.

SOES Detail Screen

The student information included in this detail screen is submitted by the community school.  The biographical data is available on this screen as reference.  This section includes the residency detail for a student as well as the guardian information.   The First Reported date in this section of data represents the first date data for this SSID was reported into the SOES application. The First Reported Date is not the date used for the SOES record age out process.  The Last Updated date is used for that calculation.  The section of the screen labeled Educating Entity, is the detail provided about the educating community school(s). The Derived enrollment date is provided by ODE and is derived using business rules. The FTE included in this screen is a calculated figure and represents the student FTE community school is receiving funding for.   The FTE is calculated by ODE based on the submitted data.  Questions about this value or the derived enrollment dates should be submitted to ODE through your ITC support site.

In this detail screen, if the Guardian or Address area includes 'Not Yet Reported', this is an indicator the Community School has yet to submit contact data for the residency record associated with the date ranges listed.  Once the data is submitted, the values will replace the 'Not Yet Reported'.  Resident districts are unable to review students whose address is not yet reported.  Any students with a missing address are not counted against the resident district, these impact the community school funding until the address is populated. 

The student details information may be printed by clicking on the printer Printer icon icon in the upper left corner of the student details popup window.

Default calendar information for the LEA may be seen by clicking on the calendar Flip calendar icon icon which appears following the LEA name and IRN.

A record appearing as auto-reviewed indicates during the import process it was determined the student is attending the same community school as a prior year, the student is being reported with the same resident district IRN and the same contact data.   The resident district will not have the ability to add additional reviews to this student, it is locked except for commenting until a time the community school updates one of the prior mentioned data pieces.  If updates were submitted by the community school, the 75 day flagging window opens at that time.  If a resident district has proof a student has moved and the address has not been changed, the resident district should attempt to contact the community school personnel to get the address changed.  As needed, the resident district can also contact their Area Coordinator.

Reviews

By clicking on the Add review button button, the resident district is placed in a new screen, where they have the opportunity to set flags of contention for a student or approve them for funding as reported.   The flag options included in this screen shot are for display purposes only.  Districts should refer to the ODE web site and SOES reporting documentation for specifics on the flag options available for the current processing year.

 

In the Note box, districts can add comments about the flag they set.  These notes are visible to the Community School that reported the student, all personnel in your district with access to SOES, your ITC support staff and ODE. Notes entered and saved, can not be deleted.  What is entered will appear in the detail screen in the column labeled 'Comments'.  See more details on the use of 'Comments' in following sections of this document.

When setting the flags, the following submission buttons may be available:

All saved information is written back to the database and is available immediately for viewing by both the resident district and the community school.  Depending on the flags set, the student may also move to a new column on the Landing Page of both the Resident District and the Community School.

Resident District Detail Screen after flags get set. 

 

The flags show in the Reviews Flags column of the Reviews area.  Anything entered in the Notes area of the flagging screen will show in the Comments section of this detail screen.

If a message appears  at the bottom of the detail screen when attempting to review a record, this indicates the record was last updated by the Community School over 75 days ago, the address is blank or the student was auto-reviewed.  In the case where it is after 75 days, the time to review flag the record by the resident district has expired.  If a resident district does need to flag a student on a record that has aged out, the district should contact their ODE Area Coordinator for assistance. 

Commenting

Once a flag has been set by the resident district, those with access to do so at either the community school or the resident district can add additional comments to this student by clicking on the Add Comment icon  , which is found in the left most area of the 'Reviews' section of this detail screen.   Comments entered and saved, can not be deleted or modified.

 

After clicking on the Add Comment icon, a small box opens that allows a comment to be added.  The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through SOES.  By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved.  Comments are available immediately for viewing once the comment has been saved.


If comments are present for a student, the name of the individual who posted the comment will be a hyperlink.  Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
 

The process of Review and adding comments can occur multiple times.  

When a resident district is ready to approve the information about this student for funding, personnel will need to return to the Detail screen for a student.

Once on this screen, a Resident District can click on the Reviewed no flags button button and the application will automatically clear any flags that had been set by the district and the student is marked as having Resident District approval for Community School funding.  If desired, the Add review buttonbutton can be used as well.  This will return districts to the Flagging screen.  To clear the flags and approve the student from this screen, click on the  button.

 

Resident District Reports

It may be desired by the resident districts to generate reports from within the SOES application.  One such report may contain a list of students any community school has modified since the resident district last reviewed the students.  To generate this report listing, the resident district will want to navigate to the SOES screen.  Once there, the user should select the drop down labeled Modified Since Last Review and then select the choice labeled Updated records by CS since last review.    At the Review Status drop down, leave blank to select all records that have been modified by a community school since resident district had reviewed them.  This listing includes all records with a modified date greater than the date of the last review by the resident district.  In combination, a resident district can use any of the selection options to filter the desired output.

The export function itself does not include selection criteria options.  In all cases, a district must select the desired data within the screen and then click on the  button.

 

Once selected, the records can be exported.  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.

 

Community School View

From the summary screen, you will see a listing of all students any community or STEM district you have access rights to, has reported to SOES.

Find/Export

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 Review Status includes these choices:

The ability to select by Residency Changed Since is also provided.  This option will allow selection of only those records changed by a resident district since a specific date.  To enter a date, the district can click on the small ellipse icon to the right of the text box for a pop-up calendar selection.

Selections by Resident Of can also be made.  This selection allows a Community School to select only students who are being reported as a resident of a specific IRN.  In the drop down, only the IRNs the Community School is reporting data for are included.

Find by Address includes these choices:

Impact of Review Flag allows the user to filter records based on those that have a current funding impact or there is a data quality issue.  To find all records which are currently flagged and the flag impacts funding, select 'Funding' for the Impact of Review and select 'Reviewed with Errors' for the Review Status.  The combination of those two filters will provide a listing of students who are currently flagged with an issue that affects funding for the student.  If Impact of Review is set to 'Funding' and no other filters are applied, the user will see students which have been approved as well as those with flags affecting funding since approved students impact funding as well.

 

The find box can be collapsed clicking on the lower left corner icon  .

 

Export

The district has the ability to export the data for students in the current selection (Find selection).  After entering the various selection options and then clicking on the Find button button,  click on the Export button button.  The data is then exported in a TAB delimited format that can be saved and imported into a spreadsheet.

The export function itself does not include selection criteria options.  In all cases, a district must select the desired data within the screen and then click on the Export button.

 

SOES Summary

The summary screen includes basic student identifying data and a summary listing of residency data based on dates they were a resident.

Columns in the grid whose headings are blue and contain are 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.

To get to the detail information about a student, a district can click on either the flag icon or the SSID. This detail pop-up screen is where all flagging is visible as well as where the entry of any comments is completed.

SOES Detail Screen

The detail screen includes the information the community school reported for this student plus the flags posted by the resident district and the comments posted by all entities. 

The detail at the top of the pop-up window is the demographic data for the student. Inside of the Residency boxes, there is a section for each residency relationship the community school has reported during this school year.  These are sorted with the most recent at the top.  The Derived enrollment date is provided by ODE and is derived using business rules.  Questions about these dates should be submitted to ODE through your ITC support staff.

The Reviews boxes include all reviews made by the resident districts.  If the student has been a resident of more than one district in the current school year, the reviews posted by each entity will immediately follow the residency information for that entity.  It may be necessary to scroll down to see all data.  Also included in the Reviews box, are any comments made by the resident district as well as the community school.  This provides districts the ability to communicate regarding a student's status within the application.  More details on the comment functions can be found later in this document. 

If a resident district did not post any reviews, the No Reviews informational line will be displayed.

In the Educating Entity section of the detail pop-up, districts can see a summary of Audit information about a record by clicking on the blue triangle Blue triangle icon icon to the left.  The Audit information will include updates to the records.

The student details information may be printed by clicking on the printer Printer icon icon in the upper left corner of the student details popup window.

Commenting

Once a flag has been set by the resident district, either the community school or the resident district can add additional comments to this student by clicking on the Add Comment icon Add comment icon , which is found in the left most area of the 'Reviews' section of this detail screen.  Comments can not be entered until a review is posted by the resident district.   Comments entered and saved, can not be deleted or modified.

 

After clicking on the comment icon, a small box opens that allows a comment to be added.  Once added, it is available immediately for viewing as part of the Reviews box data. Once a comment has been saved it can not be changed or deleted. Comments are marked shared by default. Anyone who has access to this student's data through SOES will be able to see the comment that has been posted. If the shared box is unchecked, only those users within the commenter's agency will be able to view the comment.

If comments are present for a student, the name of the individual who posted the comment will be a hyperlink.  Clicking on the hyperlink will bring up a popup window that contains contact information for the individual who posted the comment.

The process of Review and adding comments can occur multiple times.