Who should be involved in this validation
- Illuminate Data Lead
- Site Lead
- Site Level Data Entry Personnel
With the Enrollment.txt file, the actual date ranges, grade level, and enrollment programs are brought over. This is where many errors from prior file imports start to appear. For example, if the terms have not been set with the appropriate dates, enrollment records can be rejected. Similarly, if the student was not included on the Studemo.txt, the enrollment record will also be rejected. Within the file itself, there are a few fields which can cause issues. For example, Student Grade Level ID can be confusing as the imported Grade Level Value should match the Grade Level Lookup and not the exact grade level (1= Kindergarten, 2=1st Grade, etc.) Please review our enrollment.txt import help document (Click Here!) for more information on this file.
To confirm enrollment, it is usually best to start with totals. Please use the below reports to confirm accurate enrollment reporting. Please start with the current year and then adjust each report to review prior enrollment years.
- Use the following report to confirm the accuracy of enrollment counts per site. If any issues are discovered, use the below reports to further evaluate where the error is occuring. Remember to always clear the import errors first as many times a reject enrollment record will throw off these counts. Data Check - Enrollment.txt AVC 1 (Enrollment Counts by Site
- Use this report to hone in on which grade level at each site is not accurate: Data Check - Enrollment.txt AVC 2 (Enrollment Counts by Site and Grade Level)
- Use this report if you current SIS has a similar report. This helps further evaluate where potential errors are occurring: Data Check - Enrollment.txt AVC 3 (Enrollment Counts by Site, Grade Level, and Gender)