October 1 Consolidated Report


NEW:  View October 1 Report SY 2022-23 Guidance

Note: The information below is now outdated. Please refer to the SY 2022-23 guidance linked above. Thank you for your patience as we work to update this page.

October 1 Report Guidance

Introduction. 2

How to get to the October 1 Report. 2

October 1 Report Statuses. 3

October 1 Report Layout. 3

October 1 Navigation. 4

How to complete the October 1 report. 4

Confirming, Releasing, and Certifying the Report. 4

Reporting Reminders. 5

Find Missing Students. 6

October 1 Reporting Tools. 7

Refreshing the October 1 Report. 8

Tips on Navigating the October 1 Report. 9

Sort students by….. 9

Change Report View.. 9

Export the Final Report. 10

Common October 1 Issues

2021-2022 October 1 Consolidated Report Update. 12s


Introduction

This guide is meant to help assist district staff of all levels of familiarity to navigate through the October 1 Report.

The October 1 Report is used for the statewide October 1 count of students and is used for various types of state and federal reporting. 

How to get to the October 1 Report

To begin, go to the Single Sign On Website, log in and choose “The Wave’s Portal” option from the list of application(s)

Screenshot of Single Sign On above

Once in the Wave, go to the “Reporting” tab and select “State Reporting Certification” from the drop-down list. If you are not able to see the “Reporting” or “State Reporting Certification” tabs as options, contact your district superintendent or single sign-on administrator for access.

Screenshots of The Wave’s Portal above

Once in “State Reporting Certification” look for the “October 1 Consolidated Report” in the list of reports. Review the dates under “Report Opens” and “Due Date”. If the report is currently open, the “Report Status” will show as “Open” otherwise, it will say Closed. 

Screenshot of The Wave’s Portal Report Selector above

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October 1 Report Statuses

After clicking on the “October 1 Consolidated Report” you will see a list of the site(s) in your district. Each site has a site status to indicate the progress status of the site(s). Select a site to continue on to the October 1 Report.

The progress statuses are as followed:

  1. Not Started: No user has logged in to look at the report for this district or site
  2. In Process: At least one person has logged in to look at the report for this district or site 
  3. Confirmed: The Principal has confirmed the report for this site
  4. Certified: The Superintendent has certified the report for this district

In order to certify, all site(s) must be confirmed.

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October 1 Report Layout

After selecting a site you will be taken to the “Final Report” tab of the report. There will be buttons along the top of the reporting window that will take you to various sections of the October 1 Report application.

  1. Site Selection: Returns you back to the site selector screen. From here you will be able to select which site you would like to review
  2. Final Report: The data that will be reviewed. This data is prepopulated from your student information system (SIS) and is typically updated nightly.
  3. Find Missing Students: A list of students that have been excluded from the report for one or more reasons.
  4. Reporting Tools: Contains reports that may help assist in the completion of the October 1 Report.

Screenshot of the October 1  Report buttons

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October 1 Navigation

How to complete the October 1 report

The October 1 Report will appear under the “Final Report” button and will typically include all students at your site or district. The “Final Report” is prepopulated entirely from your local SIS. The “Final Report” is typically updated nightly, however, there is an option to refresh the report every two hours if the "Last Update From Site" timestamp is less than the "Last Refresh Date/Time" timestamp. 

 

Screenshot of the October 1 Refresh Dates

To complete the report, follow these steps. 

  1. Determine the students that will be on this report from your local SIS. Remember that students with the basis of admission or entry type other codes below will be excluded from this report, all other students enrolled on or before October 1 should appear on this report. Students excluded due to their basis of admission will appear in “Find Missing Students”.
    1. The excluded basis of admission are as followed: CHSP, COOP, COOPVOFF, COOPVON, IEPSA, IEPSAVOFF, IEPSAVON, LTSS, NR, NRISP, PK3, Pre-ISP, RBD, RBDTD, RISP, STSS, TO
  2. Verify that each reportable student that should appear in this report is in the “Final Report” tab list of students. If any students are missing, check the Find Missing Students section of the report to see why they have been excluded and correct any data issues in your local SIS.
  3. After verifying that all students appear in the “Final Report”, next verify that the student’s demographics (Grade, Ethnicity, Race, Gender, Free Reduced, etc.) are accurate.
    1. There are reports in Reporting Tools that may help assist in verifying certain counts such as Gifted and Talented, and overall enrollment counts by grade level.
  4. After verifying that all information is correct for a site, that site principal will confirm the report. Once all site(s) within your district is confirmed, the superintendent can certify. By certifying the October 1 Report the superintendent is verifying that all information for their district is accurate. This information may be used for state and federal reporting. If a change needs to be made to a confirmed site, the district superintendent can release it. If a change needs to be made to a certified district the superintendent will need to call or email the Data & Information Systems office

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Confirming, Releasing, and Certifying the Report

After verifying that all information displayed is correct for a site, that site principal will confirm the report by pressing the "Confirm" button. Once a site is marked as confirmed by the principal, the data will no longer update. It will remain exactly as it was upon confirmation. If data corrections are necessary after a site was confirmed, the district superintendent will press the “release” button in the "Final Report" tab. If released, the report will return to what was in the Wave as of the last refresh date/time. 

Screenshot of the October 1 Refresh Button

Once all site(s) within the district is confirmed, the superintendent can press the “certify” button visible via the site selector screen. If no sites are in the confirmed status, the “certify” button will be disabled. By certifying the October 1 Report the superintendent is verifying that all information for their district is accurate. This information will be used for state and federal reporting. 

Screenshot of the October 1 Certify button

When the district superintendent presses "certify" a pop-up will appear on the screen and will show overall counts of students in a few subject areas, for example, the October 1 Enrollment count, the number of students that are Gifted and Talented, etc. If the superintendent is okay with these numbers, then press the "Ok" button in the pop-up. By clicking "Ok" the October 1 Report the superintendent is verifying and certifying that all information for their district is accurate. This information will be used for state and federal reporting. 

 

Screenshot of the October 1 certify district enrollment totals 

If there is a district that has confirmed or certified a student as being enrolled but that same student is later reported on another district's report, the next district that tries to confirm or certify their report a pop-up will appear and will show all Student Testing Numbers (STN) in the district that have already been claimed by another district.

These situations may not result in an ownership conflict as usual.

For example, District A certifies their report on October 1 with a student but actually that student was enrolled on October 1 at District B. The morning of October 1, District A properly exits the student on September 30 since that was the student's last day of enrollment at District A. District A forget to decertify and unconfirm their report. On the afternoon of October 1, District B enrolls Student A on October 1, and on October 3 tries to certify their report. District B will get the pop-up below because on the report there is an ownership conflict.

October 1 is the only day in a school year where entry/exit day overlaps cannot exist. 

  

Screenshot of the October 1 Ownership Conflict Certification button

Contact the office of Data & Information Systems if the district superintendent has certified the report but changes are still needed. Once an OSDE Data & Information Systems staff member decertifies the report each site(s) status will return to “Confirmed” status where it will need to be released.

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Reporting Reminders

  1. Check and correct the Wave Wizards. Currently, there are 3 Wave wizards-- the STN Wizard, Data Validation Wizard, and District Ownership Wizard. While reviewing the Data Validation Wizard, be sure to clear the “Student Demographics” and “Student School Enrollment” sections as these may cause your student to appear in Find Missing Students. Any student appearing in the other two wizards will also cause a student to appear in “Find Missing Student”.
  2. The excluded basis of admission are as followed: CHSP, COOP, COOPVOFF, COOPVON, IEPSA, IEPSAVOFF, IEPSAVON, LTSS, NR, NRISP, PK3, Pre-ISP, RBD, RBDTD, RISP, STSS, TO
  3. Recently Arrived English Learner (RAEL) students need to be marked as:
    1. ELL = Yes
    2. Entry Code / Basis of Admission needs to be one of the following:
      1. 1838 – Original entry into a United States School* (with no prior record of education being given)…
      2. 1839 – Original entry into a United States school from a foreign country with no interruption in schooling…
      3. 1840 – Original entry into a United State school from a foreign county with an interruption in schooling…
  4. English Learners are not marked 1st year proficient the first year they are exited.
    1. Example: A student who has auto exited in SY 2018-2019 will be marked as Yes for “ELL 1st Yr. Proficient” for SY 2019-2020.
  5. Any students who are a resident of a bordering state but attends school full time in an accredited public school district in Oklahoma are coded with the Entry Code / Basis of Admission of BORDER
  6. Review all students entry dates and grade levels for accuracy between your local SIS and the report
  7. Private school students that are not a resident of your district but attend for IEP services are coded as NRISP. If the student is a resident of your district then they will be RISP
  8. Grade levels will be converted for students under the age of 6. Based on the student's birth date and the age that they were on September 1...
    1. ...if they were three years old and reported in PK then the converted grade is PK3.
    2. ...if they were four years old and reported in KG then the converted grade is PK.
    3. ...if they were five years old and reported in first grade then the converted grade is KG.

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Find Missing Students

If during step 2 for How to complete the October 1 Report you find that students are missing, click the “Find Missing Students” button of the report to see if they have been excluded.

Screenshot of the Find Missing Students button above

The “Find Missing Students” section of the report will have a list of students that have been excluded and will highlight the reason why they’re excluded in yellow. If the student appears in any of the Wave wizards (STN Wizard, Data Validation Wizard, and District Ownership Wizard) it will write the text of “Has Issues” under the wizard with issues. If you click “Has Issues” the application will open a new window that will display the information within the wizard. 

 

Screenshots of example Find Missing Students data issues above

Note: Due to the Wave having abilities to accept data 24/7 from a local SIS, sometimes data issues that appeared the previous night will have been corrected during the day either by manual correction by Data & Information Systems staff or via corrections being made at the district/site level. In those instances, when clicking the "Has Issues" button it will appear blank. The report will need to refresh overnight to remove the student. 

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October 1 Reporting Tools

The “Reporting Tools” section contains reports that may help assist in the completion of this report. All reports can be viewed for multiple school years; by default, the “Select a School Year” year will be the current school year. Reports can be viewed by site or by district depending on your SSO account access.

Screenshot of Reporting Tools above

The following are the reports currently available:

  1. Student Enrollment Count: Will give enrollment counts by gender, grade level, race, and ethnicity
  2. Oct 1 Gifted Talented Grade Grid: Will give gifted and talented counts by gender, grade level, race, and ethnicity. It will also display the number of students served in the top 3% and the number of students served and identified by multi-criteria.  It will also display the number of identified, but not served gifted/talented students.
  3. Oct 1 LEP Grade Grid: Will give counts by gender, grade level, race, and ethnicity for students that are marked as Yes for "English Learner".
  4. Oct 1 Immigrant Count: Will display the number of students that are marked yes for “Immigrant” and the number of students that are also marked as Yes for "English Learner".
  5. Oct 1 Demographic: A copy of the “Final Report”
  6. Bilingual Comparison Counts: Will display the current and previous year total for students marked as yes for bilingual. This will also show the percentage change from one school year to another.
  7. Gifted and Talented Comparison Counts: Will display the current and previous year total for students marked as yes for Gifted and Talented. This will also show the percentage change from one school year to another.
  8. October 1 Overall Comparison Counts: Will display the current and previous year enrollment counts by grade level. This will also show the percentage change from one school year to another.
  9. Oct 1 Bilingual Count: Will show the number of students listed as bilingual for the current school year.
  10. RAO Audit Bilingual Count: Will show the number of students listed as bilingual and the updated date if the data has been updated by your RAO through the RAO Audit.
  11. Economically Disadvantaged Comparison Counts: Will display the current and previous year economically disadvantaged counts. This will also show the percentage change from one school year to another.

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Refreshing the October 1 Report

District users have the ability to refresh the data appearing in the October 1 Report. In order to refresh press the “Refresh Data” button visible on the report next to “Confirm” and “Release”. Once pressed a pop-up box will open and will tell you whether or not there is data to refresh. If there is new data to refresh you will click “Process” otherwise you will select “Cancel” to return to the “Final Report”

Example of the Refresh Button message above

The option to refresh report data will be available if there is new data to refresh. If the refresh button has been pressed within the last 2 hours, the refresh button will also be disabled, even if there is new data to refresh.

REMINDER: Review the "Latest Update From Site" and "Last Refresh Date/Time", if the "Latest Update From Site" time and date are less than the "Last Refresh Date/Time" you will not be able to press the refresh button. 

 

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Example of the Refresh Button reminder above

Once the refresh button is pressed, you will need to wait for 10-15 minutes before the changes will be visible on the report. Wait the allotted time before refreshing the report screen.

Example of the Refresh Button message after Processing a refresh request above

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Tips on Navigating the October 1 Report

Sort students by…

The data grid can be filtered based on criteria you will enter into the text box below the column header. Next to the text box, there is a cone-like icon that will bring up a list of filter options. Once the filter criteria has been entered, you will then pick the filter option. Once done reviewing you can select “No Filter” to bring up the complete list of students meeting that criteria.

 The filter features available above

You can also sort the report by selecting the column name. This will sort the report alphabetically based on the column name you selected.

The sort features available above

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Change Report View

The data grid can be re-organized by clicking and dragging the column to where you would like it to appear. To move the column, hover over the column header until the crosshairs appear.

The export buttons available on this report above

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Export the Final Report

To the far right of the data grid, there will be two icons that will allow you to export the “Final Report” to either XLS (Excel) or CSV (Excel). After clicking either button, the information will begin to download.

The export buttons available on this report above

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Common October 1 Issues

Review the following columns; this may help determine why a student is in Find Missing Students

Column Highlighted

Reason(s)

STN

If the STN is highlighted and the following columns are not – the student is on the STN Wizard waiting to either be resolved or to have a new STN created: First Name, Last Name, Middle Name, Birth Date, Gender, Hispanic Latino, Asian, American Indian, Black, Pacific Islander, White, and Local ID. If any of these previous columns are highlighted, they need to be corrected prior to the STN being assigned.

First Name, Middle Name, Last Name

If First Name or Last Name are blank, they must be supplied (Middle Name can be blank). If they are filled in, but highlighted, look for numbers (the letter O in place of a zero) in the name, more than two of the same letter in a row (e.g. Mattthew—notice the three T’s), special characters, more than one space in between a name that has multiple names.

Suffix

If the Suffix is highlighted it is because it has an invalid value. The suffix does NOT have to be supplied, it can be blank.

Birth Date

If not supplied, provide it. Otherwise, it will usually be students older than 26 or younger than 3.

Gender

Must be supplied and can only be “M” or “F”

Grade

Must be supplied and can only be (PK, KG, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12) – A common mistake is sending “UN (Ungraded)” for a student who is 3 or 4 and should be listed as a PK student.

Race/Ethnicity 

Hispanic/Latino must be supplied and must be either “Yes” or “No.” “Unknown” is not valid.

At least one race must be a “Yes.” If all are marked as “No”, this indicates the Race was not supplied.

EL

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid. If the answer is “Yes”, but it is highlighted, check the ELL 1st or 2nd-year proficient columns. They must not be “Yes.” A student cannot be both ELL and proficient at the same time.

IEP

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid. If the answer is “Yes”, but it is highlighted, check the Section 504 column. It must not be “Yes.” A student cannot be both IEP and Section 504.

Gifted/Talented

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid.

Gifted/Talented Identified

Must be supplied and must be either “DNMCR”, “MULTI”, or “THREE.” If the code is correct but it is highlighted, check the Gifted/Talented status. If “Yes” the code for Gifted/Talented Identified must be “MULTI” or “THREE.”

Free/Reduced

Must be supplied and must be in this list: Free, Reduced, Provision2, Provision3, CommunityEligible, NA, None.

Economic Disadvantage

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid. If “No” and highlighted, check “Free/Reduced” If “Free/Reduced” is “Reduced” or “Free,” Economic Disadvantage must be “Yes.”

Immigrant

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid. If “Yes” and highlighted, check the State of Birth and Country of Birth for the student in your local system. A student cannot be born in the US and be Immigrant.

Section 504

Must be supplied and must be either “Yes” or “No.” “Unknown” is not valid. If the answer is “Yes”, but it is highlighted, check the IEP column. It must not be “Yes.” A student cannot be both IEP and Section 504.

Basis of Admission

The following basis of admissions are excluded: CHSP, COOP, COOPVOFF, COOPVON, IEPSA, IEPSAVOFF, IEPSAVON, LTSS, NR, NRISP, PK3, Pre-ISP, RBD, RBDTD, RISP, STSS, TO

EL 1st Year Proficient, EL 2nd Year Proficient

Must be supplied and must be either “Yes” or “No.” Both cannot be “Yes.” And if one is “Yes”, then ELL must be “No.”

Migrant

Must be provided and must be either “Yes” or “No.” “Unknown” is not valid.

Membership Type

Must be “Home.” A membership type of “Concurrent” indicates the student is enrolled in this school, but this is not the school responsible for reporting the student to the state or federally.

Full/Part Time Status

If the student is in Prekindergarten or Kindergarten, the FTPT status must be supplied. For all other grades, it is not applicable.

Home Language

If the student is marked as ELL = Yes or EnglishProficiencyCode = 2349, a HomeLanguage (other than English) is required.

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Changes for School Year 2021-2022

  1. Review the PDF for a list of changesLast Updated 9/13/2021

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Last updated on September 26, 2022