October 1 Consolidated Report


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. 10

2020-2021 October 1 Consolidated Report Updates. 12

 


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, look for 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 “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 page 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 daily. 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 

New for School Year 2020-2021, if there is a district that has certified a student as being enrolled but that same student is later reported on another district's report when the other district goes to certify their report a different pop-up will appear before they will be able to certify. This pop-up will show all Student Testing Numbers (STN) in the district that has 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 students last day of enrollment at District A, but they forget to decertify and unconfirm their report. 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.