FATAL validations identify issues that must be corrected before the PMR Summary can successfully generate. Select the applicable validation rule below for information about why the record is reported, what data to review, and the recommended action.
Navigation: Menu > Reporting > Data Validation > Data Validation Report > M# PMR FATAL Validations
Rule: Students With Invalid or Unofficial Student Numbers
Summary
This validation identifies students with a missing or invalid Student State ID.
The Student State ID is the statewide unique identifier assigned to a student through the North Carolina Student Unique Identification (UID) System. All students enrolled in North Carolina public schools must have a valid Student State ID.
Severity
FATAL
What to Review
Review the Student State ID for each student reported in the validation.
NCSIS Navigation: Census > People > Demographics > Person Identifiers > Student State ID
Verify that the student has a valid Student State ID assigned.
Also verify that the student's demographic information matches the student's record in the Student UID system when the Student State ID is missing or an identification issue must be resolved.
Important: Search the Student UID System for an existing student record before creating a new Student State ID. A new identifier should only be created when an existing record cannot be found.
Recommended Action
Student State ID is Missing
- Search the Student UID System for the student.
- Determine whether an existing Student UID has already been assigned.
- Verify the student's identifying information against the Student UID record.
- Use the Assign NC Student ID to search the Student UID system and associate the correct UID to the Student State ID in the NCSIS.
Student State ID is Incorrect or Invalid
- Compare the Student State ID in NCSIS with the student's record in the Student UID System.
- Review the student's identifying information for discrepancies.
- Submit a ticket to NCDPI (Service Now) to request the UID be corrected and/or duplicates merged
Verify The Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm the student no longer appears in FATAL-01 when the Student State ID issue has been resolved.
- Continue reviewing any remaining FATAL validation results.
- Generate the PMR Summary again after all FATAL validations issues are resolved.
Rule: Students Missing Valid Race and/or Ethnicity Code
Summary
This validation identifies students who are missing required Race and/or Ethnicity information.
Race and ethnicity information must be recorded for student reporting. Review the student's demographic information and enter the appropriate information when it is missing.
Severity
FATAL
What to Review
Review the Race/Ethnicity information for each student reported in the validation.
- Search for the student.
- Open Census > People > Demographics.
- Locate the Race/Ethnicity section.
- Review the student's Race and Ethnicity selections.
Verify that the information accurately reflects the student's birth certificate.
Recommended Action
If Race or Ethnicity information is missing:
- Click Edit to expand all fields.
- Select the appropriate Race and/or Ethnicity information. Note the Race Ethnicity field will automatically populate based on the race/ethnicity fields selected.
- Click Save.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-02 when the Race/Ethnicity information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Missing Valid Sex Code
Summary
The validation identifies students who do not have a valid Sex selected in their demographic information.
Severity
FATAL
What to Review
Review the Sex field for each student reported in the validation.
- Search for the student.
- Open Census > People > Demographics.
- Locate the Person Information section.
- Review the Sex field.
Verify that the information is complete and accurately reflects the student's birth certificate.
Recommended Action
If Sex field is missing or inaccurate:
- Select the appropriate Sex from the dropdown.
- Click Save.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-03 when the demographic information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Enrolled in Invalid Grade
Summary
The validation identifies students whose Grade is not offered on the calendar in which the student is enrolled.
Review both the student's enrollment and the grade levels available on the enrolled calendar to determine whether the student's grade or calendar enrollment is incorrect.
Severity
FATAL
What to Review
For each student reported in the validation, review:
- The student's Grade on the enrollment record.
- The calendar associated with the student's enrollment.
- The grade levels available on the enrolled calendar.
Review the Student Enrollment
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the Grade and enrolled calendar.
Determine whether both values accurately reflect the student's current enrollment.
Review Calendar Grade Levels
If the student's Grade and calendar enrollment appear correct, verify that the grade is available on the enrolled calendar.
Navigate to Scheduling & Courses > Calendar Setup > Grade Level Setup
Recommended Action
Determine which information does not accurately represent the student's enrollment.
The Student's Grade is Incorrect
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Update the Grade to the appropriate grade level.
- Click Save.
The Student is Enrolled in Wrong Calendar
If the student's Grade is correct, but the student is enrolled in a calendar that does not offer that grade, follow the steps to End Enrollments During School Year or No Show Start of School to end the enrollment.
Enroll the student in the correct calendar and grade level.
The Grade Should Be Offered for the Calendar
If both the student's Grade and calendar enrollment are correct, review information in EDDIE to ensure grade levels are correct. Follow the School Business process to update EDDIE grade levels.
If the Grade Level is listed in the Grade Level Setup and approved in EDDIE, verify that the Exclude from Enrollment and Exclude from State Reporting checkboxes are not checked. See image above.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-04 when the grade or calendar issue has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Not Assigned to a Valid Track
Summary
The validation identifies students enrolled in a track school who are not assigned to a valid track.
Track information is associated with the calendar. Review the student's calendar enrollment and the applicable calendar configuration to determine why a valid track is not assigned.
Severity
FATAL
What to Review
For each student reported in the validation, review:
- The calendar associated with the student's enrollment.
- The student's enrollment dates.
- The track configuration for the applicable calendar.
Review the Student Enrollment
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the enrollment Start and End Dates to confirm that the enrollment accurately reflects the student's attendance in the calendar.
Review the Calendar
If the student is enrolled in the correct calendar, review the calendar configuration.
- Navigate to Scheduling & Courses > Calendar Setup > Calendar Setup.
- Review the track information associated with the calendar.
- Verify that the track is configured correctly for the school and calendar.
Recommended Action
Determine whether the issue is related to the student's calendar enrollment or the calendar configuration.
Student Is Enrolled in the Wrong Calendar
If the student should not be enrolled in the reported calendar.
- Review the student's enrollment information.
- Determine the correct calendar for the student.
- Follow the steps to End Enrollments During School Year or No Show Start of School to end the enrollment.
- Enroll the student in the correct calendar following the steps in the Enrollment articles.
Student is Enrolled in the Correct Calendar
If the student's calendar enrollment is correct, review the track configured for the calendar.
Correct the calendar setup when the track information does not accurately represent the calendar.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-05 when the track issue has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With No Schedule
Summary
This validation identifies students who have a current active enrollment but are not actively rostered into any courses scheduled during instructional periods.
Severity
FATAL
What to Review
For each student reported in the validation, confirm that the student should have an active enrollment as of the date the validation is run.
Review the Student Enrollment
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the enrollment information.
- Confirm that the student Start and End dates are correct and within the School Month interval.
If the enrollment is correct and should be active, review the student's current schedule.
Review the Student Schedule
- Open Student Information > General > Schedule.
- Confirm that the student is rostered into the appropriate courses.
- Review the applicable roster dates.
- Confirm that the roster records are currently active.
- Confirm that the courses are scheduled during instructional periods.
Recommended Action
Determine whether the student's active enrollment or schedule information is incorrect.
Student Should be Actively Enrolled
If the student's active enrollment is correct but the student does not have an active schedule:
- Determine the course/sections the student should currently attend.
- Use the Walk-in Scheduler | Infinite Campus to roster the student to the appropriate course/sections.
- Confirm the applicable roster dates are current.
- Confirm the course/sections meet during instructional periods.
Student Has a Schedule
If courses appear on the student's schedule, review the roster and term information.
Confirm that:
- The course/section start date is correct.
- The course/section roster record has not ended.
- The applicable term has not ended.
- The courses are associated with instructional periods.
Correct inaccurate schedule or roster information as appropriate.
Student Should Not Have an Active Enrollment
If the student is no longer enrolled in the school, review the student's enrollment information.
- Ensure the enrollment end date and course/section end dates align.
- If the student was a No Show, ensure the No Show checkbox is checked.
Important: Do not add a schedule or change enrollment information only to clear the validation. Enrollment and schedule records must accurately represent the student's current enrollment and instructional program.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-06 when the enrollment or scheduling issue has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Enrollments Marked State Exclude
Summary
This validation identifies students whose enrollment is marked State Exclude.
The State Exclude option prevents the enrollment from being included in state reporting. Review the enrollment to determine whether the student should be excluded from state reporting.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Locate the State Reporting Fields section.
- Review the State Exclude checkbox.
- Determine whether the student's enrollment should be excluded from state reporting.
Recommended Action
Enrollment Should be Included in State Reporting
If the State Exclude checkbox is checked incorrectly:
- Open the applicable enrollment record.
- Locate the State Reporting Fields section.
- Uncheck the State Exclude checkbox.
- Select Save.
Enrollment is Marked State Exclude
The State Exclude checkbox should not be checked for any student enrollment. If the enrollment should not be included in state reporting, use the student's Admission Status to adjust reporting parameters.
- Open the applicable enrollment record.
- Locate the State Reporting Fields section.
- Uncheck the State Exclude checkbox.
- Choose the appropriate Visitor Status.
- Select Save.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-07 when the State Exclude issue has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Whose Membership Days Exceed the Number of Days in Reporting Interval
Summary
This validation identifies students whose calculated membership days exceed the number of instructional days in the school's reporting interval.
This may occur when a student transfers from another school during the same PMR reporting interval and membership days from the previous school must be accounted for at the receiving school.
Severity
FATAL
What to Review
For each student reported in the validation, review the student's enrollment records for the applicable PMR reporting interval.
- Search for the student.
- Open Student Information > General > Enrollments.
- Review the student's current enrollment.
- Review the student's previous enrollment during the same school year.
- Determine whether the student transferred from another school during the same PMR reporting interval.
- Determine the number of applicable instructional days the student was previously in membership at the prior school during the reporting interval.
Verify that the enrollment Start Date and Start Status accurately reflect the student's transfer.
Recommended Action
If the student transferred from another school during the same PMR reporting interval, enter the applicable transfer days on the current enrollment.
- Open the applicable enrollment record.
- Locate the State Reporting Fields section.
- Locate the Year-Round Transfer Days Override field.
- Enter the number of applicable days the student was previously in membership at the prior school during the same PMR reporting interval.
- Select Save.
Important: Enter only the applicable instructional days from the previous school that will fall within the same PMR reporting interval. Do not enter the total number of days the student attended the previous school during the school year.
Enrollment Information Is Incorrect
If the student's enrollment information does not accurately reflect the transfer:
- Review the current and previous enrollment dates and statuses.
- Compare the enrollment information with the student's supporting enrollment records.
- Correct inaccurate enrollment dates and/or statuses.
- Save any changes.
Do not enter a Year-Round Transfer Days Override only to clear the validation when the underlying enrollment information is incorrect.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-08 when the membership or transfer-day information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Overlapping Primary Enrollment Records
Summary
This validation identifies students who have overlapping Primary enrollments at different schools within the same Public School Unit (PSU).
Review the student's enrollment records to determine whether the enrollment dates and statuses accurately reflect when the student ended enrollment at one school and began enrollment at the other school.
Severity
FATAL
What to Review
For each student reported in the validation, review the overlapping enrollment records.
- Search for the student.
- Open Student Information > General > Enrollments.
- Review the student's enrollment records for the current school year.
- Identify the Primary enrollments that overlap.
- Review Start Date and Local Start Status for the current enrollment.
- Review the applicable enrollment information for the previous school.
- Determine when the student stopped attending the previous school and began attending the current school.
- Compare the enrollment information with available documentation to determine whether the dates and statuses accurately reflect the student's enrollment history.
Contact the other school within the PSU, as needed, to confirm the student's enrollment timeline.
Important: Do not change enrollment dates or statuses only to remove the overlap. The enrollment records must accurately reflect when and how the student enrolled at each school.
Recommended Action
Determine which enrollment information does not accurately represent the student's enrollment history.
Current Enrollment Start Date Is Incorrect
If the student began attending the current school on a different date than the date reported:
- Review the documentation supporting the student's enrollment.
- Open the applicable current enrollment record.
- Correct the Start Date to accurately reflect when the student began enrollment at the school.
- Confirm that the remaining enrollment information is accurate.
- Select Save.
Previous Enrollment Information Is Incorrect
If the current enrollment accurately reflects when the student began attending the school, review the previous school's enrollment.
- Confirm when the student stopped attending the previous school.
- Review the previous enrollment's End Date and Local End Status, as applicable.
- Determine whether the previous enrollment accurately reflects the student's enrollment history.
- Correct inaccurate enrollment information at the applicable school.
Because both schools are within the same PSU, coordinate with the applicable school when another school's enrollment record requires correction.
Important: Refer to the SASA Manual when determining the appropriate Enrollment or Withdrawal Code. Do not change an accurate Enrollment or Withdrawal Code solely to eliminate the overlapping enrollment.
Verify the Correction
- Review the student's enrollment records again.
- Confirm that the Primary enrollment records accurately reflect the student's enrollment timeline.
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-09 after the overlapping Primary enrollment has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Students with Multiple Matching Enrollment Records
Summary
This validation identifies students with overlapping membership enrollments at schools in different Public School Units (PSUs).
Review the student's enrollment records to determine which school should report the student in membership during the overlapping timeframe.
Severity
FATAL
What to Review
For each student reported in the validation, review the student's enrollment information and determine whether the local enrollment accurately reflects when the student began attending the school.
- Search for the student.
- Open Student Information > General > Enrollments.
- Review the student's current enrollment.
- Review Start Date, Start Status, and Admission Status.
- Compare the enrollment information with available documentation showing when the student began attending the school.
- Determine whether the local enrollment dates accurately reflect the student's enrollment and attendance.
When the local enrollment is accurate, determine whether the overlapping enrollment is associated with another PSU.
Recommended Action
The correction depends on which enrollment is inaccurate.
Local Enrollment is Incorrect
- Review the documentation supporting the student's enrollment.
- Open the applicable enrollment record.
- Correct the Start Date, Start Status, or other applicable enrollment information.
- Select Save.
Local Enrollment Is Correct
If the local enrollment accurately reflects the student's enrollment and attendance, contact the other PSU to resolve the overlapping enrollment.
Provide the information needed to determine:
- When the student stopped attending the previous school.
- When the student began attending the current school.
- Which enrollment record requires correction.
The PSU with the inaccurate enrollment should correct the applicable enrollment dates or statuses. Depending on PSU processes, the enrollment history record from the previous school can be corrected in the student's current enrollment records, rather than transferring records again.
Student Is Attending More Than One School
If the student is legitimately receiving services or taking courses at more than one school, review the Admission Status and enrollment information at each school.
A student may be enrolled at more than one school, but the student's membership status must accurately identify the school responsible for reporting the student in membership.
- Open the applicable enrollment record.
- Correct the Admission Status to reflect VST1: Visitor - Standard Day Program/Foreign Exchange Student.
- If the student is cross-enrolled, verify the Local Start Status is X1: Cross Enrollment.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-10 after the overlapping membership enrollment has been resolved.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Missing Enrollment Start Status
Summary
This validation identifies students whose enrollment does not have a Start Status.
The Start Status identifies how the student entered or re-entered the school during the current school year. Review the student's enrollment records to determine the appropriate enrollment code.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment and the student's current-year enrollment records.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the enrollment record missing the Start Status.
- Locate the General Enrollment Information section.
- Review Local Start Status.
- Review the student's previous enrollments during the current school year, when applicable.
- Determine how the student entered or re-entered the school.
Use School Attendance and Student Accounting (SASA) Manual to determine the appropriate enrollment code based on the student's current year enrollment history.
Recommended Action
If Local Start Status is blank:
- Review the student's current year enrollment records.
- Determine the appropriate code according to the SASA Manual.
- Open the applicable enrollment record.
- Correct the Start Status. Ensure all other enrollment information is correct.
- Select Save.
Important: Do not select a Start Status only to clear the validation. The enrollment code must accurately reflect how the student entered or re-entered the school during the current school year.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in the FATAL-11 after the appropriate Start Status has been entered.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Invalid Enrollment End Status
Summary
This validation identifies students whose enrollment End Status is not mapped to a valid state Withdrawal Code.
The End Status identifies how the student ended the enrollment. Review the student's enrollment and withdrawal information to determine the appropriate code.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment and the circumstances related to the student's withdrawal.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Locate the General Enrollment Information section.
- Review Local End Status.
- Review the End Date and available documentation supporting the student's withdrawal.
- Determine whether the End Status accurately reflects how the student ended the enrollment.
Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Withdrawal Code.
Note: Withdrawal Codes are based on the circumstances of the student's withdrawal. Do not select a different End Status only to clear the validation.
Recommended Action
If Local End Status is not mapped to the appropriate state Withdrawal Code:
- Review the documentation supporting the student's withdrawal.
- Determine the appropriate Withdrawal Code according to the SASA Manual.
- Open the applicable enrollment record.
- Update the Local End Status.
- Verify the End Date accurately reflects the student's withdrawal. Ensure all other enrollment information is correct.
- Select Save.
Important: The withdrawal date and code should accurately represent the student's enrollment history. Refer to the SASA Manual when determining the appropriate Withdrawal Code and withdrawal date.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-12 after the appropriate End Status has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Graduated Students in a Grade Level Ineligible for Graduation
Summary
This validation identifies students in a grade level below 10 whose enrollment has a Local End Status of W4.
W4 is used when a student completes the formal instructional program before the end of the school year. Review the student's grade level, enrollment, and withdrawal information to determine whether the W4 End Status accurately reflects the student's circumstances.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment record.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the enrollment record with a Local End Status of W4.
- Review the student's Grade.
- Review the End Date and Local End Status.
- Review the documentation supporting the student's withdrawal.
- Determine whether the student's Grade and Local End Status accurately reflect the student's enrollment and completion status.
Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Withdrawal Code.
Recommended Action
Determine whether the student's Local End Status or Grade is incorrect.
Local End Status is Incorrect
If the student did not complete the formal instructional program and W4 was entered incorrectly:
- Review the documentation supporting the student's withdrawal.
- Refer to the SASA Manual to determine the appropriate Withdrawal Code.
- Open the applicable enrollment record.
- Update the Local End Status.
- Verify that the End Date accurately reflects the student's withdrawal.
- Select Save.
Grade is Incorrect
If W4 accurately represents the student's completion status but the reported Grade is incorrect:
- Review the student's enrollment and academic records.
- Determine the grade level that accurately reflects the student's enrollment.
- Follow the applicable grade level correction process. See the Retention/Promotion During School Year articles for steps on correcting grade levels.
- Verify that the corrected enrollment accurately reflects the student's enrollment history.
Important: Do not change the Grade or Local End Status only to clear the validation. Both values must accurately reflect the student's enrollment and completion status.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-17 after the enrollment information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: School With Instructional Days After June 30
Summary
This validation identifies calendars with instructional days scheduled after June 30.
Review the calendar to identify dates after June 30 that are marked as school, instructional or attendance days.
Severity
FATAL
What to Review
Review the applicable calendar for days scheduled after June 30.
- Select the applicable school and calendar.
- Open Scheduling & Courses > Calendar Setup > Day Setup.
- Locate any calendar days after June 30.
- Select each applicable date.
- Review the School Day, Instruction, and Attendance settings.
- Determine whether the date was incorrectly configured as part of the instructional school year.
Note: The school calendar must fall within the applicable fiscal year. Instructional days used to meet school calendar requirements cannot extend beyond June 30. Refer to the SASA Manual for more information regarding calendar setup.
Recommended Action
If a date after June 30 is incorrectly configured as an instructional day:
- Open Scheduling & Courses > Calendar setup > Day Setup.
- Select the applicable date after June 30.
- Clear School Day.
- Clear Instruction.
- Clear Attendance.
- Select Save Day/Day Events.
- Repeat the steps above for each applicable date after June 30.
Important: Before changing calendar information, confirm that the selected date should not be part of the instructional school year. Calendar setup should accurately reflect the PSUs approved school calendar.
Verify the Correction
- Review Day Setup and confirm that no instructional days remain after June 30.
- Rerun the applicable PMR FATAL Validations.
- Confirm that the calendar no longer appears in FATAL-18 after the calendar issue has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Calendar Not Configured
Summary
This validation identifies calendars where required Calendar Information values are missing or incomplete.
Review the calendar to confirm that Student Day, Teacher Day, and Whole Day Absence minutes are entered and accurately reflect the school's instructional day.
Severity
FATAL
What to Review
Review the applicable calendar in Calendar Information.
- Select the applicable calendar
- Open Scheduling & Courses > Calendar Setup > Calendar Information.
- Review Student Day minutes.
- Review Teacher Day minutes.
- Review Whole Day Absence minutes.
- Compare the values with the school's instructional schedule and bell schedule.
Use the following guidelines:
- Student Day should reflect the instructional minutes of a fully scheduled student on a regular instructional day.
- Teacher Day should reflect the total number of minutes from the school start time through the school end time, including instructional and non-instructional time.
- Whole Day Absence should equal one-half of the Student Day plus 1 minute or be rounded to the nearest whole minute when the calculation results in a half minute.
See the New School Year article for more information on calendar information setup.
Whole Day Absence Examples
| Student Day | Calculation | Whole Day Absence |
|---|---|---|
| 370 minutes | 370 ÷ 2 = 185, then +1 | 186 minutes |
| 371 minutes | 371 ÷ 2 = 185.5 then rounded | 186 minutes |
Recommended Action
Enter the correct required calendar minute values.
- Open Scheduling & Courses > Calendar Setup > Calendar Information.
- Select the applicable calendar.
- Enter the appropriate Student Day minutes based on the instructional day for a fully scheduled student.
- Enter the appropriate Teacher Day minutes based on the school's bell-to-bell day.
- Calculate and enter the Whole Day Absence using one-half of the Student Day plus 1 minute, or round to the nearest whole minute when applicable.
- Select Save.
Important: Use the school's actual instructional schedule and bell schedule when entering these values. Do not enter values only to clear the validation.
Verify the Correction
- Review Calendar Information and confirm that Student Day, Teacher Day, and Whole Day Absence contain the correct values.
- Rerun the applicable PMR FATAL Validations.
- Confirm that the calendar no longer appears in FATAL-19 after the required values have been entered or corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Reporting Intervals Incorrectly Configured
Summary
This validation identifies school calendars where the School Months do not meet North Carolina reporting requirements.
The school year must contain 9 reporting intervals based on instructional days.
- Months 1 and 2: Exactly 20 instructional days each.
- Months 3-9: Between 16 and 26 instructional days each.
Refer to the SASA Manual for more information on calendar requirements.
Severity
FATAL
What to Review
Review the School Month setup for the calendar reported in the validation.
- Select the applicable school and calendar.
- Open Scheduling & Courses > Calendar Setup > School Month.
- Confirm that 9 School Months are configured.
- Review the Days count for each School Month.
- Confirm that Months 1 and 2 contain exactly 20 instructional days each.
- Confirm that Months 3-9 contain between 16 and 26 instructional days each.
- Review the Start Date and End Date for each School Month to confirm that the reporting intervals follow the school's instructional calendar.
Note: School month reporting intervals are based on instructional days, not calendar days.
Recommended Action
Correct the School Month configuration when the reporting intervals do not meet requirements.
- Open Scheduling & Courses > Calendar Setup > School Month.
- Review each School Month Sequence.
- Adjust the applicable Start Date and End Date so that:
- Months 1 and 2 each contain exactly 20 instructional days.
- Months 3-9 contain between 16 and 26 instructional days.
- Confirm that all 9 School Months are configured.
- Verify that the School Months follow the school's instructional calendar.
- Select Save.
Refer to the School Months (North Carolina) | Infinite Campus article for detailed system instructions for configuring School Months.
Important: Do not add or remove instructional days from the school calendar only to correct the School Month count. The School Month reporting intervals should be configured around the school's approved instructional calendar.
Verify the Correction
- Review all 9 School Month Sequences.
- Confirm that Months 1 and 2 each contain 20 instructional days.
- Confirm that Months 3-9 each contain 16-26 instructional days.
- Rerun the applicable PMR FATAL Validations.
- Confirm that the calendar no longer appears in FATAL-20.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Missing Admission Status
Summary
This validation identifies students whose enrollment is missing an Admission Status.
Admission Status identifies whether an enrolled student is considered in membership or visiting for state reporting. All students must have the appropriate Admission Status.
Severity
FATAL
What to Review
For each student reported in the validation, review the Admission Status on the applicable enrollment record.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Locate the State Reporting Fields section.
- Review the Admission Status.
- Review the student's enrollment and instructional day to determine the appropriate Admission Status.
Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Admission Status.
Note: Admission Status determines whether an enrolled student is considered in membership or visiting. The status must accurately reflect the student's enrollment and instructional day.
Recommended Action
If Admission Status is missing:
- Review the student's enrollment and instructional day.
- Refer to the SASA Manual to determine the appropriate Admission Status.
- Open the applicable enrollment record.
- Locate the State Reporting Fields section
- Select the appropriate Admission Status.
- Select Save.
Important: Do not select an Admission Status only to clear the validation. The selected status must accurately reflect whether the student is in membership or visiting according to the NCDPI student accounting requirements.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-21 after the appropriate Admission Status has been entered.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Assigned to an Invalid Admission Status for Their Grade Level
Summary
This validation identifies students whose Admission Status is not valid for the student's enrolled Grade.
Review both the student's Grade and Admission Status to determine which value does not accurately reflect the student's enrollment and instructional day.
Severity
FATAL
What to Review
For each student reported in the validation, review the Grade and Admission Status on the applicable enrollment record.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the student's Grade.
- Locate the State Reporting Fields section.
- Review the Admission Status.
- Determine whether the Grade accurately reflects the student's enrollment.
- Determine whether the Admission Status is appropriate for the student's grade level and instructional day.
Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Admission Status.
Recommended Action
Determine whether the student's Admission Status or Grade is incorrect.
Admission Status Is Incorrect
If the student's Grade is correct, but the Admission Status is not appropriate for the student's grade level or instructional day:
- Review the student's instructional day.
- Refer to the SASA Manual to determine the appropriate Admission Status.
- Open the applicable enrollment record.
- Locate the State Reporting Fields section
- Update the Admission Status.
- Select Save.
Grade is Incorrect
If the Admission Status accurately reflects the student's instructional day but the student's Grade is incorrect:
- Review the student's enrollment and applicable documentation.
- Determine the correct grade level.
- Follow the appropriate grade correction using the Retention/Promotion options.
- Confirm that the enrollment accurately reflects the student's grade placement.
Important: Do not change the Grade or Admission Status only to clear the validation. Both values must accurately reflect the student's enrollment and instructional day.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-22 after the Grade or Admission Status has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Incorrect Membership Status
Summary
This validation identifies students with an MST1 or MED1 Admission Status whose scheduled instructional minutes are less than 50% of the possible instructional minutes for the Student Day.
Students with an MST1 or MED1 Admission Status must be enrolled for at least 50% of the instructional school day to be included in membership.
Severity
FATAL
What to Review
For each student reported in the validation, review the student's Admission Status, schedule, and scheduled instructional minutes.
Review the Admission Status
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Locate the State Reporting Fields section.
- Review the Admission Status.
- Confirm whether the student should be considered in membership based on the student's instructional day.
Review the Student Schedule
- Search for the student.
- Open Student Information > General > Schedule.
- Review the periods and courses scheduled for the student.
- Confirm that all applicable periods and courses are included in instruction.
- Review applicable course roster dates.
- Determine whether the student's schedule accurately represents the instruction the student receives.
Review Scheduled Instructional Minutes
Compare the student's scheduled instructional minutes with the possible Student Day minutes.
A student with an MST1 or MED1 Admission Status must be scheduled for at least 50% of the instructional day.
For example, if the Student Day is 360 instructional minutes:
360 ÷ 2 = 180 minutes
The student must be scheduled for at least 180 instructional minutes to meet the 50% requirement.
Note: The 50% requirement is not rounded. A student scheduled for less than 50% of the instructional day does not meet the membership requirement.
Recommended Action
Determine whether the student's schedule or Admission Status does not accurately represent the student's instructional day.
Student Schedule Is Incomplete or Incorrect
If the student should receive instruction for at least 50% of the instructional day but the schedule does not accurately reflect the student's instructional day:
- Review the courses the student should attend.
- Add any missing course or section enrollments, as appropriate.
- Correct inaccurate roster dates, when applicable.
- Confirm that the courses are scheduled during instructional periods and have attendance checked.
- Verify that the corrected schedule accurately represents the student's instructional day.
The Attendance checkbox must be checked for any course that should count in instructional minutes even if placed in an instructional period.
Important: Do not add courses or change roster dates only to meet the 50% requirement. The student's schedule must reflect the instruction the student actually receives.
Admission Status Is Incorrect
If the student's schedule is accurate and the student is enrolled for less than 50% of the instructional day:
- Review the student's instructional day.
- Refer to the School Attendance and Student Accounting (SASA) Manual to determine the appropriate Admission Status.
- Open the applicable enrollment.
- Locate the State Reporting Fields section.
- Update Admission Status.
- Select Save.
SASA identifies students enrolled for less than 50% of the applicable instructional day as visiting rather than in membership.
Student Day Information Is Incorrect
If the student's schedule and Admission Status appear correct, verify that the Student Day minutes for the calendar accurately represent the school's instructional day.
- Open Scheduling & Courses > Calendar Setup > Calendar Information.
- Review Student Day.
- Compare the value with the instructional minutes for a fully scheduled student on a regular instructional day.
- Correct the Student Day value when the calendar information is inaccurate.
Important: A change to Student Day affects more than the individual student reported in this validation. Verify the school's calendar and instructional schedule before changing the value.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-23 after the schedule, Admission Status, or applicable calendar information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Extended Day status assigned to Standard Day FTE
Summary
This validation identifies students whose Admission Status indicates enrollment in an Extended Day Program but whose enrollment is associated with a Standard Day FTE.
Extended Day Admission Status codes include MED1 and VED1. These statues apply to students in grades 6-12 who are enrolled in an Extended Day Program.
Review the student's Admission Status and instructional program to determine whether the Extended Day status is appropriate.
Severity
FATAL
What to Review
For each student reported in the validation, review the student's enrollment and instructional day.
Review the Admission Status
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment.
- Review the student's Grade.
- Locate the State Reporting Fields section.
- Review the Admission Status.
- Determine whether the Grade accurately reflects the student's grade placement.
- Determine whether the Admission Status is valid for the student's Grade and accurately reflects the student's instructional program.
Refer to the School Attendance and Student Accounting (SASA) Manual when determining the appropriate Admission Status.
Note: Students in grade levels below 6 are not eligible for an Extended Day Admission Status. MED1 and VED1 apply only to grades 6-12.
Recommended Action
Review the student's Grade and Admission Status to determine which value does not accurately reflect the student's enrollment and instructional program.
Grade Is Incorrect
- Review the student's enrollment and applicable documentation.
- Determine the grade level that accurately reflects the student's enrollment.
- Follow the appropriate grade correction using the Retention/Promotion options.
- Verify that the corrected enrollment accurately reflects the student's grade placement.
Admission Status Is Incorrect
If the student's Grade is correct but the Extended Day Admission Status is incorrect:
- Review the student's instructional program.
- Refer to the SASA Manual to determine the appropriate Admission Status.
- Open the applicable enrollment.
- Locate the State Reporting Fields section.
- Update Admission Status.
- Select Save.
Important: Do not change the student's Grade or Admission Status only to clear the validation. Both values must accurately reflect the student's grade placement and instructional program.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-24 after the Grade or Admission Status has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Standard Day Status assigned to Extended Day FTE
Summary
This validation identifies students whose Admission Status does not align with the applicable Standard Day requirements.
Students enrolled in a track school should not have an Extended Day Admission Status. Review the student's Admission Status to confirm that it accurately reflects the student's instructional program.
Severity
FATAL
What to Review
For each student reported in the validation, review the Admission Status on the applicable enrollment.
Review the Admission Status
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the student's Grade.
- Locate the State Reporting Fields section.
- Review the Admission Status.
- Determine whether the student should have a Standard Day membership or visitor status.
Refer to the School Attendance and Student Accounting (SASA) Manual when determining the appropriate Admission Status.
Recommended Action
If the student is assigned an Extended Day Admission Status:
- Review the student's enrollment and instructional program.
- Refer to the SASA Manual to determine the appropriate Admission Status.
- Open the applicable enrollment record.
- Locate State Reporting Fields section.
- Update Admission Status to MST1 or VST1, as appropriate.
- Select Save.
Important: Select the Admission Status that accurately reflects whether the student is in membership or visiting. Do not change the Admission Status only to clear the validation.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-25 after the Admission Status has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Whose Start Date Is Before the Calendar's First Instructional Day
Summary
This validation identifies students whose enrollment Start Date is before the calendar's first instructional day.
Review the student's enrollment to determine whether the enrollment should have been processed as a No Show or whether the Start Date is incorrect.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment and the student's initial attendance.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the Start Date.
- Review the No Show checkbox.
- Compare the Start Date with the calendar's first instructional day in Day Setup.
- Determine whether the student attended school under the enrollment.
- If the student attended, determine the student's first day of attendance that met the initial enrollment day requirements.
Note: A student must meet the initial enrollment day attendance requirements to be counted in membership. Refer to the School Attendance and Student Accounting (SASA) Manual for requirements and applicable exceptions.
Recommended Action
Determine whether the enrollment should be processed as a No Show or whether the Start Date should be corrected.
Enrollment Should Have Been Processed as a No Show
If the student did not attend and the enrollment should have been processed as a No Show:
- Confirm that the student did not attend under the enrollment.
- Open the applicable enrollment record.
- Review the Start Date and End Date.
- Confirm that the enrollment information reflects the applicable No Show process. Use the End Enrollments articles for guidance on No Showing student enrollments.
- Check No Show.
- Select Save.
Tip: Review enrollments with Start Date and End Date of 7/1 to determine whether the enrollment was processed as a No Show but the No Show checkbox was not selected.
Enrollment Start Date is Incorrect
If the student attended school but the enrollment Start Date is incorrect:
- Review the student's attendance and enrollment documentation.
- Determine the first instructional day the student met the initial enrollment day attendance requirements.
- Open the applicable enrollment record.
- Update Start Date to the appropriate date.
- Select Save.
The SASA Manual states that a student must be present for at least 50% of the initial enrollment day to be recorded present, with specific exceptions identified in the manual. When the student does not meet the initial enrollment day requirement, the enrollment date must be moved forward until the requirement is met.
Important: Do not change the Start Date only to place it on or after the first instructional day. The Start Date must accurately reflect the student's initial enrollment according to student account requirements.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-27 after the No Show or Start Date information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students With Exit Dates Before Their Start Dates
Summary
This validation identifies students whose enrollment End Date is before the Start Date for an enrollment in the current school year.
Review the enrollment dates to confirm that they accurately reflect the student's enrollment history.
Severity
FATAL
What to Review
For each student reported in the validation, review the applicable enrollment record.
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment record.
- Review the Start Date.
- Review the End Date.
- Determine whether the enrollment dates accurately reflect when the student entered an exited the school.
Recommended Action
If the End Date is before the Start Date:
- Review the student's enrollment and withdrawal documentation.
- Determine the correct enrollment dates.
- Open the applicable enrollment record.
- Update the End Date to accurately reflect the student's enrollment.
- Confirm that the End Date is the same as or later than the Start Date.
- Select Save.
Important: Do not change an enrollment date only to clear the validation. The Start Date and End Date must accurately reflect the student's enrollment history.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-28 after the enrollment dates have been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Marked Tardy Instead of Absent 1L/2L
Summary
This validation identifies students with a tardy attendance code whose recorded absence minutes exceeds 50% of the instructional day.
A student must be present for at least 50% of the instructional day to be considered present for daily attendance. Review the student's attendance entry and recorded time to determine whether the tardy information accurately reflects the student's attendance for the identified date.
Severity
FATAL
What to Review
For each student reported in the validation, review the attendance information for the Date of Absence identified in the validation.
- Search for the student.
- Open Student Information > General > Attendance.
- Locate the Date of Absence reported in Fatal-29.
- Review the attendance code entered for the student.
- Review the student's recorded attendance time and/or minutes.
- Determine how much of the instructional day the student was present.
- Verify the attendance code entered for the student.
- Review the student's recorded attendance time or minutes.
- Determine how much of the instructional day the student was present.
- Verify that the attendance code and recorded time accurately reflect the student's attendance for the day.
The validation provides information such as Date of Absence, Absent Minutes, Student Day, and Percent Absent First Day to help identify the attendance record requiring review.
Recommended Action
Determine whether the student's attendance code or recorded attendance time is incorrect.
Attendance Time Is Incorrect
If the tardy code accurately represents the student's attendance but the recorded time is incorrect:
- Review the documentation supporting the student's arrival or attendance time.
- Open the attendance entry for the reported date.
- Correct the applicable time information.
- Confirm that the attendance entry accurately reflects the amount of time the student was present.
- Select Save.
Attendance Code is Incorrect
If the student was absent for more than 50% of the instructional day and the tardy code does not accurately represent the student's attendance:
- Review the documentation supporting the student's absence.
- Determine the appropriate attendance code according to the School Attendance and Student Accounting (SASA) Manual.
- Open the attendance entry for the reported date.
- Update the attendance code as appropriate.
- Verify the applicable time information.
- Select Save.
Important: Do not change an attendance code or attendance time only to clear the validation. Attendance information must accurately reflect the student's actual attendance for the instructional day.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-29 when the attendance information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: Student Attendance Records Without Associated Codes/Excuses
Summary
This validation identifies student attendance records that do not have an associated Attendance Code/Excuse.
Review the reported attendance record and assign the appropriate attendance code based on the reason for the student's absence or partial day attendance.
Severity
FATAL
What to Review
For each student reported in the validation, review the attendance record identified in the validation results.
- Search for the student.
- Open Student Information > General > Attendance.
- Locate the attendance record identified in the validation.
- Review the date and attendance information.
- Determine the reason for the student's absence or partial day attendance.
- Review available attendance documentation to determine the appropriate Attendance Code/Excuse.
Refer to the School Attendance and Student Accounting (SASA) Manual when determining the appropriate attendance code.
Note: Attendance records must accurately reflect the reason for the student's absence or partial day attendance. The SASA identifies the approved attendance codes and requirements for their use.
Recommended Action
If the attendance record does not have an associated Attendance/Code Excuse:
- Review the documentation supporting the student's attendance for the reported date.
- Refer to the SASA Manual to determine the appropriate attendance code.
- Open Student Information > General > Attendance.
- Select the attendance record identified in the validation.
- Select the appropriate Attendance Code/Excuse.
- Verify any applicable attendance time information.
- Select Save.
Important: Do not select an attendance code only to clear the validation. The selected code must accurately reflect the reason for the student's absence or partial day attendance.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-30 after the appropriate Attendance Code/Excuse has been assigned.
- Continue reviewing any remaining FATAL validation results.
Rule: Students Not Rostered on Last Instructional Day
Summary
This validation identifies students who were enrolled and rostered in an instructional period during the reporting period but are not rostered on the last instructional day.
Review the student's enrollment and course roster dates to determine whether the student should have remained scheduled through the last instructional day.
Severity
FATAL
What to Review
For each student reported in the validation, compare the student's enrollment dates with the applicable course roster dates.
Review the Enrollment
- Search for the student.
- Open Student Information > General > Enrollments.
- Select the applicable enrollment.
- Review the Start Date and End Date, when applicable.
- Determine whether the student was actively enrolled through the last instructional day of the reporting period.
Review the Schedule
If the student was enrolled through the last instructional day:
- Open Student Information > General > Schedule > Walk-in Scheduler.
- Review the student's courses for the reporting period.
- Review the roster Start Date and End Date for the applicable courses.
- Compare the roster start dates with the student's enrollment dates.
- Determine whether the roster dates accurately reflect the student's participation in the courses.
Note: Blank roster Start or End Dates may be valid. The validation excludes blank roster dates when comparing roster dates with enrollment dates.
Recommended Action
Determine whether the student's enrollment dates or course roster dates are incorrect.
Enrollment Dates Are Incorrect
If the student was not actually enrolled through the last instructional day but the enrollment remained active:
- Review the documentation supporting the student's enrollment or withdrawal.
- Determine the correct enrollment dates.
- Open the applicable enrollment.
- Correct the enrollment information according to the SASA Manual.
- Select Save.
Roster Dates are Incorrect
If the student was actively enrolled and should have remained scheduled:
- Open Student Information > General > Schedule > Walk-in Scheduler.
- Select the applicable course.
- Review the roster Start and End Dates.
- Update the inaccurate roster dates to align with the student's actual course participation and enrollment, as appropriate.
- Select Close.
- Repeat for other applicable courses when needed.
Important: Do not extend roster dates only to clear the validation. Roster dates must accurately reflect the student's actual course participation.
Verify the Correction
- Rerun the applicable PMR FATAL Validations.
- Confirm that the student no longer appears in FATAL-31 after the enrollment or roster information has been corrected.
- Continue reviewing any remaining FATAL validation results.
Rule: No Users With PMR Tool Rights In School
Summary
This validation identifies schools that do not have a user with the required tool rights to complete the PMR verification and submission process.
At least one user for the school must have the required PMR submission tool rights.
Severity
FATAL
What to Review
Determine which user should be responsible for completing the PMR verification and submission process for the school.
For the selected user:
- Open User Management > User Account Administration > User Account.
- Search for and select the applicable user.
- Locate and expand Individual Tool Rights.
- Review the user's PMR tool rights.
- Confirm whether the user has Read and Write access to the applicable PMR submission tool.
Note: Only one user is required to have the applicable tool rights for each school.
Recommended Action
If the school does not have a user with the required PMR tool rights:
- Open User Management > User Account Administration > User Account.
- Search for and select the user who should complete the PMR verification and submission process.
- Locate and expand Individual Tool Rights.
- Select Modify Tool Rights.
- Locate and expand the NC State Reporting tool section.
- Locate the applicable PMR submission tool.
- Select Read and Write.
- Select Update.
Refer to the PMR Tool Rights | Infinite Campus for information on the tool rights for PMR.
Important: Assign PMR submission rights only to users authorized to review, verify, and submit PMR information for the school.
Verify the Correction
- Confirm that the selected user has the required PMR submission tool rights.
- Rerun the applicable PMR FATAL Validations.
- Confirm that the school no longer appears in FATAL-32.
- Continue reviewing any remaining FATAL validation results.
