Use longitudinal comparison reports to spot "spikes" or "dips" in year-over-year data—such as a sudden 20% drop in a specific demographic—that typically indicate a systemic data entry error rather than a true population shift.
Year-over-Year Comparative Audits: Instantly visualize shifts in enrollment, attendance, and program participation between the current year and historical averages to identify outliers that warrant a data integrity review.
Campus-to-Campus Variance Analysis: Compare data entry patterns across different campuses to identify schools where specific coding—such as "At-Risk" or "Section 504"—is significantly higher or lower than the district average.
Automatic Outlier Detection: Set threshold alerts to notify data managers when specific metrics (like disciplinary referrals or special education referrals) deviate sharply from established norms.
Master Schedule Flux Monitoring: Identify sudden changes in course enrollment totals that might indicate a scheduling error or a failure to properly sync course sections between the student information systems and the reporting engine.
Accountability Subset Stability: Monitor the consistency of your accountability "snapshots" to ensure that shifts in student populations are due to actual mobility rather than inconsistent coding of "School-Start Window" leavers.
Identify discrepancies between daily attendance records and funding-eligible minutes, ensuring that every student is correctly coded to maximize state revenue.
ADA Funding Leak Detection: Automatically identify students who are marked present in the classroom but are missing the specific funding codes in the student information systems required for state reimbursement.
Instructional Minute Verification: Cross-reference master schedules with student attendance records to ensure that students enrolled in specialized programs (like CTE or Special Education) are meeting the minimum required instructional minutes for weighted funding.
Dual Enrollment & Off-Campus Audit: Reconcile attendance for students participating in off-campus programs or dual-credit courses, ensuring their attendance is captured accurately even when they are not physically on the main campus.
Membership vs. Attendance Integrity: Flag "ghost" enrollments where students are listed as active in the student information systems but have zero recorded attendance, allowing for immediate cleanup before official reporting snapshots.
Impact of Chronic Absenteeism on Revenue: Generate financial impact reports that show exactly how much state funding is being lost due to chronic absenteeism, helping administrators prioritize engagement initiatives based on fiscal urgency.
Utilize a built-in library of state-specific validation rules to catch "fatal" errors in student information systems data before they trigger official state reporting failures or audits.
Pre-Submission Integrity Audits: Run comprehensive "mock" submissions months in advance of state deadlines to identify and correct fatal errors while there is still time to adjust records in the student information systems.
Logic Conflict Identification: Automatically detect "impossible" data combinations—such as a student marked as a graduate who is also enrolled in the current term—preventing logic-based rejection from state databases.
Dynamic Rule Updates: Benefit from a platform that stays current with the latest state and federal reporting standards, ensuring your internal audits always reflect the most recent legislative changes.
Campus-Level Error Disaggregation: Break down district-wide validation errors by campus, allowing district data managers to assign specific cleanup tasks to the appropriate campus-level staff.
Custom Validation Capability: Beyond state rules, create district-specific validation checks to ensure local data entry standards are being met consistently across all departments.
Validate that teacher service records and "Pop Served" (Population Served) indicators match the students actually enrolled in their courses, protecting the integrity of weighted funding and teacher allotment calculations.
"Population Served" Accuracy: Automatically verify that the "Pop Served" code assigned to a teacher's course section accurately reflects the students enrolled—such as ensuring a Special Education teacher's section is correctly linked to students with an active IEP.
Teacher Allotment Verification: Audit teacher service records against student growth data to ensure that the district has the necessary documentation to support Teacher Incentive Allotment (TIA) designations and funding.
Master Schedule Integrity: Identify discrepancies where a teacher is assigned to a course in the student information systems but has no students enrolled, or vice versa, preventing reporting errors that affect class-size compliance.
Funding Source Reconciliation: Cross-reference teacher payroll funding (Function Codes) with the actual student populations they serve (Program Intent Codes) to ensure the district is accurately capturing "supplement, not supplant" requirements.
Credential and Assignment Validation: Align staff certification records with student course assignments to proactively identify potential "out-of-field" teaching assignments before they are flagged by state monitoring agencies.
Use the CCMR EWS and Verifier tools to cross-reference student information system graduation data with external files (like SAT, ACT, and TSIA) to ensure no College, Career, or Military Readiness milestones are missed.
Automated Score Integration: Automatically pull in scores from external files (College Board, ACT, Texas Success Initiative) and link them to student records, ensuring students who met benchmarks are credited even if the scores weren't manually entered into the student information systems.
Industry-Based Certification (IBC) Audit: Cross-reference CTE course completions with earned certifications to ensure every student who earned a state-approved IBC is correctly coded for accountability points.
"Point-Earning" Gap Analysis: Identify "on-the-bubble" students who are one criteria away from meeting CCMR status—such as those with a passing CTE course sequence but a missing certification—allowing for targeted intervention before graduation.
Armed Forces Readiness Tracking: Validate Military Enlistment data against graduation records to ensure students entering the armed forces are accurately captured as "Ready" in the district’s accountability subset.
CCMR Verifier Reconciliation: Streamline the annual reconciliation process by comparing district data against the official state "CCMR Verifier" list, allowing you to identify and appeal discrepancies with evidence-backed documentation.
Compare historical meal eligibility records with current student information system indicators to identify "lost" economically disadvantaged students, which can significantly impact district accountability rankings.
Funding Gap Identification: Automatically detect students who were flagged as economically disadvantaged in previous years or on direct certification lists but are currently missing that indicator in the student information systems.
Direct Certification Cross-Referencing: Streamline the process of matching state-provided SNAP, TANF, and Medicaid lists with your active enrollment to ensure every eligible student is correctly coded for compensatory education funding.
Accountability Subset Protection: Monitor the "Eco-Dis" percentage within your accountability subsets to ensure your district is being compared against the correct peer groups for "Relative Performance" (Domain 2B) ratings.
Provision 2/CEP Program Support: For districts on Community Eligibility Provision, OnDataSuite helps track and maintain the underlying data integrity required to justify and sustain federal reimbursement rates.
Year-to-Year Demographic Audits: Flag significant shifts in campus-level economic disadvantage percentages that don't align with local community trends, signaling potential systemic issues with the application or data entry process.
Review leaver codes against state enrollment records to identify "potential dropouts" or students whose withdrawal codes may have been entered incorrectly in the student information systems.
Leaver Reason Code Verification: Automatically audit leaver codes entered in the student information systems against state documentation requirements to ensure every student withdrawal is supported by the necessary evidence.
Data Validation for Graduation Rates: Identify students whose withdrawal codes (such as "Intent to Home School") are missing the specific documentation flags required by state auditors to be excluded from the dropout count.
Longitudinal Leaver Analysis: Track trends in leaver reasons over multiple years to identify specific grades or campuses with higher-than-average "Unknown" withdrawal codes, allowing for targeted staff training on proper withdrawal procedures.
Ensure that disciplinary actions requiring mandatory placements (such as DAEP) are documented with the correct legal codes and durations to maintain state compliance and reporting accuracy.
Mandatory Placement Reconciliation: Automatically flag incidents that require a mandatory DAEP or JJAEP placement under state law but are missing the corresponding placement record in the student information systems.
Duration and Attendance Validation: Compare the length of a student's disciplinary placement against their actual attendance in the alternative program to ensure "days served" are accurately reported for state funding and compliance.
Legal Code Consistency Checks: Audit disciplinary records to ensure the "Reason Code" provided for a removal matches the "Action Code" allowed by state disciplinary charts, reducing the risk of audit citations.
Special Education Manifestation Oversight: Cross-reference disciplinary removals for students in special education with their ARD meeting dates to ensure that mandatory "Manifestation Determination" reviews were held within required timelines.
Campus-Level Discipline Disparities: Generate disaggregated reports to monitor for disproportionate disciplinary actions among specific student subgroups, allowing the district to address potential equity issues before they trigger state monitoring.
Match testing rosters from state portals against current enrollment in student information systems to identify students who may have been missed during a testing window or coded with incorrect exemptions.
Testing Roster Gap Analysis: Compare your actual student information systems enrollment at the time of testing against the results received from state vendors to quickly identify students who were "eligible but not tested."
Exemption & Participation Audits: Automatically flag students marked with "Absent" or "Other" testing codes to ensure those exemptions are backed by valid documentation, such as medical records or emergency situations.
Score-to-Student Mapping: Ensure that every received state assessment score is correctly linked to a student record in your student information systems, preventing "orphaned" scores that don't contribute to your district’s performance ratings.
Non-Participant Impact Reporting: Calculate the potential impact of non-participants on your district’s participation rate, ensuring you meet the 95% threshold required to avoid negative accountability adjustments.
Demographic Subset Validation: Verify that the student groups assigned during testing (e.g., Emergent Bilingual or Special Education) match the active coding in your student information systems to ensure performance is credited to the correct subgroups.
Cross-check student service records (such as Special Education, 504, or Bilingual) against assessment accommodations and demographic tags to ensure students are receiving the services and the funding they are entitled to.
Service-to-Code Alignment: Compare student IEP and 504 records against the active coding in your student information systems to ensure that every student receiving services is correctly flagged for state and federal funding.
Accommodation Consistency Checks: Audit assessment data to ensure that the accommodations provided during state testing match the required services documented in the student information systems, reducing the risk of testing irregularities.
Program Entry/Exit Date Validation: Automatically flag students who are receiving services but lack a valid program entry date, or those who have exited a program but remain active in the student information systems.
Weighted Funding Verification: Identify students enrolled in high-need programs—such as Bilingual or Special Education—who are missing the specific sub-codes required to trigger weighted state funding allotments.
Evaluation Timeline Oversight: Monitor evaluation and re-evaluation deadlines to ensure the district remains in 100% compliance with statutory timelines, preventing "out of compliance" status for student records.
Aloe Software Group is a software development company located in Victoria, TX. Our initial software product “PEIMS Data Plus” began development not long after Aloe Software Group was formed in 2004.
Address: 1102 N Williams St. Victoria, TX 77901
Email: [email protected]
Phone: 1-800-521-2563
