Enrollment Verification Inquiry Form

The Governor’s Office of Student Achievement has identified schools of concern through analysis of error codes that flagged differences between the number of students that local education agencies (LEAs) reported in the FTE and Student Record Georgia Department of Education collections. Errors in FTE enrollment reporting result in inaccurate funding allotments through the Quality Basic Education funding formula. This form provides LEAs with schools of concern an opportunity to explain data collection and verification processes as well as provide a rationale for discrepancies in data reported. It should be filled out and submitted by the LEA data coordinator.

Forms must be submitted by Monday, October 16, 2017 at 5:00 PM. Please fill out a separate form for each identified school. All answers must be entered in one session, so it is recommended that the data coordinator gather answers to all questions prior to entering information into the form.

Once received, GOSA will review it in conjunction with relevant state-level student data to determine whether the inquiry can be closed or if further information is required, which may include a document/records request or an on-site audit. GOSA will notify the LEA superintendent and data coordinator by email of closure or next steps within 30 days of the deadline.

Form responses are confidential. Only GOSA Academic Auditing and GaDOE Data Collections staff are able to view submissions. Please do not share any personally identifiable student information in your answers.

LEA Number (required)

LEA Name (required)

School Name (required)

District Data Coordinator Name (required)

District Data Coordinator Phone Number (###-###-####) (required)

District Data Coordinator E-mail (required)

School Data Coordinator Name (required)

1. Describe the process for how your LEA collects, verifies, and submits data to the GaDOE for the FTE and Student Record collections, beginning with school-level data entry and ending with superintendent sign-off. (required)

2. If available, upload your LEA’s data collections policy/procedures document. Please make sure to click the "upload" button after selecting the file.

One file only.
2 MB limit.
Allowed types: pdf, doc, docx, ppt, pptx, xls, xlsx, xml.

3. Did your LEA participate in the GaDOE’s training on FTE and Student Record data collections? If so, who participated? (required)

4. If available, upload any documentation verifying participation in the training. Please make sure to click the "upload" button after selecting the file.

One file only.
2 MB limit.
Allowed types: pdf, doc, docx, ppt, pptx, xls, xlsx, xml.

5. Describe how your LEA trains school data personnel to ensure accurate and timely data entry and validation. (required)

6. How long does the LEA maintain student enrollment records? (required)

7. Were you aware of this reporting error prior to receiving this inquiry form? (required)

8. (a) Describe the discrepancies between the FTE and Student Record collections for the school in question. Please provide as much detail as possible on the errors, but do not include any personally identifiable information. (required)

8. (b) Please describe why the error(s) occurred and why they were not able to be corrected in the Student Record application. (required)

9. What procedural changes have been or will be implemented to reduce the likelihood of similar errors in future data collections? (required)

10. I certify to the best of my knowledge that I am authorized to submit this form on behalf of my LEA and that the information provided is accurate. (required)

Enrollment Verification Inquiry Form

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