Level Data Validation Verification

The purpose of Level Data Validation is to ensure the accuracy and consistency of data entered into PowerSchool, focusing on key data points at different levels (student, school, district). Regular validation of this data ensures that reports, state submissions, and daily operations are based on reliable information. This procedure applies to all data entered and maintained within PowerSchool, including but not limited to student demographics, enrollment information, attendance records, and academic performance data.

Roles and Responsibilities

• Data Entry Staff: Responsible for entering data accurately and participating in validation activities as scheduled.

• PowerSchool Coordinator: Responsible for overseeing the validation process, training staff, and ensuring compliance with data standards.

• School Leaders: Ensure that the data entry staff are properly trained and that the data validation schedule is adhered to.

• IT Support: Provides technical support to ensure that PowerSchool is functioning correctly and can generate necessary reports for validation.

Level Data Procedure

Data Entry Protocol

1. Initial Data Entry

   • Data entry staff must enter all required fields accurately at the point of data collection.

   • Validate the data against source documents (e.g., enrollment forms, attendance sheets) to ensure accuracy.

2. Required Fields

   • Ensure that all mandatory fields (e.g., student name, DOB, grade level, enrollment status) are completed.

   • Use PowerSchool’s built-in validation tools to check for missing or incomplete data.

Data Validation Schedule

1. Daily Validation

   • Run daily validation reports for newly entered data.

   • Focus on critical areas such as new enrollments, attendance records, and demographic updates.

2. Weekly Validation

   • Perform a comprehensive review of all student data at the end of each week.

   • Use PowerSchool’s validation reports to identify and correct errors or inconsistencies.

3. Monthly Validation

   • Conduct a full validation of all data categories (demographics, attendance, grades, etc.).

   • Generate and review reports, correcting any errors found.

4. Pre-State Submission Validation

   • Before any state submissions, run a detailed validation report to ensure all data meets state requirements.

   • Make necessary corrections and re-run reports to confirm accuracy.

Data Validation Tools

• Built-in PowerSchool Reports: Utilize PowerSchool’s built-in validation and error-checking reports to identify inconsistencies.

• Custom Validation Queries: Develop custom queries to check for specific data points relevant to the district or state requirements.

• Third-Party Tools: If available, use third-party tools integrated with PowerSchool for enhanced validation and error-checking capabilities.

Error Correction and Revalidation

1. Error Identification

   • Identify errors through validation reports or feedback from stakeholders.

   • Document the nature of each error for tracking and analysis.

2. Error Correction

   • Correct errors immediately upon identification.

   • Ensure that the source of the error is addressed to prevent recurrence.

3. Revalidation

   • After corrections, re-run the validation reports to ensure all errors have been resolved.

   • Document the completion of the revalidation process.

Reporting and Documentation

Validation Reports

• Generate detailed validation reports regularly and review them with relevant stakeholders.

• Maintain an archive of these reports for audit and review purposes.

  Level Data Validation Summary Guide

• This scribe focuses specifically on validating data within various levels, ensuring that all entries comply with specific quality standards.

  • Data Analysts: Working together to interpret data findings and improve overall data quality.

  • IT Support: Communicating any technical issues encountered during data validation processes.

Documentation

• Document all validation activities, including schedules, errors identified, corrections made, and outcomes of revalidation.

• Keep a log of any recurring issues to address through training or process improvement.

Ed-Fi Overview:

A data standard and technology solution that unifies and streamlines educational data exchange between schools, districts, and state agencies. PowerSchool integrates with Ed-Fi to support this process.

• Standardization: Provides a standardized framework ensuring consistency in data collection and reporting across systems, reducing errors, and improving data quality.

• Interoperability: Facilitates seamless data sharing between PowerSchool and other systems like state reporting platforms, LMS, and assessment tools, enhancing data management and reporting.

• State Reporting: Assists schools and districts in meeting state reporting requirements by ensuring data is correctly formatted and automating submissions, reducing manual work.

• Real-Time Data Access: Enables real-time data access, allowing informed decision-making for interventions, resource allocation, and performance monitoring.

• Data Validation and Quality Assurance: Integrates tools for validating and ensuring data quality, particularly at the level data stage, ensuring compliance with all requirements.

  EdFi School Level Process Guide