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USBE updates Utrecht data specification: summer EBT fields, OMB race/ethnicity guidance and validation changes
Summary
The Utah State Board of Education staff updated the Utrecht (Utah eTranscript and Record Exchange) specification during the regular editing period to add fields for the Summer Electronic Benefits Transfer program, implement Office of Management and Budget race/ethnicity guidance, and tighten several data validations.
Utah State Board of Education staff presented a December editing-period update to the Utrecht data specification, the document that defines the daily student data elements LEAs submit to the state.
Melissa Preziosi, data governance specialist, said the December update added five substantive changes: three new data elements to support the Summer Electronic Benefits Transfer (SEBT) program; updates to reflect the Office of Management and Budget (OMB) recommendations on collecting and presenting federal race and ethnicity data; documentation of an existing but previously undocumented validation for literacy-language fields; and a change upgrading address and district-of-residence validations from “warning” to “fatal error.” Staff also made several housekeeping edits, including university name updates, link fixes and contact information updates.
Preziosi explained validations control incoming data quality: warnings alert LEAs that a field looks off but allow acceptance, while fatal errors block acceptance until corrected. The committee was told the address/district validation change had been communicated to LEAs and appeared to be functioning well in initial rollouts. “We gave quite a bit of heads up to LEAs,” Preziosi said.
Staff said the Utrecht specification is updated twice yearly (July and December) and is posted publicly. The SEBT fields are new because SEBT is a recently implemented summer food-benefit program for eligible students. Staff offered to provide the OMB guidance letter and to bring more technical detail from the data team for board members who request it.
