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USBE outlines safer rollover and early collect/validate workflow for next school year
Summary
The Utah State Board of Education said LEAs can begin collect-and-validate testing for the upcoming school year once USBE opens the new manifest, and that tighter server‑side checks reduce the risk of misapplied submissions if LEAs test before the finalizer window closes.
Cliff, a USBE staff member, explained new guidance and a recommended workflow for LEAs to set up next school year collections and to run collect‑and‑validate tests in the vendor VRF before submitting data to Utrecht.
Cliff said LEA administrators who have the VRF link can click “start collection” or “manage scheduled collection” and set up a daily recurring collect and validate to see validation results without sending data to Utrecht. He emphasized that collect‑and‑validate “does not go to Utrecht's. It stops here at this tool at the VRF, and it doesn't keep going on after that. The submit is that key thing that actually takes you on to the next step where it then says, take this out to Utrecht, submit it for me.”
USBE staff noted two risk controls: (1) each school year uses a separate manifest (collection definition) with explicit start/end dates, and (2) USBE has added checks to prevent next‑year collections from accidentally updating prior school‑year data. Cliff said these protections make it safer for LEAs to begin testing earlier, provided their SIS has been rolled over and LEAs avoid submitting until the agency confirms the manifest is open for submission.
Cliff advised LEAs to run daily scheduled collections (including weekends) for early error detection and to set an appropriate start date when they are ready to send. He reiterated that rolling over in the SIS too early can create problems if a prior‑year correction is later needed: “If you roll over in your SIS, after you finalized and let's say it's early in the finalized window, and then we find a problem with your data from the previous year, that is a huge problem.”
The guidance aims to let LEAs resolve level‑1 validations and object‑level issues before the first day of school and reduce the need for last‑minute submissions after the finalizer deadline.
