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USBE reports year‑end upload completed after address, membership validation issues
Summary
Utah State Board of Education staff said the 2025 year‑end data upload closed successfully but noted recurring errors — notably address/district validations and membership at 180 days — that caused 13 local education agencies to refinalize after the July deadline.
Utah State Board of Education data staff reported that year‑end submissions for the 2024–25 school year are now complete but that several LEAs encountered new and recurring validation problems during finalization.
Calista, a USBE data and statistics staff member, said the agency sent “courtesy data reviews for every LEA in early June” and thanked LEA staff for finalizing and correcting data. She told attendees that the formal year‑end finalize deadline was July 7 and that, because of validation and SIS issues, “we did have, you know, a total of 13 LEAs that finalized after that deadline or refinalized. Everyone was done, though, by Wednesday, July 9.”
USBE staff described several common causes of late finalization. The most frequent were new fatal validations for address and district of residence, membership not reported correctly at 180 days (notably on PowerSchool installations), and LEAs “pressing the finalize button too early” before a submission had fully processed. Calista warned that finalizing before processing completes can cause incorrect data to be finalized or block finalization with batch errors.
Staff also reported delayed appearance of level‑2 (fatal) address and district errors on the Utrecht overview screen: "we found that the level 2 errors, for the most part, it was the address and district of residence errors were showing up on the overview screen, in a really delayed way." USBE said Utrecht’s vendor is working to fix that delay before the October window.
USBE clarified the difference between level‑2 membership warnings and fatal errors: level‑2 membership warnings indicate a student is enrolled in multiple LEAs and do not block the record, while fatal errors (level‑2 errors that block) require correction before a student can be counted.
Staff urged LEAs to download and archive the Utrecht reports (October, December and year‑end) immediately after finalizing because the system’s live reports can change with new submissions. They also reminded LEAs to delete July year‑end scheduled collections once fully finalized to avoid accidental submissions that might alter the finalized dataset.
Calista said USBE’s review and IT audits are complete and that “now all of the year end data from last year is available for official use.”
USBE provided troubleshooting resources and recommended bookmarks for the address/district lookup and validation tools used by Utrecht and LEAs.
For LEAs preparing for October finalization, staff advised early checks of membership reports and address validation results to reduce the risk of delayed errors affecting deadlines.
The agency said it will continue outreach and training ahead of the October finalize window.
