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USBE staff walk LEAs through UTREx/"data gateway" validations, finalization windows and archival reports
Summary
State education data staff ran a technical training on the data gateway and UTREx validation rules, how to download the examined data file, the meaning of level 1 and level 2 validations, and finalization deadlines (October 5, December and year-end). They warned LEAs to confirm submissions processed in UTREx before pressing the finalize button.
Utah State Board of Education data staff gave a technical walkthrough of the data gateway and UTREx (Utah eTranscript and Record Exchange) tools, demonstrating how LEAs can download the examined data file, interpret validation reports and avoid common finalization errors that could block student records from state databases.
Why it matters: UTREx validation results and finalization status are the basis for many state reports and funding-related counts. Errors that appear as warnings during the reporting cycle can become fatal and block records after transfer unless fixed before finalization windows close.
Main points from the training: - How to access and use the ‘‘examine data file’’ on the UTREx overview screen to check which records passed level 1 validations and which records contain fatal errors. - Level 1 validations are checks within an LEA’s submission and will block records if fatal; level 2 validations are checks against other systems or external APIs (for example, SSID matches, address validations against UGRC) and can block records later in the processing pipeline even when the examine file shows level 1 passes. - Interpretation guidance: the examine file includes an "is_valid" column where 1 indicates passing level 1 checks; a 0 indicates a level 1 fatal; a 2 indicates a fatal error on a higher-level record that blocks dependent records. - Processing hierarchy: fatal errors on high-level records (district or school) will block many downstream records; some record types do not block others (S2–S5 examples were discussed). - Finalization windows and deadlines: October 5 (changed from Oct. 7 in prior years) by 5 p.m. is the October finalization deadline; staff said there are no extensions for the October window. December and year-end windows exist; staff urged LEAs to finalize early where possible and to be available after finalization in case re-openings are needed. - Historical updates: staff asked that requests for archived/historical updates be submitted at least two weeks before a finalization deadline for guaranteed completion; S1X historical record updates can be submitted up to the moment of finalization. - Archive reports and receipts: staff recommended downloading PDF copies of finalized reports immediately after finalization for auditing; archived reports created later sometimes show small discrepancies, so an immediate download serves as an auditable receipt. - Courtesy data reviews: the data team will offer courtesy data review letters and LEA-specific summary reports around the end of the school year. The next LEA data meeting and an expanded year-end training were announced for May 22; staff plan to begin reviews shortly thereafter.
Contacts and resources: Staff named Melissa Preziosi as the contact for questions about UTREx specifications and noted that the UTREx specifications are updated roughly twice a year; David Nackey and the data team were listed as points of contact for the data gateway and report issues. The data-help mailbox is datastatshelp@schoolsutah.gov.
Bottom line: LEAs should ensure daily submissions to UTREx where possible, monitor validation reports (both level 1 and level 2), download and archive finalized reports immediately, and budget time to clear fatal errors before finalization windows to avoid blocked records.
