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UTREX year-end deadlines and a new fatal kindergarten validation force LEAs to use historical updates to claim exceptions
Summary
USB warned LEAs the UTREX finalization deadline is July 7 and explained a recently fixed validation now flags kindergarten students younger than five as a level-one fatal error; LEAs must document exceptions and request historical updates to fix records if the child qualifies.
State data staff reminded LEAs that UTREX year-end finalization is tentatively open June 15 and that the drop-dead finalize deadline is July 7 at 5:00 p.m., with historical updates expected two weeks earlier for most data changes.
Staff described a validation that prevents kindergarten membership greater than zero for students who are younger than five as of Sept. 1, unless a statutory exception applies (for example, preschool special education, military children, or prior allowable out-of-state enrollment in the same school year). A bug meant the validation was not triggering prior to January; after the bug fix several LEAs received level-one fatal errors.
USB set out the remedy path: LEAs must thoroughly review flagged records and, when an exception legitimately applies, submit a historical update to request a fatal-error exception. "Before you put in that request, we do ask that you are sure... we don't want to do this and then an audit happens and you shouldn't have been getting funding on that student," the presenter said. USB staff will validate SSIDs and enrollment evidence before granting an exception.
The presenter encouraged LEAs to act promptly: the historical-update path is labor intensive and USB has a learning curve on level-one exceptions; several requests are already in process and could take time to clear.
Source and provenance: the UTREX deadline reminder and detailed explanation of the kindergarten-age validation (including the exception/historical-update process) were given in the meeting (topic begins SEG 276 and the kindergarten validation discussion spans SEG 716–924).
