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State data team sets firm June deadlines, urges LEAs to fix fatal errors before July 7 finalization
Summary
USBE data staff told LEA data teams that historical update requests must arrive by June 23 and year‑end finalization in Utrecht is due July 7; staff warned that some validations become fatal at year end and that unpaid manual merge work after deadlines is not guaranteed.
Utah State Board of Education data staff told local education agency data teams that several immediate deadlines will determine whether student records appear correctly in year‑end reporting and funding calculations.
Riley, a USBE data presenter, said the deadline for historical update requests is Tuesday, June 23 by 5 p.m., and that the year‑end finalized submission via Utrecht (UTRx/UTREx) is Tuesday, July 7 by 5 p.m. ‘‘If you’re not able to meet that deadline … there’s no guarantee that it will get done,’’ Riley said, adding that historical updates are ‘‘a very long and manual process that takes multiple teams.’’
The office also set a new SSID merge cutoff for year end: submit SSID merge requests by Tuesday, June 16 by 5 p.m. with complete information to guarantee the merge will be completed before finalization, Katrina, the SSID lead, said. Katrina told attendees the lower (older) SSID is always retained and the newer SSID is merged away, and she listed required ticket fields: LEA name and number, SSID to keep, SSID to merge away, school ID to keep and the name/LEA of the contact granting permission.
Why it matters: USBE staff emphasized that fatal errors (level 1 and level 2) block student records from state processing and can affect funding and accountability counts. ‘‘Fatal errors block student data,’’ Riley said, and cautioned that certain warnings will automatically escalate to fatal errors after the last day of school. Staff asked LEAs to review warnings and not to change accurate data only to clear a warning.
What to check: Presenters recommended that LEAs audit the school summary cumulative report and UCheck validation files before finalizing. Key items to verify include enrollment and membership (including 180‑day membership expectations), kindergarten type codes (full day vs. half day, which affect WPU funding), reading and early numeracy intervention status for K–3 students, credits attempted/earned and high‑school completion status codes (GP/GR/GM/GA/RA/AS). Stephanie, another presenter, said K–3 intervention status and kindergarten type codes ‘‘must be submitted through Utrecht’’ and that leaving required fields blank can trigger fatal errors that block submissions.
Courtesy reviews: USBE will send courtesy data review letters beginning the week of May 26 and aims to finish outreach within that review window; the letters have top‑of‑letter items (which may affect funding and require LEA response) and bottom‑of‑letter informational items. Staff asked LEAs to respond to top‑of‑letter bullet points to confirm whether the flagged items are correct or will be fixed.
Practical notes: Riley and other presenters urged LEAs to finalize early only if staff with finalize permissions will be available through July 7, because USBE may need to follow up after initial finalization. They also noted that some validations (for example, warnings that become fatal after the last day of school) will appear only once the school year ends.
Next steps: LEAs were advised to begin reviewing membership and validation exports now, submit complete SSID merge tickets by June 16, and send historical update requests by June 23 when required. USBE staff offered help via the app help desk and data & statistics email for LEAs that need assistance.
