Unique Identifier Audit System (UIAS)

Frequently Asked Questions (FAQs):

1) Q. Why are audit reports that show no discrepancies sent?

A. Agencies receive such reports to apprise them of their status. No action is required.

2) Q. What are the timelines for making corrections?

A. Corrections should be made as soon as possible. Once the corrected data is entered into SIRS, subsequent audits will reflect those changes and fewer discrepancies will be generated.

3) Q. How often will these audits be run?

A. Audits can be generated weekly but it is more likely a longer time frame will be established. A specific pattern has not yet been determined.

4) Q. What “Exit Codes” are acceptable?

A. See the table below. This also appears with the Reasons for Beginning Enrollment codes in the SIRS Data Dictionary at: http://www.emsc.nysed.gov/irts/SIRS/home.shtml

5) Q. What does “EOY” mean?

A. “EOY” means “end of year” It is used on the UIAS reports under “Exit Code” to represent students that are expected to continue their enrollment at the same school during the next school year.

6) Q. What is, and how do I reconcile, the False Drop-Out Report?

A. The False Drop-Out Report is run to find students who have an enrollment record that classifies them as “dropped out” but who also have a subsequent enrollment record that shows them enrolled in the same school year in the original district or elsewhere in the State. To reconcile this report;

When the subsequent enrollment record is in the same district -

Delete the “Ending Enrollment Record” associated with the initial enrollment and delete the “Beginning Enrollment Record” associated with the subsequent enrollment record. In this way, such students will be recorded as enrolled throughout the school year in the original district. Remember, this is the student’s enrollment record not his/her attendance record.

When the subsequent enrollment record is in a different district -

Obtain documentation of the student’s enrollment from the subsequent district. Then amend the “Ending Enrollment Record” associated with the initial enrollment to reflect the actual reason for ending that record. That would most likely be one of the “Transfers to Other Schools” codes. In this way, such students will be recorded as having ended their original enrollment for a reason other than having dropped out.

Reasons for Ending Enrollment Codes -

Code	Reason
High School Graduates -
799	Graduated (earned a Regents or local diploma)
High School Completers -
085	Earned an IEP diploma
629	Previously earned an IEP diploma
GED -
816	Earned a High School Equivalency Diploma (GED)
Transfers to Other Schools -
153	Transferred to another school in this district or to an out-of-district placement
170	Transferred to another NYS public school outside this district with documentation. Note: documentation of transfer is not required for preschool students with disabilities.
204	Transferred to a NYS non-public school with documentation
221	Transferred to a school outside NYS with documentation. Note: documentation of transfer is not required for preschool students with disabilities.
238	Transferred to homebound instruction provided by this district
255	Transferred to home-schooling by parent or guardian
272	Transferred to a postsecondary school prior to earning a diploma
5927	Leaving a school under NCLB - a victim of a serious violent incident
5938	Leaving a NYC community district under NCLB - a victim of a serious violent incident
Dropouts -
136	Reached maximum legal age and has not earned a diploma or certificate
340	Left school: first-time dropout
391	Long-term absence (20 consecutive unexcused days)
408	Permanent expulsion (student must be over compulsory attendance age)
425	Left school, no documentation of transfer Note: use this code for preschool and pre-K students with disabilities who are withdrawn by their parents.
306	Transferred to other high school equivalency (GED) preparation program
357	Left school: previously counted as a dropout
Other Circumstance for Ending Enrollment -
140	Preschool special education status determined
289	Transferred to an AHSEP or HSEP program
323	Transferred outside district by court order
442	Left the U.S.
459	Deceased
782	Entry into a different grade in the same school building Note: use this code for preschool students with disabilities who transition from a preschool to a school age program, even though the programs may be in different buildings.
8228	End "Walk-In" Enrollment