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/
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.
Code |
Reason |
0011 |
Enrollment in building or grade |
0022 |
Foreign exchange student enrollment in building or grade |
4034 |
Enrolled solely for the purpose of determining eligibility for preschool special education services |
5544 |
Transferred in under the NCLB Title I "School in Improvement Status" transfer option |
5555 |
Student enrolled for the purpose of recording a test score (walk-in) |
5654 |
Enrollment in a AHSEP or HSEP program* |
5905 |
CSE responsibility only |
7000 |
Transferred in under the NCLB "Persistently Dangerous School" transfer option |
7011 |
Transferred in under the NCLB "Victim of Serious Violent Incident" transfer option |
8294 |
School-age children on the roster for census purposes only (optional in 2008–09) |
*See http://www.emsc.nysed.gov/sss/AltEd/ for a list of approved AHSEP and HSEP programs.
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 |
8305 |
End CSE Responsibility Only Enrollment |