The Principal’s Monthly Report contains a series of reports that are calculated at the end of each reporting interval and at the end of the school year. It includes the Average Daily Attendance (ADA), Average Daily Membership (ADM), Membership by Grade, Race, Sex (GRS), and Membership Last Day (MLD). The report is approved at each school level. These reports contain the base data used for funding and reporting at the state and federal levels.
The PMR Extract includes logic that automatically validates data, ensuring what is submitted to the state is accurate. Validations are categorized into three types:
- Fatal: these validations must be cleared before the school month extract reports are available.
- Warning: these validations do not need to be cleared to review the PMR, but the information needs to be verified and corrected before submitting
- Information: these validations are for knowledge only and should be verified and corrected, if needed, before submitting.
The tables below provide the descriptions and logic for the validations, along with where to correct the information. Consult the NCSIS PMR Validation Review article for steps to correct the issue.
Fatal Validations
| Rule Number | Rule Name | Description | Location |
|---|---|---|---|
| FATAL-01 | Students with invalid or unofficial student numbers | Reports students whose Student State ID is longer than 10 digits and has a value less than 30000. | Demographics > Person Identifiers > Student State ID
|
| FATAL-02 | Students missing a valid race and/or ethnicity | Reports students who do not have a race and/or ethnicity selected. | Demographics > Person Information > Race/Ethnicity |
| FATAL-03 | Students are missing valid sex code | Reports students who do not have a Sex value selected. | Demographics > Person Information > Sex |
| FATAL-04 | Students enrolled in an invalid grade | Reports students whose grade level is not offered in their calendar of enrollment. | Enrollments > Grade |
| FATAL-05 | Students not assigned to a valid track. | Reports students enrolled in a track school who do not have a valid track selected. | Calendar Information > Track |
| FATAL-06 | Students with no schedule | Reports students who have a current and active enrollment record but are not scheduled for any courses. | Schedule > Walk-In Scheduler |
| FATAL-07 | Enrollments marked as State Exclude. | Reports students whose enrollment records are marked as State Exclude. | Enrollments > State Reporting Fields > State Exclude |
| FATAL-08 | Students whose membership data exceeds the number of days in the reporting interval | Reports students whose membership days exceed the number of days that exist in the current school's reporting interval. | Enrollments > State Reporting Fields > Year-Round Transfer Days Override |
| FATAL-09 | Students with overlapping primary enrollments in the PSU | Reports students with overlapping primary enrollments at different schools within the same PSU. | Enrollments > General Enrollment Information > Service Type > P: Primary
Enrollments > General Enrollment Information > Start Date, Local Start Status |
| FATAL-10 | Students with multiple matching enrollment records. | Reports students with one or more identical enrollment records (matching school number, entry data, and exit date) within the same school. | Enrollments |
| FATAL-11 | Students with a missing enrollment start status | Reports students whose enrollment records do not have a Start Status. | Enrollments > General Enrollment Information > Local Start Status |
| FATAL-12 | Students who have an end status that is not mapped to a state code. | Reports students whose enrollment records have an End Status that is not mapped to a state code. | Enrollments > General Enrollment Information > Local End Status |
| FATAL-13 | Students with multiple E1 entries in the same school year | Reports students who have two or more enrollment records with a Start Status of E1: Initial enrollment - this year within the same school year. | Enrollments > General Enrollment Information > Local Start Status |
| FATAL-14 | Students with multiple E2 entries in the same school year | Reports students who have two or more enrollments with a Start Status of E2: Initial enrollment from non-NC Public School within the same school year. |
Enrollments > General Enrollment Information > Local Start Status |
| FATAL-17 | Graduated students in a grade level ineligible for graduation | Reports students in a grade level below 10th grade who have an End Status of W4: Early Completer/Midyear Grad. |
Enrollments > General Enrollment Information > Local End Status |
| FATAL-18 | School with instructional days after June 30 | Reports calendars with instructional days that are after June 30. |
Day Setup > (select day) > Date Detail |
| FATAL-19 | Calendar not configured | Reports calendars where the Student Day, Whole Day, Whole Day Absence, or Teacher Day is not populated. |
Day Setup > Day Reset |
| FATAL-20 | Reporting intervals are incorrectly configured |
Reports calendars where the school months are not set up correctly.
Review the School Months article for more information. |
School Month |
| FATAL-21 | Students missing admission status |
Reports students whose enrollment records are missing the Admission Status field. |
Enrollments > State Reporting Fields > Admission Status |
| FATAL-22 | Students assigned to an invalid admission status for their grade levels |
Reports students enrolled in Grade 6 or below who may not have an Extended Day admission status (MED1 or VED1). |
Enrollments > State Reporting Fields > Admission Status |
| FATAL-23 | Students with incorrect membership status |
Reports students whose admission status is MST1 or MED1 who are scheduled for less than 50% of the calendar's total instructional minutes. |
Enrollments > State Reporting Fields > Admission Status Schedule > Walk-In Scheduler |
| FATAL-24 | Students with Extended Day status assigned to Standard Day FTE |
Reports students who have an Extended Day admission status (MED1 or VED1) who should be assigned to an Extended Day FTE. |
Enrollments > State Reporting Fields > Admission Status |
| FATAL-25 | Students with Standard Day status assigned to Extended Day FTE |
Reports students who have a Standard Day admission status (MST1) who should be assigned to a Standard Day FTE. |
Enrollments > State Reporting Fields > Admission Status |
| FATAL-27 | Students with start dates before the start of school | Reports students with an enrollment start date that is before the calendar's first instructional day. |
Enrollments > General Enrollment Information > Start Date |
| FATAL-28 | Students with exit dates before their start dates |
Reports students with an enrollment exit date that is before their enrollment start date in the current school year. |
Enrollments > General Enrollment Information > End Date |
| FATAL-29 | Students marked tardy instead of absent 1L/2L |
Reports students who are marked tardy when they are absent for more than 50% of the instructional day. | Student Attendance > Date > Code |
| FATAL-30 | Student attendance records without associated codes/excuses |
Reports student attendance records that have not been updated with an associated code/excuse. |
Student Attendance > Date > Code |
| FATAL-31 | Students not rostered on last instructional day |
Reports students who were enrolled and scheduled in an instructional period at some point during the month, but were not scheduled on the last instructional day. |
Enrollments > General Enrollment Information > Start Date, End Date Schedule > Walk-In Scheduler |
| FATAL-32 | No users with PMR tool rights in the school |
Displays a message when no users in the school have tool rights to verify the PMR Extract Submission Tool. |
User Account > Tool Rights |
Warning Validations
| Rule Number | Rule Name | Description | Location |
|---|---|---|---|
| WARN-01 | Students with 10-day rule violations | Reports students who are in violation of the 10-Day Rule. | Student Attendance |
| WARN-02 | Students with an incomplete Transfer Student Records process | Reports students who have an incomplete Records Transfer. | Records Transfer > Status |
| WARN-03 | Kindergarten student with birthdate before August 31 | Reports students in Kindergarten who have a birth date before August 31 of the current school year. | Demographics > Birth Date Enrollments > General Enrollment Information > Grade |
| WARN-04 | Students with Transfer Days Override not equal to zero | Reports students whose Transfer Days Override is not zero. | Enrollments > State Reporting Fields > Year-Round Transfer Days Override |
| WARN-05 | Invalid R2/R3 enrollment code | Reports students who have an enrollment start status of R2: Transfer within the same LEA or R3: Transfer from another LEA without a prior enrollment for the same year with an entry code of E1: Initial Enrollment - this year or E2: Initial enrollment from non-NC Public School. | Enrollments > General Enrollment Information > Local Start Status Records Transfer |
| WARN-06 | Students absent on first day of enrollment | Reports students who are marked absent more than 50% of the day on the first instructional day for that enrollment. Students will have attendance codes of 2A: Unexecused Absent, 2B: No Immunization, and 2C: No Health Assessment, and an Enrollment Admission Status of MST1: Member - Standard Day Program or MED1: Member - Extended Day Program. | Student Attendance |
| WARN-15 | Invalid R1/R5/R6 enrollment code | Reports students who have an enrollment start status of R1: Re-Entry - previous in WI, R5: Re-Enrollment - previous W1, or R6: Re-Enroll - previous W2 without a prior enrollment for the same year with an entry code of E1: Initial Enrollment - this year or E2: Initial enrollment from non-NC Public School. | Enrollments > General Enrollment Information > Local End Status |
Information Validations
| Rule Number | Rule Name | Description | Location |
|---|---|---|---|
| INFO-01 | Students listed on PMR and no longer enrolled | Reports students initially enrolled with a start status of E1: Initial Enrollment - this year who have been withdrawn. Note that no-show students are always excluded from the PMR. | Enrollments > General Enrollment Information > Local Start Status, Local End Status |
| INFO-02 | R1 entries due to enrollment changes | Reports students who have an entry code of R1: Re-Entry - previous in W1 in the current year, and have a grade level or admission status change within the same year. | Enrollments > General Enrollment Information > Local Start Status |
| INFO-03 | No Shows | Displays enrollments marked as No Show within the calendar year. | Enrollments > General Enrollment Information > No Show |
| INFO-04 | Students who have graduated | Reports students enrolled in Grade 10 or higher who have an exit code of W4: Early Completer/Midyear Grad and who have attendance dates during the school year. | Enrollments > General Enrollment Information > Grade, Local End Status |
| INFO-05 | Students with Visitor admission status | Reports students who are assigned an admission status of VED1: Visitor - Extended Day Program, VST1: Visitor - Standard Day Program/Foreign Exchange Student, or VST2: Visitor - Temporary Status. These students are not counted in PMR calculations. | Enrollments > State Reporting Fields > Admission Status |
