Students Transferring from another NC LEA or Charter School

1.How can the EC Director delegate to other staff members the authority to set Pending Primary for students who transfer into the LEA?

In order to delegate authority for setting pending primary to a user who does not have that authority in their current role, the EC Director may assign additional roles to the user. For example, if the EC Director wishes for a user with School Lead Teacher role to have permission to set Pending Primary, the director may add School Administrator role to the user.

Only one user role at the School level, School Administrator, has permission to set Pending Primary. Users at the School level have access to all records in the assigned school.

Six user roles at the LEA level include permission to set Pending Primary:

• Data Entry Personnel
• EC Administrator
• EC Daily Data Manager
• EC Data Manager
• EC Director
• LEA Reporting User

Users at the LEA level have access to all records in the LEA.

For a complete listing of roles along with their permissions, refer to CECAS Role Descriptions on the CECAS website on the Downloads page under the General Reference Section.

2.How does CECAS track students across district boundaries?

LEAs around the state can be divided into two broad categories: reporting users and daily users. Daily users are school systems (and their staff, teachers, etc.) who have chosen to use CECAS to manage their EC student records on a regular basis. For these LEAs, the information in CECAS is as up-to-date as the users can manage, so when a student presents himself to another LEA, for example, the receiving LEA can search CECAS based on student demographics and get a list of any likely matches. They can then initiate a workflow to get that student's EC record "officially" transferred to the new LEA.

For students coming from LEAs using a 3rd party EC product, basic information about the student is in CECAS if that student has been reported by the original LEA at least once. Only a few demographic data elements are stored in the data manager (used for record and Unique ID matching purposes). The data elements submitted in the 3rd party file are stored a "count" database.

Additionally, at the time that a reporting user submits their reporting files, extensive matching algorithms are employed to compare the students being submitted with students currently in the database and with students being submitted by other LEAs using 3rd party products. Possible duplicates are noted and a resolution workflow is initiated.

In summary, before a student is officially counted, whether by a daily user or reporting user, extensive checks are done to determine whether the student is already represented in the database. This information is up-to-date for daily users, and as good as the last report submission for reporting users.

3.How does CECAS maintain student history, with students moving from LEA to LEA?

CECAS maintains a unique identifier, internal to CECAS, which allows a student record to be maintained over time. Student records are never deleted by the system ... simply made inactive. This allows records to be maintained for children who move out of the state, and then back in at a later time, for example.

Once the user decides that the students are the same, the user can just continue using the original student record, or if that record currently belongs to another LEA, then the user can initiate a workflow to transfer that record to the new LEA.