State data staff urge LEAs to finalize UTRIX year‑end submissions by July 7

Aaron Bruff, director of data and statistics, opened the LEA data meeting and asked local data coordinators to prioritize timely year‑end submissions to UTRIX and careful review of validation flags. He emphasized that finalized data are used for funding and reporting and that LEAs are ultimately responsible for accuracy.

Why it matters: LEAs certify their year‑end counts when they finalize, which affects Average Daily Membership funding and official reporting. State staff turned on the finalizer on June 16 to give LEAs multiple opportunities to finalize and refinalize before the deadline.

Riley, who led the operational reminders, told participants the deadline is “Tuesday, July 7th by 5:00 p.m.” and urged LEAs not to wait until the last day because processing delays and scheduled nightly uploads can cause an LEA to inadvertently finalize an older submission. Staff said they will not send routine courtesy emails if they observe potential finalize‑timing issues unless they see a glaring problem; LEAs are responsible for confirming the processed timestamp and downloading the school summary PDF tied to the finalized collection.

State staff reviewed common pitfalls and how they affect counts: fatal errors (both level‑one and level‑two) block students from being included in year‑end finalized data; 180 days of membership is the threshold that drives ADM funding; level‑two warnings (checked against external sources such as UGRC or other LEAs) do not always block finalization but can be proration triggers after year‑end; and part‑time students may require prorated membership reporting. Presenters recommended running SIS membership and attendance reports (PowerSchool or vendor equivalent) and clearing known fatal errors well before finalizing.

Operational deadlines and supports: the presenters reminded LEAs that the guaranteed window for historical updates passed two weeks before submission, SSID merge requests were guaranteed only if received by June 16, and LEAs should not pause daily collections. After finalization, LEAs must delete scheduled collections to avoid interference with the new school year. For technical problems, contact UTRIX support; for data questions, contact the state data and statistics team.

Next steps: LEAs can refinalize until the July 7 deadline; after finalization staff will run preliminary graduation‑rate files and other official processing. If an LEA encounters an error while finalizing, the state asked that the LEA open a support ticket or contact data and statistics immediately so staff can triage and, if necessary, assist with resubmission.