Following is the procedure for appeals for End-of-Year (EOY) FY 2013 that the Division of School Finance will use to respond to districts and charter schools that request changes be made to another district’s or charter school’s MARSS files after the close of MARSS WES appeal file window.
The final file submissions for EOY FY 2013 are due October 22, 2013. The EOY FY 2013 electronic appeal file will open October 28, 2013, and will be available through noon, December 5, 2013. Files that cause cross-district errors will not be accepted until the error is corrected.
This procedure described below applies only to cross-district errors identified in an appeal file and MARSS 08 Error Report. Any local error that was added to bypass a cross-district error should be corrected locally by the district before the final deadline. With all local errors corrected, districts/charters should attempt to submit their files one last time. If that file is still rejected due to cross-district errors with another district/charter, the appealing district will have the rejection e-mail as documentation of their final attempt and the Minnesota Department of Education (MDE) will have the locally error-free source data available in MARSS WES to evaluate the appeal.
All MARSS files with less than the acceptable threshold percentage of total local errors are loaded to MDE. Districts/charter schools can make any corrections necessary until the appeal window closes. However, during the appeal window, files that cause a statewide cross-district error will not be loaded until the record causing the error is corrected, inactivated by causing it to error locally or removed from the file. (Records with local errors are not edited against other records.) Districts and charter schools must negotiate among themselves to correct these errors. Causing a local error is used only to correct cross-district errors in a dead-lock situation. MDE will not make corrections to data that is not involved in a documented and appealed fatal error.
After the EOY file appeal window closes, districts and charter schools have until December 20, 2013, to manually appeal data reported by another district or charter school that is causing the appealing district/charter school’s record to have a fatal error. This is the only time that MDE will make manual corrections to MARSS data. There is no cross-district appeal window for Fall files because there are no statewide errors that cause a record to be excluded from state counts.
This appeal process applies to:
A state form titled “Appeal of End of Year FY 2013 MARSS Data” is used to submit the appeal. Each record appealed must be submitted using its own “Appeal of End of Year FY 2013 MARSS Data” form.
The appeal must come from the MARSS coordinator of the district/charter school in which the record with the fatal error has been reported.
The appeal must be addressed to the MARSS coordinator of the district/charter school charged with causing the error.
Roxann Neu, Statewide MARSS Coordinator at MDE, must be copied on the appeal letter.
The appeal can come via mail or e-mail, but all required documentation related to the appeal must be received at MDE by December 20, 2013. Any response from the district/charter school charged with causing the error must be received at MDE by December 30, 2013.
Only the following selected data items can be appealed:
Information required from the appealing district/charter school:
The district/charter school charged with causing the error can respond to the appeal in writing (mail or e-mail) and must copy Roxann Neu at MDE. The response must be received at MDE no later than December 30, 2013. Choosing not to respond to the appeal within the established time frame may cause a loss of average daily membership (ADM) for the district/charter school charged with causing the error.
MDE will evaluate each appeal. However, without extenuating circumstances and/or additional information from the district/charter school charged with causing the error, the following will be done to correct the error.