OIT - Service Desk

 The ODE system checks the submitted record to see if the enrolled grade is 9-12. If the grade is 9, 10, 11, or 12, then the system checks to see if an SSID exist for that student. If there is an existing SSID record for the student, then the HS Entry School Year in the submitted field must match the HS Entry School Year in the existing SSID record.

If the HS Entry School Year in the existing SSID does not match and needs to be corrected, you will need to request that the HS Entry School Year be over-ridden. To make a change, the following process will be used:

1.) The district must complete the sample template below for all students with an incorrect High School Entry Year. ODE recommends that districts review the SSID history for additional information of the student's grade history.

Sample Template

2.) The district must submit the completed template to their Regional Education Service District (ESD) Partner to process. Submissions need to be sent by secure file transfer to ensure student confidentiality. The link to the secure file transfer is http://district.ode.state.or.us/apps/xfers/.

3.)The ESD Partner will provide an initial review of the template prior to sending it to ODE. The ESD Partner will verify that the template is completed and formatted correctly.

4.) ODE will review the template and conduct an analysis of the student's history in Cumulative ADM or Annual ADM submitted in previous periods and/or years. ODE will contact the district regarding any discrepancies. ODE will automatically  reject appeals if there are three or more consecutive years that include a high school grade or grades in the student's SSID history. (For example: The district states that the student is a 9th grader in 2009-2010 with a High School Entry Date of 2009-2010. Per its research, ODE find that the student was a 10th grader in 2008-2009 in another district. ODE will then contact the submitting district to resolve the discrepancy.)

5.) ODE and the submitting district will reach a resolution. If the resolution is to approve the requested change of the High School Entry year, ODE will process this request and notify the district that the request was approved. If the resolution is to not approve the requested change of High School Entry Year, ODE will notify the district that the request was not approved.