Understanding the Status of Forms

Top  Previous  Next

Understanding the Status of Forms

The State Aid data collection forms are logically grouped into components known as 'form sets'.  For example, Form A and all of its related schedules are considered a form set.  Forms and form sets achieve various statuses as they are processed through SAMS.  These statuses are used to control system functions and workflow-type activities.

 

Status is controlled at the form level, but can be rolled up to the form set level using pre-defined business logic.  In addition, there may be dependencies between statuses that dictate the status(es) that must precede another status before it can be achieved.  The status of each form and form set is displayed next to its name on the Form Selection Tree.  If the status is Null, however, nothing will be displayed next to the name of the form or form set.  A summary of the statuses is provided in the table below.  The statuses in the table are listed in the approximate order in which they are achieved as the forms are processed through SAMS.

 

Status

Description

Status Dependencies

Null

Represents the status of a form before a user has begun entering and saving data to it.

 

Saved

Represents the status of a form when a user begins saving data to it.

Null

Ready

Represents the status of a form when a user has completed entering and saving data to it.  The user must press the 'Save & Ready' button to change the status of the form to Ready.

Saved

Certified

Represents the status when the form set of a school entity has been certified by a designated individual (e.g. Superintendent).  Certification simultaneously acts as the official submission of the form set data to NYSED.  Form sets are certified separately through the use of a certification form that is specific to each form set.  The Edit Exception Report(s) associated with a form set must be in the Ready state before the form set can be certified.  After certification school entities have read-only access to their forms in the Official Data Area, but they may be able to perform a change request in the Revision Data Area.

Ready

Edit in Progress

Represents the status when NYSED begins their edit process of a school entity’s form set.  School entities will not be able to submit changes to their data while the associated form set is in this status.

Certified, Edit Rejection, Corrections Submitted

Edit Rejection

Represents the status when NYSED rejects an Edit Exception report of a school entity’s form set during their edit process.  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Edit in Progress

Corrections Submitted

Represents the status when a school entity re-submits a form set with corrected items during the edit process.

Edit Rejection

Corrections In Progress

Represents the state of the data when NYSED has begun reviewing a district's corrections.

Corrections Submitted

Corrections Accepted

Represents the status when NYSED accepts the submitted corrections.  This is an internal status that is not seen by users.  It is generated when a NYSED user specifies an edit report with correction data as Clean or Clean with Issues.  It's purpose is to facilitate data state related processing.  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Corrections In Progress

Corrections Rejected

Represents the status when NYSED rejects the corrections submitted by a school entity.  This is an internal status that is not seen by users.  When this happens, the status will immediately set again to Edit Rejection.  It is generated when a NYSED user specifies an edit report with correction data as Rejected.  It's purpose is to facilitate data state related processing.  All submitted correction data that was rejected will remain in the Revision Data Area, however.  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Corrections In Progress

Clean

Represents the status when all edit exceptions have been adequately explained and the edit process is complete.  If there are no edit exceptions when a form set is certified/submitted, then the system will automatically change the status to Clean and the manual edit process will be avoided.  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Certified, Edit in Progress, Corrections Accepted, Clean with Issues, Revision Accepted

Clean with Issues

Represents the status when there are still outstanding edit exceptions after the edit process, but NYSED wants to include this data with the Clean form sets for processing.  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Edit in Progress, Corrections Accepted, Revision Accepted

Revision Submitted

Represents the status after a school entity has submitted their revised data to NYSED.  Revisions refer to change requests made after the edit process has cleaned a form set.  Revisions will be reviewed for approval by NYSED before being accepted as official data.  Revisions not accepted by NYSED do not become part of the official data.

Clean, Clean with Issues

Revision Review in Progress

Represents the status after a school entity has submitted their revised data and NYSED has begun reviewing it.

Revision Submitted

Revision Rejected

Represents the status after a school entity has submitted their revised data and NYSED has rejected it.  This is an internal status that is not seen by users.  When a revision is rejected, the status will immediately be set to the most recent clean status (Clean or Clean with Issues).  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Revision Review in Progress

Revision Accepted

Represents the status after a school entity has submitted their revised data and NYSED has accepted it.  This is an internal status that is not seen by users.  When a revision is accepted, the status will immediately be set to the most recent clean status (Clean or Clean with Issues).  An automated e-mail notification will be sent to a designated contact at the school entity and a record of the notification will be added to the Activity Log.

Revision Review in Progress