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2012-13HS Graduation & Dropout Reports

Data and Reports Owner

Isabella Jacoby, isabella.jacoby@state.or.us (503) 947-5878

Regional Assessment Support Partners http://www.ode.state.or.us/go/AssessmentHelp

October 17, 2013

Key DatesOctober 17, 2013: Exit Adjustment OpensOctober 28, 2013: 1st Period Cumulative ADM Closes– Audits: November 7-15

October 31, 2013: Cohort Graduation and NCES Dropout Validations Open– Refresh: October 31, November 14, November 21, December 5,

December 12

November 29, 2013: Exit Adjustment ClosesDecember 13, 2013: Validations CloseJanuary 30, 2014: Report Publication

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ReferencesDropout and Exit Adjustment Manualhttps://district.ode.state.or.us/apps/info/docs/Dropout_ExitAdj_Manual_20122013_Draft.pdf

First Period Cumulative ADM info and manual www.ode.state.or.us/go/CumADMManual

Cohort Graduation info, manual, forms, past reportshttp://www.ode.state.or.us/search/page/?id=2644

NCES Dropout reportshttp://www.ode.state.or.us/search/page/?id=1

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References

AA Update newsletter http://www.ode.state.or.us/search/page/?=1312

Video Training 2013-14 (to participate, get handouts, and review taped WebEx's)

October 10 – Part 1 -HS Graduation/Dropout Validations & Exit Adjustmenthttps://district.ode.state.or.us/search/page/?id=234

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HS Graduation & Dropout Reports

District validation of reports– National Center for Education Statistics (NCES)

Dropout and Graduation RatesDropout and Graduation events occurring in 2012-13Both rates reported to US Dept. of Education via EdFactsOnly dropout reports used for accountability reports

– Cohort Graduation Rates for 4-year cohortStudents with HS Entry year of 2009-10 (on-time graduation)Used for accountability reports

– Cohort Graduation Rates for 5-year cohortStudents with HS Entry year of 2008-09 (extended 1 extra year)Used for accountability reports

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NCES Dropout Rates Media File

Dropout Rates published as spreadsheet (Disaggregated by subgroups)

2012-13 report will be published January 2014

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Cohort Graduation Rates Media File

Cohort Graduation Rates published as spreadsheet (Disaggregated by subgroups)

2012-13 report will be published January 2014

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HS Graduation & Dropout Reports

Cohort and Dropout Rates Used in Other Reports

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NCES Dropout (1-year) Report

Cohort 4-year (On-Time) Grad Report

Cohort 5-year (Extended Time) Grad

Report

NCES Graduation(1-year) Report School

and DistrictReport Cards• Annual Measurable

Objectives (AMO)• Rating• Summary to

parents

Achievement Compacts

• District Goals

Other Federal and State Reporting• Special Ed

Report Card• EdFacts

HS Graduation & Dropout Reports

Report validation window allows districts to– Preview counts and rates– Review student level data used for counts– Ensure counts of diplomas or dropouts match

districts’ student information system– Correct or adjust data– Understand report rules and impact to

upcoming accountability reports (with targets and ratings) and plan for local news releases

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How to Validate

Log into the Achievement Data Insight Application– Make sure you have permissions to the cohort

graduation (two validations) and dropout validations; contact your DSA if you need them

Training on the application is posted at https://district.ode.state.or.us/search/page/?id=226

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• “Summary” tab contains aggregate counts at the district and school level• “Detail” tab contains student-level data• “Reporting Year” allows you to view previous (final) data• “Ask a Question” sends an email to the data owner• “Download Data” allows you to get a copy of the data in a spreadsheet

How to Validate – NCES Dropout

Review student-level data to ensure that outcomes and subgroups are accurate for each student. Make corrections via the Exit Adjustment window, if you need to edit a student’s outcome data. If you need to edit non-outcome data, contact Joy Blackwell (joy.blackwell@state.or.us) and request to have the relevant collection opened so that you can edit the student’s recordsNote: some data is from Spring Membership or LEP and can no longer be edited (see the calculations sections of this WebEx or the manuals for more information)

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How to Validate - Cohort

Review the students included in the cohort to ensure that no students are missing who should be included, and no students are included who should be included in a different cohort year. See http://www.ode.state.or.us/news/announcements/announcement.aspx?id=8564&typeid=4 for instructions on appealing a student’s cohort year (High School Entry Year)

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How to Validate - Cohort

Review the student-level data to ensure that outcomes are accurate for each student– If you find an outcome that you believe is not

accurate:First, check to make sure that you have reported the correct outcome to ODE – if you have not, report itIf you have reported the correct outcome to ODE, but this outcome is not displayed as the student’s outcome, review rules or “ask a question” to find out why. When asking a question about a specific student, be sure to include the student’s SSID, and DO NOT include their name, or other personally identifiable information.

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Updating Student OutcomesNew this year: ADM Program Type Code 14 can be used for outcomes from previous school yearsAlmost all outcome updates should be able to be added using ADM Program Type Code 14 – do not submit an update for outcomes unless you are sure you cannot correct data by adding a Program Type Code 14 record (for example, if you need an outcome removed, rather than added)

See Exit Adjustment training or https://district.ode.state.or.us/apps/info/docs/ProgramType14_Guidance_20132014.pdf for more information10/17/2013

How to ValidateReview student-level data to ensure that subgroups, accountable institutions, and other data are accurate– If you find data that is inaccurate:

If you need to correct a student’s Gender or Ethnicity, and the student was enrolled during the 2012-13 or 2013-14 school year, contact Joy Blackwell (joy.blackwell@state.or.us) and request to have the relevant collection opened so that you can edit the student’s recordsOtherwise, complete the cohort update form (http://www.ode.state.or.us/wma/data/schoolanddistrict/students/docs/cohortupdateform_20122013.xlsx) and send it via secure file transfer to Isabella Jacoby (isabella.jacoby@state.or.us). See the “Notes and Instructions” tab of the form for more information on how to submit updates

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Cohort Updates

Updates must be submitted to ODE by 12:00 PM (Noon) on the Tuesday before a refresh is scheduled, in order to be included in that refresh. Data edits (in the Cumulative ADM Collection) must be made by 5:00 PM on the Tuesday before a refresh is scheduled in order to be included in that refresh.

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Update Deadlines - CohortRefresh Updates (Noon) and Data Edits (5pm) dueOctober 31 October 29 (first refresh - Data Edits only)

November 14 November 12

November 21 November 19

December 5 December 3

December 12 December 10

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Final deadline for data edits and updates: Friday, December 13th, at 11:59 PM

NOTE: Any edits and updates not submitted to ODE by this deadline may not be included in the final, published versions of the graduation and dropout rates, which are used for accountability reporting.

Accepting and Appealing Validations

In previous years, ODE has asked that districts review their data, and click either “Accept,” indicating that they agree with the data as it is, or “Appeal,” indicating that they disagree.Those have been removed this year. Instead, our system logs each visit to a validation. Districts who view their validations, and do not ask a question or make corrections to their data, will be assumed to have accepted it as is.

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Questions?

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10/07/2013

NCES 4-yr Cohort 5-yr Cohort

Student Population

Enrolled in 2012-13 or expected to return after completing 2011-12 school year (Grades 9 to 12)

Enrolled in 2009-10 for the first time in high school (usually as 9th grader);cohort is adjusted during the 4- year period

Enrolled in 2008-09 for the first time in high school (usually as 9th grader); cohort is adjusted during the 5- year period

Graduation RateCalculation

Grads with regular diplomasdivided by (Grads + Dropouts)

Grad with regular diplomas received anytime in 4 years (between 2009-10 to 2012-13) divided by adjusted cohort count

Grads with regular diplomas received anytime in 5 years (between 2008-09 to 2012-13) divided by adjusted cohort count

DropoutRateCalculation

Dropouts divided by Fall Membership 2012 (or headcount if alternative school)

Not Reported or reported as “Non-Completers’

Not Reported or reported as “Non-Completers’

Differences between Reports

Dropout Reporting - Changes

New Subgroup – Ever English Learner– This subgroup includes students who were reported

as eligible for/receiving services for English Learners in any LEP collection between 2006-07 and 2012-13

Deadline for dropouts to be included in the report extended from June 1 to June 30, 2013– In previous years, dropout events after June 1 were

not included in the rates, because when we transitioned to Cumulative ADM, accurate ADM End Date information was not initially collected

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NCES Dropout/Graduate Data Sources

Cumulative ADM– Annual 2012-13– Annual 2011-12– First Period 2013-14

Spring Membership Extract, LEP collection, SECC collection (subgroup determinations)Dept. of Community Colleges and Workforce Development (CCWD)

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Dropout Reporting Rules and Methodology

Dropout Count:– Students whose last event, between July 1, 2012 and

June 30, 2013, was a dropout:ADM End Date Codes 3A, 3B, 3C, 3D, 3E, 4B, 5E

– Students whose last event, between May 1, 2012 and June 30, 2012, was “completed and did not re-enroll by October 2013-14”:

ADM End Date Code 3F

– Does not include any students who re-enrolled at any point between their latest dropout event and October 1, 201310/17/2013

Dropout Reporting Rules and Methodology

Includes only students coded with one of the dropout codes listed on previous slide. Does not include students who earned any credentials, include alternative certificates, or who transferred out.

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Dropout Rate Calculation

Dropout Count divided by 2012 Fall Membership Count*

*Some schools use an unduplicated headcount from 2012-13 Annual ADM, if they have no students in Fall Membership, or are alternative schools.

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Dropout Reporting Rules and Methodology

Other Reporting Rules:A student dropping out multiple times within a year is counted once for the year.A student dropping out multiple times across multiple years is counted once for each year dropped out.State provides added value by sharing GED, AHSD, enrollment information across districtsAccountable district and school is the student’s last resident district and school

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NCES Graduates Reporting Rules and Methodology

Students are counted as graduates if they were reported as having earned a regular diploma between July 1, 2012, and August 31, 2013

Graduation Rate (NCES): Graduates divided by (Graduates + Dropouts)

Note: This rate is no longer posted to ODE’s website, but it is reported to the US Dept. of Education, and provided to researchers upon request

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Clarifying Similar OutcomesTransferring to another institution (DOCUMENTED OUTCOMES ONLY)– If the institution is another Oregon School District, then not a dropout

use 2A– If the institution offers a program leading to a high school diploma, or the student

has moved to another country, then not a dropout use 2B or 2C

– If the institution offers a program leading to a bachelor’s degree, then not a dropout

Use 5D– If there is no secondary education program, then a dropout

use 3C or 3D. – Transferring to a non-traditional setting (residential facility, correctional institution,

community or technical college program) andIs off-campus program offering or an extension of the district, that is tracked by district, then not a dropout and use 1B or 1C;Is not approved or tracked by the district, then student is a dropout and use 3D.

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Clarifying Similar Outcomes

If student is ill, and – verified (5B or 1A) or long-term (5B), then not a

dropout– not verified, then dropout and use (3A).

For suspensions/expulsions and – student was not in school because suspension is not

over (5A) or enrolled in another district (2A), then not a dropout, or

– student expelled with no option to return (3C) or term of suspension is over but they have not returned (3A or 3E), then they are a dropout.

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Questions?

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Cohort Reporting - ChangesNew Subgroup – Ever English Learner– This subgroup includes students who were reported as eligible

for/receiving services for English Learners in any LEP collection between 2006-07 and 2012-13

Refinements to logic– Students who begin the 2013-14 school year in a different

district than they were last enrolled in in the 2012-13 school year are treated like transfers to another district

– Students whose last event before September 1, 2013, was a transfer out will be considered transfers out even if they re-enroll for 2013-14

– Students whose resident district on their last record is another state will be considered transfers out

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Cohort Reporting Rules and Methodology

More complicated than NCES (dropout methodology)– The NCES methodology counts students who were

coded as dropouts or graduates, and uses additional logic to remove students from the dropout count based on later enrollment, GED records, etc.

– The Cohort methodology seeks to find an outcome for all students in the cohort. Students for whom no “better” outcome is found are counted as dropouts/non-completers, whether or not they were ever coded as a dropout

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First, we identify all the students in the cohort. For this year’s four-year cohort rate, this means all the students who:– Have a cohort year (HSEntrySchlYr) of 2009-

10 in the SSID collection AND– Were enrolled at some point between July 1,

2009 and June 30, 2013

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Cohort Reporting Rules and Methodology

Next, we look at all of the outcome records we have for those students, including:– Annual Cumulative ADM 2009-10 through

2012-13– First Period Cumulative ADM 2013-14– GED and AHSD data from CCWD

Early Leavers, High School Completers, and Updates from last year’s Cohort Rate will be included for this year’s five-year cohort calculations

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Cohort Reporting Rules and Methodology

A student’s highest-ranked outcome is chosen, based on all of the outcome and enrollment records we have for the student– Hierarchy:

1. Regular High School Diplomas (Awarded by August 31, 2013)2. Transfer Out Events, or Student Deceased (Occurred on or before August 31, 2013)

– Student moved to another state/country– Student transferred to homeschool– Student transferred to private school– Student Deceased or Permanently incapacitated10/17/2013

Cohort Reporting Rules and Methodology

– Hierarchy (Continued)3. Other Completers (Awarded by August 31, 2013)

– AHSD– Modified Diploma– Extended Diploma– GED

4. Non-completers– Alternative Certificates– Continuing Enrollment (student enrolled on or after

September 1, 2013)– Dropouts/non-completers, including any students for

whom no other outcome could be found10/17/2013

Cohort Reporting Rules and Methodology

Transfer Out Events or Student Deceased are only counted if they are the student’s last event, or close to the student’s last event.

Example: Mary is enrolled from September 2010 through May 2011, then transfers to private school (and is coded 2B). In October 2012, she re-enrolls with her previous school district, and earns a modified diploma in June 2013. Mary would be counted as a modified diploma, not a transfer out.

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Cohort Reporting Rules and Methodology

Cohort Rate CalculationUnadjusted Cohort: All the students with the 2009-10 cohort who were enrolled during the four years being measuredAdjusted Cohort: The Unadjusted Cohort, minus any students whose outcome was Transferred Out or DeceasedGraduates: All students in the Adjusted Cohort who were awarded a Regular High School Diploma by August 31, 2013Completers: All students in the Adjusted Cohort who were awarded a Regular, Modified, Extended, or Adult High School Diploma, or a GED, by August 31, 2013

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Cohort Rate Calculation

Cohort Graduation Rate:– Graduates (Regular Diplomas) divided by

Adjusted CohortCohort Completion Rate:– Completers divided by Adjusted Cohort

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Accountable Institutions - Cohort

For the Cohort rates, students are generally accountable to the last degree-granting institution they were enrolled (resident) in during the years being measured (2009-10 through 2012-13)For students whose last enrollment was at the district level, ODE will attempt to find the last degree-granting school they were enrolled at within this district, and assign them to this school for accountability

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Subgroups – Cohort

Gender and Ethnicity are based on the student’s outcome record, or their most recent ADM record, or their current SSID record, if the most recent ADM record does not indicate an acceptable ethnicity (for example “declined.”)Other subgroups (except for Ever English Learners) include students who were a member of the subgroup at any time during the four or five years being measured, based on Spring Membership, LEP, and SECC

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Questions?

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Additional Tips for Reviewing and Validating

Aggregate (Summary) level– Review totals first, then subgroup counts– Make sure all the high schools in your district

are included on the report, and that you check the values for each of them, not just the district totals

– Remember that the district total is not necessarily the sum of the school totals – it can include district-level students as well

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Additional Tips for Reviewing

Student (Detail) level– Unadjusted Cohort size should be similar to

(but usually slightly higher than) your 9th grade Fall Membership counts from 2009-10 (or 2008-09, for the five-year rate)

If the count is a lot higher or lower, make sure all of your students have the correct cohort years assigned to them

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Additional Tips for Reviewing– Make sure all of the diplomas awarded by

your district during 2012-13, and during the summer between 2012-13 and 2013-14, have been reported

– Check students who are listed as “dropouts/non-completer” in the cohort rates, to make sure you don’t have any additional documented outcomes for them

– Make sure to ONLY report outcomes you have documentation for

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Additional Tips for Reviewing

Make sure your first period cumulative ADM submission is complete and accurateIf you work in a school district office, and your district has charter schools that report their own data, make sure they are aware of and have access to this validation!

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Additional Tips for Reviewing

For the NCES student-level– Focus on the calculated outcome type (not to be

confused with the calculated end date code from Exit Adjustment), and the dropout and graduate flags

– Do not worry about the non-dropout outcomes here, as long as they have been reported in cumADM (for example, some of the program type 14 records you report in first period may cause students in the NCES report to show up as “re-enrolled,” rather than with the specific outcome you reported). These outcomes will be picked up in the cohort calculations, so make sure they are correct there.

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THANKS FOR ALLYOUR HARD WORK!

We appreciate you!

We can’t produce accurate reports without all that great data you

submit!