four-year adjusted cohort graduation rate calculation ———— processes and required...

FOUR-YEAR ADJUSTED COHORT GRADUATION

RATE CALCULATION————

PROCESSES AND REQUIRED

DOCUMENTATION

6/9/2011 SCDE Office Data Management & Analysis

Four-year Adjusted Cohort Graduation Rate Calculation

- Changes for 20112

Report Card Coordinators,

As discussed in the email to districts, based on dialogue with the Testing and Accountability Roundtable the Department is making changes to the procedures related to the Graduation Rate file, particularly focusing on the documentation required for a student to be excluded from a previously assigned graduation cohort. I want to emphasize that the Federal Guidance has not changed – the expectation is that all students are accounted for and are only excluded from a school or district’s graduation calculation with acceptable documentation.

Our goal is create a more fair and consistent system. Although the Department will no longer collect documentation, our expectation is that school and district personnel will make decisions related to the graduation rate file in accordance with established procedures and with the Non-Regulatory Graduation Rate Guidance document issued by USED. As time and resources permit, the Department will continue to explore ways to increase the reliability of data across the state.

Steve AbbottFederal and State Accountability


- Changes for 20113

This year, districts/ schools will report to the S.C. Department of Education (SCDE) which students of the 2011 graduating class should be included in the denominator and which students should be included in the numerator of the on-time graduation rate calculation.

NUMERATOR: Number of cohort members who earned a regular high school diploma by the end of the 2010-2011 school year (including summer graduates)

DENOMINATOR: Number of first-time 9th graders in 2007-08 (starting cohort) plus students who transfer in, minus students who transfer out, emigrate, or died during

school years 2007-2008, 2008-2009,2009-2010, and 2010-2011


- Procedures for 20114

The BASE01 file = an Excel file containing records of students who are or could be members of the graduating class of 2011.

Using the BASE01 file , districts and schools will report graduation rate information.

Which students graduated Who did not graduate Who should be removed from the cohort Who should be added to the cohort

The 2011 graduate cohort = students who entered grade 9 for the first time in the 2007-08 school year.



OVERVIEW OF THE 2011 PROCESS

1.Schools collect documentation for the students in this cohort beginning in the 9 th grade.

2.June 2011– districts/schools download the BASE01 file and, using the Student Status Codes, mark the graduates and non-graduates as well as who should remain in the file.

3.Districts/schools will update the BASE01 file with summer graduates in August.

4.August 30, 2011 – districts submit their final BASE01 file to SCDE via the Accountability Data Transfer (ADT) system. District superintendents submit letter certifying the information.

5.Beginning in September of 2011, the BASE01 files will be utilized by SCDE in the calculation of graduation rates.

6.The 2011 graduation rate will be used in calculating the 2011 annual School Report Card Absolute rating for release in the Fall of 2011

7.2012 Annual Yearly Progress (AYP) for No Child Left Behind to be released in August of 2012.

8.November 2011 – state BASE01 file is submitted to USDE to fulfill federal reporting requirements.

9.Graduation data are monitored as part of the Title I monitoring cycle as well as risk-based monitoring

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Student Status Code (Must Select One per Student)

Student in Cohort9GR = 08

(Include in Denominator) Do Not Touch!

Student Graduated? (Include in Numerator)

Do Not Touch!

Person Updating Record

(Enter Full Name)

GroupHome or RTF (Report Only

Full-Time in Facility Prior to SY2010-2011)

BEDSCodeSchool

YearDistrictName

SchoolName

StudentLast

Name

StudentFirst

Name

SELECT ONE YES NO NO 9000005 2009 District My High School Smith BarryGY-GRADUATE YES YES NO 9000005 2011 District My High School Smith ClaireCC-CERTIFICATE RECIPIENT YES NO NO 9000005 2011 District My High School Smith DanielGN-NON-GRADUATE YES NO NO 9000005 2011 District My High School Smith EthanAN-ADD NON-GRADUATE YES NO NO 9000005 2011 District My High School Smith FrancesAG-ADD GRADUATE YES YES NO 9000005 2011 District My High School Smith GeorgeDC-STUDENT DEATH NO NO NO 9000005 2009 District My High School Smith HaroldEO-STUDENT ÉMIGRÉ NO NO NO 9000005 2011 District My High School Smith InezA1-ADULT ED TRANSFER-BEFORE GRADUATION DATE NO NO NO 9000005 2011 District My High School Smith JaredDJ-TRANSFER TO DJJ OR DOC-DIPLOMA PROGRAM ONLY NO NO NO 9000005 2010 District My High School Smith Kaitlyn

HS-TRANSFER TO HOMESCHOOL NO NO NO 9000005 2011 District My High School Smith Laura



The final BASE01 response file is due August 30, 2011.



Using the BASE01 response file, carefully consider which students should be included in the denominator and which students will be included in the numerator of the graduation cohort.

You will indicate on the BASE01 file how to treat each student.

Note those students who graduated from your school this spring or earlier. These students will be in the denominator and numerator of your graduation rate.

Add any student who transferred into your school. These students will be added to the denominator and possibly the numerator if they graduated.

Remove, as allowed by Federal Regulations, students for whom you can document as an “approved” withdrawal.



Graduation StatusGY Student has a 9GR of 08 and graduated in the spring or summer of 2011 or was an early

graduate from this schoolCC Student has a 9GR of 08 and received a local or state certificate from this schoolGN Student has a 9GR of 08 and did not graduate from this school within four years of entering

the ninth grade (dropouts, students transferring to non-diploma programs, etc.)

Adding Students to the FileAG Add this student who has a 9GR of 08 and graduated from this school in the spring or

summer of 2011 or was an early graduate from this school

AN Add this student who did not graduate from this school but has a 9GR of 08 and should have been included in thiscohort file

File EditsDD Delete this duplicate recordNN Student’s 9GR is not 08PY This student was included in last year’s cohort for this school and should be removed

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Student Death

DC Student Death

Emigration

EO Student transferred out of the country

Student TransferA1 Student transferred to a high school diploma program before the 2011 graduation date

DJ Student transferred to a high school diploma program at a correctional institution

HS Student left to be home schooled

FE Foreign Exchange student

TI Student transferred to a another public school in South Carolina

TO Student transferred to a high school diploma program 1. out of state or 2. at a non- public school

Per Federal Guidelines, there are three acceptable reasons that a student may be removed from a graduation cohort

Federal guidelines require authoritative written documentation for removing a student from the denominator or for adding a student to the numerators of the graduation rate calculation.

Districts remain responsible for gathering, maintaining, and reviewing required documentation for each school, however, documentation will no longer be submitted to the SCDE for review.

High school staff have been collecting documentation for students over 4 years in preparation for this process. This documentation will be used to complete this final process.

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- Documentation Guidelines for 2011

2011 GRADUATION RATE DOCUMENTATION

- Scenarios11

Scenario 1 – Student Death (DC)

Student Status Code

Description Documentation that will need to be maintained collectively at the school level in a file marked

2011 Grad Rate Documentation

DC Student Death Signed letter from the principal stating that the student has died; include the date of death

OR Death Certificate OR Obituary notice in a newspaper


- Scenarios12

Scenario 2– Student Emigration (FO)

Student Status Code

Description Documentation that will need to be maintained collectively at the school level in a file marked 2011

Grad Rate Documentation

EO Student Émigré

For students transferring out of the United States, a letter indicating knowledge of a family situation can be used to confirm the transfer; this can be documentation of a conversation.

The letter may be written by the following school personnel and must be signed and dated.

• school administrator• guidance counselor • ELL staff person• social worker, etc.


- Scenarios13

Scenario 3 – Student Transfer (A1) to Adult Education

Student Status Code

Description Documentation that will need to be maintained collectively at the school level in a file marked 2011

Grad Rate Documentation

A1 Student transferredto Adult Educationhigh school diploma program before graduation date.

•Official transcript/records request before on-time graduation date from receiving diploma-granting AE program, with date of enrollment. (Fax date may be used as enrollment date.) Transcript request must indicate enrollment in a diploma granting program.

OR

•A letter from the Adult Ed director confirming that student enrolled in a diploma granting program. An email is not sufficient documentation.

Do not include students transferring to GED, remedial, vocational, or certificate

programs.


- Scenarios14

Scenario 3 (cont.) – Student Transfer (DJ) to Correctional Facility

Student Status Code



DJ Student transferred to diploma program at a correctional institution.

•Department of Juvenile Justice (DJJ) or •Department of Corrections (DOC)

• Official transcript/records request from DJJ or DOC which includes verification of enrollment in diploma granting program and date of enrollment. Fax date on records request may be used as enrollment date.

OR

• Letter from correctional facility administrator confirming that student enrolled in a diploma granting program in the correctional facility and the date enrolled. An email is not sufficient documentation.

Do not include students in GED, remedial,

vocational, or certificate programs.


- Scenarios15

Scenario 3 (cont.) – Student Transfer (HS) to be Home Schooled

Student Status Code



HS Student left your school to be home schooled

• Note written by the parent(s) indicating intent to home-school the student with the date of withdrawal.

OR • Records request from homeschool association

confirming enrollment with beginning date of homeschooling.

OR• Withdrawal form, with parent’s signature,

indicating the purpose of withdrawal is to home school and date of withdrawal.

OR• Form letter dated and signed by parent,

indicating intent to home school. Letter from the principal is no longer required.


- Scenarios16

Scenario 3 (cont.) –Foreign Exchange Student (FE)

Student Status Code



FE Foreign Exchange Student

• J1 visa copy or copy of foreign exchange program forms showing year of participation.

OR• Letter from host family stating they hosted

the exchange student and the dates of participation.

OR• A copy of the exchange program paperwork

showing the year the student was enrolled in the host school.

OR• A letter on the school’s letterhead and signed

by the principal certifying that the student was a foreign exchange student and dates of participation.


- Scenarios17

Scenario 3 (cont.) – Student Transfer (TI) to SC Public School

Student Status Code



TI Student transferred to a public school within South Carolina

• Official transcript/records request from receiving institution with the date of enrollment

OR• Request for records on school letterhead

with the date of enrollmentOR• SUNS history


- Scenarios18

Scenario 3 (cont.) – Student Transfer (TO) Out of State or to Non-Public School

Student Status Code



TO Student transferred to a public high school diploma granting institution not part of SC public school system ORStudent enrolled in the high school diploma program of a non-public institution.

Official transcript/records request from receiving institution with the date of enrollment and confirming student is enrolling in a diploma granting program. Fax date may be used as the date of enrollment if not on request for records.

Student must have entered high school

diploma granting program.


- Scenarios19

Other Adjustment to Cohort File – Student’s 9GR is not 08 (NN)

Student Status Code



NN 9GR is not 08 • Official transcript or SUNS history showing first year of high school was not the 2007-08 school year.

OR• Report card indicating the student was in

middle school during the 2007-08 school year.

OR• A letter from the middle school principal

stating the student was enrolled in that school for the 2007-08 school year.

The SUNS student screen made be used as supporting documentation.

Prove a student’s 9gr is NOT the current co-hort.

Prove that a student has moved to another school in SC.


- SUNS Scenarios

21


- SUNS Scenarios

9th Grade Repeater History

22


- SUNS Scenarios

9th Grade - No History


- Documentation Guidelines for 201123

A file containing the documentation

for the entire 2011 cohort should be maintained in each district in a

folder marked “2011 Grad Rate Documentation.”

Graduation rate documentation must be kept for the current year plus the

previous three years.

2011 Grad Rate

Documentation

This practice is necessary should an audit of the documentation be required.

Information reflected on a student’s valid State of South Carolina Standard High School Transcript may serve as documentation.

The original data is maintained in the PowerSchool student information system.

Enter date Graduation date Class of: Diploma Type Student Grade

SCDEOfficial Transcript

PowerSchool is populated with important graduation related data.

The following are found on the SC Additional Student Information page.

Diploma Type Graduation

Date Orig Entry Date Dropout Date Dropout Reason

PowerSchool Data

The following are found on the Student Supplemental page. Diploma Earned Ninth Grade Code

PowerSchool Data

Student Demographic screens hold these fields.

Student Name, etc

Student Grade

27



Working with the BASE01 response file(Double click image to open sample spreadsheet.)

Student Status Code (Must Select One per

Student)

Student in Cohort

9GR = 08 (Include in

Denominator) Do Not Touch!

Student Graduated? (Include in Numerator)

Do Not Touch!

Person Updating Record

(Enter Full Name)

GroupHome or RTF (Report

Only Full-Time in Facility Prior to SY2010-2011)

BEDSCode (SchoolID)

SchoolYear

DistrictName

SchoolName

StudentLast

Name

StudentFirst

Name

StudentMiddleName

Suffix

SELECT ONE YES NO NO 9000005 2011 District My High School Smith Angel A

GY-GRADUATE YES YES NO 9000005 2009 District My High School Smith Barry BCC-CERTIFICATE RECIPIENT YES NO NO 9000005 2011 District My High School Smith Claire CGN-NON-GRADUATE YES NO NO 9000005 2011 District My High School Smith Daniel D

AG-ADD GRADUATE YES YES NO 9000005 2011 District My High School Smith Ethan E Jr.AN-ADD NON-GRADUATE YES NO NO 9000005 2011 District My High School Smith Frances FDC-STUDENT DEATH NO NO NO 9000005 2011 District My High School Smith George GEO-STUDENT ÉMIGRÉ NO NO NO 9000005 2009 District My High School Smith Harold HA1-ADULT ED TRANSFER-BEFORE GRADUATION DATE NO NO NO 9000005 2011 District My High School Smith Inez IDJ-TRANSFER TO DJJ OR DOC-DIPLOMA PROGRAM ONLY NO NO NO 9000005 2011 District My High School Smith Jared JHS-TRANSFER TO HOMESCHOOL NO NO NO 9000005 2010 District My High School Smith Kaitlyn KFE-FOREIGN EXCHANGE STUDENT NO NO NO 9000005 2011 District My High School Smith Laura LTI-TRANSFER TO PUBLIC SCHOOL IN SC NO NO NO 9000005 2011 District My High School Smith Michael M

TO-TRANSFER TO NON-PUBLIC OR NON-SC PUBLIC SCHOOL NO NO NO 9000005 2011 District My High School Smith Nancy N

NN-9GR IS NOT 08 NO NO NO 9000005 2011 District My High School Smith Olivia ODD-DELETE, THIS IS A DUPLICATE RECORD NO NO NO 9000005 2010 District My High School Smith Michael PSELECT ONE YES NO NO 9000006 2011 District My Other High SchoolSmith Angel A

GY-GRADUATE YES YES NO 9000006 2009 District My Other High SchoolSmith Barry BCC-CERTIFICATE RECIPIENT YES NO NO 9000006 2011 District My Other High SchoolSmith Claire CGN-NON-GRADUATE YES NO NO 9000006 2011 District My Other High SchoolSmith Daniel D

AG-ADD GRADUATE YES YES NO 9000006 2011 District My Other High SchoolSmith Ethan E Jr.AN-ADD NON-GRADUATE YES NO NO 9000006 2011 District My Other High SchoolSmith Frances FDC-STUDENT DEATH NO NO NO 9000006 2011 District My Other High SchoolSmith George GEO-STUDENT ÉMIGRÉ NO NO NO 9000006 2009 District My Other High SchoolSmith Harold HA1-ADULT ED TRANSFER-BEFORE GRADUATION DATE NO NO NO 9000006 2011 District My Other High SchoolSmith Inez IDJ-TRANSFER TO DJJ OR DOC-DIPLOMA PROGRAM ONLY NO NO NO 9000006 2011 District My Other High SchoolSmith Jared JHS-TRANSFER TO HOMESCHOOL NO NO NO 9000006 2010 District My Other High SchoolSmith Kaitlyn KFE-FOREIGN EXCHANGE STUDENT NO NO NO 9000006 2011 District My Other High SchoolSmith Laura LTI-TRANSFER TO PUBLIC SCHOOL IN SC NO NO NO 9000006 2011 District My Other High SchoolSmith Michael M

TO-TRANSFER TO NON-PUBLIC OR NON-SC PUBLIC SCHOOL NO NO NO 9000006 2011 District My Other High SchoolSmith Nancy N

NN-9GR IS NOT 08 NO NO NO 9000006 2011 District My Other High SchoolSmith Olivia ODD-DELETE, THIS IS A DUPLICATE RECORD NO NO NO 9000006 2010 District My Other High SchoolSmith Michael P

Questions ?

6/9/2011 SCDE Office of Data Management & Analysis

four-year adjusted cohort graduation rate calculation ———— processes and required...

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