Cohort Graduation Rate Review Process

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www.FLDOE.org

Cohort Graduation Rate

Review Process

Presenter Cyndi Holleman

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Purpose

• Review the methodology

• Explain the review process

• Provide tips and recommendations for reviewing the files

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www.FLDOE.org

Federal Uniform Graduation Rate

• All students must be accounted for

• Counts only standard diplomas

• Does not remove transfers to adult education programs (remain in denominator)

• Assigns DJJ students back to their most recent regular high school

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Data Quality

1. Ensure cleaner and more accurate data is submitted during the survey periods.

2. Resolve DNEs as soon as possible.

3. Routinely follow up on dropouts using the tools available.

4. Ensure correct withdrawal codes are submitted.

5. Ensure grade level is correct.

6. Ensure Alias IDs are correct.

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Building the Unadjusted Cohort

Key Data Elements

• Student Number Identifier, Florida

• School Number, Current Enrollment

• Withdrawal Code

• Diploma Code

• Withdrawal Date

• Grade Level

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Building the Unadjusted Cohort

• Include all first-time 9th_{graders in fall 2010}

membership in your district

• Add incoming transfers on the same schedule to graduate

oNew 9th_{graders in 2010-11} oNew 10th_{graders in 2011-12} oNew 11th_{graders in 2012-13} oNew 12th_{graders in 2013-14}

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Reviewing the Unadjusted Cohort File

• Student Level File

• DUPs file

• At-Risk File

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Student Level File

• File Name DPS##.GQ.F63494.Y13145.P4YR*

• Contains all students that entered and exited your district within the 4-year window

• Key Fields

oWithdrawal/Diploma Code

oAt-Risk Designation

oSchool Number

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Reviewing the Student Level File

Helpful Tip Data Element:

• Year Entered Ninth Grade, Graduation Requirements Determination

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DUPs File

• File Name DPS##.GQ.F63494.Y13145.DUPs

• Do not sort or make any adjustments to this file

• Provides list of all students enrolled in multiple districts during the 4-year window

• Inclusion in file does not necessarily mean the student is incorrectly coded in your cohort!

• Tool to locate students coded as dropouts or non-graduates such as DNEs, W01’s, etc.

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Tools for Locating Dropouts

• Student Locator Process

• Dropout Match Report

• DUPS file generated for cohort file

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Student Locator Process

• DOE Information Database On-line System in the Student Component Menu (option 25) located at North West Regional Data Center (NWRDC) in the CICS production system.

• District MIS/IS office can access this program and look for students coded as dropouts who may actually be enrolled in another district.

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Dropout Match Report

A listing of those PK-12 students identified as dropouts, including those coded DNE, from the Prior School Status/Student Attendance

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Dropout Match Report, cont.

• Available from NWRDC

• Available several times a year

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At-Risk File

• File Name DPS##.GQ.F71300.Y1314.ATRISK

• 8th_{Grade FCAT Math and Reading scores for all 9-12}

grade students enrolled in your district during Survey 2, 2013-14

• Provides the highest score found regardless of date test taken

• Does not contain EOC scores

• To be used as a supplement to your district’s test data – not to replace it

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At-Risk Category

• Students must score Level 2 or below on both 8th_grade

FCAT Reading and 8th grade FCAT Math.

• Students taking Algebra I or Geometry EOC are not considered “at-risk”.

• Students not enrolled in a Florida public school in the 8th

grade are not considered at-risk for graduation rate purposes.

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Review Process

• The file you get reflects the data you sent via the

database.

• Serves as your “Appeals” process.

• Provides opportunity to review and update archived data.

• Concerted efforts should be made to send 2013-14 survey

5 corrections via the database as soon as possible.

• All Survey 5 corrections submitted after August 29 must

be made to both the automated system and the cohort

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Tips and Recommendations

District Level:

• Check for duplicate students

• Sort file by name or ID to ensure there are no duplicates prior to distributing to schools.

• Do any students have multiple ID numbers?

• Sort file by school to ensure no elementary or middle school students are included in the file.

• Ensure schools submit updates as scheduled.

• Designate a “point of contact” to assist school staff with the process.

• Be sure to review all documentations and instructions and provide to all staff involved in the review.

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Tips and Recommendations

School Level Staff

• Read all documentation prior to reviewing the file.

• Concentrate review efforts only on those students who negatively impact your cohort; dropouts, DNE’s, non-graduates such as W01s, W26s.

• Ensure all students who graduated prior to the

beginning on the new school year are reported as such.

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Tips and Recommendations

All Staff

• Collaboration is essential.

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DJJ Students

• DJJ students must remain with their original high school immediately prior to adjudication.

• DJJ students never enrolled in a Florida public high school remain with the DJJ facility.

• W3As, W01s, and W02s count as non-graduates when assigned back to the regular high school.

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How the DJJ attribution works

 Diploma codes are assigned back to regular high school

Standard diploma codes count as graduates

Special diploma codes count as non-graduates

Certificate codes count as non-graduates

 Transfer codes:

W01, W02, and W3A are converted to non-graduates (if the last withdrawal code)

W04, W24, W3B, and W12 are assigned back to the most recent regular high school and count as transfer codes)

 Dropout codes count as dropouts

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Transfer to Adult Ed Programs

• Students who transfer to adult education centers are not removed from the regular high school’s cohort.

• Students who transfer to an adult education program in another district must be coded W26 – not W3A.

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Adult Diplomas and GEDs

• Did the adult student transfer from your district’s PK-12 program?

• Was the adult student ever enrolled in the PK-12 program in your district?

• Was there a break in service?

• If the adult student is not listed in your cohort file – DO NOT ADD THEM.

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How the Cohort is Adjusted

Remove the following:

• Transfers to other public schools* (W3A, W3B)

• Transfers to private schools (W04)

• Transfers to home education programs (W24)

• Deceased students (W12)

• Students corrected to DUPs, DELs, and NOTs.

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Student is not listed in the file

• Is the grade level correct?

• Was the student in a prior year cohort?

• What is the school of enrollment?

• Should the student be in next year’s cohort?

• Did the student have a student course record?

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Early Graduates

• Students graduating with 18 hours or in less than 4 years should not be added to the cohort file!

• Early graduates are counted with the cohort they are scheduled to graduate with.

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Summer Graduates

• Students who graduate during the summer are counted in the current year cohort.

• Students who take and pass ACT/SAT during the summer are counted in the current year cohort (even if they don’t get their scores until later).

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Correcting the File

• Ensure the corrections are applied to the correct field.

• DUP for duplicate student.

• Student was in a prior cohort.

• Student was assigned more than one ID number.

• W3A is the more appropriate code if the student enrolled in another district.

• DEL (students pulled into cohort too early such as mid-year promotions.)

• ADD should only be used to appropriately add students who were removed from the prior year cohort.

• NOT is for DJJ students only and indicates the DJJ student should remain with the DJJ facility and not with the regular school.

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What can be updated?

• The Withdrawal Code

• The Withdrawal Date

• The At-Risk flag

• In unusual cases, the School Number

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3-Year Preliminary File

• Available in April.

• Does not contain the 4th_{year data so most seniors}

will be coded as W01.

• Is not to be amended.

• Districts are not required to use this file.

• Should mainly be used to verify dropouts and DNEs.

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Check Edit Reports

• DPS##.GQ.F63494.Y1314.EDITS (4-year rate)

• Refer to Appendix C in the TAP for more information.

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Submitting the Corrections

• Submit file in the same format as it was received with the file name DPS##.GQ.F71407.Y13145.

• Updates can be submitted once daily until review window closes.

• Be sure to check edit reports after every submission. DPS##.GQ.F63494.Y13145.EDITS (4-year rate)

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Certification of File

• DOE must be notified if your district has no corrections.

• DOE must be notified via email when your final submission is submitted:

[email protected] and [email protected]

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Certification Notice Sample

ABCD School District submitted their final cohort changes October 10, 2014 and has no additional corrections.

Mr. District Person Title

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2014 Key Dates (4-Year Rate)

August 1 Survey 5 Due Date August 29 Survey 5 State Processing Closes September 9 Four-Year File Ready October 10 Final Updates are Due 39

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Current Year Survey 5 Data

Any updates submitted via the

database after August 29 will not be

pulled into the cohort file.

After August 29, corrections must be

made to both the cohort review files

and the automated survey process.

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Calculate Your Rate (Prior To Release)

•

Use the final student level file

submitted to DOE.

•

Adjust the file by removing all

transfers. (Denominator)

•

Count all the graduates.

(Numerator)

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Transfers

Proper documentation is

required for all

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Calculate Your Rate (Prior To Release)

•

Graduate Codes:

•

W06, W6A, W6B, W43, W52, WFA,

WFB, WFT, WFW,

WXL, WXT, WXW,

W54, and W55

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Calculating the Graduation Rate

Number of Standard Diplomas

÷

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What About the Others?

Non-Graduates

• Special Diplomas

• GED based diplomas

• Certificates of Completion

• Students who do not graduate on time

Dropouts

• DNEs, W05, W13-W23

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2012-13 Cohort by

Withdrawal Code Category

Standard Diploma Graduates: 149,430

75.6%

Total Dropping Out: 9,111

4.6%

Total Not Graduating*: 39,168

19.8%

Special Diplomas: 2,774 (1.4%) GED-based Diplomas: 2,489 (1.3%) Other Non-graduates: 33,905 (17.1%)

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Five-Year Graduation Rate as a

Follow-up to the Prior Year Four-Year Federal

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Rule Change to the Five-Year Rate

• AUTHORITY FOR STATE BOARD ACTION

Sections 1001.02, 1008.22, 1008.33, 1008.34, 1008.345, Florida Statutes

• EXECUTIVE SUMMARY

Section 1008.34, Florida Statutes, requires the State Board of Education to specify, by rule, the grading criteria and point system used for school grades. In order to be aligned with the requirements of the Elementary and Secondary Education Act (ESEA) waiver, the rule is brought forward with an amendment to revise the definition of “graduates” for the

five-year high school graduation rate in the school grades calculation. The

definition of “graduates” for the five-year graduation rate will be

changed to include only standard diploma recipients as graduates. For 2012, the five-year graduation rate counted special diploma recipients as graduates (they are counted as non-graduates in the federal four-year rate).

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Five-Year Graduation Rate

Five-Year Follow-up Graduation

Rate

 Standard diplomas only

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W06, W6A, W6B, W43, W52, WFA, WFB,

WFT, WFW, WXL, WXT, WXW, W54, and

W55

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Five-Year Graduation Rate, cont.

•

Uses the final student level adjusted

cohort file from the prior year’s

four-year federal graduation rate

•

Counts all the standard diplomas during

the five years

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2014 Key Dates (5-Year)

August 1 Survey 5 Due Date August 29 Survey 5 State Processing Closes September 8 Five-Year File Ready September 26 Final Updates are Due 51

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Updates to Five-Year File

• You can only count graduates in your “adjusted” cohort.

• You cannot update transfers to other districts

(W3As, etc.) in your cohort. They were “adjusted” out in the 4-year rate.

• You are only reviewing Survey 5, 2013-14 data which should have been sent via the automated system.

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Review only the non-graduates!

53 Dropouts Certificate Recipients Special Diplomas GED Recipients Other Non-Graduates DNE, W05, W13, W15, W18, W21, W22, W23 W08, W8A, W09 W07, W27 W10, WGA, WGD, W45 W01, W02, W26

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Five-Year Modified Graduation Rate Review:

• Non-graduates and dropouts from the four year adjusted cohort file

• Updates to standard or special diploma codes only

• No other adjustments to the cohort are allowed!

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Additional Information

• Be aware of the timelines

• Short time-frame, but less data to review

• Less confusing to complete the five-year review prior to the start of the four-year review

• Accurate data is the goal

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Local Perspective

Create a local field in your system to identify the student’s cohort.

Identify students with inaccurate WD codes from year to year.

Is the W01 or W02 correct?

DNE’s in high school – validate 8th_{grade withdrawal codes}

Active adults have a W26, inactive have a W22

Make sure every student who graduates is coded in Survey 5. When ACT/SAT tests arrive, verify that the student is coded

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Local Perspective, cont.

Update summer seniors’ academic history, and make sure graduation codes are correct.

Identify possible WFW students for ESE; follow up to make sure meetings were held.

Send regular reports of possible dropouts to high school principals

to verify that the codes are correct routinely.

Ensure each senior is individually coded for graduation by the school’s guidance counselor.

Provide rosters to principals of their seniors who did not graduate, along with the number of missing credits.

Use FLDOE Student Locator to look up possible dropouts. Update students from the Dropout Match files.

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Closing Comments

1. Ensure cleaner and more accurate current year

data is submitted.

2. Resolve DNEs as soon as possible.

3. Routinely follow up on dropouts using the tools

available.

4. Determine the manager/coordinator for this

process at the district level.

5. Share all communications with any and all staff

involved in the process.

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Closing Comments continued

• 2013-14 last year 5-year graduation rate will be calculated for school grade purposes.

• 2013-14 is the last year the “at-risk” grad rate will be calculated for school grade purposes.

• At-risk grad rate will still be calculated for federal reporting purposes.

• When the FLEID is implemented, initial entry into 9th_{grade is based upon initial entry within the}

entire state, not just within the district.

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Resources

• Technical Guide to the Cohort Four-Year Graduation Rate Calculations online at

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www.FLDOE.org

FDOE Contacts

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Questions regarding accurate reporting of the appropriate withdrawal codes via the automated database should be directed to the Bureau of Education Information and Accountability, [email protected] or 850-245-0400.

Questions regarding the review and update process and the calculation should be directed to the Bureau of Evaluation and Reporting, [email protected]

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http://www.fldoe.org/eias/dataweb/tech.asp.