~ Student End of Year ~

Standard Training for the

2012-2013 ADE Collection

April-May 2013

Agenda

1.EOY Collection Schedule

2.Changes for 2012-13

3.Documentation and Resources

4.Data Pipeline 2013-14

5.Additional Information and Questions

3

~ End Of Year Collection Schedule ~

Important Dates for the 2012-13 Collection

Regular Process• May 16– EOY 2012-13 opens for data submission• June 6 –  All districts should submit at least one complete set of EOY files and pass

preliminary edit checks.  • June 20  –  Pass first level edit checks.  • Aug 1 - All districts should obtain 2nd level edits • September 13 –  All districts must approve initial Data Summary Reports (Data Submission

Phase closes).  This deadline is mandated under Colorado Administrative Rules.

Important Dates for the 2012-13 Collection

Phase A Process• October 1 through October 24 – Post Collection Phase A  (reclaiming dropouts from prior

collection years). – If applicable, districts will be asked to participate in the Mini-Phase A post

collection concerning transfers to facilities.

Phase B Process• October 31 through December 5 – Post Collection Phase B (verifying transfers and

dropouts within Colorado)– If applicable, districts will be asked to participate in the Mini-Phase B post

collection concerning transfers to facilities.

Final Dates• December 12 – Superintendents must approve final Data Summary Reports  (collection

closes)• Mid-January 2014 – Official/final data and rates posted on the CDE web site and released

to the public

EOY Regular Collection Process and Post A Process

• Districts can change Students’ exit codes and other elements.

Regular collection process

Post A/Mini A process

then Post B process

Post A/Mini A process

then Post B process

September 13th

All districts must approve

initial Data Summary Reports

~ End of Year Changes for 2012-2013 ~

Byte Length Changes

Due to the removal of several fields, HEADER FILE BYTE LENGTH = 218

The DETAIL FILE BYTE LENGTH = 52

Ignoring these byte lengths and changes will cause your data to fail.

End of Year Template

Due to the change in byte length, the end of year template no longer contains macros. This means that files will need to be created as ‘.prn’ files. This aligns

with the way in which the Student October template functions.

Warning: it is very important in this file that the width of the cells are not modified in any way. This will create errors in the file. When pasting information insure that

you are using the “destination theme” as a paste option.

The template and directions are posted at https://cdeapps.cde.state.co.us/doc_toc.htm#seoy.

End of Year ChangesCBLA ~ Separate Collection

CBLA (Colorado Basic Literacy Act) is now a separate CDE collection called READ (Reading to Ensure Academic Development). The four CBLA fields (student CBLA

status, CBLA test, CBLA score, and CBLA-allowable testing accommodations) have been removed from the file layout changing the byte length for the header file.

If you have any questions related with READ content, please contact:

Dian PrestwichColorado Department of Education

Teaching and LearningLiteracy Grants and Initiatives

Room 404201 E. Colfax Ave.Denver, CO 80203

Phone: (303) 866-6150Email: prestwich_d@cde.state.co.us

Continuing Edit {2539}The edit reads ‘These students were not included in Student October for the current year, but the EOY data you

submitted does show an enrollment history through October 1.  {2539}’  The edit is generated when a district reports that a student is attending on October 1st but the student is not reported in Student October.  In the past, students have been reported as still enrolled for the entirety of the year when, in fact, they have never attended

a school.  This creates inaccuracies for reporting and graduation rate cohorts.  There are a few common reasons why this error is appears:

 Cause: The student should have been reported but was not.

Solution: Contact CDE for an exception

Cause: The student was enrolled in the beginning of the school year, left, then re-enrolled after the October Count window

Solution: This needs to be represented with multiple detail records.  Every entry and exit that a student has in their detail file needs to be reported in the EOY file.

Cause: The student was absent during the October Count window but came back or said they were coming back

Solution: Any absence of 10 days or more (excused or unexcused) needs to be captured with entry and exit codes 25.  Again, this would create multiple detail records.

Cause: The student was never enrolled/attended  our district.          

Solution: Remove the student from the EOY file

Reminder About Transfer StudentsStudents who tell you that they are transferring in the next school year but who complete all coursework in your district (up to three weeks before the end of school) should have an exit code of ‘00’. If they are coded with exit code ‘13’ they will be counted as a dropout because they will not have time

to show up in another school/district before the end of the year.

When a student is transferring, insure to follow up with that student immediately to get adequate documentation of the transfer. This way, you

can avoid students unnecessarily being coded as dropouts.

Note: Please see https://cdeapps.cde.state.co.us/ade_news.htm#studeoy for an adequate documentation list complete with exit codes.

New Edits For ELL – Edit 2009The goal of EOY is to collect whether or not a student has received ELL

services throughout the year, not just the status at the end of the year. The following edits have been implemented to insure that student status

is properly captured.

ELL Status must be 1(Yes) if it was also 1(Yes) in Student October for the current year.  {2009}

Note: A student is calculated as an ELL in the following way:Language Background Bilingual ESL ELL Status

ENG(English)

0 0 No (0)1 0 No (0)

Not ENG(Not English)

1 0 Yes (1)2 0 Yes (1)3 0 Yes (1)4 0 No (0)5 0 Yes (1)0 1 Yes (1)0 2 Yes (1)0 3 Yes (1)0 4 No (0)0 5 Yes (1)

New Edits For Entry/Exit – Edit 2663Previously there were two ways to deal with a student who transferred to a different

school within the same district over the summer due to reaching the highest grade in a school:

Entry 02 Exit 11 in school AEntry 11 in school B

VS.

Entry 11 in school B

Previously both ways worked but last year it was found that the first option artificially inflated the pupil count base. We corrected this last year manually but this year an edit will be implemented so that only the second choice is allowed. The edit

(2663) reads:For a student that changed schools over the summer after reaching the highest grade level for a school in the prior year, do not report the change of school using two detail

records in the current year. Instead, report the change of school using one detail record. That one record will be the first record in the current year and have Entry Code

= 11 with school code = the school first attended in the current year.

Not That

Use This

Dropout Rate Change

Previously students who changed grades in the same school throughout the year were counted in the pupil count base (dropout and mobility/stability denominator) more than once. For example, if a student started in 11th

grade and ended in 12th they were counted once for 11th grade and once for 12th. Now these students will be counted only in the last grade that they

attend. This change may increase the dropout rates for schools who have a practice of changing students’ grade levels. It will not affect district rates.

Mobility Calculation Change

Currently students who transfer to a school within the same district over the summer are not counted as mobile students. This rule will be expanded this year so that students who transfer over the summer (notice this is summer transfers only) to different districts will also not count as mobile students.

The record for the student must follow the format below.

For Exiting District:

Entry: 02 or 11

Exit: 13

Entry Date <= Exit Date + 3 (to account for a weekend)

Entry Date must be prior to Oct. 1st

For Receiving District:

Entry: 13

Entry Date must be prior to Oct. 1st

Post Secondary Program Field

• Elements have been modified to align with student October.

• The Institute of Higher Education that a student attends will still need to be reported. An updated list has been provided. This is the only field that has not experienced a change.

• The number of courses taken and the number of credit hours taken will no longer be collected. These fields and bytes have been removed.

• If a student attends more than one Institute of Higher Education or participates in more than one post-secondary program type, the Semester ‘A’ and Semester ‘B’ designations should be used.

Post Secondary Program Field

Code Program Grade CDE Contact

0 Not Applicable

1 ASCENT Program 12 only Judith Martinez (303) 866-6127

2 Concurrent Enrollment 9 - 12 Judith Martinez (303) 866-6127

7 Early College 9-12 Audit Team (audit@cde.state.co.us)

8 Community College Dropout Recovery

Age 16-21Audit Team (audit@cde.state.co.us)

Language Code Updates

• Changing from a 4-digit numerical code to a 3-letter alphabetic code.

• Why?

• This change has been made to align with international standards for language identification.

• Reflect languages that are currently in use and allows for clearer identification of languages.

• Language code lists are posted at: https://cdeapps.cde.state.co.us/doc_toc.htm#general

Language Proficiency Codes• Two new codes (in addition to NEP, LEP and FEP)

– PHLOTE, English Proficient

– FELL- Former ELL

• Why: – Currently, when students leave a district, information is lost. These codes

will insure that student data is not left out when he/she moves to a different district.

– Student history is preserved.

• When: – These codes should only be used when a student is new to a district.

Exceptions will be made in the first year for districts who would like to go back and correct their data.

PHLOTE, English Proficient• Primary or Home Language Other Than English (PHLOTE)

– Never been served in (or no information that the student has been served in) an English language instruction education program (i.e., ELA, ESL, Bilingual) in another district, state, or country.

– Proficient in English, via WIDA and body of evidence.

FELL- Former ELL• Former English Language Learner (FELL)

– Previously received English language instruction education program (i.e: ELA, ESL, Bilingual) in another district, state, or country

– Proficient in English, via WIDA and body of evidence

Associated Changes- Language Background

• Primary Home Language Other Than English (PHLOTE), and Former ELL (FELL), must have a language background code other than English (ENG). 

Remove Adjustment Code 66

66

Data Correction. Student was reported in a different race/ethnicity, gender, grade or school in the prior school year. (Use for current grades 8 through 12 only to correct students who were in grades 7-11 in the prior year. ONLY Race/Ethnicity and Gender may be corrected – Grade Level and School must be changed using multiple detail records, not a 66 data correction.

• Why?• Historically, this data correction was needed for the prior graduation rate

calculation. When CDE adopted the new ‘on-time’ rate, this was no longer necessary for the student membership calculation.

• Overall, this is no longer utilized and it is best that it be removed.

EOY Resources

•Data Elements/Definitions, Edits, Template: https://cdeapps.cde.state.co.us/doc_toc.htm#seoy

• Reports Webinar Posted At: https://cdeapps.cde.state.co.us/ade_news.htm#studeoy

• Student EOY Respondent Form: https://cdeapps.cde.state.co.us/studeoyrespondent.doc

• Adequate Documentation of Transfer List: https://cdeapps.cde.state.co.us/studeoyadequatedocumentation.doc#stueoy

• Exit Types that Comprise Graduation Rates: https://cdeapps.cde.state.co.us/studeoyExitTypeCodesThatRemaininGraduationCohortB

ase.doc

What questions do you have?

~ Data Pipeline ~

End of Year and Data Pipeline

• Proposed Pilot Dates for Phase I: May 21st – June 18th

• So Far the Following Districts have Volunteered for Pilot Phase 1:– Cherry Creek Schools– Bayfield– Colorado Springs  District 11– Delta County Schools– Garfield RE2– Manitou Springs– Mapleton– NWBOCES– Archuleta School District– Peyton School District– Brush School District– Weld RE-8

End of Year and Data Pipeline Continued• Files Submitted for EOY:

– Student Interchange• Student Demographic, Student School Association, Advanced Course Completion

– SPED IEP Interchange – Title 1 Interchange– Adjustment File

• This way your graduation cohort adjustments do NOT need to have an enrollment/attendance record

– Program Overwrite File (currently in development)

• Criteria– Pull all error-free records from the student school association file where

PRIMARY_SCHOOL = 1.– The records selected will be joined with data from the Student and Advanced Course

Completion tables.– For joining to Student, use District Code, School Year, and SASID. – For joining to Advanced Course Completion, use District Code, School Code, School Year,

and SASID.

What questions do you have?

Thank You!

Who to Contact at CDE

DATA SERVICES UNIT

Heather Ford, EOY Consultant (303) 866-6755Ford_h@cde.state.co.us

STUDENT IDENTIFIER MANAGEMENT UNIT (SASIDS)

Debbie Puccetti(303) 866-6612puccetti_d@cde.state.co.us

Dennis St. Hilaire, Program Assistant (303) 866-6840st.hilaire_d@cde.state.co.us

Jan Rose Petro, Director (303) 866-6838petro_j@cde.state.co.us