2012-13 HS Graduation & Dropout Reports

1. 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

2. Key Dates • October 17, 2013: Exit Adjustment Opens • October 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 Closes • December 13, 2013: Validations Close • January 30, 2014: Report Publication

3. References Dropout and Exit Adjustment Manual https://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 reports http://www.ode.state.or.us/search/page/?id=2644 NCES Dropout reports http://www.ode.state.or.us/search/page/?id=1

4. 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 Adjustment https://district.ode.state.or.us/search/page/?id=234

5. HS Graduation & Dropout Reports • District validation of reports • National Center for Education Statistics (NCES) Dropout and Graduation Rates • Dropout and Graduation events occurring in 2012-13 • Both rates reported to US Dept. of Education via EdFacts • Only dropout reports used for accountability reports • Cohort Graduation Rates for 4-year cohort • Students with HS Entry year of 2009-10 (on-time graduation) • Used for accountability reports • Cohort Graduation Rates for 5-year cohort • Students with HS Entry year of 2008-09 (extended 1 extra year) • Used for accountability reports

6. NCES Dropout Rates Media File Dropout Rates published as spreadsheet (Disaggregated by subgroups) 2012-13 report will be published January 2014

7. Cohort Graduation Rates Media File Cohort Graduation Rates published as spreadsheet (Disaggregated by subgroups) 2012-13 report will be published January 2014

8. HS Graduation & Dropout Reports • Cohort and Dropout Rates Used in Other Reports Cohort 5-year (Extended Time) Grad Report Cohort 4-year (On-Time) Grad Report NCES Dropout (1-year) Report NCES Graduation (1-year) Report

9. 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

10. 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

11. “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

12. 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 records • Note: 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)

13. 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)

14. 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 it • If 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.

15. Updating Student Outcomes • New this year: ADM Program Type Code 14 can be used for outcomes from previous school years • Almost 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 information

16. How to Validate • Review 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 records • Otherwise, 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

17. 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.

18. Update Deadlines - Cohort 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.

19. 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.

20. Questions?

21. Differences between Reports

22. 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

23. 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)

24. 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, 2013

25. 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.

26. 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.

27. 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 eachyeardropped out. • State provides added value by sharing GED, AHSD, enrollment information across districts • Accountable district and school is the student’s last resident district and school

28. 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

29. Clarifying Similar Outcomes • Transferring 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) and • Is 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.

30. 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.

31. Questions?

32. Cohort 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 • 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

33. 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

34. Cohort Reporting Rules and Methodology • 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

35. 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

36. 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 incapacitated

37. 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 found

38. 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.

39. Cohort Rate Calculation • Unadjusted Cohort: All the students with the 2009-10 cohort who were enrolled during the four years being measured • Adjusted Cohort: The Unadjusted Cohort, minus any students whose outcome was Transferred Out or Deceased • Graduates: All students in the Adjusted Cohort who were awarded a Regular High School Diploma by August 31, 2013 • Completers: 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

40. Cohort Rate Calculation • Cohort Graduation Rate: • Graduates (Regular Diplomas) divided by Adjusted Cohort • Cohort Completion Rate: • Completers divided by Adjusted Cohort

41. 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

42. 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

43. Questions?

44. 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

45. 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

46. 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

47. Additional Tips for Reviewing • Make sure your first period cumulative ADM submission is complete and accurate • If 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!

48. 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.

49. Questions?

50. THANKS FOR ALLYOUR HARD WORK! We appreciate you! We can’t produce accurate reports without all that great data you submit!