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Alright, so this is a new user

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So this is a new user webinar training for the dropout graduation summary report, we will do many different things throughout our time together in this webinar.

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The first one is, we will walk through what the dropout graduation summary report is what its purposes, how to use it. Who is supposed to use it. When should you use it.

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What do you do when you're in it, all of those different questions that you might have as well. We'll pause along the way to understand things like

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What is the graduation rate. What is the dropout rate. How did the two of them you know coincide together or not we'll take an opportunity to talk about tips for success and we will end with

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Different ways that you can ensure you have quality data going forward.

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So the dropout graduation summary report is really your only opportunity.

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To certify that your data is correct to be for chaos D uses it in a number of different ways. We are going to use this data for graduation rate calculations of which we use them for annual measurable objectives, we use them to determine

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Targeted school improvement and comprehensive school improvement under our SF plan. We will post it on the building report card, it will be available in all of our public data.

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We do not make annual measurable objectives around the dropout rate, but that data is also publicly available. So it's really important that you clean up both pieces of data.

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Your graduation rate then becomes the basis for your post secondary effectiveness rate. And so it's

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It's really critical that you have a really great number in your graduation. You know the best possible number in your graduation rate so that you can show a lot of growth in your post secondary success rate and effectiveness rate.

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Oftentimes people get confused and they think that the dropout graduation summary report is where you come

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To make corrections to the data, but unfortunately that's not true. It is it is simply a place where you can see the data after we have applied our various calculations to it. Any of the corrections that you need to make in the data would actually be done through the kids system.

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There are three different types of data that you will review in the D GSR and you will review these three. If you are a high school

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So for our high schools. They will review the post graduation plans of their graduates.

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They will review the unresolved exits and dropouts, and they will review their graduation cohorts. If you are a middle school building, you will only review.

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Middle School and elementary will only review the unresolved exits and drop out section. And so we will cover those pretty early on.

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In the call. And if you are, if you are an elementary or middle school.

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Will do some graduation stuff in the middle that really won't apply to you, but when we get to the end and we share the tips for success and common mistakes that are made.

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You'll want to stick around for that. Regardless, though, of what level you are, we do want every school in the state to sign off on their data and the DCS are

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It is of utmost importance that our high schools are doing this. It's very important that the middle schools are doing it and we would really like for elementary schools to do it as well.

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So the D GSR is currently open open last Tuesday and it will close on October 31 so we keep it open for a full month

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And if you do not go in and review your data and submit the report and make any corrections come October 31 we will assume that the data is accurate and final and we will use the data.

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We try to do a lot of things. Now to make sure that schools have gone in and validated their data. But there was a time in the past.

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Where I know a particular district did not verify their data. And in the end, they had a published graduation rate of zero percent because they never actually submitted their graduates.

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On the exit record and they had never gone into the report to check that the data was correct. And so, um, that's why it's really critical that that we all take the time

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This is an authenticated application, which is great because that means that you can access it anytime, anywhere that you have access to the Internet.

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If you have never before accessed this authenticated. Well, if you've never before accessed authenticated applications. You'll have to register.

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If you already have an authenticated application login, then you can go to the Manage My Account button and you can request to add this application to your list, we strongly encourage that.

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The District have have a more comprehensive approach to reviewing data in the in the dropout graduation summary report, it should be more than just the principal or the or the

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Or the secretary, really, we encourage any of your special subgroups to also have access to this application. So somebody who can verify the special education data or the or the El data homeless data migrant data.

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As well. We encourage your kids data people to have access because sometimes what happens is they get caught in this circle.

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Where the someone in the school will say,

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You know, Johnny is showing up as a dropout, and the kids data person will be like, Okay, what exit code does he have in the let him know. No, no. Oh, that's the wrong one. I'll send up an exit code to correct it.

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And come the next day, they're like, well, little Johnny still showing up as drop out and they're like, okay.

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Well what what's showing up with now. And if the if the kids data person just had access to the D GSR to begin with, then they would be able to discover a lot of those errors and to be able to make more timely corrections to the data.

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So when you log into the dropout graduation summary report, you will find the dropout graduation summary report user manual

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Another really important document that I encourage you all to read is the Kansas graduation and drop out information handbook.

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So if you are on the chaos d.org web page and you click on the letter G for graduation, that's where I'll be posting this webinar recording

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And it's also where at the top of the page one of the very first documents, you'll come across is the Kansas graduation and drop out information handbook.

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And that document goes into a lot more detail about understanding

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The data and the behind the scenes. And why does certain kids count and why do some of them not and what exit codes.

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Count and how do you, you know, appropriately document if you want to remove a kid and all of these things we'll talk about here in a little bit, but it's a really great document to take to read as you're working through your first time.

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So when you get into the report. You see this little snippet that I have here on the right hand side. That is what your navigation toolbar looks like.

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So you don't have a district select because your, your district is the only one that pops up. And if you are at a building levels in your building will be the only one that pops up.

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So there are two different levels. You can be looking at your data from a district level, or you can be looking at your data from a building level.

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So we'll have the opportunity to look at post graduation plans are unresolved exits and drop outs. We have historic data in here, so you'll be able to see all of your historical unresolved exits.

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There's the current for your cohort, the current five year cohort the historic four year cohort the historic five year cohort.

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And then the special circumstances which I'll explain later and your report sign off, so we include a lot of historical data and the D GSR it actually goes back to when we started using the cohort calculations. So I think you can go all the way back to some 2009 data.

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And the reason that we keep the historic data in here is it's a really great clearinghouse and an opportunity for schools to have some longitudinal data about kids that do graduate kids that don't graduate students that drop out. And so if you ever wanted to have

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Any sort of predictive modeling that you can do for your district to find out, you know, is it attendance is it behaviors of course work. I mean, obviously we know it's all three. But what is it specifically that's

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Keeping your students from from completing you have a wealth of information right here in the D GSR and it's all downloadable into Excel spreadsheets, so

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We hope that you will take advantage of the historic data, as you'll see here and a little bit the historic data is just that though its historic there. There is nothing that you could do about it.

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So when you're moving through the DTS, are you really want to pay special attention to the pages that don't have the word historical in front of them.

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Because there's nothing that we can do to correct any incorrect data that you'll find on the historic pages because now is your time to correct the data. And by the time that we

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archive it into the historic your opportunity to correct the data has come and gone.

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So we tried to keep all of the pages very consistent. So on every page you will see three different tables.

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So whether you're on post graduation plans unresolved exits and drop outs any of the cohorts, you will see the same tables at the building level and the district level, the first table, you will see is by gender.

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And if you're in post graduation plans and unresolved exits and dropouts. That's going to be account so you will see counts of students.

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If you are in the cohort graduation data, you will see counts and percentages. So you'll see

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You know, graduates and non-graduates counted out and then you will see what the rate is at the end. So first we have it by gender.

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And at this time, the kids system only recognizes male and female genders. The second on down is going to be by race and ethnicity desegregated by gender.

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And then the last one. It was all of your special subgroups. So there's going to be free and reduced lunch students with disabilities el migrant homeless virtual military and foster care, which are all desegregated by gender.

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So here's an example of what the first table looks like. So it looks like we are looking at some drop out data here and it's having a headcount across the top, male and female,

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So that's your first table is going to be by gender. And then your second table down is breaking it out by race, ethnicity, and gender.

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And see along there. And the, the numbers that we're covering up here, those are sort of the drill down numbers, it will

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You'll see it here in a moment when I get to the graduation cohort, it will be like a blue hyperlink number. And if you click on that, it will bring up

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A drill down list with all of the data that relates to the students who are in that number. And as you'll see here in a moment.

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We blocked it out for no reason. But under socio economic status for your free and reduced lunches. Those are the only numbers, though, that can't be drilled down because that is federally protected data.

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So there really is no way that we can help you verify who the students are that are within the socio economic status for for free and reduced lunch.

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Here's an example of what that drill down list looks like. So we have blocked out a few of the columns. So it'll tell you your district number the building.

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Their name their SS ID number, which is there's their state student ID number.

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The date they accepted their birth date what exit withdrawal type, they had. So this. These are all fourteen's which means they discontinued schooling.

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You can come on over and see if it's a zero underspend indicator that means that they didn't identify a primary disability. If it's a one, it means that they did.

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If it is race and ethnicity, we've we've written that out for you. El is the same zero means that they're not in the El sub group one means they are same for migrant the same for homeless.

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Gender we've written out we've also given you the accurate grade level. So if you are in the kid system, you're probably pretty well skilled at subtracting five from the grade level and you don't have to do that when you're in the DTS are because we're showing you the real grade level.

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And these students have no cohort entry or exit year because this data is obviously from what from one of the dropout reports.

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So this is what it looks like. And so as you can see up here in this in this red letters that this is highly confidential student personal information.

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And so you cannot be walking away from your desk and leaving this sort of drill down, up.

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If you ever have to email chaos D to ask a question about a particular student, all you need to include is the SS ID number.

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So you can say student 123456789 because it's nine numbers long, you know, we have this question about the student. We don't need to know anything else you don't

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We don't need to know when the accident or what the birthday was or anything other than the state student ID number, and that will make sure that you're also not violating the student data privacy act and sharing PII across a non secure system like email.

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Okay, so we're gonna move sort of

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Logically through maybe not logically from top to bottom through the dropout graduation summary report.

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sidebar, if you remember that that I showed you at the very beginning that little snippet. So what the very first tab that you come to his post graduation plans.

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The post graduation plans are coming from the kids system from the field and you will have a post graduation plan for any student who has an exit code of eight, which means that they were just a regular graduate or an exit code of

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Which we know is for students with disabilities who've met the graduation requirements, but they're going to stay in school, so they can receive those transitional services that were outlined in their IP.

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If the student would not earn a regular high school diploma or if if they

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You know, are staying in school to continue working on their diploma. If they're staying in school because they're never going to earn a regular high school diploma then exit code 22 is not appropriate for them.

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So in the post graduation plans, it will include anyone with an eight or a

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In the 1819 year

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Now the reason that I say that is because you will have students who graduate early

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And you will have students who graduate late and then you have all of the students who graduate on time and their cohort.

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When you get to post graduation plans. They are all thrown in there together. So, do not be alarmed if you are comparing the number of post graduation plans, you have

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To your four year cohort graduates, because it's likely that you will have more post graduation plans, then you have students in the cohort.

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Because undoubtedly you'll have somebody who graduated early before their cohort, or somebody who graduated late after their cohort, unless you're super, super tiny district and everyone you know just magically graduates on time. Oh, all the time.

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Here's an example of what that looks like. I won't show you all three tables, but this is that first table right where it desegregated by gender.

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And these are the different post graduation plan options that you have within the kids system and it will just give you a count. Here's the count. Here's the male, female,

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And here's what I have to say about post graduation plans is that

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We take what you report to us, and you will

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Take whatever the student has reported to you.

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Now, oftentimes over the summer, you may learn something different. Right, so like at the time of Exodus students said they were going into the military, but now you know that they're actually employed.

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On the family farm. Does that mean you should go back and change their post graduation plan. No, you absolutely should not take the time to do that.

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This is just a snapshot of what their plan towards graduation was at the time that you asked them. So when you go in here, what we're really looking for is, Do you have data.

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Are there at least enough post graduation plans that all of your for your cohort graduates have one right so so the number should at least match.

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But post graduation plans may have more students. The early graduates and the late graduates. But if you have like 79 graduates.

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In your four year cohort and you have 12 people in your post graduation plans that would be indicative of some sort of error.

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And so we would encourage you to look into that a little bit more, maybe you maybe you left a lot of the post graduation plan fields blank.

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In which case, you can you can resubmit those exit records and maybe just put status unknown, maybe, maybe you didn't know, and so that's why you left it blank.

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And that's about all we do. And post graduation plans like literally the least amount of time should be devoted to this page. The only pages you should give less time to are the historic pages.

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Alright, the next page that you will come to are the unresolved exits and the dropouts, and there is a big difference between the two. And we will talk about that.

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So the first thing that I want to make sure you understand because this often

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Gets a lot of confusion is that when we're talking about the window. So the D GSR has a window right, it has, it has a dropout calculation window and as a four year cohort window.

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And the federal government in their infinite wisdom has said that the window runs from October 1 to September 30

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Which is not a calendar year just not a school year, which is not our state fiscal year, but rather is the federal fiscal year, right, because that

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makes the most sense for us to calculate our cohort and unresolved exits and dropouts. And if you're laughing to yourself. And I'm also laughing to myself because it makes. Not a lot of sense at all. But nonetheless, it's what we have to work with. And so you may have students

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who enroll in the 1920 school year and have dropped out early on, maybe in August, maybe in September and they will appear on this report.

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And in your head, you will have to scratch your head and say, I don't understand, because this is the 1819 dropouts kid was clearly not an 1819 dropout, they were at 1920 dropout. But when we think about the window, which is

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They fall within that window and they will be in this report, so you have to throw away all these notions that you might have about

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School year or, you know, July one, which is when the kids system starts back up or anything like that, because none of that applies here it all hinges around 10 one and 930

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So when we're looking at the dropout calculation. It's for any student who was in seventh through 12th grade who drops out

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And there, there are very specific exit codes that account for a dropout. We'll talk about that in a moment. In the 1819 year, which we know is

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Divided by all of the kids who are enrolled in the in that same year. Now, it will not actually give you a calculation in the D GSR it's only going to give you account.

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later on down the road when the GSR closes. We will then take your account data.

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And divide it by the number of kids, you had enrolled and we will publish calculations not counts, right, because the count would be probably identifiable to the student. And so we will turn it into a calculation and this is how we will do it.

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I'm going to skip ahead. Just so I can keep going with dropouts. So the specific exit codes that are for dropouts are 1416 1719 and 20

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So if they discontinued schooling, if they move somewhere in the United States, and you don't know if they're continuing if they're just literally unknown like maybe alien abduction.

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If they transferred to a GED completion program if or even if they finished a GED completion program. It's still counts as. It still counts as a drop out according to the federal government.

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Or if they transfer to a juvenile or adult correctional facility where they're not providing educational services.

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So if they have any of these exit codes, then they will be considered a drop out. Now, we also have this thing called unresolved exits.

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And unresolved exits are really popular right now because many of you may not have submitted your NRL records, right, like the window just closed on Friday.

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And so you may be still wrapping up your NRL records I which case you may open this report and be like, Oh my gosh, how do I have 792 unresolved exits.

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Well, the way you have an unresolved exit is that last year, you had some sort of record and Ian or L or an EO a record last year.

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You didn't exit them because they aren't exiting right they they're back this year.

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But in this school year, you haven't yet submitted an NRL or any Sgt record which is probably true. Right. Like, you don't need to send an HGTV record if they're coming back.

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And the NRL window is not yet closed. So the moment you submit an NRL record, then your unresolved exit list is just going to dwindle all the way down.

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And what you will be left with are all of the kids who truly are unresolved right like they were there last year. You did an exit them. You didn't NRL them because they weren't there. So now you need to exit them and when you exit them, they will magically no longer be unresolved.

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That is the way that you correct an unresolved exit is to just exit them or to send an NRL or any Sgt. If they're still there with you this year.

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However, if you don't do that. If you don't clean up your unresolved exits any of them who are in grade seven through 12

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When we click the button to close the deal GSR we're going to automatically convert all of those unresolved exits into dropouts. So your dropout rate could just be astronomical if we're not cleaning up your unresolved exits and unnecessarily so right.

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So on your unresolved exits and dropouts page you will have this little tiny box there and it will say dropouts unresolved exits and then the total. And so this is at a district level, but it applies the same in a building.

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So you'll have first your kids who have the actual dropout exit codes. Remember 1416 1719 and 20 then you'll have your unresolved exits and then together.

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You will get a district total. So let's say you had four dropouts. You had five unresolved exits, but one of them was an elementary kid. So your district total would be eight four plus four excluding the elementary kid equals eight for the district total

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Take a pause for just a minute.

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Alright.

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Let's move along now to the graduation calculation. So we're going to take some time here to really understand

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The for your cohort calculation, what it means what it doesn't mean and what the differences between it and the dropout calculation, and then we'll talk a little bit about the data.

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So our four year cohort is the number of students who graduate in four years with a regular high school diploma divided by all of the kids who entered High School four years old. Earlier adjusting for transfers in and out.

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So I'm gonna forward here just a little bit so you can see it in calculation mode.

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So there are three really key pieces of information that we need to keep in mind when we're thinking about the four year cohort. The first one

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Is that it's all of the students who graduate within four years.

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So remember also that the window goes all the way to September 30

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Now the, the one upside of this is that you may have students who didn't graduate in May.

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But somewhere between May and September 30 they did finish and so they will be able to count as an on time graduate and the four year cohort.

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The second thing that we need to know is that it's the number of students who earn a regular high school diploma. No, we didn't make up that term regular high school diploma, that also comes from the federal guidance and what it has said is that that is a diploma. That is awarded

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By a school in the state that fully aligns to the states content standards.

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So we know that in our state. We have a lot of non accredited private schools and we have a lot of home schools.

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And they have no

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regulatory guidelines, right, like there. There are no rules that they say they have to adhere to our state standards. So we have no way of knowing at the end of the day.

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If the diploma that they're receiving would be considered a regular diploma or not because we don't know if it aligns to the states content standards.

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Therefore, only students who earned diplomas from accredited high schools in Kansas.

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Would be able to count in the graduation.

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Numerator and so that that means something. Right. Because what happens to all of those students who leave your school to go to a non accredited private school or to go to homeschool

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And the answer is they would count as a non graduate in your graduation calculation.

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Along with anyone else who leaves for a whole host of reasons. So that takes us to the third key point of this is that there are only very specific exit codes that will allow a student to move out of the cohort.

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So a student can move out of the cohort if they immigrate to another country.

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If they move to another state, and they enroll in an accredited school there.

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Or one that you'll to regular high school diploma in that state.

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Sadly, and never wished upon if a student dies that they can be removed from the cohort.

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And that and that's about it. Right. Like if they go to another school in Kansas, then they would, they would move out of your cohort.

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But that leaves behind a lot of kids who would still be in the denominator. These would include all of your special education students who have not earned a regular high school diploma, it would include any students who get off track anywhere along the way. Maybe dropped out came back.

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took time off for pregnancy took time off for a family issue took time off for illness illness is not an acceptable reason to remove a student from the cohort kids who got suspended kids who get held back or have to repeat a year.

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None of those according to the federal guidance or reasons that students can be removed from the cohort, or to transfer out of the cohort.

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So you will have a great number of students who are non graduates. Which brings me to the difference between the cohort graduation rate and the dropout calculation.

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Oftentimes, people think that one is the inverse of the other. Right. So if my graduation rate is 80% my dropout rate is 20% and that's not true at all. Right, like so. Your dropout rate is calculated with one year of data.

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And it's calculating the seventh through 12th graders.

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Now, if you're if you're a middle school. It's only calculating seven and eight. If you're a high school. It's only calculating nine and 12 and thinking, district level here.

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But its seventh through 12th graders who leave with an exit code of 14 1617 1920 or they're an unresolved exit. And that's it. It's a very narrow, it's one year of data. It's stagnant. It's like a snapshot in time.

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Your cohort calculation is following students for four long years, and all of the students who don't finish in the graduation calculation are considered non graduates.

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You would never ever on your life. Consider a student who didn't graduate on time because of brain cancer to be a dropout right

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Would never on your life. Consider a student who, you know, took a semester off to have a baby and then came back to be a dropout, you know, so we want to be a student who staying in school to work on their

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On their diploma with their special education needs those students aren't dropouts. And so we just want to be really careful about the vernacular that we're using.

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When we talk about the cohort graduation rate you have graduates and you have nongraduates Now granted, some of your nongraduates will legitimately be kids who dropped out.

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But by and large, it's going to include a whole bunch of other kids kids who come into your district tour in the foster care system and you're not sure what happened to them after they transferred out

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Kids who are come to a GTC that might be in your district or your families that move in the middle of the night and you have no idea where their students went

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Those students are not necessarily dropouts, but they are going to be potentially non-graduates in your calculation. If you are the last school they attended in the state.

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Okay, so this is our four year cohort. And when you are on the page. This is what it looks like. So I took this little snapshot from the state level data.

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Right now we are sitting at 80% I think last year we were at 87% so that shows you how much data we need to have corrected so so that as a state. We are also trending upwards.

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Because as of now, only seven days into the D GSR being open where we're sitting at 80%

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But as all of you are correcting your data you're submitting your graduates, you're fixing your non-graduates we're removing kids from the cohort.

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That data is just going to get better and better and better. I think when it opened. Actually, it was like 77%. So we've already done pretty well.

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But this is what it's going to look like for you. You're going to have your graduates across the top.

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Then you will have those kids who are non graduates in the 2019 year and the 2018 year and the 17 year and the 16 year. So another way you can think about that are kids who are nongraduates kids who became nongraduates in your cohort their freshman, sophomore, junior and senior year.

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And so we're going to talk here in a little bit about correcting data, but this really is the page where you need to put all your eggs in this basket right like

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You have 28 legs. I want you to put 17 of this of them in this basket. You can put two of them and the unresolved exits and dropouts will actually put two and a half and then put a half a one and post graduation plans.

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And and that's it. Don't even look at historical data because this is really the one that deserves a lot of your attention so that we're making sure you have really accurate graduation data for your annual measurable objectives.

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We also calculate a five year cohort. And in the past this five year cohort was also used for annual measurable objectives, but when ESA came about.

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They said that no longer could we use the five year cohort. And so now we continue to calculate it for you. But there's no accountability that is tied

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To the five year data. The difference between the four year and the five year are that they both in the same time, but they have different start years. So here's a really easy trick.

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Um, so the the date that you see here is always the spring date.

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So this is actually the cohort that started in 1516 because 16 is the spring year so 1516 1617 1718 1819. So these were your freshman who started and 1516

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The difference here is that these were your freshman who started in

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1415 so you you what you would not want to do was to open your for your cohort and then open the five year cohort and be incredibly alarmed that you're coming up with different groups of students because that's absolutely what you should come up with

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One is a group of students who started four years ago, and the other is a group of students who started five years ago and we followed them for one extra year

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Here in a little bit. I'm going to talk about ways that we collect the data and I will walk you through this special page called the

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Removed from cohort page. And I just want to make sure I'm abundantly clear that they're removed from cohort page only applies to the four year cohort.

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It never applies to the five year cohort. And the reason for that is that if you wanted to clean up your data in the five year cohort.

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We should have done that last year right like that should have been done last year when that was the four year cohort. And so in some ways this is historical data at this point.

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There's not a lot you can do with it. You can really only control those students who graduated in that fifth year

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And so you would want to check that. Just make sure that all of your graduates from this year are in there and that none of them are accidentally showing up as a non graduate

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And if so, we can fix that right like you can still you can still send exit records for those students because we do want you to have a really accurate five year rate.

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But if you see like a freshman or sophomore in this five year cohort and you're thinking yourself. Gosh, I know they moved out of state. I had a records request.

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Don't waste your time trying to convince us of it because we absolutely believe you. But there's nothing that we can do to fix it. Now, so I all of your attention 97% of it belongs in your four year cohort.

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Pretty sure I've hit this home a few times but your historical pages are just reflecting historical data.

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Alright, so now we're going to dive into the fun part. Right. So you're in the D GSR

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You understand your four year cohort data, you understand the dropout data you're looking at it, you shared it with other people. And now you know these five students are not appearing correctly. So what are we going to do to fix them.

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So, now is the time. Right, like now is the best time for you to be taking a look at this data, please, please, please, for my sake, for the sanity of Mike and other staff here at kids D.

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Do not wait until October 30 to dive into this report and try to correct all of your data because it will drive you crazy, and it will drive us crazy

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In the process as well. So start now, like, go ahead, go in print your list of who's your unresolved exits. Who are your dropouts.

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Who are the non graduates and the four year cohort. And let's start having conversations with people. Okay, well I have Jimmy here.

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He was a non graduate his freshman year, we're not sure what happened to him. Let's look at this file, did we get anything. Oh.

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Looky here, turns out we got a records request from school in Kansas City, Missouri, that Jimmy went there and we never went back in and fixed his exit record. Perfect. We can do something with that.

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Or maybe you find a student, you're thinking, gosh, I'm pretty sure I saw that kid on Friday at the football game he plays for our neighboring district, let's figure out how we can get him corrected, you know, I'm not sure what happened to this student

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Let's, let's ask around. Let's ask her friends if they know

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Like what school. She's going to now let's see if we can try and get ahold of her aunt who lives here in town and find out what school she might be going to now and you know so

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It's a little bit of detective work to try and figure out maybe sometimes what happened to your students and where they went after you accident them, but it will really pay off.

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In dividends.

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So keep in mind, you cannot correct the data in the D GSR. The only way that you can correct the data is to submit an exit record.

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So every time the dropout graduation summary report is open, you can correct data for that entire window and we remember what the window is right like 10 one to 930 so you can go back and you can correct exit records all the way back to

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And there are a few different ways that you can correct those exit records.

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So let's say that you put the wrong exit withdrawal type and this happens a lot, right. Like, I think we literally just had an example of this, where a school had

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A student who

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Was going to age out for services. Right. And so actually I think that would maybe be in the last category here, I'll use a different example. So you had a student that was suspended.

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And so you accident the student as suspended and while they were suspended they enrolled in another school and they're now currently in turn attending that school

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And so you want to fix their exit record, right, because suspension is not, it's not going to count as a drop out, but it could count as a non graduate

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If they didn't finish in four years. So we can fix that information, you will send another exit record.

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With all of the exact same information. I mean, and I mean everything exactly the same. So that means if this exit record was submitted in the kids 2019 year you're going to need to manually toggle that field from

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To. So it's exactly the same. And the only thing you're going to change is the exit code, right. So instead of

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12 I think that suspension, you will use to transfer to another school in the state and everything has to process overnight. Anything that you submit an exit record for it should process overnight and you'll see it the next day reflected correctly in the DJ yes our

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If for some reason you sent the wrong date. So let's say accidentally you sent all of your graduates with a 10 120 19 exit withdrawal date and now they're all showing as nongraduates

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Well, they're all showing us nongraduates because you sent an exit withdrawal date that was not in the window right like the window ended 930 19 and you sent it 10 119 and so we can correct that.

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Exit withdrawal date in order to do that, you're going to have to send to exit records.

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In the first exit record all of the fields will be exactly the same as the first, including the wrong exit withdrawal date. And then in the exit withdraw type, you will use code 99 and that tells us undo this exit record, then you'll submit another one that has all the right information.

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And if somewhere along the way you have an unresolved exit and you forgot to send an exit record that's the example I was going to use a minute ago, we had a school

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With a student who aged out for services. That's not anything that counts as a dropout, but the student was showing as an unresolved exit because they were there last year and they're not there this year. And so the school literally just needs to send an exit record for that student

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Now you might be thinking to yourself, Okay, this sounds easy enough. Sounds pretty good we can correct all of our unresolved exits and dropouts this way. What about our nongraduates right like I just showed you this page here you have non graduates and 16 and 1718 and 19

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So if you can only go back to

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And what are you going to do to correct your other three years of data that's within the cohort. Great question. Glad you asked.

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The last tab that you have available to you in the drop out graduation summary report is called a special circumstances removed from cohort functionality.

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So there are really special circumstances. Oh, man. Don't you hate it when you have a typo.

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So there are special circumstances in which you can remove a student from the 1619 for your cohort apologize for that.

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You cannot move any students from the five year cohort. And you should also keep in mind that these are special. I mean that's literally why I gave it the name special circumstances and special things don't happen that often.

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And so all of your non graduates are going to appear in this list. And if you're a pretty decent size school you you might have, you know, 1020 170 I don't know depends on how big your district is

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You'll have a lot, you could potentially have a lot of kids who are in your non graduate list. And most likely, these will not apply to most of them.

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Because they are special.

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So it's over here on the special circumstances you will click the student

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You will pick a removal reason, we'll, we'll talk through all this here in a minute in detail.

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You will put a comment in you will tell us your email address and you will click Insert and then behind the scenes, it will come to us a case t and we will evaluate it review it and then either approve or disapprove, or ask for more information.

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So let's walk through this very specifically

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So there are five questions that you're going to ask yourself as you move through this decision about whether or not a student qualifies to be removed from the cohort.

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The first question seems really

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kind of silly right like are they in the list of students. Um, and, and, and you might be thinking, well, if they're not in the list of students. Why would I request them to be removed and that's a really great question.

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But we get a lot of emails from people that are like I'm trying to remove Jimmy, Jimmy Johnson and he's not in the list of students to be removed from the cohort.

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At which point we say to them well if he's not in the list, then, then he's not eligible to be removed from the cohort right like he's either

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Somebody who graduated in which case would be silly to remove them, or he's not in the four year cohort, which means he's ineligible to be removed. So the first thing you want to do is make sure the kid that you want to remove from the cohort is actually in the list of students.

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Assuming that they are. We will then move on to their exit withdrawal date. So do they have an exit withdrawal date prior to October 1 of 18

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Now we know that's the furthest back. We could go. So why would I want to know if they have a date. Prior to that,

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Well, the answer is because if they have a date after that you can still fix their exit records yourself and we will never, ever, ever to the very best of our ability. Remove a student from the cohort, who can be corrected in the cohort.

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So if you have a student and you're saying, well, we had a records request from the school and they transferred out of state and their exit withdrawal date was, you know, November 15 of

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We're just wasting everybody's time if you try it. If you submit them to be removed from the cohort, because we're going to write back to you and say,

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You can already correct the students data by sending an exit record stating that they moved out of state right and so will disapprove, the student and we'll ask you to fix it.

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In the kids system. However, if it is prior to October 1 of 2018 there's nothing you can do to correct it. And so that would make the student eligible to be removed.

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The next thing that we want to know is, do one of these special circumstances apply to them.

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So I'm going to walk through these in a great amount of detail.

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Because there's often a lot of confusion about them, even with people who are who are returning when I was looking at the removed from cohort list earlier. I was thinking to myself, why didn't you ask for that kid to be removed. You know that they are not eligible

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Um, so the first one is, was the student a homeschool student who attended classes at the public school part time

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So if you have a student who is in your high school, remember we're talking cohort here. It's only the high school cohort.

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So if they are already in your school and they leave you to go to homeschool they are not eligible to be removed from the cohort. They are a non graduate

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If you have a student who is a homeschool students who comes to you and says, I'd like to enroll full time just for the experience

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Right. Like, I don't want to actually earn your diploma. I just want to have the experience of graduate like prom and homecoming. And all of these fun senior things

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That's great. You can certainly allow the students to do that the student cannot be removed from the cohort.

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This only applies to students who are never enrolled with you full time and only came to you, part time to attend some classes.

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Now we will validate this right like if you submit the student to be removed. We're going to ask you to tell us what classes they took

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And then we're going to run their student history report and see what you sent in for the NRL record. So if you tell us a student came to us and they took art.

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And geometry and we run the NRL record and it says that you submitted them for 360 minutes. That is a really long art and geometry class and we will probably disapprove that student because they were obviously not enrolled with you, part time

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The same goes for the next one, it's treated exactly the same as the homeschool one. Those are non accredited private schools that happens a lot in Wichita, Kansas City areas where they might have partnerships with the private schools.

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If you have a student who you accepted for any reason doesn't really matter. And he or she died after you accepted them and they're showing up as a non graduate, we can always remove those students and you'll just let us know like

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We have an obituary, we have you know a link to the newspaper article or something like that.

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The next one is a student who transfers to a school in another state. So here, here's the catch on this one is that at the time that you are submitting an exit record.

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And in this is also my plug for good data quality. Boom. So at the time that you were submitting an exit record.

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If a student transfers to a school in another state, and you get a records request, you can use an exit code three and you have just successfully moved them out of your cohort.

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If you get a records request and you don't go back and fix that exit record and you let it go all the way until their cohort graduates and then you request for them to be removed from the cohort.

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Now we have to do our due diligence and make sure that the student went to a school that's going to yield a regular high school diploma.

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And so that student if they if they went to a non accredited school in another state, we will not remove them from the cohort.

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So this is also just a plug for really really really pay attention to those requests for records that you get in the summertime and make sure that you're going back and fixing the exit records for those students.

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Because the bar will be much higher by the time it gets to us to have to remove the kid from the cohort. And as a result, some kids who you might have been able to transfer out of the cohort, you will no longer be able to do that now.

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If you have a student who moved out of the country, then you can submit that student to be removed from the cohort foreign exchange students

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And students who are adults and our, our threshold for adults as anyone who's over 2222 and over right like that's the maximum age, you can go to school.

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Unless you can successfully prove to us that a student who's younger than that.

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Should be removed from the cohort because they're four and five year cohort is over.

302
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And so oftentimes these students get into the cohort, because we forget to code them as adults.

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And they will then just appear as

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Whatever grade level you tell us, and they'll get accidentally napped into the cohort. Okay.

305
00:54:16.440 --> 00:54:20.070
So we are on number three. Remember, number one is they have to be in the list.

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Number two is they have to have an exit prior to October one of 18 number three is they have to have one of these special circumstances. Now I will say there's also another right

307
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There's another but I caution you to really consider the others because people use other for things like, well, this was a foster care kit or this was a student who enrolled in our virtual school

308
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Or this was a you know, a student who was really sick and didn't finish on time but we I'm telling you right now. We know that all of those will be disapproved

309
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Because none of those are valid reasons to remove a student from the cohort.

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If a student is in attendance with you for more than one day, then they he or she becomes your, your student in the graduation cohort. If they don't go anywhere else in the state. Now the reason the number one reason people use the other code.

311
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Is if they have a student who transferred to another school in this state. So let's say I'm school a new and I

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I think the kids coming back, right, like the student is going to come back after the summer and then summer comes and I don't

313
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They don't show up and then I get records request from a neighboring school district.

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So I go ahead and send my exit record, but maybe I send it with the date that I got the records request instead of the last day they attended in the spring.

315
00:55:51.840 --> 00:56:03.900
And maybe they already started school at school be maybe a week before I got my records request. So now I have a later school X inch exit date than the school entry date at school be

316
00:56:04.440 --> 00:56:20.370
And so there are many, many incidences where that happens there's many incidences where a student leaves your school and goes to a new school and that new school is like, Wow, this must be a brand new kid to the state. Let me request a new state ID number.

317
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And so sometimes we have students out there with two different SS ID numbers. And so those are the kind of things that we want you to put in other right like

318
00:56:30.990 --> 00:56:42.360
I'm not sure why this kid is in my cohort. I literally saw him playing football, you know, last May. Wait, you know, play football on me, you know, last October in

319
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In my neighboring school district. And so then we can, you know, do a little bit of investigating and see if we can find the student at another school district.

320
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Okay, number four out of five.

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Did whatever reason you want to remove the student happen before the end of the cohort. So the end of the cohort is sep tember 30th of 2019. So if you get a records request on on October 9

322
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Of, for instance, that that might be a great time for you to call that school and ask if possibly the students arrived before then, like maybe before September 30 of 2019

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And if they if they say yes. And they and they can send you something in writing, then now you have you have something that happened before the deadline.

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I will also just say as kind of as a plug here while I'm talking about it I oftentimes get schools that are like, well, this this student graduated. On October, the fifth of

325
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Are they going to be a non graduate and the answer is yes. If they graduated. On October fifth of 2019 they are a non graduate, however.

326
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Is it possible that they graduated before September 30 of 2019 like did they may be finished her class before then. But it took you a week to process it or to print the diploma.

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Or to do any sort of administrative function that really has nothing to do with when they earn the diploma. And if the answer that is yes, then we'll have them cancel the one exit record and and resubmit another one. Before the cohort graduation deadline.

328
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So just kind of keep that in the back of your mind.

329
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And last but not least, do you have documentation to prove it.

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So we have on the special circumstances removed from cohort page. I'll show it to you here.

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There is this sample explanations. It's right there in the text towards the bottom, it's a link that you can click on

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And and it's just some sample explanations. I wrote a while ago and they'll show you, ones that are good and ones that are better and ones that are not detailed enough. So when you are submitting your student, you cannot put enough information in your comment field.

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Right, like if the more detailed you are I think this is where I have a next slide here, the better your chances are of having the student removed and not having us ask for additional information so if you pick a student you pick a billy and you say, move to Florida.

334
00:59:38.250 --> 00:59:47.370
Wow, that's, that's great. I'm super glad that he moved to Florida. However, that's not enough information. And so we're going to write back and we're going to say things like

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How do you know he moved to Florida what documentation. Do you have what schools. He attending and Florida. When did you get your records request all of these things. There are pieces of information that we need to know. And so, more information is better than less.

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The other thing I'll say is that when we ask you for additional information, it will go on to that removed from cohort page like it'll log our comment under your comment.

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But it's not going to automatically notify you of that. Nor are we going to automatically notify you of that. So if you submit a student to be removed from the cohort, then I would just encourage you to check back in and like, I don't know, three to five days.

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And see if we have maybe asked you for more information. And if we haven't yet, then that means we're still processing it. And so then check back in a few more days.

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And see if we're if we've asked for more information or if we have approved it or disapproved it and if we disapprove, it will will tell you why.

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The other thing I'll say is that you do not have to wait to sign off on your report until you have all of your removed from cohorts approved or disapproved right like anything that we do behind the scenes.

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will supersede your report sign off. So if you're ready, if you've corrected all the data that you can correct

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01:01:15.630 --> 01:01:33.390
And you have this one pending removed from cohort student and you're really just ready to sign off on it. You can you totally can go ahead and submit that report, and just, you know, check back and see if we've made a decision about approve or disapprove, or if we need more information.

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01:01:35.340 --> 01:01:50.190
Everybody, everybody, every school in the state every building, including the central office should double check the data and sign off and then so that the superintendent can then also sign off at the district level.

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If you accidentally submit your report and then you realize, oh wait, I still need to submit another exit record, you will have to call us and ask us to unlock it for you, which we totally will all the way up till October 31

345
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Because once you submit the report, you are now locked out of all exit records for this window.

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Remember the window is October one of 18 to September 30 of 19

347
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So as soon as you submit this report. Now you can only send records from

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And forward.

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And so you may have students or you have a records request or something that comes in and you want to go in and submit that data. It doesn't even have to be data thats related to the D GSR it could just be a random exit record that needs to be sent.

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You will still have to unlock the D GSR in order to do it.

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So for that reason, some people do wait until the deadline to submit it. Just so you don't have to have some back and forth. But if you're pretty confident about your data, you can go ahead and submit it.

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01:02:59.490 --> 01:03:19.320
Okay, we are getting close. We are at slide 33 of 39 I imagine I am either low view to sleep with the sound of my voice or you are closing your eyes out or your ears or something like that but bear with me because I saved all the really great secrets for the last few slides.

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So some tips for success once again. Do not wait to review your data.

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Please go ahead and right now and pull your list of non-graduates your unresolved exits in your dropouts, and then share it, like, not in like a posted, you know, in the office kind of way, but

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Share it with someone who does your attendance data with your registrar your counselor any of your special programs that you have your data coordinator, try to make sure that you can clean up as much of the data as possible.

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01:03:55.830 --> 01:04:05.910
We will archive this webinar in PowerPoint. So if you want to listen to it in the future if you have, you know, like the small children, you need to put it that or something, you can just play this back

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At anytime that you want in the future, it will be out on the graduation web page and you can get there by going casey.org and then you will click the letter G at the top for graduation. And then, then you'll go to the graduation web page.

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Okay, so let's talk through some common mistakes and and i'm telling you these. A lot of them are for future use. Right. Like there's not a lot.

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That you can do right now to fix some of these. But if you will adopt this data quality mindset, moving forward, then your DTS our data will be a lot more valid and you will have less to clean up in subsequent years.

360
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So these are four common mistakes that I want to walk through. I've already touched on the first one. So, so oftentimes um

361
01:04:55.440 --> 01:04:57.600
I kind of alluded to it. I meant to say.

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You will have students who will leave your school and for whatever reason they transfer out of state they transfer to another school they drop out whatever the reason is they leave. And then they come back.

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At the point they come back your local si S is probably just going to roll over whatever school entry date you had before. And if that student has been with you since kindergarten their school entry date could be, you know, from a very long time ago.

364
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But when they come back. It is critical that you update their school entry date because if you don't, then it will cause a lot of kids.

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01:05:37.320 --> 01:05:43.290
Who are transient like this who might move from from one school to the other, to show up in the wrong cohort.

366
01:05:43.980 --> 01:05:58.650
And not in the wrong cohort year but in the wrong schools cohort. And so it's really important that you are using and updating that school entry date field on the ERA record and the exit record.

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Another thing that often happens is people use exit code like it is, you know, some sort of magical dust. Right. So you send some record and error.

368
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Could be anything and then your and then people think for themselves. No problem. I will use the exit code 18 because exit code 18 says this record was entered in air.

369
01:06:23.640 --> 01:06:35.790
However, that's not actually what exit code 18 says. It says, The HGTV record was entered in air. So if you have a student who you enrolled, but maybe they never showed up.

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And the only record you sent was the Sgt. You can use an exit code 18 and undo that as GT, and then the student will not, you know, appear anywhere.

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01:06:47.550 --> 01:06:59.970
However, if the student is showing up in your report, you're probably sent more than just the as GT, you're probably also sent an email to a record right and you sent an email to a record that said that

372
01:07:01.500 --> 01:07:04.830
The student was there for a day and membership in a day in attendance.

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The code 18 is not going to undo that there's there's not going to be a whole lot that we can do.

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To correct that. So just keep that in mind. And don't send your way records are kids who enrolled, but don't attend, which is right where I'm going here.

375
01:07:24.990 --> 01:07:35.970
So this happens all the time, right, like you get a records request so and so's coming, you want to get on the ball you send an Sgt are getting ready for them and then they don't really attend

376
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At which point you should undo the hgt and walk away slowly. Don't ever send another exit record her do a record it in RL record test record not record whatever other kinds of records. We have, we just don't send records on students who didn't actually attend

377
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What happens though. More often than not, is the student was supposed to show up on Monday, never attended so you exit them on Friday.

378
01:08:06.780 --> 01:08:12.000
And then you put that they had five days and membership and zero days in attendance.

379
01:08:12.570 --> 01:08:32.400
However, what you've just done is shoot yourself in the foot, because now the student is in your cohort because you said they were there for days and membership. So my advice to you privately just between friends that you should have some sort of policy about what constitutes membership.

380
01:08:34.140 --> 01:08:40.140
And I would say that membership might be something like attending for a full day of school.

381
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So student enrolls and then comes for an orientation. They come and they do a walkthrough.

382
01:08:49.290 --> 01:09:12.510
They show up for the first hour and leave right like did those things really mean membership to should you be responsible for those students by maybe not so if you had a policy that said membership is completing the first day of attendance, then you will avoid some of these situations.

383
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Lastly, you will have students who move over the summer or they don't show back up.

384
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And what people like to do is to exit the student at the moment you realize they're not coming back. Right, so all of your other kids students are excited with them a date.

385
01:09:36.150 --> 01:09:42.390
Then you're carrying forward all of the students who are continuing with you and on August the 17th.

386
01:09:43.440 --> 01:09:56.730
You get a records request or you realize, you know, you know, little, little Mike isn't coming back like you hope people would. And so then people are exiting those students with a date in the fall.

387
01:09:57.750 --> 01:10:04.860
However, the exit record should be the last day and membership and the last day and membership was not in the fall. It was in the spring.

388
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And if you put an exit date in the fall, you're going to run the risk of conflicting with another schools entry date, and this is why

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This is a number one reason why people need to use that other field in the removed from cohort is because somebody along the way, either didn't update the school entry date when the kid came back or

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They put a fall. Exit date. What I promise you, one of those two things is happening in 99% of the situations that necessitate and other circumstance.

391
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So if we can avoid both of those, then we can avoid a lot of a lot of cleanup that needs to happen.

392
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Last but not least, your fifth year seniors.

393
01:10:53.430 --> 01:10:58.260
So when we think back to our four year cohort.

394
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When does the four year cohort end

395
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It ends on sep tember 30th of 2019

396
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So oftentimes what schools will think and and logically. So is that if they get our records request from school be

397
01:11:16.560 --> 01:11:17.490
In August of

398
01:11:20.370 --> 01:11:30.660
Then that student transferred right like like that student was my non graduate, but they just transferred to school be and so I'm going to need to remove them from the cohort.

399
01:11:31.590 --> 01:11:39.060
But that's not actually how it works, because we're looking for someone that had the latest school entry date on an era record.

400
01:11:39.570 --> 01:11:51.480
Or the latest exit date on an exit record by September 30 of 2019 what is school be going to have, are they going to are they gonna have an EO a record for a student who just enrolled in August.

401
01:11:52.770 --> 01:11:56.340
Nope, because we don't do era records until May of 2020

402
01:11:57.810 --> 01:12:07.710
What about an exit record, I think, and I'm an exit record for a student who enrolled in August. Gosh, I sure hope so. I hope not. Right. Like, unless it's a graduate exit record and that would be fantastic.

403
01:12:08.220 --> 01:12:15.750
But chances are no right that student enrolled with them in the in the fall, because they need to be there for longer than a month and a half.

404
01:12:16.800 --> 01:12:23.970
So school a is still going to be responsible for the student in their four year cohort, just because they enrolled somewhere else.

405
01:12:25.620 --> 01:12:27.690
In in what is their fifth year

406
01:12:29.190 --> 01:12:39.030
Does not mean that the student was going to move out of the four year cohort and go to school, be they will remain in school. A for the four year and then school be will be responsible in the five year

407
01:12:40.950 --> 01:12:49.530
So that's the way fifth year seniors work. We had some already some requests to remove students in exactly that situation from the cohort. And we just won't do it.

408
01:12:51.510 --> 01:12:55.110
One last thing that I want to say that I didn't include anywhere in here is

409
01:12:56.460 --> 01:13:07.260
We will always, always, always try to hold the school harmless right for students who shouldn't be in your cohort, according to the very specific rules that we have

410
01:13:07.680 --> 01:13:21.420
And so if if if they are actually it's at school be and school be should be responsible but school be doesn't take accountability and they don't send the appropriate records we will remove them from your cohort, right, like we want

411
01:13:22.230 --> 01:13:32.550
We want schools to have the most accurate data possible, however, that said if a student moves between school and school be in the same district.

412
01:13:33.450 --> 01:13:47.010
And the wrong school in a district is being counted incorrectly, we will not remove that student because the district should still be accountable for that data. So just keep that in mind if you're a district level user and you have more than one high school

413
01:13:48.030 --> 01:13:56.730
If kids are moving between the one in the two we will not remove students who are showing up in appropriately at one building or the other. If they belong to your district. At the end of the day.

414
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So with that,

415
01:14:00.690 --> 01:14:03.540
I don't have much of a voice left so

416
01:14:04.710 --> 01:14:09.480
Let's see if there any questions. Nobody has typed anything into the chat box that I know of.

417
01:14:11.280 --> 01:14:16.800
But at this point, I think you may have the option to unmute your microphone if you have a question.

418
01:14:19.230 --> 01:14:23.250
Or if you want to type something into the chat.

419
01:14:24.390 --> 01:14:33.930
You can do that as well. Or if you think of questions down the road, you can always email, Mike, of which I am not Mike we explained that earlier.

420
01:14:35.100 --> 01:14:44.430
But he would be happy to answer your question or to consult with me on an answer for your question. So I'll pause for just a minute and see if we if we have any questions.

421
01:14:57.300 --> 01:15:00.300
Let me just be the first to say I'm glad this didn't take two hours.

422
01:15:09.270 --> 01:15:23.880
Okay, great. I have a question here that says, Just for clarification. The only thing we need to do from the elementary side of things is unresolved exits and that is absolutely correct. If you are a K six building, you just need to correct your unresolved exits.