1

High School Verification Reports

SIRS 201Total Cohort - Summary

SIRS 202 Total Cohort - Assessment Summary

2

Objectives

To provide participants with an explanation of the definitions used and the logic behind the Total Cohort Summary reports.

To provide participants with information about navigation and the Total Cohort Summary reports.

To provide participants with reference information and tips for verification.

3

Agenda Total Cohort Definitions and Inclusion

Criteria Total Cohort Summary reports in L2RPT

and Navigation Related WNYRIC DW reports and other

Reference materials. Questions.

4

High School Reports L2RPT Report Purpose

High School Accountability Data Verification Report (SIRS-101)

This report is provided to allow you to verify that the appropriate students, with assessment results and outcomes, are being used to determine whether districts and schools have made adequate yearly progress in high school English and mathematics, and graduation rate.

Total Cohort Reports (SIRS-201 & SIRS-202)

These reports are provided to allow you to verify that for all students who are the reporting responsibility of the district, they have been reported in SIRS with the correct assessment results and outcomes, and are being included in the appropriate cohort.

Annual Outcomes for Dropout, Noncompleter, and Graduation

(SIRS-307 & SIRS-308)

These reports are provided to allow you to verify that all students who are the reporting responsibility of the district have been reported in SIRS aka LVL2 with the correct enrollment outcomes (graduates, other credentials, post-secondary plans of graduates, and dropouts) during the 2012-13 school year.

Annual Outcomes for Regents & RCT

(SIRS-309 & SIRS-310)

These reports are provided to allow you to verify the accuracy of student test records as they appear in SIRS for Regents exams, Regents Competency Tests (RCT), and Component Retests, taken in August 2012, January 2013, May 2013, or June 2013.

5

L2RPT

6

High School Verification Reports

SIRS Total Cohort Summary Reports: Terminology and Inclusion Criteria for Totals.

7

2012-2013 Total Cohort Reports

Before looking at the reports, we’ll focus on some terminology.e.g. What is a “Total Cohort”; what are “Outcomes”?

8

Outcomes Tracked: Starting 4 Years After Grade 9 Entry

Graduated

Transferred to GED

Received IEP Diploma

Dropped Out

Still Enrolled

9

Total Cohort Report Outcome Definitions: 4 Year Outcomes: Outcomes for cohort members 4 years after 9th

grade entry or, for ungraded students with disabilities, 4 years after assigned grade 9 entry date*.

5 Year Outcomes: Outcomes for cohort members 5 years after 9th grade entry or, for ungraded students with disabilities, 5 years after assigned grade 9 entry date *.

6 Year Outcomes: Outcomes for cohort members 6 years after 9th first entering grade 9 or, for ungraded students with disabilities, 6 years after assigned grade 9 entry date *.

What data is present in 2012-2013 Total Cohort Reports?

2012-2013 SY 2011-2012 SY 2010-2011 SY

2009 Cohort 4 Yr. Outcome n/a n/a

2008 Cohort 5 Yr. Outcome 4 yr. Outcome n/a

2007 Cohort 6 yr. Outcome 5 Yr. Outcome 4 Yr. Outcome

10

Transitioning to the USDOE Definition of Graduation Cohort Began with the 2010-11 School Year and 2006 Total

Cohort - 5 Year Outcomes. Changes included: Requirements for 9th grade entry date for ungraded

students. New enrollment exit code 8338 was introduced for

incarcerated students not participating in a program culminating in a regular diploma.

Enrollment duration changes from 5 months to 1 day for 4 year outcomes for 2007 Total Cohort and beyond.

11

Transitioning to the USDOE Definition of Graduation Cohort - continuedCohort Membership Definitions: Guidelines for Ungraded Students:

Students with disabilities, who are coded as “ungraded” for enrollment purposes, must be assigned a first date of entry into grade 9 not later than the first school year during which the student:

1. Is enrolled in a school where the earliest grade is grade 9; OR2. When a school has grades earlier than grade 9 (e.g., K-12, 7-12), the

first school year during which the student participates in any instructional and/or non-instructional activities with his/her same grade 9 aged nondisabled peers (e.g., student participates in extracurricular activity with 9th grade peers; student enrolled in music class with 9th grade peers; student attends grade 9 special or general education classes); OR

3. turns age 17, whichever occurs first.

Total Cohort Membership Counts

The Total Cohort Membership Count is used as the denominator for the Graduation rate and rates for other outcomes.

In the Total Cohort Summary Reports, it is found in the column labeled “Cohort Enrollment as of June”.

It is calculated at either the district or the school level and is disaggregated by sub-group.

12

13

Transitioning to USDOE : Inclusions for Total Cohort Member Counts for Graduation Rate Accountability

Outcome School Year

Cohort Year and Outcome Year 9th Grade Entry Date Used for Cohort Year

Birth Date Used for Ungraded Students to Determine Cohort Year? (Year Student Turned 17)

Continuous Enrollment Duration

Incarcerated Students w/ 8338 Exit?

2010-2011 2007 Total Cohort -- 4 Year Outcome

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

2011-2012 2007 Total Cohort -- 5 Year Outcome

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

2012-2013 2007 Total Cohort -- 6 year Outcome

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

2011-2012 2008 Total Cohort -- 4 year Outcome ( Basis for Graduation Rate Accountability for 11-12)

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

2012-2013 2008 Total Cohort -- 5 year Outcome

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

2012-2013 2009 Total Cohort -- 4 year Outcome ( Basis for Graduation Rate Accountability for 12-13)

All 9-12 students No. Used as needed to determine 9th grade entry date

1 day Yes

14

How is the Total for Cohort Membership in the Total Cohort Summary Reports Calculated?The Total Cohort Membership Count is based on:1. 9th Grade Entry Date: The most recent demographic record is

used for 9th grade entry date.2. Beginning Enrollment: Only students with one of the following

Reason for Beginning Enrollment Codes are included in the school and

district total cohorts: 0011 - Enrollment in building or grade; or 5544 - Transferred in under the NCLB Title I "School in

Improvement Status" transfer option; or 7000 - Transferred in under the NCLB "Persistently

Dangerous School" transfer option; or 7011 - Transferred in under the NCLB "Victim of Serious

Violent Incident" transfer option.

AND …..Yes, there is more……

15

Seem complex? Feeling confused? Perhaps a diagram will help…

16

No

Yes

No

Yes

No Yes

Is Enrollment Exit = 170, 204, 221, 255, 272,

323, 442, 459?

L2RPTCurrent Data 2012-2013

Is 9th grade entry > or = 07/01/2009 and <

or = 06/30/2010? Not included in Total Cohort Membership Count

Does beginning enrollment code

= 0011, 5544, 7000, 7011?

End Result: Total Cohort Membership

Not included in Total Cohort Membership

Not included in Total Cohort Membership Count

2009 Total Cohort Members: District/School - 4 Year Outcome

17

No

Yes

No

Yes

No YesIs Enrollment Exit =

170, 204, 221, 255, 272, 323, 442, 459?

L2RPTCurrent Data 2012-2013

Is 9th grade entry > or = 07/01/2008 and <

or = 06/30/2009?Not included in Total Cohort

Membership Count

Does beginning enrollment code

= 0011, 5544, 7000, 7011?

End Result: Total Cohort Membership Not included in Total Cohort Membership

Not included in Total Cohort Membership Count

2008 Total Cohort Members: District/School - 4 or 5 Year Outcome

18

No

Yes

No

Yes

No YesIs Enrollment Exit = 170, 204, 221, 255, 272,

323, 442, 459?

Level 2Current Data 2012-2013

Is 9th grade entry > or = 07/01/2007 and

< or = 06/30/2008?Not included in Total Cohort

Membership Count

Does beginning enrollment code

= 0011, 5544, 7000, 7011?

End Result: Total Cohort Membership Not included in Total Cohort Membership

Not included in Total Cohort Membership Count

2007 Total Cohort Members: District/School - 4, 5 or 6 Year Outcome

19

Graduate Counts: Inclusion Criteria Enrollment Exit = and Diploma Type on

Demographic =Diploma Description

799 762 Regents Diploma with Honors, for students entering grade 9on or after July 1, 2001; or

799 813 Regents Diploma with Honors and with Career & Technical Education Endorsement, for students entering grade 9 on or after July 1, 2001; or

799 779 Regents Diploma without Honors, for students entering grade 9on or after July 1, 2001; or

799 796 Regents Diploma without Honors but with Career & Technical Education Endorsement, for students entering grade 9 on or after July 1, 2001; or

799 068 Local Diploma without Regents Endorsement; or

799 612 Local Diploma without Regents Endorsement but with Career & Technical Education Endorsement; or

799 680 Regents Diploma with Advanced Designation; or

799 697 Regents Diploma with Advanced Designation with Career & Technical Education Endorsement; or

799 714 Regents Diploma with Advanced Designation with Honors; or

799 731 Regents Diploma with Advanced Designation with Honors and with Career & Technical Education Endorsement.

20

Graduates - Data Integrity Issues A 799 record without a diploma code or with a diploma

code that is not on the list displayed on the prior slide will: Be included in the Total Cohort member assuming it

meets the general definition. Will show up as Still Enrolled.

A credential without a 799 record will: Be included in the Total Cohort member assuming it

meets the general definition. Will show up as Still Enrolled.

21

IEP Counts: Inclusion Criteria

Enrollment Code = Diploma Type = Diploma Description

085 085 Individualized Education Program (IEP) Diploma

629 085 Previously Earned Individualized Education Program (IEP) Diploma

The code for an Individualized Education Program (IEP) diploma cannot be selected unless the student has a program service record indicating that he or she is disabled.

A disability record with a Program Service Exit Date no earlier than the last date of enrollment must be reported for each student who is awarded an IEP diploma.

22

Transfer to AHSEPP/HSEPP Counts: Inclusion Criteria

Students with a Reason for Ending Enrollment code 289 (transfer to AHSEP or HSEP)

and A subsequent Reason for Beginning

Enrollment code 5654 (enrollment in an AHSEP or HSEP program) that remains open.

Students with a Reason for Ending Enrollment code 289 (transfer to AHSEP or HSEP)

and A subsequent Reason for

Beginning Enrollment code 5654 (enrollment in a AHSEP or HSEP program)

and A subsequent Reason for Ending

Enrollment code 816 (earned a

GED diploma).

The Grade must be changed to GD on Demographic and Enrollment whenrecording 5654 enrollment. Location code needs valid code for AHSEP/HSEP.

23

Drop Out Counts: Inclusion CriteriaEnrollment Exit = Description

136 Reached maximum legal age and has not earned a diploma or certificate

340 Left school: first-time dropout

391 Long-term absence (20 consecutive unexcused days)

408 Permanent expulsion

425 Left school, no documentation of transfer

306 Transferred to other high school equivalency (GED) preparation program

357 Left school: previously counted as a dropout.

24

Drop Out Counts: Additional Inclusion Criteria Student has a Reason for

Ending Enrollment code of 289 (transfer to AHSEP or HSEP)

AND There is no subsequent

Reason for Beginning Enrollment code 5654 (enrollment in an AHSEP or HSEP program

Student has a Reason for Ending Enrollment code 289 (transfer to AHSEP or HSEP)

AND Student also has a subsequent

Reason for Beginning Enrollment code 5654 (enrollment in a AHSEP or HSEP program)

BUT The enrollment ended before

June 30 with one of the Reason for Ending Enrollment codes used for dropouts.

25

High School Cohort Verification Reports

L2RPT Total Cohort

Summary Reports: Navigation

26

L2RPT

Total Cohort Summary Reports

27

L2RPT

SIRS-201 Total Cohort - Summary

28

Report Selection Criteria: Membership Prompt Several Options:

Data in process for 2012-2013

29

Selected 2009 - 4 Year Outcome

Enrollment Duration Selection:Choosing All Outcomes or 1 Day will produce the same results. All three Cohort years use the 1 Day enrollment rule.

Report Selection Criteria: Enrollment Duration Prompt

30

Summary by Subgroup

Columns show counts for each group listed.

31

Summary by Subgroup

Subgroups are disaggregated in the rows.

32

Summary by Subgroup

Columns on the right display rates.

Click on any of the numbers for a Student Detail report.

33

Total Cohort Detail

34

L2RPT

SIRS-202 Total Cohort - Assessment Summary

35

Report Selection Criteria: Membership Prompt

Several Options:Data in process for 2012-2013

36

Selected 2009 - 4 Year Outcome

Subject Selection:You can only choose one subject at a time.

Report Selection Criteria: Subject Prompt

37

Assessment Summary Performance by Number & Percent

38

…

Assessment Summary Student Detail

…

39

High School Cohort Verification Reports

Verification and Reference

40

Reconciling Total Cohort Reports using WNYRIC Data Warehouse (Level 1)Total Cohort Membership:Student Enrollment Verification by 9th Grade Entry Year

For each student in the selected grade 9 entry year, location(s), and grade(s), the report will display : Grade, Name, Local ID, State ID, Grade 9 Entry Date, Diploma Code, Diploma Type, Planned Post Graduate Activity, and all enrollment records for the most recent school year attended. (Ex: Grade 9 entry year of 2010 indicates students entered grade 9 in the 2010-11 school year.)

Path: Public Folders > High School Cubes & Reports > Grade 9 Entry Year Reports & Graduation Data

Outcomes:Graduate Counts and Other Outcomes

This report counts the number of students by school year who meet the graduation requirements and other outcomes, defined by NYSED. It lists all students meeting requirements and selection criteria regardless of enrollment duration rules.

Path: Public Folders > High School Cubes & Reports > Grade 9 Entry Year Reports & Graduation Data

 

41

High School Reports: Common Errors 799 Enrollment Exit without Diploma Types and vice versa. Included in

Cohort total but not in graduation count. Will be counted as Still Enrolled.

Initial enrollment to GED (5654) without preceding 289 transfer. Will not be included in Transfer to GED. Depending on other enrollment activity preceding the 5654, may not be included Total Cohort Membership.

GED students with anything other than a GD grade in demographic and enrollment record

GED students with an invalid GED location

IEP diploma for students without a program service record for Special Ed.

Incorrect 9th grade entry date or birth date

Missing post grad plans

NYSSIS ID problems

Simultaneous enrollment: Student is enrolled in two different districts at the same time.

42

Verification Tips: Use WNYRIC DW 9th Grade Entry Reports to begin the

verification of general cohort data the year they enter 9th grade, versus at the end of 12th grade. (Path: Public Folders > High School Cubes & Reports > Grade 9 Entry Year Reports & Graduation Data)

Begin verifying Total Cohort Graduate Outcomes and Assessment Summary as early as possible during the course of the school year for students included in the Total Cohort Summary reports.

Keep in mind that although outcomes for the current school year may not be complete until end of June/early July, much of the data on the Total Cohort reports is historical.

43

Reference Documentation

L2RPT Report Guides http://www.p12.nysed.gov/irs/level2reports/reportguides.html

SIRS Manual (General, Policy, and Technical) http://www.p12.nysed.gov/irs/sirs/

Level 0 Data Validation Rules http://www.p12.nysed.gov/irs/sirs/

44

Questions?

Thank You.

Contact us at: dataview@e1b.org