Graduation Process AutomationTimeline, Tools and School Guidance

Chicago Public SchoolsJune 2, 2011

• Introduction• Timeline• Process and Tools• Guidance• Q & A

Agenda

• 5/27/11 Graduation Automation email from Mike Sanders• Schools will retain the ability to determine graduation status• Context• Graduation Process Automation Tools

– Accuracy• 24 Credit minimum• Pass/Fail Courses• Service learning Hours• PSAE Test Taken

– Accountability• New capability to prioritize and evaluate• Transparency to senior fulfillment details• Audit-ability

• 2010 – 2011 a transition year

Introduction

Timeline

June 2011SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

>>>>>> indicates time span for schools to: - Evaluate their students graduation status - Correct Data where appropriate and possible - Manually set Promotion Status where appropriate

******** indicates time slot for final adjustments

1 2Evening School Grades Final

3 4

5 6 Senior Grades Final

7Evening School Grades converted to SIM Historical

8 9 Grad Status Page Reflects Spring Semester Credits>>>>>>>>>>

10Schools Eval Status & Promote / Retain / Repair as Appropriate >>

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15Final Ranks Calculated

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16Grad Status Page and Transcripts Reflect Grad Date >>>>>>>

17Last Day of School

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27Automated Initial Code 55 setting****************

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30YEPFinal Code 55, Grad Date, Promo Status

Process and Tools: Student Evaluation

Former Process

Counselors manually evaluate a student’s fulfillment of graduation requirements using the Unofficial Transcript Report.•24 Credits in total earned in required content area categories•Required Pass/Fail Courses (Drivers Ed., Public Law, Consumer Ed.)•Service Learning (40 Hours)•PSAE Test Taken

New Process

SIM will automatically tabulate student credits by category and type•Fulfillment of requirements will be automatically calculated•A Graduation Requirements Met Indicator will be calculated•A new SIM Screen “CPS Grad Status” will display the results•Schools can view automated results now (Credits through Sem 1)

The Graduation Requirements Met indicator will inform schools as to status. Schools will make the final determination on graduation status.

Impact on Schools & Students

Schools can identify which seniors are not on track to graduate & prioritize interventions while retaining the ability to make the decision on senior promotion or retention.

Tools: Student Evaluation - New CPS Grad Status Screen

On the Control Bar, click the CPS Grad Status link

CPS Grad Status Screen - Graduation Summary

CPS Grad Status Screen - Student Totals

Tools: Student Evaluation – New Searches

Tools: Student Evaluation – Course-Requirement Mapping

Available on ChooseYourFuture.org

Process and Tools: Setting Promotion Status

Former Process

Schools are responsible for manually setting a senior’s promotion status to ‘Retained’ if they have not met graduation requirementsAt YEP, SIM converts promotion status values of “Pending” (the default value) to “Promoted”Non-graduating seniors who are not manually retained are automatically promoted – producing inaccurate promotion status, graduation dates, enrollment status and extra work for schools

New Process

At YEP, SIM will automatically Graduate those seniors who:1. Have been manually set to “Promoted” by the school OR2. Have a status of “Pending” and have met requirements per the Graduation Requirements Met Indicator

SIM will Retain those students who have either been manually set to “Retained” by the school or remain at “Pending” and have not met requirements per the Graduation Requirements Met Indicator

Impact on Schools & Students

Schools retain the ability to explicitly Promote or Retain Seniors while gaining online access to a calculated fulfillment result that can inform their decision to manually Promote, Retain, or allow the system to make the determination.

CPS Grad Status Screen – Setting Promotion StatusSchools use existing screen to manually Promote or Retain a senior

• Manual Promotion Required– PSAE Exemptions and Spring 2011 PSAE Test Takers– Specific exceptions from P-12 (e.g., a transfer student has 1 World

Lang credit in a language not offered at CPS)

• Manual Promotion Optional– Credit requirement not met in categories where student participated

in school-specific program (e.g., IB) – Scheduling Errors/Duplicate Courses* – Foreign credit data entry error, missing foreign credits, or other cause*

• Students with IEP graduation exceptions must be evaluated manually as IEP graduation exceptions are not recognized by the automation

Student Evaluation – Promotion Guidance

* Schools are strongly encouraged to make data corrections whenever possible to minimize the occurrences where students are promoted manually due to data issues

• Manual Retention Required– Student with IEP meets all graduation requirements but will

receive transition services as an enrolled student

• Manual retention Optional– Student meets all graduation criteria but is participating in a CTE

program where they have not met the additional CTE requirements

Student Evaluation – Retention Guidance

• Understand the timeline.

• Use these tools to evaluate seniors status and take corrective action on incomplete or incorrect credits.

• Identify and correct all known senior transcript record issues as per the timeline.

Action Required

• Principals Digest of May 12, 2011• IMPACT Web Site – by Friday June 3

– Graduation Processing Automation – Quick Guide– Updated Year End Processing Guides

• Webinars – May 16– Graduation Processing Automation Overview– Graduation Processing Automation Quick Guide

• Dedicated email contact: autograd@cps.k12.il.us• ChooseYourFuture.org – Graduation Automation Process Tab

– Quick Guide– Course Requirement Mapping Document– Other related publications

Communications and Support

Q & A