Entry Exit and Retention Coding and Dates 2019

Entry, Exit, and Retention Coding and Dates 2019 -20 End of Year Training How to correctly use entry, exit, and retention codes

Use your Resources

Use your Resources SSA FILE LAYOUT

Use your Resources SSA FILE LAYOUT

Importance of Entry/Exit Fields Importance at the state level—to see a full history of each student’s education for the year. Data used for graduation, completion, drop-out and mobility rates.

Exit Codes and Dates Exit Withdraw Date – The month, day, and year the student exited a school or grade in your district (i. e. 11052009). If the student completed the school year in your district and did not exit before the end of the school year, this field must be coded “ 0000”. Exit Withdraw Type – The circumstance under which the student exited from membership. 00 Student did not exit – Student complete the school year (i. e. did not exit or transfer before the end of the reported school year. ) Non-zero Exit Fields = No longer enrolled – did not complete the school year with you

Zero fill your Exit Fields for all students completing the school year. Exit Type ‘ 00’ should be used for every student who completes the school year in your district – regardless of his or her anticipated enrollment status at the beginning of the next year • Students you know are moving out of state over the summer and will not be returning. • Students you know are transferring to another local school for the following 20 -21 SY. • Students who have completed the highest grade level in your school – except for students graduating high school. • Students skipping or repeating a grade. • Students who transferred in the last 3 weeks of school.

Why do I not exit student not returning? Exit Date Exit Type 0000 00 Even if you know they are not returning the following year. CDE ONLY LOOKING AT 19 -20 SY

Why do I not exit student not returning? Exit Date Exit Type 00000000 00 Exit fields should be zero filled for every student who completes the school year at your school. Even if you know they are not returning the following year.

Why do I not exit student not returning? Exit Date Exit Type 00000000 00 Exit fields should be zero filled for every student who completes the school year at your school. Even if you know they are not returning the following year.

A Quick Note on PS Extract Set to last day of school.

Recap of section • Use your resources – Review the SSA File Layout. • Exit information is compiled to calculate graduation, completion, dropout and mobility rates • Non-zero Exit Date and Exit Type = withdrawn enrollment. • All students who have completed the school year with you should have a 0 -filled Exit Date and Exit Type, including: • Students you know are not returning the following 20 -21 SY • Students who are repeating or skipping a grade • Students who transfer out in the last 3 weeks of school Exit Date Exit Type 0000 00

What about students not returning for SY 20 -21? Graduating! High School Exit Date Exit Type 05182020 90 Completed highest grade Elementary and Middle Schools Exit Date Exit Type 0000 00 Transferring to another school For following school year or within 3 weeks of the end of 19 -20 school year. Exit Date Exit Type 0000 00

If not now, when? Transfer Maxed-out grade level When SIS rolls-over to 20 -21 school year. Can you create enrollment records for one grade above? One day Entry/Exit record in 20 -21 SY. Entry Date Entry Type 08102020 02 Exit Date Exit Type 08102020 13 Yes When SIS rolls-over to 20 -21 school year. No Adjustment File to be completed 20 -21 EOY. CSI will be sending out Adjustment Files to schools who need them.

‘Adequate Documentation’: What, why, when Adequate Documentation of Transfer List

‘Adequate Documentation’: What, why, when Adequate Documentation of Transfer List Why is Documentation Required? • Reduce dropout rates for district and schools. • Improve graduation and completion rates. • Know what happens to a student when they leave your school. • Can help ensure funding for OC in cases were multiple districts claim funding for the same student.

‘Adequate Documentation’: What, why, when Adequate Documentation of Transfer List When? Student leaving the country? document it! Student being home schooled? document it! Transfer to another school? document it!

Recap of section • Students graduating H. S have an Exit Date of graduate day and Exit Type code 90 with some exceptions. • Students you know will not be enrolled with you for the 20 -21 SY still need to have 0 -filled Exit Date and Exit Type fields for the 19 -20 EOY collection. • Once you’ve rolled your SIS over into the 20 -21 SY you will create a one-day Entry/Exit record for these students, being sure to use the correct Exit Type code. • If your SIS does not allow you to create an enrollment record for a grade higher than your highest grade level, then CSI will send you an Adjustment File the following collection cycle. • Any time a student exits your school, document it, document it. • See CDE Guideline on what qualifies as Adequate Documentation • Confirmation of Enrollment and Attendance

Retention Coding/Grade Reassignment Skipping forward / accelerating a grade Any student grade level. Repeating a Grade Any student grade level. Graduating HS but continuing ASCENT or P-TECH High School’s only

Retention Coding/Grade Reassignment The general rule of thumb is that the student is either retained (in the prior year) or had a gradereassignment (in the current year) but not both. Retentions occur at the end of the school year and grade-reassignments occur at the beginning of the school year.

Grade Reassignment – accelerating from 4 th to 6 th grade EOY Entry SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type 12345678 Jane Doe 08092019 040 02 0000 00 After SIS rolled over to 20 -21 SY One-day Entry/Exit Record SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type 12345678 Jane Doe 08092020 050 02 08092020 10 New enrollment record SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type 12345678 Jane Doe 08102020 060 10 0000000 00

Grade Reassignment – Retention EOY Entry SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08092019 100 02 0000 00 1 After SIS rolled over to 20 -21 SY SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08102020 10 0000 00 0

Grade Reassignment – Retention EOY Entry SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08092019 100 02 0000 00 0 After SIS rolled over to 20 -21 SY One-day Entry/Exit Record SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08092019 110 02 08092020 10 0 New enrollment record SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08102019 100 10 0000 00 0

Grade Reassignment – ASCENT or P-TECH EOY Entry SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08092019 012 02 05092020 90 2 After SIS rolled over to 20 -21 SY SASID First Name Last Name Entry Date Grade Entry Type Exit Date Exit Type Retention 12345678 Sam Doe 08092019 012 90 0000000 00 0

Recap of section • Retention Codes are for EOY. • Grade reassignments are for the beginning of the school year. • Do not Exit students who are being retained • Unless they are a graduating 12 th grade ASCENT or PTECH student. • Exit Date = Graduation Day • Exit Type = 90 • Retention Code=2

Recap of training ALL students (with the exception of H. S. graduates) who completed the school year with you should have a 0 -filled Exit Date and 0 -filled Exit Type. Exit Date Exit Type 0000 00 And students who exit 3 weeks prior to the last day of the 19 -20 SY. Exits will be documented once SIS is rolled over to 20 -21 SY and will be reported in OC. Retention codes are for the end of the school year. Grade reassignments are for the beginning of the school year.

Quick Reference Guide • Available on the CSI EOY Website • Under ‘Other Resources’ • Please let us know if a scenario is missing and we’ll add it

Thank you Used for school, district and state rates • Graduation & Completion Rates • http: //www. cde. state. co. us/cdereval/gradratecurrent • Dropout Rates • http: //www. cde. state. co. us/cdereval/dropoutcurrent • Mobility / Stability Rates • http: //www. cde. state. co. us/cdereval/mobilitystabilitycurrent