2013 GRADUATION 2013 GRADUATION COHORT / DROPOUT COHORT / DROPOUT

RATE TRAININGRATE TRAINING

State of AlabamaState of AlabamaDepartment of EducationDepartment of Education

Prevention & Support Prevention & Support Services SectionServices Section

Office: 334-242-8165Office: 334-242-816511

ObjectivesObjectives

• Recognize the terms associated with the Graduation Rate• Know how to access and manipulate through the Graduation Portal• Required documentation to properly code students in the portal• Identify strategies to improve the Graduation Rate• Answer your questions

22

Four-Year Cohort Graduation RateFour-Year Cohort Graduation Rate

• The formula is the percentage of The formula is the percentage of students who entered ninth grade and students who entered ninth grade and graduated within four years. graduated within four years.

• The formula equates to the number of The formula equates to the number of on-time graduates in a given year on-time graduates in a given year divided by the number of entering divided by the number of entering first-time ninth graders four years first-time ninth graders four years earlier, adjusting for transfers in and earlier, adjusting for transfers in and out. Students are tracked individually out. Students are tracked individually from the time they start ninth grade. from the time they start ninth grade.

33

Five-Year Cohort Graduation RateFive-Year Cohort Graduation Rate

To determine the Five-Year Graduation RateTo determine the Five-Year Graduation Rate• Use the 2011-2012 dataUse the 2011-2012 data• Review the current status of students Review the current status of students

identified as - identified as - • Still EnrolledStill Enrolled• No ShowNo Show• Withdrawn (Still in Cohort)Withdrawn (Still in Cohort)• Missing RecordsMissing Records• DropoutsDropouts

• Go through the four-year process to Go through the four-year process to determine if the status of these students determine if the status of these students changed from last year.changed from last year.

44

Cohort Portal Glossary of Terms:Cohort Portal Glossary of Terms:

• Non-Graduates:Non-Graduates:

Still EnrolledStill Enrolled

Students who do not complete all Students who do not complete all requirements for graduation within a requirements for graduation within a four-year cohort period but who remain four-year cohort period but who remain enrolled in school working toward enrolled in school working toward completion of requirements or who completion of requirements or who remain enrolled as a special education remain enrolled as a special education student served until the age of 21.student served until the age of 21.

55

WithdrawnWithdrawn (Still in your Cohort) (Still in your Cohort)

Student is withdrawn but records are not Student is withdrawn but records are not requested or sent to transfer school. requested or sent to transfer school. School does not have documentation to School does not have documentation to support that the student transferred.support that the student transferred.

66

No ShowNo Show

Student leaves over the summer and Student leaves over the summer and never returns to complete an official never returns to complete an official transfer or drop-out form.transfer or drop-out form.

WithdrawnWithdrawn (Transfer within State) (Transfer within State)

Student is withdrawn to another Student is withdrawn to another public school in the state of Alabama. public school in the state of Alabama.

Missing RecordsMissing Records

No record exists for a student in the 9No record exists for a student in the 9thth Month Attendance Extract from INOW as Month Attendance Extract from INOW as reported by the LEA. This is a data issue reported by the LEA. This is a data issue caused by failure by the LEA to include a caused by failure by the LEA to include a school in the extract, the improper school in the extract, the improper withdrawal of an individual student, the withdrawal of an individual student, the setting of a student to inactive without setting of a student to inactive without using the withdrawal process, or some using the withdrawal process, or some other data anomaly in the Student other data anomaly in the Student Management System.Management System.

77

DropoutsDropouts

According to the Common Core of Data According to the Common Core of Data (CCD) definition, a dropout is an (CCD) definition, a dropout is an individual whoindividual who

• was enrolled in school at some time was enrolled in school at some time during the previous school year;during the previous school year;

• was not enrolled at the beginning of the was not enrolled at the beginning of the current school year; current school year;

88

• has not graduated from high school or completed a state- or system-approved education program; and does not meet any of the following exclusionary conditions: transfer to another public school district, private school, or state- or district approved education program; temporary absence due to suspension or school-approved illness; or death.

DropoutsDropouts (continued) (continued)

99

Note: The state of Alabama utilizes the CCD Note: The state of Alabama utilizes the CCD definition of a dropout. The CCD is the definition of a dropout. The CCD is the program of the United States Department of program of the United States Department of Education’s National Center for Education Education’s National Center for Education Statistics that annually collects fiscal and Statistics that annually collects fiscal and non-fiscal data about all public schools, non-fiscal data about all public schools, public school systems and state education public school systems and state education agencies in the United States. The count of agencies in the United States. The count of dropouts is used to produce an event dropout dropouts is used to produce an event dropout rate each year as well as to project a four-year rate each year as well as to project a four-year dropout rate for a given cohort.dropout rate for a given cohort.

DropoutsDropouts (continued)(continued)

1010

CompletersCompleters

Student that exited with a document Student that exited with a document other than a diploma such as GED or other than a diploma such as GED or Special Education Graduation Certificate.Special Education Graduation Certificate.

1111

• GraduateGraduate

A student who completes all requirements A student who completes all requirements for a state approved diploma.for a state approved diploma.

1212

• Switch Cohort Year Switch Cohort Year

A student who was a first-time 9A student who was a first-time 9thth grader grader in a year other than 2009-2010. in a year other than 2009-2010.

• WithdrawnWithdrawn (Out of Cohort) (Out of Cohort)

Student is withdrawn, moved out of state Student is withdrawn, moved out of state or country, to a private school or private or country, to a private school or private tutor and records are requested or sent tutor and records are requested or sent to the transfer school. to the transfer school.

• Data as verified by school districts as of April 25, 2012Data as verified by school districts as of April 25, 2012• Cannot be compared to 2010 Graduation Rate nor Projected Four-Year Cannot be compared to 2010 Graduation Rate nor Projected Four-Year

Dropout RateDropout Rate

Where We StandWhere We Stand

1313

Accessing the Graduation Accessing the Graduation Rate Accountability PortalRate Accountability Portal

1414

From a Web browser, type: https://ap.alsde.eduFrom a Web browser, type: https://ap.alsde.edu

15

Four-Year Graduation Rate Four-Year Graduation Rate Cohort Portal for 2013Cohort Portal for 2013

1616

The name for the The name for the Accountability PortalAccountability Portal has been has been changed to the changed to the Application PortalApplication Portal..

Current users type in your Current users type in your UsernameUsername and and Password,Password, then select then select LoginLogin..

1717

New users select New users select RegisterRegister from the menu from the menu below.below.

18

Registration Information

Complete all fields before selecting the Next tab to continue.

1919

Account InformationAccount Information

Complete all fields before selecting the Next tab to continue.

2020

2121

Select Select FinishFinish

2222

Select Select HelpHelp

2323

Select Select Gain AccessGain Access

2424

Enter the Authorization Code (YourSuperintendent may request theAuthorization Code from Preventionand Support Services.)

Select Gain Access

Entering the Entering the Authorization CodeAuthorization Code

Once you have gained access, select the Once you have gained access, select the CohortCohort tab. tab.

2525

Login informationLogin information

Logout

Enter the graduation year from the dropdown box (2012-13 for 4-Year cohort or 2011-12for 5-Year cohort.)

Select a school to view from the dropdown box or your school will pre-populate.

Your system will pre-populate.

Select a subpopulation from the dropdown box. If you do not select a subpopulation all of the school’s students will appear. 26

P

Subpopulations

2727

You may sort student information in the columns below.

2828

2929

Select the “Action” column to make updates to the “Record Type” for each student.

 

3030

Selecting the “Action” column, an update box willappear.

 

3131

Select the “Change student to” dropdown box.

Never Enrolled (2)

3232

Select the “Still enrolled.”

3333

 

Selecting the “Still enrolled”

3434

 

Select the “Browse” link to upload supporting data from your computer.

3535

 

Select the “Save changes” link once you have completed working with this student.

3636

 

Selecting the “Merge/duplicate student”

3737

 

Selecting the “Graduate/Completer”, then “Set exit type to.”

3838

 

Selecting the “Dropout”, then “Set dropout code to.”

3939

Selecting the “Switch Cohort Year”

 

4040

 

Selecting the “Withdrawn-still in cohort”, then “Set withdrawal code to.”

4141

 

Selecting the “Withdrawn-out of cohort”, then “Set withdrawal code to.”

4242

 

Selecting the “Foreign Exchange”, then “Additional details to.”

Who will Count as a Graduate in Who will Count as a Graduate in the Cohort and who will not?the Cohort and who will not?

4343

CodeCode GRADUATE CATEGORIES IN COHORT GRADUATION GRADUATE CATEGORIES IN COHORT GRADUATION

RATERATE0101 Graduate – Alabama High School DiplomaGraduate – Alabama High School Diploma

0202 Graduate – Alabama High School Diploma with Advanced Graduate – Alabama High School Diploma with Advanced

EndorsementEndorsement

05 Graduate – Alabama Occupational Diploma (Special Education)

0606 Graduate – Alabama High School Diploma with Career Tech Graduate – Alabama High School Diploma with Career Tech

EndorsementEndorsement

0707 Graduate – Alabama High School Diploma with Advanced Career Graduate – Alabama High School Diploma with Advanced Career

Tech EndorsementTech Endorsement

1313 Graduate – Credit-Based DiplomaGraduate – Credit-Based Diploma

1414 Graduate – Alabama High School Diploma with Advanced Graduate – Alabama High School Diploma with Advanced

Academic and Advanced Career Tech EndorsementsAcademic and Advanced Career Tech Endorsements

4444

CodeCode NON-GRADUATE CATEGORIES IN COHORT NON-GRADUATE CATEGORIES IN COHORT

GRADUATION RATEGRADUATION RATE

0303 Non Graduate – Completed all required credits but Non Graduate – Completed all required credits but failed to pass the required number of subject failed to pass the required number of subject subtests of the AHSGE. subtests of the AHSGE.

0404 Non-Graduate – Exited with a document other than a Non-Graduate – Exited with a document other than a diploma – Special Education – Graduation Certificatediploma – Special Education – Graduation Certificate

0909 Non Graduate – Exited with a document other than a Non Graduate – Exited with a document other than a diploma – GED diploma – GED

1111 Non Graduate – Retained in 12Non Graduate – Retained in 12thth Grade (Special Grade (Special Education ONLY)Education ONLY)

1212 Non Graduate – Failed to complete all credit Non Graduate – Failed to complete all credit requirements requirements

4545

Making Cohort ChangesMaking Cohort Changes

CategoryCategoryNeed Need

Documents Documents Cohort StatusCohort Status

Move to Graduate or Completer Status YES Remain in Current School Cohort

Move to Withdrawn-Out of Cohort Status – Moved Out of State or Country or to a Private School or Private Tutor

YES Remove From State Cohort

Move to Withdrawn-Still in Cohort Status – Went to Another Public School in Alabama

YES Remove from School Cohort but Add to Another School Cohort

Move to Withdrawn Status – Location Unknown

YES Remain in Current School Cohort

Move to Dropout Status YES Remain in Current School Cohort

Move to Foreign Exchange Status YES Remove from State Cohort

Duplicate Student Record YES Merge Records in Cohort

Still Actively Enrolled in School YES Remain in Current School Cohort

Incarceration: Enrolled in Program that Culminates in Diploma

YES Removed from State Cohort

Incarceration: Enrolled in program that Does NOT Culminate in a Diploma

YES Remains in School Cohort

Switch Cohort Year YES Moved to Appropriate Cohort - * Note if in Alabama School in 8th & 9th Grade – Cohort Stands

4646Reference: Reference: U.S. Department of Education. 2008. High School Graduation Rate. U.S. Department of Education. 2008. High School Graduation Rate. No child left behindNo child left behind. Washington D.C. Washington D.C..

Making Cohort Changes – Documentation NeededMaking Cohort Changes – Documentation Needed

Category Required Documentation

Move to Graduate or Completer Status Diploma or Certificate (Official, Signed, Dated, Diploma/Certificate Type)

Death Letter from School Principal, Obituary Notice, or News Article

Move to Withdrawn-Out of Cohort Status – Moved Out of State or Country or to a Private School or Private Tutor

Request for Records or Official Proof of Current EnrollmentIf Out of Country – Letter from Family/Relative or letter from School Principal verifying move will be sufficient

Move to Withdrawn-Still in Cohort Status – Went to Another Public School in Alabama

Request for Records or Proof of EnrollmentProof in State Locator- This should only happen if not properly enrolled in another system or a technical glitch

Move to Dropout Status Letter of Withdrawal with a Dropout Reason as the Withdrawal Reason (Exit Interview Documentation)

Move to Foreign Exchange Status Document of Status in U.S.

Still Enrolled in This School Registration or Transcript showing Current Enrollment

Incarceration Proof that student is in a facility/program that culminates in a diploma (J.F. Ingram or DYS)

Switch Cohort Year Transcript

4747Reference: Reference: U.S. Department of Education. 2008. High School Graduation Rate. U.S. Department of Education. 2008. High School Graduation Rate. No child left behindNo child left behind. Washington D.C.. Washington D.C.

4848

Dropout PortalDropout Portal

To determine the dropout rateTo determine the dropout rate

• Use the 2012-2013 school yearUse the 2012-2013 school year

• Review the current status of students Review the current status of students identified as dropouts in any school with identified as dropouts in any school with grades 7 through 12. grades 7 through 12.

• Go through the four-year process to Go through the four-year process to determine if the status of these students determine if the status of these students changed from last year.changed from last year.

Prevention & Support Services System ContactPrevention & Support Services System Contact

4949

Ceceilia Mills (Region 1)Ceceilia Mills (Region 1) Jim Toney (Regions 2 & 3)Jim Toney (Regions 2 & 3) TBA (Region 4)TBA (Region 4) Fran Stewart (Region 5)Fran Stewart (Region 5)Colbert CountyColbert County Albertville CityAlbertville City Choctaw County Choctaw County Bessemer CityBessemer CityFlorence CityFlorence City Arab CityArab City Demopolis CityDemopolis City Birmingham CityBirmingham CityFranklin CountyFranklin County Athens CityAthens City Fayette CountyFayette County Fairfield CityFairfield CityHaleyville CityHaleyville City Blount CountyBlount County Greene CountyGreene County Homewood CityHomewood CityJasper CityJasper City Boaz CityBoaz City Hale CountyHale County Hoover CityHoover CityLauderdale CountyLauderdale County Cullman CityCullman City Lamar CountyLamar County Jefferson CountyJefferson CountyMarion CountyMarion County Cullman CountyCullman County Linden CityLinden City Leeds CityLeeds CityMuscle Shoals CityMuscle Shoals City Decatur CityDecatur City Marengo CountyMarengo County Midfield CityMidfield CityRussellville CityRussellville City Dekalb CountyDekalb County Pickens CountyPickens County Mountain Brook CityMountain Brook CitySheffield CitySheffield City Fort Payne CityFort Payne City Sumter CountySumter County Tarrant CityTarrant CityTuscumbia CityTuscumbia City Guntersville CityGuntersville City Tuscaloosa CityTuscaloosa City Trussville CityTrussville CityWalker CountyWalker County Hartselle CityHartselle City Tuscaloosa CountyTuscaloosa County Vestavia Hills CityVestavia Hills CityWinfield CityWinfield City Huntsville CityHuntsville City    Winston CountyWinston County Jackson CountyJackson County      Lawrence CountyLawrence County      Limestone CountyLimestone County      Madison CityMadison City      Madison CountyMadison County      Marshall CountyMarshall County       Morgan CountyMorgan County        Oneonta CityOneonta City         Scottsboro CityScottsboro City      

Prevention & Support Services System ContactPrevention & Support Services System Contact

5050

Ayanna Long (Region 6)Ayanna Long (Region 6) Kristen Dial (Region 7)Kristen Dial (Region 7) Kay Warfield (Region 8)Kay Warfield (Region 8) Greg DeJarnett (Region 9)Greg DeJarnett (Region 9)

Anniston CityAnniston City Alabaster CityAlabaster City Autauga CountyAutauga County Alexander CityAlexander City

Attalla CityAttalla City Bibb CountyBibb County Dallas CountyDallas County Auburn CityAuburn City

Calhoun CountyCalhoun County Chilton CountyChilton County Lowndes CountyLowndes County Barbour CountyBarbour County

Cherokee CountyCherokee County Coosa CountyCoosa County Montgomery CountyMontgomery County Bullock CountyBullock County

Clay CountyClay County Shelby CountyShelby County Perry CountyPerry County Chambers CountyChambers County

Cleburne CountyCleburne County Sylacauga CitySylacauga City Selma CitySelma City Elmore CountyElmore County

Etowah CountyEtowah County Talladega CityTalladega City Wilcox CountyWilcox County Eufaula CityEufaula City

Gadsden CityGadsden City Talladega CountyTalladega County DYSDYS Lanett CityLanett City

Jacksonville CityJacksonville City     Lee CountyLee County

Oxford CityOxford City     Macon CountyMacon County

Pell CityPell City     Opelika CityOpelika City

Piedmont CityPiedmont City     Phenix CityPhenix City

Randolph CountyRandolph County      Russell CountyRussell County

Roanoke CityRoanoke City      Tallapoosa CountyTallapoosa County

St. Clair CountySt. Clair County      Tallassee CityTallassee City

5151

Prevention & Support Services System ContactPrevention & Support Services System Contact

Tom Mock (Region 10)Tom Mock (Region 10) Marilyn Lewis (Region 11)Marilyn Lewis (Region 11)Baldwin CountyBaldwin County Andalusia CityAndalusia CityChickasaw CityChickasaw City Brewton CityBrewton CityClarke CountyClarke County Butler CountyButler CountyMobile CountyMobile County Coffee CountyCoffee CountyMonroe CountyMonroe County Conecuh CountyConecuh CountySaraland CitySaraland City Covington CountyCovington CountySatsuma CitySatsuma City Crenshaw CountyCrenshaw CountyThomasville CityThomasville City Dale CountyDale CountyWashington CountyWashington County Daleville CityDaleville City  Dothan CityDothan City  Elba CityElba City  Enterprise CityEnterprise City  Escambia CountyEscambia County  Geneva CityGeneva City  Geneva CountyGeneva County  Henry CountyHenry County  Houston CountyHouston County  Opp CityOpp City  Ozark CityOzark City  Pike CountyPike County  Troy CityTroy City

5252

Questions?Questions?

5353

Ceceilia MillsCeceilia Millscmills@alsde.educmills@alsde.edu

Jim ToneyJim Toneyjtoney@alsde.edujtoney@alsde.edu

Marilyn LewisMarilyn Lewismlewis@alsde.edumlewis@alsde.edu

Kay WarfieldKay Warfieldkaw@alsde.edukaw@alsde.edu

Tom MockTom Mocktmock@alsde.edutmock@alsde.edu

PREVENTION AND SUPPORT SERVICES334-242-8165

Greg DeJarnettGreg DeJarnettgregd@alsde.edugregd@alsde.edu

Fran StewartFran Stewartfstewart@alsde.edufstewart@alsde.edu

Kristen DialKristen Dialkdial@alsde.edukdial@alsde.edu

Ayanna LongAyanna Longalong@alsde.edualong@alsde.edu