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Mississippi Department of Education
Office of Research and StatisticsKen Thompson
June 1, 2011
Sr. Snapshot Verification And
Verification of the 5th Year StatusOf Students in the
2005-2006 Cohort of 9th Graders
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Webinar Agenda
• Part I – Sr. Snapshot Verification
• Part II – 5th Year Graduation/Dropout Calculation Procedures
• Part III – Downloading from Sharepoint
Reporting Data Accurately
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Accurate data is a necessity not a luxury
For information to be meaningful, calculations must be based on data that is accurate, reliable, and consistent across districts/schools.
Both the Mississippi Department of Education (MDE) and the Office of the State Auditor (OSA) have been charged with ensuring that student data is accurate, reliable, and consistent across so that data can be effectively used to affect change.
To that end, MDE will be requiring documentation for any requested changes to the Sr. Snapshot and/or the 5th Year Graduation/Dropout Cohort and OSA will be verifying documentation for other students.
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Webinar Agenda
• Part I – Sr. Snapshot Verification
• Part II – 5th Year Graduation/Dropout Calculation Procedures
• Part III – Downloading from Sharepoint
What is the Senior Snapshot?
• Beginning with the 2006-07 school year, USED required that all students be considered when calculating participation rates.
• That is, all students must be included in the denominator when calculating the testing participation rate.
• The Senior Snapshot is a ‘snapshot’ of all students who are included in the testing participation denominator.
Who is in the Senior Snapshot?
• All students in Grade 12 during 2010-2011
AND
• All Grade 56/58/78 students who were 18 on September 1, 2010.
Question: What is the Senior Snapshot verification checking for?
Answer: Whether or not a student included in the Senior Snapshot was tested in Math, Language Arts, and Science.
Question: What about students with Severe Cognitive Disabilities (SCD)?
Answer: SCD students are counted as tested if the student has taken either a regular assessment or the Mississippi Alternate Assessment of the Extended Curriculum Frameworks (MAAECF).
Math Language Arts
Science
Non-SCD Algebra I English II Biology I
SCDAlgebra I
ORMAAECF
English IOR
MAAECF
Biology IOR
MAAECF
The Senior Snapshot identifies every student as being “Tested” or “Not Tested”
Reasons a student may appear as “Not Tested” in the Senior Snapshot:
• Test record not matched to student in MSIS• Student transferred credit from a non- MS public
school• Student didn’t transfer credit but never took the
test.
For example…
Name DOB Math Language Arts Science
Smith, Johnny 05-15-1990 Y Y
Smith, Suzy 02-26-1990 Y Y Y
Williams, Chris 08-10-1990 Y Y
Xi, Chin 07-17-1990 Y Y
For example…
Name DOB Math Language Arts Science
Smith, Johnny 05-15-1990 Y Y
Smith, Suzy 02-26-1990 Y Y Y
Williams, Chris 08-10-1990 Y Y
Xi, Chin 07-17-1990 Y Y
Missing Scores
For example…
Name DOB Math Language Arts Science
Smith, Johnny 05-15-1990 Y Y
Smith, Suzy 02-26-1990 Y Y Y
Williams, Chris 08-10-1990 Y Y
Xi, Chin 07-17-1990 Y Y
ONLY the students with missing scores MUST be corrected.
Senior Snapshot Correction Process
Get List of Students
Research Students
Correct Students
Send Documentation
Research Students
Correct Students
Send Documentation
Go back to your schools. Pull the score reports, transcripts, etc. to indicate which students were actually assessed and which transferred credit.
On the spreadsheet, indicate whether a student was tested, transferred credit, or was not tested.
After you’ve corrected the students, send the documentation to MDE.
Get List of Students
ORS will provide the list of students needing correction via spreadsheet in Sharepoint.
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Where is the Sr. Snapshot spreadsheet?
The Sr. Snapshot is located in each district’s secure Sharepoint folder for “Accountability 2011”.
https://sharepoint.ors.ms
Correct Students
Disposition Description
T Student took SATP in 2010-11 or earlierORStudent was ruled SCD and was assessed with the High School Level MAAECF for Mathematics(You MUST provide documentation)
X Student transferred credit from an accredited school(You MUST provide documentation)
N Student did not meet condition “T” or “X” above (DO NOT provide documentation)
Access Sharepoint and print the snapshot
spreadsheet. You will need it when you
research the students in question.
Get List of Students
Research Students
Correct Students
Very Important!
Every student in the snapshot MUST have a T, X, or N for all subjects showing as “Not Tested”. Any students with a “Blank” status will be counted as “Not Tested”.
Verification is NOT complete until you’ve markedT, X, or N for every student.
Print a copy of your final snapshot
Save a copy of your final snapshot
Print a copy of your final snapshot
Review your FINAL results VERY carefully.
Print them.
Double-check them.
Send Documentation
Packet Cover Sheet
This page MUST be the first page we see when we open
your packet.
District Coversheet
Each student should have…Send Documentation
StudentCoverSheet
(Doe, John)Student Transcript
Algebra I AMusic BSpanish I AEnglish I AEnglish II AEarth Science ABiology A
StudentDocumentation
(Doe, John)Student Transcript
Algebra I AMusic BSpanish I AEnglish I AEnglish II AEarth Science ABiology A
(Doe, John)Student Transcript
Algebra I AMusic BSpanish I AEnglish I AEnglish II AEarth Science ABiology A
Collate all information…
Send Documentation
(Doe, John)Student Transcript
Algebra I AMusic BSpanish I AEnglish I AEnglish II AEarth Science ABiology A
Send us the packet…Send Documentation
Barbara QuarlesOffice of Research and Statistics MS Department of Education Suite 214 359 North West Street Jackson, MS 39201
PLEASE ship the Packet to us REQUIRING A SIGNATURE
Signature
RequiredSignature
Required
Send Documentation
The packet with all documentation must be in our office by June 30 at 5:00 PM
Questions??
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Webinar Agenda
• Part I – Sr. Snapshot Verification
• Part II – 5th Year Graduation/Dropout Calculation Procedures
• Part III – Downloading from Sharepoint
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Graduation/Dropout Calculation Procedures
Cohort is based on students who were first-time 9th graders five years prior to the latest complete year in MSIS.
• Latest complete year in MSIS is 2009-2010• Four years prior is 2005-2006
Students who move to Mississippi in 10th, 11th, or 12th grades were added to the cohort of students where 9th graders at the same time.
Students who are adequately documented as transferring to a legitimate educational institution or as deceased are not considered when calculating rates.
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Graduation/Dropout Calculation Procedures (Continued)
Students who are in grades 56, 58, or 78 are placed in a cohort based on age rather than grade.
Students are included in one and only one cohort.
Once placed in a cohort, students are never moved to a different cohort.
These students represent the same group of students who were verified in Spring, 2010.
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Graduation Rate vs Completion Rate
Five-Year Graduation Rate is the number of students in the cohort who received a traditional diploma by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).
Five-Year Completion Rate is the number of students in the cohort who received a traditional diploma, SPED Certificate, Occupational Diploma, or In-House GED by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).
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Dropout Rates
Five-Year Dropout Rate is the number of students in the cohort who have dropped out of school by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).
A student is considered a dropout if the student stopped attending school OR there is insufficient documentation to show otherwise.
A student is NOT considered a dropout in the five-year rates if the student is still attending school or if the district is actively working to help a student who has completed all graduation requirements pass one or more subject area tests.
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Five Year Completion, Graduationand Dropout Rates
These five year rates will be used in the federal AYP accountability model for determining “Other Academic Indicator”.
These rates will also be used in the state accountability model and for determining HSCI for the state accountability model.
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Downloading the cohort spreadsheet(Continued)
The cohort is located in each district’s secure Sharepoint folder for “Accountability 2011”.
https://sharepoint.ors.ms
Access Sharepoint and print the Year 5 Cohort spreadsheet. You will
need it when you research the students in
question.
Get List of Students
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Ensuring data is accurate
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Ensuring data is accurate
Every student included in the cohort will be provided to the district in which the student was last enrolled. (The district with the last enrollment record will know the final status of the student)
Cohorts will be provided in a spreadsheet in the district’s secure folder on the Sharepoint server. (Same location as accountability results, Sr. Snapshot, etc.)
A final status is provided for each student as determined from MSIS.
A location is provided for the verified status of each student.
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Ensuring data is accurate(Continued)
The options for the verified status are provided via a drop-down box. Only options listed in the drop-down box will be accepted as a final verified status for the student.
For any student whose verified status is not “Correct as Reported” OR “Dropout”, physical documentation must be submitted to support the requested change.
If sufficient documentation is not submitted, the original final status of the student will be used in calculations.
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Ensuring data is accurate(Continued)
Notice the scroll bar that
indicates additional
options
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Ensuring data is accurate(Continued)
Notice the scroll bar that
indicates additional
options
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Ensuring data is accurate(Continued)
All Students Highlighted in Yellow MUST
have sufficient documentation submitted for
their final status to be changed
All Students Highlighted in Yellow MUST
have sufficient documentation submitted for
their final status to be changed
All Students Highlighted in Yellow MUST
have sufficient documentation submitted for
their final status to be changed!!
All Students Highlighted in Yellow MUST
have sufficient documentation submitted for
their final status to be changed
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Ensuring data is accurate(Continued)
Without sufficient
documentation, original final status
will be used!!
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Ensuring data is accurate(Continued)
Notice that documentation is not requested for the student whose
status is being updated to “Dropout”
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Ensuring data is accurate(Continued)
Although data audits will not be limited to
those students whose status didn’t change, documentation of these data will be left for the data audit.
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Ensuring data is accurate(Continued)
So, you do NOT need to
submit documentation
for any students
whose status did NOT change!!
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Documentation
What documentation is “sufficient”?
Answer: It is impossible to list all documentation that might be considered sufficient. What is sufficient for one student may or may not be considered sufficient for another student.
Your Sharepoint folder contains a document titled Data Verification Procedures 2005-2006. This document provides guidance on the cohort verification process including examples of sufficient documentation.
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Documentation
Page 5 of the Guidance (Continued)Verified Status Supporting Documentation
Correct As ReportedNone required to be submitted. However, it is imperative to have supporting documentation on file. During an audit, documentation must be provided.
Traditional Diploma Recipient Copy of the diploma. Cumulative record of student with the diploma recorded.
SPED Certificate of Attendance Recipient
Copy of the certificate. Cumulative record of student with the certificate recorded.
Occupational Diploma Recipient Copy of the occupational diploma. Cumulative record of student with the diploma recorded.
In-House GED Recipient Copy of the GED certificate with documentation that it was received in-house.
Missing One or More SATP Passing Scores
District policy outlining graduation requirements and records of student demonstrating student’s fulfillment of the requirements.
Transfer To A Non-Public School Request for records on letterhead from the receiving school.
Transfer Out-of-State/Out-of-Country
Request for records on letterhead from the receiving school. Note: Students transferring out of country do not require formal documentation. Written documentation from family, neighbor, etc. is sufficient for out of country transfers.
Transfer to a State Special SchoolIf the transfer is recorded in MSIS, a note indicating the transfer is sufficient. If the transfer is not recorded in MSIS, the transfer must be recorded on letterhead from the receiving school.
Transfer to Home School Letter from the school attendance officer acknowledging transfer of student to home school.
Deceased Obituary or death notice from local paper.Dropout No documentation required.
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Submitting the verified cohort and supporting documentation
Revisions MUST be received by 5:00 pm on June 30, 2011 to be included in the final calculations for the 2005-2006 cohort of first-time 9th graders.
Submit to:
The Mississippi Department of EducationOffice of Research and Statistics
PO Box 771Jackson, MS 39205
ATTN: Barbara Quarles
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Submitting the verified cohort and supporting documentation
(Continued)
2.3.
1.
Send us the packet…Barbara QuarlesOffice of Research and Statistics MS Department of Education Suite 214 359 North West Street Jackson, MS 39201
PLEASE ship the Packet to us REQUIRING A SIGNATURE
Signature
RequiredSignature
Required
Submitting the verified cohort and supporting documentation
(Continued)
Questions??
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Webinar Agenda
• Part I – Sr. Snapshot Verification
• Part II – 5th Year Graduation/Dropout Calculation Procedures
• Part III – Downloading from Sharepoint
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Downloading the cohort spreadsheet(Continued)
Both the Sr. Snapshot and the Year 5 Cohort are located in each district’s secure Sharepoint folder for “Accountability 2011”.
https://sharepoint.ors.ms
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Log In
Downloading the cohort spreadsheet(Continued)
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This is the username/password used to download accountability results.
Downloading the cohort spreadsheet(Continued)
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Downloading the cohort spreadsheet(Continued)
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Downloading the cohort spreadsheet(Continued)
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You will only see a folder for your district!
Downloading the cohort spreadsheet(Continued)
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Click on the “Accountability 20011” folder.
Downloading the cohort spreadsheet(Continued)
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Downloading the cohort spreadsheet(Continued)
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Click on ‘Explorer View’
Downloading the cohort spreadsheet(Continued)
The State Board of Education voted to use the following point values for HSCI calculations beginning with the 2010-2011 school year:
Traditional Diploma 300GED 200Occupational Diploma 175Certificate of Attendance 150Met All Requirements other than SATP 150Still Enrolled 50 Dropout -300
Effects on HSCI
In the past, verification of the year 5 cohort has taken place during the appeals window for accountability.
This year, the verification is taking place during June to allow more time to concentrate on the cohort during June and assessment verification during the appeals window.
Consequently, THERE WILL BE NO APPEALS FOR THE HSCI DURING THE APPEALS WINDOW!
Effects on HSCI
