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
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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.
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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identified as - identified as - • Still EnrolledStill Enrolled• No ShowNo Show• Withdrawn (Still in Cohort)Withdrawn (Still in Cohort)• Missing RecordsMissing Records• DropoutsDropouts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.
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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.
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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.
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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.
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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;
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• 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)
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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)
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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.
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• 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
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Accessing the Graduation Accessing the Graduation Rate Accountability PortalRate Accountability Portal
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From a Web browser, type: https://ap.alsde.eduFrom a Web browser, type: https://ap.alsde.edu
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Four-Year Graduation Rate Four-Year Graduation Rate Cohort Portal for 2013Cohort Portal for 2013
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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..
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New users select New users select RegisterRegister from the menu from the menu below.below.
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Registration Information
Complete all fields before selecting the Next tab to continue.
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Account InformationAccount Information
Complete all fields before selecting the Next tab to continue.
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Select Select FinishFinish
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Select Select HelpHelp
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Select Select Gain AccessGain Access
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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.
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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
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You may sort student information in the columns below.
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Select the “Action” column to make updates to the “Record Type” for each student.
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Selecting the “Action” column, an update box willappear.
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Select the “Change student to” dropdown box.
Never Enrolled (2)
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Select the “Still enrolled.”
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Selecting the “Still enrolled”
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Select the “Browse” link to upload supporting data from your computer.
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Select the “Save changes” link once you have completed working with this student.
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Selecting the “Merge/duplicate student”
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Selecting the “Graduate/Completer”, then “Set exit type to.”
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Selecting the “Dropout”, then “Set dropout code to.”
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Selecting the “Switch Cohort Year”
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Selecting the “Withdrawn-still in cohort”, then “Set withdrawal code to.”
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Selecting the “Withdrawn-out of cohort”, then “Set withdrawal code to.”
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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?
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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
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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
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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.
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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
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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
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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)
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St. Clair CountySt. Clair County Tallassee CityTallassee City
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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
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Questions?Questions?
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Ceceilia MillsCeceilia [email protected]@alsde.edu
Jim ToneyJim [email protected]@alsde.edu
Marilyn LewisMarilyn [email protected]@alsde.edu
Kay WarfieldKay [email protected]@alsde.edu
Tom MockTom [email protected]@alsde.edu
PREVENTION AND SUPPORT SERVICES334-242-8165
Greg DeJarnettGreg [email protected]@alsde.edu
Fran StewartFran [email protected]@alsde.edu
Kristen DialKristen [email protected]@alsde.edu
Ayanna LongAyanna [email protected]@alsde.edu