Oregon Department of Education: Graduation & Dropout Reporting Overview

2022-23 Graduation & Dropout Reporting Part 1 of 2: Exit Adjustment and Report Overview 10/05/2023 Paul Skomsvold paul.skomsvold@state.or.us Oregon Department of Education 1

Todays Schedule Exit Adjustment Calculated End Date Codes ADM Program Type 14 Graduation and Dropout Reporting Overview Data submission FAQs What to do before October 26 Oregon Department of Education 2

About Us The Oregon Department of Education works in partnership with school districts, education service districts and community partners to foster equity and excellence for every learner; Together, we serve over 553,012* K-12 students and support 81,826* school employees, including teachers, administrators and classified staff; We believe every student should have access to a high-quality, well-rounded learning experience; and We work to ensure every student in Oregon graduates with a plan for their future. *Data from October 2022 Oregon Department of Education 3

Equity Education equity is the equitable implementation of policy, practices, procedures, and legislation that translates into resource allocation, education rigor, and opportunities for historically and currently marginalized youth, students, and families including civil rights protected classes. This means the restructuring and dismantling of systems and institutions that create the dichotomy of beneficiaries and the oppressed and marginalized. Oregon Department of Education 4

Exit Adjustment: Dates & Purpose 22-23 Exit Adjustment Window Opens: October 5, 2023 Closes: December 1, 2023 Final Date for any changes: December 8, 2023 at 11:59 PM (validations close) Purpose The Exit Adjustment is a look back into the Annual Cumulative ADM Collection for the 22-23 School Year that allows you to edit certain fields relating to student outcomes, mainly used for Graduation/Dropout Reporting. Oregon Department of Education 5

Exit Adjustment: Editable Fields ADM End Date Code ADM End Date ADM Diploma Type Code Withdrawal Factor Code All Essential Skill Codes and Dates: optional for 22-23 Oregon Department of Education 6

Exit Adjustment: Editing Records 1. Record Maintenance 2. File Upload Oregon Department of Education 7

Exit Adjustment: Record Maintenance Oregon Department of Education 8

Exit Adjustment: File Upload File Upload Uploaded records must match key fields Uploaded records will update only the editable fields in the record they match. All other changes will be discarded. File uploads must use the current ADM file format Oregon Department of Education 9

Exit Adjustment: Cutoff Dates for Inclusion in Exit Adjustment - Credentials ADM End Date Codes 4A, 4C, 4E, 4F, and 4G Credential Awarded/Earned Reporting Program type 14 Program type 14 (more information to follow) Prior to July 1, 2022 July 1, 2022 June 30, 2023 (during the 22-23 school year) Exit Adjustment (or program type 14, if the student was not enrolled immediately prior to receiving the credential) 1st Period Cumulative ADM 23-24 (use a program type 14 record for summer diplomas). July 1, 2023 or later (October 2) Oregon Department of Education 10

Exit Adjustment: Cutoff Dates for Inclusion in Exit Adjustment Transfers/Deceased ADM End Date Codes 2A, 2B, 2C, 2D, 5C, and 6A Student s last enrollment with reporting district Prior to July 1, 2022 (21-22 SY or before) Documentation Received (see pages 46-47 of the 23-24 ADM Manual) Reporting Program type 14 Program type 14 (more information to follow) Exit Adjustment Prior to Oct 15, 2023 During the 2022-23 school year Within 30 days of the student s last enrollment More than 30 days after the student s last enrollment Prior to Oct 15, 2023 During the 2022-23 school year Program type 14 record Student was enrolled through the end of the 2022-23 school year Exit Adjustment Program type 14 record (in 2nd Period Cumulative ADM) Student was enrolled through the end of the 2022-23 school year On or after Oct 15, 2023 Oregon Department of Education 11

Exit Adjustment: ADM End Date Code Guidance ADM EndDt Cd Guidance https://district.ode.state.or.us/wma/training/docs/cumadm4fguidance.pdf Oregon Department of Education 12

Exit Adjustment: Essential Skill Codes Students receiving a regular or modified diploma may have the appropriate essential skills reported in ADM. In previous years, all students had to demonstrate proficiency on the essential skills in order to be awarded a regular or modified high school diploma. Due to COVID-19 closures, this requirement was suspended for students graduating starting in 2019-20. For reporting, the Cumulative ADM Collections will allow a 0 value ( 0 Not Applicable) for graduation records requiring an Essential Skill Code. See http://www.oregon.gov/ode/educator-resources/essentialskills/Pages/default.aspx for more details. Oregon Department of Education 13

Questions Oregon Department of Education 14

Calculated End Date Codes: Overview ODE produces one calculated end date code per student. The Calculated End Date Code attaches to the student s latest record. Calculated End Date Codes are refreshed nightly. Oregon Department of Education 15

Calculated End Date Codes: What does the Calculated End Date Code Mean? The calculated end date code is a mechanism for ODE to communicate with districts regarding students who may have been reported incorrectly, and to provide additional information about students to districts. To be considered in calculated end date code processing: ADM Enroll Date 7/1/2022 or later for Annual ADM 2022-23 Records ADM Enroll Date 7/1/2023 or later for 1st Period ADM 2023-24 Records Oregon Department of Education 16

Calculated End Date Codes: How do I see the Calculated End Date Code? Record Maintenance Oregon Department of Education 17

Calculated End Date Codes: Types of Production Download to use for seeing ADM End Date Codes Production Downloads, second to last column in spreadsheet (column BX) Be careful to select the right year Cum ADM Annual 22-23 Oregon Department of Education 18

Calculated End Date Codes: Most Common Calculated End Date Codes 1A, 1B, 1D, 2A, 2D, 2?: The student was reported in First Period Cumulative ADM 23-24 3E, 3F: The student was last enrolled after May 15, 2023 (for 3F) or before May 15, 2023 (for 3E), and did not either re-enroll in 1st Period Cumulative ADM or report a different outcome in Annual (transfer out, graduate, specific dropout code ) See the Dropout and Exit Adjustment Manual for the complete list. Oregon Department of Education 19

Calculated End Date Codes 4A, 4F, and 4G Regular or Modified Diplomas Based on High School Entry Year and Enrollment in First Period Cumulative ADM Note that these are suggested codes. Cumulative ADM End Date Codes 4F End Date Guidance Oregon Department of Education 20

Calculated End Date Codes 4A, 4F, and 4G continued Type 4: student completed diploma track and earned a diploma If the student is not expected to return, always use 4A. If the student was expected to return, but does not, you must award the diploma (4A or 4G). 4F records must always be followed by continued enrollment or the award of a credential. If the student has been enrolled in high school for four or more years, 4F is not appropriate. 4A (with diploma type code 1) may not be followed by any enrollment record claiming state school funding. 4G may not be followed by any enrollment record claiming state school funding other than ADM Program Type Code 16 (Post Graduate Scholars). Program Type Code 16 records should only follow 4G ADM End Date Codes. Oregon Department of Education 21

Calculated End Date Codes: Example Action Needed A student was enrolled with your district in 9th grade through May 26 (the last day of school). You code them as 1A because you expect them to return for the next school year. When you look in Exit Adjustment, you see that the student s calculated end date code is 3F. You should: 1. Review first period record. 2. Review records for evidence of another outcome. 3. Review records to see if student completed the school year or not and an explanation for the dropout. 4. If none of those conditions are met, you mustchange the student s ADM End Date Code to 3F. Oregon Department of Education 22

Calculated End Date Codes Inappropriate Inaction Important: It is never appropriate to leave a record with an ADM End Date Code of 1A, 1B, 1C, or 1D, if the Calculated End Date Code is 3E or 3F. Oregon Department of Education 23

Calculated End Date Codes Example No Exit Adjustment Needed If it s not documented, it can t be reported Review records to see if you have documentation of a transfer. Unless you have required documentation as specified in the ADM manual, do not change the ADM End Date code in Exit Adjustment. A student was enrolled with your district in 10th grade through January, then stops attending. You code them as 3E dropout, status unknown. When you log into Exit Adjustment, you see a Calculated End Date Code of 2A. Oregon Department of Education 24

Calculated End Date Codes Example 1 Action May be Needed A student was enrolled with your district in 12th grade through May 26, at which point they graduate. You code them as 4G because the student is eligible for Post Graduate Scholars and is interested in participating. When you check Exit Adjustment, you see a calculated ADM End Date Code of 4A, because the student was not reported again in your district. Review First Period Records Review records for Post Graduate Scholars Enrollment. If neither of these conditions is correct, change the student s ADM End Date code to 4A. You should: Oregon Department of Education 25

Calculated End Date Codes Example 2 Action May be Needed Review transfer documentation. If you have appropriate required documentation that the student transferred to another Oregon Public school, leave the student s ADM End Date code as 2A. Check for duplicate SSIDs. If you do not have appropriate required documentation, you must change the student s ADM End Date Code to 3E or 3F. A student was enrolled with your district in 10th grade through May 26, at which point they leave your district. One week later, you receive a records request from a neighboring district, so you code the student 2A. When you check Exit Adjustment, you see a calculated ADM End Date Code of 3F, because the student was not reported as returning. You should: Oregon Department of Education 26

Calculated End Date Codes Tips A. Complete 1st period Cumulative ADM before starting on Exit Adjustment. B. Do not assume that a record s Calculated End Date Code is necessarily the most appropriate code for that student. Only make End Date Code changes that are supported by your school or district data. This will help you and your colleagues at other districts as well. C. Contact your Regional ESD Partner if you need to make edits to locked fields, or add new records to Annual Cumulative ADM 22-23. D. Calculated End Dates Codes are refreshed nightly. Oregon Department of Education 28

Questions Oregon Department of Education 29

ADM Program Type 14 Overview These records can be used to submit diplomas, other credentials, and some non- credential outcomes, both for the current year and for prior school years. Be careful when adding these records you must use the actual event date in most cases. Using a date that is too late or too early may cause the record to be incorrectly excluded from this year s calculations. Oregon Department of Education 30

ADM Program Type 14 Allowable Codes and Dates Allowable codes: 4A, 4C, 4E, 4F, 4G (Credentials) 2A, 2B, 2C, 2D (Transfers) 6A (Deceased) 5C (for Oregon students on Foreign Exchange in another country ) 6B (Returned after receiving a completion credential and exited again) Allowable Dates: July 1, 2018 through October 2, 2023 (records with dates after June 30, 2023, must be reported in First Period Cumulative ADM). Oregon Department of Education 31

ADM Program Type 14 Requirements No more than one weekday between ADM Enrolled Date and ADM End Date. Session days, days present, days absent, FTE, and instructional hours should all be zero. Tuition type should be P. For graduation reporting, this record should be the most recent record date. There should be no further records for this student unless they reenrolled for further education. Oregon Department of Education 32

ADM Program Type 14 Example A student is enrolled with you from September 4, 2020, through April 9, 2021. The student leaves, and you do not know where they have gone, so you report them with ADM End Date Code 3E. While reviewing your cohort reports, you discover that the student registered with your ESD for homeschooling on May 4, 2021. You may report a record in Annual Cumulative ADM 22-23, as follows: ADM Program Type Code: 14 ADM Enroll Date: May 4, 2021 ADM End Date: May 5, 2021 ADM End Date Code: 2B ADM Days Present, Days Absent, Session Days, Instructional Hours, FTE: 0 ADM Tuition Type Code: P Oregon Department of Education 33

ADM Program Type 14 Important Notes Any outcomes you add to First Period Cumulative ADM 23-24 MUST be added to all other periods of 23-24 ADM as well, throughout the year. Future graduation/dropout calculations will use 23-24 Annual Do not input any outcomes for which you do not have appropriate documentation ( If it s not documented, it can t reported ). Remember to update SSID records. Oregon Department of Education 34

Questions Oregon Department of Education 35

Graduation & Dropout Reporting Overview This is a brief overview. Detailed Reporting Rules and Validation Guidance posted before : Thursday, October 26 See also: http://www.oregon.gov/ode/reports-and-data/Pages/Graduation- Cohort-Dropout-Rates.aspx for technical manuals and prior years reports Oregon Department of Education 36

Graduation & Dropout Reporting Overview : Public Releases Important! Graduation and dropout data are EMBARGOED until the public release dates. Do not share embargoed data with anyone other than district staff. Oregon Department of Education 37

Graduation & Dropout Reporting 22-23 Calculation Changes New student groups! Military Connected Students Recently Arrived Students with Experience in Incarceration or Detention Oregon Department of Education 38

Graduation & Dropout Reporting Differences Between Graduation & Dropout Reports Definition NCES 4-year Cohort 5-year Cohort Denominator Dropout Rate: Fall Membership 2022- 23 in Grades 9-12 Adjusted Cohort (students with 2019-20 cohort, minus students who were deceased or transferred out) Adjusted Cohort (students in 2018-19 cohort, minus students who were deceased or transferred out) Grad Rate: (Dropouts + Graduates) Graduates Regular or Modified Diploma awarded (4A or 4G) between 9-1-22 and 8-31-23 Regular or Modified diploma earned by students in the adjusted cohort between 7- 1-19 and 8-31-23 Regular or Modified diploma earned by students in the adjusted cohort between 7-1-18 and 8-31-23 Dropouts School-year dropouts between 7-1- 22 and 6-30-23, plus students reported as 3F between 5-1 and 6- 30-22. No cohort dropout rate No cohort dropout rate Oregon Department of Education 39

NCES Dropout Report Calculation Validation: October 26 to December 8 Calculation: Number of Dropouts (grades 9-12) in 2022-23 Number of Students enrolled in grades 9-12 on the first school day in October, 2022* *Net Enrollment is used for a small minority of schools, or cases where the school had students later in the year but not on the Fall Membership snapshot date Oregon Department of Education 40

NCES Dropout Report Who Counts as a Dropout? A student is a dropout if their last reported event was: 1. One of the following codes between July 1, 2022 and June 30, 2023 3A Withdrew for Personal or Academic Reasons 3B Exceeded Age Requirements 3C Removed for Reasons Other than Health 3D Enrolled in Adult Education 3E Not Enrolled Status Unknown 4B Completed Diploma-Track Program and Did Not Meet Requirements for HS Diploma 5E Withdrawn and Under Compulsory Attendance Age Oregon Department of Education 41

NCES Dropout Report Who Counts as a Dropout? Part 2 2. Students who completed the 2021-22 school year but did not return by October 2, 2023 (no shows they have a full year to return) 3F - Completed Prior School Year and did not Re-enroll as Expected (End Dates in May or June 2022 only) Oregon Department of Education 42

NCES Dropout Report Visual Representation Dropouts during 2022-23 Students who re- enrolled by October 2, 2023 Students who earned a credential Oregon Department of Education 43

NCES Graduation Rate This rate is not published or used in accountability determinations, but it is a required portion of ODE s federal reports. The rate is calculated and displayed for validation. It is sometimes released in response to data requests (but we try to steer people away). Calculation: Number of Graduates in 2022-23 Number of Graduates + Number of Dropouts Oregon Department of Education 44

Cohort Graduation Report Dates and Calculation Validation: October 26 to December 8 Calculation: Students in the Adjusted Cohort who earned Regular or Modified Diplomas Adjusted Cohort Oregon Department of Education 45

Cohort Graduation Report Setting Cohort Years A student s cohort year should be the first year they were enrolled in any high school grade, anywhere Review Documentation May already have an SSID; If there is no documentation of prior high school enrollment, assign a high school entry year based on their first high school enrollment in your district. Additional Guidance for students who have no documentation: https://odedistrict.oregon.gov/CollectionsValidations/Collections/Document s/High%20School%20Entry%20Year%20Assignment%20Guidance.pdf Oregon Department of Education 46

Cohort Graduation Report Appealing Cohort Years Cohort years may be reset because: A data entry error was made New documentation is discovered Cohort years may NOT be reset solely because: A student skips a grade A student repeats a grade or is demoted A student moves from one district to another A student spends a year or more not enrolled in school Your Regional ESD partners can help you appeal a currently assigned cohort year. High School Entry Year Appeal Template: https://odedistrict.oregon.gov/CollectionsValidations/Collections/Documents/HSEY%20Appeal%20 Template.xls Send via Secure File Transfer Oregon Department of Education 47

Cohort Graduation Report Helpful Information Remember to include information about the reason you believe the cohort year you are requesting to be changed is inaccurate, and a description of any documentation you have. Helpful: Received transcript from [district] showing student attended 9th grade in 2019-20. Transcript available. Student enrolled in US/OR for the first time in April, 2022 from [country]. They were assigned to the 20-21 cohort at that time based on their age; transcripts have now been received and it has been determined that 2019-20 is more appropriate (highest grade in [country] was 8th). Not Helpful: Entered incorrectly Cohort year is incorrect Oregon Department of Education 48

Cohort Graduation Report Adjusted Cohort How ODE creates the Adjusted Cohort (for 4-year cohort): 1. Start with: All students with a 2019-20 cohort year in SSID 2. Subtract: Students who were never enrolled in an Oregon public school or district between July 2019 and June 2023. The result is the Unadjusted Cohort 3. Subtract: Students who left the state, students who transferred into private schools or homeschooling, students who are deceased. Result is the Adjusted Cohort Oregon Department of Education 49

Cohort Graduation Report Adjusted Cohort Visual Students with a 2019-20 Cohort Year in SSID and enrollment in an Oregon School District between 2019-20 and 2022-23 Adjusted Cohort Deceased/Permanently Incapacitated Transfers to Private School Emigrated, including foreign exchange students returning to home country Transfers to Private School Moved to another state and enrolled in degree-granting school Transfers to Private School Transfers to ESD-registered Homeschool Transfers to Private School Oregon Department of Education Transfers to Private School Transfers to Private School 50

Cohort Graduation Report Visualizing Cohort Graduates and Completers Alternative Certificates Adjusted Cohort Other non-completers GEDs Completers AHSDs Continuing Enrollment Extended Diplomas Graduates with a Modified Diploma Graduates Graduates with a Regular Diploma Post Graduate Scholars Oregon Department of Education 51