CGRAUDIT Process This ppt is based on the following documents. Please refer to them for more information: – Cohort GradRate Audit Process –Printing Cohort Graduation Verification Reports Using ABCTools11 –2011 CGR Test Record Search The training today covers the CGR Process for this year’s cohort. The CGR Preview has a much broader scope for all year’s cohorts.

Grad Info June 15, 2011 is the deadline for schools to have grad info entered into NC WISE and Final Submission completed in the Graduate Data Verification System. When processed, graduation lists will be run through the data collection Status Viewer Error Checker and matched to the FDS ACCDATA file. Once passing the status viewer, graduate status will be added to the CGRAudit file. The 0s will be replaced with 9s at this point. Confirm grad status in the CGRAudit file.

Cohort Verification The CGRAUDIT***.TXT file is for information only…DO NOT EDIT THIS FILE Every student that could possibly be in the cohort will be in this file File will change with data collections Data comes from the following: –ACCDATA/ACCTEST Files from data collections –Dropout Records –Graduate Records –CGRExit file

Cohort Verification The CGREXIT***.TXT is the file that will be edited. Only students who require a change in the CGRAUDIT file will be in this file. TCs can add students to this file. Changes made to the CGREXIT file will be processed when uploaded to SSH and should show up in the CGRAUDIT file. The CGRExit file name must not be altered. The program only reads the file as originally named.

Cohort for Graduation The CGRAudit and CGRExit file are located on secure shell in the 2011/CGR folder by school and LEA The CGRExit file is pre-populated with the following: –students who appear to be on track for the 2011 grad cohort but have disappeared from the school (appear to have disappeared) –students whose grade 8 year was not found

Right now… There are very few 9’s in the file (only summer/midyear grads) Use the CGRExit file to locate the students who appear to have left the school or who are missing or have incorrect/missing gr8 year info Look over the CGRAudit file to find and fix duplicates

Cohort for Graduation If you choose to edit and submit the LEA level file, delete the school level files from the 2011/CGR Folder on the SSH. If you choose to edit and submit the school level files, remove the LEA level file from the 2011/CGR Folder on the SSH. Note: If both the LEA and school level files exist, the LEA level file will be processed and the school level files will be ignored.

0 = Has not left this school 1 = Transferred to another school in the same system 2 = Transferred to another system 3 = Left the state (see new codes A-E) 4 = Dropped out 5 = Temporarily withdrawn due to suspension or school approved illness (does not exempt the student) 6 = Death 7 = Other situation that does not exempt the student from the cohort 8 = Visiting student (should not have been in the cohort) 9 = Graduated (is listed on the official list of graduates) A = Transferred to a private school within the state (includes NC School of Math and Science) B = Transferred to home school within the state C = Transferred to a community college D = Certificate recipient E = Documented transfer within district that DPI could not confirm G = Documented transfer within state that DPI could not confirm (includes Detention Center) ? = Has left the school but the reason has not yet been determined Codes that exempt student from cohort: 1, 2, 3, 6, 8, A, B, E, G Exit Codes

2011 CGR Process Overview Download the CGRAUDIT and CGREXIT Files Make edits to CGREXIT LEA or school files? Upload CGREXIT/CONVID file/s to SSH Server processes and updates CGRAUDIT file/s Verify Changes made to CGREXIT were accepted in CGRAUDIT Download updated CGRAUDIT file Make edits to CONVID Files if necessary

Download CGR Files Step 1. Download CGR files and Load into SQL Open ABC Tools 11 Go to Reports->Graduation Reports Click on Download CGR Audit (Black screen will appear as files are downloaded) Click on Load CGR Audit to Local MYSQL Database

Cohort Verification Demo of CGRAUDIT and CGREXIT The effective_exit_code (orange) is the code that is being used for the student. The students that will count against your grad rate are the ones who have a Y in the gradrate_denominator column and a N in the gradrate_numerator column. If a student is found in another LEA by programming, the appropriate exit code has been placed in the exit_code column (yellow). CGRAUDIT*** File

On-Track Students –On-Track students are determined by 2 things: Init_Gr8_year and init_grade. Students are on track if the following is true: 1) Grade8year = 2007 or 2) Grade is on track 9 th in th in th in th in 2011 or 3) grad_year = 2011 –Init_gr8_year is set by the year of the EOG Grade 8 test in the acctest –If there is no EOG GR8, the init_gr8 year is set to ?. This is now being set by default so that the student is a 1st time 9th grader and therefore counts in this year’s cohort –If the student is not a 1st time 9th grader, the TC has to enter the correct 8th gr year in the CGREXIT file in order for the student not to count in the cohort

If a student has an exit_code of 1 or 2 in the file already, DPI located the student and prepopulated this info. Nothing else needs to be done for these students. For students who transfer within district or state, the exit_code of 1 or 2 should be entered as well as the students transfer school code and student id. The effective_exit_code does not change to codes 1 and 2 if the student was not found in another school in the state. If they are not found, they will count against the school unless the exit code is changed to E or G. Cohort Verification CGREXIT*** File

Cohort Verification If a student transferred out of state, make sure the effective_exit_code is a 3. (Have documentation of out of state transfers) Transfer in students were added if they transferred in on track. If they have since left, the exit code (yellow) will need to have the appropriate value entered to indicate why the student is no longer in the school in the CGREXIT***.TXT file. If a student transferred in on track but isn’t counting for or against the school, check the grade 8 year. If it is missing or incorrect, enter it into the g8year column (purple) of the CGREXIT***.TXT file. IMPORTANT: Correct the 8 th grade reporting year in NC WISE if possible as well.

Search feature to assist with CGR Allows users to find students who are no longer in their school system If TC prefers, schools can have access to this tool (must assign new passwords this year) CGR Record Search

1.Open the CGRExit file 2.Locate the student ID for which you are searching for and enter it into the Record Search website 3.Once the student is found, enter the school code into the xfer_school_code column and student ID in the xfer_student_id column of the new school in the CGRExit file and enter the appropriate exit code CGR Record Search

Removing Duplicates using CONVID File Sort the CGRAudit file by school code, last name, first name to find the dups CGRAUDIT: In 2011/CGR/CGRAUDIT999.TXT: Same student shows up twice, but with different IDs. school_code student_id last_name first_name effective_exit_code DOE JANE FOXX ? DOE JANE ?

Removing Duplicates using CONVID File CGRSEARCH: Searching by : type year col school student_id last_name first_name gr sx eth dob g8yr src_id MEM 2009 MAR DOE JANE FOXX 11 F WHTE CGRSEARCH: Searching by /DOE/JANE: type year col school student_id last_name first_name gr sx eth dob g8yr src_id MEM 2009 MAR DOE JANE FOXX 11 F WHTE MEM 2009 APR DOE JANE 11 F WHTE MEM 2009 FDS DOE JANE 11 F WHTE MEM D DOE JANE 12 F WHTE Observation: ID changed from to midyear in 2009 and the March ACCDATA file didn't get corrected by the IDCONVERTED process, probably because the old ID didn't make it into the CONVID file at the time. Use CGR Search to find out the correct IDs for the student

Removing Duplicates using CONVID File Add the entry to the CONVID file and remove the incorrect id from the CGREXIT file Convid File located on SSH at: 2011/CONVID/CONVID***.TXT Add the line to CONVID file data_year school_code old_student_id new_student_id last_name first_name * * DOE JANE FOXX NOTE: data_year and school_code need only be specified to resolve conflicts where two different students shared the same old_student_id, either in the same year or same school. Remove entry from CGREXIT file school_code student_id last_name first_name exit_code xfer_school_code xfer_student_id g8year comment DOE JANE FOXX ?

Removing Duplicates using CONVID File Upload files to SSH for processing –CONVID file goes to 2011/CONVID Wait for the files to process (time/date will change on the CGRAUDIT file when it has been updated)

Removing Duplicates using CONVID File Download the CGRAUDIT file using ABC Tools 11 Results after files are processed on SSH: The student will show up only once in CGRAUDIT, under ID Also, the CGRSEARCH will show: CGRSEARCH: Searching by : type year col school student_id last_name first_name gr sx eth dob g8yr src_id MEM 2009 MAR DOE JANE FOXX 11 F WHTE MEM 2009 APR DOE JANE 11 F WHTE MEM 2009 FDS DOE JANE 11 F WHTE MEM D DOE JANE 12 F WHTE Note that the MAR record now reflects the student's latest ID, but also shows the original ID under "src_id“ for reference. The "src_id" is the original ID from the source file, but only shown if it is different from the student's current or latest ID.

Cohort Verification Once all edits have been made to the CGREXIT***.TXT file, save the file as a Text Delimited file and upload it to the 2011/CGR folder on the secure server. To Upload the CGRExit files to SSH: Open ABC Tools 11 Go to Reports->Graduation Reports Click on Load CGR Exit to Accountability Server (Black screen will appear as files are uploaded

Cohort Verification The CGRAUDIT***.TXT file will be rebuilt based on the changes in the edited CGREXIT file. After the file has time to process (watch the timestamp on the file), download the new CGRAUDIT***.TXT to ensure the changes were accepted. If no changes could be confirmed/located, CGRAudit file will not update.

ABCTools11 – Printing Cohort Report Verification Step 1. Download CGRAUDIT Files and load into SQL Step 2. Print Reports Step 3. Check student info Step 4. Download and edit CGREXIT***.TXT file with student info Step 5. Upload CGREXIT***.TXT file to 2011\CGR folder Step 6. After the server processes the changes to the CGR files, repeat steps 1-6 until info is correct

ABCTools11 – Printing Cohort Report Verification Step 1. Download CGR files and Load into SQL Open ABC Tools 11 Go to Reports->Graduation Reports Click on Download CGR Audit (Black screen will appear as files are downloaded) Click on Load CGR Audit to Local MYSQL Database

ABCTools11 – Printing Cohort Report Verification Step 2. Print Reports Choose Entire LEA or Selected Schools to print Click on Show Report The report will appear on the screen

ABCTools11 – Printing Cohort Report Verification Click on View/Print This Report (per school) to print the report for the entire school To view/print selected student details, select a student(s) and click on View/Print Selected Student(s) Details

ABCTools11 – Printing Cohort Report Verification Below are the details of a student graduation cohort history in the school and LEA.

ABCTools11 – Printing Cohort Report Verification The following shows the students who are counting against the school or the LEA graduation cohort rate.

ABCTools11 – Printing Cohort Report Verification Open the CGRAUDIT***.TXT file in Excel, go to Data->Sort. Set the options as follows then click OK. This will put the students who are counting against the school at the top of the file.

2011 CGR Process Overview Download the CGRAUDIT and CGREXIT Files Make edits to CGREXIT LEA or school files? Upload CGREXIT/CONVID file/s to SSH Server processes and updates CGRAUDIT file/s Verify Changes made to CGREXIT were accepted in CGRAUDIT Download updated CGRAUDIT file Make edits to CONVID Files if necessary