1. 7/19/2018
Student End of Year Training for the Collection and for the Data Pipeline March and April, 2014
Last updated: 10/8/13

2. Agenda Schedule Collection overview
Why do we collect student start and exit information?
How is the data used?
Key terms (AYG, cohort, IPST, Adjustment, etc.)
Adequate documentation
Student interchange, adjustment file, and IPST overwrite file
Snapshot
Reports
Q & A

3. ~ End of Year Collection Schedule~

4. Important Dates for the 2013-14 Collection
Regular Process
Feb 24th – EOY opens for data submission
June 5th –  All districts create an End of Year snapshot. Snapshot must contain records.
June 19th –  All districts pass Student Interchange and Title I interchange level edits. Majority of data flows through to the snapshot.
July 31st - All districts have clean snapshot with no errors
September 11th  –  All districts submit their End of Year snapshots and approve initial Data Summary reports. This deadline is mandated under Colorado Administrative Rules.

5. Important Dates for the 2013-14 Collection
Phase A Process
September 29th through October 23rd – Cross LEA validation (reclaiming dropouts from prior collection years). 
If applicable, districts will be asked to participate in the Mini-Phase A post collection concerning transfers to facilities.
Phase B Process
October 30th through December 4th – Post Cross LEA validation (verifying transfers and dropouts within Colorado)
If applicable, districts will be asked to participate in the Mini-Phase B post collection concerning transfers to facilities.
Final Dates
December 5th – 11th – Districts review final rates after AYG reconciliation. New sign off page required if rates changed.
December 11th – Superintendents must approve final Data Summary Reports  (collection closes)
January 22nd, 2015 – Official/final data and rates posted on the CDE web site and released to the public

6. EOY Collection process and Cross LEA validation process
Districts can change Students’ exit codes and other elements.
Regular collection process
Modify all elements
September 11th
Post A/Mini A process
Prior year dropouts, expulsions,
GED transfers
October 30th
Post B process
Current year check across the state – Only change exit types
December 4th
AYG reconcile
Grad rates may change
Submit
Submit
Submit

7. ~ Collection Overview~

8. What is End of Year? Student’s educational history
Entry and exit information (dates and codes)
Advanced Placement course completion
Post secondary information

9. ~ Enter and Exit types~

10. Why do we use entry and exit types?
Entry Type – Indicates how a student entered the school or district
Code = 02 – Continuous in same school (Start of year)
Code = 11 – Transfer from school in same district
Code = 13 - Transfer from another district
Code = 70 – Return to school after transferring to a GED program
A lot more of codes

11. Why do we use entry and exit types?
Exit Type – Indicates how a student exits the school or district
Code = 11 – Transfer to school in same district
Code = 13 - Transfer to another district
Code = 40 – Drop out
Code = 90 – Graduate
A lot more codes

12. Why do we use entry and exit types?
Student returns from prior year (entry type 02).
Student exits to transfer to another district (exit type 13)
Later in the year student comes back from another district (entry type 13)
Student exits for the summer (exit 00)
District
Sasid
Entry Date
Entry Type
Exit Date
Exit Type
0180
08/21/13 02
10/02/13 13
12/10/13
05/29/14 00

13. How does this look at state level?
District
Sasid
Entry Date
Entry Type
Exit Date
Exit Type
0180
08/21/13 02
10/02/13 13
0900
10/3/13
12/09/13
12/10/13
05/29/14 00
We can see a full history of the student’s education for the year.

14. Where are all the entry and exit types?
Student School Association file

15. ~ How is the data used ~

16. How is data used? Used for rates Required for Federal Reporting
Graduation
Completion
Dropout
Mobility
Stability
Required for Federal Reporting

17. Where is this data used? School and District Performance Frameworks
Community uses it for evaluation
Reported to the Federal Government
Research and data analysis
Media reports it

18. ~ Key Terms~

19. Key Terms
AYG – Anticipated Year of Graduation (4 years after enter 9th grade)
IPST – Instructional Program Service Type (Free and reduced lunch, Title I, Migrant, etc)
Cohort – Group of students with same AYG and common IPST category.
Graduate – Student receiving High School diploma

20. Key Terms
Completer – Student receiving High School diploma, or GED, or certificate of completion
SPF and DPF – School Performance Framework or District Performance Framework
Summer dropout – Student leaves 8th grade and is not reported in the state of Colorado the following school year

21. Key Terms
Adequate Documentation – Documentation showing where a potential drop out is being educated. Records request is not adequate documentation
Contains forms
List of required documents
Reduce dropouts

22. ~ Adequate Documentation ~

23. Document where a student goes?
What happens to a student after they leave the district?
Document everything – Get signatures
Student leaving the Country
Student being home schooled
Transfer to another district

24. Why? Make sure student is being educated Lower dropout rates
Good practices

25. Where can I find more information
Adequate documentation
Documents
Adequate Documentation of Transfer List
Request for Confirmation of Enrollment and Attendance
Notification of Withdrawal
Student Transfer Follow up

26. Reminder About Transfer Students
Students who tell you that they are transferring in the next school year but who complete all coursework in your district (up to three weeks before the end of school) should have an exit code of ‘00’. If they are coded with exit code ‘13’ they will be counted as a dropout because they will not have time to show up in another school/district before the end of the year.
When a student is transferring, insure to follow up with that student immediately to get adequate documentation of the transfer. This way, you can avoid students unnecessarily being coded as dropouts.
Note: Please see for an adequate documentation list complete with exit codes.

27. ~ End of Year Changes for 2013-2014 ~

28. DATA PIPELINE Data Pipeline
Load data into Student Interchange and Title I
Load Adjustment file
Create snapshot
Correct the errors in the source data
Repeat above steps until error free
Once data is complete submit data to CDE
This must be done by September 11th
We will discuss Phase A and Phase B as it gets closer.
For file upload instructions, please see
Trainings: 28

29. New Files Adjustment file IPST Overwrite file
Prior years dropouts, expulsions, or GED program
IPST Overwrite file
Flexibility to overwrite a student’s IPST cohort information
Optional file

30. New Adjustment File Adjustments are now in there own file.
File loaded same as the student interchange files
File layout at the following link:
Fields are: district code, sasid, student last name, student first name, student gender, birth date student, adjustment code, adjustment school, adjustment year

31. New Adjustment File Adjustments work same way as in the past
Fields are filled linking back to prior year information
Loaded as a separate file

32. New IPST Overwrite Files
Optional file
Used to adjust student ESL or Bilingual fields
Flexibility to overwrite a student’s IPST cohort information
Migrant
Homeless
Free and Reduced Lunch (Economically Disadvantage)
Gifted and Talented

33. Submission Process Student Interchange Preparation
Obtain Student Identifiers (SASIDs)
Extract Interchange files in correct format from your Student Information System
Load the 3-5 Data Pipeline Student Profile Interchanges:
Student demographics
Student – school association
Advanced course completion
If using adjustments or IPST overwrite files, upload respective file
Load Title I Interchange * (to identify students who receive Title I targeted assistance funding)
Only districts that have any Title I-funded school(s) that are Targeted Assistance (TA) programs complete this interchange
Go to “Cognos Report” on the Pipeline menu to download errors and warnings
You can view and download them in several formats including as Excel spreadsheets, PDFs, CSV files, HTML files, or XML files
For file upload instructions, please see
Trainings: 33

34. Submission Process Student End of Year
Create Student End of Year snapshot (Student Profile → Snapshot)
Not a new file submission
Snapshot of previously submitted Student Profile Interchanges
Go to “Cognos Report” on the Pipeline menu to download errors and warnings
Correct errors (within the Pipeline or by loading new interchange files)
Once all edit checks have passed, submit approval of your data to CDE
Use Cognos Report to validate data
Student Profile -> Status Dashboard -> Submit to CDE
In Pipeline -> Student Profile -> Status Dashboard -> Download Sign Off Form
CDE identifies dropouts from prior years showing up in other districts
CDE checks across all districts to make sure student exit type is valid
Note: all errors must be resolved before continuing to the next step in the process
For file upload instructions, please see
Trainings: Student End of Year directions (PDF)
On the Data Pipeline Snapshots webpage, 34

35. End of Year snapshot criteria
Pull all error-free records from the student school association file where PRIMARY_SCHOOL = 1
And school code is a valid public school code
And Pupils Attendance Information between 01 and 08
And school entry type <> 04
The records selected will be joined with data from the Student and Advanced Course Completion tables.
For joining to Student, use District Code, School Year, and SASID. 
For joining to Advanced Course Completion, use District Code, School Code, School Year, and SASID.
For file upload instructions, please see
Trainings: Student End of Year directions (PDF)
On the Data Pipeline Snapshots webpage, 35

36. Changes for 2013-14 Collection
The file layouts have changed within Data Pipeline
The Free and Reduced Lunch codes have changed
03 (Not Eligible) is no longer a valid value
03 is replaced with 00 (Not Eligible)
01 (Free Lunch Eligible) and 02 (Reduced Lunch Eligible) remain unchanged
Title I targeted assisted students are calculated based on information in the Title I interchange
Race and Ethnicity codes are now 0 (No) or 1 (Yes)
No longer report the federal race and ethnicity value
This is calculated based on race and ethnicity codes

37. Student Interchange Template
Student interchange template exists out on the Data Pipeline website.
Same template you used for Student October
The template and directions are posted at
Look at example saved in folder

38. READ ~ Separate Collection
If you have any questions related with READ content, please contact:
Dian Prestwich Colorado Department of Education Teaching and Learning Literacy Grants and Initiatives Room E. Colfax Ave. Denver, CO Phone: (303)

39. Post Secondary Program Field
Advanced Course Completion file
Participation types aligned with student October.
The Institute of Higher Education that a student attends will still need to be reported. An updated list has been provided. This is the only field that has not experienced a change.
If a student attends more than one Institute of Higher Education or participates in more than one post-secondary program type, the Semester ‘A’ and Semester ‘B’ designations should be used.

40. Post Secondary Program Field
Code
Program
Grade
CDE Contact
Not Applicable 1
ASCENT Program
12 only
Judith Martinez (303) 2
Concurrent Enrollment
9 - 12 7
Early College
9-12
Audit Team 8
Community College Dropout Recovery
Age 16-21

41. Language Proficiency Codes
Reminder of the two codes (in addition to NEP, LEP and FEP)
PHLOTE, English Proficient
FELL- Former ELL
Why:
Currently, when students leave a district, information is lost. These codes will insure that student data is not left out when he/she moves to a different district.
Student history is preserved.
When:
These codes should only be used when a student is new to a district. Exceptions will be made in the first year for districts who would like to go back and correct their data.

42. PHLOTE, English Proficient
Primary or Home Language Other Than English (PHLOTE)
Never been served in (or no information that the student has been served in) an English language instruction education program (i.e., ELA, ESL, Bilingual) in another district, state, or country.
Proficient in English, via WIDA and body of evidence.

43. FELL- Former ELL Former English Language Learner (FELL)
Previously received English language instruction education program (i.e: ELA, ESL, Bilingual) in another district, state, or country
Proficient in English, via WIDA and body of evidence
Question on Categories: Morgan Cox:

44. Associated Changes- Language Background
Primary Home Language Other Than English (PHLOTE), and Former ELL (FELL), must have a language background code other than English (ENG). 

45. EOY Resources
Student Interchange file layouts, edits, template:
Student End of Year file layouts and edits:
Reports Webinar Posted At:
Adequate Documentation of Transfer List:
Exit Types that Comprise Graduation Rates:

46. What questions do you have?

47. Link to test environment District 0960stdleauser@pipeline.com
DEMO
Link to test environment
District

48. Who to Contact at CDE DATA SERVICES UNIT
Kevin Smith, EOY Consultant
(303)
Jan Rose Petro, Director
(303)
Dennis St. Hilaire, Program Assistant
(303)
STUDENT IDENTIFIER MANAGEMENT UNIT (SASIDS)
Debbie Pulscher
(303)