1. FOUR-YEAR ADJUSTED COHORT GRADUATION RATE CALCULATION ———— PROCESSES AND REQUIRED DOCUMENTATION 6/9/2011 SCDE Office Data Management & Analysis

2. Four-year Adjusted Cohort Graduation Rate Calculation - Changes for 2011 2 Report Card Coordinators, As discussed in the email to districts, based on dialogue with the Testing and Accountability Roundtable the Department is making changes to the procedures related to the Graduation Rate file, particularly focusing on the documentation required for a student to be excluded from a previously assigned graduation cohort. I want to emphasize that the Federal Guidance has not changed – the expectation is that all students are accounted for and are only excluded from a school or district’s graduation calculation with acceptable documentation. Our goal is create a more fair and consistent system. Although the Department will no longer collect documentation, our expectation is that school and district personnel will make decisions related to the graduation rate file in accordance with established procedures and with the Non-Regulatory Graduation Rate Guidance document issued by USED. As time and resources permit, the Department will continue to explore ways to increase the reliability of data across the state. Steve Abbott Federal and State Accountability

3. Four-year Adjusted Cohort Graduation Rate Calculation - Changes for 2011 3 This year, districts/ schools will report to the S.C. Department of Education (SCDE) which students of the 2011 graduating class should be included in the denominator and which students should be included in the numerator of the on-time graduation rate calculation. NUMERATOR: Number of cohort members who earned a regular high school diploma by the end of the 2010-2011 school year (including summer graduates) DENOMINATOR: Number of first-time 9 th graders in 2007-08 (starting cohort) plus students who transfer in, minus students who transfer out, emigrate, or died during school years 2007-2008, 2008-2009,2009-2010, and 2010-2011

4. Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 4 The BASE01 file = an Excel file containing records of students who are or could be members of the graduating class of 2011. Using the BASE01 file, districts and schools will report graduation rate information.  Which students graduated  Who did not graduate  Who should be removed from the cohort  Who should be added to the cohort The 2011 graduate cohort = students who entered grade 9 for the first time in the 2007-08 school year.

5. Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 5 OVERVIEW OF THE 2011 PROCESS 1.Schools collect documentation for the students in this cohort beginning in the 9 th grade. 2.June 2011– districts/schools download the BASE01 file and, using the Student Status Codes, mark the graduates and non-graduates as well as who should remain in the file. 3.Districts/schools will update the BASE01 file with summer graduates in August. 4.August 30, 2011 – districts submit their final BASE01 file to SCDE via the Accountability Data Transfer (ADT) system. District superintendents submit letter certifying the information. 5.Beginning in September of 2011, the BASE01 files will be utilized by SCDE in the calculation of graduation rates. 6.The 2011 graduation rate will be used in calculating the 2011 annual School Report Card Absolute rating for release in the Fall of 2011 7.2012 Annual Yearly Progress (AYP) for No Child Left Behind to be released in August of 2012. 8.November 2011 – state BASE01 file is submitted to USDE to fulfill federal reporting requirements. 9.Graduation data are monitored as part of the Title I monitoring cycle as well as risk-based monitoring

6. 6 Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 The final BASE01 response file is due August 30, 2011.

7. Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 7 Using the BASE01 response file, carefully consider which students should be included in the denominator and which students will be included in the numerator of the graduation cohort. You will indicate on the BASE01 file how to treat each student.  Note those students who graduated from your school this spring or earlier. These students will be in the denominator and numerator of your graduation rate.  Add any student who transferred into your school. These students will be added to the denominator and possibly the numerator if they graduated.  Remove, as allowed by Federal Regulations, students for whom you can document as an “approved” withdrawal.

8. Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 Graduation Status GYStudent has a 9GR of 08 and graduated in the spring or summer of 2011 or was an early graduate from this school CCStudent has a 9GR of 08 and received a local or state certificate from this school GN Student has a 9GR of 08 and did not graduate from this school within four years of entering the ninth grade (dropouts, students transferring to non-diploma programs, etc.) Adding Students to the File AG Add this student who has a 9GR of 08 and graduated from this school in the spring or summer of 2011 or was an early graduate from this school AN Add this student who did not graduate from this school but has a 9GR of 08 and should have been included in this cohort file File Edits DDDelete this duplicate record NNStudent’s 9GR is not 08 PYThis student was included in last year’s cohort for this school and should be removed 8

9. Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 9 Student Death DCStudent Death Emigration EOStudent transferred out of the country Student Transfer A1Student transferred to a high school diploma program before the 2011 graduation date DJStudent transferred to a high school diploma program at a correctional institution HSStudent left to be home schooled FEForeign Exchange student TIStudent transferred to a another public school in South Carolina TOStudent transferred to a high school diploma program 1. out of state or 2. at a non- public school Per Federal Guidelines, there are three acceptable reasons that a student may be removed from a graduation cohort

10.  Federal guidelines require authoritative written documentation for removing a student from the denominator or for adding a student to the numerators of the graduation rate calculation.  Districts remain responsible for gathering, maintaining, and reviewing required documentation for each school, however, documentation will no longer be submitted to the SCDE for review.  High school staff have been collecting documentation for students over 4 years in preparation for this process. This documentation will be used to complete this final process. 10 Four-year Adjusted Cohort Graduation Rate Calculation - Documentation Guidelines for 2011

11. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 11  Scenario 1 – Student Death (DC) Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation DC Student Death  Signed letter from the principal stating that the student has died; include the date of death OR  Death Certificate OR  Obituary notice in a newspaper

12. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 12  Scenario 2– Student Emigration (FO) Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation EO Student ÉmigréFor students transferring out of the United States, a letter indicating knowledge of a family situation can be used to confirm the transfer; this can be documentation of a conversation. The letter may be written by the following school personnel and must be signed and dated. school administrator guidance counselor ELL staff person social worker, etc.

13. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 13  Scenario 3 – Student Transfer (A1) to Adult Education Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation A1 Student transferred to Adult Education high school diploma program before graduation date. Official transcript/records request before on-time graduation date from receiving diploma-granting AE program, with date of enrollment. (Fax date may be used as enrollment date.) Transcript request must indicate enrollment in a diploma granting program. OR A letter from the Adult Ed director confirming that student enrolled in a diploma granting program. An email is not sufficient documentation. Do not include students transferring to GED, remedial, vocational, or certificate programs.

14. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 14  Scenario 3 (cont.) – Student Transfer (DJ) to Correctional Facility Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation DJ Student transferred to diploma program at a correctional institution. Department of Juvenile Justice (DJJ) or Department of Corrections (DOC ) Official transcript/records request from DJJ or DOC which includes verification of enrollment in diploma granting program and date of enrollment. Fax date on records request may be used as enrollment date. OR Letter from correctional facility administrator confirming that student enrolled in a diploma granting program in the correctional facility and the date enrolled. An email is not sufficient documentation. Do not include students in GED, remedial, vocational, or certificate programs.

15. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 15  Scenario 3 (cont.) – Student Transfer (HS) to be Home Schooled Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation HS Student left your school to be home schooled Note written by the parent(s) indicating intent to home- school the student with the date of withdrawal. OR Records request from homeschool association confirming enrollment with beginning date of homeschooling. OR Withdrawal form, with parent’s signature, indicating the purpose of withdrawal is to home school and date of withdrawal. OR Form letter dated and signed by parent, indicating intent to home school. Letter from the principal is no longer required.

16. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 16  Scenario 3 (cont.) –Foreign Exchange Student (FE) Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation FE Foreign Exchange Student J1 visa copy or copy of foreign exchange program forms showing year of participation. OR Letter from host family stating they hosted the exchange student and the dates of participation. OR A copy of the exchange program paperwork showing the year the student was enrolled in the host school. OR A letter on the school’s letterhead and signed by the principal certifying that the student was a foreign exchange student and dates of participation.

17. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 17  Scenario 3 (cont.) – Student Transfer (TI) to SC Public School Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation TI Student transferred to a public school within South Carolina Official transcript/records request from receiving institution with the date of enrollment OR Request for records on school letterhead with the date of enrollment OR SUNS history

18. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 18  Scenario 3 (cont.) – Student Transfer (TO) Out of State or to Non-Public School Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation TO Student transferred to a public high school diploma granting institution not part of SC public school system OR Student enrolled in the high school diploma program of a non-public institution. Official transcript/records request from receiving institution with the date of enrollment and confirming student is enrolling in a diploma granting program. Fax date may be used as the date of enrollment if not on request for records. Student must have entered high school diploma granting program.

19. 2011 GRADUATION RATE DOCUMENTATION - Scenarios 19  Other Adjustment to Cohort File – Student’s 9GR is not 08 (NN) Student Status Code Description Documentation that will need to be maintained collectively at the school level in a file marked 2011 Grad Rate Documentation NN 9GR is not 08 Official transcript or SUNS history showing first year of high school was not the 2007-08 school year. OR Report card indicating the student was in middle school during the 2007-08 school year. OR A letter from the middle school principal stating the student was enrolled in that school for the 2007-08 school year.

20. The SUNS student screen made be used as supporting documentation.  Prove a student’s 9gr is NOT the current co-hort.  Prove that a student has moved to another school in SC. 2011 GRADUATION RATE DOCUMENTATION - SUNS Scenarios

21. 21 2011 GRADUATION RATE DOCUMENTATION - SUNS Scenarios 9th Grade Repeater History

22. 22 2011 GRADUATION RATE DOCUMENTATION - SUNS Scenarios 9th Grade - No History

23. Four-year Adjusted Cohort Graduation Rate Calculation - Documentation Guidelines for 2011 23 A file containing the documentation for the entire 2011 cohort should be maintained in each district in a folder marked “2011 Grad Rate Documentation.” Graduation rate documentation must be kept for the current year plus the previous three years. 2011 Grad Rate Documentation This practice is necessary should an audit of the documentation be required.

24. Information reflected on a student’s valid State of South Carolina Standard High School Transcript may serve as documentation. The original data is maintained in the PowerSchool student information system.  Enter date  Graduation date  Class of:  Diploma Type  Student Grade SCDE Official Transcript

25. PowerSchool is populated with important graduation related data. The following are found on the SC Additional Student Information page.  Diploma Type  Graduation Date  Orig Entry Date  Dropout Date  Dropout Reason PowerSchool Data

26. The following are found on the Student Supplemental page.  Diploma Earned  Ninth Grade Code PowerSchool Data Student Demographic screens hold these fields.  Student Name, etc  Student Grade

27. 27 Four-year Adjusted Cohort Graduation Rate Calculation - Procedures for 2011 Working with the BASE01 response file (Double click image to open sample spreadsheet.)

28. Cynthia Hearn Data Management and Analysis chearn@ed.sc.gov 803-734-8269 Lisa Woodard Data Management and Analysis lwoodard@ed.sc.gov 803-734-8573 Steve Abbott Federal and State Accountability sabbot@ed.sc.gov 803-734-0025 Susan Bell Data Management and Analysis sbell2@ed.sc.gov 803-734-8177 Barbara Solomon Technology Services Bsolomon@ed.sc.gov 803-734-7000 Louise Amos Technology Services LAmos@ed.sc.gov 803-734-8929 Monica Reed Technology Services mreed@ed.sc.gov 803-734-7000 Leon Nelson Technology Services lnelson@ed.sc.gov 803-734-8826 Tom Olson Data Management and Analysis tolson@ed.sc.gov 803-734-8174 Questions ? 6/9/2011 SCDE Office of Data Management & Analysis