1. G RADUATION C ALCULATIONS Prepared for the Public School Records Consortium May 5, 2015 Susan M. Williams

2. O VERVIEW An introduction to longitudinal data Building the longitudinal data set Virginia On-Time Graduation Rate Federal Graduation Indicator Used for FAMO and reported to US Dept of Ed Graduation/Completion Index Used for Accreditation

3. I NTRODUCTION TO L ONGITUDINAL D ATA Statewide unique identifier for every student State Testing Id (STI) Standardized definitions for common data elements Standard definitions must be uniformly applied at all schools The same data is collected at the same time every year Needed to build historical data set Data verification is the key to accuracy Garbage in → Garbage out

4. S TANDARDIZED D ATA Virginia has a long history Teacher Register (Blue Books) VDOE data collections within program offices Student Record Collections Data Governance and Advisory Groups Local School Division training

5. T HE S TUDENT R ECORD C OLLECTION Collected 4 times a year Fall → data as of Oct 1 st Spring → data as of March 31 st End of Year → data as of the last day of school Summer → only includes summer graduates One record per student per school per collection Only data needed for state and federal reporting More details are available on our web site. Doe.virginia.gov  Information Management (left menu)  Data Collections (right menu)  Student Record Collection (right menu)

6. W HAT IS COLLECTED ON THE SRC? Demographics Program participation → to name a few…. Early College Scholar/Commonwealth Scholar AP, IB and/or ISAEP Career and Technical Education Gifted PK Experience Completion/Dropout status Attendance

7. B UILDING A L ONGITUDINAL D ATA S ET SRC Table Raw SRC data - multiple records for every STI SRC Table Raw SRC data - multiple records for every STI Cohort Table One record for each STI displaying the latest information on the student Cohort Table One record for each STI displaying the latest information on the student Cohort Snapshot Table A snapshot of the Cohort Table on a particular day Cohort Snapshot Table A snapshot of the Cohort Table on a particular day FGI & OGR cohorts are assigned during this process The snapshot “date” is the day before the first day of school (created after all EOY and Summer SRC data are verified but before the next FALL SRC) Virginia On-Time Grad Rate Federal Graduation Indicator Graduation Completion Index Each blue summary table includes data for the subgroups and an “as of date” “the movie” “the movie poster” Data Corrections

8. D ATA C ORRECTIONS Records must be more than one year old to make a correction “Newer” records are corrected in the next SRC Evidence is required to show the original data was incorrect Acceptable evidence includes: Transcript Transcript request Court documents Screen capture of the SIS

9. B UILDING THE C OHORT Cohort is assigned the first time a student enters 9 th grade anywhere in a Virginia public school Data is continuously updated in the Cohort table until a diploma is earned If a Certificate or GED is earned, it can only be updated with a diploma Dropouts include any student whose latest status is “Unconfirmed” Transferred to another LEA but is assigned a new STI Reported transferred to another LEA but discontinued public schooling instead

10. V IRGINIA O N -T IME G RADUATION R ATE (OGR) Virginia’s official Graduation Rate Includes all 6 board approved diplomas as graduates If a student with an IEP or in an LEP program is ACTIVE on the last day of school of the 12th grade year, the student is moved into the next cohort → “slider” Very detailed data is available in SSWS A Graduation Rate and a Cohort Dropout Rate are released at the same time

11. F EDERAL G RADUATION I NDICATOR (FGI) Federal graduation calculation Formula is an agreement between USED and VA Required for schools with a graduating class (high grade = 12) Based on OGR but the slider rule does not apply Only Standard, IB & Advanced Studies Diplomas Graduation Data lags a year Very detailed data is available in SSWS

12. G RADUATION C OMPLETION I NDEX (GCI) Standards of Accreditation calculation Formula is outlined in the SOA Will be an added component for state accreditation for schools with a graduating class Based on OGR but also includes “carry over” students All 6 board approved diplomas are graduates Slider rule is in effect Current cohort data will be used for Accreditation (no lagging)

13. O FFICE OF E DUCATIONAL I NFORMATION M ANAGEMENT Director Bethann Canada Manager Susan Williams Specialists Carol Wells-Bazzichi Allison Young Contact Information Phone: (804) 225-2099 Email: ResultsHelp@doe.virginia.gov First.Last@doe.virginia.gov

14. Q UESTIONS