2013 GRADUATION COHORT / DROPOUT RATE TRAINING State of Alabama Department of Education Prevention & Support Services Section Office:

Objectives Recognize the terms associated with the Graduation Rate Know how to access and manipulate through the Graduation Portal Required documentation to properly code students in the portal Identify strategies to improve the Graduation Rate Answer your questions 2

Four-Year Cohort Graduation Rate The formula is the percentage of students who entered ninth grade and graduated within four years. The formula is the percentage of students who entered ninth grade and graduated within four years. The formula equates to the number of on-time graduates in a given year divided by the number of entering first-time ninth graders four years earlier, adjusting for transfers in and out. Students are tracked individually from the time they start ninth grade. The formula equates to the number of on-time graduates in a given year divided by the number of entering first-time ninth graders four years earlier, adjusting for transfers in and out. Students are tracked individually from the time they start ninth grade. 3

Five-Year Cohort Graduation Rate To determine the Five-Year Graduation Rate Use the dataUse the data Review the current status of students identified as -Review the current status of students identified as - Still EnrolledStill Enrolled No ShowNo Show Withdrawn (Still in Cohort)Withdrawn (Still in Cohort) Missing RecordsMissing Records DropoutsDropouts Go through the four-year process to determine if the status of these students changed from last year.Go through the four-year process to determine if the status of these students changed from last year. 4

Cohort Portal Glossary of Terms: Non-Graduates: Non-Graduates: Still Enrolled Still Enrolled Students who do not complete all requirements for graduation within a four-year cohort period but who remain enrolled in school working toward completion of requirements or who remain enrolled as a special education student served until the age of 21. 5

Withdrawn (Still in your Cohort) Student is withdrawn but records are not requested or sent to transfer school. School does not have documentation to support that the student transferred. 6 No Show Student leaves over the summer and never returns to complete an official transfer or drop-out form. Withdrawn (Transfer within State) Student is withdrawn to another public school in the state of Alabama.

Missing Records Missing Records No record exists for a student in the 9 th No record exists for a student in the 9 th Month Attendance Extract from INOW as Month Attendance Extract from INOW as reported by the LEA. This is a data issue reported by the LEA. This is a data issue caused by failure by the LEA to include a caused by failure by the LEA to include a school in the extract, the improper school in the extract, the improper withdrawal of an individual student, the withdrawal of an individual student, the setting of a student to inactive without setting of a student to inactive without using the withdrawal process, or some using the withdrawal process, or some other data anomaly in the Student other data anomaly in the Student Management System. Management System. 7

Dropouts According to the Common Core of Data (CCD) definition, a dropout is an individual who was enrolled in school at some time was enrolled in school at some time during the previous school year; during the previous school year; was not enrolled at the beginning of the was not enrolled at the beginning of the current school year; current school year; 8

has not graduated from high school or completed a state- or system-approved education program; and does not meet any of the following exclusionary conditions: transfer to another public school district, private school, or state- or district approved education program; temporary absence due to suspension or school-approved illness; or death. Dropouts (continued) 9

Note: The state of Alabama utilizes the CCD definition of a dropout. The CCD is the program of the United States Department of Education’s National Center for Education Statistics that annually collects fiscal and non-fiscal data about all public schools, public school systems and state education agencies in the United States. The count of dropouts is used to produce an event dropout rate each year as well as to project a four- year dropout rate for a given cohort. Dropouts (continued) 10

Completers Completers Student that exited with a document Student that exited with a document other than a diploma such as GED or other than a diploma such as GED or Special Education Graduation Certificate. Special Education Graduation Certificate. 11

Graduate Graduate A student who completes all requirements A student who completes all requirements for a state approved diploma. for a state approved diploma. 12 Switch Cohort Year Switch Cohort Year A student who was a first-time 9 th grader A student who was a first-time 9 th grader in a year other than in a year other than Withdrawn (Out of Cohort) Withdrawn (Out of Cohort) Student is withdrawn, moved out of state Student is withdrawn, moved out of state or country, to a private school or private or country, to a private school or private tutor and records are requested or sent tutor and records are requested or sent to the transfer school. to the transfer school.

Data as verified by school districts as of April 25, 2012Data as verified by school districts as of April 25, 2012 Cannot be compared to 2010 Graduation Rate nor Projected Four-Year Dropout RateCannot be compared to 2010 Graduation Rate nor Projected Four-Year Dropout Rate Where We Stand 13

Accessing the Graduation Rate Accountability Portal 14

From a Web browser, type: 15

Four-Year Graduation Rate Cohort Portal for The name for the Accountability Portal has been changed to the Application Portal.

Current users type in your Username and Password, then select Login. 17

New users select Register from the menu below. 18

Registration Information Complete all fields before selecting the Next tab to continue. 19

Account Information Complete all fields before selecting the Next tab to continue. 20

21 Select Finish

22 Select Help

23 Select Gain Access

24 Enter the Authorization Code (Your Superintendent may request the Authorization Code from Prevention and Support Services.) Select Gain Access Entering the Authorization Code

Once you have gained access, select the Cohort tab. 25 Login information Logout

Enter the graduation year from the dropdown box ( for 4-Year cohort or for 5-Year cohort.) Select a school to view from the dropdown box or your school will pre-populate. Your system will pre-populate. Select a subpopulation from the dropdown box. If you do not select a subpopulation all of the school’s students will appear. 26

P Subpopulations 27

You may sort student information in the columns below. 28

29 Select the “Action” column to make updates to the “Record Type” for each student.

30 Selecting the “Action” column, an update box will appear.

31 Select the “Change student to” dropdown box. Never Enrolled (2)

32 Select the “Still enrolled.”

33 Selecting the “Still enrolled”

34 Select the “Browse” link to upload supporting data from your computer.

35 Select the “Save changes” link once you have completed working with this student.

36 Selecting the “Merge/duplicate student”

37 Selecting the “Graduate/Completer”, then “Set exit type to.”

38 Selecting the “Dropout”, then “Set dropout code to.”

39 Selecting the “Switch Cohort Year”

40 Selecting the “Withdrawn-still in cohort”, then “Set withdrawal code to.”

41 Selecting the “Withdrawn-out of cohort”, then “Set withdrawal code to.”

42 Selecting the “Foreign Exchange”, then “Additional details to.”

Who will Count as a Graduate in the Cohort and who will not? 43

Code GRADUATE CATEGORIES IN COHORT GRADUATION RATE 01 Graduate – Alabama High School Diploma 02 Graduate – Alabama High School Diploma with Advanced Endorsement Endorsement 05Graduate – Alabama Occupational Diploma (Special Education) 06 Graduate – Alabama High School Diploma with Career Tech Endorsement Endorsement 07 Graduate – Alabama High School Diploma with Advanced Career Tech Endorsement Tech Endorsement 13 Graduate – Credit-Based Diploma 14 Graduate – Alabama High School Diploma with Advanced Academic and Advanced Career Tech Endorsements Academic and Advanced Career Tech Endorsements 44

Code NON-GRADUATE CATEGORIES IN COHORT GRADUATION RATE 03 Non Graduate – Completed all required credits but failed to pass the required number of subject subtests of the AHSGE. 04 Non-Graduate – Exited with a document other than a diploma – Special Education – Graduation Certificate 09 Non Graduate – Exited with a document other than a diploma – GED 11 Non Graduate – Retained in 12 th Grade (Special Education ONLY) 12 Non Graduate – Failed to complete all credit requirements 45

Making Cohort Changes CategoryNeedDocuments Cohort Status Move to Graduate or Completer StatusYESRemain in Current School Cohort Move to Withdrawn-Out of Cohort Status – Moved Out of State or Country or to a Private School or Private Tutor YESRemove From State Cohort Move to Withdrawn-Still in Cohort Status – Went to Another Public School in Alabama YESRemove from School Cohort but Add to Another School Cohort Move to Withdrawn Status – Location Unknown YESRemain in Current School Cohort Move to Dropout StatusYESRemain in Current School Cohort Move to Foreign Exchange StatusYESRemove from State Cohort Duplicate Student RecordYESMerge Records in Cohort Still Actively Enrolled in SchoolYESRemain in Current School Cohort Incarceration: Enrolled in Program that Culminates in Diploma YESRemoved from State Cohort Incarceration: Enrolled in program that Does NOT Culminate in a Diploma YESRemains in School Cohort Switch Cohort YearYESMoved to Appropriate Cohort - * Note if in Alabama School in 8th & 9th Grade – Cohort Stands 46 Reference: U.S. Department of Education High School Graduation Rate. No child left behind. Washington D.C.

Making Cohort Changes – Documentation Needed CategoryRequired Documentation Move to Graduate or Completer StatusDiploma or Certificate (Official, Signed, Dated, Diploma/Certificate Type) DeathLetter from School Principal, Obituary Notice, or News Article Move to Withdrawn-Out of Cohort Status – Moved Out of State or Country or to a Private School or Private Tutor Request for Records or Official Proof of Current Enrollment If Out of Country – Letter from Family/Relative or letter from School Principal verifying move will be sufficient Move to Withdrawn-Still in Cohort Status – Went to Another Public School in Alabama Request for Records or Proof of Enrollment Proof in State Locator- This should only happen if not properly enrolled in another system or a technical glitch Move to Dropout StatusLetter of Withdrawal with a Dropout Reason as the Withdrawal Reason (Exit Interview Documentation) Move to Foreign Exchange StatusDocument of Status in U.S. Still Enrolled in This SchoolRegistration or Transcript showing Current Enrollment IncarcerationProof that student is in a facility/program that culminates in a diploma (J.F. Ingram or DYS) Switch Cohort YearTranscript 47 Reference: U.S. Department of Education High School Graduation Rate. No child left behind. Washington D.C.

48 Dropout Portal To determine the dropout rate Use the school yearUse the school year Review the current status of students identified as dropouts in any school with grades 7 through 12.Review the current status of students identified as dropouts in any school with grades 7 through 12. Go through the four-year process to determine if the status of these students changed from last year.Go through the four-year process to determine if the status of these students changed from last year.

Prevention & Support Services System Contact 49 Ceceilia Mills (Region 1)Ceceilia Mills (Region 1)Jim Toney (Regions 2 & 3)Jim Toney (Regions 2 & 3)TBA (Region 4)TBA (Region 4)Fran Stewart (Region 5)Fran Stewart (Region 5) Colbert CountyColbert CountyAlbertville CityAlbertville CityChoctaw CountyChoctaw CountyBessemer CityBessemer City Florence CityFlorence CityArab CityArab CityDemopolis CityDemopolis CityBirmingham CityBirmingham City Franklin CountyFranklin CountyAthens CityAthens CityFayette CountyFayette CountyFairfield CityFairfield City Haleyville CityHaleyville CityBlount CountyBlount CountyGreene CountyGreene CountyHomewood CityHomewood City Jasper CityJasper CityBoaz CityBoaz CityHale CountyHale CountyHoover CityHoover City Lauderdale CountyLauderdale CountyCullman CityCullman CityLamar CountyLamar County Jefferson CountyJefferson County Marion CountyMarion CountyCullman CountyCullman CountyLinden CityLinden CityLeeds CityLeeds City Muscle Shoals CityMuscle Shoals CityDecatur CityDecatur CityMarengo CountyMarengo CountyMidfield CityMidfield City Russellville CityRussellville CityDekalb CountyDekalb CountyPickens CountyPickens CountyMountain Brook CityMountain Brook City Sheffield CitySheffield CityFort Payne CityFort Payne CitySumter CountySumter CountyTarrant CityTarrant City Tuscumbia CityTuscumbia CityGuntersville CityGuntersville CityTuscaloosa CityTuscaloosa CityTrussville CityTrussville City Walker CountyWalker CountyHartselle CityHartselle CityTuscaloosa CountyTuscaloosa CountyVestavia Hills CityVestavia Hills City Winfield CityWinfield CityHuntsville CityHuntsville City Winston CountyWinston CountyJackson CountyJackson County Lawrence CountyLawrence County Limestone CountyLimestone County Madison CityMadison City Madison CountyMadison County Marshall CountyMarshall County Morgan CountyMorgan County Oneonta CityOneonta City Scottsboro CityScottsboro City

Prevention & Support Services System Contact 50 Ayanna Long (Region 6)Ayanna Long (Region 6)Kristen Dial (Region 7)Kristen Dial (Region 7)Kay Warfield (Region 8)Kay Warfield (Region 8)Greg DeJarnett (Region 9)Greg DeJarnett (Region 9) Anniston CityAnniston CityAlabaster CityAlabaster CityAutauga CountyAutauga CountyAlexander CityAlexander City Attalla CityAttalla CityBibb CountyBibb CountyDallas CountyDallas CountyAuburn CityAuburn City Calhoun CountyCalhoun CountyChilton CountyChilton CountyLowndes CountyLowndes CountyBarbour CountyBarbour County Cherokee CountyCherokee CountyCoosa CountyCoosa CountyMontgomery CountyMontgomery CountyBullock CountyBullock County Clay CountyClay CountyShelby CountyShelby CountyPerry CountyPerry CountyChambers CountyChambers County Cleburne CountyCleburne CountySylacauga CitySylacauga CitySelma CitySelma CityElmore CountyElmore County Etowah CountyEtowah CountyTalladega CityTalladega CityWilcox CountyWilcox CountyEufaula CityEufaula City Gadsden CityGadsden CityTalladega CountyTalladega CountyDYSLanett CityLanett City Jacksonville CityJacksonville City Lee CountyLee County Oxford CityOxford City Macon CountyMacon County Pell CityPell City Opelika CityOpelika City Piedmont CityPiedmont City Phenix CityPhenix City Randolph CountyRandolph County Russell CountyRussell County Roanoke CityRoanoke City Tallapoosa CountyTallapoosa County St. Clair CountySt. Clair County Tallassee CityTallassee City

51 Prevention & Support Services System Contact Tom Mock (Region 10)Tom Mock (Region 10)Marilyn Lewis (Region 11)Marilyn Lewis (Region 11) Baldwin CountyBaldwin CountyAndalusia CityAndalusia City Chickasaw CityChickasaw CityBrewton CityBrewton City Clarke CountyClarke CountyButler CountyButler County Mobile CountyMobile CountyCoffee CountyCoffee County Monroe CountyMonroe CountyConecuh CountyConecuh County Saraland CitySaraland CityCovington CountyCovington County Satsuma CitySatsuma CityCrenshaw CountyCrenshaw County Thomasville CityThomasville CityDale CountyDale County Washington CountyWashington CountyDaleville CityDaleville City Dothan CityDothan City Elba CityElba City Enterprise CityEnterprise City Escambia CountyEscambia County Geneva CityGeneva City Geneva CountyGeneva County Henry CountyHenry County Houston CountyHouston County Opp CityOpp City Ozark CityOzark City Pike CountyPike County Troy CityTroy City

52 Questions?

53 Ceceilia Mills Jim Toney Marilyn Lewis Kay Warfield Tom Mock PREVENTION AND SUPPORT SERVICES Greg DeJarnett Fran Stewart Kristen Dial Ayanna Long