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Home > Data Center > Student Data > Graduation Cohort Validation Report Instructions

updated 9/5/2013 ... rb
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Adjusted Cohort Graduation Rate
& Dropout Instructions

How to Validate Graduation Cohort Data

Changes in 2012/13

This year we will be calculating a 4-year cohort graduation rate, a 5-year cohort graduation rate and a 6-year cohort graduation rate. The Superintendent will need to certify all three rates as well as the count of all graduates and dropouts in the 2012/13 SY despite their year of cohort.. In order to make things easier, we will condense this information on one form.

Adjusted Cohort Graduation Rate Due Dates:

  • October 31, 2013 – There are five separate validation reports that need to be completed. Two are district-wide reports and three are school specific reports. If a district has more than one high school, they need to work together on the two district-wide reports and submit only one report for each district. Do Not file a different report for each school.

The three school specific reports that must be filed for each high school are:

    • 4 Year Graduation Cohort Validation Report – submit one for each high school
    • 5 Year Graduation Cohort Validation Report – submit one for each high school
    • 6 Year Graduation Cohort Validation Report – submit one for each high school

The two district-wide reports that must be filed are:

    • Dropout Validation Report – includes students in grades 7-12. Submit only one report per district. Do not file one for each school.
    • Completers Validation Report – includes all students, no matter which cohort they are part of, that either receive a regular high school diploma (exit code 15) or who complete with other credentials (exit code 16). Submit only one report per district. Do not file one for each school.
  • All of the above named reports must be emailed as attachments to gpa.doe@maine.gov no later than October 31, 2013.
  • Once all validation reports have been received, the MDOE will respond that we received them. We will work on them in the order they are received. We will analyze your requests and respond once we complete our analysis. Once we respond, the Superintendent will need to look over our analysis and certify the data within two weeks of receiving our response. If you disagree with something in  our reply, do not sign it but rather submit your additional requests. These additional change requests do not extend the due date for certification. If you submit additional change requests, the certification process must still be completed within two weeks of our initial response to your reports and not two weeks after the latest change request.
  • The certification form cannot be printed, signed or faxed until the MDOE has analyzed your five validation reports. Once we have done so, the Superintendent will need to certify all these reports by signing and faxing the one-page certification report called the Graduation Cohort & Dropout Certification Report to Richard Bergeron at 207-512-1150. If you prefer to scan the documents and email to gpa.doe@maine.gov instead of faxing, that is also acceptable.

Validating the 4-Year Graduation Cohort Report, 5 Year Graduation Cohort Report, and 6 Year Graduation Cohort Report

The validation of all four areas needed to calculate the Adjusted Cohort Graduation Rate (Student Cohort Count, Transfer-Ins, Transfer-Outs, and On-time Graduates) is accomplished through the 4 Year Graduation Cohort Validation Report for the 4 Year Adjusted Cohort Graduation Rate (ACGR),  the 5 Year Graduation Cohort Validation Report for the 5 Year Adjusted Cohort Graduation Rate and the 6 Year Graduation Cohort Validation Report for the 6 Year Adjusted Cohort Graduation Rate located in Infinite Campus State Edition (ICSE).
Personnel with the role of “SAU Admin” may access these reports by logging into the Infinite Campus State Edition and following the steps below:
Infinite Campus State Edition website: https://maine.infinitecampus.org/campus/mese.jsp

  • Enter your Username and Password, and click “Sign In”.
  • Select the name of your high school in the school drop down.
  • Under the “Index tab”, “ME State Reporting/Graduation Data Reports/Graduation Validation Reports ”, then click on 4 Year Graduation Cohort Validation Report or 5 Year Graduation Cohort Validation Report or the 6 Year Graduation Cohort Validation Report (all three have to be done)
  • Just above the “Generate Report” button, there is an additional year drop down which, by default, is set to the correct year (2013 for the 4 Year Graduation Cohort Report, 2012 for the 5 Year Graduation Cohort Report and 2011 for the 6 Year Graduation Cohort Report).  There should be no need to modify this year lookup unless you want to see how you’re doing in future cohorts. You need to just click on “Generate Report”.

At this point a dialog box will appear on your screen with the question “Do you want to open or save this file?” We recommend that you “save” this file to an appropriate place on your computer or network drive. This report is in Microsoft Excel format.
The 4 Year Graduation Cohort Validation Report lists all students with a cohort of 2013. These students were 9th graders for the first time somewhere in 2009/10. The 5 Year Graduation Cohort Validation Report lists all students with a cohort of 2012. These students were 9th graders for the first time somewhere in 2008/09 and the 6 Year Graduation Cohort Validation Report lists all students with a cohort of 2011. These students were 9th graders for the first time somewhere in 2007/08.

These reports are sorted alphabetically by last name. If you disagree with any number between columns D through J, enter the number you feel it should be in the corresponding columns to the right in the School Validation side (columns M through S). DO NOT MAKE ANY MODIFICATIONS TO WHAT IS CURRENTLY DISPLAYED IN COLUMNS A THOUGH L). The columns are as follows:

 

MDOE Determination
Column
Column Name
Description
Column A StudentID student identifier
Column B First Name student first name
Column C Last Name student last name
Column D Student Cohort Year school year student was a 9th grader for the first time in any school plus 3 years
Column E School Cohort If a student was a 9th grader for the first time in your school a '1' is displayed. If student was somewhere other than your school in grade 9 for the first time, a '0' is displayed. There should never be anything other than a 1 or a 0 in this column.
Column F Transfer-In If a student transferred into your school anytime during the 4 years of the cohort, a '1' is displayed for each time the student transferred in.
Column G Transfer-Out If a student transferred out of your school anytime during the 4 years of the cohort, a '1' is displayed for each time the student transferred out.
Column H Graduated (code 15) If a student received a "regular high school diploma" and was exited with a code 15, a '1' is displayed. Otherwise it is blank. There should never be anything other than a 1 or a blank cell in this column.
Column I Validate See section below titled “Which students should I focus on?”
Column J Dropout 1 for each student who has been counted as a dropout in any previous year within the 4 years of this ACGR calculation. A student can only be counted as a dropout once per school even if they return later and drop out again. A student can be both a dropout and a graduate if they return after being counted as a dropout and later graduate.
Column K Year Dropped Out If there is a 1 in the Dropout column (J), this shows the school year the student was recorded as a dropout.
Column L MDOE Comments This column is for MDOE use only. This is where we may enter comments in response to your change requests

 

School Validation
Column
Column Name
Description
Column M Student Cohort Year School year student was a 9th grader for the first time in any school plus 3 years. If you disagree with what is in column D, enter the year you feel should be listed, otherwise leave this cell blank.
Column N School Cohort If you disagree with what is in column E, enter the number you feel should be displayed, otherwise leave this cell blank.  If a student was a 9th grader for the first time in your school a '1' is displayed. If the student was somewhere other than your school in in grade 9 for the first time, a '0' is displayed. There should never be anything other than a 1 or a 0 in this column.
Column O Transfer-In If a student transferred into your school anytime during the 4 years of the cohort, a '1' is displayed for each time the student transferred in. If you disagree with what is in column F, enter the number you feel should be displayed, otherwise leave this cell blank.
Column P Transfer-Out If a student transferred out of your school anytime during the 4 years of the cohort, a '1' is displayed for each time the student transferred out. If you disagree with what is in column G, enter the number you feel should be displayed, otherwise leave this cell blank.
Column Q Dropout 1 for each student who has been counted as a dropout in any previous year within the 4 years of this ACGR calculation. If you disagree with what is in column J, enter the number you feel should be displayed, otherwise leave this cell blank.
Column R Graduated (code 15) If a student received a "regular high school diploma" and was exited with a code 15, a '1' is displayed. Otherwise the field is blank. There should never be anything other than a 1 or a blank in this column. If you disagree with what is in column H, enter the number you feel should be displayed, otherwise leave this cell blank. A student can be counted as an on-time 2013 graduate if they completed all graduation requirements before the first day of school in the 2013/14 SY.
Column S School Comments This column is for School use. This is where you should enter any comments that may help explain your requested change for this student.

 

The number in each of these columns is based on data reported to the department. The School Validation columns are to be used by the school to request any changes to the student's record. Validate the student by looking each student up in Infinite Campus or your local SIS system. If the number differs from the respective number to the left, put your proposed change in the number in the cells under the School Validation section. For example, if the State has 2 transfer-ins listed but you feel there should only be one transfer-in, put a '1' in the Transfer-in column in the School Validation to the right. IMPORTANT: if any of your numbers differ from its corresponding number to the left, be sure to enter a brief explanation in the School Comments section. Not only will this help in determining your request but also will assist the department in determining which students you are requesting a change. DO NOT modify any data in columns A though L.

Which students should I focus on?

The 4 Year Graduation Cohort Validation Report, 5 Year Graduation Cohort Validation Report and the 6 Year Graduation Cohort Validation Report can be quite cumbersome upon first inspection. This is where the ‘Validate’ column can help you narrow it down a bit. The students who do NOT have a 0 (zero) in this column are the students which are hurting your ACGR and therefore are the students you should look at more closely however you should look at all students. The formula used to determine the number in the Validate column is School Cohort + TransferIn – TransferOut – Graduated = Validate.

For example, if you have a ‘1’ in the validate column, more than likely the student is a dropout and you should also see a ‘1’ in the dropout column. If there is a ‘1’ in the Validate column and there is NOT a ‘1’ in the dropout column, there may be an error in the Transfer-In or Transfer-Out columns which you should investigate. If there is anything other than a '1' or a '0' in the Validate Column, such as a -1 or a 2, there is definitely an error somewhere in that student's row that must be addressed.

The totals for each column at the bottom are the counts that will be used in calculating your ACGR. If you re-total your own modifications in the School Validation section, you can estimate what the new ACGR will be (assuming all your change requests are approved). The formula is as follows:

:

 

Grad Rate Formula

 

The totals at the bottom of each column listed on the 4 Year Graduation Cohort Validation Report, 5 Year Graduation Cohort Validation Report and the 6 Year Graduation Cohort Validation Report are the totals used in the certification report. For example, if there are 50 students listed in the Transfer In column of the 4 Year Graduation Cohort Validation Report, the certification report in ICSE should have 50 listed under the Transfer-In column. (Note: the certification report will only display zeros until the MDOE has responded to all five validation reports)

Once you have completed the validation of the 4 Year Graduation Cohort Validation Report, 5 Year Graduation Cohort Validation Report, 6 Year Graduation Cohort Validation Report, Completers Validation Report, and Dropout Validation Report, email all five Excel spreadsheet to gpa.doe@maine.gov.

You will receive a confirmation email once your validation reports have been received. In addition, once the reports have been examined, you will then receive another email. This email will either state all your requested changes were accepted or it will contain your spreadsheet(s) with the department’s comments explaining which records were not accepted and why.

At this point, if you were requested to supply additional information to complete the validation, please do so. Once the results have been returned, you then must go through the process of certification. Certification must be completed within 2 weeks of receiving the MDOE’s responses to your initial requests.

Validating and Certifying Dropouts & Completers

In addition to the 4 Year Graduation Cohort Validation Report, 5 Year Cohort Graduation Report and , 6 Year Cohort Graduation Report, you will also see two other reports called Dropout Validation Report and Completers Validation Report. The Dropout Validation Report lists all dropouts from the 2012/13 school year despite the student’s cohort year. The Completers Validation Report lists all Completers (code 15 or code 16) from the 2012/13 school year despite the student’s cohort year.

While the 4 Year Graduation Cohort Validation Report also lists dropouts and graduates, it only lists the dropouts and graduates which are part of the 2013 cohort. The Dropout Validation Report lists all dropouts for that school year (including students from the elementary schools in grades 7 and 8) whether they were part of the cohort or not. Please use the Dropout Validation Report Excel spreadsheet to validate your dropouts. The Completers Validation Report lists all Completers in the 2012/13 school year despite the student’s cohort year. Please use the Completers Validation Report Excel spreadsheet to validate your Completers.

The MDOE is required to report dropouts to the USDOE for all students in grades 7 through 12 which is why elementary schools with grades 7 and 8 are required to complete this as well as high schools. Many elementary schools are not aware of this. Please do not submit your Dropout Validation Report unless someone has also looked at the students listed on this report from the elementary school(s).

To validate the data on the Dropout Validation Report (Excel), look up the students listed. They appear on the report because the exit code applied to that student’s enrollment record correlates to dropout status or it could be because the student does not show an active enrollment in the current school year. If the exit code is incorrect, put the code you are requesting it be changed to in the column “Change Exit Code To”. You may want to refer to the list of approved exit codes below. If the student is currently enrolled but is listed on your Dropout Validation Report, it may be because the report was created before you had that student enrolled. Just put a comment in the School Comment section of the Dropout Validation Report stating the student is currently enrolled.

Do not overwrite any existing data in the report. If there is an asterisks (*) next to the student’s name, it means the student successfully completed the 2012/13 SY however there are no enrollments for this student in the 2013/14 SY and unless things change, this student will be a dropout next year.

http://www.maine.gov/education/medms/Data/ExitType/ExitTypeCodes.htm

To validate the students listed on the Completers Validation Report (Excel), check all students listed with those who you graduated (code 15) in 2012/13 or who may have received a Certificate of Completion (code 16). If there are names that need to be added, add them to the bottom of the spreadsheet being sure to color code them in such a way that I will know they were added. If you need to request one be removed from the list, make a note in a column to the right explaining your wishes.

One additional double check you will want to do is to make sure the Dropouts listed on the Dropout Validation Report that have a cohort of 2013 are also listed on the 4 Year Graduation Cohort Validation Report and check that the student listed as 2013 dropouts on the 4 Year Graduation Cohort Validation Report are also listed on the Dropout Validation Report.

Secondly, double check the students listed on the Completers Validation Report that have a cohort of 2013 are also listed as graduates on the 4 Year Graduation Cohort validation Report AND those students listed on the Completers Validation Report with a cohort of 2012 are also listed as graduates on the 5 Year Graduation Cohort Validation Report AND those students listed on the Completers Validation Report with a cohort of 2011 are also listed as graduates on the 6 Year Graduation Cohort Validation Report.

Submitting Validation Reports

Once you have completed all five validation reports (4 Year Graduation Cohort Validation Report, 5 Year Graduation Cohort Validation Report, 6 Year Graduation Cohort Validation Report, Completers Validation Report and Dropout Validation Report), attach all five to an email and send to gpa.doe@maine.gov. These files must be emailed before October 31, 2013. Once your email is received, you will receive an email reply to let you know they were received. We will analyze your requests and get back to you as soon as possible. Once you receive the email from MDOE stating your files have been analyzed, you will have 2 weeks to certify the data.

If you are a district that does not have a high school, you need only complete the Dropout Validation Report.

Certifying Adjusted Cohort Graduation Reports, Dropout Validation Report and Completers validation Report

Once both the department and the school agree with the data listed on the 4 Year Graduation Cohort Validation Report, 5 Year Graduation Cohort Validation Report, 6 Year Graduation Cohort Validation Report , Completers Validation Report and the Dropout Validation Report, the school then needs to go back into ICSE and print off the certification report for the Superintendent to sign: (do not do this until you receive confirmation that the above named reports have been finalized but no later than two weeks after the MDOE response to your initial filing)

The report that needs to be certified is in PDF format and is called:

Graduation Cohort & Dropout Certification Report

We have condensed all the different certifications into a one-page certification for all five areas (4 year ACGR, 5 year ACGR, 6 year ACGR, Dropouts, and Completers). This District level certification will list counts and rates by school within the School Administrative Unit. The actual student names associated with the counts on this report will be in the supplemental reports described above however for the purpose of certification, only the one report will be required. You should check that the totals on the finalized Cohort Validation Reports match the totals listed on the Graduation Cohort & Dropout Certification Report before you sign off on it.

Once this certification is signed, please fax it to Richard Bergeron at 207-512-1150 or if you wish to scan it and attach it to an email you may also do that. If that is your preference, email the signed certification to gpa.doe@maine.gov.

A summary of the reports you will find in ICSE and their descriptions are:

 

Report Name Format
(Excel or PDF)
Description
4 Year Graduation Cohort Validation Report Excel Used to validate the students listed in the 4 year ACGR.
5 Year Graduation Cohort Validation Report Excel Used to validate the students listed in the 5 year ACGR.
6 Year Graduation Cohort Validation Report Excel Used to validate the students listed in the 6 year ACGR.
Dropout Validation Report Excel Used to validate the students counted as dropouts in the school year 2012/13 despite cohort year. This is district-wide.
Completers Validation Report Excel Used to validate the students counted as Completers (code 15 or code 16) in the school year 2012/13 despite cohort year.  This is district-wide.
Graduation Cohort & Dropout Certification Report PDF In most cases, this is a one page report that displays the aggregate counts from the 5 reports listed above. This is the only report that will need to be certified.