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Federal Uniform Four-Year Cohort Graduation Rate and the Five-Year Modified Graduation Rate

PresenterCyndi Holleman, FLDOE

1FAMIS Conference, June 11-13, 2012

PurposePurpose

Define the federal uniform and five-year follow-up modified rates

Explain the process Questions and Answers


Federal Uniform Graduation Federal Uniform Graduation RateRate

The percentage of students who graduated with a standard diploma within four years of their initial enrollment in ninth

grade in the district


Federal Uniform Graduation Federal Uniform Graduation Rate, cont.Rate, cont.

Counts only standard diplomas

Does not remove transfers to adult education programs (remain in denominator)

Assigns DJJ students to their most recent regular high school


Federal Uniform Graduation Federal Uniform Graduation Rate, cont.Rate, cont.

Total Number of Standard Diplomas Earned within Four

Years

÷Adjusted Cohort


Five-Year Follow-up Modified Five-Year Follow-up Modified Graduation RateGraduation Rate

The five-year modified graduation rate is a

follow-up to the prior year’s four-year adjusted

cohort federal graduation rate.


Five-Year Follow-up Modified Five-Year Follow-up Modified Graduation Rate, cont.Graduation Rate, cont.

Uses the final student level cohort file from the prior year’s 4-year federal graduation rate

Counts all the standard and special diplomas within 5 years

Makes no other adjustments to the file


Five-Year Follow-up Modified Five-Year Follow-up Modified Graduation Rate, cont.Graduation Rate, cont.

Total Number of Special and Standard Diplomas Earned in Five Years

÷Adjusted Cohort Total from the Prior

Year Four-Year Federal Graduation Rate


FAMIS Conference, June 11-13, 2012 9

Timeline, Four-Year Federal Timeline, Four-Year Federal RateRate

August 31, 2012 Close of 2011-12 Survey 5 state processing window.

Data must be submitted by this date to be included in the cohort build.

September 14, 2012 Four-year cohort file including 2011-12 Survey 5 available

DPS##.GQ.F63494.Y11125.P4YR

Corrections should be made to this file and named

DPS##.GQ.F63494.Y11125.P4YR.Rev and submitted by Sept. 28 for 2nd draft

DPS##.GQ.F63494.Y11125.DJJs

A file listing those DJJ students that will be attributed back to the most recent regular high school for the federal rate is available.

September 28, 2012 First due date for corrections. File name should be DPS##.GQ.F63494.Y11125.P4YR.Rev

October 2, 2012 2nd draft data file is available for districts to review. This file includes all changes made to the cohort file as of September 28, 2012.

DPS##.GQ.F63494.Y11125.P4YR.Rev2

DPS##.GQ.F63434.Y11125.EDITS This file shows how many updates were applied to the cohort file and how many were not accepted and why.

October 12, 2012 All corrected files are due. Corrected file is to be sent via NWRDC and must be named DPS##.GQ.F63494.Y11125.P4YR.RevF and must be in the same format as it was received.

October 18, 2012 Final student level file is available. This file should include all corrections.

The official graduation rates will be calculated from this file. File name is:

DPS##.GQ.F63494.Y11125.Final.Cohort

FAMIS Conference, June 11-13, 2012 10

Time, Five-Year Modified Time, Five-Year Modified RateRate

July 1, 2012 Memo, timeline, and procedures provided to district staff.

August 3, 2012 Due date for 2011-12 Survey 5. Must be received by 9:00 pm (EDT).

August 31, 2012 Close of 2011-12 Survey 5 state processing window.

Data must be submitted by this date to be included in this report.

September 7, 2012 File DPS##.GQ.F71254.Y1112.MODSTUD is available to download.

September 14, 2012 Updated files are due. Send file as: DPS##.GQ. F71254.Y1112.MODSTUD.Rev

September 19, 2012 Revised data file is available for districts to review. This file includes all changes

made to the non-graduates file as of September 14, 2012.

DPS##.GQ.F71254.Y1112.MODSTUD.Rev2

DPS##.GQ. F71254.Y1112.EDITS – This file shows how many updates were applied to the file, how many were not accepted, and why.

September 28, 2012 All updates are due. Corrected file is to be sent via NWRDC, must be named DPS##.GQ.F71254.Y11125.MODSTUD.F, and must be in the same format as it was received.

November/December Five-Year Modified Graduation Rates released as follow-up to Four-year Fed Rate.

DPS##.GQ.F63495.Y1112.MOD.SCHL School Level Report Counts

DPS##.GQ.F71254.Y11125.MOD.STUD.FINAL Student Level File

The ProcessThe Process

1. Build the cohort2. Review and adjust the

cohort3. Calculate the

graduation rate


Building the CohortBuilding the CohortKey Data Elements School number, current enrollment Withdrawal code Diploma code Withdrawal date Grade level


Building the Cohort, cont.Building the Cohort, cont.

Include all first-time 9th graders in fall 2008 membership in your district

Add incoming transfers on the same schedule to graduate


Building the Cohort, cont.Building the Cohort, cont.

New 9th graders in 2008-09 New 10th graders in 2009-

10 New 11th graders in 2010-

11 New 12th graders in 2011-

12


Adjusting the CohortAdjusting the Cohort

Transfers to other public schools (W3A, W3B)

Transfers to private schools (W04) Transfers to home education programs

(W24) Deceased students (W12) Additional Year Students (ASY)*

(typically ESE students opting to remain in school until age 21)

*This is not a withdrawal code!


Adjusting the Cohort, cont. Adjusting the Cohort, cont.

What is ASY?

Students coded with an “S” or “F” on the Additional School Year Student data element on the Student Demographic Format.

A code DOE assigns to keep the additional year students from being pulled into another cohort.

NOTE: Districts should be very cautious in updating this code!


Adjusting the Cohort, cont. Adjusting the Cohort, cont.


The Review ProcessThe Review Process

Download the flat text file that lists all students in the unadjusted cohort with their last withdrawal/diploma codes

Make necessary updates and corrections

Send the flat text file with corrections back to DOE


The Review Process, cont.The Review Process, cont.

Pay special attention to the withdrawal codes that will count against you.

Dropouts, DNEs, Non-graduates◦ Did they enroll in another school

or district?◦ Did they enroll in a home

education program or a private school?

◦ Did they enroll in an adult education program?

◦ Are they still enrolled? (e.g., W01)19FAMIS Conference, June 11-13, 2012

The Review Process, cont. The Review Process, cont.

Proper documentation is required for withdrawals

and transfers.20FAMIS Conference, June 11-13, 2012


At-Risk CategoryAt-Risk Category Students scoring Level 2 or

below on both 8th grade FCAT Reading and 8th grade FCAT Math.

If students were not in your district in the 8th grade, request scores from the transferring district.

Students not in Florida in the 8th grade are considered not at-risk.



Summer School GraduatesSummer School Graduates Students who graduate during

the summer are counted in the current year cohort.

Students who pass ACT/SAT after the beginning of the 2012-13 school year should not be included in the 2011-12 cohort.


We’ve found our errors. Now We’ve found our errors. Now what?what?

1. Enter the correct code in the Action Field and the correct withdrawal date in the Action Date.

2. If the student is a duplicate, put “DUP” in the Action Field.

3. If the student should not be in this cohort, put “DEL” in the Action Field.

4. If a student is not listed in the cohort but should be, enter all fields and put “ADD” in the Action Field.


Submitting Corrected FileSubmitting Corrected File

The file received in April is only for review purposes.

Corrections are to be made to the file received in September.

The file must be submitted to DOE in the same format as it was received.

Edit and reject reports will be available this year.


Who are the Graduates? Who are the Graduates?

FederalFederalStandard diplomas only

W06 W6A W6B WFA WFB WFT WFW W43 W52


Who are the Graduates? Who are the Graduates?

Five-Year Follow-up Modified Five-Year Follow-up Modified RateRate

Standard and special diplomas W06 W6A W6B WFA WFB WFT WFW W43 W52 W07 W27

Includes special diplomas,

4-year and 5-year


What about the others? What about the others?

The remaining students are then categorized into two “buckets.”

◦Dropouts (DNEs, W05, W13-W23)◦Non-graduates


Who are the non-graduates? Who are the non-graduates?

Special Diplomas (Federal version)

Certificates of Completion GED based diplomas Students who do not

graduate on time, such as repeaters


Calculate the RateCalculate the Rate

Number of Graduates (Numerator)

÷Number in Adjusted Cohort

(Denominator)


Current Year Survey 5 DataCurrent Year Survey 5 Data

Any updates submitted via the database after August 31 will not be pulled into the cohort file.

Make corrections to both the cohort review file and the automated survey process.


Due DatesDue Dates

The final file must be received by October 12 before 9:00 PM EST.


Release DateRelease Date

November or December


Graduation Rate versus Dropout Graduation Rate versus Dropout RateRate

They are not inverses of each other.

The rates apply to different periods of measurement.

Graduation rate is a four-year, cohort-based indicator.Dropout rate is a single-year indicator.

The rates apply to different populations.Graduation rate tracks the progress of a group of

students who entered the same grade at the same time.

Dropout rate tracks all 9-12 students in a single year.


Many students who do not Many students who do not graduate in four years are graduate in four years are notnot dropouts. dropouts.

Example: 2010-11 NGA Cohort File

Adjusted NGA Cohort = 190,614Total NGA Graduates = 150,533

Total Dropouts = 12,664Total Non-graduates = 27,417


Closing CommentsClosing Comments1. Ensure cleaner and more accurate

current year data is submitted.2. Resolve DNEs as soon as possible.3. Routinely follow up on dropouts

using the tools available.4. Determine the manager/coordinator

for this process at the district level. 5. Share all communications with any

and all staff involved in the process.6. Don’t wait until the last minute.


QuestionsQuestions


Contact InformationContact Information

Submit questions to

[email protected]

or call

(850) 245-9913


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