Period G, Oct 16, 2014

This presentation will not cover every aspect
of Graduate (G) reporting, but should be used
to improve your understanding of the EMIS
reporting process for Graduates.
As always, please refer to the EMIS Manual for
reporting requirements and instructions.
Reporting Entities
Processing Schedule/Timeline/Reporting
Withdrawing Students
Data Elements
Graduation Rates
ODE EMIS Reports
SDC (Secure Data Center)
All City, Local, & Exempted Village school districts
Community Schools
STEM Districts
State Supported Schools
JVSDs & ESCs do NOT report G data
Graduate data is based on CTE courses APPROVED in the October (K) reporting period. The diploma date and
summer OGT scores are reported by student’s Local Report Card accountable district. [NOTE: JVSDs and
Contract CTE providers do not report these data.]
Data is used for final calculation of counts for CTE and Tech Prep Concentrators Who Left Secondary Education.
Data is used for final calculation of CTE performance results for Academic Attainment—Reading (1S1) and
Mathematics (1S2), Student Graduation Rates (4S1), Nontraditional Completion (6S2) and Completion of Course
Awarding Postsecondary Credit (1STP4 and State Quality Indicator 2).
Graduate Reports
Aggregated and disaggregated (by student subgroup) performance data for approved workforce development
Two types of reports:
A school district report for each school district that operates approved CTE courses.
A Career-Technical Planning District (CTPD) report for the CTPD lead district – Contains all CTPD district reports and the
CTPD-wide report.
CSV File Associated with (G) CTE Performance Indicators Report (CSV_2014G_STU_CTEG_
A district-level comma delimited file of individual student data for students enrolled in approved CTE workforce
development courses.
File based on Graduate (G) FY2013 Career-Technical Education Performance Measures Report.
CSV file may be converted to a spreadsheet for review of individual student data; student names may
be added locally for ease of review
14N EMIS Reporting: May 2, 2014 to July 30,
Withdrawal, testing, etc. data reported for
14G EMIS Reporting: June 13, 2014 to November
14, 2014
Diploma, CORE, etc. data reported for graduates
FY15 EMIS Reporting
Withdrawal data reported for summer graduates
The student graduates on or after the first day of the
current school year and before the first day of the
following school year. Withdraw code of 99
“Completed High School Graduation Requirements”
reported in either Yearend or S Reporting.
Or, the student attends during the current school
year, withdraws then returns to the district with
credits earned elsewhere. The district then issues a
diploma prior to the first day of the following school
year without the student re-enrolling in the district.
Or, the student earned a diploma but did not attend
during the current school year (Graduation Only
Completed graduation requirements and:
◦ Are withdrawn with a 99 after last day of school or on or
before June 30th. Report withdrawal at Yearend (N) **
◦ Are withdrawn with a 99 on or after July 1 but before the
first day of school for the following school year. Report
withdrawal in S Reporting Period.
**See next slide
Reported in Yearend (N) or Student (S) as a typically withdrawn
student (FS, FD, FN, etc.)
Use the Student Missing Override Record (FC) if not reported
correctly in yearend (N) –Withdrawal date BEFORE the last day of
the prior school year
Report the Student Summer Withdrawal Record (FL) if not
reported as a typically withdrawn student in Student Reporting
Period (S) –Withdrawal date ON or AFTER the last day of the prior
school year
Withdrawal codes are NOT reported in
Graduate (G) reporting
Withdrawing students correctly is key in the
accuracy of your graduation rate
Withdrawal documentation must be on file
Make sure you use correct withdrawal dates
Student completes coursework at the JVS & is
graduating from their resident district. Both the
JVS & the resident district report a 99 withdrawal
JVS should withdraw non public students with a
42 withdrawal code & homeschooled students
with a 43 withdrawal code.
Open enrolled student completes graduation
requirements at their attending school. The open
enrolled district reports a 99 withdrawal code
since they are issuing the diploma. The resident
district withdraws the student to the open
enrolled district with a 41 withdrawal code.
Student withdraws from District A to attend
District B, withdraw the student from District
A using code 41 “Transferred to Another Ohio
School District”.
When withdrawing a student with a 41, be
sure that the enrolling district uses the same
SSID as your district reported.
This is a very critical step to ensure the
student is counted in the correct graduation
Students withdrawn with the following codes should
not be included in the withdrawing district’s
graduation rate:
– Transferred to Another School District Outside of Ohio
- Transferred to Another Ohio School District **See previous slide**
– Transferred to Private School
– Transferred to Home Schooling
– Transferred by Court Order/Adjudication
– Transferred out of the United States
– Expulsion
– Verified Medical Reasons
– Death of Student
– Student Reported in Error
In Previous Years, The Office of Accountability
released the Supplementary EMIS Data
Submission Form to allow districts to request
the correction of withdrawal codes reported
in a closed reporting period.
This process was only used in specific
situations & the district must have supporting
Watch for communications from the Office of
Accountability regarding this process
Students who are on track to graduate from your
Students who are not on track to graduate from
your district
Students who are potential Summer Graduates
Students who have met graduation requirements
& who are going to defer their diploma &
continue being educated (grade level 23)
Students who are graduating early (one example,
graduating 11th graders)
Students who completed graduation
requirements during the school year & were
withdrawn on or after the first day of the
current school year.
Non resident students who are graduating
from your district.
Resident students who have graduated
Foreign Exchange Students graduating in
Ohio or withdrawing.
Diploma Date – The date the student received
his/her diploma
Diploma Type**
◦ 1 – Regular Diploma
◦ 2 – Diploma with Honors
◦ 3 – Diploma received in another state via Military
Compact (Reported by district issuing diploma)
◦ 1 and 2 are the only valid options for receiving an Ohio
**Watch for possible changes.
CORE Summary Record
◦ Reported in G for graduates only
◦ Reported for each student in each CORE area in
which the student received credit/units toward
◦ Reported by the district that grants the diploma
◦ Don’t forget summer grads
◦ Graduation Only students should not have a CORE
◦ Report the most specific CORE area that would
◦ ODE does not allocate excess credits to electives
CORE Economics & Financial Literacy
Requirement Met
CORE Fine Arts Requirement Met
Exempted from Physical Education Graduation
CORE Graduation Requirement Exemption
Code-Indicates student’s status of the Ohio CORE
requirements opt out exemption.
Fiscal Year Student Began 9th Grade
◦ This element is not used in graduate reporting, but
is still required.
◦ The first time an SSID is reported in 9th grade is
used to determine when a student began 9th grade,
and this could have happened in a previous district.
OGT Test Records – Summer Graduates
◦ Summer Administration June 16th to June 29th, 2014
◦ Results were due back August 4th, 2014
OGT Test Records – Incorrectly reported at
Military Compact Graduation Alternative
Count (must meet Military Compact criteria to
report passage of up to five areas of the OGT)
OGT Graduation Alternative Element (must
meet specific criteria to report passage on
one graduation test using alternative method)
If a student leaves your district & enrolls in a new
district with the same SSID, the student will be
removed from your district’s cohort.
If a student leaves your district (withdrawal code
41) & doesn’t enroll anywhere, the student will
remain in your cohort.
If a student leaves your district (withdrawal code
41) & receives a different SSID at the new district,
the student will remain in your cohort.
New for FY14, reported in Yearend (N), but can be reported in
Graduate (G) for graduating students
American College Testing Assessment (ACT)
The Scholastic Aptitude Test (SAT)
International Baccalaureate (IB)
Advanced Placement (AP)
This is critical this year for students who are in year 4 or 5 of
their cohort.
Grad Scores used for next year’s report card measure, may be
the only opportunity to report for these students.
If 4 year graduate, data needs to be reported in G this year.
Students still enrolled next year can be reported this year or
next, ODE will hold any results reported.
Only students graduating or moving away must be reported this
Deactivation of SSIDs should only be done if
neither district is reporting the student in a
way that they can report an SSID change for
the student.
In the case of one student with multiple
(duplicate) SSIDs, the “old” district would
deactivate their SSID & point to the SSID that
is reported by the “new” district.
Student Special Education Requirement Record
◦ Report in G only if applicable FE record was not reported
in N
◦ Indicates exemptions for sections of the OGT for
students on IEPs
◦ Report one record for each applicable assessment type
◦ Must align with current IEP event
◦ If students are exempt from passing the OGT, and are
marked as such on the Special Ed Events (FE) record,
they still need to be marked on the Assessment (Grad
Test Req) field as N. If not, an error will show on the
Grad_Info report as student has not met testing
“First day next year” must be accurate on the
DN record in yearend (N) reporting as this is
used to determine summer graduates prior to
the start of Student (S) reporting.
First day of school and last day of school
must be accurate on the DL records in
Yearend (N) as these are used to determine if
a student is included in Graduate (G)
Records for Graduates only
◦ Graduation Only Test Record (GP)
 Only reported if the student was NOT enrolled during the
current school year.
Graduation Only Students are only included in LGR reports if
the SSID was included in that specific cohort & the student
graduated within the timeframe of the cohort (4YR, 5YR). Grad
Only records were not part of the old graduation rate.
◦ Use Flat File Editor to report the Graduation Only Record
◦ Consult EMIS Manual Section 2.16 Graduation Only Test
Record for valid options.
◦ Numerator - the number of students in the
adjusted cohort that complete graduation
requirements & receive their diploma within four
◦ Denominator - the number of students in the
adjusted cohort
◦ Appearance of the four year graduation rate on the
Local Report Card is one year behind to allow for
reporting of summer grads.
Reporting a student for the first time in 9th
grade assigns the student to a cohort, a
group of individuals who are banded together
or treated as a group.
This “cohort” of students is used to create
your district’s four year graduation rate.
On-time graduates are students who earn &
receive their diploma within four years of
starting 9th grade for the first time.
Students can be added to a cohort by enrolling in
your district from another Ohio school based on
when they began 9th grade, or who returns to
your district from the original cohort, or who
enrolls in Ohio for the first time in a grade level
that places them into this cohort.
Students can be removed from a cohort if they
withdraw from your district & are not considered
a dropout.
Full Academic Year (FAY) rules do not apply to
graduate data.
Students not included in the four year
gradation rate:
◦ Students court placed into an institution, or
parentally placed into an institution (1P/1T)
◦ Contract Vocational Students (12)
◦ Students attending a non-public (16)
◦ Career Tech Assessment Only Students (1F)
◦ Students receiving related services only, no
instruction (1l)
◦ Department of Youth Services (DYS) Students
Students attending BDD/MRDD must earn a
diploma within four years to be included in
the numerator of the graduation rate.
Grade 23 special education students who
have completed graduation requirements but
do not accept their diploma & continue
attending school will not count in the
numerator unless they accept their diploma
within four years of starting 9th grade for the
first time.
◦ Numerator – the number of students in the adjusted
cohort that complete graduation requirements & receive
their diploma within five years.
◦ Denominator – the number of students in the adjusted
Appearance of the five year graduation rate on
the LRC is two years behind to allow for the fifth
year & for reporting summer graduates.
Same rules as the four year graduation rate with
the exception of a fifth school year of data.
Report card & Graduation Rates specifically
for Dropout Recovery Schools
Four Year Grad Rate
Five Year Grad Rate
Six Year Grad Rate
Seven Year Grad Rate (coming in 2013/2014)
Eight Year Grad Rate (coming in 2014/2015)
More information can be found on the ODE
website at Search
“Dropout Recovery”
◦ Generated using data from N, G, & S
◦ 2014X_STU_GRAD_INFO.csv
Generated for public districts, community schools, &
Uses withdrawal information from Yearend (N) & Student
(S) reporting & uses graduate information from the
Graduate (G) reporting period (not for any specific cohort).
Uses data reported by your district & from other districts
that have a relationship with the student
Consider the timing of the reporting periods when
troubleshooting graduate reports
Provides a way to verify that graduates have been reported
Districts sharing students will see one line
per reporting entity per student for
comparison purposes
Report contains:
◦ Entity IRNS
◦ Student SSID, Gender, Race/Ethnicity
◦ Withdrawal District, Date, & Reason and reporting
period it came from
◦ Grade level next year, diploma district & diploma
◦ Status code & messages
Refer to the Grad_Info Report Explanation
Documentation for a list of Status Codes/Messages
along with explanations & possible actions.
Messages will address:
◦ Mismatches on SSIDs you reported in Yearend (N) &
Graduate (G) for graduates
◦ Withdrawal data from N & S that do not make sense with
Graduate (G) data
◦ Dates reported that aren’t within the graduation parameters
for the district
◦ Students who have not met Testing Requirement for
◦ Students graduated then re-enrolled
◦ Students reported with override in Student (S)
◦ Students previously reported as graduates
“Good data”
◦ Only certain checks are performed in this process,
therefore inaccurate information could still be
reported, but not be flagged.
◦ Please be sure to review the data in this report &
make sure that the information is correct &
appropriate for the situation.
G STU_LONG_GR_20xx (14G Reports)
N STU_LONG_GR_20xx.csv (14N Reports)
Denominator = “Y” will indicate who is included
in the graduation rate
Denominator = “N” indicates the student is not
included in the graduation rate
Numerator = “Y” indicates the student counts
“for” the district
Numerator = “N” indicates the student counts
“against” the district or is not included in the
graduation rate
Number of students with Numerator = Y divided
by number of students with Denominator = Y
Example: 241/250 = 96.4% Graduation Rate
Status messages indicate why students are or are
not included in the graduation rate.
Some examples are:
◦ A – This SSID already included in another graduation
◦ E – SSID does not meet selection criteria to be included
in the Grad Rate for this district
◦ F – SSID listed as transfer out; SSID excluded from grad
rate calculation for this district
◦ J – This SSID is included in another district’s Grad Rate
based on enrollment information
◦ P – SSID included in Grad Rate for this district
◦ S – SSID not included in district Grad Rate, only included
in state level totals.
Gen_Issues errors that apply to G reporting
◦ Refer to the General Issues Report Explanation
Documentation for a complete list of errors
◦ 4 or 5 YR LGR percentage is blank, 0% or >=100%
◦ Large Change in LGR>=5% change
◦ Grad Issues Duplicate reporting same student as
graduate multiple times
◦ Occasionally Gen-Issues errors are informational
only & cannot be resolved
Data from 14N/14G will appear in the SDC at
some point after 14G opens
Go to “Reports for Analysis”, “Graduation”,
“District Longitudinal Graduation Rate –
Customizable” and from there you can
choose which grad rate you want to view.
View the graduation rate & drill down to the
SSIDs that make up that graduation rate.
The 13/14, 4YR Longitudinal Grad Rate & the
12/13, 5YR Longitudinal Grad Rate will
appear on the 14/15 LRC.
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