1 mississippi department of education office of research and statistics ken thompson february 3,...

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Mississippi Department of Education

Office of Research and StatisticsKen Thompson

February 3, 2011February 7, 2011

Verification of the Final StatusOf Students in the

2006-2007 Cohort of 9th GradersFor Graduation/Dropout Calculations

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Webinar Agenda

•Graduation/Dropout Calculation Procedures

•Data Verification/Correction Procedures

•Submission of Verification/Correction/Documentation Procedures

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Webinar Agenda

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Graduation/Dropout Calculation Procedures

Cohort is based on students who were first-time 9th graders four years prior to the latest complete year in MSIS.•Latest complete year in MSIS is 2009-2010•Four years prior is 2006-2007

Students who move to Mississippi in 10th, 11th, or 12th grades will be added to the cohort of students where 9th graders at the same time.

Students who are adequately documented as transferring to a legitimate educational institution or as deceased are not considered when calculating rates.

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Graduation/Dropout Calculation Procedures(Continued)

Students who are in grades 56, 58, or 78 are placed in a cohort based on age rather than grade.

Students are included in one and only one cohort.

Once placed in a cohort, students are never moved to a different cohort.

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Graduation Rate vs Completion Rate

Four-Year Graduation Rate is the number of students in the cohort who received a traditional diploma by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).

Four-Year Completion Rate is the number of students in the cohort who received a traditional diploma, SPED Certificate, Occupational Diploma, or In-House GED by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).

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Dropout Rates

Four-Year Dropout Rate is the number of students in the cohort who have dropped out of school by the end of summer school 2010 divided by the number of students in the cohort. (The number of students in the cohort has been reduced by the number of legitimate transfers and deaths).

A student is considered a dropout if the student stopped attending school OR there is insufficient documentation to show otherwise.

A student is NOT considered a dropout in the four-year rates if the student is still attending school or if the district is actively working to help a student who has completed all graduation requirements pass one or more subject area tests.

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Four Year Completion, Graduationand Dropout Rates

The verified data from this cohort will be used to build the four year completion, graduation, and dropout rates released to the public in March, 2011.

These four year rates will also be used in the federal AYP accountability model for determining “Other Academic Indicator”.

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Five Year Completion, Graduationand Dropout Rates

(Continued)

This cohort will be used to compute five-year graduation rates in the Spring, 2012.

Five year rates computed in March, 2011 will be based on the four-year cohort based on first-time 9th graders in 2005-2006. This is the cohort that was verified in March, 2010.

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Webinar Agenda

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Accurate data is a necessity not a luxury

For graduation/dropout rates to be meaningful, the calculations must be based on data that is accurate, reliable, and consistent across districts/schools.

Both the Mississippi Department of Education (MDE) and the Office of the State Auditor (OSA) have been charged with ensuring that student data is accurate, reliable, and consistent across schools so that graduation/dropout rates can be effectively used to affect change.

To that end, MDE will be requiring documentation for any requested changes to the graduation/dropout cohort and OSA will be verifying documentation of other students in the cohort.

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Downloading the cohort spreadsheet(Continued)

The cohort is located in each district’s secure Sharepoint folder for “Accountability 2011”.

https://sharepoint.ors.ms

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Log In


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[email protected]

This is the username/password used to download accountability results.


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You will only see a folder for your district!


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Click on the “Accountability 20011” folder.


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Click on ‘Explorer View’


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Spreadsheet needed


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District SchoolMSIS Number Last Name First Name MI Gender Race

Date of Birth

Last Grade

Last Enrollment

Date Final Status Corrected Status

9999 999 111111111Nixon Richard M W 8/15/1992 12 11/17/2009Dropout

9999 999 222222222Ford Gerald M W 1/10/1992 12 8/10/2009Graduate

9999 999 333333333Carter James M W 6/21/1992 11 8/10/2009Transfer Out of State

9999 999 444444444Reagan Ronald M W 8/30/1991 11 8/10/2009Still Enrolled in 2010/11

9999 999 555555555Bush George H M W 9/13/1989 9 8/7/2006Dropout-Summer Activity

9999 999 666666666Clinton William M W 2/3/1991 12 8/10/2009Certificate of Attendance

9999 999 777777777Bush George W M W 9/3/1991 9 8/7/2006Transfer to Non-Public

9999 999 888888888Obama Barrack M B 7/12/1991 12 8/10/2009Occupational Diploma


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Ensuring data is accurate

Every student included in the cohort will be provided to the district in which the student was last enrolled. (The district with the last enrollment record will have the final status of the student)

Cohorts will be provided in a spreadsheet in the district’s secure folder on the Sharepoint server. (Same location as accountability results, preliminary Sr. Snapshot, etc.)

A final status is provided for each student as determined from MSIS.

A location is provided for the verified status of each student.

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Ensuring data is accurate(Continued)

The options for the verified status are provided via a drop-down box. Only options listed in the drop-down box will be accepted as a final verified status for the student.

For any student whose verified status is not “Correct as Reported” OR “Dropout”, physical documentation must be submitted to support the requested change.

If sufficient documentation is not submitted, the original final status of the student will be used in calculations.

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District SchoolMSIS Number Last Name First Name MI Gender Race

Date of Birth

Last Grade

Last Enrollment

Date Final Status Verified Status

9999 999 111111111Nixon Richard M W 8/15/1992 12 11/17/2009Dropout

9999 999 222222222Ford Gerald M W 1/10/1992 12 8/10/2009Graduate

9999 999 333333333Carter James M W 6/21/1992 11 8/10/2009Transfer Out of State

9999 999 444444444Reagan Ronald M W 8/30/1991 11 8/10/2009Still Enrolled in 2010/11

9999 999 555555555Bush George H M W 9/13/1989 9 8/7/2006Dropout-Summer Activity

9999 999 666666666Clinton William M W 2/3/1991 12 8/10/2009Certificate of Attendance

9999 999 777777777Bush George W M W 9/3/1991 9 8/7/2006Transfer to Non-Public

9999 999 888888888Obama Barrack M B 7/12/1991 12 8/10/2009Occupational Diploma

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Notice the scroll bar that

indicates additional

options

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Notice the scroll bar that

indicates additional

options

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All Students Highlighted in Yellow MUST

have sufficient documentation submitted for

their final status to be changed






their final status to be changed!!




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Without sufficient

documentation, original final status

will be used!!

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Notice that documentation is not requested for the student whose

status is being updated to “Dropout”

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Although data audits will not be limited to

those students whose status didn’t change, documentation of these data will be left for the data audit.

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So, you do NOT need to

submit documentation

for any students

whose status did NOT change!!

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Documentation

What documentation is “sufficient”?

Answer: It is impossible to list all documentation that might be considered sufficient. What is sufficient for one student may or may not be considered sufficient for another student.

Your Sharepoint folder contains a document titled Data Verification Procedures 2006-2007. This document provides guidance on the cohort verification process including examples of sufficient documentation.

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Documentation

Page 5 of the Guidance (Continued)Verified Status Supporting Documentation

Correct As ReportedNone required to be submitted. However, it is imperative to have supporting documentation on file. During an audit, documentation must be provided.

Traditional Diploma Recipient Copy of the diploma. Cumulative record of student with the diploma recorded.

SPED Certificate of Attendance Recipient

Copy of the certificate. Cumulative record of student with the certificate recorded.

Occupational Diploma Recipient Copy of the occupational diploma. Cumulative record of student with the diploma recorded.

In-House GED Recipient Copy of the GED certificate with documentation that it was

received in-house.

Missing One or More SATP Passing Scores

District policy outlining graduation requirements and records of student demonstrating student’s fulfillment of the requirements.

Transfer To A Non-Public School Request for records on letterhead from the receiving school.

Transfer Out-of-State/Out-of-Country

Request for records on letterhead from the receiving school. Note: Students transferring out of state do not require formal documentation. Written documentation from family, neighbor, etc. is sufficient for out of country transfers.

Transfer to a State Special School

If the transfer is recorded in MSIS, a note indicating the transfer is sufficient. If the transfer is not recorded in MSIS, the transfer must be recorded on letterhead from the receiving school.

Transfer to Home School Letter from the school attendance officer acknowledging transfer of student to home school.

Deceased Obituary or death notice from local paper.Dropout No documentation required.

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Deadline for verifying and submitting documentation

The final cohort will be built on Tuesday, March 1, 2011 using the verified final status of each student .

Consequently,Revisions MUST be received by 8:00 am on Tuesday, March 1, 2011 to be included in the final calculations for the 2006-2007 cohort of first-time 9th graders.

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Webinar Agenda

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Submitting the verified cohort and supporting documentation

Revisions MUST be received by 8:00 am on Tuesday, March 1, 2011 to be included in the final calculations for the 2006-2007 cohort of first-time 9th graders.

Submit to:

The Mississippi Department of EducationOffice of Research and Statistics

PO Box 771Jackson, MS 39205

ATTN: Barbara Quarles

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(Continued)

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2.3.

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Send us the packet…Mississippi Department of Education

Office of Research and StatisticsPO Box 771

Jackson, MS 39205ATTN: Barbara Quarles

Ship the Packet to us REQUIRING A SIGNATUREShip the Packet to us REQUIRING A SIGNATURE


(Continued)

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The packet with all documentation must be in our office by March 1 at 8:00 AM

The packet with all documentation must be in our office by March 1 at 8:00 AM

DeadlineDeadline


(Continued)

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Questions

Office of Research and Statistics601-359-1878Barbara Quarles – [email protected] Thompson – [email protected]

1 mississippi department of education office of research and statistics ken thompson february 3,...

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