Automated Data Exchange EOY ReportsAugust 2012

Purpose

The goal of the ADE reports is to help schools and districts verify that the correct data is being reported to CDE and then to the public. The intent of this webinar is to demonstrate

how to use these reports so that the purpose is met.

Agenda

• Review how to open flat files and the data summary report

• Familiarize Respondents with the purposes of each report offered on ADE Main

• Address Questions and concerns about the reports

How to View Your Flat Files1. Select the file you want to view and click SAVE FILE (be sure to note where you save your file):

2. Open Excel, choose to ‘open’ a file, be sure to look for ‘ALL FILES’ in the dropdown box, select your file and click open.

How to View Your Flat Files: Continued3. Follow the steps to open the document.

Step 1: select ‘Delimited’Next

Step 2: select ‘Tab’ and ‘Comma’Next

How to View Your Flat Files: Continued

Step 3: select ‘Text’ Finish

How to View Your Flat Files: Continued

How to View Data Summary1. Select the Data Summary Report and choose to save file.

2. Once you have saved the file, double click and it will open in word. Format the summary as follows:0 marginsLandscape6pt fontCourier New

Note: You can also use these steps when opening any file that is not a flat file. Or you can view it in ADE.

ADE Main: Report List

Reports Related to Current Year AYG

Reports Related to Current Year AYG: Flat Files

Report Report Title Description

Flat File Historical Student List-Students from the current year AYG at the end of the 20__-20__ collection.

List of students in the current year AYG as they were reported in the EOY collection as Freshman.

Flat File Historical Student List-Students from the current year AYG at the end of the 20__-20__ collection.

List of students in the current year AYG as they were reported in the EOY collection as Sophomores.

Flat File Historical Student List-Students from the current year AYG at the end of the 20__-20__ collection.

List of students in the current year AYG as they were reported in the EOY collection as Juniors.Link to Example Report:https://cdeapps.cde.state.co.us/studeoy_Historical%20Students%20From%20the%202011-12%20cohort%20in%202010-11.xls

Flat File Student List-Students from the Current year AYG

List of students who are in the current year Cohort Base.Link to Example Report:https://cdeapps.cde.state.co.us/studeoy_Student%20List-Students%20from%20the%20Current%20Year%20AYG.xls

Reports Related to Current Year AYG: Data Summary

Data Summary Report On-time Graduation and Completion Rates

Cohort Base: Students’ with current year AYG (Anticipated Year of Graduation Year).Graduates Counts: Students’ with current year AYG and graduatedCompleters Counts: Students’ with current year AYG and completed (GED)Still Enrolled Counts: Students’ with current year AYG and still enrolled

Data Summary Report HIGH SCHOOL GRADUATES AND OTHER COMPLETERS BY RACE/ETHNICITY AND GENDER

Count of students with current year AYG who graduated or completed.Data organized by race/ethnicity and gender.

Data Summary Report GRADUATION RATES BY RACE/ETHNICITY AND GENDER

Students’ with current year AYG who graduated.Data organized by race/ethnicity and gender

Data Summary Report GRADUATION RATE BY IPST CATEGORY Students’ with current year AYG who graduated or completed.Data organized by IPST category.

Link to Example Data Summary: https://cdeapps.cde.state.co.us/studeoy_Data

%20Summary%20Example.doc

Reports Related to Extended Graduation Rates

Reports Related to Extended Graduation RatesReport Report Title Description

Flat File Extended Graduation Rate Data Report: 3 year rates for 20__-__ AYG

Link to Example:https://cdeapps.cde.state.co.us/studeoy_3%20year%20rates-Graduates%20and%20Completers.doc

Cohort Base: Students’ (Juniors) with AYG (Anticipated Year of Graduation Year)of the following year 20__-__.Graduates Counts: Early Graduates with an AYG of the following year and graduatedCompleters Counts: Early Graduates with an AYG of the following year and graduated or completed (GED)Still Enrolled Counts: Students’ with following year AYG and still enrolled

Flat File Extended Graduation Rate Student List: Students in the 3 year rates for 20__-__ AYG

List of students who are in the following year Cohort Base.

Flat File Extended Graduation Rate Data Report: 5 year rates for 20__-__ AYG

Cohort Base: Students’ with prior year AYG (Anticipated Year of Graduation Year).Graduates Counts: Students’ with prior year AYG and graduatedCompleters Counts: Students’ with prior year AYG and graduated or completed (GED)Still Enrolled Counts: Students’ with prior year AYG and still enrolled

Flat File Extended Graduation Rate Student List: Students in the 5 year rates for 20__-__ AYG

List of students who are in the prior year Cohort Base.

Flat File Extended Graduation Rate Data Report: 6 year rates for 20__-__ AYG

Link to Example Report:https://cdeapps.cde.state.co.us/studeoy_6%20year%20rates-Graduates%20and%20Competers.xls

Cohort Base: Students’ with AYG (Anticipated Year of Graduation Year) two years prior.Graduates Counts: Students’ AYG two years priorCompleters Counts: Students’ with AYG two years prior and graduated or completed (GED)Still Enrolled Counts: Students’ with AYG two years prior and still enrolled

Flat File Extended Graduation Rate Student List: Students in the 6 year rates for 20__-__ AYG

List of students who are in the Cohort Base for an AYG two years prior.Link to Example Report: https://cdeapps.cde.state.co.us/studeoy_Student%20List-6%20year%20rate.xls

Additional Notes

• All student list reports are typically ordered in the following manner (although you can sort however you would like)

– School Code (ascending)

– Exit Code (ascending)• Dropouts (40)• GED Transfers (70)• Graduates (90)• Completers (92-95)

• Send these reports to principals and schools to insure data is accurate.

What Questions Do You Have?