Business ServicesState Reporting Withdrawal Codes , Year End Codes & Graduation Rate

Getting Started

We will discuss: Withdrawals after Rollover New Infinite Campus procedures for

Summer Withdrawals. Year End Codes. How withdrawal codes and year end

codes affect the graduation rate. August 2014

Why Summer Withdrawals are Needed…

SAIS expects a student to return to the same school or the expected Junior High or High School for the next school year. When this is not the case, and students do not return to the expected school after a summer break, they are part of the summer withdrawal process.

Infinite Campus 2014/2015 Enrollment Line

The enrollment lines for the 2014/2015 expected enrollment are now on Infinite Campus.

Communication will be crucial.

The following procedures must be completed by Thursday, May 29th .

3 Typical Scenarios that will occur from now until the end of the school year.

Scenario 1

  Student withdraws from the district before the last day of school:

Procedure: 1. Infinite Campus: Withdraw the current

school year line as normal 2. Complete Withdrawal Form as normal▪ Specific queries will be run to delete the

14/15 enrollment line for this scenario.

Scenario 2

Student withdraws before the last day of school (this school year) to attend another GPS school.

Procedure:1. Infinite Campus- Withdraw the current school year line

as normal.2. Email State reporting (Joanna) to delete the 14/15

enrollment line for your campus.    The email to delete will need to include : student name,

campus name & campus the student is moving to.▪ If the student is in 6th or 8th grade (this school year), the

email will also need to include the new feeder Junior High or High School.

3.Complete Withdrawal Form as normal 

Scenario 2 Continued…14/15 Line for New GPS Campus

NEW GPS CAMPUS: Once the 14/15 school year line has

been deleted …. Proceed with creating the 14/15 line for your Campus.

Start Status: E1: 1st AZ enroll, from same school.

Scenario 3

Student is completing the school year but will not return to your campus as expected next year.

Procedure:1. DO NOT add any withdrawal status or dates to current year line.2. Infinite Campus: On the 14/15 enrollment line (for your campus) a)  modify the start date to: 8/4/2013 b)      enter the end date: 8/5/2013 c)     Select ‘No Show’

d)        End Status:▪ If student is attending another GPS school, select ‘S99-Summer transfer within

district’.▪ If student is NOT returning to GPS, select ‘S1-Summer Transfer out of district’.▪ If the student is in 6th or 8th grade (this school year) :email the new feeder Junior

High or High School to withdraw the student on the 14/15 line with the using the ‘S1’ code.

S99-Summer transfer within district must be completed before the new GPS school for next year can add their enrollment line.

Retentions

• DO NOT add an end date or an end status to students who finish the school year.

• Retentions: students scheduled to repeat a grade should be marked as ‘Retained’ on the Enrollment Tab (current year line):

(NOT to be used for 12th Grade)

Retentions Continued

Once you have marked ‘Retained’

Adjust grade on the 14/15 enrollment line.

Seniors- Not Graduating

Select the appropriate Grad Code: Any senior who will not be graduating MUST be entered Under the ‘State Reporting Section’ on the Enrollments Tab.

Graduation Codes: Non Graduates It is imperative that the Graduation Codes for Non-Grads are entered

accurately :

C: Completed course of study at year endStudent either (a) completed course of study requirements but DID NOT receive a passing score on the AIMS test, (b) or completed Individual Education Plan requirements but DID NOT receive a passing score on the AIMS test (used only in grades 11 or 12). Completers have concluded their high school education and are not expected to re-enroll.

A: Attended - Concluded high school education and not expected to reenrollStudent (a) NEITHER met course study requirements or Individual Education Plan NOR received a passing score on the AIMS test; or (b) turned 22 years of age, or (c) was a twelfth grade foreign exchange student (used only in grades 11 or 12). Attendees have concluded their high school education and are not expected to re-enroll.+*

SA: Still Enrolled (AIMS)Student is still enrolled because student (a) fulfilled course of study requirements but DID NOT receive a passing score on the AIMS test, or (b) completed Individual Education Plan requirements but DID NOT receive a passing score on the AIMS test (used only in grade 12).+

SC: Still Enrolled (Course Study Requirements)Student is still enrolled because the student either (a) DID NOT meet course of study requirements for graduation but received a passing score on the AIMS test, or (b) DID NOT complete Individual Education Plan but received a passing score on the AIMS test (used only in grade 12).+

SE: Still Enrolled (Met No Requirements)Student is still enrolled because student (a) NEITHER met course study requirements NOR received a passing score on the AIMS test, or (b) NEITHER completed Individual Education Plan NOR received a passing score on the AIMS test (used only in grade 12).+

Seniors- Not Graduating Continued….

SA, SC, or SE… IC will not create a new line for

Returning Seniors. After Grad Code is entered on the

current year line, proceed with creating the 14/15 line.

Start Status: E12: 5th year, First Enroll from Same school.

Graduating Seniors

For Graduating Seniors, an end status or Graduation Code is not needed.

Impact on Graduation Rate

Categories

Graduates

Year End Code : G Withdrawal Code: W7 Summer Withdrawal Code: S7

Non-GraduatesYear End Codes

Year End Codes: A- Attended C- Completed SA- Still Attending (AIMS) SC- Still Attending (Course of Study) SE-Still Attending (Met No

Requirements)

Non-Graduates: Withdrawal & Summer Withdrawal Codes

Illness- Withdrawal Code:W2, Summer Code: S2 Expelled- Withdrawal Code: W3, Summer Code: S3 Status Unknown- Withdrawal Code: W4, Summer

Code:S4 Dropouts: Withdrawal Code: W5, Summer Code:

S5 Detention: Withdrawal Code: W10, Summer Code: S10 GED- Withdrawal Code: W11, Summer Code: S11 Vocational School-Withdrawal Code W12, Summer Code:

S12*With the appropriate documentation, some withdrawal codes can be modified.

Exited Students

Transferred Withdrawal Code : W1 Summer Code: S1 (out of district) or S99

(within district) Deceased

Withdrawal Code : W8 Summer Code: S8

Home Schooled Withdrawal Code : W9 Summer Code: S9

Calculating Graduation Rate

August 2014

How to code students who do not return to your campus as expected:

You received notification that a student is not returning to the district….

1. Infinite Campus: On the 14/15 enrollment line (for your campus) a)  modify the start date to:

8/4/2013 b)      enter the end date:

8/5/2013 c)     Select ‘No Show’ d)     End Status: S1 ‘Summer

transfer out of district)▪ Complete withdrawal form.

If a student does not return to your campus as expected but returns to a GPS campus…

Infinite Campus: On the 14/15 enrollment line (for your campus)

a) modify the start date to: 8/4/2013  b)   enter the end date: 8/5/2013 c)   Select ‘No Show

d) End Status: S99 ‘Summer transfer within district).

▪ Complete withdrawal form.

REMEMBER- This must be completed before the new campus can create their enrollment line.

No Show : 10th day of school

Wait 10 days: If a student does not show up a t the beginning of the school year & there has been no correspondence:

Infinite Campus: On the 14/15 enrollment line (for your campus)

a) modify the start date to: 8/4/2013  b)   enter the end date: 8/5/2013 c)   Select ‘No Show

d)   End Status: S4 :‘Summer Absence or Status Unknown’

Complete withdrawal form.

IMPORTANT REMINDER: If you receive a request for records after the S4 has been entered, you may modify the End Status to S1. (Email State Reporting to modify the EVIT line if applicable).

Reminders

A student cannot withdraw on the last day of school.

Graduation Codes and known withdrawals must be completed by Thursday May 29th .

Questions Regarding Coding…

Contact State Reporting:

Joanna Catanzaro- 480-545-2112

Jeremy Betts- 480-545-2163