Step #1

Returning Seniors 

Update these data elements:

  • STU.NG Next grade must equal current grade     
  • STU.U4 Update the retention code to N                
  • RET.CD  Update the code to R
  • RET.CO Add a comment that includes your site’s name and year returning

Load and run Query0 to check the data you’ve posted

 

 

Step #2

Evaluate Next School Coding

Load and run Query1

If it is correct that these students will not return to your site next year, and they were enrolled until the last day of school, do not drop from attendance, simply update the data elements listed below. All students, except completers, who will not return to your site should have these data elements updated and appear on this list.

Data elements:

  • STU.EOY     Update with the exit/withdrawal reason that describes where the student will be going.

(Populating this field will automatically add the 6/7/18 leave date in the enrollment history table.)

  • STU.NS       This code must be an RUSD site # or 888
  • ODE.CO      Add a dated note describing why the student is not returning.

Some commonly used exit/withdrawal codes:

160

The student withdrew from/left school and the district has acceptable documentation that the student has transferred (not referred by a school or district) to another California public school (within or outside the district), including transfers to a non-sectarian, non-public certified (NPS) school. Transfers that are a result of referrals made by a school or district are to be coded as T165 or T167 as appropriate.

280

Student withdrew from/left school and the district has received acceptable documentation that the student is enrolled in college, working toward an Associate or Bachelor's degree.

180

Student withdrew from/left school and the district has received acceptable documentation of enrollment in a private school in California. Do not use this code for transfers to a non-sectarian school. Student Exit Category Code T160 (TransCASchlRegular) should be used.

200

Student withdrew from/left school and the district has received acceptable documentation of enrollment in another public or private U.S. school outside California.

460

Student withdrew from/left school for a home school setting not affiliated with a private school or independent study program at a public school.

310

Student withdrew from/left school and entered a health care facility. This code is not for pregnancies

240

Student withdrew from/left school to move to another country and the district/school has supporting written documentation.

370

Student withdrew from/left school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and is in a secondary program leading toward a high school diploma.

260

Student withdrew from/left school to enroll in an adult education program and there is evidence that the student is in attendance and is working toward the completion of a GED certificate or high school diploma through an adult education program. (Enrollment in an adult education program—in the subsequent academic year—must be verified in order to use this code.) A student must also be 18 or older and reported in grade 7–12, AD, or US, to use this code.

380

Student withdrew from/left school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and is not in a secondary program leading toward a high school diploma



Step #3

Exit Graduates 

Load and run Query2

Post these two pieces of data for all 12th grade students not returning to any K-12 school next year.

Seniors with plans to attend Adult Ed should be exited as described in Step #2.  

Data elements:

  • STU.DG              Use last day of school/graduation date
  • STU.HSG            See below for CALPADS Completion Status Codes
100
Graduated, standard HS diploma
The student left school after meeting all state and local high school graduation requirements and received a standard high school diploma, or a student in foster care who met the state and local graduation requirements of a district they previously attended, as specified in Education Code Section 51225.3.
120
Special Education certificate of completion
A student with exceptional needs (having an individualized education program [IEP]) left school after receiving a certificate or document of educational achievement or completion meeting the requirements of Education Code Section 56390.
320
Received a High School Equivalency Certificate (and no standard HS diploma)
Student left school and the district has acceptable documentation that the student received a High School Equivalency Certificate by passing one or more of the following exams: the General Educational Development (GED) exam, the Test Assessing Secondary Completion (TASC) exam, or the High School Equivalency Test (HiSet). Student must be at least 18 years of age.
330
Passed CHSPE (and no standard HS diploma)
Student left after passing the California High School Proficiency Exam (CHSPE), and the district has acceptable documentation.
Student must be at least 16 years of age.
360
Completed grade 12 without completing graduation requirements, not grad
Student completed grade 12 or exceeded the maximum age for high school attendance but did not meet the state and/or local high school graduation requirements, and there is no evidence that the student is in an academic program leading toward a high school diploma or its equivalent. This does not include students who did not graduate because of failure to pass the California High School Exit Exam.
The student completed grade 12 but is not a graduate
  •  

Grads go bad when . . .

->  A RISE graduate has only STU.HSG and STU.DG posted in the home school record.

->  Graduate data was added to a program F enrollment record.

->  Data is left in STU.EOY when STU.HSG and STU.DG are posted.

-> Students complete at Adult Ed but transcripts are not forwarded to the home school.

->  Graduates are coded in last year’s database when CALPADS files are no longer being sent from that year.

->  Home/Hospital graduates are not known and/or posted.     

                   

Step #4

After Completing Steps #1 through #3

Run this Total query to see how your data falls into place: 

TOTAL STU STU.GR STU.NS STU.EOY STU.HSG BY STU.EOY STU.HSG STU.GR STU.NS

Returning students should have:             STU.NS = your site   STU.EOY = blank

Exiting students should have:                   STU.NS = not your site or 888    STU.EOY = not blank

Completers/graduates should have:       STU.NS = your site    STU.EOY = blank

                                                                       STU.HSG = not blank     STU.DG = not blank

Step #5

Maintenance

In the 2017-18 database:

                After today, and until we start working in the 2018-19 database, if

A student you thought was returning will not be returning next year

  • Update the End of Year Status (STU.EOY) (Refer to your exit/withdrawal chart)
  • Update the NxtSchl code (STU.NS) This code must be an RUSD site # or 888
  • Add a dated explanation of the exit in ODE (ODE.CO)

A student you thought was leaving will not be leaving next year

  • Remove the end of year status coding (STU.EOY)
  • Update the NxtSchl code (STU.NS) to your site’s number
  • Update or remove the explanation of the exit in ODE (ODE.CO)

In the 2018-19 database:

                When you find out:

A student you thought was returning will not be returning

  • Update the status tag (STU.TG) to N
  • Update the Summer Withdrawal Reason (STU.SWR) Refer to your exit/withdrawal chart.
  • Update the Leave Date (STU.LD) to 6/7/2018
  • Update the NxtSchl code (STU.NS) This code must be an RUSD site # or 888.
  • Add a dated explanation of the exit in ODE (ODE.CO)