1 CCR 301-1-12.0 - Data Collection Calculations and End-of-Year Data Collection Process
12.01 Student Dropout Rate
(1) The annual student dropout rate is the
percentage of students in grades 7 through 12 who drop out of school in a given
year between July 1 and June 30 and have not returned to an educational
environment on or before the end of the school year or June 30. An educational
environment is a Public School within a District or the Institute, nonpublic or
private school, home-based education program (home school) pursuant to section
22-33-104.5, C.R.S., HSED program,
vocational education program, licensed eligible Facility, State-Operated
Program, Detention Center, or other education program operated by the
Department of Youth Corrections or Department of Corrections. This includes
students in grades 7 through 12 who:
(A) Were
enrolled in school at some time during the current reporting school year;
and
(B) Were not enrolled at the
end of the school year or June 30; and
(C) Have not graduated from high school or
received a HSED certificate, or completed a district-approved educational
program; and
(D) Do not meet any of
the following exclusionary conditions: temporary absence due to serious illness
or injury, suspension or expulsion; death; or transfer to another educational
environment.
(2) The
numerator for the student dropout rate is the number of grade 7-12 students who
dropped out and the denominator is the cumulative unduplicated enrollment for
grades 7-12.
(3) The following
student dropout rate formula shall be applied:
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(4) Dropout
rate clarifications:
(A) Any student whose
transfer to another educational environment cannot be verified is a dropout for
reporting purposes. Districts and the Institute must apply a default status of
dropout to any student who does not have adequate documentation on file,
meaning a records request or confirmation of enrollment and attendance at
another District or the Institute, by the end of the school year. Please see
further clarifications below.
(B)
Mandatory school age legislation, in section
22-33-104(1)
C.R.S., requires that every child who has attained the age of six years and is
under the age of seventeen years attend public school. This mandatory school
age legislation does not exempt a District or the Institute from reporting a
student as a dropout. Students at any stage in court proceedings to compel
compliance with the compulsory attendance statute who have not yet returned to
school shall be counted as dropouts.
(C) Students transferring to another District
or the Institute who are identified through the Department's post-collection
process as not returning to another District or the Institute by the end of the
current school year or June 30 shall be counted as dropouts. The Department
shall verify student attendance through the data submitted by other Districts
and the Institute through the end-of-year data collection.
(D) Various forms of documentation may or may
not serve as adequate documentation for an educational transfer based on the
following:
(I) In-state transfers to a Public
School may not be documented through records requests or the Record Integration
Tracking System (RITS) because a student may never have attended the school in
which the student enrolled. An in-state confirmation of attendance is adequate
documentation and may be requested as part of the end-of-year verification
processes.
(II) In-state transfers
to other Colorado entities such as private schools, Detention Centers, licensed
eligible Facilities, or State-Operated Programs may be documented through
records requests or confirmations of attendance. Adequate documentation of a
transfer to home-based education programs (home school) pursuant to section
22-33-104.5, C.R.S., is a
parent/guardian signature on a written confirmation of the intent to home
school.
(III) Out-of-state
transfers may be documented through records requests or confirmations of
attendance.
(IV) Transfers to an
out-of-country educational entity can be documented by a records request, a
confirmation of attendance, a written confirmation by a school administrator or
designee based on a conversation with a parent/guardian, or a parent/guardian
signature on a written confirmation of the intent to emigrate to and attend
school in another country.
(E) Adequate documentation for other student
statuses is as follows:
(I) Seriously ill
students can be documented by a written confirmation by physician or health
care provider.
(II) Deceased
students may be documented by a copy of the obituary, a letter from the
parent/guardian or a written confirmation by a school administrator or
designee.
(F)
Determination of whether a student has completed the school year or is
considered a dropout is based upon two factors, length of time absent prior to
the end of the school year and coursework completion.
(G) Students shall be counted as completing
the school year if they leave school within three weeks of the last day of
school or have completed all coursework early, meaning that they have completed
the locally defined requirements for the current grade level and will be
promoted into the next higher grade the following school year.
(H) Students who leave within three weeks of
the last day of school or June 30th, whichever comes first, whether with
excused or unexcused absences, are not dropouts, but non-exiting students.
However, these early exiting students who are recorded as completing the
current school year who are not documented to return to an educational program
the following school year must be recorded as summer dropouts in the next
reporting period.
(I) Students who
do not meet the exclusionary conditions listed under section 12.01 of these
rules and are absent more than three weeks from the last day of school and have
not completed all coursework, whether with excused or unexcused absences, are
dropouts. Students shall be considered to have completed all coursework if they
have completed the locally defined requirements for the current grade level and
will be promoted into the next higher grade the following school
year.
(J) For students who are
withdrawing from a Public School, Districts and the Institute are authorized to
request information from the parent or guardian about the specific type of
educational environment to which the student will be transferring, in order to
monitor compliance with the School Attendance Law, section
22-33-104(1),
C.R.S. If a student in seventh through twelfth grade has indicated on a written
notification of withdrawal that he or she is transferring to another Colorado
School District or the Institute but the Department's post-collection process
indicates that the student has not attended class in another Colorado District
or the Institute, that student will be classified as a dropout, unless further
investigation proves otherwise. Colorado Public Schools and local education
agencies are required to send transcripts or to confirm attendance when
requested from another Colorado Public School or local education agency within
two weeks of receiving the request with the exception of students in
out-of-home placements whose records must be transferred within five (5) days
pursuant to sections
22-32-138(2)(a)(II) and
(3)(a), C.R.S.
(K) Students who register for school but
never attend are not to be included in reported dropout data. Students who
never attend may also include non-attending students who are eligible for
special education and related services.
12.02 Four-year Graduation Rate:
(1) The high school graduation rate is the
percentage of students from a beginning of the year ninth grade cohort,
adjusted for verified transfers in and out, who leave school as graduates, as
defined by the District or the Institute Charter School, in four years or less.
Verified transfers refer to transfers for which a records request or
confirmation of enrollment and attendance has been provided.
(2) The numerator for the four-year
graduation rate is the number of cohort members (students) who graduated in
year x and the denominator is the number of beginning of the year ninth grade
cohort members adjusted for verified transfers in and out.
(3) The formula for the four-year graduation
rate is as follows:
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(4)
Four-year Graduation Rate Clarifications:
(A)
Graduation rates for a high school not containing a ninth grade will be
adjusted according to the grades contained within the Public School. Notations
will be made when the standard four-year graduation rates are not
applied.
(B) District and Institute
graduation rates will be held to a four-year standard regardless of the grade
ranges of the Public Schools in the School District or Institute.
(C) Expanded graduation rates, when used,
should always be clearly labeled with the time span to differentiate from the
four-year graduation rate.
(D)
Students shown as aging out, dropping out, expelled, or transferring to
non-district HSED programs are included in graduation calculations.
(E) Students are not considered graduates
until educational services have ended, unless specified by law or rule.
Beginning in 2017-18, ASCENT and PTECH students who have met graduation
requirements may be counted as graduates within the four-year graduation rate.
However, the high school diploma cannot be dated and conferred until the
student has completed or left the program.
12.03 Expanded Graduation Rates:
(1) The three-year graduation rate formula is
as follows:
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(2) The
five-year graduation rate formula is as follows:
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(3) The
six-year graduation rate formula is as follows:
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(4) The
seven-year graduation rate formula is as follows:
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12.04 Completion Rate:
(1) The high school completion rate is the
percentage of students from a beginning of the year ninth grade cohort adjusted
for verified transfers in and out, who leave school as graduates or completers,
as defined by the District or Institute Charter School. Students who do not
meet specified graduation requirements are not graduates, but completers.
Verified transfers refer to transfers for which a records request or
confirmation of enrollment and attendance has been provided. Completers include
students who: receive a HSED certificate through the completion of a HSED
program; receive a certificate of completion; complete a vocational program; or
are accepted into an institution of higher education to pursue either a
bachelor's or associate's degree.
(2) The numerator for the completion rate is
the number of cohort members (students) who graduated or completed in year X
and the denominator is the number of beginning of the year ninth grade cohort
members enrollment adjusted for verified transfers in and out.
(3) The formula for the completion rate is as
follows:
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(4)
Completion rate clarifications:
(A) For
purposes of the completion rates, completers are those students who have
received a certificate or other designation of high school completion, such as
a HSED. Completers have met the locally defined requirements for high school
completion and are not continuing to receive educational services from a local
education agency. Students are not considered completers until educational
services have ended, unless specified by law or rule.
(B) Completion rates for a high school not
containing a ninth grade will be adjusted according to the grades contained
within the school. Notations will be made when the standard four-year
completion rates are not applied.
(C) District and Institute completion rates
will be held to a four-year standard regardless of the grade ranges of the
Public Schools in the District or Institute.
(D) Students shown as aging out, dropping
out, expelled, or transferring to non-district HSED programs are included in
completion calculations.
12.05 Expanded Completion Rates:
(1) The three-year completion rate formula is
as follows:
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(2) The
five-year completion rate is as follows:
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(3) The
six-year completion rate is as follows:
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(4) The
seven-year completion rate is as follows:
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12.06 Mobility Rates:
(1) Mobility rates are indicators of turnover
in the student population within a given school year. Any student in grades
K-12 who enters or leaves a school between the start of the school year (pupil
enrollment count date) and the last day of school is counted in the mobility
rate. This includes students who:
(A) Transfer
into a District or Institute Charter School;
(B) Transfer within a District or Institute
Charter School;
(C) Transfer to
another District or Institute Charter School, nonpublic or private school,
home-based education program (home school) pursuant to section
22-33-104.5, C.R.S., HSED program,
vocational education program, licensed eligible Facility, State-Operated
Program, Detention Center, or other educational program operated by the
Department of Youth Corrections or Department of Corrections;
(D) Have been expelled;
(E) Have dropped out or exited to an unknown
educational setting;
(F) Are absent
for extended periods; or
(G) Are
seriously ill or deceased.
(2) Mobility Rate Clarifications:
(A) Districts and the Institute shall
indicate an instance of mobility for a student after ten consecutive days of
excused or unexcused absences.
(B)
Students who register for school but never attend are not to be included in
reported mobility data. Students who never attend may also include
non-attending students who are eligible for special education and related
services.
(C) Grade level mobility
rates will contain duplications because students may be mobile across different
grade levels throughout the school year. If a student changes grades, the
student will be included in the numerator and denominator of each grade level
of which they were a member.
12.07 Student Mobility Rate:
(1) The student (unduplicated) mobility rate
is the proportion of students having moved during the school year. The student
mobility rate measures the number of students who have moved (a count of one
regardless of the number of times a student moves). The rate includes an
unduplicated count of students who transfer into or out of the Public School,
District or Institute Charter School during the regular school year.
(2) The numerator for the student mobility
rate is the unduplicated count of grade K-12 students who moved into or out of
a Public School, District, or Institute Charter School during the school year
and the denominator is the cumulative unduplicated student enrollment for
kindergarten through twelfth grades.
(3) The formula for the student mobility rate
is as follows:
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12.08 Occurrence Mobility Rate:
(1) The occurrence (duplicated) mobility rate
is the frequency with which student moves occur during the school year. The
occurrence mobility rate measures the number of moves made by students (a count
equal to the number of times a student has moved). The rate includes a
duplicated count of students who transfer into, out of, or both into and out of
the Public School, District, or Institute Charter School during the regular
school year.
(2) The numerator for
the occurrence mobility rate is the duplicated count of grade K-12 students who
moved into, out of, or both into and out of the Public School, District, or
Institute Charter School during the school year. The denominator is the
cumulative unduplicated student enrollment for kindergarten through twelfth
grades.
(3) The formula for the
occurrence mobility rate is as follows:
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12.09 Truancy Rate:
(1) Truancy rates are indicators of unexcused
absences from public school within a given school year.
(2) Truancy Rate Clarifications:
(A) Districts shall address truancy in
accordance with the Local Board policies and procedures established pursuant to
the compulsory school attendance law, section
22-33-107(3)(b)
C.R.S.
(B) School Districts and the
Institute shall report unexcused absence days. An unexcused absence occurs when
a student is absent without a reason or for an unacceptable reason as
identified within the attendance rules set by a Local Board's policy adopted
pursuant to section
22-33-104(4)(a).
If authorized school officials determine that a parent's excuse is not valid or
verified, the absence shall be considered unexcused.
(C) Students who register for school, but
never attend are not to be included in reported truancy data. Students who
never attend may also include non-attending students who are eligible for
special education and related services.
(D) Truancy rates will be reported for
alternative education campuses and online Public Schools. These schools must
have a method to track the attendance for enrolled students.
12.10 Truancy Rate-
Unexcused Absence Days:
(1) The unexcused
absence days truancy rate is the proportion of days in which students were
absent without an excuse.
(2) The
numerator for the unexcused absence days truancy rate is the aggregate number
of days of unexcused student absences. The denominator is the aggregate number
of student days possible, which is calculated by adding the total student days
attended, the total student days of excused absences and the total student days
of unexcused absences.
(3) The
formula for the unexcused absence days truancy rate is as follows:
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12.11 Truancy Rate- Habitually Truant
Students:
(1) The numerator for the habitually
truant students truancy rate is the number of students who are habitually
truant, meaning all students who are at least the age of six on or before
August 1 of the year in question and under the age of seventeen years and who
have four (4) total days of unexcused absences from public school in any one
calendar month or ten (10) total days of unexcused absences from public school
within a given school year. The denominator is the cumulative unduplicated
enrollment for grades K-12.
(2) The
formula for the habitually truant students truancy rate is as follows:
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12.12 End-of-Year Collection Process:
(1) District and Institute Responsibilities:
(A) Districts and the Institute shall ensure
that the student data submitted is as clean and accurate as possible.
(B) In order to know the whereabouts of
7-12th grade transfer students, Districts and the Institute are encouraged to
conduct timely inquiries when students withdraw from school, keep documentation
on file regarding each, and follow-up on 7-12th grade students for whom
appropriate documentation has not been secured.
(C) The reporting period for the end-of-year
collection is from July 1st to June 30th, annually. Districts and the Institute
shall mark the appropriate information as of the last day of school or June
30th, whichever occurs first.
(D)
Districts and the Institute may include summer graduates or completers up until
August 31st of each year. Districts and the Institute shall include graduates
and completers after that date in the next end-of-year reporting
period.
(E) On or before September
15th of each year, every District and the Institute shall initially approve
submitted end-of-year files.
(F)
Each year, every District and the Institute shall approve submitted end-of-year
files on or before the Department's announced interim and final
deadlines.
(G) If a District
provides educational programs to Detention Centers as well as Facilities, they
must continue to report accurate and complete data in terms of the 7th through
12th grade students served within the end-of-year reporting period until such
time as cross-agency data sharing has eliminated the need to do so.
(2) Department Responsibilities:
(A) The Department shall ensure that student
data is as clean and accurate as possible.
(B) The Department shall announce the annual
schedule of each collection no later than one month prior to collection
opening.
(C) The Department shall
annually notify Districts and the Institute where lists of Detention Centers
and Facilities with educational programs administered by Districts are located
on the Department's website.
Notes
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