Data Pipeline Snapshots - Student End of Year

Overview

The purpose of the Student End of Year (SEY) snapshot is to collect enrollment and outcome information for students during a school year. This includes demographic information and student’s entry and exit from public schools within a district. The data from this collection is used to derive the graduation, dropout, mobility, and stability rates.

The SEY collection includes all students in grades PK-12 who were counted in membership in a Local Education Agency (LEA) at any point during the school year. This collection takes place in three phases from May through December with the primary data phase occurring between May and September.

Deadlines

The 2023-2024 Student End of Year collection opens on May 2, 2024 and closes December 3, 2024.

2023-2024 Collection Timeline and Training Dates (PDF) (6/12/2024)

File Layout and Definitions

• 2023-2024 Student End of Year File Layout and Definitions (PDF) (posted 2/2/2024)
• 2023-2024 Adjustment File Layout (PDF) (posted 3/28/2023)
  • Opens in May with the official opening of the Student End of Year collection
• Student Interchange
  • Student Demographic, Student School Association, and Graduation Guidelines files must be submitted to complete Student End of Year

• Exception Request Template (XLSX) (updated 9/2023)
  • Note: Student Interchange exceptions may be submitted at any time. SEY snapshot exceptions will not be processed until the collection officially opens in May.
• Exception Request Directions (PDF) (updated 06/2024)
  • Note: Some exceptions may require additional documentation.
    • Mid-Year EL Coding Changes Form (DOC) (updated 03/30/2023)
      • This form is used when a student's EL coding is changing after October Count in the same school year and same district with an EL history > 2 years (3 Student October, 2 Student End of Year collections).

• Adjustment File Template (XLSX) (updated 9/28/2022)
• Adjustment File Directions (PDF) (updated 9/23/2024)
• Post-Cross LEA Data Change Request Template (XLSX) (posted 10/2023)
  • Only used during the Post-Cross LEA phase (late October through mid-November) of this collection.
• Post-Cross LEA Data Change Request Directions (PDF) (updated 06/2024)
  • Only used during the Post-Cross LEA phase (late October through mid-November) of this collection.
• Handling SASID merges in the Post-Cross Phase (PDF)
• Adding new records in the Post-Cross Phase (PDF)

Regular Phase

The Regular Phase is the primary data collection and clean-up phase for the Student End of Year (SEY) snapshot. During the regular phase, districts must upload the Student Demographic, Student School Association, and the Graduation Guidelines files for the Student End of Year Snapshot. Please see the Student Interchange page for more file layouts and additional information.

• Handling SASID merges in the Regular and Cross LEA phases (PDF)

Cross LEA Phase

The Cross LEA phase is the first of two post-collection phases. During this phase, an initial process is run to validate if a student previously enrolled in a district has been recovered by another Colorado school district or completed a High School Equivalency Diploma (HSED) after exiting the prior district. Districts then address SE700 level warnings/errors to clean up data discrepancies.

• Handling SASID merges in the Regular and Cross LEA phases (PDF)

Post-Cross LEA Phase

The Post-Cross LEA phase is the second post-collection phase. During this phase districts complete a final validation of student data. SE900 level warnings/errors are addressed to ensure data accuracy.

• Post-Cross LEA Data Change Request Template (XLSX)
• Post-Cross LEA Data Change Request Directions (PDF)
• Handling SASID merges in the Post-Cross Phase (PDF)
• Adding new records in the Post-Cross Phase (PDF)

SEY Collection Manual (PDF)

Student Enrollment Record Guide (PDF)

SEY CEDAR/COGNOS Guide (PDF)

• ASCENT Participation Cap Update (PDF) (posted 9/19/2024)
• Preschool Student Data Reporting (PDF) (posted 3/11/2024)
• Troubleshooting File Uploads/Snapshots (PDF) (posted 3/16/2023)
• AYG Cohort: Exit Types that Comprise the Graduation Cohort Base (PDF) (updated 5/4/2023)
• Internal Flag Calculation: Anticipated Year of Graduation (PDF)
• Graduation Guidelines File: General Information and District Considerations (PDF) (posted 4/7/2023)
• SAT Math Graduation Guidelines Benchmark Change; Technical Information (PDF) (posted 9/25/2024)
• Contract Agreement Students: Impact of Pupil Attendance Information (posted 9/26/2024)
• Date First Enrolled in US: SSA Data Field (PDF)
• English Learner Coding Guide (PDF)
• Handling SASID merges in the Regular and Cross LEA phases (PDF) (posted 10/4/2024)
• Handling SASID merges in the Post-Cross Phase (PDF)
• Adding new records in the Post-Cross Phase (PDF)

• Data Pipeline Frequently Requested Codes
  • Colorado School Code Lists (public and non-public)
  • Approved Allowable Facility Code List
  • Detention Center Codes
  • Language Background Codes
• Postsecondary and Workforce Readiness: Graduation Guidelines
  • Graduation Guidelines Menu of Options
  • Graduation Guidelines Reporting Overview
  • Graduation Guidelines FAQ
• Office of Facility Schools (Facility School Directory)
• Accountability: Postsecondary and Workforce Readiness Indicators
• Accountability: Use of Data from Data Pipeline & Assessment Collections (Why it Matters, What to Look For, How Collections Generally Occur)
• National Center for Education Statistics: Public School Search
• National Center for Education Statistics: Private School Search

Graduation and Completion Rates

• Current School Year Graduation/Completion Rates
• Graduation/Completion Rates for Previous School Years
• Short Byte: Graduation & Completion Rates (Recording)
  • Short Byte: Graduation & Completion Rates (PPT) (May 2023)
  • AYG Cohort: Exit Types Codes that Comprise the Graduation Cohort (PDF)
• Short Byte: AYG Cohort (Recording)
  • Short Byte: AYG Cohort (PPT) (May 2023)
  • Internal Flag Calculation: Anticipated Year of Graduation (PDF)
• US Department of Education: Graduation Rate Regulation
• US Department of Education: ESSA - Graduation Rate Non-Regulatory Guidance

Dropout Rates

• Current School Year Dropout Rates
• Dropout Rates for Previous School Years
• Short Byte: Dropout Rates (Recording)
  • ​ Short Byte: Dropout Rates (PPT) (May 2023)

Mobility/Stability Rates

• Current School Year Mobility/Stability Rates
• Mobility/Stability Rates for Previous School Years
• Short Byte: Mobility & Stability Rates (Recording)
  • Short Byte: Mobility & Stability Rates (PPT) (May 2023)