Graduation Tab

PATH: Student Information > General > Graduation

See the State Edition Graduation article for guidance related to using the Graduation tab at the State level or at districts linked to a state edition.

The Graduation tab provides districts with the ability to track graduation information used in state reporting, AYP (Average Yearly Progress) determinations and NCLB (No Child Left Behind) report cards. This tab also allows districts to track when a student first entered ninth grade and calculate his/her expected graduation date.

Graduation Editor

The District Edition user interface displays one graduation record for each student on the Graduation tab. Collected graduation data varies by state.

The Graduation tab contains the same information at the district and state levels. Data entered or modified at the district level will sync to the state level. However, changes made at the state level do NOT sync to the district and will NOT be reflected in district-level data.

Changes made to fields on the Graduation tab by district-level users sync to the state level. Changes made by state-level users are NOT reflected at the district level.

State-linked districts will see a State Graduation record section at the top of the Graduation editor. This is the student's graduation information available at the state.


State-linked District Graduation Editor

Enrollment Data

The Enrollment Data section repeats the information from the student's General Enrollment Information editor. It cannot be modified from the Graduation tab.

Ninth Grade Enrollment Fields on Graduation Editor

Deletion of Graduation Data

When the student's last enrollment record in the district is deleted, the entire graduation record will also be deleted.

When the last enrollment in grades 9-12 is deleted, the data in the following fields is also deleted:

When a 9th grade enrollment record or enrollment history record is deleted:

Warning Messages

Warning messages appear in the noted areas indicating graduation information will be deleted. These messages appear when modifying enrollment information.

  • When a student's last enrollment record (student only has one enrollment left) is deleted, graduation information is deleted.
  • When a student's last 9-12 grade enrollment or enrollment history is deleted, existing graduation information is deleted.
  • When saving an enrollment record for students who shouldn't have graduation data (i.e., the student's grade level is no longer in grades 9-12), the graduation data is deleted.

Addition of Graduation Data

When an enrollment record for grade 9 is created for a student, a graduation record is also created. If a student is newly enrolled in a district after grade 9, the graduation record needs to be manually created.

Information can only be added for the above fields for students in grades 9-12. If the student is not enrolled in these grade levels, the graduation fields are grayed out and the user cannot enter data.

If data exists for a student who is not enrolled in grades 9-12, the entered data can be seen but is not editable and is removed upon re-saving the Graduation tab.

When changes are made to the 9th grade enrollment or enrollment history, all graduation records are synced across all districts.

Fields Populated for Grade 9-12 Students Only

Graduation Detail

The Graduation Detail section lists the student's general graduation information (diploma date, NGA cohort information, etc.) and any required fields necessary for state reporting.

Graduation Detail Fields

General Graduation Information

FieldDescription
GRAD Score

The Graduation-Related Analytic Data (GRAD) score summarizes a student's educational record with a single number indicating the student's likelihood of completing high school. See the Graduation Tab (.1833 - .2001)#GRAD Score section below for more information.

GRAD score functionality is only available for districts that have Early Warning functionality.

Diploma DateEntered date (MMDDYY format) indicates when the student received their high school diploma or equivalent measure of achievement (GED, etc.).
Diploma Type

Selection indicates the received measure of achievement the student received upon high school graduation. Options for this field vary by state.

Diploma PeriodSelection indicates the time of year the student received the diploma.
Date First Entered the 9th Grade

Entered date (MMDDYY format) indicates when the student first entered the ninth grade. This date may also be auto-populated based on the student's enrollment or historical enrollment records.

This year compares the enrollment start date for the student's 9th grade enrollment to a hard-coded July 1 to June 30 date range. The School Years setting on the Calendar is not used, the type of calendar (regular vs. summer school) is not referenced in the logic of this end year, and the type of enrollment (primary vs. partial vs. special education) is not referenced.

It is up to the district in most cases to determine when a student's first 9th grade enrollment occurs. However, there may be specific guidance from the state's department of education that should be followed.

In instances where a student's first time enrollment in 9th grade falls into a Summer School calendar where the student is taking some required 9th grade courses during the summer, and the student will still be in 9th grade in the fall of that year, the summer school date should be entered. If the student is taking 8th grade courses in the summer school calendar before being considered a 9th grader, the student would still be considered an 8th grader in the summer school calendar.

Summer School calendars that begin in June (before July 1) are part of the previous school year (June 2016 calendars are part of the 2015-16 school year); summer school calendars that begin in July (on or after July 1) are part of the upcoming school year (July 2016 calendars are part of the 2016-17 school year).

NGA Cohort End Year

This field is used as part of the National Governor’s Association graduation calculation rate. The selected year is often four years after the ninth grade start year; if a student has not graduated high school in four years (could be less than or more than four years), this selection can be changed.

A System Preference exists that allows districts to set the year value for this field.

NCLB Cohort End YearThis field is the end year of the four year cohort used as part of NCLB legislation, auto-populated from the Date First Entered the 9th Grade field.
Post Grad LocationSelection indicates where the student is participating in after-high school activities, either IS: In-State or OS: Out-of-State. These activities are based on the selection for the Post Grad Plans fields.
Post Grad Plans

Selection indicates what the student is planning on doing after high school graduation.

State Reporting Graduation Fields

Required Graduation fields vary by state. Refer to localized product content for information on entering data into this section.

State Reporting Graduation Fields

State Seal Information

The State Seal Information section allows you to add State Seal records to a student's graduation record.

The State Seal Information section varies per state. See your specific state documentation for more information.

State Seal Information

Enter Graduation Data

  1. Enter the Diploma Date in mmddyy format or by selecting the Calendar icon and choosing a date.
  2. Select a Diploma Type from the dropdown list.
  3. Select a Diploma Period from the dropdown list.
  4. Enter the Date First Entered the 9th Grade in mmddyy format or by selecting the Calendar icon and choosing a date. This date should match the Start Date listed in the Enrollment Data section. Overrides are allowed for users with proper tool rights.
  5. Select the NGA Cohort End Year from the dropdown list. This field auto-populates based on enrollment information. Overrides are allowed for users with proper tool rights.
  6. The NCLB Cohort End Year will auto-populate with the year four years following the Date First Entered the 9th Grade.
  7. Select the student’s Post Grad Location from the dropdown list.
  8. If applicable, select the State Seal information.
  9. Select the Save icon when finished.

Graduation Scenarios and Logic

 Click here to expand...

District Level Scenarios

The following scenarios apply to district-level information. If the district is part of a Campus State Edition product, the data will sync to the state to reflect existing information at the district level.

ScenarioLogic
Normal Promotion to Ninth Grade using Enrollment Roll ForwardWhen the Enrollment Roll Forward Wizard is used to move students from eighth to ninth grade, Graduation entries for all newly created ninth-grade enrollments will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields.
Mid-Year Promotion by Manual OperationWhen a user creates a ninth-grade enrollment for a student and ends the student’s current enrollment record in eighth grade after the year has started, Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for the student.
Creation of Enrollment History RecordUpon creation of an Enrollment History record (entering enrollment information for previous years/grades), Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for the student when a ninth-grade enrollment exists.
New Student in Ninth Grade (first enrollment in District/State)Upon creation of a new enrollment record, Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for the student when a ninth-grade enrollment exists.
New Student in 10-12 Grade (first enrollment in District/State)If a tenth, eleventh or twelfth-grade student is new within the district/state, the user should enter an Enrollment History record for ninth grade for this student (even if the student did not attend ninth grade within the district/state). Upon creation of an Enrollment History record, Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for the student.
New Student in 9th Grade (previous enrollment in state)If the student has already started ninth grade elsewhere in the state, the new district will create a ninth-grade Enrollment History record, and Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for this student in the District Edition. If the student is starting ninth grade for the first time in the new district, upon creation of an enrollment record, Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for this student in the District Edition.
New Student 10-12 Grade (previous enrollment in state)Enter a ninth-grade Enrollment History record for this student. Upon creation of an Enrollment History record, Campus will calculate and populate the values for the Date First Entered the 9th Grade, NGA Cohort End Year and NCLB Cohort End Year fields for the student.

Cleanup Scenarios

If changes are necessary, a user must have proper rights to modify graduation fields.

ScenarioLogic
Modifications to Date first entered 9th grade and/or NGA Cohort End Year after District Imports DataThe appropriate determination field will be set to user when a user modifies information.
Deletion of a 9th grade enrollmentIf the district or state user deletes a ninth grade enrollment or Enrollment History record, the system does not delete data from the Date First Entered the 9th grade, NGA Cohort End Year or NCLB Cohort End Year fields. Users need to manually clear the data in the Date first Entered 9th Grade field to remove the cohort information.

Graduation Cohort Fields Logic and Validations

The cohort fields (NGA Cohort End Year, NCLB Cohort End Year and the cohortYearNGADetermination element) will be auto-populated for all of the following scenarios:

Scenario

Example

Comments

System detection of an existing ninth-grade enrollment(former or current) when a new enrollment is created.

Cohort fields are auto-populated when a student transfers districts within a state edition. The previous district’s ninth grade enrollment records set the Date First Entered the 9th Grade in the new district.

Transfers between districts will trigger a value to be set in the Date First Entered the 9th Grade field of the new district when  a ninth-grade enrollment exists. User-defined, converted and imported values for this field do not transfer.

Creation of a new ninth-grade enrollment or enrollment history.

Cohort fields are auto-populated when a new ninth-grade enrollment is created or a historical ninth-grade enrollment is entered. User-defined values in the Date First Entered the 9th Grade override auto-populated values.


Imported ninth-grade enrollments
(created via file upload to state level only)

Cohort fields are auto-populated when a new ninth-grade enrollment is created through use of an import tool. The user will receive warning that the enrollment entered may affect the graduation cohort fields.


Creation of a new ninth-grade enrollment with the Enrollment Roll Forward tool.

Example: Cohort fields are auto-populated when the Date First Entered the 9th Grade field is NULL or if the new Date First Entered the 9th Grade is earlier than the existing Date First Entered the 9th Grade. The fields should not auto-populate for enrollments where a graduation date has already been populated or if the grade9Determination field is set to "User Modified."


Auto-Population Logic

The logic of the auto-population process is as follows. The system will:

  1. Compare the current Date First Entered the 9th Grade and NGA Cohort End Year to find the existing cohort length.
  2. Save the new Date First Entered the 9th Grade.
  3. Save the NGA Cohort End Year as the new Date First Entered the 9th Grade plus the previous cohort length.
  4. Save the cohortYearNCLB as the new Date First Entered the 9th Grade plus four years (the end year of the Date First Entered the 9th Grade plus three years).
  5. Set the grade9Determination status as "Auto" or "Import."
  6. Save the cohortYearNGADetermination status as "Auto" or "Import."

The following situations will prevent auto-population of the cohort fields (Date First Entered the 9th Grade, NGA Cohort End Year or NCLB Cohort End Year):

  • If the grade9Determination field is set to "Auto" and the Date First Entered the 9th Grade is not NULL, a user has prevented auto-population by manually changing the Date First Entered the 9th Grade. None of the cohort fields will auto-populate.
  • If the grade9Determination field is set to "Convert," converted data was manually entered at some point and was placed in the Date First Entered the 9th Grade and/or NGA Cohort End Year fields. None of the cohort fields should auto-populate.

NGA Cohort End Year Validation

Users will only be able to change the value to a year that is four, five or six years after the ninth-grade start date. If a student’s ninth-grade start date is 08/08/2004, the NGA Cohort End Year field can only be a value of 2008, 2009 or 2010.

Related Tools

The Enrollment End Batch and Enrollment Roll Forward tools contain logic for adjusting graduation items at the start and end of a school year.

GRAD Score

 Click here to expand...

GRAD Score functionality is only available for Kentucky Public Schools.

The Graduation-Related Analytic Data (GRAD) Score summarizes a student's educational record with a single number indicating the student's likelihood of promotion to the next grade level. It measures factors predictive of dropping out and factors indicative of a student's persistence to the next grade level or to graduation.

See the Early Warning article for more information on GRAD Score.

GRAD Score

In order to view a student's GRAD Score, users must have at least R(ead) tool rights to Student Information > General > Graduation > View GRAD Score.

If a student does not have enough historical data available in Campus, the graduation tab may display a GRAD Score with a value of 'Not Available'. Without a proper amount of data, the predictive model cannot make an accurate prediction. This value may also be returned if the student does not have a 9th grade enrollment record within the school, which would mean there is also no graduation record or diploma date.

An error connecting Campus to predictive analysis databases may also result in a value of 'Not Available'. This issue is most apparent if all students within a school are displaying this value.

GRAD Score Not Available

Manage Documents

To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.

 

Feedback