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Data Pipeline Snapshots - Student End of Year
Overview
The purpose of the Student End of Year 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. Additional information about the rates generated by this collection is provided in the rate and report information section below.
The Student End of Year (SEY) collection is broken into three phases. Please see the relevant sections below for more specific instructions for that phase.
- Regular Phase: Data Collection and Clean-Up (Mar - Sept)
- Cross LEA Phase: Post Collection Clean-Up Phase A (Sept-Oct)
- Post-Cross LEA Phase: Post Collection Clean-Up Phase B (Oct-Nov)
Deadlines
The 2022-2023 Student End of Year collection opens on Thursday, May 4, 2023 and closes Thursday, November 30, 2023.
- 2022-2023 Student End of Year Timeline (PDF) (updated 2/3/2023)
File Layout and Definitions
- 2022-2023 Student End of Year File Layout and Definitions (PDF) (posted 2/7/2023)
- 2022-2023 Adjustment File Layout (PDF) (posted 3/31/2022)
- Opens in May with the official opening of the Student End of Year collection
- 2023-2024 Adjustment File Layout (PDF) (posted 3/28/2023)
- Student Interchange
- Student Demographic, Student School Association, and Graduation Guidelines files must be submitted to complete Student End of Year
Business Rules
- 2022-2023 SEY Business Rules (XLS) (updated 10/17/2023)
- Business rules are not finalized until the collection officially opens in May 2023.
- 2022-2023 Adjustment File Business Rules (XLS) (updated 5/3/2023)
Templates
- 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 2023.
- Exception Request Directions (PDF) (updated 10/2023)
- Note: Some exceptions may require additional documentation.
- Mid-Year EL Coding Changes Form (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).
- SE301 Additional Documentation (updated 04/28/2023)
- SE903 Additional Documentation
- Mid-Year EL Coding Changes Form (updated 03/30/2023)
- Note: Some exceptions may require additional documentation.
- Adjustment File Template (XLSX) (updated 9/28/2022)
- Adjustment File Instructions (PDF) (posted 3/11/2023)
- Post-Cross LEA Data Change Request Template (XLSX) (posted 10/2023)
- Post-Cross LEA Data Change Request Directions (PDF) (posted 10/2023)
Training
SEY Training Schedule (PDF) (updated 6/16/2023)
Student End of Year Training
- SEY Collection Overview multiple dates (PPT) (Recording)
- Collaborative Webinar: Monitoring Graduation Guidelines using COGNOS/CEDAR reports 11/15/2022 (PPT) (Recording)
- Collaborative Webinar: Postsecondary Programs & Related Student Data 4/18/2023 (PPT) (Recording)
- Collaborative Webinar: Supporting Transition Student & Related Student Data 4/25/2023 (PPT) (Recording)
- Archived Data Pipeline Townhall Presentations
- Student Interchange Website: Training Section
Office Hours
- May 16, 2023 (PPT) (Recording)
- SE234/SE235 Students categorically eligible for free lunch
- SE240 Exceptions when students receiving 18-21 transition services transfer between districts
- SE301 Anticipating/preventing missing graduation guidelines errors
- Monitoring potential summer graduates
- June 20, 2023 (PPT) (Recording)
- Critical components of SEY Records
- Missing Record - SE400 series errors
- Students attending BOCES Schools/Programs
- International Exchange Students
- Homebased Education Students + AYG
- July 18, 2023 (PPT) (Recording)
- Retention Codes
- SE060
- SE050
- HSED Recipients
- Data Validation
- August 15, 2023 (PPT) (Recording)
- School Exit Type/Entry Type Partners
- Exit Types that Comprise the AYG Cohort
- Following up with students in Facility Schools
- Using snapshot records to review/compare OCT & SEY subgroup counts
- September 19, 2023 (PPT) (Recording)
- Cross LEA Phase
- Overview
- Steps
- Business Rules
- Adjustment File
- Data Validation
- Cross LEA Phase
- October 17, 2023 (PPT) (Recording)
- Post-Cross LEA Phase
- Overview & Mechanics
- Errors & Warnings
- Exceptions & Data Change Requests
- Final Data Validation, Superintendent Verification (Sign-Off), Public Data Release
- Post-Cross LEA Phase
- November 14, 2023 (PPT) (Recording)
- Post-Cross: Exceptions & Data Change Requests
- AYG Overview & Assignment Logic
- SE186 Errors
- Superintendent Verification
- January Data Release
- SEY Privacy Guidelines
Short Bytes
- English Learner Exceptions: October to Student End of Year (Recording) (PPT) (posted 3/31/2023)
- Entry & Exit Types/Dates (Recording) (PPT) (posted 4/24/2023)
- Grade Level Checks: Retention Codes & Grade Reassignments (Recording) (PPT) (posted 4/24/2023)
- Summer Dropout Coding (Recording) (PPT) (posted 4/25/2023)
- Expelled Student Coding (Recording) (PPT) (posted 5/2/2023)
- Foster Student Data (Recording) (PPT) (posted 5/26/2023)
- Adequate Documentation (Recording) (PPT) (posted 5/2/2023)
- Adjustment File (Recording) (PPT) (posted 6/21/2023)
- Data Validation: CEDAR/COGNOS Introduction (Recording) (posted 6/16/2023)
- Data Validation: Graduation/Completion Rates (Recording) (PPT) (posted 6/16/2023)
- Data Validation: Dropout Rates (Recording) (PPT) (posted 6/16/2023)
- Data Validation: Mobility/Stability Rates (Recording) (PPT) (posted 6/16/2023)
- Anticipated Year of Graduation Cohort (Recording) (PPT) (posted 5/8/2023)
- Graduation & Completion Rates (Recording) (PPT) (posted 5/8/2023)
- Dropout Rates (Recording) (PPT) (posted 5/8/2023)
- Mobility & Stability Rates (Recording) (PPT) (posted 5/8/2023)
Student End of Year Data Collection Phases
- SEY Collection Checklist (PDF) (updated 3/8/2023)
- Frequently Asked Questions (updated 3/13/2023)
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.
- Regular Phase Instructions (PDF) (updated 03/10/2023)
- Adequate Documentation of Transfer
- Some student exit type codes require districts to maintain adequate documentation of transfer to avoid incorrectly coding students as dropouts.
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.
- Cross LEA Phase Instructions (PDF) (updated 9/19/2023)
- Instructions: SE700 Warnings (PDF) (posted 2/17/2022)
- Instructions: SE700 Errors (PDF) (posted 2/17/2022)
- Some SE700 errors must be addressed using an adjustment file.
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 Validation Phase Instructions (PDF) (updated 10/2023)
- Instructions: SE900 Warning (PDF) (updated 10/2023)
- Instructions: SE900 Errors (PDF) (updated 10/2023)
- Instructions: Any additional errors during the Post-Cross LEA Phase (PDF) (updated 10/2023)
- Post-Cross LEA Data Change Request Template (XLSX)
- Post-Cross LEA Data Change Request Directions (PDF)
Adjustment File
The Adjustment File is typically loaded to address Cross LEA errors, but can be loaded anytime in the collection. It is used to provide additional information about students who were previously enrolled in a district and did not enroll in the current school years. Adjustment codes should only be used for 7th-12th grade students for whom the district has received notification that a student previously reported as not exiting, dropout, expulsion, or HSED transfer during a previous reporting period completed their education through another education agency.
Adequate Documentation of Transfer
Districts are required to have adequate documentation of transfer when coding students as transferring out of their district to avoid incorrectly coding students as dropouts. During the Post-Cross LEA phase, SE903 errors require districts to submit adequate documentation for students who are reported as transferring out of district who were not subsequently reported in another district. Please see the Adequate Documentation website for more information and templates.
Additional Resources
- Frequently Asked Questions (updated 3/13/2023)
- SEY COGNOS/CEDAR Guide (PDF) (updated 5/8/2023)
- SEY Entry/Exit Code Guide (PDF) (updated 3/29/2023)
- Troubleshooting File Uploads/Snapshots (PDF) (posted 3/16/2023)
- LAM steps to assign SEY User Roles (PDF) (updated 3/11/2023)
- Coding Guidance: Special Education Transition Students (PDF) (updated 4/7/2023)
- Coding Guidance: Special Education Transition - Students Transferring Between Districts (PDF) (posted 4/7/2023)
- Coding Guidance: Postsecondary Program - ASCENT (PDF) (posted 4/17/2023)
- Coding Guidance: Postsecondary Program - P-TECH (PDF) (posted 4/17/2023)
- Coding Guidance: Postsecondary Program - TREP (PDF) (posted 4/17/2023)
- Coding Guidance: Expelled Students (PDF) (posted 5/2/2023)
- Coding Guidance: Facility School Students in the AYG Cohort (PDF) (posted 7/27/2023)
- Internal Flag Calculation: Federal Race Ethnicity (PDF) (posted 2/17/2022)
- Internal Flag Calculation: Anticipated Year of Graduation (PDF) (posted 4/6/2022)
- AYG Cohort: Exit Types that Comprise the Graduation Cohort Base (PDF) (updated 5/4/2023)
- Graduation Guidelines File: General Information and District Considerations (PDF) (posted 4/7/2023)
- Syncplicity Reference
- 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
- Accountability: Postsecondary and Workforce Readiness Indicators
- Higher Bar Sub-Indicators Fact Sheet (April 2023)
- National Center for Education Statistics: Public School Search
- National Center for Education Statistics: Private School Search
Rate and Report Information
The End of Year collection provides the data used to calculate graduation, completion, dropout and mobility rates for districts on our Educational Statistics page. This information is published online in January the following year in compliance with state and federal law. Districts have access to advanced reports that provide tentative calculations through the COGNOS system in Data Pipeline.
- Aggregate Data Privacy Guidelines: Graduation/Completion, Dropout, Mobility/Stability
- SEY COGNOS/CEDAR Guide (PDF) (updated 5/8/2023)
Graduation and Completion Rates
- Current School Year Graduation/Completion Rates
- Graduation/Completion Rates for Previous School Years
- Short Byte: Graduation & Completion Rates (Recording) (PPT) (May 2023)
- Short Byte: AYG Cohort (Recording) (PPT) (May 2023)
- US Department of Education: Graduation Rate Regulation
- US Department of Education: ESSA - Graduation Rate Non-Regulatory Guidance
- US Department of Education: Graduation Rate Information
Dropout Rates
Mobility/Stability Rates
Contact: StudentEndofYear@cde.state.co.us
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