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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.
File Quick Links
Collection Timeline (PDF) Collection Manual (PDF) Student Record Guide (PDF) CEDAR/COGNOS Report Guide (PDF)
Jump to Section
Deadlines File Layout Business Rules Templates Training Collection Phases Additional Resources
Deadlines
The 2024-2025 Student End of Year collection officially opens on May 1, 2025 and closes December 2, 2025. The state mandated deadline to submit data for the Regular Phase (initial phase) is September 4, 2025.
Districts who wish to work on this collection early may choose to participate in the soft open window March 31, 2025 to April 24, 2025.
Collection Timeline and Training Dates (PDF)
File Layout and Definitions
- Student End of Year File Layout and Definitions (PDF)
- 2024-2025 Adjustment File Layout (PDF) (posted 3/7/2024)
- Opens in May 2025 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
Business Rules
- SEY Business Rules
- 2024-2025 business rules are not finalized until May when the collection officially opens.
- Adjustment File Business Rules
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.
- 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).
- Mid-Year EL Coding Changes Form (DOC) (updated 03/30/2023)
- Note: Some exceptions may require additional documentation.
- 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)
Training
Collection Manual
- Section 1: Overview and Phases
- Section 2: Data Pipeline
- Section 3: CEDAR/COGNOS Basics
- Section 4: Syncplicity and Personally Identifiable Information
- Section 5: Common Coding Patterns
- Section 6: Frequently Asked Questions
- Section 7: SEY Data Use and Privacy Guidelines
SEY Training Schedule (PDF)
Use the registration links below to register for a training event. Registration is open until the start of the event.
Training Events and Office Hours
SEY Training includes both stand-alone collection training, stand-alone collaborative webinars, and monthly Office Hours. Monthly Office Hours address Frequently Asked Questions, collection updates, and collection pertinent information throughout the SEY collection.
Upcoming Events:
- June Office Hours: On demand topics
- July Office Hours: On demand topics
- August Office Hours: Reviewing Reports and Data Validation
- September Office Hours: Cross-LEA Phase
- October Office Hours: Post-Cross LEA Phase
Completed Events:
- Collection Overview: This training is offered in two identical sessions to allow all SEY data respondents the opportunity to attend a live session. Respondents are welcome to attend both dates.
- Collaborative Training - Special Education 18-21 Transition Services: This webinar is designed for data respondents and district special education staff who support 18-21 transition services.
- May Office Hours: On demand topics
- May Office Hours Slides (PPT)
- May Office Hours Recording
- Agenda:
- Collaborating with Program Staff
- Report Highlight "SASID Lookup: SEY and OCT (prior, current, subsequent year)
- School Level Errors and Exceptions
- Anticipated Year of Graduation (AYG)
- Assignment Logic
- Post Cross Warnings-AYG Reconciliation
- Coding Implications
- Federal vs State Graduation/Completion Data
- Contract Students and PAI Codes
Other Events/Resources:
- Student Interchange Website: Training Section
- Data Pipeline Townhall Presentations
- Collaborative Webinar: Monitoring Graduation Guidelines using CEDAR/COGNOS reports Recording (November 2022)
Short Bytes (Pre-Recorded)
Short Bytes are pre-recorded videos, typically 5 to 15 minutes in length, that cover frequently asked questions.
- Adequate Documentation (Recording)
- Adjustment File (Recording)
- Anticipated Year of Graduation Cohort (Recording)
- Data Validation: CEDAR/COGNOS Introduction (Recording)
- Data Validation: Graduation/Completion Rates (Recording)
- Data Validation: Dropout Rates (Recording)
- Data Validation: Mobility/Stability Rates (Recording)
- English Learner Exceptions: October to Student End of Year (Recording)
Student End of Year Data Collection Phases
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.
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.
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.
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
- 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
- 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
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 CEDAR/COGNOS Report Guide (PDF) (updated 5/2/2024)
- Colorado Code of Regulations 1 CCR 301-1: Administration of Statewide Accountability Measures for CO Public School System
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: AYG Cohort (Recording)
- 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
Contact: StudentEndofYear@cde.state.co.us
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