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
• 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 Data Collection Phases

• SEY Collection Checklist (PDF) (updated 3/8/2023)
• Frequently Asked Questions  (updated 3/13/2023)

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
  • Graduation Guidelines Menu of Options
  • Graduation Guidelines Reporting Overview
  • Graduation Guidelines FAQ
• 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)

Contact: StudentEndofYear@cde.state.co.us