Longitudinal Data Collection in Virginia Public Schools

Virginia public schools meticulously gather student data four times a year to build a historical data set for accurate reporting and accreditation. The Student Record Collection process includes demographics, program participation, completion status, and attendance details. The state emphasizes standardized data collection for uniform application across schools. The process involves various data governance groups and advisory bodies. Building a longitudinal data set involves compiling multiple records for each student, ensuring accurate reporting of graduation rates and indicators for state and federal purposes.

• Longitudinal Data
• Virginia Schools
• Student Record Collection
• Data Governance
• Graduation Rates

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1. GRADUATION CALCULATIONS Prepared for the Public School Records Consortium May 5, 2015 Susan M. Williams

2. OVERVIEW An introduction to longitudinal data Building the longitudinal data set Virginia On-Time Graduation Rate Federal Graduation Indicator Used for FAMO and reported to US Dept of Ed Graduation/Completion Index Used for Accreditation

3. INTRODUCTION TO LONGITUDINAL DATA Statewide unique identifier for every student State Testing Id (STI) Standardized definitions for common data elements Standard definitions must be uniformly applied at all schools The same data is collected at the same time every year Needed to build historical data set Data verification is the key to accuracy Garbage in Garbage out

4. STANDARDIZED DATA Virginia has a long history Teacher Register (Blue Books) VDOE data collections within program offices Student Record Collections Data Governance and Advisory Groups Local School Division training

5. THE STUDENT RECORD COLLECTION Collected 4 times a year Fall data as of Oct 1st Spring data as of March 31st End of Year data as of the last day of school Summer only includes summer graduates One record per student per school per collection Only data needed for state and federal reporting More details are available on our web site. Doe.virginia.gov Information Management (left menu) Data Collections (right menu) Student Record Collection (right menu)

6. WHAT IS COLLECTED ON THE SRC? Demographics Program participation to name a few . Early College Scholar/Commonwealth Scholar AP, IB and/or ISAEP Career and Technical Education Gifted PK Experience Completion/Dropout status Attendance

7. BUILDING A LONGITUDINAL DATA SET Graduation Completion Index SRC Table Raw SRC data - multiple records for every STI Each blue summary table includes data for the subgroups and an as of date Federal Graduation Indicator Virginia On-Time Grad Rate FGI & OGR cohorts are assigned during this process Data Cohort Snapshot Table A snapshot of the Cohort Table on a particular day Corrections the movie poster Cohort Table One record for each STI displaying the latest information on the student The snapshot date is the day before the first day of school (created after all EOY and Summer SRC data are verified but before the next FALL SRC) the movie

8. DATA CORRECTIONS Records must be more than one year old to make a correction Newer records are corrected in the next SRC Evidence is required to show the original data was incorrect Acceptable evidence includes: Transcript Transcript request Court documents Screen capture of the SIS

9. BUILDINGTHE COHORT Cohort is assigned the first time a student enters 9th grade anywhere in a Virginia public school Data is continuously updated in the Cohort table until a diploma is earned If a Certificate or GED is earned, it can only be updated with a diploma Dropouts include any student whose latest status is Unconfirmed Transferred to another LEA but is assigned a new STI Reported transferred to another LEA but discontinued public schooling instead

10. VIRGINIA ON-TIME GRADUATION RATE (OGR) Virginia s official Graduation Rate Includes all 6 board approved diplomas as graduates If a student with an IEP or in an LEP program is ACTIVE on the last day of school of the 12th grade year, the student is moved into the next cohort slider Very detailed data is available in SSWS A Graduation Rate and a Cohort Dropout Rate are released at the same time

11. FEDERAL GRADUATION INDICATOR (FGI) Federal graduation calculation Formula is an agreement between USED and VA Required for schools with a graduating class (high grade = 12) Based on OGR but the slider rule does not apply Only Standard, IB & Advanced Studies Diplomas Graduation Data lags a year Very detailed data is available in SSWS

12. GRADUATION COMPLETION INDEX (GCI) Standards of Accreditation calculation Formula is outlined in the SOA Will be an added component for state accreditation for schools with a graduating class Based on OGR but also includes carry over students All 6 board approved diplomas are graduates Slider rule is in effect Current cohort data will be used for Accreditation (no lagging)

13. OFFICEOF EDUCATIONAL INFORMATION MANAGEMENT Director Bethann Canada Contact Information Phone: (804) 225-2099 Manager Susan Williams Email: ResultsHelp@doe.virginia.gov First.Last@doe.virginia.gov Specialists Carol Wells-Bazzichi Allison Young

14. QUESTIONS