Ninth Grade On-Track Data Collection for Graduation

The Ninth Grade On-Track data collection aims to identify first-year high school students progressing towards graduating within four years. This system acts as an early alert for students falling behind, supporting accountability and reporting purposes. Important dates for data collection, validation, and review are outlined. Criteria for defining on-track students and graduation requirements for Oregon are detailed. The on-track status is based on earned credits towards diploma requirements.

• Data collection
• Graduation tracking
• High school students
• Oregon education
• Accountability

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1. 2022-2023 Ninth Grade On-Track Ryan Clark, Data Owner Oregon Department of Education 1

2. Purpose The purpose of the Ninth Grade On-Track collection is to determine how many first-year high school students at each school are on-track to graduate within four years. It serves as an early warning system We use the data for Accountability purposes The data are used for reporting and public records requests Oregon Department of Education 2

3. Important Dates Data Collection: Collection Opens: May 4, 2023 (1 pm) Collection Closes: July 7, 2023 (11:59 pm) Report as many of your on-track students as possible during this window. Validation: Validation Opens: July 6, 2023 (1 pm) Validation Closes: August 18, 2023 (11:59 pm) Log into the ADI Application to review your data. Review Window: Review Window Opens: August 24, 2023 (1 pm) Review Window Closes: September 1, 2023 (11:59 pm) Report remaining on-track students (summer credits) during this window. 3

4. At-A-Glance Profiles On-Track to Graduate measures are reported on the At-A-Glance Profiles: District: High School: Oregon Department of Education 4

5. Defining On-Track Students are on-track if, by the end of their first year of high school, they have earned 25% of the credits required to graduate with a regular (Oregon) high school diploma. Oregon Department of Education 5

6. Graduation Requirements Oregon Requirements: Minimum of 24 credits, across a number of different subjects; and Proficiency in Essential Skills and Meeting Personalized Learning Requirements Currently suspended while under review District Requirements: May establish additional requirements, as long as those additional credits: Align to the academic content standards adopted by the State Board of Education; Are part of a career and technical education program (CTE); or Provide, or qualify to provide, credit at post-secondary institutions Oregon Department of Education 6

7. On-Track Requirements Being On-Track is solely based on the total number of credits a student has earned that count toward diploma requirements (regardless of the subject matter). A student must earn 25% of the required credits for a regular high school diploma OR 6 credits (whichever is greater). Oregon Department of Education 7

8. Determining Credit Requirements Select the Regular High School Diploma with the lowest total credit requirements. Does your district offer more than one type of Regular (Oregon) High School Diploma? Has your district approved any additional credit requirements to earn a Regular (Oregon) High School Diploma? Yes Yes Are any of the required credits capstone projects designed to be completed during the senior year? No No 6 Credits Yes No Remove the capstone credits from the Total Credit Requirements. Total Credit Requirements 4 Oregon Department of Education 8

9. What Credits Count Towards On-Track? Credits earned during the 2022-23 school year Transfer credits from other institutions As long as the credits count toward high school graduation Advanced credits earned during middle school Again, as long as the credits count toward high school graduation Credits earned during the summer of 2022 or the summer of 2023 As long as the credits are awarded on or before August 31, 2023 Oregon Department of Education 9

10. Who to Report? In the Ninth Grade On-Track Collection, you should report students that: Have a High School Entry Year of 2223 in the SSID System AND Are attending your district at any point during the 2022-23 school year AND Meet the On-Track Requirements (25% of required graduation credits or 6 credits, which ever is greater). Oregon Department of Education 10

11. Non-Regular Diplomas Regardless of what diploma track a student is on, the same credit requirement must be used for all students. So, if you have some students on a modified diploma track and some on a regular diploma track, all students must use the minimum credit requirements for the regular diploma track. Example: A student is on-track for a modified diploma with 5 credits but not a regular diploma (which requires 6) this student would not be included in this reporting. Oregon Department of Education 11

12. High School Entry Year The High School Entry Year indicates the first year a student was enrolled in high school anywhere. Once this year is set, it cannot be changed without an appeal. Appeals can be submitted to your Regional ESD Partner using the High School Entry Year Correction Template. Oregon Department of Education 12

13. Setting Cohort Years The cohort year should be the first year the student was enrolled in high school ANYWHERE. When a student enrolls with you, look at their prior documentation to determine whether or not they have had prior high school enrollment. If they came from another Oregon SD, they will have an SSID, and the high school entry year should already be set there (so don t create a duplicate SSID). The SSID system, however, can only provide clues about prior high school enrollment it does not determine prior high school enrollment. The student s documentation should determine the correct year. If there is no documentation, you can assign the year based on their first year of high school enrollment in your district. However, you should review the High School Entry Year Assignment Guidance posted on the ADM Collections page. Oregon Department of Education 13

14. Appealing Cohort Years Cohort years may be reset because: A data entry error was made New documentation is discovered Prior determination for students with no documentation was based on inaccurate information Cohort years may not be reset solely because: A student skips a grade A student repeats a grade or is demoted A student moves from one district to another A student spends a year or more not enrolled in school Note: Always send secure student data through the secure file transfer page NOT a regular email. Oregon Department of Education 14

15. High School Entry Year Example 1 Tina is an 8th grader for the entire 2021-22 school year. In September 2022, she enrolls as a 9th grader for the first time. High School Entry Year = 2022-2023 Oregon Department of Education 15

16. High School Entry Year Example 2 Stephanie is a 9th grader for the entire 2021-22 school year. Her district decides she has not made sufficient progress, and retains her in 9th grade for the 2022-23 school year. High School Entry Year = 2021-2022 Oregon Department of Education 16

17. High School Entry Year Example 3 Mike enrolls in your district for the first time in 2022-23, and is placed as a 9th grader because there is no prior documentation. A later review of his transcripts reveals that he was enrolled in a high school grade in Mexico during the 2021-22 school year. High School Entry Year = 2021-2022 Oregon Department of Education 17

18. High School Entry Year Example 4 Josephine enrolls in your district for the first time in 2022-23, and is placed as a 9th grader. After a few months, it is determined that she is not yet ready for high school, and she is demoted to 8th grade. High School Entry Year = 2022-2023 Oregon Department of Education 18

19. High School Entry Year Example 5 Charlie enrolls in your district for the first time in 2022-23, and is placed as a 10th grader. Review of his records indicates that he was an 8th grader in 2021-22. High School Entry Year = 2022-2023 Oregon Department of Education 19

20. Submitting the Data Oregon Department of Education 20

21. Data Elements Ninth Grade On-Track uses nearly the same file format as the SSID collection. Starting in the 2020-21 collection, a column indicating a Y for On-Track was added. Make sure that the SSID, High School Entry Year, Attending District, and Attending School are accurate, to avoid errors. The remaining fields are optional and/or not used in reporting. Oregon Department of Education 21

22. How Do I Submit the Data? Log into Consolidated Collections Go to Student Collections Select Ninth Grade On-Track Select either Web Submission or File Upload Oregon Department of Education 22

23. Precautions Do not submit your whole SSID file; only submit the students On-Track. During the summer, be careful not to submit incoming 9th graders whose high school entry year should be 2023-24. Do not wait until the last day. Errors made on the last day may not be fixable. Oregon Department of Education 23

24. Question Break Quick Review: Collection opens May 4, 2023 Collection closes July 7, 2023 Validation: July 6, 2023 August 18, 2023 Last day to make changes is September 1. Only submit On-Track students with 2022-23 as their High School Entry year. Oregon Department of Education 24

25. ADI Validation Oregon Department of Education 25

26. Ninth Grade On-Track Validation The Ninth Grade On-Track metric is the ratio of students that are on track to graduate compared to students in Spring Membership and have Full Academic Year status. This means the ratio will consist of a numerator and a denominator; defined below. Denominator Based on Spring Membership and Full Academic Year. Numerator Students in the denominator who are also in this year s 9th Grade On-Track Collection. Oregon Department of Education 26

27. Spring Membership Unduplicated extract from 3rd period Cumulative ADM of students who are enrolled on May 1, 2023 (the first weekday in May) Oregon Department of Education 27

28. Full Academic Year Full Academic Year is based on the district or school in which a student was resident on May 1, 2023. It totals up all of the ADM amounts (in non-weighted programs) reported for that student in 3rd Period Cumulative ADM, within their resident district or school. Students are considered Full Academic Year when the total ADM amount calculated is greater than 0.5, and the student was enrolled on May 1 in that resident district/school. Oregon Department of Education 28

29. Base Set of Students (Denominator) Students who are: In Spring Membership Resident in your district High School Entry Year of 22-23 Full Academic Year in your district Not ADM Program type code 09 (shared time) Note: This process uses resident school and full academic year in school when calculating school level rates, which can be different than district level rates. Oregon Department of Education 29

30. How Do I View the Validation? Log into Achievement Data Insight (ADI) During the validation window, select the tile titled Ninth Grade On-Trackin the Open tab After the validation window has closed, go to the All tab, and you can find the tile there If you don t have access to the Ninth Grade On-Track validation, the tile will still be there, it will just be greyed out and in the No Permissions group of tiles. You will need to contact your District Security Administrator to request access to the validation. You can simply click on the tile that you don t have access to, and an email template will pop-up to your District Security Administrator, so that you can request access. 30

31. Detail: Which Students are Displayed There are two tabs in the validation: Detail and Summary. We re going to go over detail first. This will display all students who were reported in Spring Membership for your resident district (enrolled on May 1, as reported in 3rd period cumulative ADM), even if they were not FAY or not on-track (we ll get to examples on that later). 31

32. Detail: Flags Gender Race/Ethnicity Special Education Economically Disadvantaged Talented and Gifted Migrant Education Military Connected English Learner Ever English Learner Homeless Combined Disadvantaged Foster Students Recently Arrived Students with Experience in Detention or Incarceration Oregon Department of Education 32

33. Detail: FAY & On-Track Full Academic Year (FAY): All students are displayed in the detail screen, but only those students who are full academic year will be counted in the aggregations on the summary tab of the validation. On-Track flag: Y = Student was reported in the Ninth Grade On-Track Collection N = Student was not reported in the Ninth Grade On-Track Collection 33

34. Detail: Override Flag When a student is not on-track and they meet the following criteria, they may qualify for an override, which removes them from the denominator: Left the country (was reported as leaving the country (ADM End Date Code 2C) before the last day of school and did not return to that school before the end of the school year); or Was reported as deceased; or Had a confirmed transfer (was reported as transferring to another Oregon public school district (ADM End Date Code 2A) before the end of the school year, and there is another ADM record supporting this transfer) Oregon Department of Education 34

35. Summary When the School Name is the same as the District Name, then this will be the district level total. When the school name is not the same as the district name, then this is the school s total. If the student is not Full Academic Year (FAY) in the district, then they will not be included in these totals. If the student is not FAY in the school but they are FAY in the district, the student will be included in the district s totals, but not the school s totals. If the student is resident at the district level for school (instead of a school within the district), the student will be reported at the district level only. If the student has an override = y, then they will not be included in these totals. 35

36. Student Group The Student Group column will show aggregations for various student groups by row. You will see a Total Ninth Grade Count, Ninth Grade On Track Count, and a Ninth Grade On Track Percentage for each of these student groups for each high school in the district and at the district level. Oregon Department of Education 36

37. Data as of Date & (tentative) Refresh Schedule Last Day to Make Changes Data As-Of-Date Thursday Refresh (at 1 PM) Sunday, 7/2/23 Monday, 7/3/23 7/6/23 (Validation Opens) Sunday, 7/9/23 Monday, 7/10/23 7/13/23 Sunday, 7/16/23 Monday, 7/17/23 7/20/23 Sunday, 7/23/23 Monday, 7/24/23 7/27/23 Sunday, 7/30/23 Monday, 7/31/23 8/3/23 Sunday, 8/6/23 Monday, 8/7/23 8/10/23 Sunday, 8/13/23 Monday, 8/14/23 8/17/23(Validation Closes on 8/18/23) Sunday, 8/20/23 Monday, 8/21/23 8/24/23 Sunday, 8/27/23 Monday, 8/28/23 8/31/23 Friday, 9/1/23 Monday, 9/4/23 9/7/23 Oregon Department of Education 37

38. How to Validate Log into the ADI during the validation window Review the student-level data (Detail screen). Verify that: All students who are on-track are showing as on-track; and All students who are showing as FAY = Y and not on track are indeed not on- track and were indeed enrolled in your district/school on May 1. These students will negatively impact your 9th grade on-track rate. If you are not sure why something appears as it does, use the Ask-a-Question Feature. Do not include confidential information in this email. Oregon Department of Education 38

39. Review Window (Summer Credits) 8/24/23 9/1/23 Submit any students who became on-track over the Summer (credits awarded on or before August 31, 2023) Last day to make any changes is 9/1/23! Oregon Department of Education 39

40. Resources Video Trainings Has details on upcoming trainings. Collections Home Page From this page you are able to find the collection Video Trainings Collections Home Page Ninth Grade On-Track Collections Page pages for a variety of collections through ODE. Ninth Grade On-Track Collections Page The collection page specifically for Ninth Grade On-Track. Includes helpful resources like this training, the training materials, and the Ninth Grade On-Track Manual. Oregon Department of Education 40

41. Contacts Collection Data Owner: Validation Data Owner: ryan.clark@ODE.Oregon.gov Ryan Clark ryan.clark@ODE.Oregon.gov 971-208-0471 paul.skomsvold@ode.oregon.gov Paul Skomsvold paul.skomsvold@ode.oregon.gov 971-208-0296 Regional ESD PartnersRegional ESD Partners: karen.brown@imesd.k12.or.usKaren Brown Smith karen.brown@imesd.k12.or.us 1-800-706-4447 x3124 peter.campbell@imesd.k12.or.usPeter Campbell peter.campbell@imesd.k12.or.us 1-800-706-4447 x3203 Oregon Department of Education 41

42. Thank you! Oregon Department of Education 42