Dropout Data Collection

Contents

Introduction

School systems are required to report dropout data for all dropouts in grades one and higher to the Department of Public Instruction (DPI). Students who return to school by the 20th instructional school day of the current year are not counted as dropouts. Dropout data submissions are due by October 20.

The data collections are gathered from the previous school year's exit codes and verified against the current year's enrollment within the first 20 days.

A "dropout" is an individual who is defined as follows:

Enrolled in school at some time during the reporting year
Not enrolled on day 20 of the current year
Not graduated from high school or completed a state or LEA approved educational program; and does not meet any of the following reporting exclusions:
- Transferred to another public school LEA, private school, home school or state/LEA approved educational program (not including programs at community colleges)
- Temporarily absent due to suspension or school approved illness
- Death

Students who are counted as "dropouts" are withdrawn with a W2 Exit Code and a Dropout Reason, and then are verified as a dropout with a checkmark in the "Verified Dropout" checkbox.

Calculating the Dropout Rate (All Dropouts are Calculated Only After They are Verified)

For this example, current year refers to 2012-2013 school year; reporting year refers to 2011-2012 school year.
The calculation for North Carolina's dropout rate is greatly simplified and is calculated as follows:

Include all cases of reported dropouts (grades 9-13 only) in the numerator and multiply by 100.
To determine the denominator: include the twentieth day membership for the reporting (previous) year; add the number of reported dropouts (same as used in the numerator).
Calculate a rate by dividing the numerator by the denominator; round off to the nearest one hundredth for a grade 9-13 dropout rate.

Total Number of Dropouts x 100

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20th Day Membership 2011-12 + Total Number of Dropouts

Report Input

Run Report Collection

This report collection is run at the LEA and School level.

Use the following steps to generate the Dropout Data Collection.

On the Start Page, click State Reports. The State Reporting Dashboard page appears and displays a list of data collections for the school.
Next to the Dropout Report, click Run.
The system validates the data against the business rules set up for the collection and completes the process.
Users have 24 hours to approve their data collection. If approval is not done within the 24 hours, the users must re-run the collection.

Review Data Collection

Next to the Dropout Data Collection, click Review.

Select one of the following Dropout data collection views from the Data View drop-down menu. The Results section displays the data collection results specific for the selected data view.

Data Collection View	Description
School Views
Potential Dropouts	This view lists all students that have been withdrawn from the school during the previous year, except those with a exit code of W1.
Final Dropout Verification	This view lists all students who have been verified as dropouts.
Final Dropout Verification Detail	Previous year status for verified dropouts.
Summary by Gender/Ethnicity	Totals by School by Gender/Ethnicity.
LEA Views
Potential Dropouts	This view lists all students that have been withdrawn from the school during the previous year, except those with a exit code of W1 by LEA.
Final Dropout Verification	This view lists all students who have been verified as dropouts by LEA.
Final Dropout Verification Detail	Previous year status for verified dropouts by LEA.
Summary by Gender/Ethnicity	Totals by School by Gender/Ethnicity by LEA.
Dropout Calculation Report	Dropout rate calculated by School and LEA.
Potential Dropout Match Report	Lists students with an exit code of W2 from the previous year in LEA and found enrolled at another LEA in the current year.

To narrow your search, select one or more filters, if available.
Click Refresh.The Results section displays the filtered data collection results specific for the selected data view.

Note: Click Export to export the data collection results to an Excel spreadsheet.

Review Exceptions

Use the following steps to review exceptions for a data collection.

From the Dashboard, click Review. The Review page appears.
Select Exceptions from the Reviews drop-down menu. Exceptions associated with a data collection display.
Select the exception type from the Choose exception drop-down menu. The Business Rule and Steps to Correct for the selected exception type appear on the page.

The Results section displays detailed information associated with the selected exception.

4. To narrow your search, select one or more filters, if available.
5. Click Refresh.

The Results section displays the filtered exception results specific for the selected data view.

Note: Click Export to export the data collection results to an Excel spreadsheet.

PowerSchool provides data validation to promote data integrity by preventing invalid data from being entered or imported into PowerSchool. Refer to the Validation Reports section for a detailed list of Dropout data and user interface validation checks that provide additional information and the necessary steps to correct exceptions, if applicable.

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Potential Dropouts (School View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Student Number	The student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s current grade.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The exit code. Note: Any exit codes other than W1, W3, W4 and W6	[Students]ExitCode
Dropout Reason	The dropout reason code assigned to the student.	[S_NC_StudentInfo]Dropout_Reason

Final Dropout Verification (School View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Student Number	The student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade Level	The student’s current grade.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The exit code. Note: Only code of W2	[Students]ExitCode
Dropout Reason	The dropout reason description for the student.	[S_NC_StudentInfo]Dropout_Reason_Desc
Verified	The Dropout is verified. Yes or No	[S_NC_StudentInfo]Verified_Dropout

Final Dropout Verification Detail (School View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Student Number	The student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Prev Year	The Reporting School Year (previous school year).	[TAble]Pref_SchoolYear
Grade	The student’s current grade. (when exited)	[Students]Grade_Level
Age (at Exit)	Age (as of Exit Date). Round down to nearest whole number	[Table]Withdrawal_Age
Gender	The student’s gender. Valid values: M or F.	[Students]Gender
Ethnicity	The student’s ethnic/race based on the Scheduling/Reporting Ethnicity value.	[Students]Ethnicity
PrimExcept	The primary exceptionality for the student.	[S_NC_EC]EC_Primary_DIS
AIGExcept	AIG Exceptionality for the student. If there is a current AIG record (and no end or withdrawal date) then: Otherwise display 'AM', 'AR', ‘AG’ or 'IG' as enabled - only one of these columns should be set.	[S_NC_AIG]AIG_Exceptionality_AM [S_NC_AIG]AIG_Exceptionality_AR [S_NC_AIG]AIG_Exceptionality_AG [S_NC_AIG]AIG_Exceptionality_IG
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	Note: Only code of W2	[Students]ExitCode
Dropout Reason	The Dropout Reason Description.	[S_NC_StudentInfo]Dropout_Reason

Potential Dropout Match Report (School View)

A listing of students who successfully completed the previous school year (any code that is not W2, W3, W4, or W6) but could not be found enrolled this school year in any North Carolina public school.  These students are potential dropouts. If the student enrolls in any school by the 20^th day of the current year, they are not considered a dropout.

Students last enrollment record from the prior year has an exit date that is one day plus the year end date and is not a no-show record. Exit code is not W2 (W3, W4, and W6 are already excluded). If anyone in this group of students has an enrollment record in the current year that is at the same school and the enter and exit date of this record are not equal, exclude these students.

From the group that is left, check for the enrollment record at any NC school (ODS) and if an enrollment record is found for the current year where enter and exit date are not equal and enter date is between July 1^st and the 20^thday of the current year, exclude these students.

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Student Number	The Student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s grade level, when exited from school.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The student’s exit code.	[Students]ExitCode
Dropout Reason	The dropout reason for the student.	[S_NC_StudentInfo]Dropout_Reason
Dropout Match LEA	The LEA Name wherestudentis found enrolled in the current school year.
Dropout Match School	The School Name wherestudentis found enrolled in the current school year.

Completers that Failed to Return

A listing of students who are potential dropouts for the previous school year.  If students are found enrolled elsewhere in the state each of their enrollment records will be displayed.  This listing includes students with any exit code of W2.  Use this information to verify any potential school dropouts. If a student is not enrolled in the LEA but has enrollment records from elsewhere in the state the enrollment records are included in this report. Records on this report must be enrollment records for the current year with enter date not equal to exit date, enter date must be between July 1 and the 20^thday of the current year.

Students last enrollment record from the prior year has any exit code of W2.

If anyone in this group of students has an enrollment record in the current year that is at the same school and the enter and exit date of this record are not equal, exclude these students.

From the group that is left, check for enrollment record at any NC school (ODS) and include any records from elsewhere in the state (or same LEA) that are for the current year where enter date is not equal to the exit date and enter date is between July 1 and 20^th day of the current year.

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Student Number	The Student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s grade level, when exited from school.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The student’s exit code.	[Students]ExitCode
Dropout Reason	The dropout reason for the student.	[S_NC_StudentInfo]Dropout_Reason
Verified	Dropout is verified. Yes or No

Summary by Gender/Ethnicity (School View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Name	The school name.	[Schools]School_Name
Numberof Dropouts	Total number of dropouts byschool.	Calculated
Males	Total number of male dropouts byschool.	Calculated
Females	Total number of female dropouts byschool.	[Students]Ethnicity
American Indian	Total number of American Indian student dropouts byschool.	[Students]Ethnicity
Asian	Total number of Asian student dropouts byschool.	[Students]Ethnicity
Black	Total number of Black or African American student dropouts byschool.	[Students]Ethnicity
Hispanic	Total number of Hispanic student dropouts byschool.	[Students]Ethnicity
Pacific Islander	Total number of Pacific Islander student dropouts byschool.	[Students]Ethnicity
White	Total number of White student dropouts byschool.	[Students]Ethnicity
Two or More	Total number of student dropouts listed with two or more ethnicities byschool.	[Students]Ethnicity

Potential Dropout View (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Number	The reporting school number.	[Schools]School_Number
School Name	The school name.	[Schools]Schools_Name
Student Number	The student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s current grade.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	Note: All exit codes except W1, W3, W4 or W6 for the previous school year.	[Students]ExitCode
Dropout Reason	The Dropout Reason Description.	[S_NC_StudentInfo]Dropout_Reason

Final Dropout Verification (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Number	The reporting school number.	[Schools]School_Number
School Name	The school name.	[Schools]School_Name
Student Number	The student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s current grade.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The exit code. Note: Only exit codes of W2.	[Students]Exit_Code
Dropout Reason	The Dropout Reason Description.	[S_NC_StudentInfo]Dropout_Reason
Verified	Dropout is verified. Yes or No	[S_NC_StudentInfo]Verified_Dropout

Final Dropout Verification Detail (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Number	The reporting school number.	[Schools]School_Number
School Name	The school name.	[Schools]School_Name
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Student Number	The student state number.	[Students]State_StudentNumber
Prev Year	The Reporting School Year.
Grade	The student’s current grade.	[Students]Grade_Level
Age (At Exit)	Age (as of Exit Date) Run down to nearest whole number	[Table]Withdrawal_Age
Gender	The student’s gender. Valid values: M or F.	[Students]Gender
Ethnicity	The student’s ethnic/race code based on the Scheduling/Reporting Ethnicity value.	[Students]Ethnicity
PrimExcept	The student’s Primary Exceptionality, if applicable.	[S_NC_EC]EC_Primary_DIS
AIGExcept	The student’s AIG Exceptionality, if applicable.	[S_NC_AIG]AIG_Exceptionality_AM [S_NC_AIG]AIG_Exceptionality_AR [S_NC_AIG]AIG_Exceptionality_IG [S_NC_AIG]AIG_Exceptionality_AG
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The exit code.	[Students]ExitCode

Summary by Gender/Ethnicity (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Number	The reporting school number.	[Schools]School_Number
SchoolName	The school name.	[Schools]School_Name
Number of Dropouts	Number of verified dropouts	Calculated
Males	The total number of verified male dropouts	Calculated
Females	The total number of verified female dropouts	Calculated
American Indian	The total number of verified dropouts that are American Indian.	[Students]Ethnicity
Asian	The total number of verified dropouts that are Asian.	[Students]Ethnicity
Black	The total number of verified dropouts that are Black or African American.	[Students]Ethnicity
Hispanic	The total number of verified dropouts that are Hispanic.	[Students]Ethnicity
Pacific Islander	The total number of verified dropouts that are Pacific Islander.	[Students]Ethnicity
White	The total number of verified dropouts that are White.	[Students]Ethnicity
Two or More	The total number of verified dropouts listed with two or more ethnicities.	[Students]Ethnicity

LEA Dropout Calculation (As of Date Required)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Number	The reporting school number.	[Schools]School_Number
SchoolName	The school name.	[Schools]School_Name
Total Dropouts	The total number of dropouts	Calculated
Dropout Rate	The LEA/School calculation for the dropout rate as follows: The Total Number of Dropouts x 100 divided by the 20^th Day Membership previous year + the Total Number of Dropouts	Calculated

Potential Dropout Match Report (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Reporting LEA Name	The LEA Name reporting the student as a dropout.
Reporting School Number	The School Number reporting the student as a dropout.	[Schools]School_Number
Reporting School Name	The School Name reporting the student as a dropout	[Schools]School_Name
Student Number	The Student state number.	[Students]State_StudentNumber
Student Name	The student’s name. Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Grade	The student’s grade level, when exited from school.	[Students]Grade_Level
Exit Date	The student’s exit date.	[Students]ExitDate
Exit Code	The student’s exit code.	[Students]ExitCode
Dropout Reason	The dropout reason for the student.	[S_NC_StudentInfo]Dropout_Reason
Dropout Match LEA	The LEA Name wherestudentis found enrolled in the current school year.
Dropout Match School	The School Name where student is found enrolled in the current school year.

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