Tool Search: Graduation
The Graduation record allows districts to track graduation information used in state reporting, AYP (Average Yearly Progress) determinations, and report cards. This tool also allows districts to track when a student first entered ninth grade and calculate their expected graduation date.
See the State Edition Graduation article for guidance on using the Graduation tab at the State level or districts linked to a state edition.
Student Graduation RecordThe District Edition user interface displays one graduation record for each student on the Graduation tab. Collected graduation data varies by state.
The Graduation record contains the same information at the district and state levels. Data entered or modified at the district level syncs to the state level. However, changes made at the state level do NOT sync to the district and are NOT reflected in district-level data.
Changes made to fields on the Graduation tab by district-level users sync to the state level. Changes made by state-level users are NOT reflected at the district level.
Refer to the Graduation Scenarios and Logic section for information.
Enrollment Data
The Enrollment Data section repeats the information from the student's General Enrollment Information editor. It cannot be modified from the Graduation tab.
Deletion of Graduation Data
When the student's last enrollment record in the district is deleted, the entire graduation record is also deleted.
When the last enrollment in grades 9-12 is deleted, the data in the following fields is also deleted:
- Grade 9 Date
- NGA Cohort End Year
- NCLB Cohort End Year
When a 9th grade enrollment record or enrollment history record is deleted:
- The auto-populated fields are re-calculated using the data from the remaining 9th grade enrollment/enrollment histories.
- The auto-populated fields may update to a later date when the earliest 9th grade enrollment or history is deleted.
Warning messages display in the noted areas indicating graduation information is deleted. These messages display when modifying enrollment information.
- When a student's last enrollment record (student only has one enrollment left) is deleted, graduation information is deleted.
- When a student's last 9-12 grade enrollment or enrollment history is deleted, existing graduation information is deleted.
- When saving an enrollment record for students who shouldn't have graduation data (i.e., the student's grade level is no longer in grades 9-12), the graduation data is deleted.
Addition of Graduation Data
When an enrollment record for grade 9 is created for a student, a graduation record is also created. When a student is newly enrolled in a district after grade 9, the graduation record needs to be manually created.
Information can only be added for the above fields for students in grades 9-12. When the student is not enrolled in these grade levels, the graduation fields are grayed out and the user cannot enter data.
When data exists for a student who is not enrolled in grades 9-12, the entered data can be seen but is not editable and is removed upon re-saving the Graduation tab.
When changes are made to the 9th grade enrollment or enrollment history, all graduation records are synced across all districts.
Graduation Detail
The Graduation Detail section lists the student's general graduation information (diploma date, NGA cohort information, etc.) and any required fields necessary for state reporting.
General Graduation InformationEnter Graduation Data
- Enter the Diploma Date in mmddyy format or by selecting the Calendar icon and choosing a date.
- Select a Diploma Type from the dropdown list.
- Select a Diploma Period from the dropdown list.
- Enter the Date First Entered the 9th Grade in mmddyy format or by selecting the Calendar icon and choosing a date. This date should match the Start Date listed in the Enrollment Data section. Overrides are allowed for users with proper tool rights. The 4 Year Cohort End Year auto-populates with the year four years following the Date First Entered the 9th Grade.
- Select the Extended Cohort End Year from the dropdown list. This field auto-populates based on enrollment information. Overrides are allowed for users with proper tool rights.
- Select the student’s Post Grad Location from the dropdown list.
- Select the student's Post Grad Plans from the dropdown list.
- Enter (or verify) the date the student last confirmed their graduation plans in the Student Post Grad Confirmation field.
- When applicable, enter the State SealInformation.
- Select the Save icon when finished.
General Graduation Information
| Field | Description |
|---|---|
| Diploma Date | Entered date (MMDDYY format) indicates when the student received their high school diploma or equivalent measure of achievement (GED, etc.). |
| Diploma Type | Selection indicates the received measure of achievement the student received upon high school graduation.
This field prints on the student's Transcript as Course of Study. |
| Diploma Period | Selection indicates the time of year the student received the diploma.
|
| Date First Entered the 9th Grade | Entered date (MMDDYY format) indicates when the student first entered the ninth grade. This date may also be auto-populated based on the student's enrollment or historical enrollment records. This year compares the enrollment start date for the student's 9th grade enrollment to a hard-coded July 1 to June 30 date range. The School Years setting on the Calendar is not used, the type of calendar (regular vs. summer school) is not referenced in the logic of this end year, and the type of enrollment (primary vs. partial vs. special education) is not referenced. It is up to the district in most cases to determine when a student's first 9th grade enrollment occurs. However, there may be specific guidance from the state's department of education that should be followed. In instances where a student's first time enrollment in 9th grade falls into a Summer School calendar where the student is taking some required 9th grade courses during the summer, and the student is still in 9th grade in the fall of that year, the summer school date should be entered. When the student is taking 8th grade courses in the summer school calendar before being considered a 9th grader, the student would still be considered an 8th grader in the summer school calendar. Summer School calendars that begin in June (before July 1) are part of the previous school year (June 2016 calendars are part of the 2015-16 school year); summer school calendars that begin in July (on or after July 1) are part of the upcoming school year (July 2016 calendars are part of the 2016-17 school year). |
| Extended Cohort End Year | This field is used as part of the National Governor’s Association graduation calculation rate. The selected year is often four years after the ninth grade start year; when a student has not graduated high school in four years (could be less than or more than four years), this selection can be changed. A System Preference exists that allows districts to set the year value for this field. |
| 4 Year Cohort | This field is the end year of the four year cohort used as part of NCLB legislation, auto-populated from the Date First Entered the 9th Grade field. |
| Post Grad Plans | Selection indicates what the student is planning on doing after high school graduation.
|
| Student Post Grad Confirmation | This field populates with the date the student last confirmed their post-graduation plans.
|
State Seal Information
The State Seal section allows the addition of graduation endorsements or seals to a student's graduation record. This prints on the student Transcript in the Endorsements and Seals section when a value is saved.
- Select the student's Endorsement or Seal. Options are:
- 1: Career
- 2: College
- 3: College/UNC
- 4: North Carolina Academic Scholar
- 5: Global Languages
- Enter the date the student earned the endorsement in the Date Earned field.
- When the student has more than one endorsement or seal, click the Add State Seal button and repeat steps 1 and 2.
- Click Save.
State Seal EditorGraduation Scenarios and Logic
Manage Documents
To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.
