Tool Search: Graduation
The Graduation record provides districts with the ability 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 his/her expected graduation date.
See the State Edition Graduation article for guidance related to using the Graduation tool at the State level or at 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.
State-linked districts see a State Graduation record section at the top of the Graduation editor. This is the student's graduation information available at the state.
State-linked District Graduation EditorRefer 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 ninth grade enrollment record or enrollment history record is deleted:
- The auto-populated fields are recalculated using the data from the remaining ninth grade enrollment/enrollment histories.
- The auto-populated fields may update to a later date when the earliest ninth grade enrollment or history is deleted.
Warning messages display in the noted areas indicating that graduation information has been deleted. These messages display when modifying enrollment information.
- When a student's last enrollment record (the student has only one enrollment remaining) is deleted, the graduation information is also deleted.
- When a student's last 9-12 grade enrollment or enrollment history is deleted, any existing graduation information associated with that student is also 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, their graduation record must 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 ninth 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.
- Select the NGA Cohort End Year from the dropdown list. This field auto-populates based on enrollment information. Overrides are allowed for users with proper tool rights.
- The NCLB Cohort End Year auto-populates with the year four years following the Date First Entered the 9th Grade.
- Select the student’s Post Grad Location from the dropdown list.
- When applicable, select the State Seal information.
- 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 measure of achievement the student received upon high school graduation. Options for this field vary by state. |
| 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 ninth 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 ninth 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 ninth grade falls into a Summer School calendar where the student is taking some required ninth grade courses during the summer, and the student is still in ninth grade in the fall of that year, the summer school date should be entered. When the student is taking eighth grade courses in the summer school calendar before being considered a ninth 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). |
| NGA Cohort End Year | This field is used as part of the National Governors’ 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. |
| NCLB Cohort End Year | 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 Location | Selection indicates where the student is participating in after-high school activities, either IS: In-State or OS: Out-of-State. These activities are based on the selection for the Post Grad Plans fields. |
| Post Grad Plans | Selection indicates what the student plans to do after high school graduation. |
Graduation Endorsement/State Seals
The Graduation Endorsement/State Seals section allows the addition of graduation endorsement records or an indication of a State Seal of Biliteracy to a student's graduation record. It also includes the option of assigning an Industry Recognized Credential.
The Endorsements, Seals, and Industry Recognized Credentials display on a student' transcript.
Graduation Endorsements and State Seals Editor- Select the student's Endorsements. Options are:
- 1: Advanced Endorsement
- 2: Advanced Career Endorsement
- 3: Advanced Honors Endorsement
- 4: State Seal of Biliteracy
- Select the appropriate Industry Recognized Credential, if applicable.
- Click Add Graduation Endorsement to add more endorsements and credentials.
- Click Save.
Graduation 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.
