PATH: KY State Reporting > Dropout Report

The Dropout Report returns information on two different types of dropout students (regular school and summer dropouts).

This article includes the following topics:

Screenshot of the Dropout Report editor.

Image 1: Dropout Report Editor

State Exclude Rules

The following is excluded from reporting on the Dropout Report:

Students with enrollment records for grades other than 7-12.
Students who have an enrollment record in a grade marked Exclude From State Reporting (System Administration > Calendar > Calendar > Grade Levels > Exclude from state reporting).
Students who have the Exclude checkbox marked on their enrollment record.
Students who have an enrollment record in a calendar marked as Exclude (System Administration > Calendar > Calendar > Exclude).
Students who have the Foreign Exchange checkbox marked on their enrollment record.
Students with only an S: Partial or N: Special Ed enrollment records.
Students with an active NCO attendance group any time during an enrollment. That enrollment record is excluded from reporting.

Student Selection Criteria - Regular Dropouts

A regular dropout student is reported if:

The student has been enrolled in the school during the -1 school year.
The student has not re-enrolled within another district/school prior to October 1 of the current year.
The student does not have a Diploma Date entered on the Graduation tab prior to October 1st of the current year.
The student's end status on previous (-1) year's enrollment equals one of the following: W01, W02, W12, W17, W22, W23, W24, W25, W26, W27 or W28.
- W26 and W27 students must have either no Diploma Date entered or a Diploma Date on or after Oct 1 of the 0 year.
- W22 students will only report if they have no subsequent enrollment in a Kentucky public school.
Students with a W26 End Status will only pull if the Standard Code is mapped to their Diploma Type of 1, 2, 3, 5, 6 or blank.
A student who withdraws as a W26 should not be counted as a dropout if that student was age 17 or older, at the time of withdrawal date, enrolled in an alternative education program (A5 or A6 School Classification),have a completed Diploma Type of 4 or 6, and a Diploma Date on or before October 1 of the withdrawal year.
Students with a W27 End Status will only pull if the Standard Code is mapped to their Diploma Type of 1, 2, 3, 4, 5 or blank.

Students who have been expelled may be included in report results as regular dropouts if:

The student has a behavior resolution with a state code of SSP2 (expulsion).
The Resolution Start Date is less than or equal to the prior year enrollment end date (or calendar end day if the enrollment end date is null). Any end status is accepted under this scenario.
- The Resolution End Date must be on or after October 1st of the 0 year.

Student Selection Criteria - Summer Dropouts

A summer dropout student is reported if:

The student has been enrolled in the school during the -2 school year.
The student has not re-enrolled in another district/school prior to October 1st of the -1 year.
The student does not have a Diploma Date entered on the Graduation tab prior to October 1st of the -1 year.
The student's end status on the -2 year's enrollment equals one of the following: C01, Blank/NULL, W01, W02 or W17.

No Show Students: Students whose only enrollment in the -1 year school year has a start status of No Show is included in report results if they meet other summer dropout selection criteria and if the end status of the No Show enrollment record is one of the following values: Blank/NULL, W01, W02, W12, W17, W23, W24, W25, W26, W27, or W28.

Dropout Process Workflows

The following diagrams describe the dropout timeline for regular and summer dropouts:

Regular Dropout

Screenshot of a Regular Dropout Process workflow.

Summer Dropout

Screenshot of a Summer Dropout Process workflow.

Generating the Dropout Report

Select the appropriate Format for the selected extract type.
Select the appropriate calendar(s) to include in the report.
If all calendars should be selected, mark the Select All checkbox.
Click the Submit to Batch button. The report will be sent to the Batch Queue List found at the bottom of the editor.
Once the report has been generated, select the blue Get report text found the in the Download column. The report will appear in a separate window in the designated format.

Report Layout

Element Name	Description	Format, Length and Type	Campus Database	Campus Interface
District Assigned Student Number	Unique number assigned to the student by the district.	Numeric,	Identity.studentNumber	Census > People > Demographics > Person Identifiers > Student Number
State Student ID	Unique number assigned to a student by the Department of Education.	Numeric, 10 digits	Identity.stateID	Census > People > Demographics > Person Identifiers > Student State ID
Last Name	Student's last name.	Alphanumeric, 50 characters	Identity.lastName	Census > People > Demographics > Person Information > Last Name
First Name	Student's first name.	Alphanumeric, 50 characters	Identity.firstName	Census > People > Demographics > Person Information > First Name
Middle Name	Student's middle name	Alphanumeric, 50 characters	Identity.middleName	Census > People > Demographics > Person Information > Middle Name
Date of Birth	Student's date of birth.	Date field, 10 digits MM/DD/YYYY	Identity.birthdate	Census > People > Demographics > Person Information > Birth Date
Age	Age of student.	Numeric	student.age	Census > People > Demographics
District Number	District number associate with the most recent enrollment event.	Numeric, 3 digits	District.Number	System Administration > Resources > District Information > State District Number
School Number	School number associated with the most recent enrollment event.	Numeric, 3 digits	School.Number	System Administration > Resources > School > Location Number
State Classification	Determines if a school has an “A1” classification	Code with Name ex. A1 Principal or head teacher controlled school The field is read-only in District Editions. In State Edition the user is able to change the selected classification, but code and description labels are locked down.		System Administration > Resources > School > State Classification
Accountable District Number	School district responsible for the student. Schools that are marked as A2-A6, B1 or D1 must equal the District/School that is accountable for the student based on home residence.	Numeric, 3 digits	Enrollment.servingDistrict District.number	Calculated
Accountable School Number	School building responsible for the student.	Numeric, 3 digits	School.number School.stateClassification	Calculated
Race/Ethnicity	Student's federal designation of racial makeup.	Numeric, 1 digit	Identity.raceEthnicity	Census > People > Demographics > Person Information > Race/Ethnicity
Gender	Classification of student being either male or female.	Alphanumeric, 1 character M or F	Identity.gender	Census > People > Demographics > Person Information > Gender
Grade	Grade level of the student. For Regular Dropouts: The State Grade from the most recent primary enrollment record by start date within the -1 year is reported. For Summer Dropouts: The State Grade from the most recent primary enrollment record by start date within the -2 year is reported.	Alphanumeric, 2 characters	Enrollment.grade	Student Information > General > Enrollments > Grade
SES	Indicates the student receives free or reduced meals based on economic status. 4198: Paid Lunch 4103: Free Lunch Eligible 4104: Reduced Lunch Eligible Regular Dropouts: The district associated with the most recent primary enrollment of the -1 year by start date is used. The state code selected for the Eligibility record which overlaps the enrolled day of the -1 year is reported. If no Eligibility record overlaps the last day of the enrollment of the -1 year, a value of 4198 is reported. Summer Dropouts: The district associated with the most recent primary enrollment of the -2 year by start date is used. The state code selected for the Eligibility record which overlaps the enrolled day of the -2 year is reported. If no Eligibility record overlaps the last day of the enrollment of the -2 year, a value of 4198 is reported.	Numeric, 4 digits	v_posEligibilityStateCode	FRAM > Eligibility > State Code
LEP	Indicates student is in limited English proficient programming. Regular Dropouts: Report "1" if student has at least 1 LEP Service AND 1 Accommodation with a date range which overlaps the student’s last enrolled day of the -1 Year. Summer Dropouts: Report "1" if student has at least 1 LEP Service AND 1 Accommodation with a date range which overlaps the last instructional day of the -2 Year.	Alphanumeric, 4 characters	LepService.startDate LepService.endDate LepAccommodation.startDate LepAccommodation.endDate	Student Information > General > LEP > English Proficiency
Disability Status	Student's disability status. Regular Dropouts: Report ‘1’ if student has an IEP with dates that overlap the end date of the last enrollment of the -1 year. Later or earlier IEPs are not considered. All others report 0. The IEP must be locked and PlanType.module must equal 'SpecialEd'. Summer Dropouts: Report ‘1’ if student has an IEP with dates that overlap the end date of the last enrollment of the -2 year. Later or earlier IEPs are not considered. All others report 0. The IEP must be locked and PlanType.module must equal 'SpecialEd'.	Numeric, 1 digit		Student Information > Special Education Fields > Documents > IEP > Enrollment Status > Special Education Status
Primary Disability	Lists the student's primary disability. A student must qualify as a 1 in the Disability Status field for this field to report. If the student's Primary Disability is null, a 16 will populate in this field.	Numeric, 2 digits		Student Information > Special Education > Documents > IEP > Enrollment Status > Primary Disability
Homeless	Indicates student meets federal guidelines for homelessness. Will report as follows: Reports ‘1’ if the student is homeless at any point during their enrollment. Otherwise, reports 0.	Numeric, 1 digit	Enrollment.homeless	Student Information > Program Participation > Homeless
Migrant	Indicates student meets federal guidelines for migrant. Reports ‘1’ if the student is Migrant at any point during an enrollment in the district. A student is considered migrant if any district enrollment dates overlap a migrant record that is active during the migrant education year (9/1-8/31). Else, report ‘0’	Numeric, 1 digit	migrant.lastQualifyingArrivalDate <= 08/31 of endYear AND migrant.eligibilityExpirationDate >= 09/01 of endYear - 1 enrollment.endDate >= migrant.lastQualifyingArrivalDate AND enrollment.startDate <= migrant.eligibilityExpirationDate If enrollment.enddate is null, use the earliest of last instructional day or current date	Student Information > Program Participation > Migrant Prior to the 19-20 school year: Student Information > General > Enrollments > State Reporting Fields > Migrant · ‘1’, report ‘1’ · ‘2’ OR blank/null, report ‘0’
Days Present	Number of instructional days present based on the student's school/district calendar. This matches the Truancy Present Days value in District Edition (as represented on the DE Attendance Tab, Present Days).	Numeric, 5 digits XXX.XX	Calculated	Synced from District Edition via AttendanceKYMinute procedure.
Days Enrolled	Number of scheduled days enrolled.	Numeric, 5 digits XXX.XX	Calculated	Calculated
Days Absent	Cumulative days absent. This matches the Truancy Absent Days value in District Edition (as represented on the DE Attendance Tab, Absent Days).	Numeric, 5 digits XXX.XX	Calculated	Synced from District Edition via AttendanceKYMinute procedure.
Enrollment Date	Student's most recent start date of enrollment for the previous school year.	Date field, 10 characters MM/DD/YYYY	Enrollment.startDate	Student Information > General > Enrollments > Start Date
Withdrawal Date	Student's most recent end date of enrollment for the previous school year.	Date field, 10 characters MM/DD/YYYY	Enrollment.endDate	Student Information > General > Enrollments > End Date
Dropout Type	Indicates the student dropped out during the regular school year. If student dropped out during the summer, Summer will display. If student dropped out during the school year, Regular will display.	Numeric, 7 digits	Calculated	Calculated
Diploma Type	Diploma type student received.	Numeric code with description	graduation.diplomaType	Student Information > General > Graduation
Diploma Date	Date diploma was received.	Date field, 10 digits MM/DD/YYYY	graduation.diplomaDate	Student Information > General > Graduation
NCLB Cohort End Year	Indicates the student's end year as defined by NCLB rules.	Date Field, 4 characters YYYY	Calculated	Calculated
End Status	The end status of the reporting student's most recent Primary enrollment record.	Alphanumeric, 3 characters	Enrollment.endStatus	Student Information > General > Enrollments > End Status
State Person ID	Reports the person ID assigned to the student in the Kentucky State Edition.	Numeric	Person.personID	Census > Person > PersonID

Dropout Report (Kentucky)