PATH: KY State Reporting > Retention Report

Search Term: Retention Report

The Retention Report provides a count of students who are held back (retained) in the prior grade.

Screenshot of the Retention report editor.

Image 1: Retention Report Editor

Student Selection Criteria

The following lists the selection criteria used for Retained Students:

A student who is enrolled in a grade level that is marked as State Exclude will appear on the report. However, if a student is enrolled as a state exclude student (marked on enrollment record) or enrolled in a calendar that is marked as state exclude, that student will not appear on the report.
Students must be enrolled in grades 04-12 who fall under the definition of retention.
Students marked as Service Type S: Partial and N: Special Ed on their enrollment record do not report.
- Students marked only S or N on their enrollment record do not report.
- If the student has both P: Primary AND S or N in enrollments, only the P: Primary will be considered in report logic.

Students must have been enrolled on the last instructional day of the previous year. Students may have a withdrawal on the last day of instruction and still appear on the report.

When students meet the above criteria, two populations are pulled for the report:

Population 1:

Students whose first enrollment in the current year is assigned the same state grade as their most recent enrollment in the previous year in the same district. Most recent enrollment and first enrollment is defined by the most recent start date.
Students pull regardless of whether End Action is selected as R: Retained. If End Action is not R: Retained, however, the student will also display on the warnings.

Population 2:

Students whose most recent enrollment in the previous year is marked as R: Retained for End Action and who have no enrollments in that same district in the current year. No Show enrollments do not count as enrollments for the purpose of this report and are ignored.

Student with a Supplemental School Year Program record within the Current Year will be excluded from the report, even if they did not advance state grade levels.

Generating the Retention 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.
If errors or warnings are found in the data, that information will appear first. To continue generation of the actual report, select the Click Here button at the top of the errors/warnings page to generate the report.

Report Layout

Element	Description	Location
District Number	The District Number tied to the retention. District student attended during -1 year. Numeric, 3 digits	District.number System Administration > Resources > District Information > State District Number
District Name	The district name tied to the retention. District student attended during -1 year. Alphanumeric, 50 characters	District.name System Administration > Resources > District Information > District Name
School Number	The school number tied to the retention. School student attended during -1 year. Numeric, 3 digits	School.number System Administration > Resources > School > Location Number
School Name	The school name tied to the retention. School student attended during -1 year. Alphanumeric, 50 characters	School.name System Administration > Resources > School > School Name
State Classification	School state classification. Text – output Code, i.e., A1, A5	School.stateClassification System Administration > Resources > School > State Classification
State Student ID	Unique number assigned to a student by the Department of Education. Numeric, 10 digits	Person.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
Race/Ethnicity	Student's federal designation of racial makeup. Reported values are as follows: Hispanic American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White 2 or more Text, 50 characters	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. Only students in grades 04-12 are reported. Grade levels for inactive schools are considered when reporting data within the Retention Report. Alphanumeric, 2 characters	Enrollment.grade Student Information > General > Enrollments > State Grade
Economic Disadvantaged	Indicates the student receives free or reduced meals based on their socio-economic status. Logic pulls the FRAM Eligibility code which is active as of the last day of the final enrollment of -1 year. Logic uses FRAM data in the district associated with the most recent Primary enrollment start date. The following values are reported: A: Non-Refundable F: Free R: Reduced S: Paid If no FRAM record exists, report S: Paid. Numeric, 4 digits	v_posEligibilityStateCode. stateCode FRAM > Eligibility
English Learner Status	Indicates student is in an English Learners (EL) program. Report YES: Home Primary Language <> (0400, NULL) AND Person has at least one record in the LEP table, associated with the district that is querying the results, where programStatus = ‘LEP’ AND exitDate = NULL OR >= last instructional day of the Minus One Year AND Person has at least one record in the LepService table, associated with the district that is querying the results, where lepServiceTypeID <> NULL AND LepService startDate <= last instructional day of the Minus One Year AND LepService endDate = NULL OR >= last instructional day of the Minus One Year AND Person has at least one record in the LepAccomodationType table, associated with the district that is querying the results, where type = ‘I’ AND LepAccommodation.startDate <= last instructional day of the Minus One Year AND LepAccommodation.endDate = NULL OR >= last instructional day of the Minus One Year. Else, report NO. Alphanumeric, 3 characters Yes or No	LepService.startDate LepService.endDate LepAccommodation.startDate LepAccommodation.endDate Student Information > Program Participation > LEP > LEP > Program Status Student Information > Program Participation > LEP > LEP Accommodations > Type
Special Education Status	Report YES if the student had an active, locked IEP as of July 1 for the Current Year. Else, report NO. Alphanumeric, 3 characters Yes or No	PlayType.module = 'specialEd' Plan.locked = '1' Plan.startDate Plan.endDate Plan.specialEdStatus Student Information > Special Ed > Documents > IEP > Enrollment Status > Special Ed Status
Homeless	Report YES, if any homeless record from the same district overlaps the last instructional day of the Minus One Year. Else, report NO Text Output YES, NO	Homeless.StartDate Homeless.EndDate Homeless.DistrictID Student Information > General > Program Participation > Homeless
Migrant	Report YES, if any migrant record from the same district overlaps the last instructional day of the Minus One Year. Else, report NO Text Output YES, NO	Migrant. lastQualifyingArrivalDate Migrant. eligibilityExpirationDate Migrant.DisrictID Student Information > General > Program Participation > Migrant
Foster Care	Report YES, if any foster care record from the same district overlaps the last instructional day of the Minus One Year. Else, report NO Text Output YES, NO	FosterCare.StartDate FosterCare.EndDate FosterCare.DisrictID Student Information > General > Program Participation > Foster Care
Gifted and Talented	Report YES, if any gifted record from the same district overlaps the last instructional day of the Minus One Year AND (State Grade (DE.13) is 00-03 and Category = 12) OR (State Grade (DE.13) is 04-12 and Category <> 12), Else, report NO Text Output YES, NO	giftedstatusKY.StartDate giftedstatusKY.EndDate giftedstatusKY.Category giftedstatusKY.DisrictID Student Information > General > Program Participation > Gifted & Talented
Military Connected	Report YES, If the student has at least one record in the v_StudentMilitaryConnectionsSummary table overlaps the last instructional day of the Minus One Year AND Status like ‘%active duty,%’. Else, report NO Text Output YES, NO	V_StudentMilitaryConnectionsSummary. StartDate V_StudentMilitaryConnectionsSummary. EndDate V_StudentMilitaryConnectionsSummary. DisrictID Census > People > Military Connections

Understanding the Validation Report

The Validation Report allows districts and the state to identify students who have the one (or both) of the following issues:

#	Validation Text	Selection Criteria	Fields Outputted
WA01	“Warning 01: Student grade levels are the same between enrollments; however, the previous year enrollment does not have an End Action = R: Retain. These records will appear in the Retention Report.”	Triggered if the End Action DOES equal ‘R’ and the current grade level is greater than the previous. If first enrollment of the current year is a No Show, warning will still trigger if either of the above criteria is met. Record will produce on retention report.	districtNumber schoolNumber districtStudentID stateStudentID lastName firstName dob endAction currentGrade previousGrade
ER01	“Error 01: Students previous year enrollment has End Action = R: Retain; however, student’s previous year enrollment and current year enrollment show advancement in grade levels. These records will not return in the Retention Report.”	Error triggered if student’s -1-year enrollment has an end action of R: Retain but the -1-year enrollment grade level is less than the grade level on the current year enrollment. Record will not produce on retention report.	districtNumber schoolNumber districtStudentID stateStudentID lastName firstName dob endAction currentGrade previousGrade

Validation Text

Selection Criteria

Fields Outputted

WA01

“Warning 01: Student grade levels are the same between enrollments; however, the previous year enrollment does not have an End Action = R: Retain.

These records will appear in the Retention Report.”

Triggered if the End Action DOES equal ‘R’ and the current grade level is greater than the previous.

If first enrollment of the current year is a No Show, warning will still trigger if either of the above criteria is met.

Record will produce on retention report.

districtNumber

schoolNumber

districtStudentID

stateStudentID

lastName

firstName

dob

endAction

currentGrade

previousGrade

ER01

“Error 01: Students previous year enrollment has End Action = R: Retain; however, student’s previous year enrollment and current year enrollment show advancement in grade levels.

These records will not return in the Retention Report.”

Error triggered if student’s -1-year enrollment has an end action of R: Retain but the -1-year enrollment grade level is less than the grade level on the current year enrollment.

Record will not produce on retention report.