- Do I need to change all W9XX Exit/Withdrawal Codes to W880?
- When are divisions supposed to report students that have received credit accommodations?
- Which students should be reported as a postgraduate (PG)?
- Which students should not be reported as a postgraduate (PG)?
- Once a correction has been made that will affect cohort, when will it be reflected in the cohort reports?
W9 Exit/Withdrawal Codes are intended to be used when a student is expected to return to school and the administration has been notified of a future return date. This code cannot be used on the last record ever reported on a student because eventually the student will complete high school, dropout, or transfer out. To ensure proper reporting, the SRC requires that students who are reported with any W9 Exit/Withdrawal Code in one school year be reported again in the next school year in membership or with an ‘N’ Active Status Code.
Each record with a W9xx code should be carefully reviewed at the end of each school year. If it is determined that the student is truly a dropout, the record should be reported with an Exit/Withdrawal Code of W880. There are situations where an Exit/Withdrawal code for a student remains a W9XX. Please see the examples below:
- If a student was suspended for 30 days beginning on May 27, 2016, and ending on Sept 27, 2016, this student’s Exit/Withdrawal Code would be W961 (Suspension exceeding 15 days) on the 2015-16 EOY SRC.
- If he returns to school on September 30, 2016, then the Fall, Spring, and EOY SRC for 2016-17 will show his records as Active or Inactive as appropriate and with the correct number of days absent and present.
- If he transferred to a high school in North Carolina, over the summer, he will not have any records on the Fall or Spring SRC but will have an N record on the EOY SRC with a W503 Exit/Withdrawal Code.
The Credit Accommodation Flag is used to indicate a student that used credit accommodations as outlined in their IEP/504 Plan to obtain a Standard Diploma. A Credit Accommodation Flag of “Y” can only be reported when the Graduate/Other Completer Code is “1” (Standard Diploma). If the student has not earned a Standard Diploma yet, then the Credit Accommodations Flag cannot be reported.
In most cases, the Credit Accommodation Flag will be reported on the EOY SRC when the graduate/completer status is reported; however, this combination can also be reported at any point during the school (e.g. early graduates or students that return to complete a Standard Diploma in the Fall).
Postgraduate students are pupils who remain in or return to school after receiving one of the three recognized diplomas in the Standards of Accreditation (Standard Diploma, Advanced Studies Diploma, or International Baccalaureate Diploma).
Students who return to school who are school-aged and have received a GED, GAD, Applied Studies Diploma, or a Modified Standard Diploma should not be considered to be postgraduate students.
Special education students who do not receive one of the 3 recognized diplomas may continue to be counted in membership (if they return to school) until age 22 or until they receive an official diploma. It is imperative that these students are not coded as PG. Your division will not receive funding for those students that are incorrectly coded. These students should remain 12th graders as they are still of school age and have not received a Standard, Advanced or IB diploma.
Once a correction has been made that will affect cohort, when will it be reflected in the cohort reports?
During the EOY and Summer SRC submissions, the cohort process will run nightly. Therefore, any changes that have been made via EOY or Summer SRC submission or cohort corrections will show in the cohort reports the next business day. Ideally, the updated reports should be ready before 8 a.m. but some days are busier than others are and the reports do not finish processing until noon or later.
On September 2, all cohort correction windows will be closed in preparation for the final refresh of cohort data and the release of State Accreditation. The nightly update will be turned off and there will be no further updates to the cohort data after this date.