When reviewing Cohort Reports, which students are listed as “unconfirmed”?
An unconfirmed student is a student whose final status cannot be determined with current state data. A student whose status is unconfirmed is considered a dropout until it is established that he or she is enrolled in another public, private or home school. These students include:
- Transfer students who exit one public school and whose enrollment in a new school has not been documented;
- Transfer students who are mistakenly assigned a new state testing identifier by the receiving school;
- Transfer students who exit one public school near the end of the year and wait for the next school year to enroll in new school;
- Transfer students who exit one public school, register at new public school and then change plans before attending new school; and
- Students who transfer during the summer prior to the current school year to a private or out-of-state high school.
Most often, an “unconfirmed” student is a transfer student who received a new STI at his or her new school. LEAs are strongly encouraged to follow up with the receiving school to double check STIs as well as entry dates.
Cohorts are adjusted as school divisions document the status of formerly unconfirmed students and submit updated student records
How are the students counted in the graduation rates that take longer than four years to graduate?
The Virginia On-Time Graduation Rate recognizes that certain students are allowed longer than four years to graduate from high school, and that it is important to recognize the accomplishment of these students regardless of when they graduate. VDOE will adjust the cohort assignment of Limited English Proficient (LEP) students and students with disabilities based on when they graduate or complete high school for the Virginia On-Time Graduation Rate and the Graduation Completion Index. As for the Federal Graduation Indicator, no adjustment can be made for students who require longer than 4 years to graduate.
Regarding CRDC, what constitutes a student being chronically absent?
This is a student who is absent 15 or more school days during the school year. A student is absent if he or she is not physically on school grounds and is not participating in instruction or instruction-related activities at an approved off-grounds location for at least half the school day. Each day that a student is absent for 50% or more of the school day should be counted. Any day that a student is absent for less than 50% of the school day should not be counted. The number of absences is based on the total number of school days absent. Chronically absent students include students who are absent for any reason (e.g., illness, suspension, the need to care for a family member), regardless of whether absences are excused or unexcused.
Please be advised the Virginia is still working on a definition of chronic absenteeism for federal reporting for ESSA. It is always the goal to have one definition for a data element regardless of the office collecting it. However, given the specific federal requirements of ESSA and CRDC, it is not clear if Virginia’s definition for ESSA will match that of CRDC. Please stay tuned for more information as it develops.
CRDC Definitions Related to Expenditures
- Instructional Aide Expenditures
These are expenses associated with activities dealing directly with the interaction between teachers and students.
- Non-Personnel Expenditures
The following may be included (but not limited to) as a non-personnel expenditure: Professional development for teachers and other staff; instructional materials and supplies, computers, software, and other technology; contracted services such as distance learning services, and library books and media center learning materials.
- School Administration Expenditures
These are expenses that are associated with activities related to overall administration for a school.
- Support Services Staff Expenditures
Expenditures associated with activities designed to: assess and improve the well-being of students to supplement the teaching process; and assist the instructional staff with content and process of providing learning experiences for students.
Features and Suggestions for Easier Data Entry for CRDC
- Enter Grades Offered First: Some questions within the CRDC are only applicable to high schools, while others apply to only a certain range of grades. By entering your grades offered first, the system will know which questions no longer apply and will skip those questions for schools where they don't apply.
- Guiding Questions: Throughout the CRDC, there are questions requiring a yes or no response that are considered "guiding questions". A "no" answer to a guiding question lets the system know that additional questions on that topic do not apply. The CRDC will skip these inapplicable questions for you.
- Automatic Zero Logic: The CRDC uses zero counts in one field to automatically populate zeroes in dependent fields. For example, if your school has no female Asian students, then the cells for female Asian students who are LEP or enrolled in LEP programs will automatically be filled with 0.