TEA Cohort and Leaver Data Review II(At Risk/ Dropout Recovery)

1.Introduction/Overview #

This session is designed to enable users to view data from the Preliminary TEA Cohort List (9th grade cohorts) and Leavers coded in the Fall PEIMS file.

This will aid in identification of actual and potential leavers, as well as current At Risk students, through pre designed “canned” reports, dashboards and by creating ad-hoc reports that will include:

  1. Cohorts
  2. Leavers
  3. At Risk
  4. RDA Indicators for Dropouts and Completion Rates
  5. DVM Leaver Indicators
  6. CCR
  7. PEIMS
  8. STAAR

2.Access #

Log in

  • URL, Login, password, and  account permissions provided by the District’s ODS Administrator
  • Chrome-preferred browser

 

User Account

 

Your Account Settings: Hamburger menu / “My Account”

3.File Center #

OnDataSuite Administrator should load most current files listed below.

  • Fall PEIMS (includes Leavers) – TSDS Interchange files from SIS
  • Summer PEIMS – TSDS Interchange files from SIS
  • Preliminary Cohort List files – TEAL / Accountability
  • Longitudinal Cohort files – TEAL/Accountability
  • STAAR files – Cambium

Differences in the Cohort files

    •  “Preliminary 9th grade Cohorts”. TEA releases these files usually in November.
    • Four-Year, Five-Year and Six-Year Longitudinal Cohort files. These files contain the “Status” column, that the prelim files do not contain and are considered final.  TEA usually releases these during the summer.

NOTE: Do not open the excel files between the down load from TEA and the upload to OnDataSuite. 

4.Dashboards #

Fall Dashboard may be viewed for current and/or previous years at the District or Campus level, depending on access.

  • Check the Not Enrolled on Snapshot for students who may become “dropouts”.

 

  • Check students coded At-Risk of dropping out of school, as of Snapshot -last Friday in October.

Best Practice:

  • Click on the count (link) to produce a list of students. (Student Detail Access Required)
  • From a student list, Create a Focus List by using Focus List Controls.
  • Use Focus Lists in Student Report Center and/or Custom Reports to only view these students on the report.

5.Student #

5.1.Student Profile #

Methods to reach the Student Profile

  • “Search” for a Student – Top Blue Menu bar
  • From a Student List, select “View Profile” or “xxxxxxxxx”, located on the “SID” ( Student Identification) column. – left side

Student Information – Overview tab displays student Cohort Information, bottom left, as well as other student PEIMS data.

  • Cohort

 

  • Post Secondary Licensures – IBC

 

  • Fall PEIMS – Leaver & Final Grad Status

5.2.Student Custom Reports #

 

 

 

 

Custom Reports with “At Risk” Criteria

 

Custom Reports with “Focus List” option – Use At Risk Focus List

 

5.3.Student Report Center #

 

Reports to Create: 

 

General/Prelim Longitudinal (9th Grade) Cohort – (TEA file)

  • Criteria 1= “Reason Student Left Class”  (as per data in cohort file)

NOTE: There is no grade level criteria, but a focus list or add column maybe used.

 

  •  Criteria 1= “Reason Student Left Class” + Filter = “98” (other)
    • Criteria 2 = “Ethnicity / Race”
      • Add column-PEIMS/Leaver/Leaver reason/same year

Best Practice-Comparing TEA cohort list to PEIMS leaver record data

 

Reason Student Left Class Key

  • 8X- Possible Transfer = Students previously enrolled but final status never reported. No re- enrollment record or leaver record. Some students who left return and leave again may be       counted here.
  • XI – Possible Enrolled = Student who have reached their graduate year but are reported as enrolled on a PEIMS 110 record. (Rather than a PEIMS 203 leaver record)
  • XX- Possible Drop Out = Total of students submitted in Fall PEIMS with an as of status of “C, G or E” and students reported in Summer PEIMS with as of status of “I”

 

General/4 year Longitudinal Cohort  (select year filter, if desired)

  • Criteria 1= Grad Status

 

Fall PEIMS / Leavers-  Pulled from the Fall PEIMS file.

NOTE: Leaver year, refers to the year the student left the district, NOT the year in which the data was submitted. Also, the data only pulls for 7-12th grades.

  •  Criteria 1= “Leaver Reason”

(Look for data anomalies)

 

  • Criteria 1= “Leaver Reason”– filter for “graduates” (01)
    • Criteria 2= “Graduation Type”

(Codes 04, 05, 54, 55 = CCR)

 

  • Criteria 1= “Special Ed”– Filter = “1”
    • Criteria 2= “Grad Type”

( For SPED department review)

 

  • Criteria 1=” Leaver Reason”– filter for potential dropouts
    • State Accountability Leaver codes = Dropouts – 08, 98
    • Federal Accountability Leaver Codes = Dropouts – 08, 20, 88, 89, 98
    •  Criteria 2= “As of Status”

 

  • Criteria 1= “Post Secondary Licensure”  (CCR – Industry Based Certification )
  • Criteria 1= “Campus” or “Grade Level”

 

At Risk Reports

  • Criteria 1 = “At Risk”
    • Criteria 2 = Grade Level or Campus ( Race/gender…ect)

 

 Report Options for use with ad hoc reports (Located in Black box- left)

  • Graph Control (Pie, line or bar graphs can be created.)
  • Heatmap On/Off (Color gradients highlight data variances.)
  • Export to Excel
  • Bookmark (To save the parameters of the report to use later or to share report with other ODS users)
  • Show Percents
  • Toggle Zeros

6.Assessment #

 STAAR 3-8 SCE At Risk Report

  • Summary: This report compares 2 years of STAAR 3-8 grade level achievement results by subject for at risk compared to non at risk populations with a gap breakdown and percentage difference between the two.
  • Usage: Information aids with SCE evaluation preparation to TEA when staged for improvement.
  • Data- STAAR

 STAAR EOC SCE At Risk Report

  • Summary: This report compares 2 years of STAAR EOC achievement results by subject for at risk compared to non at risk populations with a gap breakdown and percentage difference between the two.
  • Usage: Information aids with SCE evaluation preparation to TEA when staged for improvement.
  • Data -STAAR

7.Accountability #

7.1.CCR #

 

CCR – College, Career, Military Ready

7.2.RDA #

RDA- Results Driven Accountability

 

Indicators: Bilingual Education / English as a Second Language 

        • Leaver code = 01

            • Leaver codes = 98, 08

 

Indicators Other Special Pops

    • Leaver code = Dropout (98) (08) 

 

Indicators: Special Education 

NOTE: These reports are updated with the release of the most current manual.

Actual District Data:TEA releases this data and it is uploaded automatically.

Estimated Results :Counts are based on the Fall/Summer PEIMS data loaded into the file center.

“Tools” drop down provide “Report Info” which consists of the information from the manual for the corresponding indicator.

7.3.DVM - Leaver #

Open Leaver Data Analysis folder and review reports.

8.Support - Tickets/Training #

 Support tab located in the top black menu bar.

Training/Webinars

  • Register for upcoming training (right)
  • View Recorded trainings/handouts (left)

 

Create a ticket to report a problem, ask a question, or request a new feature/report.

BEST Practice: Be VERY specific and detailed. We recommend including a screen shot and/or the URL to help us locate any issues as quick as possible.

 

Use the Manual to help locate user information.

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