Tables/Fields used for identifying Summer Grad Completion Data
Records that will not extract as Summer Grad
Overview
Students that do not complete all state graduation requirements by the end of their 12th grade year who subsequently enroll in Summer School, complete graduation requirements after the last day of school and successfully graduate high school before the new school year begins must be reported to CALPADS with a 1-day enrollment record using the final completion date to indicate the student graduated. This is based on guidance published by the CDE in flash 274.
Adjustments have been made in Aeries to automatically extract a 1-day enrollment record for reporting the student's graduation completion record when the completion date is in the summer after the school calendar has ended and before the new school year begins.
NOTE: The record must be documented in the student's cohort year.
Security ↑
Table | Permission | Description |
|---|---|---|
| Student Data 2 (STU) | Read Insert Update Delete | View page Add new record Update records Delete Records |
| State Reporting | Administer | In order to create SENR extracts |
Non Grad Students ↑
For 12th grade students who complete their senior year (cohort year) and do not complete state graduation requirements, are not enrolling in summer school but are expected to return to school the following school year as a 5th year student, follow existing guidance from documentation E155, E156 and E150 Exit Codes.
Summer Grad Students ↑
For 12th grade students who complete their senior year (cohort year) and do not complete state graduation requirements but enroll in summer school and successfully complete all expected state requirements during the summer before the new school year begins need to be reported with a E156-GD12ContinuedEd to close out the prior school year and be reported with a 1-day enrollment record that will report the 100-Graduated, Standard HS diploma completion code and completion date. This record must have a start date and end date of the same date using the student's final summer school date when the student completed their state and local requirements. The record will be extracted as a primary enrollment record (enrollment status = 10), will include the completion status code = 100 (STU.HSG) and date graduated from (STU.DG).
In order to create the 1-day enrollment record to be reported to CALPADS, the following rules apply. Only records with this setup will trigger the 1-day enrollment record to be created in the SENR extract files.
- Grade level must equal 12 or any XRF translated Student Grade = 12 according to CALPADS Code Translations.
- The record must be a primary enrollment record (Enrollment Status = 10)
- End of Year Status field (STU.EOY) must be manually populated with E156-GD12ContinuedEd
- Completion Status code (STU.HSG) must be manually populated with 100-Graduated, Standard HS diploma or any XRF translated Completer Status code equal to 100 in CALPADS Code Translations
- Graduation Exemption indicator (STU.GEX) must be populated with Y or N. All blanks will automatically extract as N
- Completion Status Date (STU.DG) must be populated with the student's last day of summer school when the student met all state requirements.
Scenario Example ↑
The following scenario is an example of how to properly tag a student that graduates in the summer:
- Student attended 2023/24 school year as a 12th grade student
- Student did not graduate high school in 2023/24
- Student needs a little extra time to complete lacking credits needed for graduation
- Student enrolled in summer school and completed all state graduation requirements during summer, in this case on the last day of summer school 08/15/2024
- Student will not attend school in the upcoming school year because the student has officially completed and met all state graduation requirements during summer
- Student will need to be tagged with an End of Year E156-GD12ContinuedEd. The Exit Date for this record will extract based on the last day of the school calendar and does not get populated manually in Aeries.
- Student will need to be tagged with a Completion Status code that translates to 100-Graduated, Standard HS diploma
- Student will need to be tagged with a Completion Date of the official date the student met all state and local graduation requirements, in this case 8/15/2024.
- Student will extract in SENR with two records as appropriate: The first record will contain the exit reason E156 to close out the school year and flag as a 'returning student' and the second record will contain the completion status code 100 with a 1-day enrollment for 8/15/2024.
Log into the database the student last attended, in this case the student's last year was 2023/24 school year: enter E156-DG12ContinuedEducation in End of Year (STU.EOY), enter the Graduation code 100-Graduated, Standard High School Diploma in STU.HSG, enter the Completion Date 08/15/2024 in the Completion Status Date field (STU.DG) and enter the Graduation Exemption Indicator if applicable.
SENR Extract ↑
The Summer Graduate 1-day enrollment record is created on the fly and the graduation code 100 will not exist in the ENR table but will be reported in the SENR extract file. The ENR table will reflect the End of Year Exit Reason code 156.
The SENR extract may include 2 records as appropriate for this student:
Record 1 - Will report the student's enrollment during the school year, exiting the student as a E156-DG12ContinuedEducation and be given an exit date of the last day of the school calendar
Record 2 - Will report a 1-day enrollment record that will report the student's graduation completion status and will include the Graduation Date (STU.DG) as the Enrollment Start Date and Enrollment End Date, E230 for the student exit reason code, and 100-Graduated for the Student School Completion Status code. The record will be a primary enrollment status (10).
RECORD 1: SENR^^99400062_9999994^6599999^9999994^^2023-2024^9940000062^99400062^Allan^^Abbott ^^^^^20060328^F^EagleCity^US-CA^US^20230829^10^12^20240607^E156^^^^^^^^^^^
RECORD 2: SENR^^99400062_9999994_SMRENR^6599999^9999994^^2023-2024^9940000062^99400062^Allan^^Abbott ^^^^^20060328^F^EagleCity^US-CA^US^20240815^10^12^20240815^E230^100^^N^^^N^N^^N^^
NOTE: All high school graduate indicators will be reported in the 1-day enrollment record, such as UC/CSU, State Seal of Bilit Indicator, etc.
Tables/Fields used for identifying Summer Grad Completion Data ↑
| Table | Field | Description |
| Student (STU) > Student Data2 | STU.EOY | End of Year status |
| Student (STU) > Student Data2 | STU.HSG | Completion Status Code |
| Student (STU) > Student Data2 | STU.GEX | Graduation Exemption Indicator |
| Student (STU) > Student Data2 | STU.DG | Graduation Date |
Records that will not extract as Summer Grad ↑
The logic is specific for identifying summer graduates. CALPADS is only expecting a 1-day enrollment record if the student actually graduated during the summer.
Records that have other completion statuses such as 120-Student with Disabilities Certificate of Completion will continue to extract in the existing manner as before. CALPADS is not expecting a 1-day enrollment for completers that do not translate to '100-Graduated' and therefore should be reported the same as before.
NOTE: Currently, only Grade 12 students will be analyzed for this new Summer Graduate process. If the student's grade is < 12 and the student graduated high school, the student will extract in the SENR file using the existing logic. Existing logic uses the Date Graduated for the End Date of the SENR record and does not create a separate 1-day enrollment.