Data Marts provide a way for states and districts to federally report on a variety of student data collections. The information stored in a data mart is collected by a snapshot and cannot be altered. Each data mart follows the same validation and authentication workflow process to allow for corrections to be made to student information fields before final sign-off and submission to federal reporting.

Classic View: BIE Reports > BIE Graduation Rate Data Mart

Search Terms: BIE Graduation Rate Data Mart; Data Mart

The BIE Graduation Rate Data Mart collects and stores student information relative to high school graduation and exit data for students of a specific cohort year. This tool should be used after the completion of a cohort year. Example: if the 19-20 year is complete, a snapshot is collected for the cohort class of '20. Users should review the information collected and make all necessary changes in the user interface.

The BIE Graduation Rate Data Mart tool is available in both BIE District Edition and BIE State Edition sites; however, the Authentication Snapshot is limited to ONLY users of BIE State Edition sites.

BIE Graduation Rate Data Mart

BIE Graduation Rate Data Mart Logic

State Edition and District Edition sites use the following logic when a snapshot is generated.

School and Calendar:

Calendar Type must be I: Instructional to report.
Calendar must NOT be marked excluded.
Calendar end year must equal one of the 4 years tied to the cohort.
Calendar Grade Levels must be mapped to BIE Grade Level Code of 9, 10, 11 or 12.
Requires DIS be enabled for data to sync and reporting to complete in both District and State Edition.

Student:

Enrollment must NOT be marked as BIE enrollment type of 3: Public Enrolled or the student will not report.
Enrollment start date must NOT EQUAL enrollment end date
Enrollment must NOT be marked as No Show
Enrollment must NOT be marked BIE Exclude
Student must have a NASIS ID to report.
If a student has one or more primary enrollments within a calendar OR across multiple calendars in a school, the following logic applies:
- 1 DISTINCT record is created of all combined enrollments and the student reports once for the school.
If a student has one or more primary enrollments at more than one school within a District, the following logic applies:
- 1 record will report from each school the student has a primary enrollment in.

Cohort:

If all of the above are true, the student will report within the selected cohort if the date first entered 9th grade falls on or within the reporting window identified as:
- Window Start = 07/01 of the Cohort Year selected on the report editor minus 4 years
- Window End = 06/30 of the Cohort Year on the report editor minus 3 years
Cohort Start Date and End Date Status Logic:
Using the Code Defining tool to map local Start and End Date Status' to the state codes described below.
- TIN (Transfer In): Student is considered TIN If the enrollment start status is mapped to the code definition of TIN
- TOT (Transfer Out): Using the calendar tied to the enrollment, identify the last day marked instructional.The student is considered TOT if BOTH of the following conditions apply:
  - The student's BIE grade level code on enrollment is NOT 12 where the end date on enrollment equals the instructional day
  - The enrollment end status maps to the code definition of TOT
- DRP (Drop Out): Student is considered DRP If the enrollment end status is mapped to the code definition of DRP
- DED (Cohort Deduction): The student is considered DED If the enrollment end status is mapped to the code definition of DED
- GRD (Graduated): If enrollment end date is NULL, the calendar tied to the enrollment is used to identify the calendar end date.The student is considered GRD if ONE OR MORE of the following conditions apply:
  - The enrollment end status maps to the code definition of GRD
  - The diploma date is BETWEEN the enrollment start date and the identified end date
  - The diploma type is mapped to the code definition of NOT NULL

Snapshot:

The BIE Graduation Rate Data Mart tool assumes validation and authentication activities occur AFTER all four school years tied to a graduating cohort have ended.
Only one validation snapshot will be retained for a school. The existing snapshot will be overwritten each time a new snapshot is generated.
Only one authentication snapshot will be retained for a school. The existing snapshot will be overwritten each time a new snapshot is generated. This snapshot type is only available in State Edition sites.

Code Defining:

Codes must be mapped and published every year for all four years of the cohort. This is required for:
- Start/End Status
- BIE Diploma Type

Additional information including how to use the Code Defining tool for mapping can be found here.

Tool Rights

Tool rights must be assigned to use this tool.

To use the features with the BIE Graduation Rate Data Mart tool, a user must have tool rights to both the BIE Graduation Rate Data Mart tool and it's validation/authentication sub-tools. Any user with Read rights to the BIE Graduation Rate Data Mart tool will receive a notification in their Process Alerts when either a snapshot or report has finished processing.

Only BIE State Edition users can generate an Authentication Snapshot. The Authentication Snapshot sub-right is ONLY available in NASIS State Edition sites.

Classic Path: System Administration > User Security > Users > Tool Rights > BIE Reports > BIE Graduation Rate Data Mart

New Look of Campus Path: User Management > User Accounts > Tool Rights > Reporting > BIE Reports > BIE Graduation Rate Data Mart

Users will need Read and Write tool rights to the BIE Graduation Rate Data Mart tool.

Read (R) - allows the user to view the BIE Graduation Rate Data Mart tool.
Write (W) - allows the user to interact with the BIE Graduation Rate Data Mart tool. Required to generate snapshots and reports.
Add (A) - not necessary for this tool.
Delete (D) - not necessary for this tool.

State Edition vs District Edition Tool Rights (New Nav)

Data Mart Workflow

Additional information regarding the process and workflow of a Data Mart can be viewed in the Data Mart Workflow article.
All Data Marts follow a two-step Validation and Authentication process. By following this process, student data can be reviewed and corrected before it is submitted on for federal reporting.

Generate a Snapshot

Snapshots are the student data collection method data marts use to capture specific data points (first name/last name, gender, etc.) at a particular moment in time and build them into a data table. Student information captured by a snapshot is static and will not be reflective of real-time changes made in the user interface where the data fields live.

For each school included in the snapshot, one data table is built. A school must have at least one eligible calendar for a snapshot to generate. This process can be done for one to multiple schools at a time, but processing time may vary when more than one school is selected.

Only State Edition users are able to generate authentication snapshots.

BIE Graduation Rate Data Mart State Edition Snapshot

Select Snapshot from the BIE Graduation Rate Data Mart tool.
Select a Snapshot Type: Validation or Authentication.
Select a Cohort Year. If calendar year is 19-20 the cohort year is 2020.
Select a pre-created Ad Hoc filter from the School Selection Filter. (Optional) This field is only available in State Edition.
Select one or multiple schools. One snapshot will generate per school.
Select Generate. Notification will be sent to Process Alerts when the snapshot is done processing.

Consider generating new snapshots when:

Corrections made to student information fields are not reflected when the report is generated.
A length of time has passed from when the last snapshot was generated and the final report is being submitted.

* Snapshots can be generated as needed; however, a history of snapshots will not be stored and data from the previous snapshot will be overwritten when a new snapshot is generated.

Snapshot Editor Field Descriptions

Field	Description
Snapshot Type (State Edition only)	Only available for selection in State Edition sites. District Edition sites automatically default to Validation. This field determines the type of snapshot to generate. Validation captures the records from the user interface and builds a data table. A validation snapshot is required before an authentication snapshot can be generated. After generating the validation snapshot use the validation report to review the data. Authentication is a copy of the data collected from the most recent validation snapshot and is used for federal reporting submission. After generating the authentication snapshot use the authentication report for final sign-off and submission. *Consider generating a final validation snapshot before the authentication snapshot is generated. This will ensure any changes made during the validation process are captured and all correct information is submitted for final reporting.
Cohort Year	Identified as the last year of the graduating cohort. Example: If it is the 19-20 school year, select 2020 for the Cohort Year.
School Selection Filter (Ad hoc) (State Edition only)	Only available in State Edition sites. Allows for the selection of an ad hoc filter to filter down to a pre-defined list of schools. Use Filter Type: Selection Editor in Ad hoc Reporting > Filter Designer and Data Type District to create a list.
School	Allows for the selection of one or multiple schools. Snapshot processing time may vary if more than one school is selected. Use the search field located at the top of the school list to search for a specific school. Only one snapshot will be generated and stored per school.
Count of Selected Schools	Displays a numeric value for the amount of schools that have been selected to be included in the snapshot.
Select All	Selects all schools across all pages to be included in the snapshot.
View Selected	Displays a view-only side panel with a listing of all the schools selected for the snapshot.
Generate	Select after all other required field selections have been made. A report is not automatically produced when a snapshot has finished generating. Refer to the Report section for further details. Campus does not retain a history of snapshots. When a new snapshot is generated, data from the previous snapshot will be overwritten. Users may choose to generate a new snapshot as corrections are being made to various areas of student information.
Reset	Returns screen to original defaults.
Back	Returns user to the BIE Graduation Rate Data Mart editor screen.

Notifications

Users with Read (R) access to the BIE Graduation Rate Data Mart tool will receive notifications in their Process Alerts when:

A snapshot has been submitted. Only the user who submitted the snapshot will receive this notification. A notification report displays by clicking on the message link.
A snapshot (validation or authentication) has been submitted and has completed syncing. To view the data captured by the completed snapshot, a report must be generated.
A report is available. If a user selected Submit to Batch Queue to generate the report (validation or authentication), a notification will display when it is ready to view. Click the message link to view the report. The report can also be retrieved from the data mart's Report tool.
An error has prevented a record from syncing to the state. The DIS Sync error can be further reviewed in the Error Log under System Administration > Data Interchange.
- Errors can not be corrected in the snapshot. If a correction is needed, it must be made in the location the data is entered. Generate a new snapshot to sync the corrected record.
- If a record failed to sync, only that record is affected and will not prevent other records from syncing.

Notifications

Generate a Report

Generate a report for a specific school and cohort year to review or authenticate the student information captured by the snapshot. Only one school and cohort year may be selected at a time.

A sign-off page will append to the end of the printed Authentication Report. This will only append to PDF report formats.

The BIE Graduation Rate Data Mart report includes personally identifying student information including NASIS ID's.

BIE Graduation Rate Data Mart - Report Setup

Select Report.
Select a Snapshot Type.
Select a Cohort Year. If calendar year is 19-20 the cohort year is 2020.
Select a school. This does not allow for selection of more than one school.
Select Generate Now or Submit to Batch Queue under Report Processing.
- If Submit to Batch Queue is selected, a Process Alerts notification will be sent to the user's Message Center when the report is ready to view.
Select Report Format (CSV or PDF).
Select Generate.

Report Editor Field Descriptions

Field	Description
Snapshot Type	Determines which table to generate the report from (Validation or Authentication). Only a Validation Report can be used with a Validation Snapshot. Only an Authentication Report can be used with an Authentication Snapshot.
Cohort Year	Identified as the last year of the graduating cohort. Example: If it is the 19-20 school year, select 2020 for the Cohort Year.
School	Allows for the selection of a single school to view the data records captured by the snapshot.
Output Options
Report Processing	Determines if the report should be generated now or processed at a later time. If Batch Queue is selected, users will receive a notification in their Process Alerts inbox when the report is ready.
Format Type	Options include CSV or PDF. The Authentication Signature page only appends when the Authentication Report is generated in PDF format. This report returns a high amount of data points therefore users may find it easier to review in CSV format first.

Report Example

Authentication Report - PDF

Authentication Report Sign-off Page - PDF

BIE Graduation Rate Data Mart Reported Fields

Field

Description

Location

Authentication Date

The date and time when the BIE Graduation Rate Data Mart snapshot was authenticated for the school.

N/A

Validation Date

The date and time of the last BIE Graduation Rate Data Mart validation snapshot for the school.

N/A

NASIS ID

The unique identifier for the student.

Census > People > Demographics > NASIS ID

Database:
person.otherID

Last Name

CSV Only

Reports the student's last name.

Census > People Identities > Current Identity > Last Name

Database:
identity.lastName

First Name

CSV Only

Reports the student's first name.

Census > People Identities > Current Identity > First Name

Database:
identity.firstName

Middle Name

CSV Only

Reports the student's middle name.

Census > People Identities > Current Identity > Middle Name

Database:
identity.middleName

Name Suffix

CSV Only

Reports the suffix of the student's name.

Census > People Identities > Current Identity > Suffix

Database:
Identity.suffix

Birth Date

CSV Only

Reports the student's date of birth.

Census > People > Identities > Current Identity > Birth Date

Database:
Identity.birthDate

Gender

CSV Only

Reports the student's sex.

Census > People > Identities > Current Identity > Gender

Database:
student.gender

Grade 9 Date

Reflects the date the student first entered 9th grade.

Student Information > General > Graduation > Date First Entered the 9th Grade

Database:
graduation.grade9Date

NCLB Cohort Year

The NCLB Cohort End Year for the student .

Student Information > General > Graduation > NCLB Cohort End Year

Database:
graduation.cohortYearNCLB

Cohort Start (Enrollment Start Date, Grade)

Start Date

Reports the enrollment start date the student entered into the cohort.

Student Information > General > Enrollment > Start Date

Database:
enrollment.startDate

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

Student Information > General > Enrollment > Grade

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Transfer In (Enrollment Start Date, Start Status, Grade)

Start Date

Reports the enrollment start date when the student transferred in to the cohort.

Student Information > General > Enrollments > Start Date

Database:
enrollment.startDate

Start Status

Reports the code of the BIE Start Status when the student first transferred into the cohort.

Student Information > General > Enrollments > Start Status

Database:
bie.startStatusBIE

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

Student Information > General > Enrollments > Grade

System Administration > Calendar > Calendar > Grade Levels > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Transfer Out (Enrollment End Date, BIE End Status, Grade)

End Date

The enrollment end date when the student transferred out of the cohort.

If the enrollment End Date field is blank, the end date on the calendar tied to the enrollment reports.

Student Information > General > Enrollment > End Date

System Administration > Calendar > Calendar > End Date

Database:
enrollment.endDate

BIE End Status

Reports the BIE End Status of the enrollment when the student transferred out of the cohort.

Student Information > General > Enrollment > BIE > End Status

Database:
bie.endStatusBIE

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

Student Information > General > Enrollment > Grade

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Other Deduction (Enrollment End Date, End Status, Grade)

End Date

Reports the enrollment End Date when the student was removed from the cohort for other non-deduction reasons.

Reports the end date of the calendar tied to the enrollment if the end date on enrollment is blank.

Student Information > General > Enrollment > End Date

System Administration > Calendar > Calendar > End Date

Database:

enrollment.endDate

BIE End Status

Reports the BIE End Status on the enrollment when the student was removed from the cohort for other non-deduction reasons.

Student Information > General > Enrollment > BIE > End Status

Database:
bie.endStatusBIE

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Student Information > General > Enrollment > Grade

Database:
GradeLevel.regionalGrade

Cohort End (Enrollment End Date, Grade)

End Date

Reports the enrollment end date that indicates the student is no longer in the cohort.

Student Information > General > Enrollment > End Date

Database:

enrollment.endDate

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

Student Information > General > Enrollment > Grade

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:

GradeLevel.regionalGrade

Graduate (Enrollment End Date, Grade, Diploma Date, BIE Diploma Type)

End Date

Reports the End Date of the student's enrollment.

Student Information > General > Enrollment > End Date

Database:
enrollment.endDate

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

Student Information > General > Enrollment > Grade

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Diploma Date

The date the student received their diploma.

If null, reports blank.

Student Information > General > Graduation > Diploma Date

Database:
graduation.diplomaDate

BIE Diploma Type

Reports the code of the BIE Diploma Type the student earned.

Student Information > General > Graduation > BIE Graduation Information > BIE Diploma Type

Database:
graduation.diplomaTypeBIE

Dropout (Enrollment End Date, BIE End Status, Grade)

End Date

Reports the enrollment end date tied to when the student was considered a drop-out and removed from the cohort.

Student Information > General > Enrollment > End Date

Database:
enrollment.endDate

BIE End Status

Reports the BIE enrollment end status of the ended enrollment tied to when the student dropped-out and removed from the cohort.

Student Information > General > Enrollment > BIE > End Status

Database:
bie.endStatusBIE

Grade

Reports the BIE Grade Level Code mapped to the student's grade level on their enrollment.

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Remain In School (Enrollment Start Date, Grade)

Start Date

Indication that the student did NOT leave the cohort for the following reasons:

DRP (Drop-Out)
DED (Cohort Deduction)
GRD (Graduated)
TOT (Transfer Out)

End date is not a required field on enrollment. Because of this, the start date is used to refer back to.

Student Information > General > Enrollment > End Date

System Administration > Calendar > Calendar End Date

Database:
enrollment.startDate

Grade

Reports the BIE Grade Level Code mapped to the grade of the student's reporting enrollment.

System Administration > Calendar > Calendar > Grade Level > BIE Grade Level Code

Database:
GradeLevel.regionalGrade

Activity After Graduation/Exit
CSV Only

Reports the code of the value identifying the student's activities after graduating or exiting the school.

If null, reports blank.

Student Information > General > Graduation > BIE Activity after Grad/Exit

Database:
Graduation.dropoutCodeBIE

Post Graduation/Exit Plans
CSV Only

Reports the code of the value identifying the student's post school graduation/exit plans.

Student Information > General > Graduation > BIE Post Grad/Exit Plans

Database:
Graduation.postGradPlansBIE

Primary Disability
CSV Only

Reports the student's primary disability from the last year of their enrollment within the cohort.

The following LOCKED BIE plan types will report:

BIE IEP
BIE IEP with Transition

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Primary Disability

Database:
planstate.disability1

Special Ed Setting
CSV Only

Reports the student's Special Ed Setting from the last year of their enrollment within the cohort.

The following LOCKED BIE plan types will report:

BIE IEP
BIE IEP with Transition

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Special Ed Setting

Database:
planstate.specialEdSetting

English Learner
CSV Only

Using the last cohort year identified for the student, a temporary reporting window is created WHERE:

Window Start is the earliest calendar start date across all calendars of a school
Window End is the latest calendar end date across all calendars of a school

If...	Reports as...
Student's Program Status equals EL OR Student's Program Status = Exited EL AND Program Exit Date is EQUAL TO OR GREATER THAN system date	EL
Student Program Status = Exited EL AND First Year Monitoring Date is on or within the reporting window	1
Student Program Status = Exited EL AND Second Year Monitoring Date is ON OR WITHIN the Reporting Window	2
Student Program Status = Exited EL AND The Third Year Monitoring Date ON OR WITHIN the Reporting Window	3
Student Program Status = Exited EL AND The Fourth Year Monitoring Date ON OR WITHIN the Reporting Window	4
Student did NOT meet any of the above conditions	NOT EL

Student Information > General > Program Participation > English Learners (EL) > Program Status

Student Information > General > Program Participation > English Learners (EL) > Identified Date

Student Information > General > Program Participation > English Learners (EL) >

Fourth Year Monitoring

Student Information > Program Participation > English learners (EL)

Database:
Calculated

Economic Disadvantaged
CSV Only

Reports a status of Y.

N/A

Migrant
CSV Only

Reports a status of N.

N/A

Homeless
CSV Only

Reports the student's homeless status of the Homeless Nighttime Residence field from the last year of their enrollment within the cohort.

Student Information > General > Enrollment > BIE Reporting > Homeless Nighttime Residence

Database:
bie.homelessNighttimeResidenceBIE

Foster Care
CSV Only

Reports the student's BIE Foster Care status from the last year of their enrollment within the cohort.

Student Information > Program Participation > BIE Foster Care > Start Date

Student Information > Program Participation > BIE Foster Care > End Date

Database:
Calculated

Race/Ethnicity
CSV Only

Reports the student's Federal Designation race/ethnicity of their current identity.

Census > People > Identities > Race Ethnicity > Federal Designation

Database:
Identity.raceEthnicity

Military Connection Status
CSV Only

Reports the status of the student's relationship to the military from the last year of their enrollment within the cohort.

Otherwise, reports N.

Student Information > General > Enrollment > BIE Reporting > Military Connected

Database:
enrollmentBIE.militaryConnected

Section 504
CSV Only

Reports the student's 504 plan status from the last year of their enrollment within the cohort.

Student Information > Program Participation > BIE Section 504 > Start Date

Student Information > Program Participation > BIE Section 504 > End Date

Tribe
CSV Only

Reports the tribal code the student belongs to.

Student Information > General > NASIS > Tribe

Database:
nasis.tribalCode

BIE Enrollment Type (ISEP Status)
CSV Only

Reports the student's BIE Enrollment Type from the last year of their enrollment within the cohort.

Student Information > General > Enrollment > BIE Reporting > Enrollment Type

Database:
bie.stateAidBIE

BIE District Number
CSV Only

Reports the BIE District Number of the District tied to the school that is reporting.

System Administration > Resources > District Information > BIE District Number

Database:
District.groupNumber

BIE Group Number (State School Number)
CSV Only

Reports the BIE Group Number of the school that is reporting.

System Administration > Resources > School > BIE Group Number

Database:
School.groupNumber

BIE Graduation Rate Data Mart

BIE Graduation Rate Data Mart Logic

School and Calendar:

Student:

Cohort:

Snapshot:

Code Defining:

Tool Rights

Data Mart Workflow

Generate a Snapshot

Snapshot Editor Field Descriptions

Notifications

Notifications

Generate a Report

Report Editor Field Descriptions

Report Example

BIE Graduation Rate Data Mart Reported Fields

Related Articles