PATH: KY State Reporting > KEES Report
Search Term: KEES Report
The Kentucky Educational Excellence Scholarship Report is a merit-based scholarship program that is administered by the Kentucky Higher Education Assistance Authority (KHEAA). Students in grades 9-12 may earn a yearly GPA award if they achieve a grade point average (GPA) of 2.5 or higher in any year of high school while meeting the KEES curriculum requirements. In addition, students may earn a KEES bonus award after they have at least one qualifying GPA award if their highest ACT composite score is 15 or higher or a 710 or better on the SAT (critical reading and math) by the date of high school graduation.
Image 1: KEES Report Editor
To be considered eligible for KEES, a student must:
- Be a United States citizen, national or permanent resident.
- Be a Kentucky resident or maintain legal residence in Kentucky while attending a U.S. Congressional Page school or participating in an approved Foreign Exchange program.
- Be enrolled in a certified Kentucky high school for at least 140 days of the minimum school term.
- Take at least five courses during the academic year, unless the student qualifies as a mid-year graduate.
- Not be a convicted felon.
- Students in grade 14 must have a non-zero cumulative GPA on their transcript.
- Students in Grade 14 who have a locked IEP with a Special Ed Status of A: Active OR AR: Active Reserved that overlaps the reporting range will not have a zero cumulative GPA based on logic for the Cumulative Grade Point Avg field on the report.
The KEES Report does not perform validations on the eligibility criteria. However, schools may use the Override options for students who do not meet the criteria, if needed.
KEES GPA
Because the GPA calculation is used in this extract, it is very important to correctly indicate courses as being AP, IB, DC, or CAI where applicable.
The KEES GPA differs from the unweighted Kentucky GPA calculation in the following ways:
- IB (International Baccalaureate) courses receive 1 additional point. A student who achieves an “A” in such a course, for example, will receive 4.0 + 1.0 = 5.0 GPA for this course.
- AP (Advanced Placement) courses receive 1 additional point. The example functions the same as IB.
- DC (Dual Credit) courses receive 1 additional point. The example functions the same as AP and IB.
- CAI (Cambridge Advanced International) courses receive 1 additional point. The example functions the same as IB.
Due Dates
The KEES Report is collected twice a year:
- Students who graduate mid-year are reported by January 15.
- Students who graduate at the end of the school year are reported by June 30.
KEES Eligibility
Students must meet the following criteria in order to considered KEES eligible:
- Students must have an enrollment in a selected calendar to report however the number of days enrolled in a Kentucky School for the calendar year will count days in Enrollment records from all calendars in the district (even if they are not selected).
- Count days where a student was enrolled in a KY school
- Only count Primary Enrollments
- Count unique days, if overlapping enrollments exist each unique date is only counted once.
Report Selection Criteria
The KEES report only displays students who meet specific criteria within a chosen calendar (or set of calendars).
Spring Graduate
The KEES Spring Report only displays students who meet the following criteria:
- The student’s primary enrollment in the selected calendar must be within the date range specified in the report extract editor OR have one of the following End Status values within the academic year indicated in the Campus toolbar:
- C01, G01, G02, G03, or G04
- Students must not have the Foreign Exchange checkbox marked on their enrollment.
- Students must not have the Out of State checkbox marked on their enrollment record.
- Students must be assigned state grade levels 8-14 only.
- Students in grade 14 must have a non-zero cumulative GPA on their transcript.
Mid-Year Graduates
The KEES Mid-Year Graduates Report only displays students who meet the following criteria:
- The student’s primary enrollment in the selected calendar must be within the date range specified in the report extract editor OR have one of the following End Status values within the academic year indicated in the Campus toolbar:
- C01, G01, G02, G03, or G04
- If multiple calendars are selected, report from student’s most recent enrollment.
- The option 'Mid-Year Graduate' must be selected from the diploma period drop list of the student’s Graduation tab.
- Student must be enrolled in state grade levels 08-14 only.
- Students in grade 14 must have a non-zero cumulative GPA on their transcript.
- The student must not have the Foreign Exchange checkbox marked on their enrollment.
- Students must not have the Out of State checkbox marked on their enrollment record.
Data Error Report
Students who meet the reporting criteria for the Mid-Year Graduate or Spring Report but do not have vital demographic information entered within Campus will appear in the Data Error Report. Students who have a KEES Override value of N entered on their enrollment record are also included in the Data Error Report.
Insufficient Enrollment Report
The Insufficient Enrollment Report displays students who qualify for the KEES Spring Report but are not KEES Eligible because they are not enrolled a minimum of 140 days in the district. See the Insufficient Enrollment Report section below.
Generating the KEES Report
- Select the desired Extract Type.
- Data Error Report - Indicates students missing vital demographic information or who have a KEES Override value of N.
- Spring Report - Reports demographic information for students actively enrolled in grades 8-12 as well as their mailing addresses.
- Mid-Year Graduate Report - Reports demographic and mailing address information for students actively enrolled in grades 8-12.
- Insufficient Enrollment Report - Reports students who qualify for KEES Spring Reporting but are not KEES Eligible because they are not enrolled a minimum of 140 days in the district.
- Enter the desired Date Range.
- Select the appropriate Format.
- Select the Calendars to include in the report.
- Select an Ad Hoc Filter (optional).
- Click the Generate Report button to view the report immediately. Select Submit to Batch to have the report generate in a batch queue. This is especially useful for preventing system performance issues when generating the report for a large set of data.
Image 5: Data Error Report, HTML Format
Report Layouts
The following provides information on the data elements reported in all of the extract types for KEES.
Data Error Report Layout
Data Element | Description | Campus Location |
|---|---|---|
District Name | Name of the school district submitting the information. Alphanumeric, 15 characters | System Administration > Resources > District Information > District Name District.name |
School Name | Name of the school building submitting the information. Alphanumeric, 15 characters | System Administration > Resources > School > School Name School.name |
Last Name | Last name of the student being reported. Alphanumeric, 35 characters | Census > People > Demographics > Person Information > Last Name Identity.lastname |
First Name | First name of the student being reported. Alphanumeric, 12 characters | Census > People > Demographics > Person Information > First Name Identity.firstname |
Gender | Indication of student being either male or female. Alphanumeric, 1 character | Census > People > Demographics > Person Information > Gender Identity.gender |
Race Code | Indicates student's race based on Federal race designations. Numeric, 1 digit | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity |
| State Code | Student's state identification number. Numeric, 10 digits | Census > People > Demographics > Person Identifiers > SSID Person.stateID |
Foreign Exchange | Indication of student being a foreign exchange student. This field is not required for the Data Error Report. | Student Information > General > Enrollment > State Reporting Fields > Foreign Exchange Student Enrollment.foreignExchange |
KEES Ineligible | Displays students who have a KEES override value chosen on the enrollment tab. This field is not required for the Data Error Report. If the KEES Override field is set to N, the student will not be included on the KEES report. | Student Information > General > Enrollment > State Reporting Fields > KEES Override EnrollmentKY.KEESOverride |
SSN | Student's Social Security number. Numeric, 9 digits | Census > People > Demographics > Person Information > SSN Identity.SSN |
Birth Date | Student's date of birth Date field, 8 characters | Census > People > Demographics > Person Information > Birth Date Identity.birthdate |
Street | Street from primary address of student's primary household. Alphanumeric, 15 characters | Census > Household > Address > Street Address.street |
State | State of residence of student's primary household. Alphanumeric, 2 characters | Census > Household > Address > State Address.state |
City | City of residence of student's primary household Alphanumeric, 15 characters | Census > Household > Address > City Address.city |
Zip | 5-digit zip code from primary address of student's primary household. Numeric, 5 digits | Census > Household > Address > Zip Address.zip |
| Grade | The student's current grade level. Alphanumeric, 2 characters | Student Information > General > Enrollment > Grade Enrollment.grade |
Spring Report/Mid-Year Graduate Layout
Data Element | Description | Campus Location |
|---|---|---|
Social Security Number | Student's valid Social Security number Numeric, 9 digits | Census > People > Demographics > Person Information > SSN Identity.SSN |
Last Name | Student's last name Alphanumeric, 35 characters | Census > People > Demographics > Person Information > Last Name Identity.lastname |
First Name | Student's first name Alphanumeric, 12 characters | Census > People > Demographics > Person Information > First Name Identity.firstname |
Middle Name | Student's middle initial Alphanumeric, 1 character | Census > People > Demographics > Person Information > Middle Name Identity.middlename |
Date of Birth | Student's birth date. Date field, 8 characters | Census > People > Demographics > Person Information > Birth Date Identity.birthDate |
Mailing Street | Street Address/PO Box/Route of student's primary household Alphanumeric, 30 characters | Census > Household > Address > Street Census > Household > Address > PO Box Census > Household > Address > Number Census > Household > Address> Tag Address.street |
City | City of residence of student's primary household Alphanumeric, 24 characters | Census > Household > Address > City Address.city |
State | State of residence of student's primary household Alphanumeric, 2 characters | Census > Household > Address > State Address.state |
Zip Code | Zip code associated with the mailing address Numeric, 5 digits | Census > Household > Address > Zip Address.zip |
Zip plus 4 | Additional 4 digits assigned to the zip code Numeric, 4 digits | Census > Household > Address > Zip Address.zip |
High School Graduation Date | The graduation date will be auto populated if Diploma Date is blank. In this case, the month/day of the graduation date is always 06/30, the year will depend on the enrolled grade.
Must be greater than 19980630. No logic is currently implemented to handle dates older than 1998. Date field, 8 characters | Student Information > Graduation > Diploma Date Graduation.diplomaDate |
Academic Year | School year corresponding to the calendar in which the report was generated. For example, if report is generated for the 2010-11 school year, this field will report as 20102011. Date field, 8 characters | Not dynamically stored |
Academic Classification | This is the student’s Academic Classification for the Academic Year just completed. Must = ‘08’, ’09, ‘10’, ‘11’, ‘12’, or ‘14’ Numeric, 2 digits | Student Information > General > Enrollment > Grade Level Enrollment.grade |
District Code | Displays the district code as determined by the Kentucky Department of Education. Numeric, 3 digits | System Administration > Resources > District Information > Number District.number |
School Code | Displays the school code as determined by the Kentucky Department of Education. If multiple calendars are selected in the extract editor, report the school of the student’s most recent enrollment. Numeric, 3 digits | System Administration > Resources > School > Number School.number |
KEES Eligible Student | Excluded from KEES Eligibility Report N, if the any of the following conditions are true:
Alphanumeric, 1 character | Student Information > Enrollment > General > KEES Override Enrollment.KEESOverride |
Mid-Year Graduates Report Report Y, if the either of the following conditions are true:
| ||
Spring Graduates Report A value of Y is reported if either of the following conditions are true:
AND
AND
| ||
Yearly Grade Point Average | Not required for Academic Classification of 08. Lists the student's GPA for the calendar year in which the report is generated. GPAs are displayed without decimal points.
The following modifiers are factored into GPA
Only posted grades affect this GPA. Not required for Academic Classification of 08. | Student Information > General > Transcript CreditHistory.credit |
ACT Score | Displays the highest ACT score on record for the student that meets the following criteria:
See the ACT and SAT Score Calculations section for more information. Alphanumeric, 2 characters | Student Information > General > Assessments > ACT Test.score |
SAT Score | Displays the highest SAT score on record for the student. This field is a summation of reading and math SAT scores. See the ACT and SAT Score Calculations section for more information. Alphanumeric, 4 characters | Student Information > General > Assessments > SAT Test.score |
Cumulative Grade Point Average | Displays Cumulative Grade Point Average without decimals.
The following modifiers are factored into GPA:
Only posted grades affect this GPA. Alphanumeric, 3 characters Format = 999 (e.g. if the GPA is 3.76 then the value of this field would be ‘376’) Should be .001 if the student is a special education student and cumulative is zero. Not required for Academic Classification of 08. | Student Information > General > Transcript CreditHistory.credit |
Gender | Indication of student being either male or female. Alphabetic, 1 character | Census > People > Demographics > Person Information > Gender Identity.gender |
Race | Federal indication of student's race/ethnicity. Displays race/ethnicity from Census.
Numeric, 1 character | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity |
SSID | Student's state identification number Numeric, 10 digits | Census > People > Demographics > Person Identifiers > SSID Person.stateID |
SES | Indication of student receiving free or reduced meals.
Alphabetic, 1 character | FRAM > Eligibility Student Information > General > Enrollments > State Reporting Fields > SES Enrollment.mealstatus |
| High School Graduation Indicator | Indicates whether or not the student has graduated. A value of Y is reported if:
Alphabetic, 1 character | Student Information > General > Enrollments Student Information > General > Graduation Enrollment.endStatus Enrollment.grade Graduation.diplomaDate |
Filler | N/A | N/A |
Insufficient Enrollment Report
The Insufficient Enrollment Report displays students who qualify for the KEES Spring Report but are not KEES Eligible because they are not enrolled a minimum of 140 days in the district. This report helps districts manually check to see if the student was enrolled in Kentucky schools outside of the district for enough days to qualify as KEES Eligible.
Data Element | Description |
|---|---|
District Name | Name of the district the student is enrolled in. |
| School Name | Name of the school the student is enrolled in. |
| Last Name | The student's last name. |
| First Name | The student's first name. |
| State Code | The student's State ID. |
| Grade | The student's current grade level. |
| KEES Eligible Student | Always reports a value of 'N'. |
| Number of Days Enrolled in the District | The number of unique days the student was enrolled in the district. This must be less than 140 days in order for the student to appear in this report. |
ACT and SAT Score Calculations
The following table describes the logic used to calculate ACT and SAT scores within the KEES Report:
| Test | Logic | ||||
|---|---|---|---|---|---|
| ACT | Report the highest composite score that meets the following criteria:
The Subject attribute is unlocked within Campus. The field displayed for tests created and pushed down from KDE are case sensitive but this report is not. If the Subject Code of 'Composite' is anything else (such as all caps like COMPOSITE) you may not be able to see that in published tests which have a subject of 'Composite'. To correct this issue, update the Code of any Composite Subjects to a value of 'Composite' to ensure they display in published KDE tests.
| ||||
| SAT | Score report the highest SUM of the SAT Mathematics and SAT Verbal scores. To find the SAT Mathematics score:
To find the SAT Verbal score:
The SAT Mathematics and SAT Verbal child tests must have the same parent test
KEES would report the SUM from the 2016 test, 1300, not the SUM of the highest SAT MATH from 2017 and highest SAT Verbal from 2016. |
Eligible Credit Cap State Codes
Expand below to view State Codes and how many credits they account for in the KEES Eligible Student calculation:
