KEES (Kentucky) [.2124 - .2231]

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

  1. 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.
  2. Enter the desired Date Range
  3. Select the appropriate Format.  
  4. Select the Calendars to include in the report.
  5. Select an Ad Hoc Filter (optional).
  6. 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 CodeStudent'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.


Alphanumeric, 1 character
Y or N

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. 

 
Alphanumeric, 1 character
Y or N

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
CCYYMMDD

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

GradeThe 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
CCYYMMDD

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
Address.POBox
Address.number
Address.tag

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. 

  • If the grade is 08, the graduation date is the calendar end year + 4
  • Grade 09 = end year + 3
  • Grade 10 = end year + 2
  • Grade 11 = end year + 1
  • Grade 12 = end year + 0
  • Grade 14 = end year + 0

Must be greater than 19980630. No logic is currently implemented to handle dates older than 1998.


Date field, 8 characters
CCYYMMDD

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
CCYYCCYY

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:

  • KEES Override field on enrollment = No
    • These students will display on the Data Error Report
  • The student is enrolled in state grade level 08: Eighth Grade
  • Foreign Exchange checkbox on enrollment is checked

Alphanumeric, 1 character

Student Information > Enrollment > General > KEES Override


Enrollment.KEESOverride


Mid-Year Graduates Report

A value of Y is reported if either of the following conditions are true:

  • KEES Override field on enrollment = Yes
  • The student has a Yearly KEES GPA of 2.5 or above

AND

  • The student has 3 or more attempted credits for the calendar year being reported.
  • Attempted credits total allows a maximum of 1 credit attempted for State Course code 901005: Experience-Based Work
  • Include attempted credits that have a NULL State Course code.
  • Else, report N

The 140 day requirement DOES NOT apply to the Mid-Year Graduate Report.

Spring Graduates Report

A value of Y is reported if either of the following conditions are true:

  • KEES Override field on enrollment = Yes
  • The student is enrolled 140 days or more within a Kentucky School for the calendar year being reported

AND

  • The student has a Yearly KEES GPA of 2.5 or above

AND

  • The student has 5 or more attempted credits for the calendar year being reported.
  • Attempted credits total allows a maximum of 1 credit attempted for State Course code 901005: Experience-Based Work
  • Include attempted credits that have a NULL State Course code.
  • Else, report N

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.  

  • No logic is implemented to handle GPAs above 5.0. These will report as a normal GPA.  
  • Any credits with 0 GPA weight are ignored.

The following modifiers are factored into GPA

  • Weight
  • Bonus Points
  • Courses with a difficulty level of IB, AP, DC, or CAI receive 1.0 Bonus in addition to the GPA that is not weighted.
 Numeric, 3 digits

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:

  • Test Name = ‘ACT’ anywhere in the name.
  • Subject = Composite
  • National Test Code = ACT

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.  

  • Logic for Special Education students: If the student has a locked IEP that overlaps the reporting range WHERE Special Education Status is A: Active OR AR: Active Referred AND the student’s GPA=000, display as 001.
  • Any credits with 0 GPA weight are ignored.

The following modifiers are factored into GPA:

  • Weight
  • Bonus Points
  • IB/AP/DC/CAI Courses receive 1.0 Bonus in addition to unweighted 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
M or F

Census > People > Demographics > Person Information > Gender


Identity.gender

Race

Federal indication of student's race/ethnicity.

Displays race/ethnicity from Census.

  • 1 - Hispanic/Latino
  • 2 - American Indian or Alaska Native
  • 3 - Asian
  • 4 - Black or African American
  • 5 - Native Hawaiian or Other Pacific Islander
  • 6 - White
  • 7 - Two or More Races

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. 

  • A student is considered Y if they have a FRAM Eligibility during the date range entered. This includes "carry over" Eligibility records from the previous school year which has dates which overlap the date range entered.
  • State codes 4103 and 4104 as shown in the FRAM Eligibility editor are considered Free or Reduced.
  • If the student does not have an FRAM Eligibility record, they are reported as N.
  • If the student has a FRAM Eligibility record with a state code = 4198, they are reported as N.
  • If a FRAM Eligibility status exists with a state code of 4103 or 4101, the Certified Type equals ‘Override’ and no other FRAM Eligibility record exists with any other state code or certified type during the school year, student will report “N”.
  • All 8th grade students are reported as N.

Alphabetic, 1 character
Y or N

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:

  • State Grade = 09, 10, 11, 12, or 14.
  • AND End Status is one of the following:
    • G01: Graudated in less than four (4) years
    • G02: Graduated in four (4) years
    • G03: Graduated in five (5) years
    • G04: Graduated in six (6) or more years
  • AND Diploma Date is not null

Alphabetic, 1 character
Y or N

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 NameName of the school the student is enrolled in.
Last NameThe student's last name.
First NameThe student's first name.
State CodeThe student's State ID.
GradeThe student's current grade level.
KEES Eligible StudentAlways reports a value of 'N'. 
Number of Days Enrolled in the DistrictThe 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:

TestLogic
ACT

Report the highest composite score that meets the following criteria:

  • Test Name = ‘ACT’ anywhere in the name.
  • Subject = Composite
  • National Test Code = ACT

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.

Before Correcting Composite Subject Code

PATH: System Adminsitration > Custom > Attribute/Dictionary > Test > Subject


PATH: Assessment > Test Setup > Test



After Correcting Composite Subject Code

PATH: System Administration > Custom > Attribute/Dictionary > Test > Subject

PATH: Assessment > Test Setup > Test

SAT

Score report the highest SUM of the SAT Mathematics and SAT Verbal scores.

To find the SAT Mathematics score:

  1. Test Name = ‘SAT’ anywhere in the name
  2. Test Code = SAT MATH
    1. If Test Code ≠ ‘SAT MATH’ exactly, it must contain %SAT MATH% such as “SAT Mathematics”
      AND
    2. If Test Code only contains %SAT MATH% then it also must have a National Test Code of SAT

To find the SAT Verbal score:

  1. Test Name = ‘SAT’ anywhere in the name
  2. Test Code = SAT VERB
    1. If Test Code ≠ ‘SAT VERB’ exactly, it must contain %SAT VERB% such as “SAT Verbal”
      AND
    2. If Test Code only contains %SAT VERB% then it also must have a National Test Code of SAT

The SAT Mathematics and SAT Verbal child tests must have the same parent test

  • If a student took the SAT on 3/15/2017 and received a 700 for SAT MATH and 500 for SAT VERB, the sum of those scores for that parent test on 3/15/17 is 1200.
  • If a student took the SAT on 10/1/2016 and received a 600 for SAT Math and 700 for SAT VERB, the sum of those scores for that parent test on 10/1/16 is 1300.

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.