Dropout Report (Kentucky)

PATH: KY State Reporting > Dropout Report

The Dropout Report returns information on two different types of dropout students (regular school and summer dropouts).

This article includes the following topics:

Image 1: Dropout Report Editor

State Exclude Rules

The following is excluded from reporting on the Dropout Report:

  • Students with enrollment records for grades other than 7-12.
  • Students who have an enrollment record in a grade marked Exclude From State Reporting (System Administration > Calendar > Calendar > Grade Levels > Exclude from state reporting).
  • Students who have the Exclude checkbox marked on their enrollment record.
  • Students who have an enrollment record in a calendar marked as Exclude (System Administration > Calendar > Calendar > Exclude).
  • Students who have the Foreign Exchange checkbox marked on their enrollment record.
  • Students with only an S: Partial or N: Special Ed enrollment records.
  • Students with an active NCO attendance group any time during an enrollment. That enrollment record is excluded from reporting.

Student Selection Criteria - Regular Dropouts

A regular dropout student is reported if:

  • The student has been enrolled in the school during the -1 school year.
  • The student has not re-enrolled within another district/school prior to October 1 of the current year.
  • The student does not have a Diploma Date entered on the Graduation tab prior to October 1st of the current year.
  • The student's end status on previous (-1) year's enrollment equals one of the following: W01, W02, W12, W17, W22, W23, W24, W25, W26, W27 or W28.
    • W26 and W27 students must have either no Diploma Date entered or a Diploma Date on or after Oct 1 of the 0 year. 
    • W22 students will only report if they have no subsequent enrollment in a Kentucky public school.
  • Students with a W26 End Status will only pull if the Standard Code is mapped to their Diploma Type of 1, 2, 3, 5, 6 or blank.
  • Students with a W27 End Status will only pull if the Standard Code is mapped to their Diploma Type of 1, 2, 3, 4, 5 or blank.

Students who have been expelled may be included in report results as regular dropouts if:

  • The student has a behavior resolution with a state code of SSP2 (expulsion).
  • The Resolution Start Date is less than or equal to the prior year enrollment end date (or calendar end day if the enrollment end date is null). Any end status is accepted under this scenario.
    • The Resolution End Date must be on or after October 1st of the 0 year.

Student Selection Criteria - Summer Dropouts

A summer dropout student is reported if:

  • The student has been enrolled in the school during the -2 school year.
  • The student has not re-enrolled in another district/school prior to October 1st of the -1 year.
  • The student does not have a Diploma Date entered on the Graduation tab prior to October 1st of the -1 year.
  • The student's end status on the -2 year's enrollment equals one of the following: C01, Blank/NULL, W01, W02 or W17.

No Show Students: Students whose only enrollment in the -1 year school year has a start status of No Show is included in report results if they meet other summer dropout selection criteria and if the end status of the No Show enrollment record is one of the following values: Blank/NULL, W01, W02, W12, W17, W23, W24, W25, W26, W27, or W28.

Dropout Process Workflows

The following diagrams describe the dropout timeline for regular and summer dropouts:

Regular Dropout

Summer Dropout

Generating the Dropout Report

  1. Select the appropriate Format for the selected extract type.
  2. Select the appropriate calendar(s) to include in the report.
  3. If all calendars should be selected, mark the Select All checkbox. 
  4. Click the Submit to Batch button. The report will be sent to the Batch Queue List found at the bottom of the editor.

  5. Once the report has been generated, select the blue Get report text found the in the Download column. The report will appear in a separate window in the designated format. 

Report Layout

Element Name

Description

Format, Length and Type

Campus Database

Campus Interface

District Assigned Student Number

Unique number assigned to the student by the district.

Numeric,

Identity.studentNumber

Census > People > Demographics > Person Identifiers > Student Number

State Student ID

Unique number assigned to a student by the Department of Education.

Numeric, 10 digits

Identity.stateID

Census > People > Demographics > Person Identifiers > Student State ID

Last Name

Student's last name.

Alphanumeric, 50 characters

Identity.lastName

Census > People > Demographics > Person Information > Last Name

First Name

Student's first name.

Alphanumeric, 50 characters

Identity.firstName

Census > People > Demographics > Person Information > First Name

Middle Name

Student's middle name

Alphanumeric, 50 characters

Identity.middleName

Census > People > Demographics > Person Information > Middle Name

Date of Birth

Student's date of birth.

Date field, 10 digits

MM/DD/YYYY

Identity.birthdate

Census > People > Demographics > Person Information > Birth Date

District Number

District number associate with the most recent enrollment event.

Numeric, 3 digits

District.Number

System Administration > Resources > District Information > State District Number

School Number

School number associated with the most recent enrollment event.

Numeric, 3 digits

School.Number

System Administration > Resources > School > Location Number

Accountable District Number

School district responsible for the student.

Schools that are marked as A2-A6, B1 or D1 must equal the District/School that is accountable for the student based on home residence.

Numeric, 3 digits

Enrollment.servingDistrict

District.number


Calculated

Accountable School Number

School building responsible for the student.

Numeric, 3 digits

School.number

School.stateClassification

Calculated

Race/Ethnicity

Student's federal designation of racial makeup.

Numeric, 1 digit

Identity.raceEthnicity

Census > People > Demographics > Person Information > Race/Ethnicity

Gender

Classification of student being either male or female.

Alphanumeric, 1 character

M or F

Identity.gender

Census > People > Demographics > Person Information > Gender

Grade

Grade level of the student.
  
For Regular Dropouts: The State Grade from the most recent primary enrollment record by start date within the -1 year is reported.
  
For Summer Dropouts: The State Grade from the most recent primary enrollment record by start date within the -2 year is reported.

Alphanumeric, 2 characters

Enrollment.grade

Student Information > General > Enrollments > Grade

SES

Indicates the student receives free or reduced meals based on economic status.

  • 4198: Paid Lunch
  • 4103: Free Lunch Eligible
  • 4104: Reduced Lunch Eligible 

Regular Dropouts:
The district associated with the most recent primary enrollment of the -1 year by start date is used. The state code selected for the Eligibility record which overlaps the enrolled day of the -1 year is reported. If no Eligibility record overlaps the last day of the enrollment of the -1 year, a value of 4198 is reported.
  
Summer Dropouts:
The district associated with the most recent primary enrollment of the -2 year by start date is used. The state code selected for the Eligibility record which overlaps the enrolled day of the -2 year is reported. If no Eligibility record overlaps the last day of the enrollment of the -2 year, a value of 4198 is reported.

Numeric, 4 digits

v_posEligibilityStateCode

FRAM > Eligibility > State Code

LEP

Indicates student is in limited English proficient programming.

Regular Dropouts: 
Report "1" if student has at least 1 LEP Service AND 1 Accommodation with a date range which overlaps the student’s last enrolled day of the -1 Year.

Summer Dropouts: 
Report "1" if student has at least 1 LEP Service AND 1 Accommodation with a date range which overlaps the last instructional day of the -2 Year.

Alphanumeric, 4 characters

LepService.startDate

LepService.endDate

LepAccommodation.startDate

LepAccommodation.endDate

Student Information > General > LEP > English Proficiency

Disability Status

Student's disability status.
  
Regular Dropouts:
Report ‘1’ if student has an IEP with dates that overlap the end date of the last enrollment of the -1 year. Later or earlier IEPs are not considered. All others report 0. The IEP must be locked and PlanType.module must equal 'SpecialEd'.

  
Summer Dropouts:
Report ‘1’ if student has an IEP with dates that overlap the end date of the last enrollment of the -2 year. Later or earlier IEPs are not considered. All others report 0. The IEP must be locked and PlanType.module must equal 'SpecialEd'.

Numeric, 1 digit


Student Information > Special Education Fields > Documents > IEP > Enrollment Status > Special Education Status

Primary Disability

Lists the student's primary disability. A student must qualify as a 1 in the Disability Status field for this field to report.

If the student's Primary Disability is null, a 16 will populate in this field.

Numeric, 2 digits


Student Information >  Special Education > Documents > IEP > Enrollment Status > Primary Disability 

Homeless

Indicates student meets federal guidelines for homelessness. Will report as follows:

Reports ‘1’ if the student is homeless at any point during their enrollment. Otherwise, reports 0. 

Numeric, 1 digit

Enrollment.homeless

Student Information > Program Participation > Homeless

Migrant

Indicates student meets federal guidelines for migrant.

Reports ‘1’ if the student is Migrant at any point during an enrollment in the district.

  • A student is considered migrant if any district enrollment dates overlap a migrant record that is active during the migrant education year (9/1-8/31).

Else, report ‘0’

Numeric, 1 digit

migrant.lastQualifyingArrivalDate <= 08/31 of endYear AND migrant.eligibilityExpirationDate >= 09/01 of endYear - 1

enrollment.endDate >= migrant.lastQualifyingArrivalDate AND enrollment.startDate <= migrant.eligibilityExpirationDate

  • If enrollment.enddate is null, use the earliest of last instructional day or current date

Student Information > Program Participation > Migrant

Prior to the 19-20 school year:

Student Information > General > Enrollments > State Reporting Fields > Migrant

·        ‘1’, report ‘1’

·        ‘2’ OR blank/null, report ‘0’

Days Present

Number of instructional days present based on the student's school/district calendar.

This matches the Truancy Present Days value in District Edition (as represented on the DE Attendance Tab, Present Days).

Numeric, 5 digits

XXX.XX

Calculated

Synced from District Edition via AttendanceKYMinute procedure.

Days Enrolled 

Number of scheduled days enrolled. 

Numeric, 5 digits 

XXX.XX 

Calculated 

Calculated 

Days Absent

Cumulative days absent.

This matches the Truancy Absent Days value in District Edition (as represented on the DE Attendance Tab, Absent Days).

Numeric, 5 digits

XXX.XX

Calculated

Synced from District Edition via AttendanceKYMinute procedure.

Enrollment Date

Student's most recent start date of enrollment for the previous school year.

Date field, 10 characters

MM/DD/YYYY

Enrollment.startDate

Student Information > General > Enrollments > Start Date

Withdrawal Date

Student's most recent end date of enrollment for the previous school year.

Date field, 10 characters

MM/DD/YYYY

Enrollment.endDate

Student Information > General > Enrollments > End Date

Dropout Type

Indicates the student dropped out during the regular school year.

If student dropped out during the summer, Summer will display. If student dropped out during the school year, Regular will display.

Numeric, 7 digits

Calculated

Calculated

NCLB Cohort End Year

Indicates the student's end year as defined by NCLB rules.

Date Field, 4 characters

YYYY

Calculated

Calculated

End Status The end status of the reporting student's most recent Primary enrollment record. Alphanumeric, 3 characters Enrollment.endStatus Student Information > General > Enrollments > End Status
State Person ID Reports the person ID assigned to the student in the Kentucky State Edition. Numeric Person.personID Census > Person > PersonID