Graduation Process Automation
Timeline, Tools and School Guidance
Chicago Public Schools
June 2, 2011
Agenda
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Introduction
Timeline
Process and Tools
Guidance
Q&A
Introduction
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5/27/11 Graduation Automation email from Mike Sanders
Schools will retain the ability to determine graduation status
Context
Graduation Process Automation Tools
– Accuracy
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24 Credit minimum
Pass/Fail Courses
Service learning Hours
PSAE Test Taken
– Accountability
• New capability to prioritize and evaluate
• Transparency to senior fulfillment details
• Audit-ability
• 2010 – 2011 a transition year
Timeline
June 2011
SUNDAY
MONDAY
TUESDAY
>>>>>> indicates time span for schools to:
- Evaluate their students graduation status
- Correct Data where appropriate and possible
- Manually set Promotion Status where appropriate
WEDNESDAY
1
THURSDAY
FRIDAY
SATURDAY
2
Evening
School Grades
Final
3
4
9
Grad Status
Page Reflects
Spring
Semester
Credits
>>>>>>>>>>
10
Schools Eval
Status &
Promote /
Retain /
Repair as
Appropriate >>
11
17
Last Day of
School
18
>>>>>>>>>>>
>>>>>>>>>>>>
******** indicates time slot for final adjustments
5
6
Senior Grades
Final
7
Evening
School Grades
converted to
SIM Historical
8
>>>>>>>>>>>>
12
13
14
15
Final Ranks
Calculated
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
16
Grad Status
Page and
Transcripts
Reflect Grad
Date >>>>>>>
19
20
21
22
23
24
25
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
26
27
Automated
Initial Code 55
setting
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28
29
******************
******************
30
YEP
Final Code 55,
Grad Date,
Promo Status
>>>>>>>>>>>>
Process and Tools: Student Evaluation
Former
Process
Counselors manually evaluate a student’s fulfillment of graduation
requirements using the Unofficial Transcript Report.
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24 Credits in total earned in required content area categories
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Required Pass/Fail Courses (Drivers Ed., Public Law, Consumer Ed.)
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Service Learning (40 Hours)
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PSAE Test Taken
New
Process
SIM will automatically tabulate student credits by category and type
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Fulfillment of requirements will be automatically calculated
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A Graduation Requirements Met Indicator will be calculated
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A new SIM Screen “CPS Grad Status” will display the results
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Schools can view automated results now (Credits through Sem 1)
The Graduation Requirements Met indicator will inform schools as to
status. Schools will make the final determination on graduation status.
Impact on Schools can identify which seniors are not on track to graduate &
Schools & prioritize interventions while retaining the ability to make the decision
Students on senior promotion or retention.
Tools: Student Evaluation - New CPS Grad Status Screen
On the Control Bar, click
the CPS Grad Status link
CPS Grad Status Screen - Graduation Summary
CPS Grad Status Screen - Student Totals
Tools: Student Evaluation – New Searches
Tools: Student Evaluation – Course-Requirement Mapping
Available on ChooseYourFuture.org
Process and Tools: Setting Promotion Status
Former
Process
Schools are responsible for manually setting a senior’s promotion status
to ‘Retained’ if they have not met graduation requirements
At YEP, SIM converts promotion status values of “Pending” (the default
value) to “Promoted”
Non-graduating seniors who are not manually retained are
automatically promoted – producing inaccurate promotion status,
graduation dates, enrollment status and extra work for schools
New
Process
At YEP, SIM will automatically Graduate those seniors who:
1. Have been manually set to “Promoted” by the school OR
2. Have a status of “Pending” and have met requirements per the
Graduation Requirements Met Indicator
SIM will Retain those students who have either been manually set to
“Retained” by the school or remain at “Pending” and have not met
requirements per the Graduation Requirements Met Indicator
Impact on Schools retain the ability to explicitly Promote or Retain Seniors while
Schools & gaining online access to a calculated fulfillment result that can inform
Students their decision to manually Promote, Retain, or allow the system to make
the determination.
CPS Grad Status Screen – Setting Promotion Status
Schools use existing screen to manually Promote or Retain a senior
Student Evaluation – Promotion Guidance
• Manual Promotion Required
– PSAE Exemptions and Spring 2011 PSAE Test Takers
– Specific exceptions from P-12 (e.g., a transfer student has 1 World
Lang credit in a language not offered at CPS)
• Manual Promotion Optional
– Credit requirement not met in categories where student participated
in school-specific program (e.g., IB)
– Scheduling Errors/Duplicate Courses*
– Foreign credit data entry error, missing foreign credits, or other cause*
• Students with IEP graduation exceptions must be evaluated
manually as IEP graduation exceptions are not recognized by
the automation
* Schools are strongly encouraged to make data corrections whenever possible to
minimize the occurrences where students are promoted manually due to data issues
Student Evaluation – Retention Guidance
• Manual Retention Required
– Student with IEP meets all graduation requirements but will
receive transition services as an enrolled student
• Manual retention Optional
– Student meets all graduation criteria but is participating in a CTE
program where they have not met the additional CTE
requirements
Action Required
• Understand the timeline.
• Use these tools to evaluate seniors status and take corrective
action on incomplete or incorrect credits.
• Identify and correct all known senior transcript record issues
as per the timeline.
Communications and Support
• Principals Digest of May 12, 2011
• IMPACT Web Site – by Friday June 3
– Graduation Processing Automation – Quick Guide
– Updated Year End Processing Guides
• Webinars – May 16
– Graduation Processing Automation Overview
– Graduation Processing Automation Quick Guide
• Dedicated email contact: [email protected]
• ChooseYourFuture.org – Graduation Automation Process Tab
– Quick Guide
– Course Requirement Mapping Document
– Other related publications
Q&A