High School
Verification Reports
SIRS 201Total Cohort - Summary
SIRS 202 Total Cohort - Assessment
Summary
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Objectives
To provide participants with an explanation
of the definitions used and the logic behind
the Total Cohort Summary reports.
 To provide participants with information
about navigation and the Total Cohort
Summary reports.
 To provide participants with reference
information and tips for verification.

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Agenda
Total Cohort Definitions and Inclusion
Criteria
 Total Cohort Summary reports in L2RPT
and Navigation
 Related WNYRIC DW reports and other
Reference materials.
 Questions.

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High School Reports
L2RPT Report
Purpose
High School
Accountability Data
Verification Report
(SIRS-101)
This report is provided to allow you to verify that the appropriate
students, with assessment results and outcomes, are being used to
determine whether districts and schools have made adequate yearly
progress in high school English and mathematics, and graduation rate.
Total Cohort Reports
(SIRS-201 & SIRS-202)
These reports are provided to allow you to verify that for all students
who are the reporting responsibility of the district, they have been
reported in SIRS with the correct assessment results and outcomes,
and are being included in the appropriate cohort.
Annual Outcomes for
Dropout, Noncompleter,
and Graduation
(SIRS-307 & SIRS-308)
These reports are provided to allow you to verify that all students who
are the reporting responsibility of the district have been reported in
SIRS aka LVL2 with the correct enrollment outcomes (graduates, other
credentials, post-secondary plans of graduates, and dropouts) during
the 2012-13 school year.
Annual Outcomes for
Regents & RCT
(SIRS-309 & SIRS-310)
These reports are provided to allow you to verify the accuracy of
student test records as they appear in SIRS for Regents exams,
Regents Competency Tests (RCT), and Component Retests, taken in
August 2012, January 2013, May 2013, or June 2013.
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L2RPT
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High School
Verification Reports
SIRS Total Cohort Summary Reports:
Terminology and Inclusion Criteria for
Totals.
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2012-2013 Total Cohort Reports
Before looking at the reports, we’ll focus on some terminology.
e.g. What is a “Total Cohort”; what are “Outcomes”?
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Outcomes Tracked: Starting 4 Years
After Grade 9 Entry

Graduated

Transferred to GED

Received IEP Diploma

Dropped Out

Still Enrolled
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Total Cohort Report Outcome Definitions:



4 Year Outcomes: Outcomes for cohort members 4 years after 9th
grade entry or, for ungraded students with disabilities, 4 years after
assigned grade 9 entry date*.
5 Year Outcomes: Outcomes for cohort members 5 years after 9th
grade entry or, for ungraded students with disabilities, 5 years after
assigned grade 9 entry date *.
6 Year Outcomes: Outcomes for cohort members 6 years after 9th
first entering grade 9 or, for ungraded students with disabilities, 6
years after assigned grade 9 entry date *.
What data is present in 2012-2013 Total Cohort Reports?
2012-2013 SY
2011-2012 SY
2010-2011 SY
2009 Cohort
4 Yr. Outcome
n/a
n/a
2008 Cohort
5 Yr. Outcome
4 yr. Outcome
n/a
2007 Cohort
6 yr. Outcome
5 Yr. Outcome
4 Yr. Outcome
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Transitioning to the USDOE Definition of
Graduation Cohort
 Began with the 2010-11 School Year and 2006 Total
Cohort - 5 Year Outcomes.
 Changes included:
 Requirements for 9th grade entry date for ungraded
students.
 New enrollment exit code 8338 was introduced for
incarcerated students not participating in a program
culminating in a regular diploma.
 Enrollment duration changes from 5 months to 1 day for
4 year outcomes for 2007 Total Cohort and beyond.
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Transitioning to the USDOE Definition of
Graduation Cohort - continued
Cohort Membership Definitions: Guidelines for Ungraded Students:
Students with disabilities, who are coded as “ungraded” for enrollment
purposes, must be assigned a first date of entry into grade 9 not later than
the first school year during which the student:
1. Is enrolled in a school where the earliest grade is grade 9; OR
2. When a school has grades earlier than grade 9 (e.g., K-12, 7-12), the
first school year during which the student participates in any
instructional and/or non-instructional activities with his/her same grade
9 aged nondisabled peers (e.g., student participates in extracurricular
activity with 9th grade peers; student enrolled in music class with 9th
grade peers; student attends grade 9 special or general education
classes); OR
3. turns age 17, whichever occurs first.
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Total Cohort Membership Counts



The Total Cohort Membership Count is used as
the denominator for the Graduation rate and
rates for other outcomes.
In the Total Cohort Summary Reports, it is found
in the column labeled “Cohort Enrollment as of
June”.
It is calculated at either the district or the school
level and is disaggregated by sub-group.
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Transitioning to USDOE : Inclusions for Total Cohort
Member Counts for Graduation Rate Accountability
Outcome
School Year
Cohort Year and Outcome Year
9th Grade Entry Date
Used for Cohort Year
Birth Date Used for
Ungraded Students to
Determine Cohort Year?
(Year Student Turned 17)
Continuous
Enrollment
Duration
Incarcerated
Students w/
8338 Exit?
2010-2011
2007 Total Cohort -- 4 Year
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
All 9-12 students
No. Used as needed to
determine 9th grade entry
date
1 day
Yes
Outcome
2011-2012
2007 Total Cohort -- 5 Year
Outcome
2012-2013
2007 Total Cohort -- 6 year
Outcome
2011-2012
2008 Total Cohort -- 4 year
Outcome ( Basis for Graduation
Rate Accountability for 11-12)
2012-2013
2008 Total Cohort -- 5 year
Outcome
2012-2013
2009 Total Cohort -- 4 year
Outcome ( Basis for Graduation
Rate Accountability for 12-13)
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How is the Total for Cohort Membership in the
Total Cohort Summary Reports Calculated?
The Total Cohort Membership Count is based on:
1.
9th Grade Entry Date: The most recent demographic record is
used for 9th grade entry date.
2.
Beginning Enrollment: Only students with one of the following
Reason for
Beginning Enrollment Codes are included in the school and
district total cohorts:
 0011 - Enrollment in building or grade; or
 5544 - Transferred in under the NCLB Title I "School in
Improvement Status" transfer option; or
 7000 - Transferred in under the NCLB "Persistently
Dangerous School" transfer option; or
 7011 - Transferred in under the NCLB "Victim of Serious
Violent Incident" transfer option.
AND …..Yes, there is more……
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Seem complex? Feeling
confused? Perhaps a
diagram will help…
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2009 Total Cohort Members: District/School - 4 Year Outcome
Is 9th grade entry >
or = 07/01/2009 and <
or = 06/30/2010?
L2RPT
Current Data
2012-2013
No
Not included in Total Cohort
Membership Count
Yes
Does beginning
enrollment code
= 0011, 5544,
7000, 7011?
No
Not included in Total Cohort
Membership Count
Yes
End Result: Total Cohort
Membership
No
Is Enrollment Exit =
170, 204, 221, 255, 272,
323, 442, 459?
Yes
Not included in Total Cohort
Membership
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2008 Total Cohort Members: District/School - 4 or 5 Year Outcome
Is 9th grade entry >
or = 07/01/2008 and <
or = 06/30/2009?
L2RPT
Current Data
2012-2013
No
Not included in Total Cohort
Membership Count
No
Not included in Total Cohort
Membership Count
Yes
Not included in Total Cohort
Membership
Yes
Does beginning
enrollment code
= 0011, 5544,
7000, 7011?
Yes
End Result: Total Cohort Membership
No
Is Enrollment Exit =
170, 204, 221, 255, 272,
323, 442, 459?
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2007 Total Cohort Members: District/School - 4, 5 or 6 Year Outcome
Is 9th grade entry
> or = 07/01/2007 and
< or = 06/30/2008?
Level 2
Current Data
2012-2013
No
Not included in Total Cohort
Membership Count
Yes
Does beginning
enrollment code
= 0011, 5544,
7000, 7011?
No
Not included in Total Cohort
Membership Count
Yes
No
End Result: Total Cohort Membership
Is Enrollment Exit =
170, 204, 221, 255, 272,
323, 442, 459?
Yes
Not included in Total Cohort
Membership
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Graduate Counts: Inclusion Criteria
Enrollment Exit =
and Diploma Type on
Demographic =
Diploma Description
799
762
Regents Diploma with Honors, for students entering grade 9
on or after July 1, 2001; or
799
813
Regents Diploma with Honors and with Career & Technical Education
Endorsement, for students entering grade 9 on or after July 1, 2001; or
799
779
Regents Diploma without Honors, for students entering grade 9
on or after July 1, 2001; or
799
796
Regents Diploma without Honors but with Career & Technical
Education Endorsement, for students entering grade 9 on or after July
1, 2001; or
799
068
Local Diploma without Regents Endorsement; or
799
612
Local Diploma without Regents Endorsement but with Career &
Technical Education Endorsement; or
799
680
Regents Diploma with Advanced Designation; or
799
697
Regents Diploma with Advanced Designation with Career & Technical
Education Endorsement; or
799
714
Regents Diploma with Advanced Designation with Honors; or
799
731
Regents Diploma with Advanced Designation with Honors and with
Career & Technical Education Endorsement.
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Graduates - Data Integrity Issues
 A 799 record without a diploma code or with a diploma
code that is not on the list displayed on the prior slide will:
 Be included in the Total Cohort member assuming it
meets the general definition.
 Will show up as Still Enrolled.
 A credential without a 799 record will:
 Be included in the Total Cohort member assuming it
meets the general definition.
 Will show up as Still Enrolled.
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IEP Counts: Inclusion Criteria
Enrollment Code =
Diploma Type =
Diploma Description
085
085
Individualized Education
Program (IEP) Diploma
629
085
Previously Earned
Individualized Education
Program (IEP) Diploma

The code for an Individualized Education Program (IEP) diploma cannot be
selected unless the student has a program service record indicating that he
or she is disabled.

A disability record with a Program Service Exit Date no earlier than the last
date of enrollment must be reported for each student who is awarded an IEP
diploma.
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Transfer to AHSEPP/HSEPP Counts:
Inclusion Criteria


Students with a Reason for Ending
Enrollment code 289 (transfer to
AHSEP or HSEP)
and
A subsequent Reason for Beginning
Enrollment code 5654 (enrollment
in an AHSEP or HSEP program)
that remains open.



Students with a Reason for
Ending Enrollment code 289
(transfer to AHSEP or HSEP)
and
A subsequent Reason for
Beginning Enrollment code 5654
(enrollment in a AHSEP or HSEP
program)
and
A subsequent Reason for Ending
Enrollment code 816 (earned a
GED diploma).
The Grade must be changed to GD on Demographic and Enrollment when
recording 5654 enrollment. Location code needs valid code for AHSEP/HSEP.
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Drop Out Counts: Inclusion Criteria
Enrollment Exit =
Description
136
Reached maximum legal age and has not
earned a diploma or certificate
340
Left school: first-time dropout
391
Long-term absence (20 consecutive
unexcused days)
408
Permanent expulsion
425
Left school, no documentation of transfer
306
Transferred to other high school
equivalency (GED) preparation program
357
Left school: previously counted as a
dropout.
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Drop Out Counts: Additional Inclusion
Criteria


Student has a Reason for
Ending Enrollment code of 289
(transfer to AHSEP or HSEP)
AND
There is no subsequent
Reason for Beginning
Enrollment code 5654
(enrollment in an AHSEP or
HSEP program



Student has a Reason for
Ending Enrollment code 289
(transfer to AHSEP or HSEP)
AND
Student also has a subsequent
Reason for Beginning
Enrollment code 5654
(enrollment in a AHSEP or
HSEP program)
BUT
The enrollment ended before
June 30 with one of the
Reason for Ending Enrollment
codes used for dropouts.
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High School Cohort
Verification Reports
L2RPT Total Cohort
Summary Reports: Navigation
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L2RPT
Total Cohort Summary Reports
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L2RPT
SIRS-201 Total Cohort - Summary
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Report Selection Criteria:
Membership Prompt
Several Options:
Data in process for 2012-2013
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Report Selection Criteria:
Enrollment Duration Prompt
Selected 2009 - 4 Year Outcome
Enrollment Duration Selection:
Choosing All Outcomes or 1 Day will produce the same results.
All three Cohort years use the 1 Day enrollment rule.
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Summary by Subgroup
Columns show counts for each group listed.
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Summary by Subgroup
Subgroups are
disaggregated
in the rows.
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Summary by Subgroup
Columns on the right display rates.
Click on any of the numbers
for a Student Detail report.
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Total Cohort Detail
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L2RPT
SIRS-202 Total Cohort - Assessment Summary
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Report Selection Criteria:
Membership Prompt
Several Options:
Data in process for 2012-2013
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Report Selection Criteria:
Subject Prompt
Selected 2009 - 4 Year Outcome
Subject Selection:
You can only choose one subject at a time.
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Assessment Summary
Performance by Number & Percent
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Assessment Summary
Student Detail
…
…
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High School Cohort
Verification Reports
Verification and Reference
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Reconciling Total Cohort Reports using
WNYRIC Data Warehouse (Level 1)
Total Cohort Membership:
Student Enrollment Verification by 9th Grade Entry Year


For each student in the selected grade 9 entry year, location(s), and
grade(s), the report will display : Grade, Name, Local ID, State ID,
Grade 9 Entry Date, Diploma Code, Diploma Type, Planned Post
Graduate Activity, and all enrollment records for the most recent school
year attended. (Ex: Grade 9 entry year of 2010 indicates students
entered grade 9 in the 2010-11 school year.)
Path: Public Folders > High School Cubes & Reports > Grade 9 Entry
Year Reports & Graduation Data
Outcomes:
Graduate Counts and Other Outcomes

This report counts the number of students by school year who meet the
graduation requirements and other outcomes, defined by NYSED. It lists
all students meeting requirements and selection criteria regardless of
enrollment duration rules.
 Path: Public Folders > High School Cubes & Reports > Grade 9 Entry
Year Reports & Graduation Data
40
High School Reports: Common Errors

799 Enrollment Exit without Diploma Types and vice versa. Included in
Cohort total but not in graduation count. Will be counted as Still Enrolled.

Initial enrollment to GED (5654) without preceding 289 transfer. Will not be
included in Transfer to GED. Depending on other enrollment activity
preceding the 5654, may not be included Total Cohort Membership.

GED students with anything other than a GD grade in demographic and
enrollment record

GED students with an invalid GED location

IEP diploma for students without a program service record for Special Ed.

Incorrect 9th grade entry date or birth date

Missing post grad plans

NYSSIS ID problems

Simultaneous enrollment: Student is enrolled in two different districts at the
same time.
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Verification Tips:
 Use WNYRIC DW 9th Grade Entry Reports to begin the
verification of general cohort data the year they enter 9th
grade, versus at the end of 12th grade. (Path: Public
Folders > High School Cubes & Reports > Grade 9 Entry
Year Reports & Graduation Data)
 Begin verifying Total Cohort Graduate Outcomes and
Assessment Summary as early as possible during the
course of the school year for students included in the
Total Cohort Summary reports.
 Keep in mind that although outcomes for the current
school year may not be complete until end of June/early
July, much of the data on the Total Cohort reports is
historical.
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Reference Documentation

L2RPT Report Guides
http://www.p12.nysed.gov/irs/level2reports/reportguides.html

SIRS Manual (General, Policy, and Technical)
http://www.p12.nysed.gov/irs/sirs/

Level 0 Data Validation Rules
http://www.p12.nysed.gov/irs/sirs/
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Questions?
Thank You.
Contact us at: [email protected]
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