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Student Information System (SIS) EOY Dropout Correction Guidance
2018-19 EOY Dropout Correction Guidance
The special 2018-19 SIS EOY Dropout Correction period is open until Monday, December 2, 2019 for online corrections.
• All dropout corrections must be made online in SIS for BSSY=2018 and Processing Period=EOY.
• For information about dropout data, refer to the 2018-19 SIS User Guide Appendix F - Dropout Data and the Dropout Reporting training module (posted on LDOE INSIGHT Coordinator portal under SIS tab).
• Run and verify and/or correct data for students listed on all 2018 EOY potential dropout reports. Make EXIT updates if needed.
o SISR24 Potential Dropout Roster • Verify the State Id (LASID) for the students listed on the dropout reports.
o If a student has more than one LASID, retire any duplicates. Refer to the 2018-19 SIS User Guide – Retiring A Student’s STATE ID (LASID). Also, refer to the Retire ID Guidance for Retiring/Splitting LASIDs.
o If retirements or splits are made, make the necessary LASID reassignments in SIS. Refer to the 2018-19 SIS User Guide – Reassigning a Student’s STATE ID (LASID).
• In some instances to correct the student’s data, it may be necessary to add an enrollment in SIS 2018 EOY. To add an enrollment, please complete the SIS-Request to Re-open SIS 2018 EOY for Dropout Correction indicating why the update is needed and submit to [email protected] so a special processing period can be opened.
• Make EXIT updates as needed and ensure the required documentation is on file to support the exits. The Exit Reason Code indicates why a student no longer attends school or where the student went when they left.
o Refer to the 2018-19 SIS User Guide – Appendix A Frequently Asked Questions – E. Exiting Students in SIS
o For a list of the Exit Reason Codes and required documentation, refer to the 2018-19 SIS User Guide – Appendix C data element EXIT REASON CODE
HiSet Completer Files - Verification of Potential Dropouts Who Earned HiSet
If a student was listed as a potential dropout in SIS 2018 EOY, or was in grade 12 and not exited as a legitimate leaver, the student may have been included on a roster sent to Louisiana Community and College Technical System (LCTCS) to match against their HiSet completer’s database. Based on their match, LCTCS sends a list of HiSet completers for the past 2 years.
• The roster sent to LCTCS will not be a complete list of students who have actually dropped out, only a list of potential dropouts. In other words, the HiSet Completer files will not be a complete list of HiSet completers for the entire state.
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Student Information System (SIS) EOY Dropout Correction Guidance
o For example, the 2018-19 HiSet completers file (to be posted in November 2019 on eScholar), should include 2018-19 potential dropouts who completed their HiSet from December 1, 2016 through October 1, 2019.
• The Security Coordinator should download the HiSet Completer file from the eScholar FTP site (eScholarOut folder)
o The file should be used to determine if potential dropouts from your LEA earned the HiSet.
o In order to download the data, a LCTCS Addendum must be on file with LDOE. Please see the guidance and next steps regarding established MOUs and
addenda. To verify which agreements your LEA has already opted into, please review
the tracking chart which is updated weekly as additional addenda are submitted to the Department.
Please email [email protected] for assistance. • To update data for HiSet completers in SIS 2018 EOY, refer to the 2018-19 SIS User Guide –
Appendix A Frequently Asked Questions – E. Exiting Students in SIS. Students Exited to Home Study For additional information regarding Home Study, please contact [email protected] and/or refer to the following guidelines:
• BESE-Approved Home Study Program • Registered Nonpublic Schools (Not Seeking State Approval)
Exits to BESE-Approved Home Study Program and Verification of Student Approval to Participate
• Exit Reason Code: 16 = [Transferred to BESE-Approved Home Study Program] • Documentation: Requires an approval letter from LDOE. • For Public Districts:
Home Study summary reports and approval letters are provided quarterly by LDOE in Jan, April, July and Oct and distributed via the Data Management FTP site. The Security Coordinator should download the files and forward to the LEAs Superintendent and Child Welfare and Attendance office. Each LEA’s report includes:
o Cover Letter o Enrollment numbers of SBESE-Approved Home Study students o List of students from your LEA enrolled in Home Study program (for example the
October 2019 report will list students from 10/15/18 through 10/15/19 o Copy of each student's home study approval notification letter from LDOE
Or, send an email to [email protected] • For Charter Schools:
To request a copy of an approval letter for a specific student, Charter school staff must complete the Charter Superintendent Release for Verification of Home Study form and email to [email protected] (posted on LDOE INSIGHT under Announcements).
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Student Information System (SIS) EOY Dropout Correction Guidance
Exits to Registered Nonpublic Schools (Not Seeking State Approval) • Exit Reason Code: 44 [Transferred to Registered Nonpublic School (Not Seeking State
Approval)] • Documentation: Not required • Not considered a legitimate leaver
Exits to State-Approved Nonpublic Schools
• Exit Reason Code: 14 [Transferred to nonpublic school (must award diplomas if a high school)]
• Documentation: Must be on the list of ** BESE approved nonpublic schools (except Youth Challenge Schools)
• List of the 2017-18 State-Approved nonpublic schools posted on the LDOE INSIGHT Coordinator Portal (under Announcements).
Exits to Adult Education
• Exit Reason Code: 11 [Adult Ed] or • Exit Reason Code: 02 [Dropout] and Dropout Reason Code: 22[Youth Challenge, Job Corps,
VOA] • Documentation: Not required • Not considered a legitimate leaver
For a complete list of Exit Reason Codes and required documentation, please refer to 2018-19 SIS User Guide – Appendix C data element EXIT REASON CODE Official Request for Records
• Beginning with the 2016-17 academic year, BESE approved a change to the dropout assignment process that affects the way dropouts are assigned for a student when a request for records was received.
• LEAs can upload records requests received from another LEA to SIS if the student is identified as a potential dropout from their LEA, but they received a records request from another school.
o If the student was expelled, the dropout will be assigned to the last school of enrollment, even if a records request was received.
o If the student was not expelled, a copy of a records request received from another district can be uploaded to SIS. If a student exited School A to transfer to School B, and School A received a
records request, but the student never enrolled in School B. School A can upload a copy of the request for records and the dropout will be assigned to School B.
In SIS, there must be an enrollment record with Exit Date, and Exit Reason=“09” for the student.
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Student Information System (SIS) EOY Dropout Correction Guidance
LEAs must upload the records request using the Update Existing Student feature
SIS will assign the dropout to the school that sent the records request.
New Records Request tab for Update Existing Student
Click Go to eScholar to upload the records request file.
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Student Information System (SIS) EOY Dropout Correction Guidance
On this screen, you are connected directly to the eScholar server. From the dropdown menu, supply the information for the LEA who made the records request.
• Sponsor • Site • Date
Click Browse to find your file on your computer. Click Upload.
A message will be displayed if the upload was successful.
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Student Information System (SIS) EOY Dropout Correction Guidance
After the records request has been uploaded, you can search for the student and see the Records Request file was uploaded. If you need to delete the records request, and upload a new one, click Go to eScholar.
