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General Overview2020-21 End of Year
Recorded February 2021
EOY Basics
Things to be aware of
Next steps
What, why, & who
Keep these in mind before getting started
Trainings and validations
EOY Basics
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What is End of Year (EOY) and why do I have to do it?
October Count:
• Who is
attending
• Who needs
to be funded
• For what
• How many
End of Year:
• What happened
during the school
year?
• Completions
• Graduations
• Dropout
• Mobility2020-2021 School Year
• Who came in• Who went out• Why/how/when did they enter or
leave?EOY impacts your school’s plan type and
accreditation rating.
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For more info on EOY data use
• Used for school, district and state rates
• Graduation & Completion Rates• http://www.cde.state.co.us/cdereval/gradratecurrent
• Dropout Rates• http://www.cde.state.co.us/cdereval/dropoutcurrent
• Mobility / Stability Rates• http://www.cde.state.co.us/cdereval/mobility-
stabilitycurrent
• How CSI Uses School Data• https://resources.csi.state.co.us/new-how-csi-uses-
school-data-13-min/
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This includes:○ One day entry/exit records for students who were expected to
return but did not
○ Students who attended even for just one day
○ Students who have transferred out or transferred in
In short, ALL student activity for your school for the 2020-2021 school year.
Who is reported
All students who were reported in
October Count plus any new students.
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ALL schools w/ 9th -12th submit Graduation Guidelines file
What files do I need to submit?
ALL schools will submit SD SSA
Some schoolsTitle I
ACC
GG
If you submitted a Title I for OC, submit a Title I for EOYTitle I
Students taking AP courses or post-secondary options
Student Demographic File
Student School Association File
Advanced Course Completion
Graduation Guidelines
Student Dem. (SD) File
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End of Year Resources
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End of Year Resources
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Collection Dates
• March 2nd – 1st Record Checker submission due (new this year)
• March 9th – Initial Submission
• June 10th – Level 1 Errors Cleared
• Mid-July - 2nd Record Checker submission due (new this year)
• July 14th – Level 2 Errors Cleared
• Early August– Summary Report Review Training (required for all schools)
• Late August – Initial Summary Report Review
• Early November – Final Certification Due
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Interchange Files Check Template
SD File Checks Tab
SSA File Checks Tab
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Interchange Files Check Template
SSA File Checks Tab
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EOY: Things to Know
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Consistency between OC and EOY
Students who started the year FRL should end
the year with the same
status.
Only change should be newly
qualified or entry/exit.
Overall numbers may change as students enter/exit/newly qualify, but students who
started the year (October Count) in a special population group should finish the
year (End of Year collection) in the population group or be properly documented as
having exited or phased out of that population group.
Free/Reduced LunchMilitary Connected,
Migrant, & Homeless
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Reminder: FRL Eligibility Status End Date
Free and Reduced Lunch eligibility status end dates should not be the last day of school.
end date ≠
Use date: 06/30
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To avoid misreporting FRL data
• Use end date 06/30 - NOT the last day of
school
• Compare FRL data on Record Checker Tool
• ALWAYS review Summary Report FRL data
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Consistency between OC and EOY
SIS rollover to 21-22 SYUpdate EL status based on ACCESS testing
EL FIELDS STAY THE SAME*
Updates from ACCESS testing should not be made until after your SIS roll-over to the new 20-21
school year.
ACCESS Testing
*Unless changes were made due to COVID related Interim Procedures for EL testing
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Attendance Requirements
Aggregate to Individual
Complete and accurate attendance data is required for all CSI schools.
Attendance Snapshot MUST be error free by
MAY 14th
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Graduation Guidelines are REQUIRED this year
Exit code 90 – graduated with a regular diploma, will
be crossed checked against Grad Guidelines data on
record.
• Submission of Graduation Guideline files are
REQUIRED by CDE this year.
• For schools with 9th, 10th, 11th, or 12th grades
• Graduation Guideline files must be submitted by
the Initial Submission deadline date of 03/09/2021
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EOY Submission Process Overview
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Where am I and what do I do next?
CSI Data Submissions Handbook:
https://resources.csi.state.co.us/data-submissions-handbook/
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Step 1: Collection Prep
First, go to the End of Year Resource page (https://resources.csi.state.co.us/end-of-year/) on the Data Submission Library.
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Step 2: Data Entry & Update
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Step 3: Submit data to CSI
File submission & naming
Working in FileZilla
Submit to FileZilla > EOY >20-21 > Files to Run
• Your Record Checker Tool
• SD File
• SSA File
• Graduation Guideline File – if applicable
https://resources.csi.state.co.us/data-submissions-handbook/
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Step 4: Clearing Data Errors
Students being reported by two or more CSI schools
• SP149 Errors
(SD File)
• SE722
Warnings (SSA
File) –WILL
turn into Level
2 Errors
• SE404 Errors
(Level 2)
• Check Entry and Exit Dates
• CSI will help clear these errors
• Reply to CSI communications on the matter as quickly as possible.
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Step 4: Clearing Data ErrorsThese warnings indicate that a student is marked with an Exit Type of 13 (Transfer to another public school in a different Colorado school district), but the student has not shown up in any other districts records.
• SP149 Errors
(SD File)
• SE722
Warnings (SSA
File) –WILL
turn into Level
2 Errors
• SE404 Errors
(Level 2)
• Address while still in Level 1 Error phase
• Will turn into Level 2 Errors
• Check for Confirmation of Enrollment and Attendance from the receiving school.
• More info in EOY Exit Code Training
• Reach out to the school to ensure they include them in their State Collections.
• Adequate documentation must be submitted to CSI in order to resolve.
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Step 4: Clearing Data Errors
Students reported w. Exit Code 00 in 19-20 EOY (expected to return) but does not have a 20-21 SY record in the school.
• SP149 Errors
(SD File)
• SE722
Warnings (SSA
File) –WILL
turn into Level
2 Errors
• SE404 Errors
(Level 2)
• Otherwise, will be reported as Dropout (40).
• Need to follow up with student to find out where they exited to.
• CSI will send Adjustment Files to impacted schools.
• More info in EOY Exit Code Training.
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Interlude: CSI Validations between Step 4 and Step 5
CSI Validations
JULY
• All students in SPED EOY have
IEPs marked in EOY
• Primary Disability should be the
same for EOY and SPED EOY
• Exit Dates/Types match
EOYSPED
EOY
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EOY and SPED EOY Validations
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Step 5: Review & Close
August
Initial Summary
Report Training
Your Initial Summary in
FileZilla
Sept. – Oct.September Oct. – Nov.
CDE Post-Cross LEA Phase
722 Warnings will become
Errors requiring Adequate
DocumentationAll data can still be updated
CDE Cross LEA Phase
ONLY Exit Data can be adjusted
New Warnings generated on
Exited students
Final Summary Report in FileZilla
Must collect signatures and return to CSI via FileZilla or
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