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Keeping Your Cohorts Clean. Presented by: Eric Caldwell Research Analyst III Assessments & Accountability Section. Review of Cohort Assignments. Students are assigned a cohort year based on a regular four-year progression from their initial grade nine year

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Keeping your cohorts clean

Keeping Your Cohorts Clean

Presented by:

Eric Caldwell

Research Analyst III

Assessments & Accountability Section

Review of cohort assignments
Review of Cohort Assignments

  • Students are assigned a cohort year based on a regular four-year progression from their initial grade nine year

    • i.e. – Students who entered grade 9 in SY2009 are part of the SY2012 cohort group

  • Students can transfer into or out of a cohort group at any time

  • Removal from a cohort group happens only upon:

    • Transfer into a diploma-track program

      • This does not include GED, credit recovery, or home school programs

    • Emigration from the United States

    • Death

Requesting a cohort roster
Requesting a Cohort Roster

A cohort roster may be requested from EED by the appropriate district staff. The cohort roster will include:

  • Names of all students assigned to each cohort group

  • Each student’s AKSID number

  • The most recent entry data, exit data, and student demographics

  • Individual spreadsheet tabs for each cohort year

    The cohort roster will contain data that is current as of the most recent Summer OASIS collection.

  • Student movement from the current school year is not reported until the next Summer OASIS collection is verified

Reporting pitfalls summer transfers
Reporting PitfallsSummer transfers

Cohort assignments are based on Summer OASIS reporting; however, Summer OASIS had not previously allowed the reporting of transfers occurring after June 30 but before the start of the school year.

For students who transferred out prior to July 1, 2011, a district may provide an evidence-based request for manual removal from a cohort group.

Evidence may include:

  • A records request from the recipient school

  • A letter from the recipient school confirming student transfer

  • Paperwork certifying participation in a foreign exchange program

  • Documentation of the release of student records for the express purpose of transferring to a diploma-track program

New reporting protocol summer transfers
New Reporting ProtocolSummer transfers

SRM has been modified to accept summer transfers. Students who transferred between July 1, 2011 and the beginning of the school year may be identified as transfers in the upcoming Summer OASIS.

Necessary data to report a summer transfer includes:

  • All regularly required fields

  • A null [blank] value in the entrance date and exit date fields

  • A zero [0] value in the following fields:

    • Entry type

    • Aggregate daily attendance (AgDA)

    • Aggregate daily membership (AgDM)

  • The appropriate exit code to reflect the type of student transfer

    • 1: Transfer to another school in the same district

    • 2: Transfer to another district in Alaska

    • 3: Transfer to another state or country

    • 5: Transfer to a private school

    • 6: Transfer to an institution with an educational program

Reporting pitfalls duplicate aksid numbers
Reporting PitfallsDuplicate AKSID numbers

Duplicate AKSID numbers can cause a student to be reported as a member of two separate cohort groups.

If a district believes a student has transferred into another Alaska public school district, yet the student still appears on the district’s cohort roster, contact EED with the following information:

  • Last known AKSID

  • Complete student name

    • Include name changes due to adoption or marriage, nicknames, etc.

  • Date of birth

  • Name of recipient district

  • If available, a records request from the recipient district

Reporting pitfalls repeaters transferring to alaska
Reporting Pitfalls“Repeaters” transferring to Alaska

Until the recent addition of the Cohort Year field in Summer OASIS, the determination of a student’s cohort year was assumed to be a natural progression from grade nine to the grade reported in the student’s original Summer OASIS entry.

For a student who repeated grades before moving to Alaska, a district may request an evidence-based correction of the cohort year by providing transcript evidence from the student’s former school(s) to indicate when the student was initially in grade nine.

Reporting pitfalls misreported summer oasis data
Reporting PitfallsMisreported Summer OASIS data

Sometimes, even the best processes lead to incorrect or misleading data being submitted in Summer OASIS reporting by the district.

A district may request a manual adjustment of a student’s cohort year or cohort group assignment if an exceptional circumstance exists. These requests are evaluated on a case-by-case basis.

Any decision made by EED to modify a cohort year or cohort group assignment under exceptional circumstance is to be considered a one-time only exception and may not be used to set precedent for any future decisions.

Questions and comments
Questions and Comments

Any questions or comments not addressed today may be addressed to:

Eric Caldwell

Research Analyst III

(907) 465-8435