Clarifications on Enrollment Graduation Data Review (in Accountability Reporting) and the Dropout Report (in the Wave)

OK State Dept of Ed sent this bulletin at 04/22/2021 12:56 PM CDT
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Clarifications on Enrollment Graduation Data Review (in Accountability Reporting) and the Dropout Report (in the Wave) 

As announced yesterday, the SY 2020 Enrollment Graduation Data Review process is now open in the Accountability Reporting application in Single Sign-On.  Several resources are available to assist you in completing this report, including a step-by-step guidance document and a webinar (register in advance here) to be held at 12:00 PM on Friday, April 23.  The Enrollment Graduation Data Review closes Friday, May 7, at 5:00 PM.  

 This morning, we became aware of a minor user experience issue within the EZ Entry Grad feature within the Enrollment Graduation Data Review.  Our developers are working on a solution that will allow the report to fully display on your screen.  In the meantime, if you cannot view or access all requisite columns (Exit Code, Exit date, Transfer Entry Date, Transfer/Location/Status, Note, Files) within the report, we encourage you to zoom out of your browser.  This can be done by simultaneously pressing the “CTRL” key and the minus key (“-“) on your keyboard (CTRL - ).  You will then need to refresh your browser by clicking the Refresh button or by simultaneously pressing “CTRL” and the “F5” key.  

 Also, the 2020 Dropout Report (managed by the Office of Data Information Systems) is presently open through The Wave’s portal, which can be accessed via Single Sign-On.  Guidance information for the Dropout Report can be viewed here.  Because both reports are open now—and both involve students’ exit codes—we felt it was important to issue a clarifying workflow.  Please follow this workflow to ensure that student exit codes are correctly updated. 

If a student belongs to cohort years 2020, 2019 or 2018 and needs an updated exit code: 

  • The school will have to create a Data Verification Request (DVR) in the Enrollment Graduation Review process in the Accountability Reporting application.  Do not attempt to change these data in the Dropout Report.   
  • Appropriate written documentation must be uploaded within the DVR. 
  • As noted in the step-by-step guidance document, this creating a DVR can only be done after the EZ Grad Entry process is complete within the Enrollment Graduation Data Review.   

 If a student was in grades 7 and above and was NOT in cohort years 2020, 2019 or 2018: 

  • The school can reconcile incorrect exit codes for these students within the Dropout Report in the Wave. 
  • Please note that changing an exit code during the Wave’s Dropout Report to one that corresponds to transferring, emigrating, or passing away may result in districts needing to later provide appropriate documentation during a later data review window. 
  • If a student’s exit code is updated to indicate the student transferred, emigrated, or passed away and no further enrollment was found in an Oklahoma public school, your school may need to provide OSDE with appropriate documentation during a later graduation data review window (i.e., to support removal from a school’s adjusted cohort graduation rate).  The OSDE is not accepting such documentation at this time. 
  • Please also note that Oklahoma statute requires schools to maintain educational records for a minimum of five (5) years after a student exits.   

 For any questions about the Enrollment Graduation Data Review, please email Accountability@sde.ok.gov.  Questions about the Dropout Report can be sent to StudentDataInfo@sde.ok.gov .   Thank you for your diligence in completing these reports!