Promotion code of the student by ReF5Xi

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									Greetings Schools,


We are entering the MSDE “End-of-Year (EOY) Attendance Data Validation” process which requires
City Schools to reconcile school-level attendance/enrollment data. This process is very similar to the
Early Attendance Reporting schools completed in March. The data reconciled in the EOY Attendance
Data Validation process are used for reporting at the school and district level and include: graduation,
dropout, and attendance rates. It is critical that all information is accurate and aligned with MSDE data.


The process will run from June 1 to July 13. Because schools will be closed over the summer, please
identify a point-of-contact for your schools that will address the errors and make the changes in SMS
during the month of July. Email your school #, the name of the contact and his/her contact info to:
t13documents@bcps.k12.md.us and cc your ED and Facilitator by June 1.


Below are detailed steps in the process. EDs and Facilitators are trained and can answer questions.


Two initial steps must happen early in the process:
    1. All High Schools must have 3 SMS data points completed by June 8:
            a. Promotion Status – see table below for proper promotion coding
            b. Graduation Status
            c. Graduation Date
               Please refer to page C-53 in the Maryland Student Records Manual for guidance
                on Graduation Status and Graduation Date. The manual can be found at:
                http://www.marylandpublicschools.org/NR/rdonlyres/FCB60C1D-6CC2-4270-
                BDAA-153D67247324/29203/MD_Student_Records_System_Manual_2012.pdf.
    2. All schools must complete the “Promotion Status” in SMS for all students in the District
        by June 13.
               Please refer to the table below for proper promotion coding:

                                                       Promotion code of the student. If a student record
                Promotion Code                         contains a transfer or termination code, the promotion
                                                       code is not applicable and should be zero-filled.
                          00                                          Transfer or Termination
                          01                                                   Promoted
                          02                                                Not Promoted
Beginning June 1, errors in your schools’ reporting will be identified in the Data Cleansing Reports
(found at: http://eweb/Default.aspx, click on “Reports” on the left-hand side, and then “Data Cleansing
Reports”). These errors will need to be addressed by the school contact and corrected through SMS. There
is a two-stage process to rectifying the issues:
    1) Stage 1: Schools must correct the errors via SMS. Deadline is June 30.
            a. Monitor the Data Cleaning Reports in eweb and see if your school has any errors.
            b. If you find that your school has errors, select the corresponding Data Cleaning Report
                 and follow the instructions.
            c.   If you have any further questions, please direct them toward your Network Data
                 Specialist or to the ITD Help Desk at (410) 396-8182.
    2) Stage 2: The State may find that more than one district is claiming the same student, or two
        districts have mismatched information for the same student. If this occurs, proper documentation
        must be provided to prove where the student actually attends school. These errors will be
        identified beginning July 1. Deadline for their correction: July 13.
            a. If errors of this type occur, they will be identified in a Data Cleansing Report with
                 instructions. You may need to locate documents that prove a student transferred into or
                 out of your school and submit to: t13documents@bcps.k12.md.us
            b. Reminder: Because schools will be closed during this time, please identify a
                 point-of-contact for your schools that will address the errors and make the
                 changes in SMS. Email your school #, the name of the contact and his/her contact
                 info to: t13documents@bcps.k12.md.us and cc your ED and Facilitator.

Thank you for all of your hard work. If you have any questions please contact your Network Data
Specialist or the ITD Help Desk.

								
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