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Determining Students Who Are Continuously Enrolled

Business rules for determining students who are continuously enrolled (for accountability purposes).

In order for a student’s score on the Standardized Testing and Reporting (STAR) assessments and/or the California High School Exit Exam (CAHSEE) to be included in the Academic Performance Index (API) and Adequate Yearly Progress (AYP) accountability measures for a school or district, the student must be “continuously enrolled” in the school or district. This document specifies the business rules used by the California Department of Education (CDE) to determine whether a student was continuously enrolled using enrollment and exit data reported by local educational agencies (LEAs) to the California Longitudinal Pupil Achievement Data System (CALPADS).

Definition of Continuously Enrolled

Title 5 California Code of Regulations, sections 1039.2 and 1039.3, relating to the implementation of California EC Section 52052.1(a)(1) define continuously enrolled as a “student enrollment from Fall Census Day (first Wednesday in October) to the first day of testing without a gap in enrollment of more than 30 consecutive calendar days.”

These regulations may be found on the Office of Administrative Law Web site [http://www.oal.ca.gov] External link opens in new window or tab.

Business Rules and Definitions
  1. CALPADS ODS Date Ranges: To process continuous enrollment for both CAHSEE and STAR, records are pulled from the ODS with specified enrollment and exit date ranges. For example:
    • 2011 Base: Data was pulled February 27, 2012 with (Enrollment Date <= 6/30/2011) AND (Exit Date IS NULL OR Exit Date >= 7/1/2009)
    • 2012 Growth: Data was pulled August 15, 2012 with (Enrollment Date <= 6/30/2012) AND (Exit Date IS NULL OR Exit Date >= 7/1/2010)
    • When an exit date is null, it means that the student is still enrolled. For processing, null exit dates are converted to the last date of processing (i.e., 06/30/2011 for the Base and 06/30/2012 for the growth).
  2. Fall CENSUS Date: For continuous enrollment processing, the Fall Census date (or Fall CBEDS date) is the first Wednesday in October of that processing year. For example, for the 2011 Base API processing the Fall Census date is October 6, 2010 and for the 2012 Growth API processing the Fall Census date is October 5, 2011.
  3. First Day Test Date in Test Record: For processing, the first day test date is created for both the STAR records and the CAHSEE records. The testing date column from the ETS testing files should contain the month/day/year, but in some instances, the record has only the month/year or day/year which will result in a null result or blank cell when converted to a date field. When the testing date column is incomplete in the ETS testing file, the following rules are followed:
    1. If there is a blank date, then the test date is populated based on a match to another test record in the same test file that has the same school/district code.
    2. If there are no matches to another test record, and the original date is missing a day (e.g., 04 2011) then the day of 15 is added. For example, 04 2011 becomes 04152011. For any remaining test dates that cannot be resolved or are blank, the test date of 03152012 is used for the growth and 03152011 is used for the base because March 15 is the midpoint of testing.
    3. For CAHSEE, there are two testing dates in the file, one for ELA and one for math. If there is no math date, then the ELA testing date is used, and if there is no ELA date, then the math date is used. If the test date is not populated then proceed with steps a and b above.
  4. Alternative Education Program (AEP): Schools with the following entity type are considered AEP schools: (1) continuation high schools, (2) county community, and (3) district community day schools.
  5. Test Record: A test record includes data from the student answer document from the CAHSEE and the STAR, specifically: SSID, UIN, Test date (CAHSEE has both an ELA test date and a Math test date), county code, district code, school code, School CBEDS continuously enrolled field, district CBEDS continuously enrolled field, school of residence code, district of residence code.
  6. Special CDS Code Circumstances:
    1. Repeating school code or district code: The CALPADS enrollment data and the test records have cases of CDS codes having the same school code or the same district code repeated for both the county-district code and the school code (i.e., 0123456-0123456).
      1. A repeating school code indicates an independently reporting charter school. For these codes, the district code is replaced with the authorizing district.
      2. In cases where the district code is repeated in the school field in the CALPADS file, the district code is replaced with the school code from the test file if the SSIDs match and the district matches. All other records where the district code is repeated, the student is not processed for continuous enrollment at the school level. A repeating district code in the school field of either the test record or the CALPADS file indicates that the student is enrolled/receiving services from the district office and not at a school site.
    2. Merged Districts or other reorganizations: Schools that are merged or have had district reorganizations are placed in a lookup table to be used when comparing the CDS code from CALPADS to the CDS code on the test record. Merged districts and other reorganizations can be found on the CDE’s District Reorganizations Web page.
    3. NPS schools (i.e., school code is "0000001"): NPS schools are schools that have a school code of ‘0000001’. After continuous enrollment is determined for these schools the district code for these school is replaced with the county-district of residence code that is provided on the test file.
  1. Gap of Enrollment:
    1. School 30-day gap: If a student has multiple start and end dates at the same school, then each “gap” (count consecutive calendar days) should be examined to determine if more than a 30-day gap (31 days or more) has occurred.
      Example 1: Exit and Start at Same School

      SSID: 000002222 Start Date Exit Date*
      School A: 8/30/11 10/30/11
      School A: 11/15/11 1/14/12
      School A: 2/15/12 3/3/12
      School A: 3/13/12 4/10/12
      School A: 4/15/12 6/27/12

      Count the number of days between 10/30/11 to 11/15/11.
      *Since the exit date reflects the last day the student was enrolled, the actual count is 10/31 to 11/14, which is 15 days.

      Count the number of days between 1/14/12 to 2/15/12 (1/15 to 2/14) = 30 days

      Count the number of days between 3/3/12 to 3/13/12 (3/4 to 3/12) = 9 days

      Count the number of days between 4/10/12 to 4/15/12 (4/11 to 4/14) = 4 days

      Based on this scenario, each gap would be examined to see if a gap of more than 30 consecutive calendar days occurred. If one of the counts did reflect more than 30 days, then the student would be considered NOT continuously enrolled.

      In this example for SSID 000002222, while the second count reflects a 30-day gap, since this is not more than 30, and since none of the other gaps (15, 9, 4) reflect more than 30 days, this student would be considered continuously enrolled.

      Example 2: Exit and Start at Different Schools

      SSID: 000003333 Start Date Exit Date
      School A: 8/25/11 9/30/11
      School B: 10/05/11 11/27/11
      School C: 11/28/11 12/05/11
      School B: 12/15/11 6/29/12

      Count the number of days between 11/27/11 to 12/15/11 (11/28/11 to 12/14/11) which is 17 days.

      For this scenario, for SSID # 000003333:

      1. Student was at School B on 10/05/11 (Fall Census).
      2. Student left School B and enrolled at School C.
      3. Student returned to take the test at School B.

      Even though the student left for a different school between 11/28/11 to 12/05/11, since this student was at School B on Fall Census and took the test at the same school, the “gap” counted would be between 11/27/11 to 12/15/11. Since this gap between 11/27/11 to 12/15/11 was 17 days, this student would be considered continuously enrolled.

      The “key” here is to remember that we are only interested in counting the enrollment gaps between the Fall Census school and that same school if that is where the student took the test. (Transfers to other schools in between this time frame are not relevant.)

      EXCEPTION:

      Sometimes, the student will be identified as “exiting” before testing, but the STAR/CAHSEE file will show that a test was taken by the student:

      SSID: 000003333 Start Date Exit Date Test Date
      School A: 8/25/11 5/13/12 5/18/12

      In such scenarios, the student would be considered continuously enrolled.

    1. District 30-day gap: Use the same concept as above except at the district level. Using Example 2 above, at the district level, since none of the  gaps are more than 30 days, the student would be considered continuously enrolled in the district if Schools A, B, and C are all  in the same district.
  1. STAR Continuous Enrollment Processing for 2013 Accountability:
    1. Students are considered continuously enrolled in a school and/or district if the following circumstances are true:
      1. The district/school code in the CALPADS enrollment record is equal to the district/school code on the STAR test file, and
      2. The CALPADS enrollment record has an enrollment date less than or equal to 10-03-2012 (Census Day) and an exit date greater than or equal to 10-03-2012. (When an exit date is null, it means that the student is still enrolled. For processing, null exit dates are converted to the last date of processing, e.g. 06/30/2013 for 2013 growth), and
      3. There is no gap of enrollment greater than 30 days from that district/school code (i.e., no gap of enrollment between two CALPADS enrollment records for the same school or no gap of enrollment in the CALPADS enrollment record between Census Day and the first day of testing).
    2. Students are also considered continuously enrolled in a school and/or district if they meet criteria (1) and (2) above AND the student was referred (exit code T167) to an AEP school and then later returned to the school where they were enrolled at on Fall Census Day and took the test regardless if they had a gap of enrollment at that school due to a transfer to an AEP of more than 30 days.
  2. CAHSEE Continuous Enrollment Processing – Late Administration (July – December 2012):
    1. Students are considered continuously enrolled in a school and/or district if the following circumstances are true:
      1. The district/school code in the CALPADS enrollment record is equal to the district/school code on the CAHSEE test file, and
      2. The CALPADS enrollment record has an enrollment date less than or equal to 10-05-2011 and an exit date greater than or equal to 10-05-2011, and
      3. There is no gap of enrollment greater than 30 days from that district/school code. (Note: Because many schools and districts exit their students over summer break, summer break is not counted as part of the 30 day gap. Summer break is defined as when an exit date occurs between 05-01-2012 and 07-31-2012 and a consecutive enrollment record having an enrollment date between 07-01-2012 and 09-30-2012.)
    2. Students are also considered continuously enrolled in a school and/or district if they meet criteria (1) and (2) above AND the student was referred to (exit code T167) an AEP school and then later returned to the school where they were enrolled at on Fall Census Day and took the test, regardless if they had a gap of enrollment at that school due to a transfer to an AEP of more than 30 days.
  3. CAHSEE Continuous Enrollment Processing (January – May 2013 Administration):
    1. Students are considered continuously enrolled in a school and/or district if the following circumstances are true:
      1. The district/school code in the CALPADS enrollment record is equal to the district/school code on the CAHSEE test file, and
      2. The CALPADS enrollment record has an enrollment date less than or equal to 10-03-2012 and an exit date greater than or equal to 10-03-2012, and
      3. There is no gap of enrollment greater than 30 days from that district/school code (i.e., no gap of enrollment between two CALPADS enrollment records for the same school or in the CALPADS enrollment record between Census Day and the first day of testing).
    2. Students are also considered continuously enrolled in a school and/or district if they meet criteria (1) and (2) above AND the student was referred to (exit code T167) an AEP school and then later returned to the school where they were enrolled at on Fall Census Day and took the test, regardless if they had a gap of enrollment at that school due to a transfer to an AEP of more than 30 days.
  4. Defaulted to Continuous Enrollment Designation for 201112 API Reporting Cycle:
    1. For the 2011–12 API reporting cycle, there were three instances in which the continuous enrollment designation was made from the STAR or CAHSEE test record continuous enrollment fields: (1) the SSID from the test record was not matched to an SSID in the CALPADS data, (2) the SSID field on the test record was blank, or (3) in less than 1% of cases CDE programmers could not determine the continuous enrollment designation from CALPADS enrollment and exit data. The undetermined continuous enrollment designations were defaulted to the test record. For records that are defaulted:
      1. If the STAR/CAHSEE test file states “Yes” for continuous enrollment for a particular student record at the school-level, then the student is considered continuously enrolled.
      2. If the STAR/CAHSEE test file states “No” for continuous enrollment for a particular student record at the school-level, then the student is considered not continuously enrolled.
      3. If the STAR/CAHSEE test file is blank or not valid for a particular student record, then the default is the student is considered continuously enrolled.
  5. Defaulted to Continuous Enrollment Designation for 201213 API Reporting Cycle:
    1. For the 2012–13 accountability cycle, records were defaulted to continuously enrolled if:
      1. The SSID from the test record was not matched to a SSID in the CALPADS data,
      2. The SSID field on the test record was blank, or
      3. In less than 1% of the cases CDE programmers could not determine the continuous enrollment designation from the CALPADS enrollment and exit data.

 

Questions:   Academic Accountability Unit | aau@cde.ca.gov | 916-319-0863
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