Skyward Withdrawal Guide - Midland Independent School District

Skyward Withdrawal Guide WRITTEN STATEMENTS PARENTS/QUALIFIED STUDENTS. Acceptable documentation can consist of a written signed statement from a parent/guardian or qualified student. Documentation of intent to enroll in college, private school or school out-of-state must be obtained within 10 days of the last day the student attended school. For example, acceptable documentation of intent to enroll in a private school or school out-of-state is a copy of the withdrawal form, completed at the time the student quits attending school in the district, and signed and dated by the parent/guardian or qualified student, and an authorized representative of the school district. The withdrawal form should indicate either where the family is moving, the name of the school district the student will be attending, or that the student will be home schooled. The original signature of the parent/guardian or qualified student must appear on the same page of the withdrawal form as the destination. Other acceptable documentation is written documentation of an oral statement by the parent/guardian or qualified student made within 10 days of the time the student quits attending school in the district, signed and dated by an authorized representative of the district. A statement by an adult neighbor or other adult (other than the parent/guardian or qualified student) is allowed only to document a student returning to home country. Verification by the superintendent or authorized representative that the child has been enrolled in a private school in Texas or a private or public school outside of Texas leading to the completion of a high school diploma, has returned to his or her home country, is being home schooled, or has enrolled in college in a program leading to an Associate’s or Bachelor’s degree. Acceptable documentation of this type of verification (i.e., first-hand knowledge) includes, for example, appropriately documented in person or telephone conversations between the superintendent or authorized representative and the parent, guardian, or qualified student. NO-SHOW STUDENTS If a student does NOT show up on the first day of school, he/she is considered a “NoShow.” These students cannot be counted in your first day count for membership. NoShow students should be withdrawn as soon as they are identified (refer to instructions below). Delaying the data entry for these student records will prevent you from obtaining a valid first day count and it will prevent other campuses from enrolling them on the first day of school. Note: If a student enrolls/transfers during the school year and doesn’t show up, he/she is considered a “No-Show”. If this occurs, please contact the main office to request that the student be deleted. Page 13 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide To key a no-show withdrawal for a student who never attended your campus during the current school year, do the following: 1. 2. 3. 4. Go to Students Students – ST Student Profile – PR page. Perform name search by Name Key or clicking Student link for advanced search. Click the Entry/With tab Click No-Show. 5. Review the information. a. Withdrawal Code is 44 – NO SHOW. b. Ensure that there are NO GRADES and then click Save. 6. You will now see a withdrawal date and can also check the process was successful by confirming the classes were dropped on the student’s Schedule Current tab. Page 14 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide SUMMER WITHDRAWAL A summer withdrawal may be used for parents who notify you at the end of the school year or during the summer that they are moving out of MISD for the next school year (2022-23). To key a summer withdrawal in Skyward: 1. Go to the Students Student Profile Entry/With tab. 2. Click on the Withdraw button. 3. In the Date field, input the 06/05/2022 summer withdrawal date (subject to change). 4. In the Code field, select code ‘59’ or the appropriate withdrawal code. Refer to pg. # 25 for a list of withdrawal codes. 5. Fill in the Comment field such as ‘Moving to Dallas’. 6. Select ‘Active’ for the Current Year Status. 7. Click ‘Save’. Page 15 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide 8. Once you click Save, the following pop-up will display, click Yes. 9. In the Current Year Scheduling Options section, select Leave as is for ALL options and then click Continue Withdrawal. 10. Once you click Continue Withdrawal, the following pop-up will display, click OK. 11. If the student has a next year transfer, email the campus to inactive the student for next year. Page 16 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide EARLY GRADUATES 1. On the General Profile tab, edit the Graduated field to 'Yes' and input the Graduation Date. 2. Go to the Entry/With tab and withdrawal the student as of the graduation date with a withdrawal code of '01'. Page 17 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide STATUS CHANGE (CODE 33 Withdrawal/Re-Entry) A Status change occurs when a change or update to the student’s record is required in order to reflect accurately. This update is usually made when credits have been earned to signify a change in classification or a schedule change indicates change in entry/eligibility code. For example, a student enrolled at the start of the year and was keyed as a 10th grader. After completing some credits, the student now has enough credits to be classified as an 11th grader. The Registrar/Data Clerk would make this update by using the “Status Chg” on the Entry/With tab for the student in Skyward. To key a status change in Skyward: 1. Go to the Student Student Profile Entry/With tab. 2. Click on the appropriate entry record and then click on the Status Chg. button. 3. In the Date field, Enter the effective date of the student’s status change. 4. In the Code field, click on the drop down menu and select code 33. 5. Enter a comment in the comment field. Page 18 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide 6. After you click save the following screen will appear. Update the “Grade/Grad Yr” field if it is the student’s grade level that has changed. OR Update the “Entry Code” field if it is the student’s entry/eligibility code that has changed. You can also enter a comment. Click save. IMPORTANT: The Withdrawal Date and Entry Date must be the same. Page 19 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide Sample Campus Change Form Page 20 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide STUDENT LEAVER DATA For questions concerning student leaver data, please contact Amber Day, Dropout Prevention and Intervention Coordinator at 240-1296 or amber.day@midlandisd.net. Defining Leavers There are three ways to define students who were enrolled in the prior school year and who do not reenroll in the following school year. These include: 1. Leavers a. A leaver is a student who was enrolled at least one day in a Texas public school the prior year and does not return the following fall. b. These are categories of students that TEA cannot determine the status unless a leaver record is submitted. c. A PEIMS 203 record is submitted. d. Withdrawal codes include: 01 - graduated; 03 - died; 16 - return to home country; 24 - college, pursue degree; 60 - home schooling, online diploma program; 66 - removed/child protective services; 78 - expelled, cannot return; 81 - enroll in a Texas private school; 82 - enroll in a school outside of Texas; 83 – not entitled to enroll; 85 - graduated outside of Texas/returned, left again; 86 - GED outside of Texas; 87 – enroll in university high school diploma program; 88 – Court order GED has not earned GED; 89 – Incarcerated State or Federal as an adult; 90 – Graduate out of state under ICEOM (Military). 2. Movers a. A mover is a student who will be reported to PEIMS by another district or entity. b. A mover is a student who, through the TEA PEIMS/PET submission, can be located at another Texas public school as enrolling during the school-start window or has obtained a GED certificate at a Texas examination site by August 31. c. Students who have been coded with a mover code but cannot be tracked through the PEIMS/PET submission as enrolling in another Texas public school during the school-start window or obtaining a GED by August 31 will be considered a dropout. d. A PEIMS 203 record is not submitted unless the student is determined to be a leaver or a dropout. e. Withdrawal codes include: 21 - transfer to other campus in district; 30 enter health care facility in Texas and receiving educational services; 31 completed GED in Texas by August 31; 61 - incarcerated outside of district in TX and receiving educational services; 63 - graduated/returned, left again; 64 - GED/returned left again; 80 - enroll in other Texas public school. Page 21 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide 3. Dropouts a. A dropout is a student who is not a leaver or a mover. b. Students who have been coded with a mover code but cannot be tracked through the PEIMS/PET submission as enrolling in another Texas public school during the school-start window or obtaining a GED by August 31 will be considered a dropout. c. A PEIMS 203 record is submitted. d. Withdrawal codes include: 02 - pursue job/job training; 04 - join the military; 08 - pregnancy; 09 - marriage; 10 - alcohol/other drug abuse problems; 14 age; 15 - homeless or non-permanent resident; 19 - failed exit TAKS/STAARmet graduation requirements; 20-medical injury; 22 - enroll in alternative/GED program; 44 - no-show and whereabouts are unknown; 47 – incarcerated inside or outside of Texas and not receiving services; 59 summer withdrawal and whereabouts are unknown; 79 - expelled, can return, has not; 84 - academic performance; 98 - other/unknown. Audit Concerns Since 1997-1998, the integrity of leaver records has been evaluated annually by TEA through various indicators and data analyses. The system is designed to identify districts that are a high risk of having inaccurate dropout records and that, as a result, require onsite monitoring of dropout records. The data validation indicators include the following: 1. Leaver Data Analysis – This indicator identifies districts that reported a decrease in dropout rates that was significantly greater than the reported decreases of other similar districts for the same time period. 2. Underreported Students – This indicator identifies districts with a higher count and/or percent of underreported students (prior-year grade 7-12 students for whom districts fail to submit a leaver or enrollment record the following fall and are not factored into the dropout calculation) than the state standard for the count and/or percent of underreported students. 3. Zero Dropouts and High Use of Other Exit Leaver Codes – This indicator identifies districts with zero dropouts and an unusually high use of leavers with intent codes. Intent codes include 16, 24, 60, 81, and 82. 4. High Use of One or More Leaver Codes – This indicator identifies districts with an unusually high use of one or more leaver codes. Leaver codes include 03, 16, 24, 60, 66, 78, 81, 82, 83, 85, 86, 87, 88, 89 and 90. 5. Continuing Students’ Dropout Rate – This indicator identifies districts with a continuing students’ dropout rate (the dropout rate of students from the previous year graduating Class who returned to school after their expectant cohort graduation year) that exceeds the state standard. Page 22 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide Because of the monitoring from TEA it is very important that these guidelines are strictly followed. Procedure Overview Leaver reports include data for two different groups of students: Report 1: Current Year Includes students who withdraw during the current year (2021 Report 2: Prior Year 2022). Includes students who completed the prior year (2020-2021) but did not return for the current year (2021-2022) and students who withdrew during the previous school year (20 20-2021). Documentation that must be kept in the student’s PRC includes, but is not limited to, the student’s withdrawal form and documentation supporting the withdrawal code. Withdrawal forms must be signed and dated by the campus administrator and parent/guardian. If the parent/guardian is not available for the signature the campus administrator must note on the withdrawal form the reason for the missing signature. Signatures on the withdrawal form from the clerical staff are not permitted unless prior approval has been received by the Student Data Systems (SDS) Department. Included in this information are detailed operational procedures for accomplishing the data entry and other necessary tasks. Also included are relevant excerpts from the PEIMS Data Standards, listing the acceptable withdrawal codes, definitions, and documentation requirements for each code. Please keep in mind that proper documentation, as defined in the PEIMS Data Standards, will be a key issue when we are audited. Current Year As withdrawals occur throughout a school year, authorized personnel should assign the proper withdrawal code, based on the PEIMS Data Standards and available documentation. NOTE: You must have the correct documentation as noted in the PEIMS Data Standards to support the code assigned. In addition to procedures normally followed by the campus, the withdrawal form, enrollment form, and any other relevant documentation should be placed in the student’s PRC. You must also upload the signed withdrawal form along with approved documentation supporting the code into Skyward. Each six weeks, the campus will need to review current year withdrawals that will be sent in the campus Leaver Audit. The Leaver Audit verifies that the documentation on file meets the documentation requirements outlined in the PEIMS Data Standards and identifies which students are missing documentation. Page 23 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide Updates will need to be maintained throughout the current school year and acceptable documentation filed and uploaded If documentation is obtained which causes a change in the leaver code, the change should be noted on the six weeks Leaver Audit notes by the appropriate staff member. The new documentation should be attached to the original documentation and then placed in the student’s PRC. It should also be uploaded on the Entry/With tab in Skyward. Campuses will be provided a blank copy of the MISD Student Verification Form, Home School Verification Form, and Leaver Tracking Form. See section 2.20 or the Leaver Reason table for the documentation requirements of each withdrawal code. NOTE: Please use the most current forms provided to ensure that documentation requirements are up- to-date. NOTE: For Secondary Campuses Only: Leaver reason codes may only be updated for current year withdrawals (i.e. 21-22). Coding changes to prior year withdrawals (i.e. 20 21), which include summer and no-show withdrawals, will only be updated by the district’s Dropout Prevention and Intervention Coordinator. If you identify that a change needs to be made to a prior year, please contact Amber Day, Dropout Prevention and Intervention Coordinator, at 240-1296 or amber.day@midlandisd.net. LEAVER DATA MONITORING Summary of important points to remember School districts report data on all students they served in grades 7-12 during the prior school year. The school-start window extends from the first day of school through the last Friday in September. Leaver records are submitted for students who left the district before the end of the school year, did not return in the same year, and did not return in the fall in the school-start window. The student’s leaver record will be reflected on the last campus of attendance. Leaver records are not submitted for students who enroll in other Texas public school districts, students who obtain GED certificates at Texas examination sites by August 31st, and students accounted for through other state reconciliation processes. Grade level of a school leaver refers to the last grade of enrollment. Students who complete a grade, but do not return to school within the school-start window the following year, will be reported with the grade level during the last year of enrollment. CAMPUS-ID refers to the identification number of the campus in which the student was last enrolled. If a student completes the eighth grade at a middle school (Grades Page 24 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide 6-8), and then fails to return to school at a high school (Grades 9-12) the following fall, he is shown as a school leaver in Grade 8 from the middle school campus. Students who complete a GED program are not reported as graduates. Students who have previously completed all graduation requirements in one school year, but do not pass the exit-level TAKS or STAAR until the next year, are reported as graduates in the year in which the state assessments required for graduation are passed. Skyward Withdrawal Code Reference sheet School leavers with these codes are counted as dropouts. MISD WD Code School leavers with these codes are not counted as dropouts. MISD WD Code Description Description 02 Pursue job/job training 01 Graduated 04 Join the military 03 Died 08 Pregnancy (Parent, Male or Female) 16 Return to home country 09 Marriage 21 Transfer to other campus in district (MISD) 10 Alcohol/other drug abuse problems 24 College, pursue degree 15 Homeless or non-permanent resident Failed exit TAKS/STAAR met grad requirements Medical 30 Enter health care facility in TX/receiving services 31** Completed GED 19 20* 22 Alt. Prgm, working toward diploma/GED certificate 60 44 No-Show 61 47 Incarcerated receiving no services 63 Graduated/returned/left again 59 Summer Withdrawal 64 GED/returned; left again 72 Court ordered alternate program 66 Removed/child protective service Page 25 of 29 Home schooling/Online Diploma Program Incarcerated outside district in TX/receiving services Last updated: 07/26/2021

Skyward Withdrawal Guide 79 84 88* 89* 98 Expelled, can return, has not Academic performance (using for truancy) Court Ordered GED, GED Not Yet Earned Incarcerated State Jail/Fed Penitentiary as Adult Other (unknown or not listed) 78 Expelled, cannot return (Use this code when a student is expelled to DDAEP) 80 Enroll in other TX public School 81 Enroll in a Texas private school 82 Enroll in school outside of Texas 83 85 Not Entitled to Enroll/No Imm/Non Resident Graduated outside of Texas/returned, left again 86 GED outside of Texas 87 Enroll in Univ HS diploma program 90 Grad from another state for military children Page 26 of 29 Last updated: 07/26/2021

Skyward Withdrawal Guide SKYWARD REPORT MANAGER The Student Data Systems (SDS) department creates and publishes custom reports to Skyward Report Manager for departments and campuses throughout the district. These reports are usually live, current data with specific criteria programmed for each report. When running reports on Skyward Report Manager, please keep in mind: Skyward Report Manager can only be accessed on the MISD network.

Skyward Withdrawal Guide Last updated: 07/26/2021 TABLE OF CONTENTS . WITHDRAWAL GUIDELINES 2 To key a withdrawal in Skyward: 3 PRINTING THE WITHDRAWL FORM 6 To Delete a Withdrawal 10 COMPLETENESS OF DOCUMENTATION 12 SIGNATURES OF DOCUMENTATION 12 WRITTEN STATEMENTS PARENTS/QUALIFIED STUDENTS. 13 NO-SHOW STUDENTS 13 SUMMER WITHDRAWAL 15