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USBE explains graduate-rate preview and how LEAs must use S1X/historical updates before October finalization
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Summary
USBE staff reviewed preliminary cohort results, explained how graduation cohorts are assigned, and described the two ways LEAs can correct prior-year records: S1X updates to the last reported record or formal historical-update requests for records that cannot be changed with S1X.
USBE accountability staff reviewed the timeline and data steps that determine the official graduation rate and told districts how to correct prior-year records before the October finalizer.
Why it matters: Finalized October data feed the state’s official graduation-rate calculations. Corrections that arrive after the October finalizer may not be reflected in that year’s published rate.
Major points
- Preliminary data: USBE said it had sent multiple MoveIt files earlier in the summer and again in mid-September because of minor processing issues; the most recent MoveIt file is the most accurate of the prior-run previews. The preview reflects what was finalized in July and will not include S1X or historical updates filed after that roll.
- Cohort rules: A student’s cohort year is determined by the grade and year they first enroll in ninth grade (or are otherwise placed into a cohort). Only school-of-record enrollments count. If a student’s school-of-record flag is “no,” that record is excluded from cohort calculations for that school.
- Two ways to change prior records: • S1X update: USBE explained that LEAs should submit an s1x (an S1 record with an X resident status) to update the most recent prior record in UTREx. The s1x is appropriate when the student is not currently enrolled and the LEA needs to change an exit code or completion status on the last record that UTREx holds for that student. • Historical update: For changes that cannot be made with s1x (for example, records of students who are currently enrolled or situations requiring a manual fix), LEAs must submit a historical-update request through the Data Gateway form. USBE said historical updates are manual and take longer; they guarantee completion only for requests submitted by the stated deadline (the team specified a guaranteed completion cutoff two weeks before the finalize deadline for this cycle).
- Document checks: USBE noted that adult-education diplomas, GED results and other external credentials must be verified via USBE/OVAE sources before the state will recode a student's completion status. LEAs should provide SSIDs when they ask USBE to investigate grad-rate anomalies.
Ending: USBE asked LEAs to review their MoveIt files and the graduation preview report and to submit s1x or historical updates as needed before the October finalizer so any corrections will be reflected in the final cohort calculations.
