Summary
The (NC) Dropout Data Collection uses an Applicable Day 20 to evaluate whether subsequent enrollment resolves a student from dropout reporting.
The Applicable Day 20 may differ by student because the reports consider the current-year Month 1 end dates for both the prior reporting school and a receiving school.
This article explains how the reports calculate and use the date. Refer to the current Dropout Data Manual for the reporting requirements associated with Day 20.
How the Applicable Day 20 Is Determined
The reports may use the following dates:
- The current-year Month 1 end date for the student's prior or reporting school
- The current-year Month 1 end date for the student's receiving school
When both dates are available, the report uses the later date as the student's Applicable Day 20.
| Prior School Day 20 | Receiving School Day 20 | Applicable Day 20 |
|---|---|---|
| September 1 | September 8 | September 8 |
| September 8 | September 1 | September 8 |
| September 1 | Unavailable | September 1 |
Using the later date prevents the report from evaluating a student against a date that occurred before the receiving school completed its first school month.
Missing Day 20 Information
If only 1 usable school specific Day 20 is available, the report uses that date.
If a required school specific date is unavailable, the report uses the most frequently reported Day 20 across all school calendars as a statewide fallback date.
A fallback date may indicate that the School Months information for a school requires review.
Note: The statewide fallback allows the validation to continue when a school-specific date is unavailable. It does not replace the requirement to maintain accurate School Months information.
How Enrollment Is Evaluated
The reports use the student's Prior Enrollment Type to determine how current year enrollment is evaluated against the Applicable Day 20.
Early Leaver
An Early Leaver must be in qualifying actual membership on the Applicable Day 20 for the enrollment to resolve the student in the report.
Enrollment that ended before Applicable Day 20 does not resolve an Early Leaver for the reporting cycle.
Completer
A Completer must have at least 1 day of qualifying actual membership on or before the Applicable Day 20.
The enrollment does not have to remain active through the Applicable Day 20.
Previous CCAHS
A Previous CCAHS student must be qualifying actual membership on the Applicable Day 20 for the enrollment to resolve the student in the report.
Comparison by Prior Enrollment Type
| Prior Enrollment Type | Enrollment Requirement Used by the Report |
|---|---|
| Early Leaver | In qualifying actual membership on the Applicable Day 20 |
| Completer | At least 1 day of qualifying actual membership on or before the Applicable Day 20 |
| Previous CCAHS | In qualifying actual membership on the Applicable Day 20 |
Example
A student's prior school has a Day 20 of September 1. The receiving school has a Day 20 of September 8. The report uses September 8 as the Applicable Day 20.
The student enrolls in the receiving school on August 20 and exits on September 5.
- If the student is an Early Leaver, the enrollment does not resolve the student because the student was not in membership on September 8.
- If the student is a Completer, the enrollment may resolve the student because the student had at least 1 day of qualifying membership before September 8.
- If the student is Previous CCAHS, the enrollment does not resolve the student because the student was not in membership on September 8.
Qualifying Actual Membership
The reports evaluate actual enrollment rather than every enrollment record associated with the student.
An enrollment used as qualifying actual membership must meet the report requirements for:
- Primary enrollment
- State reporting inclusion
- Regular school-year enrollment
- Actual membership
- Applicable enrollment status
The reports do not use the following as normal actual membership:
- No show enrollments
- Summer school enrollmnets
- Administrative records that do not establish actual membership
- Enrollments exclude from state reporting
A no show or administrative enrollment may appear later in the student's record without replacing the student's authoritative actual enrollment.
Multiple Current Year Enrollments
When more than 1 qualifying current year enrollment exists, the report selects the enrollment evidence closest to the Applicable Day 20 for display.
Review the student's full enrollment history when the displayed record does not provide enough information to determine the correct outcome.
Enrollment in Another PSU
The reports search statewide enrollment data by student. A student's prior PSU may receive enough enrollment evidence to determine whether the student's status is resolved.
The report may display:
- Receiving PSU
- Receiving school
- Enrollment start date
- Whether the enrollment occurred during the same reporting year or the current year
The report does not display the subsequent enrollment end date when presenting cross-PSU enrollment evidence.
Use the State Student Locator when additional statewide enrollment research is needed.
How the Date Affects the Reports
Potential Dropouts
A student may remain in (NC) DR04 - Potential Dropouts (State) when the report does not find enrollment that meets the requirement for the student's Prior Enrollment Type and Applicable Day 20.
Review:
- Prior Enrollment Type
- Prior school Day 20
- Applicable Day 20
- Current year enrollment evidence
- Dropout record indicators
- Graduation and W3 evidence
Edit Checks
A student may appear in (NC) DR02 - Edit Checks (State) when an open Dropout program record conflicts with qualifying enrollment.
Related Issue Codes include:
- OPEN_DROPOUT_WITH_CURRENT_YEAR_ENROLLMENT
- OPEN_DROPOUT_WITH_SUBSEQUENT_MEMBERSHIP
Review the displayed evidence before end dating or otherwise correcting a Dropout program record.
Reported Dropout Detail
The Applicable Day 20 helps determine whether a Dropout program record remains active through the reporting cutoff.
A record that ended before the Applicable Day 20 may remain available for review but is not treated as active through the cutoff.
Review Unexpected Results
When a student appears unexpectedly:
- Confirm the student's Prior Enrollment Type.
- Review the prior school's current year Month 1 end date.
- Review the receiving school's current year Month 1 end date, when applicable.
- Confirm the Applicable Day 20 displayed by the report.
- Review the current year enrollment start and end dates.
- Confirm that the enrollment represents actual membership.
- Review no show, summer school, and state exclusion information.
- Correct inaccurate source data.
- Review the report again after the nightly refresh.
Do not change an accurate enrollment or School Months record solely to remove a student from a report.
