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California Department of Education
Educational Demographics Office
Data Dictionary Version 8.0.3
June 18, 2007

Revision History

Name	Date	Reason For Changes
S. Yeary	18-Jun-2007	Updated definition of dropout no-show in Appendix B - Other Considerations from "students who completed any of grades seven through eleven during the 2005-06 school year" to "students who completed any of grades six through eleven during the 2005-06 school year."
S. Yeary	1-Jun-2007	Updated to Data Dictionary version 8.0.3 with the following changes: Updated code 450 to include infants.
S. Yeary	23-Apr-2007	Updated to Data Dictionary version 8.0.2 with the following changes: Updated header– added an “s” to code to correspond with the title of document. Added a Revision History to the document. Code 100 – Updated the description to match the Data Dictionary description, updated the notes section - removed date (May 24, 2006), spelled out grade twelve, and replaced reference to special education students not being required to pass the high school exit exam with a reference to codes 106 and 108. Code 104 – Changed heading from “Withdrew, failed CAHSEE” to “Left, failed CAHSEE” and added a note about referencing code 106 and 108. Code 106 – Added new code. Code 108 – Added new code. Code 120 – Italicized Education Code and added “sections” to the notes section. Code 140 – Changed heading from “Withdrew, no known enroll” to “Left, no known enroll.” Code 160 – Added “(within or outside district)” to description. Code 310 – Changed heading from “Entered health care facility” to “Entered health care facil.” Code 360 – Added a note for when to use code 104. Code 420 – Changed heading from “Completed grade, no return” to “No-show, in same school, prior year” and updated the example in the notes section to refer to code 160, instead of 470. Code 430 – Changed heading from “Completed gr, no matric” to “No-show, matriculating.” Code 440 – Updated heading – added a dash between “schl” and ‘left.” Code 450 – Updated heading, description, grade level, and notes from “K-6” to “PreK-6.” Code 460 – Changed “non-public” to “private” in description. Code 470 – Changed heading from “Pre-enrolled, attends other district school” to “Other no-show (not 420 or 430).” Appendix B – Updated dropout definition by incrementing all years up one year. Appendix B – Bulleted the items under Exclusionary Conditions. Appendix B – Updated examples by incrementing all years up one year. Appendix B – Updated Transfers to Adult Education Programs by incrementing all years up one year and bulleted the items under counting dropouts. Appendix B – Updated Other Considerations by incrementing all years up one year and spelled out CDE. Appendix B – Dropout Checklist – updated item 11 by incrementing the year up one year.

Name

Date

Reason For Changes

S. Yeary

18-Jun-2007

Updated definition of dropout no-show in Appendix B - Other Considerations from "students who completed any of grades seven through eleven during the 2005-06 school year" to "students who completed any of grades six through eleven during the 2005-06 school year."

S. Yeary

1-Jun-2007

Updated to Data Dictionary version 8.0.3 with the following changes:

Updated code 450 to include infants.

S. Yeary

23-Apr-2007

Updated to Data Dictionary version 8.0.2 with the following changes:

Updated header– added an “s” to code to correspond with the title of document.
Added a Revision History to the document.
Code 100 – Updated the description to match the Data Dictionary description, updated the notes section - removed date (May 24, 2006), spelled out grade twelve, and replaced reference to special education students not being required to pass the high school exit exam with a reference to codes 106 and 108.
Code 104 – Changed heading from “Withdrew, failed CAHSEE” to “Left, failed CAHSEE” and added a note about referencing code 106 and 108.
Code 106 – Added new code.
Code 108 – Added new code.
Code 120 – Italicized Education Code and added “sections” to the notes section.
Code 140 – Changed heading from “Withdrew, no known enroll” to “Left, no known enroll.”
Code 160 – Added “(within or outside district)” to description.
Code 310 – Changed heading from “Entered health care facility” to “Entered health care facil.”
Code 360 – Added a note for when to use code 104.
Code 420 – Changed heading from “Completed grade, no return” to “No-show, in same school, prior year” and updated the example in the notes section to refer to code 160, instead of 470.
Code 430 – Changed heading from “Completed gr, no matric” to “No-show, matriculating.”
Code 440 – Updated heading – added a dash between “schl” and ‘left.”
Code 450 – Updated heading, description, grade level, and notes from “K-6” to “PreK-6.”
Code 460 – Changed “non-public” to “private” in description.
Code 470 – Changed heading from “Pre-enrolled, attends other district school” to “Other no-show (not 420 or 430).”
Appendix B – Updated dropout definition by incrementing all years up one year.
Appendix B – Bulleted the items under Exclusionary Conditions.
Appendix B – Updated examples by incrementing all years up one year.
Appendix B – Updated Transfers to Adult Education Programs by incrementing all years up one year and bulleted the items under counting dropouts.
Appendix B – Updated Other Considerations by incrementing all years up one year and spelled out CDE.
Appendix B – Dropout Checklist – updated item 11 by incrementing the year up one year.

1. Purpose and Use of Data

The purpose of this document is to provide guidance to local education agency staff to use when utilizing the exit/withdrawal code to report students that are leaving a school. This document also provides information about the codes to be used by grade level, as well as information about how the various exit/withdrawal codes will be grouped for state and federal reporting purposes. Once statewide longitudinal outcome data for students that leave the educational system are available, a variety of cohort longitudinal graduation, completer, and dropout rates will be calculated including on-time (four-year) high school graduation, completer, and dropout rates.

2. Definitions

Dropout

In order to define a dropout, California uses the dropout criteria used in state reporting for the Common Core of Data (CCD) developed by the National Center for Education Statistics (NCES), U.S. Department of Education. The CCD definition determines whether an individual is a dropout by his or her enrollment status at the beginning of the school year (the same day reflected in the enrollment count). Details of the dropout definition and criteria are included in Appendix B.

Graduate

Graduates are diploma recipients who are awarded a high school diploma or a diploma that recognizes some higher level of academic achievement. They can be thought of as students who meet or exceed the coursework and performance standards for high school completion established by the state and local educational agencies.

Completer

High school completers receive a certificate of attendance or some other credential in lieu of a diploma. Students awarded this credential typically meet requirements that differ from those for a high school diploma. Both General Educational Development (GED) and California High School Proficiency Exam (CHSPE) passers are considered to be completers. High school graduates are also completers.

Code	Description	Dropout	Graduate	Completer	Grade Level	Notes
100	Graduated, HS diploma The student left school after meeting all state and local high school graduation requirements, including passing the California High School Exit Exam (CAHSEE), and received a standard high school diploma.	No	Yes	Yes	7-12, ungraded secondary, adults in K-12 programs	Typically used for grade twelve graduates although students who obtain a high school diploma at earlier grades and exit the school would also use this code. Do not use this code for students who are matriculating from middle/junior/ intermediate school to high school. Use 160 or other codes as appropriate. Currently, the CAHSEE is a state requirement for graduation and must be passed by the student to be reported under this Exit/Withdrawal code. See Exit/Withdrawal codes 106 and 108 for reporting students with waivers for taking a modified version of the CAHSEE or for being exempt from passing the CAHSEE.
104	Left, failed CAHSEE Student, who was required to pass the CAHSEE, withdrew from/left school without passing the CAHSEE, but met all other state and local high school graduation requirements. The student did not receive a standard high school diploma and there is no evidence that the student is in an academic program leading toward a standard high school diploma or its equivalent.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs	Include students who met all local graduation requirements, were required to pass the CAHSEE, but did not pass the CAHSEE. See Exit/Withdrawal codes 106 and 108 for reporting students with waivers for taking a modified version of the CAHSEE or for being exempt from passing the CAHSEE.
106	Grad, CAHSEE mods & waiver The student left school after meeting all state and local high school graduation requirements and received a standard high school diploma as a result of obtaining a waiver for pupils with disabilities who have taken the high school exit examination with modifications that alter what the test measures and have received the equivalent of a passing score on one or both subject matter parts of the high school exit examination. The local governing board must approve waiver of the requirement to successfully pass one or both sections of the high school exit examination. [Education Code Section 60851(c)].	No	Yes	Yes	7-12, ungraded secondary, adults in K-12 programs	Typically used for Grade twelve graduates although students who obtain a high school diploma at earlier grades and exit the school would also use this code.
108	Graduated, CAHSEE exempt The student left school after meeting all state and local high school graduation requirements and received a standard high school diploma as a result of satisfying the criteria per Education Code Section 60852.4 for receipt of an exemption from passing the CAHSEE.	No	Yes	Yes	7-12, ungraded secondary, adults in K-12 programs	Typically used for Grade twelve graduates although students who obtain a high school diploma at earlier grades and exit the school would also use this code.
120	Exceptional needs w/certif Student with exceptional needs withdrew from/left school and received a certificate or document of education achievement or completion that meets the requirements of Education Code Section 56390.	No	No	Yes	7-12, ungraded secondary, adults in K-12 programs	See Education Code sections 56390- 56392 in Appendix A for more information pertinent to this Exit/Withdrawal code.
130	Died Student died while enrolled in school or student completed the school year, was expected to return, and died during the summer break.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)
140	Left, no known enroll Student withdrew from/left school and there is no evidence the student is in an academic program toward a diploma or its equivalent. Includes students who leave school for a job, marriage, etc. Note: Do not use this code for “no shows.”	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Include those students that left school due to pregnancy.
160	Enroll another pub CA schl Student withdrew from/left school and the district has received acceptable documentation of enrollment in another public school (within or outside district) in California.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	This code is also used for students that leave a district school and then enroll and attend another school in the same district. This code is also used for students completing the highest grade at a middle/ intermediate/ junior high and then leaving the school to attend a high school. In this case there is no need for documentation of enrollment in another California public school. This code is used for students that exit the school to enroll in a California Youth Authority school, Alternative schools of choice, Continuation schools, Juvenile Court, County community, or Opportunity schools.
180	Enroll in private CA school Student withdrew from/left school and the district has received acceptable documentation of enrollment in a private school in California.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	This code is also used for students completing the highest grade at a middle/ intermediate/junior high and leaving the school to attend a private high school. In this case there is no need for documentation of enrollment in a private school. Also use this code for a student that exits a school and is enrolled in a nonpublic, nonsectarian public school for special education services.
200	Enrolled outside CA Student withdrew from/left school and the district has received acceptable documentation of enrollment in another public or private U.S. school outside California.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	This code should also be used for students matriculating from middle/ intermediate/junior high to a high school outside of California. In this case there is no need for documentation of enrollment in a school outside of California.
240	Moved to another country Student withdrew from/left school to move to another country.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	This code should also be used for students matriculating from middle/ intermediate/junior high to a high school in another country.
260	Enroll adult ed program Student withdrew from/left school to enroll in an adult education program and there is evidence that the student is in attendance and is working toward the completion of a General Educational Development (GED) certificate or high school diploma through an adult education program.	No	No	No	7-12, ungraded secondary, adults in K-12 programs	Enrollment in an adult education program must be verified as of information day in order to use this code.
270	Enroll adult ed then drop Student withdrew from/left school to enroll in an adult education program in order to obtain a GED certificate or high school diploma, but subsequently dropped out of the adult education program. Note: This code is to be used by the last secondary (non-adult education) school attended.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs	Also used when a student’s enrollment in an adult education program cannot be verified on information day.
280	Entered college Student withdrew from/left school and the district has received acceptable documentation that the student is enrolled in college, working toward an Associate or Bachelor’s degree.	No	No	No	7-12, ungraded secondary, adults in K-12 programs
300	Expelled Student was expelled with no further participation in an academic program working toward the completion of a high school diploma or GED certificate or its equivalent.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs
310	Entered health care facil Student withdrew from/left school and entered a health care facility.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Does not include pregnancy.
320	Completed GED Student withdrew from/left school after either (1) passing the GED through any education program, or (2) receiving a high school diploma through an adult education program, The district has acceptable documentation, and the student has not returned to school.	No	No	Yes	7-12, ungraded secondary, adults in K-12 programs
330	Passed CHSPE Student withdrew from/left school and took and passed the California high School Proficiency Exam (CHSPE), the district has acceptable documentation, and the student has not returned to school.	No	No	Yes	7-12, ungraded secondary, adults in K-12 programs
360	Completed gr 12, not grad Student completed grade twelve but did not graduate or receive a diploma and there is no evidence the student is in an academic program leading toward a diploma or its equivalent.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs	Included under this code are those students who completed four years of high school, have not graduated or received a GED or CHSPE certificate, and are not known to be in an educational program leading toward a high school diploma or its equivalent and whose situation cannot be described more accurately by another of these Exit/Withdrawal codes. Use code 104 for those students who completed grade twelve and did not graduate, but met all state and local graduation requirements, but did not pass the CAHSEE.
370	Enter inst for HS diploma Student withdrew from/left school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and is in a secondary program leading toward a high school diploma.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Does not include the following types of schools: Community Day, Continuation, Juvenile Hall, California Youth Authority, and Alternative School of Choice – for a student enrolling in these types of schools use code 160. The “justice system” in the code description is considered prison or jail.
380	Enter inst not for HS dipl Student withdrew from/left school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and is not in a secondary program leading toward a high school diploma.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	See notes for 370.
400	Other (count as dropout) Other (reason unknown or not listed in any of the other codes).	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Use this code if you do not know the reason the student left the school.
410	Left, medical reasons Student withdrew from/left school due to medical reasons.	No	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	If the student entered a health facility, use code 310. This code is to be used for serious long term medical reason (does not include pregnancy).
420	No show, in same schl, prior yr Student completed an academic year at a school and did not return to the same school the following year when the student was expected to return and no other exit code is appropriate.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Use this code when a student is expected to return to, and attend the school and the student is not in attendance on the reporting date. If there is another reason (other than a no show) that the student is not attending, use the appropriate Exit/Withdrawal code (for example if the student was expected to attend the school, did not show up, but is know to be attending another California public school, code 160 would be used).
430	No show, matriculating Student successfully completed a grade level in a school and did not attend the school of matriculation where the student was expected to attend. For example, a student who completed eighth grade at a junior high and did not show up at the expected comprehensive high school. Note: This code is to be used by the “receiving school” that expected the student to enroll.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Use this code when a student is expected to matriculate to a school, and attend the school and the student is not in attendance. If there is another reason (other than a no show) that the student is not attending, use the appropriate Exit/Withdrawal code (for example if the student was expected to attend the school, did not show up, but is know to be attending another California public school, code 470 would be used)
440	Remain in schl-left prog/gr Student remains in same school, but transfers/exits program or grade.	No	No	No	K-12, ungraded elementary, ungraded secondary, adults in K-12 programs	For local use. May not be an exit/withdrawal from a school.
450	Infant, PreK, K-6 exit Infant or student in pre-kindergarten through grade six or ungraded elementary exited/withdrew from school.	No	No	No	Infant, PreK, K-6, ungraded elementary	May be used for all infant, pre-kindergarten, kindergarten through grade six, or ungraded elementary exits. In a unified district, it may be easier for all schools in the district to use the other exit/withdrawal codes so that two different code sets do not have to be maintained in the district.
460	Home school Student withdrew from/left school for a home school setting not affiliated with a private school or independent study program at a public school.	Yes	No	No	7-12, ungraded secondary, adults in K-12 programs (K-6, ungraded elementary Optional)	Do not use for students in private schools (those schools that submit a private school affidavit). Also do not use for students in an Independent study program through a public school district.
470	Other no show (not 420 & 430) Student was pre-enrolled but never attended the school and does not fit the criteria of exit code 420 or 430.	No	No	No	K-12, ungraded elementary, ungraded secondary, adults in K-12 programs

Appendix A

56390. Notwithstanding Section 51412 or any other provision of law, a local educational agency may award an individual with exceptional needs a certificate or document of educational achievement or completion if the requirements of subdivision (a), (b), or (c) are met.

(a) The individual has satisfactorily completed a prescribed alternative course of study approved by the governing board of the school district in which the individual attended school or the school district with jurisdiction over the individual and identified in his or her individualized education program.

(b) The individual has satisfactorily met his or her individualized education program goals and objectives during high school as determined by the individualized education program team.

(c) The individual has satisfactorily attended high school, participated in the instruction as prescribed in his or her individualized education program, and has met the objectives of the statement of transition services.

56391. An individual with exceptional needs who meets the criteria for a certificate or document described in Section 56390 shall be eligible to participate in any graduation ceremony and any school activity related to graduation in which a pupil of similar age without disabilities would be eligible to participate. The right to participate in graduation ceremonies does not equate a certificate or document described in Section 56390 with a regular high school diploma.

56392. It is not the intent of the Legislature by enacting this chapter to eliminate the opportunity for an individual with exceptional needs to earn a standard diploma issued by a local or state educational agency when the pupil has completed the prescribed course of study and has passed the proficiency requirements with or without differential standards.

Appendix B

The California Department of Education (CDE) defines a dropout for the October 2007 CBEDS data collection as a person who meets the following criteria:

Was enrolled in grades seven through eleven, or grade twelve at some time during the 2006-07 school year AND left school prior to completing the 2006-07 school year;

Successfully completed the 2005-06 school year but did not begin attending the next grade (seven through eleven, or grade twelve) in the school to which he or she was assigned or in which he or she had pre-registered or was expected to attend during the 2006-07 school year;

AND

Is not enrolled and attending school as of Information Day, 2007.

Exclusionary Conditions

The student is not a dropout if he or she meets any of the conditions noted below:

The student has transferred to and is attending another public or private educational institution leading toward a high school diploma or its equivalent. This definition does not include adult education programs. See "Transfers to Adult Education Programs" for further explanation.
The student has received a high school diploma or its equivalent (General Educational Development [GED] or (California High School Proficiency Examination [CHSPE]) certificate.
The student has transferred to and is attending a college offering a baccalaureate or associate's program.
The student has moved out of the United States.
The student has a temporary school-recognized absence due to suspension or illness.
The school has verified that the student is planning to enroll late (e.g., extended family vacation, seasonal work).
The student has died.

Examples

Example 1:

The student was enrolled in grades seven through eleven, or grade twelve at some time during the 2006-07 school year AND left school prior to completing the 2006-07 school year.

An example of this would be a student who started school at the beginning of the 2006-07 school year, but stopped attending in February 2007 and is still not enrolled as of Information Day, 2007. If the student does not meet any criteria in the "Exclusionary Conditions" section, then this student is reported as a dropout on the October 2007 CBEDS.

Example 2:

The student successfully completed the 2005-06 school year, but did not begin attending the next grade (seven through eleven, or grade twelve) in the school to which he or she was assigned or in which he or she had pre-registered or was expected to attend during the 2006-07 school year.

An example of this would be a student who completed grade eight at another school in 2005-06, but who did not begin attending grade nine in the high school to which they were assigned or in which they had pre-registered or were expected to attend by Information Day, 2006. If the student does not meet any criteria in the "Exclusionary Conditions" section, then the high school reports the student as a 2006-07 dropout in grade nine on the October 2007 CBEDS.

Example 3:

Another example would be the student who successfully completed grade ten during the 2005-06 school year, but did not attend grade eleven in the school they were expected in 2006-07. If the student does not meet any of the "Exclusionary Conditions" on Information Day, 2007 report this student as a 2006-07 dropout in grade eleven on the October 2007 CBEDS.

Transfers to Adult Education Programs

Students under the age of 21 who enroll in adult education programs during the 2006-07 school year are to be counted as dropouts unless the school system remains responsible for the student. In that case, it is the high school's responsibility to check the status of those students on Information Day, October 2007. At that time, the following determination should be made:

The high school does not count students as dropouts if:

They are enrolled and attending the adult education program.
They have received a GED or adult education high school diploma.

The high school must count students as dropouts if:

They are a "no-show" at the adult school.
They have stopped attending the adult school before completion of the program.

This ensures that students who do not complete a program but for whom the district no longer takes responsibility are counted as dropouts.

Other Considerations

The California Department of Education (CDE) maintains a policy regarding dropout verification that accepts documentation other than transcripts as evidence that students who have left school are enrolled in other institutions of higher learning or have received a high school diploma or its equivalent. The documentation must be received from a responsible adult having knowledge of the student’s status.

Districts are responsible for determining the status of their "no-show" students. "No-shows" are students who completed any of grades six through eleven during the 2005-06 school year, but who did not begin attending the next grade in the school to which they were assigned or in which they had pre-registered or were expected to attend in the fall of 2006. It is important to verify if "no-shows" are dropouts or merely attending a school other than the school they were expected to attend. If you establish that a fall 2006 "no-show" student assigned to your school is a dropout, you are responsible for reporting that student as a dropout on the October 2007 CBEDS report.

Dropouts enrolled in "ungraded secondary" or "adults in kindergarten through grade twelve programs" should be counted in the grade closest to their age group.

Dropout Checklist

The following is a checklist to assist in determining if a student is a dropout.

A Student Who Meets the Definition of a Dropout AND	Report as a Dropout?
1. Graduated, received high school diploma, GED, or CHSPE certificate	No
2. Special education student who has completed an individualized education program (IEP) or received a certificate of completion	No
3. Transferred to and is attending any public or private educational institution and is in a program leading toward a high school diploma or its equivalent (exception: adult education programs)	No
4. Died	No
5. Has not graduated, has not completed an approved program, has not died, and is not known to be in an educational program leading toward a high school diploma or its equivalent	Yes
6. Completed four years of high school, has not graduated or received a GED or CHSPE certificate, and is not known to be in an educational program leading toward a high school diploma or its equivalent	Yes
7. Was suspended or expelled and is not known to be in an educational program leading toward a high school diploma or its equivalent	Yes
8. Was incarcerated, in the armed forces, in the Job Corps, or in the Peace Corps and is not known to be in a secondary educational program	Yes
9. Left school to get married	Yes
10. Moved out of district or out of state and is not known to be in an educational program leading toward a high school diploma or its equivalent	Yes
11. Was reported as a dropout on a CBEDS School Information Form in any year prior to October 2006, re-enrolled in school since dropping out, subsequently left school, has not graduated or completed an approved program, and is not known to be in an educational program leading toward a high school diploma or its equivalent	Yes
12. District placed the student in an adult program, but has no verification that the student is enrolled and attending the adult school	Yes
13. Has an illness, verified as legitimate	No
14. Is planning to enroll late (e.g. extended family vacation, seasonal work)	No
15. Was suspended or expelled and the term of suspension or expulsion is not yet over	No
16. Was expelled with no option to return	Yes
17. Was expelled and enrolled in another school and/or district	No
18. Completed an individualized education programs (special education)	No

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