Student Summer Withdrawal

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June 24, 2002

Subject: Student Summer Withdrawal implementation in Estudiante

Reference SAIS Transaction Overview revised June 24, 2002

The following extraction from the referenced ADE SAIS specification should help you with your understanding of the details of the Summer Withdrawal transactions that you will be sending to SAIS starting at Year End 2003.

Also it will relieve any fears you might have that you are not in compliance because you are not submitting this transaction. I am working with ADE testing all of the SAIS required transactions, but this one can not be actually tested because these latest changes, as of 6/27/02, are not implemented by ADE.

The data for this transaction can be entered in Estudiante now, and this will be helpful in preparing your manual submissions of reports. But the actual sending of the transaction by you using Estudiante will not occur until the spring of 2003. In the mean time the transaction will be added to Estudiante in July 2002. I hope to work with ADE to provide a way of testing these transactions that will not actually be used until later.

From pages 61-64 of the SAIS

Transactions Overview document for detailed Summer Withdrawal information.

http://www.ade.az.gov/sais/transoverview/TransactionOverview.doc

Student Summer Withdrawal

The first year that districts are required to begin submitting Student Summer Withdrawal transactions will be for those students who summer withdraw in summer 2002. SAIS will show these summer withdrawals on the Year End Enrollment report for Fiscal Year 2002-2003.

For Year End Enrollment reports in Fiscal Year 2001-2002 and earlier, SAIS will continue to accept manual summer withdrawal counts from the districts via DelRep.

The Student Summer Withdrawal transaction relates only to the student who is in membership through the scheduled last day of school but does not return to school, at least not where and when expected. The following students are expected to start membership in a new school year:

Group 1: Returning students. Each student who is still in membership at the end of the school year in any grade other than the highest grade offered by that school, is expected to continue membership in the same school the next school year. (Note: The student's academic status at the end of the previous year – promoted, retained, etc. – is irrelevant to determining if a student is a "returning student.")

Group 2: New students from feeder schools. Each student who is still in membership at the end of the school year in the highest grade offered by that school, is expected to begin membership for the next school year at the LEA for which that school is a feeder. For example, a child attending an elementary school that serves kindergarten through eighth grade and who is promoted at the end of the year, is expected to begin the next year at the high school that has agreed to accept this school's graduates.

If one of these children fails to start membership in school in the new school year as expected, this is reported to SAIS with the Student Summer Withdrawal transaction. The Summer Withdrawal Activity Code classifies activity (1) that affects membership, and (2) that took place after the scheduled last day of school but before the beginning of the next school year. The valid Summer Withdrawal Activity Codes can be found in Table 16 Summer Withdrawal Activity Codes.

Timeline of summer withdrawals

The following timeline depicts summer withdrawals in relation to the fiscal year, to the school year, and to other entry and withdrawal activities.

Relationship of summer withdrawal to year end status

Logically, since a student may only have a summer withdrawal if he finished the prior school year at the scheduled year-end, the existence of a Summer Withdrawal Activity Code implies existence of a Year End Status Code for the prior year.

By the same reasoning, a student having a summer withdrawal should not have a regular Withdrawal Code, because that means the student did NOT finish the prior school year at the scheduled year end.

SAIS will not enforce these rules at this time. Districts and vendors will be notified when this validation is planned to be added to the Integrity Checking Process for a future release of SAIS.

Summer withdrawal vs. summer school

Summer withdrawal has nothing to do with summer school. It relates to activities that occur during the summer break, and that result in the student's not starting membership as expected in school at the beginning of the next school year.

Frequently asked questions regarding summer withdrawal

Following are frequently asked questions regarding how summer withdrawals are assigned to a student.

Q1. Reporting School. To which school is the summer withdrawal attributed?

A. The school that should have received the student in the new school year reports the summer withdrawal.

Q2. Date: What date should be used on the transaction?

A. The summer withdrawal date is the date on which the withdrawal activity occurred. For those dates that are uncertain, e.g., no-shows, the school should identify the activity date as near as possible. The summer withdrawal date must be at least one day before the first day of the new school year. It should also be at least one day after the last day of the previous school year at the "sending" school, but this validation will not be done: in cases where two schools are involved, the receiving school might not have the same calendar as the sending school.

Note: Student Summer Withdrawal is the only transaction that will allow activities that occur in one fiscal year to be counted in another fiscal year. For example, summer withdrawals that occur after the end of school for FY 2001-2002, but before July 1^st of 2002, will be reported with the data for FY 2002-2003, as illustrated in the diagram in section Timeline of Summer Withdrawals earlier in this chapter.

Q3. Grade: To what grade should the summer withdrawal be attributed?

A. The grade this summer withdrawal should be attributed to is the student's intended grade for the new school year at this school. "Intended grade" is the grade that the school would have placed the student in had he begun membership in the new year.

Q4. School Year: To which school year will ADE attribute the summer withdrawal for the Year End Enrollment report?

A. The summer withdrawal will be attributed to the school year immediately following the summer break containing the reported Summer Withdrawal Date.

Q5. Due Date: What is the due date for this information to ADE?

A. No later than May 31^st, to allow for enough time for submitters to correct errors.