Exiting a Student in the SIS: Why, When, and How
Why – is this important? Exits affect…
- School and program enrollments for NUSD and transferring students
- Class enrollments and scheduling
- Attendance
- State and Federal Reporting
- Graduates, completers, and dropouts
- Student achievement
- Assessments
- Funding
When – should you exit a student?
- When a guardian requests to withdraw a student
- You receive proof of attendance for another school
- The student has not shown up for school for multiple days and you have followed the Truancy Letter/SARB Process and the Procedures for Dropping Students for Non Attendance
- Denied Inter/Intra-District Transfer
- PK-11th grade students with open enrollments at the end of the school year will be end-dated via batch processing
- Early Graduates – before the end of the school year
How – to End a Student Enrollment
- Search for the student
- Index > Student Information > General > Enrollments tab
- End date (last day of attendance – qualified for ADA)
- End Status (appropriate exit code)
- End Comment – Where the student is going, date entered, your initials – Alpha/Numeric and hyphens only, NO commas or parenthesis
- Example: To Regency Park Elementary in Twin Rivers Unified District 020217mnm
Definitions:
DROPOUT – Student has no known enrollment and no evidence they are in an academic program toward a diploma or its equivalent.
NO SHOW – A student who NEVER began attending in the school in which the student was pre-enrolled and expected to attend. The school in which the student was expected to return or the school the student transferred from is charged with the dropout.
Common Exit Codes:
Code |
When to use |
For Grade Levels |
Dropout? |
T160 | TransCASchlRegular: Student withdrew from school and transferred (not referred by a school or district) to another California public school (within or outside the district). Transfers that are a result of referrals made by a school or district are to be coded as T165 or T167 as appropriate.The district has acceptable documentation of this transfer. Differs from T167 in that it is voluntary. Differs from T165 in that T165 is for discipline reasons. | All | No (unless does not show up at another CA public school) |
T180 | TransPrivate: Student withdrew from school and the district has received acceptable documentation of enrollment in a private school in California. | All | No |
T200 | TransUS: Student withdrew from school and the district has received acceptable documentation of enrollment in another public or private U.S. school outside California. | All | No |
T240 | TransOutUS: Student withdrew from school to move to another country. Add appropriate documentation to cum folder. | All | No |
T260 | TransInAdult: Student withdrew from 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 GED certificate or high school diploma through an adult education program. Student must be 16 years old or older, in grade 7+ | 7-12th grade | No |
T280 | TransCollege: Student withdrew from school and the district has received acceptable documentation that the student is enrolled in college, working toward an Associate’s or Bachelor’s degree. | 7-12th grade | No |
E140 | NoKnownEnrollTruant: Student withdrew from school, and the LEA is certifying that after taking truancy intervention steps, there is no evidence that the student is in an academic program toward a diploma or its equivalent. | All | Yes |
N470 | NoShow: An LEA should use this code when a student was pre-enrolled in a school but did not show up as expected. N470 essentially nullifies a pre-enrollment record. Also, check the ‘no show’ box. Exit as of the enrollment day – For example: entry date is 8/13/14 – exit date is 8/13/14
At the beginning of the school year, you will receive direction from the Ed Center when to exit students who have not shown up for the first days of school (usually within 10 school days) |
All | No |
E150 | Mid-year change in grade level or program: Student does not exit school (not used for schedule/classroom changes). | All | No |
E155 | YearEndEnrlmntExitSameSchl: This exit code is to be used for students expected to return to the same school. The student exited a grade level (excluding high school completion) during the last 14 days of the current academic year because of summer break or year-end intersession. Do NOT use this code for students that are not expected to return to the same school in the following academic year. Typically not done at the site level | All | No (unless does not show up at another school) |
E170 | Student who was enrolled with a secondary Enrollment Status Code (20) in any grade, exited/withdrew from school. For example, 7th/8th grade students taking courses at the high school, the high school can use this code for their enrollments. | All | No |
E450 | Starting 2020/2021: To be consistent with compulsory attendance laws, Student Exit Category Code E450 has been changed from “PreK – 6Exit” to “PreKExit”. Code E450 – PreKExit is defined as, “Infant or student in pre-kindergarten exited/withdrew from school; or the student exited school during a temporary break such as summer vacation or year-round intersession, but was expected to return to the same school after the break.”
LEAs are now only able to exit students with Student Exit Category Code E450 if they are in grades IN – Infant, PS – Prekindergarten, or TD – Toddler. LEAs that previously exited students in grades K – 6 using this code, should exit these students with other appropriate exit or transfer codes, noting the following scenarios:
NOTE: The CDE is considering modifying E450 to also include students in Kindergarten, to be used for students who exit prior to the end of the school year, since attending Kindergarten is not compulsory. In the meantime, the definition of Student Exit Category Code E400 has been amended to include kindergarten students. The definition has been modified to the following: “The student is less than 6 years old, or 18 years old or older and has been absent from school for reasons that cannot be determined or for reasons other than those described in the Student Exit Category codes. Do NOT use the Exit Code E400 for students who are ages 6 up until age 18.” |
IN, PS, TD | No |
E230 | NOT USED IN INFINITE CAMPUS. See Completion Status below.
Completed the academic program. Student exited school because they completed the last grade level at the school. Student School Completion Status code must also be submitted, indicating how the student completed the program (e.g. graduated with a standard high school diploma, Special Education certification of completion, etc.). |
Last Grade Level at School | No |
E300 | ExpellNoKnownEnroll: Student left school after being expelled, was subsequently referred to another educational service institution, but never showed up, and attempts to locate the student were unsuccessful. Do NOT use this code if the district took the appropriate steps to refer the student to the Student Attendance Review Board (SARB); use E140 (TruantNoKnownEnroll). Only use this code if the student was exited without first being referred to the SARB. | All | Yes |
T165 | TransSpecDiscRsnsOrJudg: The student was withdrawn from one school due to specified disciplinary reasons, and transferred to another California public school (within or outside the district). The district has acceptable documentation of this transfer. Schools to which students transfer include, but are not limited to, community day schools, county community schools, juvenile court schools, opportunity schools, and Calif. Education Authority schools. Enter the Expected Receiver School of Attendance (Field 1.29), the 7-digit school code of school in which the student is expected to enroll. | All | No (unless does not show up at another CA public school) |
T167 | TransAltSchlPrgm: Student was referred or voluntarily enrolled in an alternative education school or independent study program in another California school in the same district or in a different district for non-disciplinary reasons or disciplinary reason except those specified in T165. Not used for interdistrict transfers, i.e., formal agreements Ed Cd 46600 or 48313, school choice, unsafe school option, or court ordered referrals (T165). | All | No (unless does not show up at another CA public school) |
E400 | Starting 2020/2021: The definition of Student Exit Category Code E400 has been amended to include kindergarten students. The definition has been modified to the following: “The student is less than 6 years old, or 18 years old or older and has been absent from school for reasons that cannot be determined or for reasons other than those described in the Student Exit Category codes. Do NOT use the Exit Code E400 for students who are ages 6 up until age 18.”
Pre 2020/2021: OtherOrUnknown:The student withdrew from school for reasons that cannot be determined or for reasons other than those described in the Student Exit Category codes. LEAs should not use this code for students who were referred for truancy intervention, as outlined in Code E140 (NoKnownEnrollTruant). |
All | Yes |
E410 | MedicalRsns: Student withdrew from/left school due to medical reasons.If the student entered a health facility, LEAs should use Code T310 (TransHealthFacil). This code is to be used for serious long-term medical reasons (does not include pregnancy). | All | No |
T310 | TransHealthFacil:Student withdrew from school and entered a health care facility, not for pregnancies. | All | No |
T370 | TransInstHSDipl: Student withdrew from school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and the student is in a secondary program leading toward a high school diploma. | All | No |
T380 | TransInstNoHSDip: Student withdrew from school and entered an institution that is not primarily academic (military, job corps, justice system, etc.) and the student is not in a secondary program leading toward a high school diploma. | All | Yes |
E130 | Died: While enrolled in school or during the summer break. | All | No |
School Completion Status:
The following table shows how the various school completion status codes will be grouped for state and federal reporting purposes. Note that the term used here is school completion status, which is the CALPADS Code Set name for student school completion status (the two are synonymous).
Completion Status Code |
When to Use |
Grade Level | Drop-out | Completer | Graduate |
100 | Graduated, standard HS diploma: The student met all state and local high school graduation requirements and received a standard high school diploma, or a student in foster care who met the state and local graduation requirements of a district they previously attended, as specified in Education Code Section 51225. Must complete UC/CSU Requirements Indicator. | 7–12, US | NO | YES | YES |
480 | Promoted (matriculated): The student completed the highest grade level offered at a school (excluding high school completion), left the school, and was expected to attend another California public school. | 7-11, US | NO | NO | NO |
250 | Adult Ed High School Diploma: The student left school and the district has acceptable documentation of the student having received a high school diploma through an adult basic education program. | 7–12, US | NO | YES | YES |
120 | Special education certificate of completion: A student with exceptional needs (having an individualized education program [IEP]) left school after receiving a certificate or document of educational achievement or completion meeting the requirements of Education Code Section 56390. | 7–12, US | NO | YES | NO |
320 | Received a High School Equivalency Certificate (and no standard HS diploma): Student left school and the district has acceptable documentation that the student received a High School Equivalency Certificate by passing one or more of the following exams: the General Educational Development (GED) exam, the Test Assessing Secondary Completion (TASC) exam, or the High School Equivalency Test (HiSet). Student must be at least 18 years of age. | 7–12, US | NO | YES | NO |
330 | Passed CHSPE (and no standard HS diploma): The student left after passing the California High School Proficiency Exam (CHSPE), and the district has acceptable documentation. Student must be at least 16 years of age. | 7–12, US | NO | YES | YES |
360 | Completed grade 12 without completing graduation requirements, not grad: Student completed grade 12 or exceeded the maximum age for high school attendance but did not meet the state and/or local high school graduation requirements, and there is no evidence that the student is in an academic program leading toward a high school diploma or its equivalent. | 12 | YES | NO | NO |
Documentation needed for students who transfer to a school not in CALPADS:
CALPADS Student Exit Category Code | CALPADS
Student Exit Category Name |
Student Exit Reason | Sufficient Documentation for the Given Student Exit Reason |
T180 | TransPrivate | Transferred to a private school in California:
Student has withdrawn from/left school and has enrolled in a private school in California. |
· A request for student records from a receiving private school in California; – or –
· A written record of a response from an official in the receiving school or program acknowledging the student’s enrollment; – or – · A parent’s statement accompanied by a private school affidavit (PSA). |
T200 | TransUS | Transferred to a school outside of California (but within the U.S.): The student has withdrawn from/left school and has transferred to another public or private U.S. school outside California. |
· A request for student records from a U.S. school outside California; – or –
· A written record of a response from an official in the receiving school or program acknowledging the student’s enrollment. |
T240 | TransOutUS | Transferred/moved out of the country:
The student has withdrawn from/left school to move to another country. |
· A written confirmation that a student has emigrated to another country, such as a documented conversation by school staff and the student’s parent (or guardian) that is placed in the student’s file.
Note: An official written document, such as a request for student records, is not required. |
E130 | Died | Died:
The student died while enrolled in school, or the student completed the school year, was expected to return, and died during the summer break. |
· A letter from a parent/guardian or family member; – or –
· An obituary. Note: A death certificate is NOT required |