A graduate is a student who met graduation requirements by August 31.

A leaver is a student who was enrolled at least one day at a Texas public school in grade level 7-12 during the prior year and did not enroll in a Texas public school the following Fall by the end of the school start window due to a specific reason defined by the leaver reason code table (C162).

A No Show is a student who did not withdraw last year but is not attending this year.

Ensure that all data is accurate for graduates, leavers, and No Shows.

• If the student has a prior year leaver tracking record only, update the existing record; do not add a new record. This record is extracted.
  
  
• If the student has a current year No Show record only, update the No Show record once the correct code is determined. You do not need to create a record on the Prior Year Leaver Tracking page. The No Show record is extracted unless the student has a re-entry date within the school start window.
  
  
• If a student has a prior year leaver tracking record and a current year No Show record, only the leaver record is extracted. Update only the leaver record; do not add a new leaver record. Do not update the current year No Show record.
  
  

• No Show students

  
  Registration > Maintenance > Student Enrollment > W/R Enroll
  
  

  Every student who is withdrawn with Reason code 44 (i.e., No Show) will automatically be set to code 98 (i.e., Dropout) when the fall data is extracted. If this is not correct for the student, you must change the student’s status code from 44 to the appropriate code once the correct code is determined.
  
  

  NOTE: The following withdrawal codes are also set to code 98 when the fall data is extracted: 02, 04, 09, 10, 14, 15, 19, 22, 30, 44, 61, 72, 79, and 84.
  
  The following codes are set to blank and are not extracted: 31, 33, 49, 63, 64, 80, and EP.
  
  Any user-defined codes that do not get set to blank will be set to code 98.

  
  If the student met graduation requirements by August 31, change the Reason code from 44 (i.e., No Show) to 01 (i.e., Graduated from a campus in this district or charter) and enter the student’s graduation date. It is not necessary to create a leaver record on the Prior Year Leaver Tracking page.

  
  
  
  
  Registration > Reports > Registration Reports > Withdrawal > SRG2200 - Student No Show Report
  
  
  
  

  Use SRG2200 to determine the students for whom you need to update code 44. The Ending School Year parameter should be set to the ending year of the current school year.
  
  

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• Leaver tracking

  
  Registration > Utilities > Create Leaver Tracking Records
  
  

  This utility creates leaver tracking records for the current school year for graduates, withdrawn students, and No Show students as part of the Move to Grade Reporting process. Any existing leaver tracking records for the current school year are deleted.

  
  
  
  For the for the 2023-2024 school year, type 09292023 for the School Start Window (SSW) Date.
  
  ❏ Click Create Tracking Records to run the utility.
  
  

  • If errors are encountered, the number of errors is displayed. Otherwise, “No Leaver Tracking errors out of xxxx students” is displayed.
    
    
    
    
  • The Print Tracking Report button is displayed. Click Print Tracking Report to view the errors and total leaver records created.
    
    
    
    

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  Registration > Reports > Registration Reports > Withdrawal > SRG1700 - Leaver Tracking Report
  
  

  SRG1700 reflects the changes made when the Create Leaver Tracking Records utility is run. It provides a list of all students who will potentially be reported as leavers.

  
  
  
  

  • Any students on this list will be extracted when the fall extract is run.
  • Review the graduation type and graduation date for all students. Note that graduation type code is specific by year.
  • Refer to TWEDS for additional information.
    
    

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  Registration > Maintenance > Prior Year Leaver Tracking
  
  

  This page allows you to add or update leaver data for prior year leavers. This data is initially created when you run the Create Leaver Tracking Records utility. Leaver records cannot be deleted.
  
  Leaver data is extracted for all students who withdraw during the school year. The data is extracted from the student demographic and enrollment tables during Move to Grade Reporting and saved to a leaver tracking table. In the fall of each school year, prior year leaver data is submitted to PEIMS along with No Show leaver data for the current school year. The prior year leaver data is extracted from the leaver tracking table, and current No Shows are written to the leaver tracking table when the fall PEIMS extract is run.
  
  If a student was excluded from leaver tracking by mistake, the Prior Year Leaver Tracking page can be used add the student. Use this page carefully.
  

  NOTE: No Show leaver data, which is current year data, must be updated on Maintenance > Student Enrollment > W/R Enroll.

  
  

  IMPORTANT: If you change any data for a student on the Prior Year Leaver Tracking page, you must also change the data in the prior year records on the Registration > Maintenance > Student Enrollment tabs.

  
  

  
  
  

  Add a student to leaver tracking:
  
  

  1. Type the student ID and click Retrieve. A message is displayed indicating that the student is not a leaver.
     
     
  2. Click Yes to continue.
     
     
  3. The Leaver Year field is set to the ending year of the prior school year.
     
     
  4. Update data as needed.
     
     
  5. Click Save.
     
     

  Note that you cannot delete a student from leaver tracking, but you can exclude the student from being extracted.

  Reported Elements from Leaver Tracking:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E1589	C088	MILITARY-ENLISTMENT-INDICATOR-CODE	Military Enlistment
  E1001	C162	LEAVER-REASON-CODE	Withdrawal Code
  E0806	C062	GRADUATION-TYPE-CODE	Graduation Type
  E0791	—-	DATE-OF-GRADUATION	Graduation Date
  E1562	C201	INDIVIDUAL-GRADUATION-COMMITTEE-GRADUATE-CODE	IGC

  
  
  

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