Student End of Year

The purpose of the Student End of Year (SEY) Collection is to collect enrollment and outcome information for students during a school year. This includes demographic information and student’s entry and exit from public schools within a district. The data from this collection is used to derive the graduation, dropout, mobility, and stability rates.

The SEY collection includes all students in grades PK-12 who were counted in membership in a Local Education Agency (LEA) at any point during the school year. This collection takes place in three phases from May through December with the primary data phase occurring between May and September.

This is a snapshot collection that uses information from the Student Interchange, IEP Interchange, and Title I Interchange with additional CDE data sources and calculations.

Collection Phases

Regular Phase

The Regular Phase is the primary data collection and clean-up phase for the Student End of Year (SEY) snapshot. During the regular phase, districts must upload the Student Demographic (DEM), Student School Association (SSA), and the Graduation Guidelines (GG) files for the Student End of Year Snapshot. See the Student Interchange page for more file layouts and additional information.

Data from the Title I Interchange and IEP Interchange are also used for applicable students.

Business Rule Focus: SE001 through SE600 rules.

Timeframe: This phase takes place May through early September each year with an optional Soft Open window in April.

Cross LEA Phase

The Cross LEA phase is the first of two post-collection phases. During this phase, an initial process is run to validate if a student previously enrolled in a district has been recovered by another Colorado school district or completed a High School Equivalency Diploma (HSED) after exiting the prior district.

During this phase, some data issues are addressed using the Student Interchange-Adjustments (ADJ) file.

This phase is the final opportunity for LEAs to correct demographic data, Title 1 Interchange data, and IEP Interchange data.

Business Rule Focus: SE700 series rules are enabled during this phase. Any SE001-SE600 series rules may also be addressed.

Timeframe: This phase takes place mid-September through mid-October each year.

Post-Cross LEA Phase

The Post-Cross LEA phase is the second and final post-collection phase. During this phase districts complete a final validation of student data. This phase cross checks data between the reporting year SEY collection across all LEAs, prior year SEY data, and the next reporting year Student October collection.

The mechanics of this phase are different than the prior two phases of this collection, allowing very limited data updates to school exit types and retention codes when validating dropout, graduation, and completion rates. Updates to other data fields, such as demographic data, are not available.

Business Rule Focus: SE900 series rules and any SE001 through SE700 series errors that may arise.

Timeframe: This phase takes place late October through late November each year.

Deadlines

The 2025-2026 Student End of Year collection officially opens on April 30, 2026 and closes December 1, 2026. This collection is made up of multiple phases.

Soft open phase (optional): March 30, 2026, to April 21, 2026

Regular Phase (required): April 30, 2026, to September 3, 2026

Cross LEA Phase (required): September 15, 2026, to October 15, 2026

Post-Cross LEA Phase (required): October 22, 2026, to November 17, 2026

Superintendent Verification Form Due (required): December 1, 2026

Collection Timeline and Training Dates

File Layout and Definitions

Student End of Year File Layout and Definitions

Student Interchange

Student Demographic, Student School Association, and Graduation Guidelines files must be submitted to complete Student End of Year

Adjustment File

The Student Interchange-Adjustment File (ADJ) is typically loaded to address Cross LEA errors, but can be loaded anytime in the collection. It is used to provide additional information about students who were previously enrolled in a district and did not enroll in the current school years. Adjustment codes should only be used for 7th-12th grade students for whom the district has received notification that a student previously reported as not exiting, dropout, expulsion, or HSED transfer during a previous reporting period completed their education through another education agency.

2025-2026 Adjustment File Layout

Adjustment File Directions

Adjustment File Template (XLSX)

Business Rules

Adequate Documentation of Transfer

General Information

Districts are required to have adequate documentation of transfer when coding students as transferring out of their district to avoid incorrectly coding students as dropouts. During the Post-Cross LEA phase, SE903 errors require districts to submit adequate documentation for students who are reported as transferring out of district who were not subsequently reported in another district.

Short Byte: Adequate Documentation (Recording) (May 2023)

Per Colorado State Board rule 1-CCR-301-1, “Colorado Public Schools and local education agencies are required to send transcripts or to confirm attendance when requested from another Colorado Public School or local education agency within two weeks of receiving the request with the exception of students in out-of-home placements whose records must be transferred within five (5) days pursuant to sections 22-32-138(2)(a)(II) and (3)(a), C.R.S.”

Documentation by School Exit Types

Sample Forms/Templates

The forms below are designed to support schools/districts in tracking and recording student transfers into and out of Colorado school districts. Each of these forms may be modified to suit the needs of individual districts/schools. At a minimum, the highlighted text in red should be overwritten with your school/district’s information before use. The forms may be used electronically, typing information directly into the form, or printed and completed with handwritten information.

Two versions of each form have been created, a printable version and an electronic form version. The printable version is designed to be used for handwritten information collection. The electronic version includes set content controls for ease of use when typing information directly into the form. Both forms are word documents.

Records Request

(Printable) (Electronic Form)

Formal request for a student's education records to be used prior to a student attending a new educational setting.

Designed for use by the receiving school/district to request records from the prior school/district/educational program attended by the student.

Confirmation of Enrollment and Attendance/Records Request

(Printable) (Electronic Form)

Formal request for a student's education records to be used after the student has begun attending a new school.

Designed for use by the receiving school/district to request records from the prior school/district/educational program attended by the student and provide confirmation of enrollment and attendance.

Serves as adequate documentation for the sending school/district.

Request for Confirmation of Enrollment and Attendance

(Printable) (Electronic Form)

Designed for use by the sending school/district when requesting confirmation of enrollment and attendance from the receiving district/school/educational setting.

Serves as adequate documentation for the sending school/district.

Notification of Withdrawal

(Printable) (Electronic Form)

Designed to be completed by the student's parent or guardian if the student will be transferring out of the school/district.

This form is not considered adequate documentation of transfer, but rather supports districts in determining the type of adequate documentation of transfer needed to support the indicated withdrawal reason by the parent/guardian.

Reminder: Per Colorado State Board Rule 1-CCR-301-1, “For students who are withdrawing from a Public School, Districts and the Institute are authorized to request information from the parent or guardian about the specific type of educational environment to which the student will be transferring, in order to monitor compliance with the School Attendance Law, section 22-33-104 (1), C.R.S.”

Student Transfer Follow-up

(Printable) (Electronic Form)

Designed to be used when the student's parent or guardian does not or cannot fill out a Notification of Withdrawal form.

This document is for district record-keeping only and cannot be used as official adequate documentation of transfer.

Reporting Exceptions: Request Templates

Exception Requests

Exception Request Directions (PDF)

Exception Request Template (XLS)

Note: Student Interchange exceptions may be submitted at any time.

SEY snapshot exceptions will not be processed until the collection officially opens in May.

School/Collection level exceptions will be processed after the exception request interim deadline in July.

Multilingual Learner Exceptions

Multilingual Leaner (English Learner) Exception Request Template (XLS)

Additional Documentation: Multilingual Learner (English Learner) Sequence Change Request Form (DOC) or Sequence Change Request Form (fillable PDF)

Formerly known as the 'Mid-Year EL Change Request Form'

This form is used to request a change in a student's ML coding sequence when they have 2+ years of ML reporting history in Colorado.

SASID Merges

SASID merges impacting SEY data require special handling depending on the phase of the data collection.

During the Regular and Cross LEA Phases, student interchange file uploads should be corrected to reflect the correct SASID for the student.

Handling SASID merges in the Regular and Cross LEA phases

During the Post-Cross LEA phase, it is critical that LEAs follow the directions below specifically. The DEM file should not be edited, but rather a single append record uploaded that reflects the correct SASID. The SSA file must be edited to show the correct SASID.

Handling SASID merges in the Post-Cross Phase

Post-Cross Data Change: Request Template

The Post-Cross LEA phase of this collection heavily limits the data fields that can be updated independently by a LEA. LEAs may independently update school exit types in response to SE900 series errors or retention codes in response to SE906, SE908, and SE912 warnings. Any other change to a data field, including changes addressing SE001-SE700 series errors require a post-cross data change request.

The following resources are only used during the Post-Cross LEA Phase (late October through mid-November).

Post-Cross LEA Data Change Request Directions

Handling SASID merges in the Post-Cross Phase

Adding new records in the Post-Cross Phase

Post-Cross LEA Data Change Request Template (XLSX)