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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
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
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
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.
Upcoming Training
- Deadlines
- File Layout and Definitions
- Business Rules
- Adequate Documentation of Transfer
- Reporting Exceptions: Request Templates
- Post-Cross Data Change: Request Template
- Addressing SASID Merges
- Training
- Additional Resources
- Colorado Education Statistics
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
File Layout and Definitions
Student End of Year File Layout and Definitions
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 Template (XLSX)
Business Rules
Adequate Documentation of Transfer
General Information
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.
Per Colorado State Board rule 1-CCR-301-1, “Colorado Public Schools and local education agencies are required to send transcripts or to confirm enrollment and attendance when requested from another Colorado Public School or local education agency within two weeks of receiving the request. The exceptions is for 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
Documentation by School Exit Type
*LEAs may use any of the listed documentation types for a school exit type when more than one type is listed.
| School Exit Type and Description | Documentation Options* |
|---|---|
| 02—Death |
|
| 05—Transfer to a school in another country |
|
| 13—Transfer to a CO public school in a different LEA |
Confirmation of Enrollment and Attendance (COE/A) Note: Per state board rule, in-state transfers to public school may NOT be documented through records requests or the Record Integration Tracking System (RITS) because a student may never have attended the school in which the student enrolled. |
| 14—Transfer to a school in another state or US territory |
|
| 15—Transfer to a non-public (private) school |
|
| 16—Transfer to home-based education (home school) |
|
| 18—Transfer to a Career and Technical (Vocational) Education program not administered by a Colorado school district or BOCES |
|
| 19—Transfer to an eligible approved facility school or state operated program |
|
| 21—Transfer to a facility operated by the Colorado Department of Corrections or Division of Youth Services |
|
| 26—Transfer to a detention center (out of district) |
|
| 30—Serious illness or injury | Doctor's note |
| 31—Transfer to a HS diploma program at a Colorado Community College |
|
| 70—HSED Transfer (out of district program) |
|
Sample Forms/Templates
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
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 (COE/A) and Records Request
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.
Minimum Required Information Included on a COE/A:
- Student: State Assigned Student ID (SASID)
- Student: Full Name
- Student: Date of Birth
- Student: Gender
- Sending School: *School Code and Name
- Sending School: Last Date of Attendance
- Receiving School: *School Code and Name
- Receiving School: Date Student Began Attending
- Date began attending must fall between 07/01/2025 and 06/30/2026 to be valid COE/A for the 2025-2026 SEY reporting year.
- Receiving School: Signature, Date, and Name of LEA representative
*A list of all Colorado School Codes is available on the Data Pipeline > Frequently Requested Codes and Resources page
Request for Confirmation of Enrollment and Attendance (COE/A)
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.
Minimum Required Information Included on a COE/A:
- Student: State Assigned Student ID (SASID)
- Student: Full Name
- Student: Date of Birth
- Student: Gender
- Sending School: School Code and Name
- Sending School: Last Date of Attendance
- Receiving School: School Code and Name
- Receiving School: Date Student Began Attending
- Date began attending must fall between 07/01/2025 and 06/30/2026 to be valid COE/A for the 2025-2026 SEY reporting year.
- Receiving School: Signature, Date, and Name of LEA representative
Notification of Withdrawal
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
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
Steps
- Download and complete the applicable exception request spreadsheet.
- Reminder: exception request templates have multiple tabs depending on the type of request.
- Save the completed request, renaming the file to a unique name.
- Example: SEY_Exception_9-5-26
- Upload the completed exception request to your LEA's student Syncplicity folder, using the applicable collection subfolder.
- Folder Naming Convention: LEA Code - LEA NAME - Student
- Subfolder for SEY Requests: SEY 2025-26
- Email StudentDataReporting@cde.state.co.us to notify the collection leads a request is ready for review. Include your LEA code, type of exception (SEY) and "Exception Request" in the subject line of the email.
- Email Subject Example: 0000 SEY Exception Request
Template: Regular Snapshot Exceptions
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.
Template: Multilingual Learner Exceptions
Multilingual Leaner (English Learner) Exception Request Template (XLS)
Note: This template may be used for DEM file ML exceptions or snapshot level exceptions.
Additional Documentation:
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. This form must accompany a complete ML exception request template.
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.
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
Addressing SASID Merges
SASID merges impacting SEY data require special handling depending on the phase of the data collection.
Regular and Cross LEA Phases
During the Regular and Cross LEA Phases, student interchange file uploads should be corrected to reflect the correct SASID for the student.
Post-Cross LEA Phase
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.
Training
2025-2026 Training Events:
Validating Rates/Data Reports (August 2026)
- Validating Rates/Data Reports Recording
- Validating Rates/Data Reports Slides (PPT)
Common Coding Scenarios Part 2 (July 2026)
Common Coding Scenarios Part 1 (June 2026)
Operational Reports (May 2026)
Collection Overview
Offered in two identical sessions: April 2026 and May 2026
Collaborative Webinar: SEY & SPED EOY Reporting
SPED EOY & SEY collection leads discuss the similarities and differences in data reporting for these two collections.
SEY Training Video Showcase
Short Bytes (Pre-Recorded)
Short Bytes are pre-recorded videos, typically 5 to 15 minutes in length, that cover frequently asked questions.
Student Data and Coding Patterns
Educational Entities and Implications of group B Student PAI Codes—Data Pipeline Town Hall Excerpt 5/21/2026
Short Byte Videos: SEY Statistics (Rates)
Additional Resources
General
- Troubleshooting File Uploads/Snapshots
- Data Pipeline Frequently Requested Codes
- Colorado School Code Lists (public and non-public)
- Approved Allowable Facility Code List
- Detention Center Codes
- Language Background Codes
- Office of Facility Schools (Facility School Directory)
- National Center for Education Statistics: Public School Search
- National Center for Education Statistics: Private School Search
- Preschool Student Data Reporting
Student Interchange Guides
Secondary Students
Accountability
Colorado Education Statistics
The End of Year collection provides the data used to calculate graduation, completion, dropout and mobility rates for districts on our Educational Statistics page.
This information is published online in January the following year in compliance with state and federal law. Districts have access to advanced reports that provide tentative calculations through the COGNOS system in Data Pipeline.
Aggregate Data Privacy Guidelines: Graduation/Completion, Dropout, Mobility/Stability
Resources by Rate Type
Graduation/Completion
Graduation/Completion
Current School Year Graduation/Completion Rates
Graduation/Completion Rates for Previous School Years
Short Byte: Graduation & Completion Rates (Recording)
Short Byte: Graduation & Completion Rates (PPT) (May 2023)
AYG Cohort: Exit Types Codes that Comprise the Graduation Cohort
Short Byte: AYG Cohort (Recording)
Short Byte: AYG Cohort (PPT) (May 2023)
Internal Flag Calculation: Anticipated Year of Graduation
US Department of Education: Graduation Rate Regulation
US Department of Education: ESSA - Graduation Rate Non-Regulatory Guidance
Short Byte Videos: SEY Statistics (Rates)
Dropout
Mobility/Stability
Contact
StudentEndofYear@cde.state.co.us
720-484-9057
Request a meeting for support using the Data Pipeline Collection Support Bookings Page