RESOURCES: Summer Graduates and Withdrawals

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The Summer Graduates and Withdrawals (SWG) submission should be used to report students who either graduated/completed high school or withdrew from the district over the summer.

Students previously reported as enrolled by your district who meet the following criteria should be included in this submission:

The SGW should be used to report the following types of students:

1. Students who left your district after the end of the previous school year but before the beginning of the current school year (e.g., students who transferred to another district, students who withdrew to homeschool, etc).

2. Students who completed high school after the end of the previous school year but before the beginning of the current school year (e.g., received high school diploma, HiSET/GED, Adult Ed diploma). 

3. Students who were incorrectly reported by the district as ENROLLED in the CURRENT SCHOOL YEAR, but who did not actually enroll or attend (e.g., a student who registered to attend the current school year then ended up attending a nonpublic school instead, but who ended up in the district’s Enrollment data by accident).

4. Students who were incorrectly exited and thus DEACTIVATED at the end of the PREVIOUS school year, but who should remain active for the current year.

   • A student is deactivated when their exit reason indicates that they should not be able to enroll in future years (e.g., graduated, deceased).

   • This most commonly occurs when districts report students as graduated with a high school or adult ed diploma but then realize in the next year that the student did not actually graduate.  To re-enroll that student in K-12 education, the district that exited the student needs to add the student to the SGW.Students who were reported for the current school year in error, never attended. Student will be removed from district reporting.

• NOTE: Partial load allowed -- Submission should only include withdrawn students in the district since your last submission. Previously withdrawn students are not to be withdrawn again.

Some FAQs:

How do we report students who left the district over the summer?

Summer Graduates and Withdrawals

iNHDEX does not use enrollment status 7 for summer withdrawals and graduates anymore. Instead, students who withdrew over the summer (including those who completed high school) should be reported in the Summer Grads and Withdrawals submission (SGW).

What is Withdrawal Type:

In addition to the exit code, records in the SGW require a withdrawal type.  Exit codes indicate the reason a student withdrew (e.g., transferred to another district, withdrew to homeschool, left the state), but the withdrawal type tells iNHDEX what type of record is being submitted: a withdrawal, a high school completion, or the correction of a mistake.

• Withdrawal type 1 is for students who left the district between the end of the previous school year and the beginning of the current school year.

• Withdrawal type 2 is for students who graduated or completed high school between the end of the previous school year and the beginning of the current school year.

• Withdrawal type 3 is used to remove incorrect enrollments from the current year's Enrollment data.  Withdrawal type 3 requires the use of exit code 13.

• Withdrawal type 4 is used to re-activate a student who was exited incorrectly the previous year.  

Which district is responsible for adding a student to their SGW to resolve a missing student error: the district the student was last enrolled in, or the district a student moved to?

The last district a student ATTENDED (or that placed the student, for students in out of state or nonpublic placement) is responsible for generating an SGW record for the student. If a student moved to a new district and immediately withdrew to home school, the district the student LEFT must report the student’s withdrawal to homeschool in the SGW.  The district the student moved to does not.

The only exception is Withdrawal Type 3 students.  Withdrawal type 3 is intended to correct erroneous data in the current school year, so it would only be used by a district that reported the district in the current school year.  HOWEVER, if a district uses withdrawal type 3 to remove a student from their enrollment, the student’s PREVIOUS district from a PREVIOUS school year may find it necessary to submit a new or updated SGW for the student (as withdrawal type 1 or 2) to avoid any missing student errors.

More resources coming Soon…