Summary
Use the (NC) Grade Level Retention and Promotion (RP) validation to review student grade level progression for a reporting year. The reports include summary counts, student level details and cleanup results that help explain promotion, retention, reclassification, graduation, and summer school outcomes.
Use the active reporting year reports to review current data. The final retained snapshot is created for historical reporting and is not used for active data validation.
What the Grade Level Retention and Promotion (RP) Report Answers
The RP reports help answer these questions:
- How many students are in each reporting population, by grade and in total?
- How many students had an end of year or final retained or reclassified (demoted) outcome?
- How many students had summer school enrollment, and how many had a summer promotion?
- Which student records need review to explain a count or outcome?
Reporting Year and Reporting School
The reporting year is the school year being reviewed. For example, reporting year 2025-2026 ends in 2026.
The reporting school is the school associated with the student's reporting year record. Run the report for a selected school or for the full district. Summer Education program records may come from across the PSU.
Understand the Populations and Outcomes
The summary reports count students in 2 different ways. Each population supports a different reporting need.
| Report | What the student count is based on | Reporting use |
|---|---|---|
| RPS01 - Month 9 MLD Summary | The official Promotion/Retention (PMR) last day population, using Month 9 Membership Last Day (MLD) data. | NCDPI Statistical Profile |
| RPS02 - EOY Enrollment Summary | The enrollment derived from end of year (EOY) last day population. | Civil Rights Data Collection (CRDC) |
The reports use two outcome fields:
- finalProgressOutcome shows the student's progression result based on available end of year, summer, no show, and following year enrollment information.
- reportingOutcome shows how an eligible student is counted for official PMR reporting. Retained includes retained and reclassified (demoted) students. Progressed includes promoted, graduated, and continued XG students.
An early leaver may have a finalProgressOutcome for review purposes but be excluded from progression counts. For a PMR-eligible student, a final result of Review or Undetermined means there is no publishable reportingOutcome.
Refresh and Finalization
For the 2025-26 reporting year, the refresh will continue updating until December 4, 2026 and the final snapshot will be created on December 5, 2026.
The Retention and Promotion data refreshes nightly from July 15 through November 4. After correcting source data, allow the nightly refresh to run before reviewing the updated results.
The final retained snapshot is created on November 5 and becomes static historical output. Complete review and needed data corrections before the snapshot is created.
Recommended Review Workflow
- Run the (NC) Grade Level Retention and Promotion (RP) validation for the reporting year.
- Review the RPS01 - PMR Summary and RPS02 - EOY Summary reports for the official PMR and end of year enrollment population by grade and in total. Check for unexpected changes in the population or retained/reclassified counts.
- Review the cleanup validations. Start with RPC01 - Outcome Review and RPC08 - Reporting Outcome Mapping, then review the targeted enrollment, XG, summer, and grade level checks.
- Review student records and correct source data when needed. Do not manually edit the progression fact table.
- Allow the nightly refresh to run, then generate the reports again to review updated results.
- Review detail reports for full student progression, retained/reclassified outcomes, and summer school information before finalization.
- Complete final checks before the November 5 snapshot. (For 2025-26 reporting year, all review should be completed before December 5)
A cleanup result identifies a record to review. It does not automatically mean that the student record is incorrect.
