Withdrawal Code Guidance

Kevin Arias Updated by Kevin Arias

The following document should be used to select the appropriate withdrawal code and guide your collection of necessary documentation and/or attendance interventions.

1 - Boston Parochial

State Equivalent: 21

Usage: Students should be discharged with code 1 when they are confirmed to be attending a parochial school in Boston.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is found in the student’s cumulative folder. Attendance intervention plan is not required.

3 - Mass Parochial, Non-Boston Resident

State Equivalent: 21

Usage: Students should be discharged with code 3 when they are confirmed to have moved out of Boston and are now attending a parochial school.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is found in the student’s cumulative folder. Attendance intervention plan is not required.

4 - Mass Parochial, Boston Resident

State Equivalent: 21

Usage: Students should be discharged with code 4 when they are living in Boston and attending a parochial school outside of the city. If the school is located within Boston, code 1 should be used.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is found in the student’s cumulative folder. Attendance intervention plan is not required.

5 - Home Schooled

State Equivalent: 23

Usage: Students should be discharged with code 5 when they have been accepted into a home school program and have the proper approval from the BPS Office of Extended Learning.

Acceptable Documentation: Copy of acceptance letter from home schooled with approval from the BPS Office of Extended Learning. If a family is withdrawing their student without approval from BPS Office of Extended Learning, code 15 (Kindergarten), 24 (over 16) or 51 should be used.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is approved by the BPS Office of Extended Learning.

6 - Mass Public, Boston Resident

State Equivalent: 20

Usage: Students should be discharged with code 6 when they are living in Boston and attending a public school outside of Boston, such as METCO. This code should not be used at the school level for a student that transfers to another BPS school.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as they are reported to DESE by their new school. Schools must discharge students by October 1 if they know they are attending another Massachusetts public or charter school. Documentation is not required but it is in the school’s best interest to confirm the student is attending a Massachusetts public school prior to discharging.

7 - Mass Private (Non-parochial) Boston Resident

State Equivalent: 21

Usage: Students should be discharged with code 7 when they are living in Boston and attending a private school outside of the city.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is found in the student’s cumulative folder. Attendance intervention plan is not required.

9 - EOY Rollover Record

State Equivalent: NA

Usage: Code 9 is automatically assigned by the system during the school-year rollover and should not be used outside of the summer process.

Acceptable Documentation: NA

Attendance/Dropout Requirements: None

11 - Boston Private (Non parochial)

State Equivalent: 21

Usage: Students should be discharged with code 11 when they are attending a private school in Boston.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as proper documentation is found in the student’s cumulative folder. Attendance intervention plan is not required.

12 - Mass Public (Non Boston Resident)

State Equivalent: 20

Usage: Students should be discharged with code 12 when they are confirmed to have moved out of Boston and are now attending another Massachusetts school.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as they are reported to DESE by their new school. Schools must discharge students by October 1 if they know they are attending another Massachusetts public or charter school. Documentation is not required but it is in the school’s best interest to confirm the student is attending a Massachusetts public school prior to discharging.

13 - Mass Private (Non Parochial) Non-Boston Resident

State Equivalent: 21

Usage: Students should be discharged with code 13 when they are confirmed to have moved out of Boston and are now attending a private school

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as they are reported to DESE by their new school. Schools must discharge students by October 1 if they know they are attending another Massachusetts public or charter school. Documentation is not required but it is in the school’s best interest to confirm the student is attending a Massachusetts public school prior to discharging.

14 - Out of State

State Equivalent: 22

Usage: Students should be discharged with code 14 when they move out of Massachusetts and have documentation proving they are attending a school in another state.

Acceptable Documentation: Copy of acceptance letter from new school, copy of transcript/record request from new school.

Attendance/Dropout Requirements: Student will not be counted as a drop-out as long as the school adds the required documentation to the student’s cumulative folder.

15 - Home (Kindergarten ONLY)

State Equivalent: 21

Usage: Students should be discharged with code 15 when they are opting out of school services and are under the age of 6.

Acceptable Documentation: None required.

Attendance/Dropout Requirements: None required as long as the student is underage.

16 - Death

State Equivalent: 6

Usage: When using code 16, contact the Superintendent’s Office immediately to ensure that the student is removed from any robocalls and automatic mailings.

Acceptable Documentation: Copy of death certificate or obituary 

Attendance/Dropout Requirements: None.

When a student passes unexpectedly, please reach out to Kevin Arias (karias@bostonpublicschools.org) immediately so that we can take extra steps to prevent automated phone calls & letters from going to the family.

17 - Student Reached Maximum Age (22)

State Equivalent: 9

Usage: Students should be discharged with code 18 when they reach 22 and have not met local and state graduation requirements.

Acceptable Documentation: None required.

Attendance/Dropout Requirements: Student is not counted as a dropout.

19 - Out of Country

State Equivalent: 22

Usage: Students should be discharged with code 19 when they move out of the United States and have documentation proving they have left the country.

Acceptable Documentation: Copy of plane ticket or other related paperwork, acceptable letter into out-of-country school, or other family documentation proving that the student has left the country.

Attendance/Dropout Requirements: Student will not be counted as a drop-out as long as the school adds the required documentation to the student’s cumulative folder.

21 - Work

State Equivalent: 34

Usage: Students should be discharged with code 21 when they leave school to work full time.

Acceptable Documentation: None required.

Attendance/Dropout Requirements: Student will be counted as a dropout and an attendance plan should be initiated if the student is under the age of 16.

22 - Military Service

State Equivalent: 32

Usage: Students should be discharged with code 22 when they leave school to attend military service..

Acceptable Documentation: Documentation of active military service.

Attendance/Dropout Requirements:  Student will be counted as a drop-out.

23 - GED

State Equivalent: 30

Usage: Students should be discharged with code 23 when they are pursuing the GED in a non-diploma-granting program.

Acceptable Documentation: Proof of enrollment in educational program (i.e. acceptance/enrollment letter)

Attendance/Dropout Requirements:  Student will be counted as a drop-out.

24 - Over 16, no plans known

State Equivalent: 35

Usage: Students should be discharged with code 24 when they leave school without enrolling in a new school or program and are 16 years or older.

Acceptable Documentation: None

Attendance/Dropout Requirements: Student will be counted as a drop-out.

25 - Illness

State Equivalent: 35

Usage: Students should be discharged with code 25 when they leave school due to illness without enrolling in a new school or program. Does home & hospital count?

Acceptable Documentation: None

Attendance/Dropout Requirements: Student will be counted as a drop-out

26 - Married, pregnant or parenting

State Equivalent: 35

Usage: Students should be discharged with code 26 when they leave school due to pregnancy or other parenting duties. If a student is attending St. Mary’s, it is recommended that you contact the Office of Educational Options prior to changing the student’s enrollment status.

Acceptable Documentation: None

Attendance/Dropout Requirements: Student will be counted as a drop-out

27 - Non-Diploma Educational Program (non GED)

State Equivalent: 30

Usage: Code 27 should be used when the student enters an educational program that does not grant a GED or other diploma. Code 23 or 30 should be used if a student is attending a GED or adult education diploma program.

Acceptable Documentation: Proof of enrollment in educational program (i.e. acceptance/enrollment letter)

Attendance/Dropout Requirements: Student will be counted as a drop-out.

28 - Incarcerated

State Equivalent: 33

Usage: Students should be discharged with code 28 when they are incarcerated in a facility that does not provide educational services. The Office of Social/Emotional Learning should be contacted prior to the use of code 28.

Acceptable Documentation: None

Attendance/Dropout Requirements: Student will be counted as a drop-out

30 - Adult Diploma Program

State Equivalent: 24

Usage: Student is attending a diploma-granting program that is recognized by the State.

Acceptable Documentation: Enrollment documentation provided by the program.

Attendance/Dropout Requirements: Student will not be counted as a drop-out

31 - Grade 12 - Met local/did not pass MCAS

State Equivalent: 11

Usage: Students should be discharged with code 31 when they have met the Boston Public Schools’ graduation requirements but have not passed the required MCAS tests.

Acceptable Documentation: None

Attendance/Dropout Requirements: Student will not be counted as a drop-out

32 - Job Corps

State Equivalent: 31

Usage: Student is enrolled in a job corp program.

Acceptable Documentation: Documentation from the job corp program that demonstrates acceptance into a job corp program. If the student is leaving school for a job that is not part of job-corp, code 21 should be used.

Attendance/Dropout Requirements: Student will be counted as a drop-out

42 - Charter School

State Equivalent: 20

Usage: Student is enrolled in a Charter School. The charter school does not have to be located in Massachusetts.

Acceptable Documentation: Enrollment documentation from the Charter School, such as written records request or confirmation of enrollment for the student. Documentation should be placed in the student’s cumulative folder.

Attendance/Dropout Requirements: Student will not be counted as a dropout.

43 - Virtual School - Mass Public

State Equivalent: 20

Usage: Student is enrolled in an officially-recognized Massachusetts virtual school. The virtual school must be recognized as a virtual school on DESE’s website. If the student is under the age of 16, documentation should be reviewed by the BPS Office of Extended Learning.

Acceptable Documentation: Enrollment documentation from the virtual school, such as written records request or confirmation of enrollment for the student. Documentation should be placed in the student’s cumulative folder.

Attendance/Dropout Requirements: Student will be not be counted as a drop-out.

44 - Virtual School - Mass Private

State Equivalent: 23

Usage: Student is enrolled in a private virtual school that is located in Massachusetts.

Acceptable Documentation: Enrollment documentation from the virtual school, such as written records request or confirmation of enrollment for the student. Documentation should be placed in the student’s cumulative folder.

Attendance/Dropout Requirements: Student will not be counted as a drop-out.

45 - Virtual School - Out of State

State Equivalent: 23

Usage: Student is enrolled in an out-of-state virtual school.

Acceptable Documentation: Enrollment documentation from the virtual school, such as written records request or confirmation of enrollment for the student. Documentation should be placed in the student’s cumulative folder.

Attendance/Dropout Requirements: Student will not be counted as a drop-out.

51 - Registered - Did Not Report

State Equivalent: 36

Usage: Student was registered to attend but did not report to school. Code 51 is used for all DNRs at the beginning of the year and throughout the school year as students register but fail to start after 8 days. Schools must manually withdraw students with code 51 after the initial DNR period.

Acceptable Documentation: School must have documentation that an unsuccessful attempt was made to reach the family.

Attendance/Dropout Requirements: School must document all attempts to reach the family (phone, email, letter, etc) and document in an attendance intervention plan prior to discharging the student. Student will be counted as a drop-out

52 - Moved, No forwarding address

State Equivalent: 36

Usage: Student moved but did not provide any documentation with their new address or new school.

Acceptable Documentation: School must have documentation that an unsuccessful attempt was made to reach the family to receive a forwarding address.

Attendance/Dropout Requirements: School must document all attempts to reach the family (phone, email, letter, etc) and document in an attendance intervention plan prior to discharging the student. Student will be counted as a drop-out

60-69 - Various transfer codes among BPS schools

State Equivalent: NA

Usage: Codes 60-69 will only be used by the BPS Enrollment Office/Welcome Center for internal transfers. This range of codes should not be used at the school level as it will deactivate the student.

95 - Expelled from BPS

State Equivalent: 05

Usage: Student should be withdrawn with code 95 when an expulsion hearing has been held and the accepted outcome was an expulsion.

Acceptable Documentation: School must have documentation of the incident in the SIS conduct module, along with behavior interventions, parent contact, and any other relevant paperwork in the student’s cumulative folder.

Attendance/Dropout Requirements: Student will not be counted as a drop-out.

96 - Expelled from Other School System

State Equivalent: 05

Usage: Student should be withdrawn with code 96 if the student was expelled from another system and incorrectly admitted to BPS

Acceptable Documentation: School must have documentation that student was expelled from prior school system

Attendance/Dropout Requirements: Student will not be counted as a drop-out.

97 - Multiple Expulsions

State Equivalent: 05

Usage: Student should be withdrawn with code  97 if the student has been  expelled from BPS and returned and is being expelled again

Acceptable Documentation: School must have documentation of the incident in the SIS conduct module, along with behavior interventions, parent contact, and any other relevant paperwork in the student’s cumulative folder. 

Attendance/Dropout Requirements: Student will not be counted as a drop-out.

98 - Residency Violation

State Equivalent: 20

Usage: Student is discharged due to a violation of the residency policy and the student is ineligible for the Boston Public Schools.

Acceptable Documentation: Contact the BPS Residency Inspector for proper documentation.

Attendance/Dropout Requirements: Student will not be counted as a dropout as long as they are reported to DESE by their new school district.

D1 - DNR More than 8 Days

State Equivalent: 36

Usage: Code D1 is only generated by computer and is used to withdraw students who are DNR for 8 school days and are not on the  DNR exception list

Acceptable Documentation: School must have documentation that an unsuccessful attempt was made to reach the family.

Attendance/Dropout Requirements: School must document all attempts to reach the family (phone, email, letter, etc) and document in an attendance intervention plan prior to changing the D1 discharge code to the appropriate code. Students whose discharge code remains D1 will be counted as dropouts.

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