P E I M S PUBLIC EDUCATION INFROMATION MANAGEMENT SYSTEM

1. P E I M SPUBLIC EDUCATION INFROMATION MANAGEMENT SYSTEM Mr. Joe Pedraza PEIMS Administrator August 12, 2013

2. WHAT IS P. E. I. M. S.? • P - Public • E - Education • I - Information • M – Management • S – System PEIMS is an electronic collection of data necessary for the legislature and TEA to perform their legally authorized functions in overseeing public education. PEIMS encompasses student demographic information, student academic performance, personnel, financial and organizational information.

3. REFERENCE DOCUMENTSUSED FOR PEIMS All documents are available on the web at TEA’s website http://www.tea.state.tx.us/index4.aspx?id=3012 PEIMS DATA STANDARDShttp://www.tea.state.tx.us/index2.aspx?id=25769803853 FINANCIAL ACCOUNTABILITY SYSTEM RESOURCE GUIDEhttp://www.tea.state.tx.us/index4.aspx?id=1222 STUDENT ATTENDANCE ACCOUNTING HANDBOOKhttp://www.tea.state.tx.us/index2.aspx?id=7739

4. FERPA • GENERALFamily Educational Rights and Privacy Act (FERPA)Family Policy Compliance Office (FPCO) Home • The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. • FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students." • Parents or eligible students have the right to inspect and review the student's education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies. • Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information. • Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31): • School officials with legitimate educational interest; • Other schools to which a student is transferring; • Specified officials for audit or evaluation purposes; • Appropriate parties in connection with financial aid to a student; • Organizations conducting certain studies for or on behalf of the school; • Accrediting organizations; • To comply with a judicial order or lawfully issued subpoena; • Appropriate officials in cases of health and safety emergencies; and • State and local authorities, within a juvenile justice system, pursuant to specific State law. • Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school. • SIGN FORMS -- NOW.

5. Region One 2013– 2014 Submission DatesAll collections will be submitted to TEA via the Internet using Edit+

6. FALL SNAPSHOT COLLECTION • Collection 1 represents the state of Brownsville ISD as of the Fall Snapshot date. Although the Fall Snapshot Date may not be a day of instruction, school districts still report all students served and staff employed on that date. Exception: Leaver data are reported based on leaver status as of the last Friday in September. • PEIMS Collects – Staff Data, Budget Data, and Student Data • ( Leavers and Dropouts) • Important Dates to remember for the FALL SNAPSHOT are: • Close of school-start window - Last Friday in September– September 27, 2013 • Snapshot Date– October 25, 2013 • PEIMS Data must be Error Free by – November 21, 2013

7. Summer Collection • Collection 3 includes year long student attendance (regular and flexible), course completions, disciplinary actions, student restraints, Title I, Part A participation, course sections, and teacher class assignments/staff data. • Important Date to remember for the FALL SNAPSHOT are: PEIMS Data must be Error Free by – June 19, 2014.

8. What system access do I need? • eSchoolPLUS • PEIMS EDIT + • PET • TREx • Certica Solutions

9. eSchoolPLUS • The PEIMS data is stored in the eSchoolPLUS System • How do I obtain access to eSchoolPLUS ?

10. PEIMS EDIT+ https://pryor.tea.state.tx.us/TSP/TEASecurePortal/jsp/manage_profile.jsp

11. WHAT IS PET ? • The application used to dynamically track public school student enrollments and withdrawals • The Person Enrollment Tracking (PET) application is designed as an extension to PID (Person Identification Database).  It provides districts and open-enrollment charter schools the ability to maintain student information via PET events.  A PET event is an individual student's enrollment to or withdrawal from a campus ID of enrollment coupled with the date the event took place.  PET events are part of a student's PID record and can be very helpful when a district needs to identify any previous Texas districts of enrollment for students newly enrolled in their districts.

12. P E T • http://ritter.tea.state.tx.us/forms/tease/peims_edit+pid.html

13. TREx – TX Records Exchange • The Texas Records Exchange (TREx) system is a web-based software application designed for the exchange of electronic student records as mandated by the State. By using TREx, school registrars have the ability to electronically request and receive student records for students who have attended or will be attending Texas public schools. High school registrars and counselors also have the ability to electronically create and send official student transcripts to Texas public colleges and universities using TRex to access the University of Texas (UT) SPEEDE Server. • If you already have a user name and password for another TEA application, log on to TEA SE and select "Add/Modify Application Access" from Application List page.

15. WHAT IS UNIQUE - ID? • TEA provides an application called UNIQUE-ID which maintains a unique identifier database entry for every student and staff within the Texas public school and open enrollment Charter system. This database is synchronized with the existing EDITPLUS Person Identification (PID) database. The UNIQUE-ID application allows authorized ESC, district or campus users the ability to search for existing students or staff within the UNIQUE-ID database.  Users with either UIDLEA or UIDCAMPUS roles within the UNIQUE-ID application may also add a new student/staff to or update an existing student/staff in the database. • These features allow districts to correct errors before submitting their PEIMS data to TEA. 

16. Unique – ID cont.. • PID – Person Identification Data Base • PID Rejection Rate (student/staff) • PID error types • Examples • PID Correction Procedures • Documentation • On-screen corrections • Special Adds

17. STUDENT ATTENDANCE ACCOUNTING HANDBOOK • Published annually by TEA (on web site) • One copy sent to all districts • Student attendance accounting system requirements • Foundation School Program eligibility • Funding implications • Special program eligibility and contact hours • Available to all persons who work with student attendance in the district http://www.tea.state.tx.us/index2.aspx?id=7739

18. Programs and Special Populations • Bilingual/ESL • Special Education • Title I Part A (Economic Disadvantaged) • Gifted/Talented • Career Technology • Migrant • At-Risk • Homeless • Immigrant • Dyslexia

19. Appendix D - Leaver Reason Codes and Documentation Requirements • This is a mandatory MUST READ document • Provides expanded definitions and specific documentation guidelines for each of the leaver reason codes • Key items: School start window (last Friday of Sept 30th) Leaver reason codes that won’t count against the district • Leaver code request form

20. Additional Information Related to Discipline - Appendix E • This is another mandatory MUST READ document • Mandatory PEIMS Discipline In-service • Provides a detailed explanation for Disciplinary Action Reason Codes

21. PEIMS FORMS • Demographic Change Authorization Form • Special Education Restraint Forms • PEIMS Leaver Code Request Form • Elementary Grade Level Change Request Form • Discipline Action Data Form • Ethnicity and Race Data Form • PEIMS Survey – English & Spanish • 2013 – 2014 Income Eligibility Guidelines • Grade Correction Change form

30. 2013-2014 STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH)

31. 2013-2014 STUDENT ATTENDANCE ACCOUNTING HANDBOOK The Student Attendance Accounting Handbook contains all the official attendance accounting rules and regulations for all public school districts in Texas. The 2013-2014 SAAH is available on the PEIMS website main page The handbook can be access or downloaded in the following link: http://www.bisd.us/PEIMS/

32. 2013-2014 STUDENT ATTENDANCE ACCOUNTING HANDBOOK The handbook contains thirteen sections which include as follows: • Section 1 Overview • Section 2 Audit Requirements • Section 3 General Attendance Requirements • Section 4 Special Education • Section 5 Career and Technical Education • Section 6 Bilingual/English as a Second Language (ESL) • Section 7 Prekindergarten • Section 8 Gifted and Talented • Section 9 Pregnancy Related Services • Section 10 Non-Traditional Schools • Section 11 Non-Traditional Programs • Section 12 Appendix: Average Daily Attendance and Funding • Section 13 Glossary

33. 1.5 Auditing of Attendance Information Regardless of where attendance records are filed or stored, they must be readily available for audit by the Financial Audits Division of the TEA. Auditors have the authority to examine attendance records for any year for which your district is required to retain records

34. SECTION 3: GENERAL ATTENDANCE REQUIREMENTS

35. 3.2.1 ADA Eligibility Coding • Code 0 Enrolled, Not in Membership • Code 1 Eligible for Full-Day Attendance • Code 2 Eligible for Half-Day Attendance • Code 3 Eligible Transfer Student Full-Day • Code 4 Ineligible Full-Day • Code 5 Ineligible Half-Day • Code 6 Eligible Transfer Student Half-Day

36. 3.6 General Attendance – Taking Rules Each teacher or other school employee who records student attendance must certify, in writing, that all such records are true and correct to the best of his or her knowledge and that the records have been prepared in accordance with laws and regulations pertaining to student attendance accounting. Electronic signatures are acceptable. Signature stamps and pencil are not acceptable.

37. 3.6 General Attendance-Taking Rules (continued) • Students who are on campus and in their classrooms at the time attendance is taken must have their official attendance conducted and completed by the classroom teacher. Attendance may not be taken by students, classroom aides, or clerks. Using a "sign-in" sheet to record attendance is not acceptable.

38. 3.6.1 Manual Entries for or Corrections to Student Attendance Data Always use ink to make manual entries or corrections in the attendance records, on daily absence slips, on 6-week absence reports, and/or on daily summary sheets. Never record manual entries in pencil, use liquid correction fluid, or use a signature stamp. If errors are made on any official attendance document, strike through the error, enter corrections nearby, and initial.

39. ⁄ OL A

40. Enrollment

41. Enrollment Report • The Enrollment Report should be faxed or emailed to your Area Assistant Superintendent’s office and PEIMS office no later than 11:00 a.m. on the first fifteen (15) days of school. • Do not generate any report from eSchoolPLUS to report enrollment counts until the “NO SHOWS” have been identified and withdrawn from eSchoolPLUS. • Starting September 19, 2013, the Gifted & Talented and the Special Education students need to be reported. • Enrollment report can be faxed to 547-4069 or emailed to enrollment@bisd.us

42. 2013-2014 ENROLLMENT SCHEDULE *** PIEMS SNAPSHOT DATE

43. Enrollment Report • All students enrolled in campus need to be reported. • The students attending Lincoln Park including babies, B.A.C, and B.L.A. are part of the home campus enrollment. • Speech only students who are enrolled but no in membership need to be reported with the appropriate grade level with the regular students

44. Enrollment Report (continued) • Enrollment forms available on the PEIMS website. http://www.bisd.us/PEIMS/html/Forms.htm • Enrollment report can be faxed to 547-4039 or emailed to enrollment@bisd.us

45. Attendance Guidelines

46. SCHOOL:__________ DATE:__________ sample Principal’s Signature:___________________

47. 3.6.2 Time of Day for Attendance Taking Each campus must determine attendance for all grades by the absences recorded at the one particular point in time the campus has chosen for roll to be taken (a snapshot, e.g., 9:45 a.m.) during the second or fifth instructional hour of the day or its equivalent. However, once a time has been selected, a campus may not change it during the school year.

48. Campus Attendance Snapshot

49. 3.3.2 Entry and Reentry Dates The student's entry date is the first day the student is physically present during the official attendance accounting period on a particular campus. A student's re-entry date is the first day the student is physically present during the official attendance accounting period after having been withdrawn from the same campus. A student cannot be absent on either the entry or the re-entry date. Also, a student cannot be absent on the first day of school.

50. 3.4.1 Students 18 Years of Age or Older Your district may withdraw a student who is at least 18 years old and is voluntarily enrolled in school when he or she accumulates more than five unexcused absences in a semester. Your district may revoke the enrollment of such a student for the remainder of the school year. A student who is removed from school under this provision will be considered a dropout for accountability purposes unless the student returns to school during the school-start window the following fall.