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PEIMS Fall Overview and Updates Supporting ALL of BISD .... Can you survive a PEIMS audit

PEIMS Overview Agenda. WelcomePEIMS ImpactFERPA LawAdmissions

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PEIMS Fall Overview and Updates Supporting ALL of BISD .... Can you survive a PEIMS audit

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    1. Brownsville Independent school district School year 2010 -- 2011 Presented by peims staff August 2010 PEIMS Fall Overview and Updates “Supporting ALL of BISD ....” “Can you survive a PEIMS audit?”

    2. PEIMS Overview Agenda Welcome PEIMS Impact FERPA Law Admissions & Attendance Homeless Technology State Comp USDA PEIMS Submission Dates – Superintendent’s Request Deaf Ed Coding Birth Certificates ISS / OSS Consideration Record 90 Classroom Link – TEA Underreported – Superintendent’s Request REVIEW What’s Next PEIMS Forms Q & A 2

    3. PEIMS Welcome Public Education Information Management System The Public Education Information Management System (PEIMS) encompasses all data requested and received by TEA about public education, including student demographic and academic performance, personnel, financial, and organizational information.     The data collected through the PEIMS electronic collection method has: A standard set of definitions, codes, formats, procedures and dates for the collection of data published as the PEIMS Data Standards; Standard edit procedures; An established database design; A production system to format and load data into the TEA enterprise database; and Written documentation describing the numeric and alphanumeric values stored in the database published as the Data Documentation. Currently, the major categories of data collected are: organization data; budget data; actual financial data; staff data; student demographic, program participation and school leaver data; student attendance, course completion and discipline data.   3

    4. PEIMS Impact 4 How is PEIMS data used? Data collected through PEIMS is used by several TEA programs to create reports including the following: TEA Standard Reports AEIS - Academic Excellence Indicator System Accountability System Accountability System All State and Federal systems Snapshot Pocket Edition TEA Data Resources and Research

    5. PEIMS Impact 5 PEIMS Impact -- SOME Examples: 1.2.1 Percent of Students Graduating Under the Distinguished Achievement High School Program 1.2.2 Percent of Students Graduating Under the Recommended High School Program 1.2.3 Percent of Students at Texas High School Project State-Funded Campuses who Successfully Complete an Advanced Course 1.2.4 Percent of Students who Successfully Complete an Advanced Course 1.2.5 Percent of Students who Meet the Higher Education Readiness Component on the Exit Level TAKS 1.2.6 Percent of Students in Selected Programs Advancing from Ninth to Tenth Grade 1.2.7 Percent of Students Advancing from Ninth to Tenth Grade Statewide 1.2.8 Percent of Students with Disabilities Who Graduate High School 1.2.10 Percent Eligible Students Taking Advanced Placement/International Baccalaureate Exams Further examples can be found in the 2011-2015 Texas Education Agency Strategic Plan

    6. FERPA Law 6 GENERAL Family 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.

    7. Presentations by: 7 Admission and Attendance Minnie Zamora Homeless Program Diana Clough Technology Services Joni Gillis State Compensatory Martin Luna

    8. Homeless Program Homeless Education 101 Basic Information on Homeless Education Every Child Has a Right to an Education—VERIFY EVERY SIX WEEKS WITH HOMELESS ON CODING—CERTIFIED BY E-MAIL The federal Mckinney-Vento Homeless Education Assistance Improvements Act and Texas state law protect the rights of homeless children and youth to receive a free and appropriate public education. Nearly everyone in Texas who is between the ages of 5 and 21 on September 1 of the school year and has not been expelled has the right to attend school, even if they: don't have a permanent address have a previous address in another town or state don't live with a parent or legal guardian live temporarily doubled-up with friends or family sleep in a shelter sleep in a campground, car, abandoned building, or other facility not designated for, or ordinarily used as regular accommodations for, human beings don't have school records CHECK WITH HOMELESS PROGRAM ON UPDATES. See Reports from Resubmission. 8

    9. USDA From US Department of Agriculture: June 11, 2010 / BISD Ms. Cervantes July 13, 2010 The purpose of this memorandum is to provide an update on the status of eligibility determinations for the Child Nutrition Programs in light of the continued delay in the publication of the updated poverty guidelines issued by the Department of Health and Human Services (DHHS). As you are aware, in order to expedite printing of applications for free and reduced price meals, we authorized a waiver of the statutory requirement to include the reduced price Income Eligibility Guidelines (lEGs) by family size on any materials related to applications for free and reduced price meals. The policy memo instituting this waiver, entitled "Waiver on Providing Income Limits on Applications, SP 26 -2010; CACFP 12-2010; SFSP 11-2010", was published on May 5, 2010. The continued delay of the publication of the poverty guidelines will also impact the ability of schools and other institutions participating in the Child Nutrition Programs to make eligibility determinations after June 30, 2010, when the current lEGs usually expire. In making eligibility determinations, schools and institutions should utilize the current 2009-2010 lEGs to make such determinations until further notice. Such determinations shall be effective for the certification period set forth in the applicable program's regulations (e.g., for school programs, from the date of approval through the remainder of the current school year and up to 30 operating days of the following school year). 9

    10. PEIMS Submission Dates 10 School-Start Window – First day of school through last Friday in September. Students who will be counted as “continuers” must be enrolled within the School-Start window. School-Start Window Closes – September 24, 2010

    11. PEIMS Submission Dates PEIMS Snapshot Date: October 29, 2010. Fall data Error free by October 18, 2010. Discipline Reports / PET Reports / Homeless e-mail: October 8th November 19th January 21st March 11th May 6th Prior to Principal’s Checkout in June 11

    12. Deaf Ed Reminder on Coding 4.9.2 Infants Receiving Auditory Impairment (Deaf) Services All infants (birth through 2 years of age) receiving auditory impairment (deaf) services at home or in day care should be reported with the information shown in the following table: Grade Level EE Instructional Arrangement/Setting Code: 01, homebound (a doctor's statement is not needed) ADA Eligibility Code 0—enrolled, not in membership, if the infant is served fewer than 2 hours per week 2—eligible for half-day attendance if the infant is served at least 2 hours but fewer than 4 hours per week 1—eligible for full-day attendance if the infant is served at least 4 hours per week 12

    13.  Deaf Ed Reminder on Coding 4.9.7 Regional Day School Programs for the Deaf (RDSPD) Students in the RDSPD must be served a minimum of 45 minutes per week by an RDSPD teacher. All students who receive instructional services through the RDSPD for the minimum time indicated should be reported on the PEIMS 163 (Student Data - Special Education) and 405 (Special Education Attendance Data - Student) records using C067 (Reg-Day-Sch-Prog-Deaf) code 3. This code (3) is done by Special Services. Only one district may report PEIMS data for RDSPD students. Sending and receiving districts should make an agreement regarding the reporting of PEIMS and attendance information for students in the program. The district that reports these students must report the same students for all data submissions. (MOU on file with Special Services.) The following shows the ADA eligibility codes to use for students in the RDSPD. If a student is enrolled in the RDSPD and the student is a full-day student (served for at least 4 hours/240 minutes) then use ADA eligibility code 1—Eligible for Full-Day Attendance If a student is enrolled in the RDSPD and the student is a half-day student (served for at least 2 hours/120 minutes) then use ADA eligibility code 2—Eligible for Half-Day Attendance   13

    14. Birth Certificate Reminder/Update 14 The naming standards that follow were revised in the 2006-2007 PEIMS Data Standards and apply to students who entered the Texas public school system for the first time in the 2006-2007 school year or later. The revised naming standards are not retroactive.   FIRST-NAME, MIDDLE-NAME, and LAST-NAME are required for all students. A full MIDDLE-NAME is required, if available. If a student has no middle name, enter one equal sign (=). Do not use an initial for FIRST-NAME, unless an initial is the legal first name. GENERATION-CODE is reported when available.   TEC §25.0021 states that a Texas public school student must be identified by his or her legal surname. Legal name is obtained from the birth certificate. The name entered matches the birth certificate exactly as shown. “Double” last names on the birth certificate are recorded exactly as shown. Each name on the birth certificate appears in one of the PEIMS name fields. If the birth certificate name cannot be understood completely, the parent is asked to clarify. If the first or last name is not indicated on a student's birth certificate, then the parent(s) provides a first or last name to be used for PEIMS reporting purposes. If a birth certificate is not obtainable, the name entered matches an alternate document. Acceptable alternate documents include: driver’s license; passport; school identification card, record, or report card; military identification; hospital birth record; adoption record; church baptismal record; court-ordered legal name change documentation; or any other legal document that establishes identity. (These are to be used after all efforts to obtain Birth Certificate has failed. Call PEIMS in this event.)

    15. ISS / OSS Impact Considerations 4.5 Interim Alternative Educational Placements If special education services prescribed in a student's IEP are provided while the student is placed in an appropriate, interim, alternative education setting (i.e., in-school suspension [ISS], disciplinary alternative education program [DAEP]), special education contact hours may be claimed. If special education services are not provided, special education contact hours may not be claimed. This restriction includes short-term removals of not more than 10 consecutive or cumulative school days. See Report from Region I 15

    16. ISS / OSS Impact Considerations 5.4 Withdrawal Procedures The procedures for withdrawing a student from CTE classes are as follows:  1. The student withdraws from school, or the student's class schedule changes. As a result, the student is no longer enrolled in a given CTE class. 2. Attendance personnel record the effective date of withdrawal in the attendance accounting system, and eligible CTE days are no longer accumulated from that date forward for the class from which the student withdrew. CTE contact hours may not be claimed when a student receiving CTE services is placed in a disciplinary setting (e.g., in-school suspension [ISS] or disciplinary alternative education program [DAEP]) for more than 5 consecutive days if the same amount and type of CTE services are not provided by a CTE teacher. After 5 consecutive days without CTE services being provided, district personnel must remove the student from the PEIMS 410 record for CTE contact hours effective the first day of placement in the disciplinary setting. In other words, your district may place a student in a disciplinary setting for up to and including 5 consecutive days and continue to claim CTE contact hours even though no CTE services are provided to the student. A student may earn state credit for a CTE course if the student continues to work on the course even though direct CTE instruction is not provided during periods of disciplinary removal. 16

    17. ISS / OSS Impact Considerations 6.10.1 Eligible Days Present and Students Placed in a Disciplinary Setting Bilingual education or ESL program eligible days present may not be claimed when a student receiving bilingual education or ESL program services is placed in a disciplinary setting (e.g., in-school suspension [ISS] or disciplinary alternative education program [DAEP]) for more than 5 consecutive days if the same amount and type of bilingual education or ESL program services are not provided by a bilingual education or ESL program teacher. After 5 consecutive days without bilingual education or ESL program services being provided, district personnel should remove the student from the PEIMS 400 record for bilingual education or ESL program contact hours effective the first day of placement in the disciplinary setting.   In other words, your district may place a student in a disciplinary setting for up to and including 5 consecutive days and continue to claim bilingual education or ESL program contact hours even though no bilingual education or ESL program services are provided to the student. A student may earn state credit for an English for Speakers of other Languages (ESOL) I or II course if the student continues to work on the course even though direct ESOL instruction is not being provided during periods of disciplinary removal. 17

    18. Record 90 – Staff Data Responsibilities Mr. Pedraza. 18

    19. Power Point on Classroom Link Data Collection Power Point on Classroom Link Data Collection 19

    20. Texas Education Agency Classroom Link Data Collection 2010-2011 School Year January 12, 2010 Updated February 17, 2010

    21. Starting in 2010-2011 TEA will collect Teacher Class Assignments and Student Course Completion data at the classroom level. This information will enable the agency to associate teachers with students in individual classes in order to meet the following state and federal requirements. Background Texas Education Agency - Classroom Link Training - January 12, 2010 21

    22. House Bill 3, 81st Legislative Session, Section 32.258(e) requires TEA to establish a Student Assessment Data Portal The system must enable teachers to view all results for students in their own classes. The system must permit comparisons of student performance at the classroom level. Background Texas Education Agency - Classroom Link Training - January 12, 2010 22

    23. SB174, 81st Legislative Session, Section 2 amends TEC Section 21.045 and directs the State Board of Educator Certification to include the following in the accountability system for educator preparation programs. (3) Achievement, including improvement in achievement, of students taught by beginning teachers for the first three years following certification, to the extent practicable. Background Texas Education Agency - Classroom Link Training - January 12, 2010 23

    24. The 2009 USDE Statewide Longitudinal Data System Grant Provides funding to TEA, THECB and school districts to collect classroom level data for teachers and students in elementary, secondary, and post secondary education. Background Texas Education Agency - Classroom Link Training - January 12, 2010 24

    25. The project will provide the ability to analyze aggregate student performance by attributes of a teacher or class. Will provide aggregate reports to districts on the performance of their high school graduates in specific courses in post secondary education. Background Texas Education Agency - Classroom Link Training - January 12, 2010 25

    26. The USDE State Fiscal Stabilization Fund Phase II Grant, and the USDE 2009 ARRA Statewide Longitudinal Data System Grant Eligibility requirements for these grants include a teacher identifier system with the ability to match teachers to students and student transcript information including courses completed and grades earned. Background Texas Education Agency - Classroom Link Training - January 12, 2010 26

    27. The following changes have been made to the 2010-2011 PEIMS Collection in order to meet these requirements. 040 Staff Identification record – Added a new data element, STAFF-TYPE-CODE. 090 Staff Responsibility Record – Expanded the CLASS-ID-NUMBER from 6 to 14 characters. Implementation Texas Education Agency - Classroom Link Training - January 12, 2010 27

    28. New 300 Course Section record – Added to the Summer Collection (Submission 3). New 305 Teacher Class Assignment record – Added to the Summer Collection (Submission 3). 415 Course Completion record – Expanded to include course information for grades 1-12. Implementation Texas Education Agency - Classroom Link Training - January 12, 2010 28

    29. The 040 Staff Identification/Demographic, 043 Staff Demographic, 045 Staff Identification Number Change, and 050 Staff Employment records will be collected in both Submission 1 and 3. However, only staff serving as classroom teachers will be reported in the summer. Implementation Texas Education Agency - Classroom Link Training - January 12, 2010 29

    30. A new data element, STAFF-TYPE-CODE, has been added to the 040 record to identify “District Employed Staff” versus “Contracted Instructional Staff”. Contracted Instructional Staff are persons not employed by the school district, but are working under contract on a campus or in a district providing instructional services to students. 040 Staff Identification Record Texas Education Agency - Classroom Link Training - January 12, 2010 30

    31. The 090 Staff Responsibility record has been modified to expand the CLASS-ID-NUMBER from 6 to 14 characters is alpha-numeric. The CLASS-ID-NUMBER must be unique by school year, CAMPUS-ID, and SERVICE-ID. This is a change from 2009-2010 where the CLASS-ID-NUMBER was only required to be unique at the CAMPUS-ID, STAFF-ID, and SERVICE-ID level. 090 Staff Responsibility Record Texas Education Agency - Classroom Link Training - January 12, 2010 31

    32. The new 300 Course Section record captures the course offerings for grades 1-12 at a particular campus in the district. The record consists of the following data elements: INPUT-RECORD-TYPE-CODE, DISTRICT-ID, CAMPUS-ID, CLASS-ID-NUMBER, SERVICE-ID, CLASS-PERIOD, COURSE-SEQUENCE-CODE, NON-DISTRICT-BASED-INSTRUCTION-CODE. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 32

    33. The data key for the 300 Course Section record is: INPUT-RECORD-TYPE-CODE, DISTRICT-ID, CAMPUS-ID, SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 33

    34. CLASS-ID-NUMBER must be unique by school year, CAMPUS-ID, SERVICE-ID, and COURSE-SEQUENCE-CODE. CLASS-ID-NUMBER is 14 characters and may be a mixture of alpha and numeric values. One record must be submitted in collection 3 for each unique class (course section) that was offered during the school year. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 34

    35. SERVICE-ID is limited to those services that are valid student course codes. Do not report the SR, SA, and SS series SERVICE-ID codes (e.g. SR000001 – Discipline Management) on the 300 Course Section record. Do not report Locally Developed courses that begin with an “8” or “9”. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 35

    36. The generic elementary SERVICE-IDs remain valid for use in the 2010-2011 school year. (e.g. 02010000 - Grade 1, 02020000 - Grade 2, 02030000 - Grade 3, 02040000 - Grade 4, 02050000 - Grade 5, 02060000 - Grade 6). SERVICE-ID 02000000, Elementary, Grades 1-6, should only be used when a teacher is serving multi-grade or ungraded student populations, typically in a pullout program. It is not to be used when a district assigns a teacher to multiple grades of students because neither grade has enough students to justify a single classroom. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 36

    37. CLASS-PERIOD is the class period identifier that illustrates the time of the school day that a particular class was offered. CLASS-PERIOD is a two digit alpha-numeric data string. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 37

    38. COURSE-SEQUENCE-CODE identifies how the course was taught to the students during the school year. One new code has been added to the Course Sequence Code table: (A) Non-High School Year Long Course 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 38

    39. NON-CAMPUS-BASED-INSTRUCTION-CODE is used to identify courses for which a student can get grades and/or credit that are not taught by district or campus staff. In the cases where this code is other than “00”, no 305 Teacher Class Assignment record is reported. Examples of Non-Campus Based Instruction are College Based Courses, Texas Virtual School Network, Internet Based Course, Other District’s Teacher, and non-Campus Teacher. 300 Course Section Record Texas Education Agency - Classroom Link Training - January 12, 2010 39

    40. The new 305 Teacher Assignment captures the classroom assignments for classroom teachers only (Role IDs 047 and 087) serving grades 1-12. This information is used to link back to the 300 Course Section record in order to identify the classes that a particular teacher teaches. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 40

    41. The record consists of the following data elements: INPUT-RECORD-TYPE-CODE, DISTRICT-ID, STAFF-ID, CAMPUS-ID, ROLE-ID, SERVICE-ID, CLASS-ID-NUMBER, COURSE-SEQUENCE-CODE, POPULATION-SERVED-CODE, CLASS-ROLE, ASSIGNMENT-BEGIN-DATE, and ASSIGNMENT-END-DATE. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 41

    42. The data key for the 305 Teacher Class Assignment record is: INPUT-RECORD-TYPE-CODE, DISTRICT-ID, CAMPUS-ID, STAFF-ID, SERVICE-ID, CLASS-ID-NUMBER, COURSE-SEQUENCE-CODE, and ASSIGNMENT-BEGIN-DATE. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 42

    43. The CLASS-ID-NUMBER must be unique by school year, CAMPUS-ID, SERVICE-ID, and COURSE-SEQUENCE-CODE. The CAMPUS-ID, SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE on each 305 Teacher Assignment record must match an entry on some 300 Course Section record where CAMPUS-ID, SERVICE-ID, and COURSE-SEQUENCE-CODE is the same. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 43

    44. ROLE-ID captures the role of the staff reported to ensure that only classroom teachers are being reported. Role IDs reported on this record are limited to 047 – Substitute Teacher and 087 – Teacher. All other staff roles are not reported in Submission 3. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 44

    45. SERVICE-ID is limited to those services that are valid student course codes. Do not report the SR, SA, and SS series SERVICE-ID codes (e.g. SR000001 – Discipline Management) on the 305 Teacher Assignment record. Do not report Locally Developed courses that begin with an “8” or “9”. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 45

    46. SERVICE-IDs reported on a 305 Teacher Assignment record must match an entry on the 300 Course Section record. COURSE-SEQUENCE-CODE identifies how the course was taught to the students during the school year. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 46

    47. POPULATION-SERVED-CODE identifies the population for which the class was designed (e.g. Regular Students, Special Education, Career and Technical Education, Gifted and Talented, etc…). Each class can only have one POPULATION-SERVED-CODE value reported. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 47

    48. The CLASS-ID-NUMBER must be unique by school year, CAMPUS-ID, SERVICE-ID, and COURSE-SEQUENCE-CODE. The CAMPUS-ID, SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE on each 305 Teacher Assignment record must match an entry on some 300 Course Section record. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 48

    49. CLASS-ROLE identifies the teacher as either the teacher as a “Teacher of Record”, an “Assistant Teacher”, or a “Support Teacher”. Each class will have only one “Teacher of Record” at a time, but may have one or more “Assistant Teachers” or “Support Teachers” depending on the teaching arrangement. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 49

    50. ASSIGNMENT-BEGIN-DATE identifies the first date a teacher was assigned to the class in the current school year. ASSIGNMENT-END-DATE identifies the last date a teacher was assigned to the class in the current school year. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 50

    51. 2010-2011 School Year Reporting Requirements For the first year of the collection, districts may report just the last teacher of record for each class. The ASSIGNMENT-BEGIN-DATE and ASSIGNMENT-END-DATE may be set to the first date the class began and last date the class met. However, multiple teachers can be reported for a particular class during the first year. These records will share the same CLASS-ID-NUMBER. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 51

    52. 2010-2011 School Year Reporting Requirements If the school software stores the teacher assignment data and/or the ASSIGNMENT-BEGIN-DATES and ASSIGNMENT-END-DATES more completely than the minimum reporting standard for 2010-2011, then the district may report the additional teacher data records during the 2010-2011 school year. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 52

    53. 2011-2012 School Year Reporting Requirements Districts must report a record for each teacher of record assigned to a class throughout the year, starting with the last Friday in October. The ASSIGNMENT-BEGIN-DATE and ASSIGNMENT-END-DATE must be set to the actual dates the teacher was assigned to the class. Assistant Teachers and Support Teachers can be reported for a particular class. These additional teachers will share the same CLASS-ID-NUMBER as the Teacher of Record for the same classes. 305 Teacher Assignment Record Texas Education Agency - Classroom Link Training - January 12, 2010 53

    54. The 415 Course Completion record has been expanded from grades 9-12 to capture grades 1-12 course activity. The 415 Course Completion record has also been expanded to include the following new data elements: CLASS-ID-NUMBER, STUDENT-BEGIN-DATE, STUDENT-END-DATE, COURSE-COMPLETION-INDICATOR, COURSE-GRADE, and FINAL-COURSE-GRADE. (NOTE: COURSE-SEQUENCE-CODE has been reinstated on the 415 Course Completion record.) 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 54

    55. The data key for the 415 Course Completion record is: INPUT-RECORD-TYPE-CODE, DISTRICT-ID, STUDENT-ID, CAMPUS-ID-OF-ENROLLMENT, SERVICE-ID, CLASS-ID-NUMBER, COURSE-SEQUENCE-CODE, and STUDENT-BEGIN-DATE. Texas Education Agency - Classroom Link Training - January 12, 2010 415 Course Completion Record 55

    56. There should be one 415 record for each student in membership in grades 1 through 12 that was enrolled in at least one course during the current school year. Courses that were completed in another district during the first semester should not be reported. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 56

    57. The CLASS-ID-NUMBER must be unique by school year, CAMPUS-ID-OF-ENROLLMENT, SERVICE-ID, and COURSE-SEQUENCE-CODE. The CAMPUS-ID-OF-ENROLLMENT, SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE on each 415 Course Completion record must match an entry on some 300 Course Section record where CAMPUS-ID, SERVICE-ID, and COURSE-SEQUENCE-CODE is the same. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 57

    58. COURSE-SEQUENCE-CODE identifies how the course was taught to the student during the school year. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 58

    59. Do not report the SR, SA, and SS series SERVICE-ID codes (e.g. SR000001 – Discipline Management) on the 300 Course Section record. SERVICE-ID is limited to those services that are valid student course codes. Do not report Locally Developed courses that begin with an “8” or “9”. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 59

    60. STUDENT-BEGIN-DATE identifies the first date a student was assigned to the class in the current school year. STUDENT-END-DATE identifies the last date a student was assigned to the class in the current school year. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 60

    61. PASS/FAIL/CREDIT-INDICATOR-CODE The code table for this data element has three new codes to accommodate students being reported with a 415 Course Completion record that do not complete the course, or did not take the course for high school credit. 00 – Not Applicable 13 - Non-High School Course Passed 14 - Non-High School Course Failed 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 61

    62. COURSE-COMPLETION-INDICATOR indicates the outcome of a particular course for a particular student. A value of 0 indicates that the student did not complete the course. A value of 1 will indicate that the student did complete the course. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 62

    63. If the PASS/FAIL/CREDIT-INDICATOR-CODE is reported as 00 – Not Applicable, for a particular class on a 415 Course Completion record, then the COURSE-COMPLETION-INDICATOR for that same record must be 0 – Course Not Completed. Reporting the PASS/FAIL/CREDIT-INDICATOR-CODE 00 – Not Applicable is limited to those cases where the student did not complete the course. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 63

    64. COURSE-GRADE identifies the grade the student received in the particular class. FINAL-COURSE-GRADE identifies the final course grade that the student received for a multi-part course. (e.g. a year long course with credit and grades awarded for each of the two semesters.) 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 64

    65. COURSE-GRADEs and FINAL-COURSE-GRADEs are only reported for students taking high school courses taken for high school credit. COURSE-GRADE and FINAL-COURSE-GRADE are alpha-numeric fields and have for a Domain of Values: 000-120, P==, and F==. P== is for students passing a non-graded course and F== is for students failing a non-graded course. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 65

    66. 2010-2011 School Year Reporting Requirements For the first year of the collection, districts may report just the last course section for each class the student completed. STUDENT-BEGIN-DATEs and STUDENT-END-DATEs may be set to the first date the class began and last date the class met. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 66

    67. 2010-2011 School Year Reporting Requirements However, if the school software stores this data (BEGIN/END-DATES) more completely than the minimum reporting standard for 2010-2011, then the district may report the additional course completion data rows during the 2010-2011 school year. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 67

    68. 2010-2011 School Year Reporting Requirements If a student has completed any classes prior to the “Last Friday in October”, these course completion events must be reported. Course Completion events reported prior to the “Last Friday in October” will require the matching 300 Course Section records, and the matching 305 Teacher Assignment records when applicable. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 68

    69. 2011-2012 School Year Reporting Requirements Districts must report a record for each class (course section) in which a student was enrolled throughout the year, starting with the last Friday in October. STUDENT-BEGIN-DATEs and STUDENT-END-DATEs must be set to the actual dates the student enrolled in and last attended, or withdrew from, the unique course section. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 69

    70. 2011-2012 School Year Reporting Requirements If a student has completed any classes prior to the Last Friday in October, these course completion events must be reported. Course Completion events reported prior to the last Friday in October will require the corresponding 300 Course Section and the 305 Teacher Assignment records when applicable. 415 Course Completion Record Texas Education Agency - Classroom Link Training - January 12, 2010 70

    71. Leaver Code Reasons Secondary Leaver Code Power Point 71

    72. Brownsville Independent school district School year 2010 -- 2011 Presented by peims staff August 2010 Leaver Overview and Updates “Supporting all of BISD ....” “Can you survive a PEIMS audit?”

    73. PEIMS Data Standards APPENDIX D   Leaver Reason Codes and Documentation Requirements   The attached table provides expanded definitions and specific documentation guidelines for each of the leaver reason codes listed in Code Table C162 of the Texas Education Agency (TEA) PEIMS Data Standards. The table is organized into the following broad categories of leavers: completed high school or General Educational Development (GED) program moved to other educational setting withdrawn by school district other Leaver records are not submitted for students who enroll in other Texas public school districts or charters and students who obtain GED certificates at Texas examination sites by August 31. Students who move to other Texas public school districts are considered movers, not leavers. Documentation as described in Appendix D is not required for movers; districts may wish to develop local policy on documentation for movers. The Person Identification Database (PID) Enrollment Tracking (PET) may be used to establish tentative local documentation that students are movers. The final determination of whether students are movers will be made by TEA. Local policy in this appendix refers to a district's or charter's leaver policies and procedures. 73

    74. Go to TEA website, A-Z, G for General Educational Development 74

    75. Enter SSN/Date of Birth 75

    76. Check PET 76

    77. Be creative in your PET searches!!!! 77

    78. General Documentation Requirements Campuses must document the withdrawal of students and maintain on file the appropriate paperwork associated with student withdrawals. Documentation is required for all leaver reason codes. Documentation requirements for leaver codes are provided in the Documentation Requirements by LEAVER-REASON-CODE section. Documentation supporting use of a leaver reason code must exist at the campus at the time the leaver data are submitted, i.e., no later than the PEIMS Submission One; January resubmission date. Timelines for establishing leaver reasons and obtaining documentation. Students who leave during the school year. For students who leave during the school year, leaver reasons apply at the time of withdrawal, and documentation should be obtained at that time. For example, for students who are withdrawn by Child Protective Services (CPS), LEAVER-REASON-CODE 66, documentation would be obtained when the student is removed. Students who fail to return in the fall. For students who fail to return the following fall, leaver reasons apply on the first day of school or its approximation, the school-start window (September 24, 2010). The school-start window is the period of time between the first day of school and the last Friday in September. Districts should use the LEAVER-REASON-CODE that most appropriately describes the student's whereabouts during the school-start window. For example, to use LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling, a district would establish that a student was being home schooled at some point during the school-start window. The campus must obtain the documentation to support the leaver code. 78

    79. Signatures on documentation Documentation must be signed and dated by an authorized representative of the district (In this case the campus PEIMS administrator). Withdrawal documentation should also be signed for the student by a: parent, or guardian, or responsible adult as recorded in school records, such as a foster parent or a probation officer, or qualified student. A qualified student is one who, at the time he/she stops attending school: is married, or is 18 years or older, or has established a residence separate and apart from the student’s parent, guardian, or other person having lawful control of the student An original signature is not required on withdrawal forms received in the district by fax. Withdrawal forms received by e-mail do not need to be signed by the parent/guardian or qualified student. Written documentation of oral statements made in person or by telephone by the parent/guardian or qualified student is acceptable documentation in some situations if it is signed and dated by the district representative (In this case the campus PEIMS administrator). 79

    80. Changing LEAVER-REASON-CODES Once a campus meets the documentation standard that supports the leaver reason code used, the campus is not required to obtain additional information on the student. For example, if a campus assigned LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling for a student and later received a request for transcript information from a private school for the same student, the district may change the LEAVER-REASON-CODE to 81 enroll in a Texas private school but is not obligated to. 80

    81. Graduated/Received GED out-of-state 01* Student graduated from a campus in this district or charter Definition and use: Use for students who meet all high school graduation requirements (which includes passing the exit-level TAAS or TAKS) at any time during the prior school year, including the summer (through August 31) following the close of the prior year. To graduate, a student must satisfy the requirements under 19 TAC Chapter 74, Subchapter B. Special education students must satisfy requirements under 19 TAC §89.1070. Students who complete all graduation requirements in one school year but do not pass the exit-level assessments until a later year, are reported as graduates in the school year in which the exit-level assessments are passed and the diploma is issued. Documentation requirement: Transcript showing sufficient credits, successful completion of the exit-level assessments (including testing dates), graduation seal, school official signature, and date of completion.   85* Student graduated outside Texas before entering a Texas public school, entered a Texas public school, and left again Definition and use: This code may be used for students who graduated in another state or country before entering Texas public schools. This code may also be used for students who graduated from Texhoma High School, Texhoma, Oklahoma. Documentation requirement: Transcript showing sufficient credits, date, and school official signature, and a diploma with a graduation seal.   86* Student completed the GED outside Texas Definition and use: This code may be used for students who earned GED certificates outside Texas, including students living in Texas and earning GED certificates online from a testing company in another state, before enrolling or after leaving Texas public schools. Documentation requirement: Acceptable documentation is a copy of the GED certificate or some other written document provided by the testing company showing completion of the GED. Written documentation from the testing company must include the date of GED completion, location, address, and contact information of the company.  81

    82.  Moved to other educational setting 24* Student withdrew from/left school to enter college and is working towards an Associate's or Bachelor's degree Definition and use: This code is for students who leave secondary school to enter college early. It should be used for students who are enrolled full-time (at least 9 credit hours per semester). This code is also for students who leave school to enter a dual-credit program established by the Texas Legislature at the Texas Academy of Mathematics and Science at the University of North Texas, the Texas Academy of Leadership in the Humanities at Lamar University, the Texas Academy of Mathematics and Science at the University of Texas at Brownsville, and the Texas Academy of International Studies at Texas A&M International University. Documentation requirement: Documentation of enrollment in a college or university must indicate that the student is enrolled full-time in an academic program. A district can document either that at the time of withdrawal the student intended to enter post-secondary education ("intent to enroll in college") or that the student has actually entered a post-secondary educational setting.…. Documentation of intent to enroll in college must be obtained within 10 days of the last day the student attended school. If documentation of intent to enroll in college is not obtained within 10 days, documentation of actual enrollment is required. Acceptable documentation of intent to enroll in college can consist of a written, signed statement from a parent/guardian or qualified student. For example, acceptable documentation of intent to enroll is a copy of the withdrawal form, completed at the time the student stops attending school, and signed and dated by the parent/guardian or qualified student and by an authorized representative of the school district. The withdrawal form must indicate where the student will be enrolling for post-secondary education. The original signature of the parent/guardian or qualified student must appear on the same page of the withdrawal form as the name of the college. Other acceptable documentation of intent to enroll in college is written documentation of an oral statement by the parent/guardian or qualified student made within 10 days of the time the student quits attending school in the district, signed and dated by an authorized representative of the district. If documentation of intent to enroll in college is not obtained within 10 days of the last day the student attended school, documentation of actual enrollment in college is required. The following documentation is required to verify enrollment: Transcript request. Acceptable documentation of enrollment in college is a records request from the college in which the student is enrolled. Telephone requests must be documented in writing, including the date of the call, the name of the college requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student's permanent file. Verification by the superintendent or authorized representative of the receiving /sending district. A signed letter from the college verifying enrollment is also acceptable documentation. The letter must state the name and location of the college in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the college providing the name and location of the college and verifying that the student is enrolled, signed and dated by an authorized representative of the district. 82

    83. Moved to other educational setting (continued) 60* Student withdrew from/left school for home schooling Definition and use: Student was withdrawn from/left school and parent/guardian or qualified student indicates at time of withdrawal that student will be home schooled or is being home schooled. The district is not required to obtain evidence that the program being provided meets educational standards. Documentation requirement: A district can document either that at the time of withdrawal the student will be home schooled ("intent to enroll in home schooling") or that the student is actually being homeschooled. Documentation of intent to enroll in home school must be obtained within 10 days of the last day the student attended school. If documentation of intent to enroll in home school is not obtained within 10 days, documentation of actual enrollment in home schooling is required. Acceptable documentation of intent to be homeschooled can consist of a written, signed statement from a parent/guardian or qualified student that the student will be homeschooled. For example, acceptable documentation of intent to enroll is a copy of the withdrawal form, completed at the time the student quits attending school, and signed and dated by the parent/guardian or qualified student and an authorized representative of the school district. The withdrawal form should indicate that the student will be home schooled. The original signature of the parent/guardian or qualified student must appear on the same page of the withdrawal form as the destination. Other acceptable documentation of intent to enroll is written documentation of an oral statement by the parent/guardian or qualified student made within 10 days of the time the student quits attending school in the district, signed and dated by an authorized representative of the district. If documentation of intent to enroll in home school is not obtained within 10 days of the last day the student attended school, documentation of actual enrollment is required. The following documentation is required to verify enrollment: Verification by the parent/guardian or qualified student. A letter, signed and dated, from the parent/guardian or qualified student stating that the student is being home schooled is acceptable documentation. The letter should indicate the actual date home schooling began. Verification by the superintendent or authorized representative of the sending district. Acceptable documentation includes verification by the superintendent or authorized representative that the child is being home schooled. Acceptable documentation of this type of verification, i.e., first-hand knowledge, includes, for example, appropriately documented in-person or telephone conversations between the superintendent or authorized representative and the parent, guardian or qualified student. 83

    84. Moved to other educational setting (continued) 66* Student was removed by Child Protective Services (CPS) and the district has not been informed of the student's current status or enrollment Definition and use: This code applies only to Child Protective Services. Private agencies that provide asylum for students do not have the legal authority to remove students from school. Documentation requirement: Acceptable documentation includes due process documentation supporting the withdrawal; a written statement, signed and dated by the CPS officer, including the CPS officer's name and contact information; or written documentation of an oral statement by a CPS representative that the child was removed, including the CPS representative's name, the date of the conversation, and the signature of the school official. 84

    85. Moved to other educational setting (continued) 81* Student withdrew from/left school to enroll in a private school in Texas 82* Student withdrew from/left school to enroll in a public or private school outside Texas Definition and use: Student was withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal, or within 10 days after the last day the student attended school, that the student would be enrolling in a private school in Texas (code 81), the Texas Job Corps Diploma Program (code 81), or a public or private school outside Texas (code 82). This code is also used when a student moves from the district without withdrawing but the district receives a records request.  If intent to enroll in a private school in Texas or a public/private school outside Texas is not obtained within 10 days of the last day the student attended school, documentation of actual enrollment is required. If the district did not assign code 81 or code 82 when the student stopped attending, the district can change the original code assigned to the student when the records request or communication from the parent/guardian or qualified student is received. If the original withdrawal date for the student is later than the date the student enrolled in the other school, the withdrawal date must be changed and all attendance accounting records affected by this change must be updated. Documentation requirement: A district can document either that, at the time of withdrawal, the student intended to enroll in a private school in Texas or a private or public school outside Texas ("intent to enroll") or that the student has actually enrolled in a private school in Texas or a private or public school outside Texas. Acceptable documentation of intent to enroll in a Texas private/out-of-state school is a written, signed statement from a parent/guardian or qualified student of the intention to enroll in one of these educational settings. For example: a copy of the withdrawal form, completed at the time the student quits attending school, signed and dated by the parent/guardian or qualified student and an authorized representative of the school district. The withdrawal form should indicate where the family is moving and the name of the school the student will be attending. The original signature of the parent/guardian or qualified student must appear on the same page of the withdrawal form as the destination. Other acceptable documentation of intent to enroll is written documentation of an oral statement by the parent/guardian or qualified student made within 10 days of the time the student quits attending school in the district, signed and dated by an authorized representative of the district. If documentation of intent to enroll in Texas private school or school out-of-state is not obtained within 10 days of the last day the student attended school, documentation of actual enrollment is required. The following documentation is required to verify enrollment: Transcript request. Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled. Telephone requests are acceptable but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student's permanent file. Verification by the superintendent or authorized representative of the receiving/sending district. A signed letter from the receiving school verifying enrollment is acceptable documentation. The letter must state the name and location of the school in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the receiving school providing the name and location of the school and verifying that the student is enrolled, signed and dated by an authorized representative of the district. Acceptable documentation of this type of verification, i.e., first-hand knowledge, includes, for example, appropriately documented in-person or telephone conversations between the superintendent or authorized representative and the parent, guardian or qualified student.   85

    86. Moved to other educational setting (continued) 87* Student withdrew from/left school to enroll in the Texas Tech University ISD High School Diploma Program or the University of Texas at Austin High School Diploma Program Definition and use: Student was withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student has enrolled in the State Board of Education-authorized Texas Tech University ISD High School Diploma Program or the University of Texas at Austin High School Diploma Program. Documentation requirement: The district must receive a records or transcript request from the high school diploma program. 86

    87. Withdrawn by District 78* Student was expelled under the provisions of TEC §37.007 and cannot return to school Definition and use: This code may only be used when: the student was expelled under the provisions of TEC §37.007, and the term of expulsion has not expired or the student’s failure to attend school is due to court action. This code may only be used for a student who was expelled for an offense included in TEC §37.007. This code is not intended for use by districts which assign students to a Juvenile Justice Alternative Education Program (JJAEP). Documentation requirement: Due process documentation supporting the expulsion.   83* Student was withdrawn from school by the district when the district discovered that the student was not a resident at the time of enrollment, had falsified enrollment information, or had not provided proof of identification or immunization records. Definition and use: This code is used for situations in which the district should not have enrolled the student. This code is for situations in which the district discovers when verifying enrollment information that the student was not a resident of the district at the time of enrollment. It is not for a student who was a resident of the district and who stops attending because he/she has moved. This code is also for rare situations in which enrollment information was falsified, or proof of identification or immunization records were not provided. Subject to the exceptions in TEC §38.001(c), a student is required to be fully immunized against disease as required by the Texas Department of State Health Services (TEC §38.001(a)). A student may be provisionally admitted if the student has begun the required immunizations and continues to receive the necessary immunizations as rapidly as medically feasible (TEC §38.001(e)). Except as provided by TEC §38.001(c), a student who is not fully immunized and has not begun the required immunizations may not attend school. For further information about enrollment procedures, please see the Student Attendance Accounting Handbook. For further information about immunization requirements, immunization exemptions, and immunization documentation, please contact the Texas Department of State Health Services. Documentation requirement: Due process documentation supporting the withdrawal.   87

    88. Other Reasons 03* Student died while enrolled in school or during the summer break after completing the prior school year Definition and use: Self-explanatory. Documentation requirement: Acceptable documentation includes a copy of the death certificate or obituary, a program from the funeral or memorial service, a written statement from the parent or guardian, and written documentation of an oral statement by a parent or guardian stating that the student has died.   16* Student withdrew from/left school to return to family's home country Definition and use: Use for students who are leaving the United States to return to their home country. A student may be leaving with or without family members to live with his or her family, immediate or extended, in the home country. The citizenship of the student is not relevant in assigning this code. This code can also be used for foreign exchange students. Documentation requirement: Acceptable documentation is a copy of the Transfer Document for Binational Migrant Student completed at the time the student withdraws from school, signed and dated by an authorized representative of the school district. Acceptable documentation is also a copy of the withdrawal form signed and dated by the parent/guardian or qualified student and an authorized representative of the school district. The withdrawal form should indicate that the student is leaving school because the student is returning to the home country and should specify the destination. An original signature is not required on withdrawal forms received in the district by fax. Withdrawal forms received by e-mail do not need to be signed by the parent/guardian or qualified student. A signed letter from the parent/guardian or qualified student stating that the student is leaving school because the student is returning to the home country is also acceptable documentation. Acceptable documentation for foreign exchange students includes a written, signed, and dated statement from the student's host family or the foreign student advisor verifying the student's return to his or her home country. Other acceptable documentation is written documentation of an oral statement by an adult neighbor or other adult with knowledge of the family's whereabouts, signed and dated by an authorized representative of the school district.   88

    89. Other Reasons 98 Other (reason unknown or not listed above) Definition and use: This code is used for students who are withdrawn by the school district after a period of time because they have quit attending school and their reason for leaving is not known. It is also used for students who withdrew from/left school for reasons not listed above. 89

    90. APPENDIX H (*NEW) Background In 2009, the Texas Legislature passed House Bill 3 which requires that certain students be excluded from dropout and completion rates used for state accountability (Texas Education Code (TEC) 39.053(g-1)). In addition, Senate Bill 90 allows certain students served in Texas public schools to receive a diploma under very limited circumstances from another state through the Interstate Compact on Educational Opportunity for Military Children (TEC 162.002). Appendix H presents changes necessary to implement TEC 39.053(g-1) and TEC 162.002. 90

    91. Graduated or received an out-of-state GED (NEW) 90 Student graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children Definition and use: Per TEC §162.002, student lives in the household of an active-duty military serviceperson, transferred into Texas public schools at the beginning of or during his or her senior year, did not meet requirements to graduate from Texas public schools, did meet requirements to graduate from a school in the sending state, and, under provisions of the Interstate Compact on Educational Opportunity for Military Children, graduated from a school or district in the sending state. Documentation requirement: Transcript showing sufficient credits, date, and school official signature, and a diploma with a graduation seal 91

    92. Other Reasons (NEW) 88 Student was ordered by a court to attend a GED program and has not earned a GED certificate Definition and use: This code is for students who are court-ordered to attend a GED program and have not earned a GED certificate. Documentation requirement: Acceptable documentation is a copy of the court order stating that the student has been ordered to attend a high school equivalency or GED program. Documentation must include the name of the student, the date of the order, the name of the judge making the order, and the county in which the judge presides. The order should state that, under Article 45,054, Code of Criminal Procedure, the court is ordering the student to attend a high school equivalency or GED program or to take a high school equivalency or GED exam. 89 Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult Definition and use: Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult. Documentation requirement: Acceptable documentation is one of the following: 1) Oral notification from a law enforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, to an authorized representative of the district, that the student is incarcerated. The written statement of the oral notification shall be signed and dated by the authorized representative. 2) Written notification from a law enforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, that the student is incarcerated.   92

    93. Edit + PEIMS? What Can I Review?

    94. Edit+ Reports PEIMS 203 records are leaver records reported in the Fall Submission. GED and movers are not reported in a 203 and can only be recovered by TEA. PET is NOT is not the final verdict for a student’s whereabouts. The child must be reported in another district’s PEIMS file (“movers”), or reported by a GED institute to be recovered. 94

    95. PEIMS Reports PRF6D001—Dropout Students by Gender, Ethnicity and Grade PRF0B031 --Interim List to Assist Districts in Leaver Record Submission PRF0B032—Presumed Underreported Students List PRF0B033—Preliminary Presumed Underreported Students List PRF8D003—School Leaver Summary 95

    96. PRF0B032  Presumed Underreported Students List Description This report provides a listing of students who attended or were enrolled in grades 7-12 during the prior school year and assists districts with identifying students for whom a 203 School Leaver record might need to be submitted in the Fall submission. A student listed in the report can be flagged as: a Summertime Mover, a Presumed Returned Student, Presumed Leaver, School Year Mover, Prior Texas Graduate, or Texas-GED Recipient. If at least one of these indicators is listed, the student is not presumed underreported at the point-in-time the district generates the report. If a student is presumed underreported (as indicated by an asterisk to the left of the Student ID), none of the indicators is listed at the point-in-time the district generates the report. The report is grouped by campus and by grade within campus. Note 1: There are three columns on the report identical to columns in PRF0B031: School Year Mover, Prior Texas Graduate, and Texas GED Recipient Date. The report is similar in design to PRF0B033 with a significant difference: PRF0B033 is a file-based report whereas PRF0B031 and PRF0B032 are statewide reports. Note 2: Before the report is generated, the user selects parameters for campus, types of students, and file output type. A footnote indicates the date on which GED Certificate issuance information was last refreshed. Note 3: This report can only be generated after the close of the Fall collection 1st submission and again after the Fall collection resubmission. 96

    97. PRF0B032  Presumed Underreported Students List 97

    98. A “Healthy” PRF0B032 is empty (when previous parameters entered) 98

    99. PRF0B033  Preliminary Presumed Underreported Students List Description This report provides a listing of students who attended or were enrolled in grades 7-12 during the prior school year and assists districts with identifying preliminary presumed underreported students. A student listed in the report can be flagged as: Presumed Returned Student, Presumed Leaver, School Year Mover, Prior Texas Graduate, or Texas-GED Recipient. If at least one of these indicators is listed, the student is not presumed underreported at the point-in-time the district generates the report. If a student is presumed underreported, none of the indicators is listed at the point-in-time the district generates the report. The report is grouped by campus and by grade within campus. Note 1: The report is similar in design to PRF0B032 with two major differences: (1) the presumed summertime mover indicator (which is a statewide indicator) is not included in the report, and (2) PRF0B032 is a statewide report whereas PRF0B033 is a file-based report. Report results are based on the most recent successfully submitted district file and therefore subject to change each time a file is submitted. Note 2: Before the report is generated, the user selects parameters for campus, types of students, and file output type. A footnote indicates the date on which GED Certificate issuance information was last refreshed. 99

    100. PRF6D001  Dropout Students by Gender, Ethnicity and Grade Description This report summarizes dropout students by gender, ethnicity, and grade.  The report also shows dropout counts by grade for the Special Education program. Only students in grades 7-12 with an As-Of-Status-Code of 'A', 'D', and 'E' are considered for this report.  Of those students, only those who have a Leaver-Reason-Code without an asterisk in Table C162 of the PEIMS Data Standards are included in this report. 100

    101. PRF8D003—School Leaver Summary 101

    102. 2006-2007 9th graders AND STUDENTS NEW TO BISD THAT BELONG TO THIS COHORT Your “COHORT” Completion rate What is Next?

    103. Completion Rate Critical Steps to Recovery of Students School-Start Window – First day of school through last Friday in September. Students who will be counted as “continuers” must be enrolled within the School-Start window. School-Start Window Closes – September 24, 2010 103

    104. What can schools do before the School-Start window closes? Step 1: Make use of PID Enrollment Tracking (PET) and be sure all documentation is according to Appendix D in PEIMS Standards Manual. PET must be used throughout the school year to verify leaver whereabouts. Reports will be required every six weeks by campus. (For instance, if a child leaves in March, PET should be used within 10 days to verify his/her relocation.) Reconciling demographic information with a receiving district can be critical in the mover/dropout recovery process. 104

    105. Step 2: Request the Preliminary Cohort List from the Assessment Department.   Preliminary Longitudinal Cohorts are updated November, 2009 105

    106. Step 3: Secure NO SHOW and 2010 LEAVER lists Obtain a list of all new students that entered the district during (2009-2010). 106

    107. Step 4 and Step 5 Step 4: Determine which 2006-2007 ninth graders did not graduate during or before the 2009-2010 school-year and recover these students by the School Start Window. Step 5: Review all withdrawals from 2009-2010 and verify all leaver codes.    107

    108. Plan of Action Develop a plan of action for students not expected to graduate before school ends.  Obtain as much contact information as possible from the parents and students. Establishing an open dialogue is important and can minimize time spent searching for a child. The cohort information can be established before school ends.  With early tracking, campuses can identify which students must be recovered. Know the alternative(s) for your students. Credit-recovery program? Can the student obtain any of his/her credit(s) by mastery examination? Can you provide information regarding the Texas Job Corps to the child? Is there a private school in your area that can assist the student in graduating? Does the local college enroll students that have not passed TAKS or have not received their high school diploma? Etc. 108

    109. PEIMS Forms Mr. Pedraza  109

    110. “Supporting all of BISD ....” “Can you survive a PEIMS audit?” Question and Answers

    111. Paul Crandall johnson Joe pedraza Albert avila (956)698-0207 Fax 956-982-4248 “Supporting all of bisd ....” “can you survive a peims audit?” Contact Information 111

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