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School Year Calendar and minutes reporting

Understand HB 2442's impact on school operation minutes and days, including the guidelines for instructional programs, waivers, and reporting changes. Learn about the Juvenile Justice Alternative Education Program (JJAEP) and the updates in TSDS PEIMS elements.

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School Year Calendar and minutes reporting

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  1. Simple Solution. Brighter Futures. School Year Calendar and minutes reporting July/August 2018 Presented by: Melissa Lemons

  2. CONTENTS School Year Minutes (HB 2442) SCHOOL-DAY-WAIVER-MINUTES (E1572) Juvenile Justice Alternative Education Program (JJAEP) Calendars Holding School on Memorial Day (HB 441)

  3. HB 2442 Minutes – Background HB 2610 (84th Legislative session) revised TEC 25.081 to require school districts to provide at least 75,600minutes of instruction for students. Prior to 2015-2016, school districts were required to provide 180 days of instruction. HB 2442 (85th Legislative session) revised the requirements for minutes of operation by adding special program requirements for minimum instructional minutes and days of operation.

  4. HB 2442 Minutes – Background HB 2442 does allow for certain charter schools to operate on the basis of days instead of minutes. (Open-enrollment charter schools granted a charter before January 1, 2015) Juvenile Justice Alternative Education Programs (JJAEPs) are required to operate on the basis of 180 days. TEC 37.001(f) This will be discussed in more detail.

  5. HB 2442 Minutes – TSDS PEIMS Element Changes • Element E1600 INSTRUCTIONAL-PROGRAM-TYPE added to the ReportingPeriodExtension complex type. • Element E1571 SCHOOL-DAY-OPERATIONAL-MINUTES updated. • Element has been updated from mandatory to optional for PEIMS Submission 3 on the CalendarDateExtension complex type. • Operational minutes are only reported for Instructional Program Types that are following 75,600 operational minutes.

  6. HB 2442 Minutes – TSDS PEIMS Element Changes • Element E1599 SCHOOL-DAY-INSTRUCTIONAL-MINUTES added to the CalendarDateExtension complex type. • This element will be collected for all INSTRUCTIONAL-PROGRAM-TYPEs except for the standard program LEAs following 75,600 operational minutes or days of operation.

  7. E1600 INSTRUCTIONAL-PROGRAM-TYPE (New) • INSTRUCTIONAL-PROGRAM-TYPE (E1600) indicates the type of attendance program associated with this calendar. Each unique instance of a campus calendar track must be associated with an INSTRUCTIONAL-PROGRAM-TYPE. For example, if a campus has both a pre-kindergarten calendar track following 32,400 instructional minutes and a regular program track following 75,600 operational minutes, then each calendar will be reported separately with a unique INSTRUCTIONAL-PROGRAM-TYPE.

  8. E1600 INSTRUCTIONAL-PROGRAM-TYPE (New) Element ID – E1600 Data Element – INSTRUCTIONAL-PROGRAM-TYPE XML Name – TX-InstructionalProgramType Code Table ID – C215 Length – 2 Data Type – CODED Pattern – ## Submission(s) – 3 Mandatory – Yes

  9. E1571 SCHOOL-DAY-OPERATIONAL-MINUTES (Revised) • SCHOOL-DAY-OPERATIONAL-MINUTES (E1571) indicates the minutes that a campus operated on a particular school day for the purpose of student instruction. SCHOOL-DAY-OPERATIONAL-MINUTES is only reported for Instructional Program Types that are following 75,600 Operational Minutes. This data element has been updated from mandatory to optional for the 2018-2019 school year due to the multiple program types that do not follow the 75,600 operational minutes.

  10. E1571 SCHOOL-DAY-OPERATIONAL-MINUTES Element ID – E1571 Data Element – SCHOOL-DAY-OPERATIONAL-MINUTES XML Name – TX-SchoolDayOperationalMinutes Domain of Values – 0-600 Length – 3 Data Type – NUMERIC Pattern – #... Submission(s) – 3 Mandatory – No

  11. E1599 SCHOOL-DAY-INSTRUCTIONAL-MINUTES (New) • SCHOOL-DAY-INSTRUCTIONAL-MINUTES (E1599) indicates the portion of the school day in which instruction takes place along with certain other exceptions and are considered a subset of operational minutes. SCHOOL-DAY-INSTRUCTIONAL-MINUTES are only reported for Instructional Program Types that are not following 75,600 Operational Minutes or a 180-day school year calendar.

  12. E1599 SCHOOL-DAY-INSTRUCTIONAL-MINUTES (New) Element ID – E1599 Data Element – SCHOOL-DAY-INSTRUCTIONAL-MINUTES XML Name – TX-SchoolDayInstructionalMinutes Domain of Values – 0-600 Length – 3 Data Type – NUMERIC Pattern – ### Submission(s) – 3 Mandatory – No

  13. HB 2442 Minutes – Q & A Use the Instructional Program Calendar Reporting Chart to answer the following questions. This chart can also be found in the Texas Education Data Standards – Section 2.1 / 8.2.1.

  14. HB 2442 Minutes – Q & A Use the Instructional Program Calendar Reporting Chart to answer the following questions. This chart can also be found in the Texas Education Data Standards – Section 2.1 / 8.2.1.

  15. HB 2442 Minutes – Q & A Use the Instructional Program Calendar Reporting Chart to answer the questions on slides 16-19. This chart can also be found in the Texas Education Data Standards – Section 2.1 / 8.2.1.

  16. HB 2442 Minutes – Question 1 Answer: 75,600 operational minutes Question: What is the minimum number of operational minutes a charter school (issued to operate after January 1, 2015) must operate? Why: A charter school (issued to operate after January 1, 2015) must operate for 75,600 operational minutes. Business Rule 10200-0027 supports this requirement.

  17. HB 2442 Minutes – Question 2 Answer: 32,400 instructional minutes Why: Per HB 2442, a prekindergarten program is eligible to receive one-half of average daily attendance if the district’s or charter school’s prekindergarten program provides at least 32,400 minutes of instructional time to students. Business Rule 10200-0046 supports this requirement. Question: What is the minimum number of instructional minutes a prekindergarten program must operate in order to receive one-half day of average daily attendance?

  18. HB 2442 Minutes – Question 3 Answer: 43,200 instructional minutes Why: Per HB 2442 it states that a district or charter school is eligible to earn full average daily attendance if the district or school provides at least 43,200 minutes of instructional time to students enrolled in an alternative education program operating under Section 37.0008. Business Rule 10200-0042 and 10200-0047 supports this requirement. Question: Should a Disciplinary Alternative Education Program (DAEP) report Operational Minutes or Instructional Minutes?

  19. HB 2442 Minutes – Question 6 HB 2442 Minutes – Question 4 Answer: 180 days with a minimum of 7 hours of instruction / day Question: Should a Juvenile Justice Alternative Education Program (JJAEP) report Operational Minutes, Instructional Minutes, or Days? Why: TEC 37.011(f) specifies that a Juvenile Justice Alternative Education Program (JJAEP) must operate on the basis of a seven-hour school day and a 180-day school year.

  20. Operational Minutes vs. Instructional Minutes

  21. HB 2442 Minutes – TSDS PEIMS Code Changes • E0975 – INSTRUCTIONAL-TRACK-INDICATOR-CODE has been updated to use the String Data Type with a Domain of Values of 00-99. • Data Type has been updated to String and the Domain of Values has been added to be 00-99 on the ReportingPeriodExtension, BasicReportingPeriodAttendanceExtension, and SpecialProgramsReportingPeriodAttendanceExtension complex types. • It is required that a campus report different instructional tracks if the number of days taught for a group of students is different in a particular reporting period.

  22. HB 2442 Minutes – TSDS PEIMS Code Changes • While TEA prefers that the INSTRUCTIONAL-TRACK-INDICATOR-CODEs be used in sequence, the choice of the instructional track is at the discretion of the campus. • C141 – INSTRUCTIONAL-TRACK-INDICATOR-CODE has been retired.

  23. HB 2442 Minutes – TSDS PEIMS Code Changes • C204 – CALENDAR-WAIVER-EVENT-TYPE code table updated. • Code 03 – Shortened Waiver Day was deleted. • C215 – INSTRUCTIONAL-PROGRAM-TYPE code table added.

  24. E0975 INSTRUCTIONAL-TRACK-INDICATOR-CODE (Revised) INSTRUCTIONAL-TRACK-INDICATOR-CODE (E0975) indicates a unique campus calendar of school days for a particular group of students on a campus. Students with the same instructional track have the same number of days taught in a particular reporting period at a campus.

  25. E0975 INSTRUCTIONAL-TRACK-INDICATOR-CODE (Revised) Element ID – E0975 Data Element – INSTRUCTIONAL-TRACK-INDICATOR-CODE XML Name – TX-InstructionalTrack Domain of Values – 00-99 Length – 2 Data Type – STRING Pattern – ## Submission(s) – 3 Mandatory – Yes

  26. C141 INSTRUCTIONAL-TRACK-INDICATOR-CODE Table (Retired)

  27. C204 CALENDAR-WAIVER-EVENT-TYPE-CODE (Revised)

  28. C215 INSTRUCTIONAL-PROGRAM-TYPE (New)

  29. C215 INSTRUCTIONAL-PROGRAM-TYPE (New)

  30. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0014 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "01" (Staff Development Waiver Day), then SCHOOL-DAY-WAIVER-MINUTES must be 1-420. • Business Meaning: Staff Development Waiver Minutes must be 1-420 minutes. • Reason for deletion: Staff Development Waiver Days are no longer limited to a specific number of waiver minutes.

  31. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0017 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "03" (Shortened Waiver Day), then SCHOOL-DAY-EVENT-CODE must be "01" (Student Instructional Day). • Business Meaning: TX-SchoolDayCode must be "Student Instructional Day" (01) when TX-CalendarWaiverEventType is "Shortened Waiver Day" (03). • Reason for deletion: Shortened Waiver Day type is no longer a valid CALENDAR-WAIVER-EVENT-TYPE.

  32. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0018 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "03" (Shortened Waiver Day), then SCHOOL-DAY-WAIVER-MINUTES must be the greater of 1 or the result of 420 minutes minus SCHOOL-DAYOPERATIONAL-MINUTES. • Business Meaning: Shortened Waiver Day Minutes must be the greater of 1 or the result of 420 minutes minus TX-SchoolDayOperationalMinutes. • Reason for deletion: The Shortened Waiver Day code has been deleted from the C204 – CALENDAR-WAIVER-EVENT-TYPE-CODE code table.

  33. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0010 • Rule Text: If SCHOOL-DAY-EVENT-CODE is "01" and CALENDAR-WAIVER-EVENT-TYPE is blank, then SCHOOL-DAY-OPERATIONAL-MINUTES should be 120-480 or SCHOOL-DAY-INSTRUCTIONAL-MINUTESshould be greater than 0. • Business Meaning: If TX-SchoolDayCode is "Student Instructional Day" (01) and there is not a TX-CalendarWaiverEventType reported, then TX-SchoolDayOperationalMinutes should be 120-480 or TX-SchoolDayInstructionalMinutesshould be greater than 0. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes.

  34. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0027 • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPEis "01" or "02", the sum of all SCHOOL-DAY-OPERATIONAL-MINUTES and SCHOOL-DAY-WAIVER-MINUTES should be greater than or equal to 75,600. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrackwhere the TX-InstructionalProgramType is one following 75,600 Operational Minutes (01 and 02), the sum of TX-SchoolDayOperationalMinutes and TX-SchoolDayWaiverMinutes should be at least 75,600. • Reason for revision: Due to HB 2442, instructional program types (01 and 02) are required to operate for a minimum of 75,600 minutes.

  35. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0033 • Rule Text: If SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day), then CALENDAR-WAIVER-EVENT-TYPE must be blank, "01" (Staff Development Waiver Day), or "99" (Other Waiver Day). • Business Meaning: A whole or partial student instructional day must have TX-CalendarWaiverEventType of blank, "Staff Development Waiver Day" (01), or "Other Waiver Day" (99). • Reason for revision: Removed Shortened Waiver Day type from rule as it is no longer a valid CALENDAR-WAIVER-EVENT-TYPE.

  36. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0034 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is any value other than "03" or "13", and SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day), then SCHOOL-DAY-OPERATIONAL-MINUTES must be greater than 0 or SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be greater than 0. • Business Meaning: A whole or partial student instructional day must have TX-SchoolDayOperationalMinutes greater than zero or TX-SchoolDayInstructionalMinutes greater than zero, unless the TX-InstructionalProgramType follows an 180 school day calendar. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes. Instructional Program Types 03 and 13 are excluded because they operate under days instead of minutes.

  37. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0036 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "02" or "04" (Missed School Waiver Day or Low Attendance Waiver Day), then SCHOOL-DAY-OPERATIONAL-MINUTES must be 0 or blank/not reported, and SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be 0 or blank/not reported. • Both TX-SchoolDayOperationalMinutes and TX-SchoolDayInstructionalMinutes must be zero or blank/not reported for Missed School Waiver Days and Low Attendance Waiver Days. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes.

  38. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0037 • Rule Text: There must not be a day on the school calendar with CALENDAR-WAIVER-EVENT-TYPE of "01" (Staff Development Waiver Day) before the first day of the school calendar where SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day). • Business Meaning: Staff development waiver minutes must not be used before the first day of student instruction. • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  39. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0038 • Rule Text: There must not be a day on the school calendar with CALENDAR-WAIVER-EVENT-TYPE of "01" (Staff Development Waiver Day) after the last day of the school calendar where SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day). • Business Meaning: Staff development waiver minutes must not be used after the last day of student instruction. • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  40. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0039 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "01" or "02", then SCHOOL-DAY-OPERATIONAL-MINUTES must not be blank. • Business Meaning: TX-SchoolDayOperationalMinutes must be reported for TX-InstructionalProgramTypes that are following 75,600 Operational Minutes (01 and 02). • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  41. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0040 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "03"-"13", then SCHOOL-DAY-OPERATIONAL-MINUTES must be blank/not reported. • Business Meaning: TX-SchoolDayOperationalMinutes must not be reported for any TX-InstructionalProgramTypes that are not following 75,600 Operational Minutes (03-13). • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  42. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0041 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "04"-"12", then SCHOOL-DAY-INSTRUCTIONAL-MINUTES must not be blank. • Business Meaning: TX-SchoolDayInstructionalMinutes must be reported for any TX-InstructionalProgramTypes that are not following 75,600 Operational Minutes or 180 day school year calendar (04-12). • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  43. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0042 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "01", "02", "03", or "13", then SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be blank/not reported. • Business Meaning: TX-SchoolDayInstructionalMinutes must not be reported for TX-InstructionalProgramTypes that are following 75,600 Operational Minutes (01 and 02) or 180 day school year calendar (03 and 13). • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  44. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0043 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "02" or "03", then CAMPUS-ID must be in a Local Education Agency registered with the TEA as a charter. • Business Meaning: TX-InstructionalProgramTypes "Charter School campus issued to operate after 1/1/2015 following 75,600 Operational Minutes" (02), and "Charter School campus operating before 1/1/2015 and electing to follow a 180 day school year calendar" (03) must only be used for a campus that is part of an open enrollment charter school. • Fatal for Submission 3 • Applies to Districts and Campuses

  45. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0044 • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "12", then the first six characters of CAMPUS-ID must be "227827". • Business Meaning: TX-InstructionalProgramType "12" may only be used for Excel Academy. • Fatal for Submission 3 • Applies to Districts, Campuses, and Charters

  46. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0045 • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "03", the count of distinct calendar days should be at least 180 days. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is “Charter School campus operating before 1/1/2015 and electing to follow a 180 day school year calendar” (03), the count of distinct calendar days should be at least 180 days. • Special Warning for Submission 3 • Applies to Districts, Campuses, and Charters

  47. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0046 • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "04", the sum of all SCHOOL-DAY-INSTRUCTIONAL-MINUTES should be greater than or equal to 32,400. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is "Pre-Kindergarten Program" (04), the sum of TX-SchoolDayInstructionalMinutes should be at least 32,400. • Special Warning for Submission 3 • Applies to Districts, Campuses, and Charters

  48. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0046 • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONALTRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "05"-"12" , the sum of all SCHOOL-DAY-INSTRUCTIONAL-MINUTES should be greater than 43,200. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is "Dropout Recovery Program/Campus" (05), "Disciplinary Alternative Education Program/Campus" (06), "Correctional Facility Program/Campus" (07), "Residential Treatment Facility Program/Campus" (08), "Day Treatment Facility Program/Campus" (09), "Psychiatric Hospital Program/Campus" (10), "Medical Hospital Program/Campus" (11), or "Charter School issued under TEC 29.259 (Excel Academy)" (12), the sum of TX-SchoolDayInstructionalMinutes should be greater than 43,200. • Special Warning for Submission 3 • Applies to Districts, Campuses, and Charters

  49. CONTENTS School Year Minutes (HB 2442) SCHOOL-DAY-WAIVER-MINUTES (E1572) Juvenile Justice Alternative Education Program (JJAEP) Calendars Holding School on Memorial Day (HB 441)

  50. E1572 SCHOOL-DAY-WAIVER-MINUTES (Revised) • SCHOOL-DAY-WAIVER-MINUTES indicates the waiver minutes for the campus and calendar date. • For the 2018-2019 school year, the Domain of Values has been updated to 0-600 in order for schools to report the facts of their school calendars related to Low Attendance Waivers.

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