PEIMS Submission 4

1. PEIMS Submission 4 Extended Year PEIMS Information By Candy Haymes & Karen Perry Click to advance Press ESC at any time to exit

2. AKA…Extended Year Submission • Who needs to submit? • What needs to be submitted? • When should I submit? • How do I submit? • Why should I submit? Remember to click to advance…

3. OEYP Background • Under Texas Education Code Section 29.082, school districts may apply to TEA for funding of an extended year program for a period not to exceed 30 instructional days to provide academic enrichment for students in K-11 who are unlikely to be promoted to the next grade, or students in Grade 12 who are unlikely to graduate.

4. Who needs to submit? • Districts that have served students in: • Optional Extended Year Program (OEYP) • Students likely not to be promoted See bullet 8 in DS on 407 record • Students that have failed a specific course (retake) • Extended School Year (ESY) • Special Education Students (ARD recommended) • Bilingual/ESL Summer School

5. Records to Submit • 010 – District • 020 – Campus • 100 – Basic Student Information • 101 – Demographic Student Info • 105 – Student ID Number Change • 407 – Optional Extended year Program • 408 – Extended School Year

6. Records 010 Record- 6 digit County District Number Related Element Tables Required Elements Related Code Table Example 020 Record – 3 digit Campus(es) Number

7. Records • 100 Record– Basic Student Info • District ID • Student ID • First, Middle, Last Names – see birth certificate • Generation (optional) • Crisis Code (if determined by state)

8. 101 Record–Student Demographics • District ID • Student ID • Sex • Ethnicity • Date of Birth • Career and Technical – n/a • Campus ID of Residence

9. 101 Record continued… • Last Date of enrollment-n/a • Demo Revision – only if making changes in student info • Student Attribution Code – Table 161 • As of Status • Grade Level • Migrant • Campus ID of Enrollment • Campus ID of Accountability

10. 101 Record continued… • Bil/ESL Summer School • Indicate only if served according • TEC 29.060 • TAC 89.125 • Not Regular Summer School • LEP Students eligible for K or 1st grade in the coming year

11. 101 Record – Student DemographicsSample Section 3 of Data Standards Section 4 of Data Standards

12. 105 Record – Student ID Number Change • Submitted only if changing a student’s ID number (do not use Demo Revision) • District ID • Student ID • Prior Student ID

13. 407 Record– OEYP • District ID • Student ID • Campus ID of Enrollment • during regular school year or • last campus enrolled • Grade Level

14. 407 Record continued… • 3 Types of OEYP – See code table C168 in DS 1.Extended Day • 45 minutes or more after or before regular school day • Tutorials during the school day do not qualify

15. 407 Record continued… • Types of OEYP – See code table C168 in DS 2. Extended Week • Saturdays or other non regular school days within the school year 3. Extended Year • Summer or intercession

16. 407 Record continued… • Number of Days taught- • 30 day maximum • Total Days Absent

17. 407 Record cont… • Total Eligible Days Present • Extended Day – • Aggregate times 45 minutes or greater • Divide aggregated minutes by 60 to = hours • 4 hours = 1 day • Report days in whole numbers – NOTE: Round down if not even

18. 407 Record cont… • Total Eligible Days Present • Extended Week – • 4 hour or more a day = 1 day • 2 to less than 4 hours a day = ½ day • Less than 2 hours may not be counted • More than 4 hours a day sessions may NOT be aggregated

19. 407 Record cont… • Total Eligible Days Present • Extended Year – • 4 hour or more a day = 1 day • 2 to less than 4 hours a day = ½ day • Less than 2 hours may NOT be counted • More than 4 hours a day sessions may NOT be aggregated

20. 407 Record cont… • Local Student Id • OEYP Promotion Retention Code

21. 407 Record • Funding for OEYP is dependent on PEIMS Submission 4 data • Reporting fewer students than grant application may cause district to give money back to the state • OEYP Information: http://ritter.tea.state.tx.us/opge/formfund/oeyp/

22. 407 Record Sample

23. 407 Record Bullet examples • Number of Days taught must be less than or equal to 30 and can be different for every student. • A district’s OEYP funding is based on 10% of the district’s at-risk population in grades K-12, as reported in PEIMS.

24. 408 Record – ESY • Special Education Students as determined by ARD • Mainstream not eligible for funding, but district may serve student w/o funding • District ID • Student ID • Campus ID of Enrollment • Grade

25. 408 Record– ESY • Instruction Setting – 00 for Speech • Total ESY Contact Hours • Report in 30 min. increments • Less than 30 min are not reported

26. 408 Record Sample

27. 408 Record Bullet Samples • Each ESY student must be recommended for the service by the ARD committee. • Mainstream is ineligible for ESY state funding, but they may still be served.

28. Summary/Review … What needs to be submitted? • OEYP Data • ESY Data • Bil/ESL Summer School Data

29. When do I submit? • After OEPY & ESY service is complete • EDIT+ is already open for sending files • ESC can start accepting files -Aug 10th • Manual PIDS due to ESC – Aug 19th • Files due to ESC – Sept 2rd • Resubmissionfile due to ESC –Sept 30th

30. How do I submit? • Use EDIT+ The Process • Extract data from software • Log in to EDIT+ in correct collection (NOTE: must have a TEASE ID) • Send data through EDIT+ • Check PIDs, Edits, & Reports • Make adjustments/corrections as needed-in software • Send corrected data through EDIT+ • Repeat steps 4-6 as needed

31. How do I submit? (cont.) • Use EDIT+ 6. Click “Complete” when data is correct. • ESC will review/compare data to prior years • ESC will notify district to get “SAF” 9. District does Superintendent Approval Form (SAF) 10. ESC will “Accept” file 11. District determines if resubmission is needed.

32. EDIT+ Sample • 1 • 2 • 3

33. EDIT+ Reports Report Explanations

34. This report shows a roster of all students who participated in the Bilingual/ESL Summer School program, as indicated by the BILINGUAL/ESL-SUMMER-SCHOOL-INDICATOR-CODE is set to '1' on the 101 record.

35. 407 Context Edits Data Standards Section 5

36. OEYP Reports in EDIT+ • PRFED001 OEYP Detail Report by Program Type

37. OEYP Reports in EDIT+ • PRFED004 OEYP Program Summary by Program Type

38. OEYP Reports in EDIT+ • PRFED007 OEYP Promotions/ Retentions by Grade

39. 408 Context Edits- Data Standards Section 5

40. PRFED002 ESY Services Roster

41. ESY Reports in EDIT+ • PRFED003 ESY Services by Instructional Setting

42. ESY Reports in EDIT+ • PRFED005 ESY Services Summary by Instructional Setting

43. Why submit Extended Year? • Extended year data is used to: Calculate ESY funding Calculate BIL/ESL summer school funding • Teaching Units= # of students/18 and round up Monitor special programs Perform desk audits

44. WHY to submit (cont.) • OEYP funding • Local education agencies (LEAs) will be eligible for funding if at least 40 percent of their students in K-12 are reported as economically disadvantaged

45. WHY to submit • OEYP funding • See TEA OEYP site below for more information: • Allocations • Critical Dates • List of Ineligible Districts • Join List Serve • Background • http://www.tea.state.tx.us/opge/formfund/oeyp/

46. WHY to submit • OEYP Funding • TEA site for eGrants Information • http://burleson.tea.state.tx.us/GrantOpportunities/forms/#egrants

47. OEYP Allocations Update • 10% of the LEA’s at-risk in K-12 as reported to PEIMS will be used for determining the maximum entitlement • A per-pupil amount will be determined by dividing the total 10 % at-risk population K-12 of the eligible LEAs into the total funding allocation for the OEYP

48. OEYP Allocations Update • OEYP funds not requested by school districts will be reallocated to LEAs with 50 % or more economically disadvantaged students in K-12.

49. OEYP Reallocations • For reallocation, a new per-pupil amount will be determined by dividing the total 10 % at-risk K-12 population of participating LEAs with 50% or more economically disadvantaged students into the amount of funds to be reallocated. • The amount of reallocated funds divided by the per-pupil amount used for figuring the LEA’s original tentative entitlement will determine the number of additional students above the LEA’s original 10% at-risk population that must be served due to reallocated funds.

50. 2010-11 • No OEYP funding • http://ritter.tea.state.tx.us/taa/stateinit071310.html