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PEIMS and Student Attendance Accounting Handbook Changes

PEIMS and Student Attendance Accounting Handbook Changes . 2012-2013. Agenda. Introduction PEIMS Data Standard Changes and Handbook Changes Trudy Little – PPCD Locator Code Janet Lawler – McKinney-Vento Homeless Education Assistance Improvements Act PEIMS/Handbook Changes .

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PEIMS and Student Attendance Accounting Handbook Changes

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  1. PEIMS andStudent Attendance Accounting Handbook Changes 2012-2013

  2. Agenda • Introduction • PEIMS Data Standard Changes and Handbook Changes • Trudy Little – PPCD Locator Code • Janet Lawler – McKinney-Vento Homeless Education Assistance Improvements Act • PEIMS/Handbook Changes

  3. PEIMS Due Dates • PEIMS Dates.docx

  4. 2012-2013 Data Standards Beginning with the 2012-2013 school year, the PEIMS Data Standards will be published in tandem with the Texas Education Data Standards.

  5. 2012-2013 Data Standards The PEIMS Data Standards are now known as the “Legacy” PEIMS Data Standards.

  6. 2012-2013 Data Standards Global Changes to the Legacy PEIMS Data Standards The Legacy PEIMS Data Standards have been reformatted to make them easier to use for finding answers to data reporting questions and training new and existing PEIMS staff to understand and answer PEIMS reporting issues and questions.

  7. 2012-2013 Data Standards Global Changes to the Legacy PEIMS Data Standards The format for each Legacy PEIMS Data record has been standardized across all PEIMS records.

  8. 2012-2013 Data Standards Each PEIMS Data record is formatted and presented in the following way: - Name of data record - Description of data record - Business Rules for each data element - Reporting Requirements for data record - Special Reporting Requirements - Examples

  9. 2012-2013 Data Standards Code Table Revisions • Financial code tables will include expanded information. Instead of using asterisks to signify budget/payroll versus actual use, columns will be used with flags. See Program Intent (C147) and Function Code (C146) tables. • C146 Code Table Example.docx

  10. C145 FUND-CODE (PAYROLL AND ACTUAL) • Deleted: 411 - Technology Allotment (Valid for Payroll and Actual) • Revision: 410 - State Textbook Fund is now State Instructional Materials Fund(Valid for Payroll and Actual)

  11. C159 Object Code (Actual) (Codes added) • 3415: Non-Spendable - Long-Term loans/notes Receivable • 3425: Non-Spendable – Endowment Principal • 3445: Non-Spendable – Other • 3480: Restricted for Retirement of Long-Term Debt • 3525: Committed Fund Balance-Retirement of Loans/Notes Payable • 3545: Committed Fund Balance-Other • 3550: Assigned Fund Balance-Construction • 3560: Assigned Fund Balance-Claims & Judgments • 3565: Assigned Fund Balance-Retirement of Loans/Notes Payable • 3570: Assigned Fund Balance-Capital Expenditures for Equipment • 3580: AssignedFund Balance-Self-Insurance

  12. C159 Object Code (Actual) (Codes revised) • 3410: Non-Spendable - Inventories • 3430: Non-Spendable - Prepaid Items • 3450: Restricted for Federal/State Funds Grant Restrictions • 3460: Restricted for Fund Balance of Consolidated School Districts • 3470: Restricted for Capital Acquisitions and Contractual Obligations • 3490: Restricted - Other • 3510: Committed Fund Balance-Construction • 3520: Committed Fund Balance-Claims & Judgments • 3530: Committed Fund Balance-Capital Expenditures for Equipment • 3540: Committed Fund Balance-Self-Insurance • 3590: Assigned Fund Balance-Other • 3600: Unassigned Fund Balance • 6321: Instructional Materials

  13. 2012-2013 Data Standards • C159 Object Code (Actual) (Codes deleted) • 3420: Reserve for Retirement of Long-Term Debt • 3440: Reserve for Outstanding Encumbrances

  14. 2012-2013 Data Standards C160 Fund Code (SSA) Actual Code Table – Added • Fund Code 309 – SSA Adult Basic Education –Federal is added to the code table.

  15. 2012-2013 Data Standards Code Table Revisions • Appendix H is the Early Notice of changes to Financial code tables for 2013-2014 school year. The tables will include expanded information. Instead of using asterisks to signify budget/payroll versus actual use, columns will be used with flags.

  16. 040 STAFF DATA - IDENTIFICATION/DEMOGRAPHIC • MIDDLE-NAME (E0704) identifies a person's legal middle name. • Do not use any other text such asNONE, NA, NMI, etc… for the middle name if the staff person or the student has no middle name. • Do not use periods or any other punctuation other than a hyphen or a single apostrophe. (implemented by edits 04049 and 10015)

  17. 2012-2013 Data Standards Code Table Revisions • C022 Service ID Code Table • New columns added to the code table: Eligible for High School Credit, Course Abbreviation, Available Units/Credits, and CTE Course.

  18. 2012-2013 Data Standards Code Table Revisions • C022 Service ID Code Table • All Magnet Course Service IDs removed. • See Change Document 4 for other C022 changes.

  19. 100 Student Identification Record • MIDDLE-NAME identifies a person's legal middle name. • Do not use any other text such as NONE, NA, NMI, etc… for the middle name if the staff person or the student has no middle name. • Do not use periods or any other punctuation other than a hyphen or a single apostrophe. (implemented by edits 04049 and 10015)

  20. 2012-2013 Data Standards Code Table Revisions • C178 Crisis Code Table • Crisis Code 03 – Wildfire Crisis Code deleted from the code table.

  21. 101 STUDENT DATA – DEMOGRAPHIC CAREER-AND-TECHNICAL-ED-IND-CD (E0031) • indicates whether the student is enrolled in a state-approved career and technical education course as an elective Code 1, as a participant in the district's career and technical coherent sequence of courses Code 2, or as a participant in the district's tech prep program Code 3.

  22. A CTE Tech-Prep program: Code 3 • combines at a minimum two years of secondary CTE with a minimum of two years of postsecondary education in a non-duplicative, sequential course of study; • integrates academic, and career and technical instruction, and utilizes work-based learning where appropriate and available; • provides technical preparation in a career field such as engineering technology, applied science, a mechanical/industrial/practical art or trade, agriculture, health occupations, business, or applied economics; • builds student competence in mathematics, science, reading, writing, communications, economics, and technical skills through applied, contextual academics, and integrated instruction, in a coherent sequence of courses; • leads to an associate or a baccalaureate degree, a two-year postsecondary certificate in a specific career field; and • leads to placement in appropriate employment or to further education. Additional information regarding Career and Technical Education Tech Prep programs is located at http://www.techpreptexas.org.

  23. Funding and PEIMS Coding CATE • State Aid Template –Advanced Career and Technical FTE’s • TEA looks at your Career and Technical Code 3’s along with student’s 415 Course Completion record of Advanced CTE courses. • Very important to code your CTE Service Id’s correctly! • Such as Communication Applications if you are using service id 03241400 in your master schedule you are losing CTE funds! • Could be using 13009900 Professional Communications • Graduation Requirements 2012-2013 • 11.3.2 Type of College Credit Programs

  24. 105 STUDENT DATA-STUDENT • ADDED! EARLY-READING-INDICATOR-CODE (E1522) indicates whether a student is eligible for accelerated reading instruction as a result of reading difficulties or having dyslexia as indicated by the administered reading instrument. • Previously reported through eGrants • The EARLY-READING-INDICATOR-CODEs 1, 2 and 3 only apply to students in grades KG, 01, and 02. Students enrolled in all other grade levels should be reported with a blank.

  25. For Submission 1: report eligibility status based on the Beginning of Year assessmentresults. • For Submission 3: report eligibility status based on the latest assessment results available for the student. • For Submission 4: The EARLY-READING-INDICATOR-CODE must be blank for all students.

  26. C195 EARLY-READING-INDICATOR-CODE • 1 - Student is eligible for accelerated reading instruction as indicated by the administered reading instrument on the commissioner’s list or approved by district committee under TEC 28.006. (For grades KG, 01, and 02 only) • 2 - Student is not eligible for accelerated reading instruction as indicated by the administered reading instrument on the commissioner’s list or approved by district committee under TEC 28.006. (For grades KG, 01, and 02 only) • 3 - Student was not assessed. (For grades KG, 01, and 02 only)

  27. 169 STUDENT DATA – CAREER AND TECHNICAL EDUCATION (CTE) PROGRAM • If the TRANSPORTATION-CTE-SUPPORT-SERVICE data element is reported with a code of “1”, then the ECONOMIC-DISADVANTAGE-CODE on the 101 Student Demographic record cannot be reported with a code of “00”.

  28. Summer Submission PEIMS Records 2012-2013

  29. 300 Course Section Data - Campus Record • SERVICE-ID (E0724) refers to the services supplied by staff. • For the 305 Teacher Class Assignment record, do not include courses with SERVICE-IDs that begin with SA, SE, SR, SS, 01, 8, or 9. Additionally the SERVICE-IDs for Prekindergarten and Kindergarten that begin with “02” cannot be reported on the 305 Teacher Class Assignment record. This rule is enforced by a fatal edit. • Same on the 305 Teacher Class Assignment Record.

  30. NON-CAMPUS-BASED-INSTRUCTION-CODE Reporting Guidelines, (E1072) , (C182) • 01 - College Campus Based Course - College course (usually a dual credit course) is taught either on a college campus or a high school campus by an instructor not employed by the LEA. College courses taught on a high school campus by a LEA teacher with college credentials cannot be coded with NON-CAMPUS-BASED-INSTRUCTION-CODE 01. • 02 - Electronic/Internet/Correspondence Based Course – Any course that is taught not using an actual teacher (ROLE-ID 087 or 047) in the classroom where the student(s) meet for the class. Examples include internet delivered curriculum, academic instructional software programs, video instruction (live or recorded), online courses, etc…

  31. 03 - Non-District Teacher Providing Classroom Instruction Services – This course is taught by a teacher that is employed by another school district/charter. The “classroom” could be at any suitable location. Do not use this code for reporting college instructors. • 04 – Texas Virtual School Network (TxVSN) Online Schools program (OLS)(Formerly Electronic Course Program (eCP)) – This is a full-time virtual program available only to eligible students in grade levels 3 - 12 who are enrolled in an eligible LEA participating in the program. Only 3 campuses • More Information in Handbook Section 11.9 Texas Virtual School Network (TxVSN)

  32. The following three local education agencies (LEAs) meet this requirement: • 1) Houston Independent School District (ISD): Texas Connections Academy at Houston, • 2) Texas College Preparatory Academies: Texas Virtual Academy, and • 3) Texarkana ISD: Texarkana ISD Virtual Academy. These LEAs will offer a full-time virtual program rather than instruction in individual content areas. For the 2012–2013 school year, these LEAs will not offer their virtual programs through the TxVSN course catalog.

  33. 05 - Texas Virtual School Network (TxVSN) Statewide Online Course Catalog – This program provides a supplemental statewide online course catalog of high school, advanced placement, and dual credit courses to eligible students in grade levels 9 - 12 who are enrolled in the LEA. Refer to the Student Attendance Handbook. • In order for a school to receive state funding for students enrolled in courses offered through the TxVSN statewide course catalog, all TxVSN Statewide course catalog course sections offered to students must be reported with this code. • http://www.txvsn.org/portal/Receivers/ReceiverDistricts/ViewbyESCRegion.aspx#TOP

  34. 06 - Non-Campus Teacher Providing Instruction at Another District Facility – These courses are taught in the district at a location that does not have its own campus number. • An example of this would be when the CTE program courses are all taught at a central CTE location that is not eligible for its own campus number. These teachers are not associated with any other campus in the LEA.

  35. 07 - Juvenile Justice Alternative Education Program (JJAEP) - TEC 37.011 – These courses are always taught at a JJAEP that has been established in accordance with TEC 37.011, and are taught by teachers that are hired or are paid for by the JJAEP. • 08 - Credit by Exam – This code reflects those courses for which a student earned credit through the official “credit by exam” process.

  36. NEW Code Added • 09 - Out of District DAEP Program – This code reflects those courses that a student is assigned to while placed in a DAEP that is physically located in another school district or charter school. While this code is similar to the “Non District Teacher “code 03, it is limited to those instances of a student attending a DAEP that is physically under the control of another school district or charter school.

  37. New Code 10 • 10 - Non-District PE Substitution Program (Limited to Service IDs PES00008 - PES00011) – The use of this code is limited to those cases where the LEA has authorized a student to earn PE credit by participating in a physical education activity that is not offered by the LEA. These include such things as gymnastic organizations, etc… • 99 – Other - The use of this code is limited to those situations where no other Non Campus Based Instruction code listed above applies and the teacher, if applicable, in the classroom is not employed by or under direct contract to the LEA. The use of Non Campus Based Instruction Code 99 should be RARE!!!!

  38. For students that are placed in or are expelled to a DAEP program, or expelled to a JJAEP, the campus that enrolls the student during these disciplinary removals is responsible for creating the 300 Course Section records that reflect the new course sections to which the student has been assigned while attending a DAEP or a JJAEP.

  39. For the 305 Teacher Class Assignment record, the only staff reported are those with ROLE-IDs 087 and 047. • Do not report any staff roles other than 047- Teacher or 047 – Substitute Teacher. • Do not report the substitute teachers as assigned to a particular course section unless the substitute teacher has replaced a teacher who died, resigned, or was terminated.

  40. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • CLASS-ROLE • A “Teacher of Record” is almost always in the classroom of a particular course section delivering the class curriculum delivery to students, and determining the final outcome for each student in the class.

  41. 2012-2013 Data Standards • CLASS-ROLE • Each course section must be reported with at least one “Teacher of Record”. This rule is enforced by a fatal edit. • If the “Teacher of Record” changes during the duration of the course section, then the “Teacher of Record” will be shown with an ending date and the new “Teacher of Record” will be shown in the same course section with a starting date after the former “Teacher of Record” ended their service for the course section.

  42. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • CLASS-ROLE • An “Assistant Teacher” is almost always in the classroom of a particular course section and assist the “Teacher of Record” in the delivery of the class curriculum to the students. This teacher may work with the students as a whole or in part as directed by the “Teacher of Record”.

  43. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • CLASS-ROLE • A “Support Teacher” is occasionally in the classroom assisting the “Teacher of Record” with the delivery of specialized instruction related to that course section for all or part of the class as directed by the “Teacher of Record”.

  44. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • ASSIGNMENT-BEGIN-DATE • If more than one teacher is assigned to a course section during the duration of a course section, then there must be a 305 Teacher Class Assignment record for each teacher that was assigned to the course section.

  45. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • ASSIGNMENT-BEGIN-DATE • If after being assigned to a particular course section a teacher leaves that course section, then there must be a 305 Teacher Class Assignment record reflecting both the ASSIGNMENT-BEGIN-DATE and the Teacher Class Assignment for that particular teacher’s segment of service to that course section.

  46. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • ASSIGNMENT-END-DATE • If after being assigned to a particular course section a teacher leaves that course section, then there must be a 305 Teacher Class Assignment record reflecting both the ASSIGNMENT-BEGIN-DATE and the Teacher Class Assignment for that particular teacher’s segment of service to that course section.

  47. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record • ASSIGNMENT-END-DATE • If a particular teacher is assigned to a course section, leaves that course section assignment more than once, then there must be a 305 Teacher Class Assignment record for each of these teacher ASSIGNMENT-BEGIN-DATE and ASSIGNMENT-BEGIN-DATEs.

  48. 2012-2013 Data Standards Data Reporting Changes • 305 Teacher Class Assignment Data Record If a school reports a teacher for a non-campus based setting, all appropriate staff data must be reported. (040, 043, 045, 050, and 305)

  49. For teaching staff that are assigned to an in-district DAEP program (not a DAEP campus), the 305 Teacher Assignment records should identify the teachers serving as either a “teacher of record”, “assistant teacher”, or “support teacher”. • If the teaching staff in charge of the DAEP classrooms are merelyserving as a “facilitator” for the home campus “teacher(s) of record” of the students that are assigned to the DAEP, then the DAEP facilitators should not be reported with a 305 Teacher Class Assignment record.

  50. For homebound teachers serving homebound students on a short-term basis (less than a full grading period/semester), the homebound students served should remain assigned to the course section (teacher of record) they were assigned prior to moving into the homebound setting. • For homebound teachers serving homebound students on a long-term basis(full grading periods/semesters/school year), the LEA should determine the “teacher of record” based on the definition of “teacher of record” (CLASS-ROLE “01”) from PEIMS code table C180.

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