Fall PEIMS Training

1. Fall PEIMS Training • Region 9 ESC • October 29, 2008

2. Agenda • 9:00-11:30  PEIMS Reporting Session 1                        Attendance Accounting                        PEIMS Records          • 11:30-1:30   RSCCC Breakout Sessions • 1:30 – 4:00   PEIMS Reporting Session 2 (Repeat of morning session)     

3. Important Dates for Fall • October 31 Snapshot • December 4 Fall Submission Due TEA • January 22 Fall Resubmission Due TEA

4. Important Dates for Mid-Year • January 29 Mid-Year Submission Due TEA • February 19 Mid-Year Resubmission Due TEA

5. PEIMS Focus Group • Funding was provided by Michael & Susan Dell Foundation • TEA contracted with IBM Global Business Services to study data collection systems

6. PEIMS Focus Group • Scope of project: • Frequency and timeline of collection • Reporting requirements • Reporting objectives • Transparency of data • Data validity

7. Timeline –PEIMS Focus Group • Study to be delivered to the Legislature in January, 2009

8. Discussion–PEIMS Focus Group • Open Edit Plus sooner to allow trial runs • End School Start Window on Snapshot • Leaver Data Validation-need more timely info • Summer timeline is frustrating – not enough time • Need clear definitions of data elements • Reduce bad data

9. Discussion–PEIMS Focus Group • Custom reports • Report program info with PET • Standardize GPA • Incorporate school calendars to eliminate calendar issues with dual enrollment • Increase security, such as • Use only state assigned numbers • Require encryption of file before upload

10. Automatic Eligibility – Free MealsHead Start Students • National School Lunch Act was amended to extend automatic eligibility for free meals, including free milk, to all children enrolled in Head Start who participate in child nutrition programs

11. ATTENDANCE, ADMISSION, ENROLLMENT LETTER August 18, 2008

13. Letter Dated August 18, 2008 • Summarizes laws related to attendance, school admission, enrollment

14. Attendance • Compulsory attendance applies to students at least 6 years old as of September 1, 2008 • Requires attendance until 18th birthday unless exempt • Expelled students • 17 year-old in GED course • 16 year-old in GED course

15. Compulsory attendance exemption – 17 yr old in GED course • Applies if any of the following • Child has parent’s permission • Student is required by court order to attend GED course • Child has residence separate from parent or guardian • Child is homeless

16. Compulsory attendance exemption – 16 yr old in GED course • Applies if any of the following • Student is recommended to take course by public agency with supervision of child • Court finds that child is engaged in truant conduct may order GED exam and to attend a GED course • Includes 16 yr olds enrolled in Job Corps training program

17. Compulsory Attendance – Applies to • Certain extended year programs • Tutorial classes • Accelerated instruction programs • Basic skills programs • Summer programs for students subject to certain disciplinary removals • Under age 6 if voluntarily enrolled in PK or Kindergarten

18. Compulsory Attendance Applies to: • After age 18 until end of program of instruction for which student is enrolled • However, if student has > 5 unexcused absences in a semester, ISD may revoke enrollment for remainder of school year

19. Excused Absences • Observance of religious holy day, including travel time • Attending a required court appearance • Health care appointment if student attends school part of same day

20. Excused Absences • Grade 6-12 student absent to sound “Taps” at a military honors funeral held in Texas for a veteran

21. Who is Entitled to Admission • Parent and Student in District • Parent Only in District • If parent is joint conservator • Student & Guardian or Person with Lawful Control in District

22. Who is Entitled to Admission • Student Only in District • But may not be “for the primary purpose of participation in extracurricular activities” • District not required to admit this student if: • Student has engaged in conduct in preceding yr resulting in removal to DAEP or expulsion • Student has engaged in delinquent conduct, on probation or other conditional release • Student was convicted of criminal offense and is on other conditional release

23. Who is Entitled to Admission • Reminder: These exceptions apply only if student is living in a different district than the parent, guardian, or other person with lawful control of child under court order. • Consult entire letter to determine if another basis for eligibility applies.

24. Who is Entitled to Admission • A “homeless” student is entitled to admission regardless of residence of student, parent, or guardian. • Homeless: A person who lacks a fixed, regular, and adequate nighttime residence

25. Who is Entitled to Admission • Foreign exchange student if placed with a host family residing in district • Student in Residential Facility • Facility is required to notify district within 3 days of placement of a person 3 yrs of age or more • Foster Care • Provides high school student placed in foster care option to continue school enrolled at time of placement

26. Prekindergarten Eligibility • Unable to speak/comprehend English • Educationally disadvantaged • Homeless • Child of active duty Armed Forces • Child of Armed Forces member injured or killed while on active duty • Is or ever has been in conservatorship of Dept. of Family and Protective Services following an adversary hearing

27. Students age 21-26 • Districts have discretionary authority to admit students 21-26 yrs of age to complete high school diploma. • Not eligible for DAEP or JJAEP placement • If student has not attended school in 3 preceding school yrs, student may not be placed with students 18 or younger. • Student with disability is not eligible for federal or state special ed funds if over 22 on Sept. 1

28. New Address Confidentiality Program • Mandated by TX Code of Criminal Procedure May 25, 2008 • Available to victim of domestic violence, sexual assault or stalking • Keep victim’s location confidential through use of substitute address/mail-forwarding • Participation card issued by Office of Atty Gen (with PO Box) substitute address

29. Letter to AdministratorsSeptember 25, 2008 • PEIMS Crisis Code Reporting for Students Displaced by Hurricane Ike • 01 Student was enrolled in TX school before 9-9-08, in a county declared a disaster and enrolled in a non-impacted campus during 2008-09

30. Letter to AdministratorsOctober 9, 2008 • ID Requirements for Law Enforcement Officers or Child Protective Services Investigators • Do not fall within provisions requiring districts to obtain criminal history on contractors or volunteers CPS investigators – - state-issued CPS photo ID badge

31. Student Attendance Accounting Handbook 2008-2009 Barbara Pruett PEIMS / Computer Information Specialist

32. Where can I get a copy of the 2008-2009 Student Attendance Accounting Handbook? You can download it from or view the document at the following website address: http://www.tea.state.tx.us/school.finance/handbook/index.html You will notice that they have a new format this year which is more uniform between the sections.

33. General Attendance Requirements Section 3

34. ADA Coding Section 3.2 • 0 Enrolled, Not in Membership • 1 Eligible, Full Day • 2 Eligible, Half-Day • 3 Eligible Transfer, Full Day • 4 Ineligible, Full Day • 5 Ineligible, Half Day • 6 Eligible Transfer, Half Day • 7 Eligible, Alternative Attendance Program • 8 Ineligible, Alternative Attendance Program NEW NEW

35. Code 0, Enrolled, NOT in membership Section 3.2.1.1 Students who have met graduation requirements but have not passed TAKS shall be ADA Eligibility coded as “O – Enrolled, Not in Membership”.

36. Code 7, Eligible- Alternative Attendance Program Participation Section 3.2.1.8 • Applies to a student who is eligible for participation in and is enrolled and served in an alternative attendance program, such as Optional Flexible School Day Program (OFSDP) or the High School Equivalency Program (HSEP)

37. Code 8, Ineligible – Alternative Attendance Program ParticipationSection 3.2.1.9 • Applies to a student who is ineligible for participation in an alternative attendance program, such as OFSDP or HSEP, BUT is enrolled and served in the program.

38. Students who are between the ages of 21 and 26 MAY be admitted back into school.

39. Who is eligible to remain in school between the age of 21 and 26? Section 3.2.3 “Notes on Maximum Eligible Age” Students who are completing the requirements of a high school diploma, provided that they have not previously graduated from high school.

40. While completing their diploma requirements…….. Section 3.2.3 “Notes on Maximum Eligible Age” The student is NOT ELIGIBLE for placement in a DAEP or JJAEPif the student engages in conduct that would authorize such place if that student was under the age of 21. ***Instead the district shall revoke admission of the student into their school.

41. Important These students, if they haven’t attended school in the past 3 years, may not be placed with a student who is 18 years of age or younger in a classroom setting, cafeteria, or other district-sanctioned school activity. However, these students can attend a school-sponsored event that is open to the public as a member of the public.

42. Section 3.2.3 “Notes on Maximum Eligible Age” Students receiving Special Education services who are above the age of 21 but below 26 and are returning to school to complete the requirements for a high school diploma are NOTeligible for Special Education weighted state funding BUTare eligible for other weighted state funding.

43. Section 3.3 A student’s record MUST be requested, sent, and received using the Texas Student Records Electronic Exchange (TREx) system.

44. Providing Student Information to Receiving District Districts failing to provide the required student identification and school records within 10 working days of a request by the receiving school district should be reported to the Division of Governance of TEA at (512) 475-3697

45. Absences for which the district WILL receive ADA funding. Section 3.6.3

46. A student not actually on campus at the time attendance is taken may be considered in attendance for FSP purposes if the student: Section 3.6.3 • Is enrolled in and attending an off campus dual credit program course. • School activity that is under the direction of a professional staff member of the district. • Mentorship that serves as one or more of the advance measures needed to complete the Distinguished Achievement Program. • Medicaid-eligible child participating in the Early and Periodic Screening, Diagnosis, and Treatment program. • Cont…..

47. Cont… • Misses school for the purpose of observing a religious holy days, including travel for that purpose. • For those in grades 6 – 12, missing school for the purpose of sounding “TAPS” at a military honors funeral held in Texas for a deceased veteran. • Attending a required court appearance, including travel (special reminder on next slide) • Temporarily absent because of a documented appointment with a health care professional.

48. Attention Absences to meet with probation officers DO NOT qualify for funding but must be excused if they meet the criteria in 19 TAC 129.22 (a) Attention Attention

49. Early Graduation/Graduation Ceremonies and Attendance Section 3.6.3.1 Students Who Graduate Early: If a student has completed the requirements for a high school diploma before the last instructional day of the school year, the student is NOT eligible to continue to generate ADA for funding purposes for the remaining days of the school year.

50. Cont. Early Graduation/Graduation Ceremonies and Attendance Students Who Have Not Yet Graduated but Who Have Attended Graduation Ceremonies: A student who attends a graduation ceremony before completing requirements for a high school diploma is eligible to continue to generate ADA funding as long as the student meets the minimum 2 through 4 hour requirement or is continuing to participate in an alternative attendance accounting program, such as the OFSDP ( Optional Flexible School Day Program).