PEIMS Leavers Federal and State Compliance 2019 2020 Presenters: - - PowerPoint PPT Presentation
PEIMS Leavers Federal and State Compliance 2019 2020 Presenters: Pablo Martinez Veda Winfree LEAVERS AND SCHOOL START WINDOW Agenda Overview of Leavers Leaver Procedures Pablo Martinez Leaver Codes and Documentation
Federal and State Compliance
Presenters:
Pablo Martinez Veda Winfree
LEAVERS AND SCHOOL START WINDOW
Agenda
2
3
LEAVER OVERVIEW
4 Federal and State Compliance
LEAVERS:
7-12 during the prior school year and who do not enroll in the district during the school-start window of the current year (from the first day of school through the last Friday in September). TEA requires HISD to submit leaver records for these students.
who were in grades EE-6 during the prior school year, unless a student was reported for even 1 day in grades 7-12 then later reclassified to 6th grade.
LEAVER OVERVIEW
MOVERS:
year but who are not enrolled on your campus in the current year during the school start window, due to:
will convert to L98 when we run our extract PEIMS file.
Unique ID Enrollment Tracking system(establishes local movers), Leaver Information form and other supporting documentation in leaver folder.
DROPOUT:
A dropout is a student who attends Grade 7-12 in a public school in a particular school year, does not return the following fall, is not expelled, and does not: graduate, receive a General Educational Development certificate(GED), continue school outside the public-school system, begin college.
6
7
GED Recipient: Received GED by August 31, the year after expected graduation or after dropping out.
GRADUATE: Students who graduated by August 31st of the prior school year. This includes Special Education Students who graduate by means
8
The School Start Window begins on the first instructional day and ends the last Friday in September. September 27, 2019
A student must enroll and attend school during the school start window or be reported as a leaver and possible dropout.
School Start Window
9
NOTE
graduated due to missing portions of the state exit-level assessment, MAY enroll during the school start window with ADA code of zero (0) if the student received a service through HISD. The date of enrollment should reflect the date the student received the service from a professional school staff member.
Exclusions from the Dropout and Completion Rate Calculations
Under Texas Education Code (TEC) §39.053(g-1), a student who meets at least one of the following criteria is excluded from campus and district rate calculations used for state accountability purposes:
dropout again
grades 7-12 as unschooled refugees and asylees.
10 Federal and State Compliance
Qualified Services for Seniors with ADA Code “0”
11
Registering students for testing and providing test preparation materials Meeting with counselors/ administrators to review testing dates Meeting with the registrar to review student’s transcripts Scheduling student for remediation classes less than 120 minutes per day
TSDS Texas Student Data Systems
12
Texas Student Data System (TSDS) search:
student is attending a Texas Public school.
documentation is available, a search of the TSDS UID/ET file may be used to determine if the student might be enrolled in another district or charter school in Texas.
the district / charter indicated by the UID/ET search. Written documentation of the phone call would be the audit documentation.
TSDS Enrollment Tracking (ET) process:
dynamically track public school student enrollments and withdrawals.
data submission for determining a subsequent student enrollment in another Texas public or charter school.
TEA on a weekly basis, beginning the third week after school begins.
ET files weekly for the rest of the year.
Schools should continue to…
through January 16, 2020 – Final resubmission for Fall PEIMS
Federal and State Compliance Guidelines
13
about leavers and movers (including dropouts), and
Code Change Form)
the last HISD school the student attended.
campus is no longer accountable for him/her. Special notes/exceptions:
Attribution
14
When is a leaver record generated?
is still your dropout.
PEIMS)
Attribution
15
school, but are no-shows at the high school, are attributed to the middle school.
to identify students who will attend a different school or will move out of state, in order to obtain appropriate leaver status information before the start of the new year.
Who is accountable for 8th grade students who finish the prior school year at the middle school, but are no shows at the high school?
grade while in a DAEP or JJAEP, are attributed to the high school.
Who is accountable for 8th grade students who were promoted during the previous year while in a DAEP or JJAEP?
LEAVER CODING Important timelines and campus responsibilities for leaver coding process.
16
Important Timelines
17
School Start Window
9/27/2019
Snapshot (no relation to
leavers)
10/25/2019
Presumed Under- Reported Students list* (Students who were
reported to PEIMS in the fall
year, but not reported anywhere during current year)
winter break if TEA has it available.
Fall Collection Resubmission
Campus Roles and Responsibilities
Schools are responsible for:
18
data.
submission on or before the due dates set by Federal and State Compliance.
FSC SC Deadlines:
Leaver Reason Codes and Documentation Requirements
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.
movers; districts may wish to develop local policy on documentation for movers. The Unique ID Enrollment Tracking 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.
19
Leaver Reason Codes and Documentation Requirements
Students who leave during the school year.
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.
the first day of school or its approximation, the school-start window. 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 district could obtain the documentation to support the leaver code at any time up until the PEIMS Submission 1 resubmission date.
20
Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student. Local policy will determine if an existing leaver reason code is updated for a student when additional information is received. The policy should be clearly stated in the district's published guidelines on leaver
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.
21
PEIMS Leaver Reason Codes
L01 – Graduated from a high school in this district. L03 – Died. L16 – Returned to home country. L24 – Entered college early to pursue degree. L60 – Withdrew for home schooling. L66 – Removed by Child Protective Services. L78 – Expelled for criminal behavior under the provisions of TECa §37.007 and cannot return. L81 – Left for Texas private school. L82 – Left for public or private school out of state. L83 – Withdrawn by district because student was not entitled to enrollment in the district. L85 – Graduated outside TX before entering a TX public school, entered a TX public school, and left again. L86 – Completed GED outside TX. L87 – Enrolled in a authorized Texas Tech Univ. High School Diploma program or UT-Austin High School Diploma program. L88 – Ordered by a court to attend a GED program and has not earned a GED certificate. L89 – Incarcerated in a state jail or federal penitentiary as an adult and as a person certified to stand trial as an adult. L90 – Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children. L98 – Other. Leavers with this leaver reason code are counted as dropouts for state accountability purposes: code L98. Leavers with this leaver reason code are counted as dropouts for federal accountability purposes: codes L88, L89, and L98.
22
L01 – Graduated
– Mid-Year (last school year December graduates) – End of Last School Year – Summer
23
record may generate a DROPOUT. Coding
graduate documentation in accordance with HISD guidelines.
completion of State assessment (indicate testing dates), graduation seal, school official signature, and date of completion. Documentation
L03 – Died
summer break after completing prior school year
24
guardian stating that the student has died, AND
and dated by designated school administrator Documentation
L16 – Return to Home Country
family members and returning to their home country)
25
student’s host family, and designated school administrator(i.e. withdrawal form)
(landlord, employer, family member, etc); Signed and dated by a school administrator, AND
dated by designated school administrator
Documentation
L24 – College, Pursue Degree
semester) towards an Associate’s or Bachelor’s Degree or enrolled in a dual credit program at TX Academy of Math and Science at the University of North Texas, The Texas Academy of Leadership in Humanities at Lamar University, The Texas Academy of Math and Science at UT at Brownsville,
University
26
schedule), OR
qualified student, and designated school administrator
and dated by designated school administrator Documentation
L60 – Home Schooling
Schools should not suggest, encourage, or solicit home school enrollment.
schooled at time of withdrawal or when contacted by district.
27
dated by parent/guardian, and school administrator
If documentation indicates that home schooling will be through a company or school, the proper leaver code should be “81” or “82”, AND
dated by designated school administrator Documentation
L66 – Removed by Child Protective Services
28
OR
designated school administrator (same for oral statement). Specify the CPS officer’s name and contact information, AND
signed and dated by designated school administrator Documentation
L78 – Expelled, Cannot Return
29
NOT USED IN HISD.
L81 – Enroll in TX Private School
qualified student indicated at time of withdrawal that the student would be enrolling in a ▪ private school in Texas ▪ Texas Job Corps Diploma Program (Gary Job Corps in San Marcos – ONLY)
30
qualified student, and designated school administrator
which student is enrolled, OR
school the student is attending, AND
dated by designated school administrator Documentation
L82 – Enroll in School Outside TX
qualified student indicated at time of withdrawal that the student would be enrolling in a public or private school
31
qualified student, or student’s host family, and designated school administrator, OR
which student is enrolled, OR
dated by designated school administrator
Documentation
L83 - Not a Resident in HISD at Time of Enrollment, Falsified Enrollment, No Proof of Identification, or No Immunization Record
32
with proof of delivery, AND
dated by designated school administrator
Documentation
there was a misunderstanding about which school district the student’s residence was located in at the time of enrollment.
cease to attend school. Attendance related issues should be referred to the Attendance Committee.
L85 – Graduated outside TX; Returned-Left Again
before entering Texas Public schools.
33
signed and dated by designated school administrator
Documentation
L86 - GED outside Texas
▪ Outside Texas or ▪ Online from organization outside Texas, while living in Texas. Completion date for GEDs outside of Texas is not mentioned in Appendix D.
34
provided by the testing company showing completion of the GED
and contact information of company; AND
signed and dated by designated school administrator
Documentation
L87 – Enroll in University High School Program
qualified student indicated at time of withdrawal that the student has enrolled in the State board of Education authorized – Texas Tech University ISD HS Diploma Program or – UT at Austin HS Diploma Program
35
OR
student is enrolled, AND
and dated by designated school administrator
Documentation
L88 - Court ordered GED –not earned
program and has not earned a GED certificate
36
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
and dated by designated school administrator
Documentation
L89 - Incarcerated in State Jail or Federal Penitentiary as an Adult
penitentiary as an adult or as a person certified to stand trial as an adult.
37
enforcement agency, office of prosecuting attorney, jail or penitentiary
authorized representative. AND
signed and dated by designated school administrator
Documentation
L90 - Graduated in Another State – Military
Compact on Educational Opportunity for Military Children.
– 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.
38
signature, OR
dated by designated school administrator
Documentation
80 – Enroll in Other TX Public School (HISD Local code
will convert to L98 when running PEIMS extracts).
student indicated at time of withdrawal that the student would be enrolling in another public school in Texas
39
and designated school administrator, OR
tool only even if you have a records request.
school to verify enrollment. AND
designated school administrator
Documentation
88 – Enroll in Other HISD School (HISD Local Code)
qualified student indicated at time of withdrawal that the student would be enrolling in another HISD school
40
student, and school district administrator
be used as tools only to indicate new school
dated by designated school administrator
Documentation
L98 – Other (Dropouts)
expected to earn GED by August 31. – NOTE: TEA will filter all 98s through the GED certificate database. Students with certificates dated before August 31 will not be counted as dropouts, will remain members of the cohort, and do not count as completers.
and their reason for leaving is not known.
codes.
41
law: Initiated by your school; Referred to new school district, AND
dated by designated school administrator
Documentation
Changing Leaver Codes
42
101912320
Harris County Juvenile Justice Charter School, 101811xxx For students incarcerated in municipal or county jail/detention centers
add another line.
From “No Show” to location now known
Presumed Underreported Student List
Description
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.
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 under-reported at the point in time the district generates the report. If a student is presumed under-reported (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.
43
Reports Available for Fall PEIMS
▪ H Leave Management COA ▪ H Leave Management Detail ▪ 8th gr to 9th gr Student Movement ▪ H No Show Roster (Do Not use to research dropouts) ▪ TSDS FALL PEIMS Reports ▪ Dropout Roster – Must be reviewed prior to Resubmission ▪ School Leaver Roster – MUST be reviewed prior to Resubmission ▪ Graduate Roster by Graduation Type – Must be reviewed prior to Resubmission
44
Reports Available for Summer PEIMS
▪ H_Accountable Campus Audit ▪ H_WD88 ▪ H_Withdrawn Student Demographics ▪ H_Active Student Demographic Report
▪ Campus ID of Accountability – MUST be reviewed prior to final submission ▪ Roster of Possible School Leavers
45
Overview
46
addresses required PEIMS reporting.
– Included in this section is a requirement for the commissioner to adopt rules to include pregnancy as a reason a student withdraws from or otherwise no longer attends public school.
exclude from the computation of dropout rates students who have suffered a condition, injury, or illness that requires substantial medical care and leaves the student unable to attend school and assigned to a medical or residential treatment facility.
47
CODE (C162) code table as follows:
48
Note: These will be used as withdrawal codes for the 2019-2020 school year and will not be reported as leaver codes until the Fall of 2020- 2021 school year.
LEAVER DOCUMENTATION
Veda Winfree – Sr. Compliance Analyst
49
50
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.
The Family Educational Rights and Privacy Act (FERPA)
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):
interest;
purposes;
aid to a student;
behalf of the school;
subpoena;
safety emergencies; and
justice system, pursuant to specific State law.
General Documentation Requirements
51
the Fall PEIMS Resubmission date, if received prior to the resubmission date.
Signatures on Leaver Documentation
Withdrawal Documentation
Withdrawal documentation should also be signed by a parent or guardian; responsible adult, or qualified student. Original signatures are not required on withdrawal forms received by fax or e-mail.
Oral Statements
Written documentation of oral statements made in person or telephone by the parent/guardian/qualified student is acceptable documentation in some situations if it is dated and signed by a district administrator.
Qualified Students
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
control of the student.
52
General Guidelines All documentation must be signed and dated by an authorized representative of the district (In the schools, this is the campus administrator). Who is authorized to sign leaver documentation?
Evaluation of Leaver Documentation
53
is requested during a data inquiry investigation. Merits of leaver documentation
professional staff conducting the investigation. Determination of the acceptability of documentation
Who determines the acceptability of leaver documentation?
Completeness of Leaver Documentation
54
Withdrawal documentation shall be considered incomplete without a date, signature(s), and destination. NOTE – Leaver documents include the withdrawal forms, leaver forms and supporting documentation.
Changing Leaver Reason Codes
55
the leaver reason code used, the district is not required to obtain additional information on the student.
updated for a student when additional information is received.
Important Reminder: Leaver Coding and Accountability
56
Federal
Accountability
counted as dropouts for federal accountability purposes.
State
Accountability
dropouts for state accountability purposes.
Exit Information/Leaver Code Assignment Form
57
1
Student and Campus Information – Complete all fields.
1 2
Exit Information – Provide any available information in this section. Schools should NOT add a parent signature line to this form.
3 2
Exit Code Assignment – The ADMINISTRATOR must type/print the leaver code.
3 4
Administrative Requirements – The ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies.
4 5
Leaver Documentation on File – Indicate the type of supporting documentation that is on file.
5
How to Complete the Form:
DO NOT USE CORRECTION TAPE OR FLUID ON LEAVER DOCUMENTATION.
Leaver Code Change Form
58
1
Student and Campus Information – Complete all fields.
2
Former Leaver Code – An ADMINISTRATOR must TYPE/PRINT the Former leaver code.
3
New Leaver Code – An ADMINISTRATOR must TYPE/PRINT the New leaver code.
4
Administrative Requirements – The CAMPUS ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into
copies.
5
Reason for Code Change– Indicate the reason for the code change.
How to Complete the Form:
1 2 3 4 5
Withdrawal Date – Print/type the student’s withdrawal date.
6 6
DO NOT USE CORRECTION TAPE OR FLUID ON LEAVER DOCUMENTATION.
L66 CPS Form
59
1
School Name – Type/print YOUR school name.
2
Written Statement from CPS staff – CPS staff must provide all requested information, sign and date the form. Must include a CPS/TDFPS badge number.
3
Documentation of Oral Statement from CPS staff – HISD staff must document the statement and all required information from CPS staff, sign and date the form. Must include a CPS/TDFPS badge number.
4
How to Complete the Form:
Administrative Requirements – The CAMPUS ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into
copies.
6 1 2 3 4
Home School Questionnaire
60
1
Section I: Student Data – Parent/guardian must enter student information. Section II: Home School Information, Q1 – Parent must respond to question. If the
parent/guardian indicates that home school begins
the parent/guardian to verify that home school began as indicated and document the date of the conversation on the questionnaire, and then sign and date the form.
Section III: Assurances – Parent/guardian must respond to all three questions.
How to complete the form:
Section IV: Parent/Guardian Information – Parent/guardian must provide all required information plus signature and date. Section II : Home School Information, Q2:
Parent/guardian must respond to question. If the parent responds “Yes” to Question 2, then do not use this form or L60. The campus must send a verification
appropriate leaver code.
2 3 4 5 1 2 3 4 5
Oral Statement Form
61
1
Campus and Student Information – Parent/guardian must enter information if applicable. Part I: The student – Complete all fields. Part II: The statement – Complete all applicable fields. The statement must be given by or taken from an adult. Include the person’s relationship to the student
How to Complete the Form :
District staff – If HISD staff takes the statement, then he/she must sign and date the form.
1 2 3 4
Administrative staff – The campus administrator must sign and date the form.
5
Part II: The statement – The person providing the statement must sign the form if he/she is present.
6 2 3 4 5 6
Falsification of Leaver Records
62
leaver records may lead to disciplinary action and up to prosecution.
Falsification of student leaver records is a felony offense in Texas.
signature must match the original signature
ALL signatures on campus leaver documentation must be original.
paraphrased or reworded to change the intent or meaning.
Campus staff must document ACTUAL statements from parents/ guardians and/or qualified students.
Leaver Folders – The Basics
63
❑ Each student (grades 7-12) who leaves your school must have a leaver folder. ❑ Authentic Documentation is required for all leaver codes. ❑ Label each folder with Student’s Name, ID and grade level. ❑ Do not prepare leaver folders for graduates unless specifically requested by FSC or TEA. ❑ Empty folders are not acceptable.
Leaver Folders - Requirements
64
Non Graduates
❑ Exit Information/ Leaver Code Assignment Form ❑ Supporting Documentation (for assigned code) ❑ Leaver Code Change Form ❑ Supporting Documentation (supports code change) If the student’s leaver code was changed, then include these additional documents: ❑ Exit Information/ Leaver Code Assignment form ❑ Dropout Recovery Form (L98 only)
Dropouts/Other (L98)
NOTE – FSC will not review student mover records (80-another Texas public school and 88 – another HISD school). Campuses must review these student records to ensure that the students have enrolled. Code changes should be made where required.
Supporting Documentation Supporting Documentation
65
Exit Information/ Leaver Code Assignment Form Leaver Code Change Form
Place the most recent leaver form and supporting documentation on top. Exclude extra or unrelated documents, or place them in the back of the folder.
Leaver Folders – Organization
❑ Attendance contracts ❑ Behavior contracts ❑ Laptop checkout sheets ❑ Library fee statements ❑ Locker assignment forms ❑ Student Code of Conduct acknowledgement pages ❑ Textbook hold records ❑ Trespass notices
66
If possible, do not include any unrelated documents in the student’s leaver folder. However, if you must include other documents, please place them in the back of the folder. Never include BLANK or INCOMPLETE leaver documentation in a student’s folder.
Leaver Folders – Extraneous documents
Examples of extra documents:
Best Practices
Documentation
❑ Use the most current, district-approved leaver forms and documents forms from the Federal & State Compliance website. ❑ Type or print information in BLACK or BLACK ink only. ❑ Sign and date all leaver forms with the current date (administrators). ❑ Review documentation for all required information, signatures and dates. Do not use signature stamps or forms with copies of signatures. ❑ Draw a line through errors, type/print the change, and initial the correction. Do not use correction tape of fluid on any documentation.
Folders
❑ Create a leaver folder for each student (grades 7-12) who withdraws from your campus. ❑ Label each folder with full name, ID, and Grade Level. Print labels or write legibly. ❑ Place the most recent leaver form and supporting documentation on top. ❑ File all leaver forms in the correct student’s folder. ❑ Organize folders by school year and in alphabetical order. Ex. 2018-2019, A-L, M-S, etc. ❑ Provide folders to your analyst upon request.
67
Best Practices
68
Storing and Maintaining Records
❑ Store the current and previous year’s records in in close proximity to your work area. ❑ Place file cabinets in a secured, well-ventilated area that has limited access. ❑ Prevent loss of records due to fire, sabotage, etc.
Compliance Reviews
❑ Respond promptly to emails or phone calls from your analyst to confirm review dates. ❑ Review the Leaver Review Preparation Guide, and prepare for the visit. ❑ Notify your analyst if you must change or postpone the review date. ❑ Prepare leaver folders prior to your scheduled review date. ❑ Leave the folders with a trusted colleague if you cannot be present for the review. ❑ Provide the analyst with an area to work (break room, library, office, etc.). ❑ Complete the corrective actions listed on the review form(s) by the designated date. ❑ Contact your analyst with any questions about the review.
The FSC Leaver Review Process
69
Before the Review
proposed review date and time.
During the Review
Leaver Review Summary Reports.
After the Review
recommendations.
Follow-Up Process
Campus leaver contacts DO NOT need to be present during the records review.
The TEA Audit
70
Primary Documentation that may be requested during a TEA audit:
These reports would most likely be used to identify the list of students for the audit:
71
school (supervisor) who will take responsibility for them.
maintained and which records are eligible for destruction.
them if you change jobs. All student records belong to the District, not the employee.
http://www.houstonisd.org/Page/31617.
Records Retention
All student records belong to the District, not the employee.
The Retention Period is the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
Leaver Resources
72
Resources on the Federal & State Compliance website,
https://www.houstonisd.org/Page/68125:
Preparation Guide
databases
73
Contact Information
Data and Compliance Monitoring PEIMS Reporting
74 Federal and State Compliance
Questions?
2019-2020 Federal and State Compliance PEIMS Leavers