fall peims training

Region 9 ESC October 29, 2008

Fall PEIMS Training

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)

Agenda

October 31 Snapshot

December 4 Fall Submission Due TEA

January 22 Fall Resubmission Due TEA

Important Dates for Fall

January 29 Mid-Year Submission Due TEA

February 19 Mid-Year Resubmission Due TEA

Important Dates for Mid-Year

Funding was provided by Michael & Susan Dell Foundation

TEA contracted with IBM Global Business Services to study data collection systems

PEIMS Focus Group

Scope of project:◦ Frequency and timeline of collection◦ Reporting requirements◦ Reporting objectives◦ Transparency of data◦ Data validity

PEIMS Focus Group

Study to be delivered to the Legislature in January, 2009

Timeline –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

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

Discussion–PEIMS Focus Group

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

Automatic Eligibility – Free MealsHead Start Students

ATTENDANCE, ADMISSION, ENROLLMENT LETTER

August 18, 2008

Letter Dated August 18, 2008 Summarizes laws related

to attendance, school admission, enrollment

Attendance Compulsory attendance applies

to students at least 6 years old as of September 1, 2008

Requires attendance until 18 t h birthday unless exemptExpel led students17 year-old in GED course16 year-old in GED course

Compulsory attendance exemption – 17 yr old in GED course Applies if any of the following

Child has parent’s permissionStudent is required by court

order to attend GED courseChild has residence separate

from parent or guardian Child is homeless

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

Compulsory Attendance – Applies to

Certain extended year programs

Tutorial classesAccelerated instruction

programsBasic skil ls programsSummer programs for students

subject to certain disciplinary removals

Under age 6 if voluntarily enrolled in PK or Kindergarten

Compulsory AttendanceApplies 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

Excused AbsencesObservance of religious holy

day, including travel time

Attending a required court appearance

Health care appointment if student attends school part of same day

Excused AbsencesGrade 6-12 student absent to

sound “Taps” at a military honors funeral held in Texas for a veteran

Who is Entitled to Admission

Parent and Student in DistrictParent Only in District

If parent is joint conservatorStudent & Guardian or Person

with Lawful Control in District

Who is Entitled to AdmissionStudent Only in Distr ict

But may not be “for the pr imary purpose of part i c ipat ion in extracurr i cu lar act iv i t ies”

Distr ict not required to admit this student i f : Student has engaged in conduct in

preced ing yr resu l t ing in remova l to DAEP or expuls ion

Student has engaged in de l inquent conduct , on probat ion or other cond i t iona l re lease

Student was conv ic ted o f c r imina l offense and i s on other condi t iona l re lease

Who is Entitled to AdmissionReminder: 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.

Who is Entitled to AdmissionA “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

Who is Entitled to AdmissionForeign exchange student if

placed with a host family residing in district

Student in Residential Facility Faci l i ty is required to not i fy d istr ict

with in 3 days of p lacement of a person 3 yrs of age or more

Foster Care Provides h igh school student p laced in

foster care opt ion to cont inue school enrol led at t ime of p lacement

Prekindergarten Eligibility

Unable to speak/comprehend EnglishEducationally disadvantagedHomelessChild of active duty Armed ForcesChild of Armed Forces member

injured or ki l led while on active duty

Is or ever has been in conservatorship of Dept. of Family and Protective Services fol lowing an adversary hearing

Students age 21-26 Distr icts have discretionary authority to admit students 21-26 yrs of age to complete high school diploma.

Not el igible for DAEP or J JAEP placement

I f student has not attended school in 3 preceding school yrs, student may not be placed with students 18 or younger .

Student with disabi l i ty is not el igible for federal or state special ed funds i f over 22 on Sept. 1

Address Confidentiality ProgramMandated 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

New

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

Letter to AdministratorsSeptember 25, 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

Letter to AdministratorsOctober 9, 2008

Student Attendance Accounting

Handbook 2008-2009

Barbara PruettPEIMS / Computer Information Specialist

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.

Where can I get a copy of the 2008-2009 Student Attendance Accounting Handbook?



General Attendance Requirements

Section 3

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

ProgramNEW

NEW

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”.

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)

Code 7, Eligible- Alternative Attendance

Program Participation Section 3.2.1.8

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.

Code 8, Ineligible – Alternative Attendance

Program ParticipationSection 3.2.1.9

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

Students who are completing the requirements of a high school diploma, provided that they have not previously graduated from high school.

Who is eligible to remain in school between the age of

21 and 26? Section 3.2.3 “Notes on Maximum Eligible Age”

The student is NOT ELIGIBLE for placement in a DAEP or JJAEP if 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.

While completing their diploma requirements……..

Section 3.2.3 “Notes on Maximum Eligible Age”

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.

Important

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 NOT eligible for Special Education weighted state funding BUT are eligible for other weighted state funding.

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

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

Providing Student Information to Receiving District

Absences for which the district WILL receive ADA funding.

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…..

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

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.

Cont…

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

Attention

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.

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).

General Education Homebound (GEH) Section 3.7

Any student who is served through the general education homebound program must meet the following three criteria:◦ The student is expected to be confined at home

or hospital bedside for a minimum of 4 weeks. The weeks NEED NOT be consecutive.

◦ The student is confined at home or hospital bedside for medical reasons only.

◦ The student’s medical condition is documented by a physician licensed to practice in the U.S.

Special Education Section 4

Special Education Charts Section 4.2.10

Services for Students with Disabilities – Exceptions to the Norm …... page 69

PK and Special Education Services……page 70-71

Kindergarten and Special Education Services ……page 72

Special Education HomeboundSection 4.6.2

To qualify a student must :◦ Be eligible for special education and related

services as determined by an ARD committee◦ Be expected to be confined at home or in a

hospital for a minimum of 4 weeks (the weeks NEED NOT be consecutive)

◦ Be confined for medical reasons only (unless the child is 0 to 5 years of age) AND

◦ Have a medical condition that is documented by a physician licensed to practice in the United States.

Students served in the special education homebound instructional arrangements/setting MUST be served by a NCLB highly qualified special education teacher.

Special Education HomeboundSection 4.6.2.1

Career and Technical Education

Section 5

CTE contact hours MAY NOT be claimed when students receiving CTE services are placed in disciplinary setting (i.e. ISS or DAEP) for more than 5 consecutive days if they are not being provided the same CTE services and the same time.

CTE and Disciplinary SettingsSection 5.4

410 Record Coding Instructions for Districts Operating Block Schedules

Section 5.5.2.1

Important: THREE V1 course are NOT necessarily equivalent in average minutes per day to one V3 course.

District personnel must evaluate each CTE class separately when determining the average minutes per day for the class.

Remember …… for CTE purposes, the descriptor “1 hour” refers to a class period ranging in time from 45 minutes up to 89 minutes.

Bilingual/English as a Second Language

(ESL)

Section 6

Students placed in disciplinary settings ( i.e. ISS or DAEP) for more than 5 consecutive days must be provided the same amount/type of services by a bilingual ed or ESL program teacher.

If NOT then the student MUST be removed from the program effective the 1st day of disciplinary placement.

Bilingual Education/ESL Disciplinary Settings

Section 6.10.1

Prekindergarten

Section 7

Be unable to speak and comprehend the English language; OR

Economically Disadvantaged; OR Be homeless; OR Be the child of an active duty member of the

armed forces of the U.S.; OR Be the child of an member of armed forces who

was injured or killed while serving on active duty; OR

Who has ever been in conservatorship of the Dept. of Family and Protective Services ( DFPS)

Eligibility Criteria for Prekindergarten

Section 7.2

Head Start StudentsDue to the recent changes in

federal law, economically (educationally) disadvantaged students, as defined by the TEC. 5.001 (4), now include ALL students who are eligible for HEAD START.

Prekindergarten Section 7.2.1

A child who is 5 years of age on September 1 of the current school year is NOT eligible for enrollment in a PK class.

Cont. Section 7.2.6 In July 2008, the DPFS and Child Protective

Services mailed verification letters of prekindergarten eligibility to the parents and caregivers of 15,000 eligible children.

These letters serve as proof of eligibility. However, if a parent/caregiver did not receive this letter, he/she may obtain evidence of a child’s eligibility for PK services by contacting a DFPS specialist. A list of DFPS specialists and their contact information is available on the SAAH website at http://www.tea.state.tx.us/school.finance/handbook/index.html

The specialist will write and sign a letter addressed to the school district attesting to the student’s eligibility for free PrK based on having been in foster care.


PrK Eligibility based on a Child’s Having Been in Foster Care

Section 7.2.6

These students include not only students who are in or who have ever been in DFPS (Texas Department of Family and Protective Services, i.e., foster care) conservatorship but also STUDENTS WHO HAVE BEEN ADOPTED OR RETURNED TO THEIR PARENTS AFTER HAVING BEEN IN DFPS CONSERVATORSHIP

Pregnancy Related Services

Section 9

Pregnancy Services Determination Chart

Chart is located on page 177

Reminder: Student’s eligibility from general education and special education does not change as a result of pregnancy or delivery of a child.

Nontraditional Schools

Section 10

Nontraditional Schools Section 10.15

Students from OUTSIDE your district WHO ARE BEING SERVED in DETENTION OR OTHER FACILITIES making SHORT-TERM RESIDENTIAL PLACEMENTS:

If your district is serving a student from outside the district in a detention facility or other facility making short-term ( 10 days or fewer) residential placements, your district is NOT required to enroll and serve the student if the following apply:

Cont. Section 10.15

If the following apply:

a) It is known at the time the student arrives that the student will be staying for 10 days or fewer AND

b) Your ( the serving) district and the sending district both agree that the student will continue enrollment in the sending district for the duration AND

c) Enrollment will not be shown at your ( the serving) district

Cont. Section 10.15

This policy is NOT a basis for denying educational services if a parent, guardian, or student requests services, regardless of the number of days of enrollment.

If your district has served a student, regardless of the number of days of service, your district must enroll the student and report the student as enrolled to PET and PEIMS.

Nontraditional Programs

Section 11

Dual Credit Section 11.3

Funding eligibility for a student taking a dual credit course will include time instructed in the dual credit course.

FOR THE 2008-2009 SCHOOL YEAR, your district MAY count the time that students spend in dual credit courses for state funding purposes (ADA) even if students are required to pay tuition, fees, or textbook costs for those courses, UNLESS the dual credit course is an Early College High School ( ECHS) program course.

High School

CollegeAND

Section 11.3.1

High school students MUST NOT BE ENROLLED IN MORE THAN TWO DUAL CREDIT COURSES per semester.

Exceptions to this requirement for those students with demonstrated outstanding academic performance and capability (as evidence by grade point average, ACT or SAT scores, or other assessment indicators) may be approved by the principal of the high school and chief academic officer of the college.

Different types of Dual Credit Programs

Section 11.3.2

The chart on page 203-204 provides information on the different types of dual credit programs your district may offer.

Advanced Placement International Baccalaureate Dual Credit Early College High School Articulated Technical Credit Locally Articulated Credit

Optional Flexible School Day Program ( OFSDP)

Section 11.5

The OFSDP is a program that your district may offer to provide flexible hours and days of attendance for students in grades 9-12 who are at risk of not graduating, are participating in an approved early college high school plan, or are attending a campus implementing an innovative redesign under a plan approved by the commissioner of education.

The goal of the program is to target those students who are unable to attend school in a traditional setting, for example, because the students must seek employment to support their families, must provide child care during traditional school hours, or are involved in an Early College High School that is designed to complement a traditional college schedule.

OFSDP cont. Section 11.5

Students participating in an OFSDP may attend on a fixed or flexible schedule that does not meet the traditional 180 day, 5 days-per-week requirement. Typical OFSDP instructional arrangements include the following:

Weekend or night classes Extended day classes Classes offered throughout the year Flexible schedules

OFSDP Section 11.5 There are strict guidelines as to who is

eligible to participate on the OFSDP program. These are listed on page 206-207 ( section 11.5.1).

Application Process : To participate in the OFSDP, your district must submit an annual application notifying TEA that it plans to participate. The application requires the following information (section 11.5.4):

Implementation plan description Staff plans Schedules Student attendance accounting security procedures and

documentation.

Reporting Requirements for OFSDP Section 11.5.6

New PEIMS Data Standard Records :◦ 500 Flexible Attendance Data – Student◦ 505 Special Education Flexible Attendance Data –

Student◦ 510 Career and Technical Flexible Attendance

Data – Student

It is acceptable to create and report both 400 and 500 series records for a student if the student’s enrollment status changes from traditional program to the OFSDP or from the OFSDP to the traditional program.

Additional Information on OFSDP Section 11.5.8

More information about the OFSDP, including the program application and applicable commissioner’s rule, is available by following the link on the TEA website.

http://www.tea.state.tx.us/school.finance/ofsdp/index.html



Option Flexible Year Program (OFYP) Section 11.6

An OFYP is a program for students who did not or are likely not to perform successfully on the TAKS (or an alternate testing instrument) or who would not otherwise be promoted to the next grade level.

To participate in the OFYP, your school district must submit an application. The application is available on the TEA’s OFYP website at http://www.tea.state.tx.us/school.finance/ofyp.html

http://www.tea.state.tx.us/school.finance/ofyp.html

http://www.tea.state.tx.us/school.finance/ofyp.html

High School Equivalency Program (HSEP)

Section 11.7 This is also know as the “In-School GED

Program.” The Texas In-School GED program provides

an alternative for high school students, age 16 and over, who are at risk of not graduating from high school and earning a high school diploma.

The purpose of the program is to prepare eligible students to take a high school equivalency examination (GED).

HSEP Eligibility Requirements Section 11.7.1

Student is eligible to participate in an HSEP if:◦ The student has been ordered by a court under Code of Criminal

Procedure to: Participate in a preparatory class for high school equivalency examination; OR Take the high school equivalency examination administration (under TEC,

7.111)◦ The following conditions are satisfied:

The student is at least 16 years of age at the beginning of the school year or semester

The student is at risk of dropping out of school (defined by TEC, 29.081) The student and the student’s parent, or person standing in parental relation

to the student, agree in writing to the student’s participation; AND At least 2 school years have elapsed since the student first enrolled in

Grade 9 and the student has accumulated less than one third of the credits required to graduate under the minimum graduation requirements of the district or school; OR

For students who left school being enrolled in Grade 9, at least 3 years have elapsed since the student last enrolled in grade 8, or 4 years since the student last enrolled in Grade 7, or 5 years since the student last enrolled in Grade 6.For additional rules and instructions related to the HSEP,

visit: http://www.tea.state.tx.us/hsep RULES

RULE

S

http://www.tea.state.tx.us/hsep

Electronic Course Pilot (eCP) Section 11.8

Districts and open-enrollment charters selected to participate in the program are given the opportunity to provide online learning options to public school students in Grades 3-8 who are not required to be physically present on campus during instruction.

Students may participate in electronic eCP courses from a location other that the school campus ( virtual setting) or may combine regular program courses taught in a traditional face to face classroom and electronic eCP courses taught in a virtual setting.

Eligibility Requirements for eCP Section 11.8.2

To participate in the eCP, a student MUST:◦ Reside in Texas◦ Be enrolled in Grades 3-8 in a Texas public school

district or open-enrollment charter school participating in eCP; AND

◦ Either: Reside within the school district boundaries in which

they are enrolled, unless there is a written agreement between the eCP school district and the student’s home district; OR

Reside within the existing boundaries of the charter school geographic service area in which they are enrolled.

Rules

Eligibility Requirements for eCP Section 11.8.2

To participate in the eCP, a student must NOT:◦ Be enrolled in more than one school district or charter

school ◦ Already earn full state funding based on attendance

in a traditional setting; OR◦ Be a private school student

More Rules…….

Texas Virtual School Network (TxVSN) Section 11.9

This is a state virtual school network that will provide students throughout the state with access to online courses that are reviewed to ensure that meet the TEKS and national standards for quality online courses.

A limited number of courses approved through the TxVSN review process will be available for Grades 9 – 12 beginning in spring of the 2008-2009 school year.

For more information on the TxVSN, visit http://www.txvsn.org/

http://www.txvsn.org/

TxVSN Section 11.9.1◦ A student is eligible to enroll in a course

provided by the TxVSN only if the student- Is younger than 21 years of age on September 1 of

the school year; AND Has not graduated from high school; AND Is otherwise eligible to enroll in a public school in

Texas◦ A student may enroll in courses full-time

only if the student – Was enrolled in a public school in the state of Texas

the preceding year OR Is a dependent of a member of the United States

Military AND Was previously enrolled in a high school in the state of

Texas AND Does not reside in the state as a result of military

deployment or transfer.

One Hour = One Day PresentTwo Hours = Two Days PresentThree Hours = Three Days PresentFour Hours = Four/Five Days Present

FUNDING CHARTGeneral Education HomeboundSpecial Education Homebound

PRS CEHI

At the end of each six-week reporting period, the appropriate staff should verify the Student Detail Report to ensure that coding of the student is correct.

The appropriate staff should give the Attendance Accounting Personnel the coding information that pertains to each individual student.

Quality Control

PEIMS Data Standards Changes

Shari PenquiteStudent SoftwarePEIMS

• Focuses on 16 Career Cluster and linking secondary and postsecondary education

• www.careerclusters.org

• 17 CTE courses are not eligible for weighted funding (*****)

Career and Technical Education (CTE)

http://www.careerclusters.org/

* 090, 170, 410, 415 records (Grades 9-12 with no WBL component

** 090 and 170 records (middle school courses)

*** 090 record (career preparation teacher code)

**** 170, 410, 415 records (student training area)

***** Grades 9-12-courses not eligible for weighted funding

C022--CTE Course Asterisks

PEIMS numbers with *** and **** asterisks have been removed for 08-09 except for the innovative course CP (formerly DCP)

Career Preparation I & II*** (teacher code)

Innovative WBL# added**** (student code)

C022 Course Asterisks continued

Statewide articulated courses

“T” is included in the 8-digit number

Teacher must have required approval and training prior to using ATC number

ATC (Advanced Technical Credit)

Service ID begins with a “N”.

Individual district applications no longer required if the innovative course is on the state-approved list

Five year time limit for approvals removed

Innovative Courses

Handout—C022 Service IDsNew Codes and Deleted Codes

Used to report those situations recognized by TEA as a health or weather related event that impacts students’ ability to attend school in the district where they reside.

For 08-09, if the commissioner declares a crisis, this data must be reported for the affected students based on guidance from TEA. Example: Hurricane Ike

Crisis Code

00 Student as NOT affected by a health or weather related crisis

Codes 01-05: Reserved for future health or weather related crisis

This default is 00—so if there is no crisis code, no input is needed.

Crisis CodeCode table 178 (C178)

Code 01: Indicates that a student was enrolled in a TEXAS school before Sept. 9, 2008, in a TEXAS county declared a disaster area because of Hurricane IKE, and the student enrolled in another TEXAS public school, or moved from a Hurricane Ike impacted campus, to a non-impacted campus during the 2008-2009 school year

Crisis code continued

Code 02: Indicates that a student came to Texas after Sept. 9, 2008, from a LOUISIANA parish declared a disaster area because of Hurricane IKE, and the student enrolled in a Texas public school district during the 2008-2009 school year

Crisis code continued

Campus ID of Accountability indicates the campus number to which a student’s attendance and/or leaver accountability data are attributed

Used for students who were enrolled only at a DAEP and/or a JJAEP on snapshot

Campus ID of Accountability cannot be a DAEP and/or a JJAEP

Chart on p. 2.69 of Data Standards

Campus ID of Accountability

The Data Standards now contains a CTE Fall Decision Chart AND a CTE Summer Decision Chart

See pages 2.71 and 2.72

Charts haven’t changed—just added the Summer chart

CTE DECISION CHARTS

FACT: The CTE participation code is reported in the Fall Submission

NEW: Beginning this year 08-09, this code will be re-evaluated at the end of the school year and revised if necessary and reported now in the Summer Submission as well as in the Fall.

Just a heads up for summer…

0 Not enrolled in a CTE course

1 Enrolled in a CTE course (elective; not coherent sequence)

2 Participant in a coherent sequence of courses

3 Participant in Tech Prep Program

See Code Table 142 (C142) for CTE Indicator Code Definitions

7 Eligible- flexible attendance program participation

8 Ineligible- flexible attendance program participation

New ADA codes

This was new for 07-08 but has now been added to the 110 record

Definition: indicates that a prekindergarten student is or ever has been in the conservatorship of the Department of Family and Protective Services following an adversary hearing held as provided by the Family Code

PK FOSTER CARE INDICATOR CODE

Monitored 1 or Monitored 2 LEP status is reported for those student who have recently been exited from the bilingual/ESL programs and are determined to no longer be LEP. This info is reported for the first 2 school years on all students who have exited LEP status

See next slide for details…..

NEW!!! LEP CODES

0 NOT LEP

1 Identified as LEP

F Student exited LEP status-Monitored 1-M1- student met criteria for exit and is no longer classified as LEP for PEIMS—first year monitored

S Student exited LEP status-Monitored 2-M2- student met criteria for exit and is no longer classified as LEP for PEIMS—second year monitored

LEP INDICATOR CODES– C061

*PAGE 2.83 OF DATA STANDARDS

NEW LEP DECISION CHART

0-student does not participate in bilingual education program

2- Transitional bilingual/early exit: serves student identified as LEP in both English and Spanish, or other language and transfers students to English only instruction. Exiting to an all English program will occur not earlier than the end of 1st grade, or if the student enrolls in school during or after 1st grade, student will remain in the program a minimum of 2-5 years before being eligible to exit

New—Bilingual Program Type Codes Code table 175 (C175)

3-Transitional bilingual/late exit: serves student identified as LEP in both English and Spanish or other language and transfers a student to English only instruction. Students in this program are eligible to exit the program not earlier than 6 or later than 7 years after the students enroll in school

Continued…….Bil prog type cd

4-Dual language immersion/two way: biliteracy program that integrates students proficient in English and those identified as LEP in both English and Spanish or other language and transfers to English only instruction. Academic subjects are taught to all students through both English and the other language.


5-Dual language immersion/one way: Serves only students identified as LEP in

both English and other language and transfers student to English only.


G (Does NOT generate funding)

Definition: Parent or guardian has approved the placement of a recently exited non-LEP student in a bilingual or ESL special language program

New Parent Permission Code

0 Student does not participate in ESL

2 ESL/content based3 ESL/ pull out

Code table 176 of Data Standards Wichita Falls and Graham—only 2 schools

that might be implementing these plans for 2008-09 school year

ESL PROGRAM TYPE CODES

Cindy TeichmanEducation Specialist, ESL/Bilingual

[email protected]

Region 9 contact

Indicates whether the student who is deaf and receiving special ed and related services, received, or is scheduled to receive interpreting services.

See Section 3- E1040 for more detailed descriptions

00 No interpreting service provided 01 Oral Transliteration 02 CUED Language Transliteration 03 Sign Language Transliteration 04 Sign Language Interpreting 05 Communication Access Realtime Translation

(CART) 06 C-Print 07 TypeWell 08 Deaf-Blind Interpreting

Interpreting Services Type Code

CTE student has worked primarily without remuneration to care for a home and family, and for that reason has diminished marketable skills; or

has been dependent on the income of another family member but is no longer supported by that income; or

is a parent whose youngest dependent child will become ineligible to receive assistance under the SS Act;

and is unemployed or underemployed and experiencing difficulty in obtaining or upgrading employment.

Displaced Homemaker Code

Graduation type codes 18, 19, and 20 have been revised

Completion of minimum curriculum and credit requirements for graduation applicable to students in general education and participated in the exit-level assessment instrument identified in the IEP

Used to say exempted

Revised Graduation Codes C062

Number-Days-Taught is the actual number of instructional days in the school/track calendar for a specific reporting period not including teacher in-service

All students in a particular school/track will have the same Number-Days-Taught

May not exceed 45 days- 1st five 6 wk periods

May not exceed 90 days for 6th six weeks

Language added to Attendance

55—Student is required to register as a sex offender and is under court supervision. The offense must have occurred on or after Sept. 1, 2007

56—Same as Code 55 BUT student is NOT under court supervision

57—Continuous sexual abuse of young child or children occurring on school property or while attending a school sponsored or related activity on or off school property

425 recordNew Discipline Action Reason

Codes

Optional Flexible School Day Program (OFSDP)

-45 min on a particular day within a particular 6 wks-districts must apply 90 days before starting -grades 9-12-at risk-enrolled in an early-college high school -enrolled on a Monitoring and Intervention Campus Improvement Program

500 record—Flexible Attendance Data

High School Equivalency Program (HSEP)-only students who have been court ordered to participate-at least 16 yrs of age-at risk of dropping out-parent has approved participation-at least 2 yrs have elapsed since 9th grade-less than 1/3 credits required to graduate under the minimum graduation plan

500 record—Flexible Attendance Data

A student may not be simultaneously in the OFSDP/HSEP and/or the traditional attendance program (2-4 hr rule)

500 record

Special ed students enrolled in OFSDP or HSEP

For students in grades 9-12

505 Special Education Flexible Attendance Data-Student

Each eligible student who attended at least 45 minutes of instruction and was served in an approved CTE program

Grades 9-12

Maximum of 6 contact hours (360 min per day) for weighted funding purposes

510 CTE Flexible Attendance-Student

LAST DATE OF ENROLLMENT will be added to the 101 record for Summer Submission for grades 7-12

This is the student’s final day of enrollment in the regular school year.

Each student will have only ONE last date of enrollment regardless of the number of times he/she was enrolled during the school year.

More than likely, the software will pull this date for us based on the student’s entry and w/d date(s).

Another heads up for Summer

BUSINESS RECORDSPresented by: Darla McClure

PEIMS Business Consultant

Organization◦ 010, 011, 020

Finance◦ 030

BUSINESS RECORDS Reported in FALL

011 Shared Service ArrangementUses of Data

Report for each SSA-◦ member or fiscal agent

Regional Day School for the Deaf must be reported by all districts (WFISD 243-905 is the fiscal agent)

011 Shared Service Arrangement

020 OrganizationUses of Data

Campuses must match campus registered with TEA

Notify ESC if any Edit problems with campus numbers or grade levels served by campuses

020 Organization

030 BUDGET Uses of Data

030 Budget Funds reported

◦ General◦ Food Service◦ Debt Service

Budget will be reported as of snapshot date (10-31-2008)

(including any amendments up until that date)

Districts with greater detail should be sure all funds are rolled up (summarized) to the State Mandated Level…..Ex: 171 -> 199

Example: High School Career & Technology Teachers

- Board Approves As:199-11-

◦Recorded in Accounting Records As:199-11-6119-00-001-Y-22-0-00 $35000

◦Reported to TEA As:199-11-6100-001-Y-22 $35000

030 Budget

Fund Balance is not Reported in Fall

It is reported atMid-Year

032 Actual 033 SSA Actual

Finance records reported during Mid-Year Peims Submission

032 Actual Finance DataUses of Data

Report Revenue, Expenditures andFund Balance as of end of Fiscal Year

032 Actual Data

Refer to Table C145 in Data Standards for listing of funds to submit

◦ Includes all General funds, Special Revenue funds, Debt Service funds, and Capital Project funds

032 Actual Data

Submission MUST match Audit Report

FIRST Indicator (Data Quality Measure) if there is NOT a match

032 Actual Data

033 Shared Service ActualUses of Data

Reported by Fiscal Agent ONLY

Report funds expended ON BEHALF of member districts

DO NOT report funds disbursed directly to district

033 Shared Services Actual

BUSINESS RECORDSSTAFF

Presented by: Tina LinnPEIMS Business Consultant

Staff◦ 040, 043, 045, 050, 055, 060, 090

BUSINESS RECORDS Reported in FALL

040 Basic StaffUses of Data

Professional Staff – teachers, admin, certified personnel and others working in a professional capacity

Paraprofessional staff – Educational aides

Auxiliary staff --any staff not listed in Role ID table (food service, security, clerks, secretaries, bus drivers, library aides, etc.)

040 Basic Staff

Report all staff that are on your payroll, except subs (unless sub is replacing teacher who quit, died or was fired )

Student employees must be reported

040 Basic Staff

Total Years Experience EQUALS

Completed Years

040 Basic Staff

Does NOT include current year

043 Staff DataUses of Data

Required on ALL staff Demo revision code = 1

indicates a change is reported to TEA:◦First Name◦Middle Name◦Last Name◦Generation Code◦Sex Code◦Ethnicity Code◦Date of Birth

043 Staff Data

045 Staff ID # ChangeUses of Data

Reported ONLY if a staff member’s identification number has changed since the most recent PEIMS submission….

045 Staff ID Number Change

050 Employment PayrollUses of Data

050 Employment Payroll Summary Years Exp in District-Prof. Staff

only # Days Employed – 261 or less % Day Employed – Compared to

standard workday◦ Example—Bus Driver working 2

hrs/day and the standard work day is 7 hrs. 2/7=29% Day Employed

% of Day is used in calculations of Total Staff FTEs—review carefully!! Because…

◦ Total Staff-to-Student FTE Ratio is an indicator on Financial Integrity Rating System of Texas (FIRST)

050 (Con’t)

055 Contracted Instructional StaffUses of Data

Report for each campus contracting for instruction

Additional records if more than one program intent code

Reported by FTEs, not by individual staff member

FTEs are calculated as a % of a full-time unit

055 Contracted Instructional Staff

Reported in Function 11 ONLY

General Education Homebound Contracted Staff (if paid through Finance) PIC 11

Special Education Homebound Contracted Staff PIC 23

055 Contracted Staff

060 Employment Payroll AccountingUses of Data

Report salary as projection of entire year

Shared Service Arrangement Reporting

060 Employment Payroll Accounting

All staff must have at least one entry with an Activity Code of 80

PAYROLL-ACTIVITY-CODE 80, Base Salary, is not the state base minimum salary required by law, but is state base plus local enrichment

060 Employment Payroll Accounting

090 ResponsibilitiesUses of Data

Required for Professional & Paraprofessional Only

◦If no 090 record reported, it is assumed Auxiliary

090 Responsibilities

SERVICE ID’s:

◦ C022 Table

◦ Role-ID vs. Service ID Matrix


Multi-Service Code = 1 for those reported with more than one 090 record

Report accurate Instructional Setting Codes CO035 table

District can choose to use predominate instructional setting for Special Ed

◦ Definitions are in the Student Attendance Accounting Handbook


Report responsibilities during normal school day only

Population Served - Determined by design of course

Shared Service Arrangement Reporting


Fall Student PEIMS Records

100, 101, 105, 110, 163, 169, 170, 203

Shari PenquiteStudent Software

PEIMS

100 Identification Record Uses of Data

PET

AEIS

PID

AYP

District ID

Student ID

First Name Crisis Code

Middle Name

Last Name

Generation Code

100 Record Elements

NEW!

101 Demographic RecordUses of Data

STS

AYP

PID

PET

101 Record Elements*District ID *Demo Revision Confirmation Code

*Student ID *Student Attribution

*Sex Code * As of Status Code

*Ethnicity *Grade Level

*DOB *Migrant Indicator Code

*Career & Tech. Ed Ind. *Campus ID of Enrollment Code- Sub. 1 & 3

*Campus ID of Accountability

*Campus ID of Residence *Bil/ESL Summer School Code

*Even Start *Last Date of Enrollment Sub. 3 only

CTEIndicatorCodeChart

Pages 2.71 (Fall) 2.72 (Summer)in Data Stds

105 ID Number Change Record Uses of Data

PET PID

District ID

Student ID

Prior ID

105 Record Elements

110 Enrollment RecordUses of Data

Special Progra

ms Fundin

g

AYP

Enrollment

ReportsAEIS

At Risk

Report

E-Rate

110 Record Elements*Campus ID of Enrollment *Economic Disad. Code

*Grade Level Code *At Risk Indicator Code

*PK Military Ind. Code *PK Foster Care Ind. Code

*ADA Eligibility Code *Title 1 Part A Ind. Code

*LEP Indicator Code *Special Ed Ind. Code

(Program Type) *Gifted Talented Ind. Code*Bilingual Indicator Code

*Immigrant Ind. Code (Program Type)*ESL Indicator Code *Local Student ID

*Home Language Code *SSI Prom. Retention Code

*Parent Permission Code

163 Special Ed Program Record Uses of Data

MOE

Special Ed

Monitoring

Idea-B Fundin

g

163 Student Data- Special Education District ID Student ID Primary Disability Secondary Disability Tertiary Disability Multiply Disabled Child Count Funding Early Childhood Int PPCD Reg Day Sch Prog Deaf Instructional Setting Speech Therapy Interpreting Services Type Code Audio-logical Serv Ind

Counseling Services Medical Diagnostic Srv Occupational Therapy Orient Mobility Trng Physical Therapy Psychological Srv Recreational Therapy School Health Services Social Work Services Transportation Ind Assistive Tech Ind Interpreting Svcs Ind Medically Fragile Ind

169 CTE Program Record Uses of Data

Carl D. Perkins Fund

Record Type CodeDistrict IDStudent IDDisplaced Homemaker Code

Single Parent/ Pregnant Teen Code

Work Study CTE Support Service

Day Care CTE Support Service

Transportation CTE Support Service

169 Record Elements

170 CTE Course RecordUses of Data

CTE Course Reporting

Record Type CodeDistrict IDStudent IDService ID

CTE Work-Based Learning Code

170 Record Elements

203 School Leaver Record Uses of Data

AYPAEIS

Dropout RateCompletion Rate

Graduation Rate

203 Record ElementsRecord Type Code Leaver Reason Code

District ID Date of Graduation

Student ID Graduation Type Code

Campus ID

PEIMS EDIT+ Fall/Mid-Year 2008-2009

Presented by: Darla McClurePEIMS Business Consultant

EDIT+ FunctionalitySome Report IDs on Turnaround Reports Page = PRT

The Report ID for the Turnaround version of any report that is also listed in another category or group has a prefix of ‘PRT’.


►PET Functionality

► Advance Notice! New PET File Naming Convention

Beginning June 1, 2009, PET will utilize a new PET file naming convention that identifies a 4-digit year. Regarding the submission of PET files, please note the following:

For 2008-2009 School Year PET Files:The PET system will allow the transfer of PET files using the 8-digit file naming convention of P9 [District ID] through 8/31/09.

For 2009-2010 School Year PET Files and Beyond:The PET system will require the transfer of PET files using the new 11-digit file naming convention of P2010 [District ID] beginning 6/1/09.

All PET files submitted after 8/31/09 must use the new convention.

Encrypted Email for Name Link

TEA’S PGP Encrypted Email will be utilized on the PET Event History page when selecting the name hyperlink in the Last Updated By column.When a district user selects the link, a PET Event Inquiry Email pop-up displays allowing the user to send an email to the person who last updated a PET Event for the student.Key: Once an initial email has been sent, the key to successfully using this functionality is for the sender and receiver to select ‘Reply All’ when replying to any emails in the email chain.Note: If ‘District File’ is selected in the Last Updated By column, a pop-up message displays referring the user to the AskTED website to obtain the most current district contact information.

New & Enhanced Edit + Reports

EDIT+ Reports–New (Fall)PRF5D045: Campus ID of Accountability Roster

Availability: District and Campus

This new report provides a listing of students who have a Campus ID of Accountability on their 101 Student Demographic record.

Certain fields, for example, Campus ID of Enrollment and Local ID, are pulled from the 101, 110, or 203 record based on the student’s As Of Status Code.

This report is the Fall equivalent of PRF7D031-Campus ID of Accountability Roster.

Student Crisis Code Roster– Listing of students who have a valid crisis code on their 100 record. A valid crisis code indicates a student has been impacted by a TEA-determined state education-related crisis for which a student is displaced. Definition of a displaced student is a student who was enrolled, or eligible for enrollment in an area in which a crisis caused the relocation of that student. Displacement may occur within or across districts.

EDIT+ Reports–New (Fall)PRF5D046: Student Crisis Code Roster

EDIT+ Reports–Enhanced (Fall)PRF0D002: Summary by Sex and Ethnicity


Page 3

This report has been enhanced to include ADA Eligibility Codes 7 and 8.

EDIT+ Reports–Enhanced (Fall)PRF5D003: Student Roster


This report has been enhanced to include the new PK Foster Care Indicator Code.

EDIT+ Reports–Enhanced (Fall)PRF5D011: Students by ADA Eligibility and Grade

This report has been enhanced to include ADA Eligibility Codes 7 and 8.

EDIT+ Reports–Enhanced (Fall)PRF5D013: Career and Technical Students by Sex and Ethnicityand Courses


On page 1, the ‘Numbr Workbased’ [sic] column has been removed.

Page 1

EDIT+ Reports–Enhanced (Fall)PRF5D013: Career and Technical Studentsby Sex and Ethnicity and Courses

Availability: District and CampusPage

2

Displaced Homemaker has been added.

EDIT+ Reports–Enhanced (Fall)PRF5D014: Career and Technical Education Courses


This report has been redesigned to group together the new C022 Service ID clusters.

EDIT+ Reports–Enhanced (Fall)PRF5D026: Gifted and Talented Students by Grade


This report has been enhanced to include PK Foster Care Indicator Code.

EDIT+ Reports–Enhanced (Fall)PRF5D028: Unreported Students Presumed At Risk


This report has been enhanced to include the new Displaced Homemaker Code.

It has also been enhanced to include Disciplinary Action Reason codes 51, 52, 53, and 54 in the DAEP and Expelled columns.

EDIT+ Reports–Enhanced (Fall)PRF5D030: Immigrant Student Roster by Campus and Grade



EDIT+ Reports–Enhanced (Fall)PRF5D036: Even Start Program Fall Participation Roster Availability: District and

Campus


EDIT+ Reports–Enhanced (Fall)PRF5D039: Economically Disadvantaged Student Roster by Grade



EDIT+ Reports–Enhanced (Fall)PRF5D040: Career and Technical Rosterby Career and Technical Indicator Code


The new Displaced Homemaker Indicator Code has been added to this report.

EDIT+ Reports–Enhanced (Fall)PRF5D044/5C044/5R044: Disaggregation of PEIMS Student Data

This report has been enhanced to include the following: (1) an updated definition of ADA Eligibility Code 0; (2) new ADA Eligibility to PRF5R044.

EDIT+ Reports–Enhanced (Mid-Year)PRF3D017: Mid-Year Financial Accountability Rating Indicators


This report has been enhanced to update the following comparison values: (1) Percent of Operating Expenditures for Instruction (OEI) from 54% to 65%; and (2) Investment Earnings per Student (IEPS) from $15 per student to $20 per student.

EDIT+ Reports–Enhanced (Mid-Year)PRF3D023: Budgeted vs. Actual Expenditures by Function Reconciliation – General Fund


This report has been re-released with an updated report title and new business rules. The report now provides Budget vs. Actual expenditure reconciliation by General Fund, comparing Fall report PRF2D013 and Mid-Year report PRF3D013.


►PID Reports

EDIT+ PID Reports–EnhancedPIDP0401/PIDF0401: PID–Statement of Enrollment Discrepancies Availability: District and Campus

Student and Staff PID Discrepancy Reports have been enhanced to include a new column entitled Last Update Dst/Cmp. The new column displays the last district or campus to update a student’s PID record, whether batch or

online.

PID Discrepancy Reports–Enhanced

Student:

PIDP0401/PIDF0401PIDP0402/PIDF0402PIDP0403/PIDF0403PIDP0404/PIDF0404PIDP0405/PIDF0405PIDP0406/PIDF0406PIDP0407/PIDF0407PIDP0408/PIDF0408PIDP0409/PIDF0409

Staff:

PIDP0502/PIDF0502PIDP0503/PIDF0503PIDP0504/PIDF0504PIDP0505/PIDF0505PIDP0506/PIDF0406PIDP0507/PIDF0507PIDP0508/PIDF0508

The following Student and Staff PID Discrepancy Reports have been enhanced to include the new ‘Last Update Dst/Cmp’ column.

fall peims training

Documents

ged courseapplies

school admission

ged courseincludes

ged coursechild

ged exam

timeline peims focus

peims reporting session

peims changes