region 9 esc october 29, 2008. 9:00-11:30 peims reporting session 1 attendance accounting peims...
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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 exempt Expel led students 17 year-old in GED course 16 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 followingStudent is recommended to
take course by public agency with supervision of child
Court fi nds 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 skills 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 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
Excused Absences
Grade 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 District
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 removal 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 of c r imina l off ense and i s on other cond i t iona l re lease
Who is Entitled to AdmissionReminder: These exceptions
apply only if student is living in a diff erent 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 fi xed, 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 English
Educational ly 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 confi dential through use of substitute address/mail-forwarding
Participation card issued by Offi ce 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 3.3
A 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)
Attentio
n
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 Students
Due 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
SchoolCollegeAND
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
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 RULE
S
RULE
S
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.
Rule
s
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/
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)
* 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.
Continued…….Bil prog type cd
5-Dual language immersion/one way: Serves only students identified as LEP in
both English and other language and transfers student to English only.
Continued…….Bil prog type cd
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 based
3 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
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 RECORDS
Presented by: Darla McClurePEIMS 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
EQUALSCompleted 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
090 Responsibilities
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
090 Responsibilities
Report responsibilities during normal school day only
Population Served - Determined by design of course
Shared Service Arrangement Reporting
090 Responsibilities
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
CTE
Indicator
Code
Chart
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 Elements
Record 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’.
PEIMS EDIT+ Fall/Mid-Year 2008-2009
►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
Availability: District and Campus
Page 3
This report has been enhanced to include ADA Eligibility
Codes 7 and 8.
EDIT+ Reports–Enhanced (Fall)PRF5D003: Student Roster
Availability: District and Campus
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
Availability: District and Campus
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 Campus
Page 2
Displaced Homemaker has been added.
EDIT+ Reports–Enhanced (Fall)PRF5D014: Career and Technical Education Courses
Availability: District and Campus
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
Availability: District and Campus
This report has been enhanced to include PK Foster
Care Indicator Code.
EDIT+ Reports–Enhanced (Fall)PRF5D028: Unreported Students Presumed At Risk
Availability: District and Campus
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
Availability: District and Campus
This report has been enhanced to include PK
Foster Care Indicator Code.
EDIT+ Reports–Enhanced (Fall)PRF5D036: Even Start Program Fall Participation Roster Availability: District and
Campus
This report has been enhanced to include PK Foster
Care Indicator Code.
EDIT+ Reports–Enhanced (Fall)PRF5D039: Economically Disadvantaged Student Roster by Grade
Availability: District and Campus
This report has been enhanced to include PK Foster
Care Indicator Code.
EDIT+ Reports–Enhanced (Fall)PRF5D040: Career and Technical Rosterby Career and Technical Indicator Code
Availability: District and Campus
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
Availability: District and Campus
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
Availability: District and Campus
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.
PEIMS EDIT+ Fall/Mid-Year 2008-2009
►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/PIDF0401
PIDP0402/PIDF0402
PIDP0403/PIDF0403
PIDP0404/PIDF0404
PIDP0405/PIDF0405
PIDP0406/PIDF0406
PIDP0407/PIDF0407
PIDP0408/PIDF0408
PIDP0409/PIDF0409
Staff:
PIDP0502/PIDF0502
PIDP0503/PIDF0503
PIDP0504/PIDF0504
PIDP0505/PIDF0505
PIDP0506/PIDF0406
PIDP0507/PIDF0507
PIDP0508/PIDF0508
The following Student and Staff PID Discrepancy Reports have
been enhanced to include the new ‘Last Update Dst/Cmp’
column.