reminders and significant changes 2014–2015 student attendance accounting handbook (saah) 1
TRANSCRIPT
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REMINDERS AND SIGNIFICANT CHANGES
2014–2015 Student Attendance Accounting Handbook (SAAH)
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RemindersAudit Requirements: Section 2
2.1 – General Audit Requirements
Attendance records must be provided within 20 working days of written request by TEA Failure to provide records will result in TEA’s
keeping 100% of Foundation School Program (FSP) funding for the undocumented attendance
Undocumented attendance = missing documentation or documentation so inadequate a reasonable person could not conclude from it that attendance occurred
Attendance records, including electronic records, must be kept for 5 years
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RemindersAudit Requirements: Section 2
2.2 – Accounting System Requirements May be paper-based, partially
automated/electronic, or “paperless”
Must use Public Education Information Management System (PEIMS) coding
Must be able to reproduce required documentation on request for audit purposes
2.3 – Required Documentation Student Detail Report
Campus Summary Report
District Summary Report
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Reminders/ChangesAudit Requirements: Section 2
2.3.5 – Additional Required Documentation *Documentation of age, identity, and residency or
enrollment eligibility - NEW
Grade books
Period absence reports (if used), signed and dated within 1 week of the attendance
Documentation for excused absences
Student schedules
Official school calendar and approved waivers
Updated/corrected copies of reports
Any special program documentation
Meanings of any locally defined attendance codes
Attendance Requirements – Section 3
3.2 Membership and Eligibility*More Clarification – NEWBoth membership and eligibility to generate average daily attendance (ADA) are related to the amount of time that a student receives instruction each day. However, they are not the same.
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Attendance Requirements – Section 3
A student is in membership in your district if the student is enrolled in the district and is either: Scheduled to attend at least 2 hours
of instruction each school day or Participating in an alternative
attendance accounting program.
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Attendance Requirements – Section 3
A student who meets the criteria on last slide is in membership regardless of whether the student is eligible to generate ADA.
A student who is eligible to generate ADA, and thus FSP funding, only if the student is in membership and also meets the ADA elgibility requirements described on the following slide.
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Attendance Requirements – Section 3
3.2.1 – Average Daily Attendance (ADA) Eligibility Coding
0 - Enrolled, Not in Membership 1 - Eligible for Full-Day Attendance 2 - Eligible for Half-Day Attendance 3 - Eligible Transfer Student Full-Day 4 - Ineligible Full-Day 5 - Ineligible Half-Day 6 - Eligible Transfer Student Half-Day 7 - Eligible - Alternative Attendance Program 8 - Ineligible - Alternative Attendance Program
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RemindersAttendance Requirements – Section 3
3.2.2 – Funding Eligibility 2-through-4-hour rule
Scheduled for and served for at least 2 hours for half-day eligibility
Scheduled for and served for at least 4 hours for full-day eligibility
Must be instructional hours Study hall does not count as instruction Sign-in does not count as instruction Repeated courses are not eligible for funding Study program to pass required state assessment to
graduate if student has met all graduation requirements except passing assessment(s)
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RemindersAttendance Requirements – Section 3
Examples of Age and Identification Documentation Birth certificate Driver’s license School ID, records, or report card Military ID Hospital birth record Adoption records Church baptismal records OR any other legal document that
can establish identity Statement of child’s date of birth issued by the Texas
Department of State Health Services (DSHS) Additional requirements for students under 11 years of age:
must show birth certificate OR other documentation + note explaining why unable to produce birth certificate (30 days for acceptable identification or 90 days if the student was not born in the US)
ReminderAttendance Requirements – Section 3
Determining PEIMS Immigrant Indicator Code The following questions are acceptable:1. Is the student 3–21 years of age?2. Was the student born outside of the United States?3. Has the student attended a United States school for 3
full academic years? Note: The 3 years do not need to be consecutive.
If the answer is yes to the first two questions and no to the third question, then the student should have an immigrant indicator code of 1.
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Attendance Requirements – Section 3
3.3.4 – Discrepancies in Student Names/Failure to Receive Student Records Student enrolled under name different from
documentation Notify Missing Children and Missing Persons
Information Clearinghouse
Failure to receive student records in 30 days Notify municipal police or sheriff’s department to
determine whether student missing
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Attendance Requirements – Section 3
3.3.6 – Student Entitlement to Attend School in District of Residence
A student is entitled to enroll in his or her district of residence
Residency requirements that apply to districts also apply to charter schools for purposes of deciding whether a student resides in charter school's boundaries
A student in Department of Family and Protective Services (DFPS) conservatorship can continue enrollment in a district even if placed in another district’s boundaries, regardless of student’s grade level
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RemindersAttendance Requirements – Section 3
3.3.7 – Homeless Students Homeless students may enroll in any
district; proof of residency not required
Once a student is identified as homeless, the student’s status does not change during the school year that the student was identified
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RemindersAttendance Requirements – Section 3
3.3.8 – Immunization DSHS website provides immunization requirements:
http://www.dshs.state.tx.us/immunize/school/default.shtm#requirements
In general, student enrolling must be immunized or have begun required immunizations
Admission for 30 days pending documentation or initiation of vaccinations Homeless students Military dependents
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Attendance Requirements – Section 3
3.3.10 – Students Who Have Received a GED Certificate or Have Been Court Ordered to Obtain a GED Certificate A student who has a GED certificate or
who has been court ordered to obtain one is still eligible to enroll in your district or charter school to complete requirements for a high school diploma if the student chooses
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RemindersAttendance Requirements – Section 3
Texas Records Exchange (TREx) System If student previously enrolled in another district, your
school district or charter school must request the student's records through TREx
Sending district has 10 working days to comply
Working days do not include days that the campus or district administrative offices are closed
A student’s Texas Unique Student ID must be included in transferred information See TREx Data Standards
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Attendance Requirements – Section 3
3.5 – Compulsory Attendance PK and kindergarten, if enrolled
Age 6 (or younger, if previously enrolled in first grade) through age 18
Age 18 or older, if voluntarily enrolled
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Attendance Requirements – Section 3
3.6.2 – Time of Day for Attendance Taking
Board policy or superintendent procedures (if superintendent is delegated authority) may:
allow for each campus to choose an alternate attendance-taking time for campus as whole,
allow for each campus to choose an alternate attendance-taking time for certain groups of students as described in 3.6.2.2, or
allow for both
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ReminderAttendance Requirements – Section 3
3.6.3 – Requirements for a Student to Be Considered Present for FSP (Funding) Purposes Attendance documentation from an
electronic, radio-frequency, “smart card,” or similar device is not acceptable documentation
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Attendance Requirements – Section 3
3.6.3 – Absences for Which Student May Be Considered Present for FSP (Funding) Purposes
Dual credit – (students not scheduled to be on campus at all, alternate method of attendance required)
Full-time Texas Virtual School Network – (students not scheduled to be on campus at all)
Board-approved activity with adjunct staff member
Board-approved short-term class provided by Texas School for the Blind and Visually Impaired or Texas School for the Deaf
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Attendance Requirements – Section 3
3.6.3 – Absences for Which Student May Be Considered Present for FSP (Funding) Purposes (Continued) Mentorship for Distinguished Achievement
Program
Religious holy days (+ travel)
Taps at military funeral
Required court appearance (+ travel)
Certain absences for students in foster care (appointments, family visitations, court-ordered activities)
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Attendance Requirements – Section 3
3.6.3 – Absences for Which Student May Be Considered Present for FSP (Funding) Purposes (Continued) Election clerk (+ travel) and student early voting clerk
(limited to 2 days per year; 2 days do not include travel days)
Appearing at government office to complete paperwork for student’s US citizenship application (+ travel)
Student’s own naturalization ceremony (+ travel )
Health care appointments for student *or student’s child (including for autism) (student must attend school for part of day)
Visiting a university or college (juniors and seniors; limited to 2 days per year)
Certain military deployments (limited to 5 days a year)
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RemindersAttendance Requirements – Section 3
3.6.3.1 – Early Graduation/Graduation Ceremonies and Attendance
Early graduation: If student has met graduation requirements, no longer eligible to generate ADA
Early graduation ceremony: 2-through-4-hour rule or alternative attendance program rules apply for school days after ceremony
No "signing in"
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Attendance Requirements – Section 3
3.6.4 – Excused Absences for Compulsory Attendance Purposes Superintendent, principal, or teacher may excuse
temporary absence for any reason acceptable to him or her
However, absence excused for compulsory attendance purposes only
Student may not be counted in attendance for funding purposes unless the student meets requirements in 3.6.3 (Requirements for a Student to Be Considered Present for FSP Purposes)
Student must make up academic time lost to maintain 90 percent attendance
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RemindersAttendance Requirements – Section 3
3.6.6 – Attendance Accounting During Testing Days
If standardized achievement tests or final exams are administered during attendance-taking period, take attendance just before, during, or just after exam
Exemption from taking finals is not an exemption from 2-through-4-hour rule
A student must either be provided appropriate number of hours of instruction or be counted absent
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RemindersAttendance Requirements – Section 3
3.6.5 – Instruction Provided Outside of the Regular School Day
Saturday school attendance to make up absences for academic credit may not be counted for funding purposes
3.6.8 – “Tardies”
Tardies do not exist for state funding purposes
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ChangeCTE – Section 5
5.2 – Eligibility and Eligible Days Present
*A statement has been added that CTE weighted funding may be earned for only 30 consecutive school days if a district has assigned a substitute teacher who is not appropriately certified to teach a CTE course.
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Bilingual/English as a Second Language (ESL) – Section 6
Reminders All three terms used interchangeably:
Limited English proficient (LEP) student (SAAH)
English language learner (19 TAC Chapter 89 rules)
Student of limited English proficiency (TEC)
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Prekindergarten – Section 7
7.2 – Eligibility
Student is:
unable to speak and comprehend English (LEP) – must be identified by LPAC prior to generating funding - NEW
educationally disadvantaged (eligible to participate in National School Lunch Program [NSLP])
homeless
child of active duty member of US armed forces or reserves ordered to active duty
child of member of US armed forces or reserves injured or killed while on active duty
in foster care or was ever in foster care in Texas
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Prekindergarten – Section 7
7.2 – Documentation of Eligibility English proficiency: Home language survey and test results Educationally disadvantaged: Evidence student eligible for
NSLP: Automatically eligible (Head Start, migrant, TANF) or Eligible based on family income
Homeless: Documentation that local homeless education liaison finds student meets NCLB definition of homeless
Military parent: Military ID, statement of service, Department of Defense death certificate, Purple Heart orders or citation, missing in action documentation, or *copy of US Department of Veterans Affairs letter stating service member eligible for disability compensation (see 7.2.5.1)
Foster care: Texas DFPS verification letter or *Form 2085FC
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RemindersPrekindergarten – Section 7
7.5 Eligible Days Present and ADA Eligibility
ADA Eligibility Code
PK-eligible student served in PK classroom by PK teacher for ½ day
2 – half-day
PK-eligible student served in PK classroom by PK teacher for full day
2 – half-day
PK-ineligible student served in PK classroom by PK teacher for ½ day
5 – ineligible full-day
PK-ineligible student served in PK classroom by PK teacher full day
4 – ineligible full-day
Student eligible for PK and PPCD, served in PK classroom by PK teacher for ½ day and provided PPCD services for ½ day
1 – eligible full-day
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RemindersPrekindergarten – Section 7
PK Program Type Codes
Code Meaning
00 Not applicable
01 PK-eligible student participates in a PK program that provides instruction to the student at least 2 hours but fewer than 4 hours each day.
02 PK-eligible student participates in a PK program that provides instruction to the student at least 4 hours each day.
03 PK-eligible student participates in a PK program that provides instruction to the student at least 4 hours each day and receives special education services.
04 PK-ineligible student participates in a PK program that provides instruction to the student at least 2 hours but fewer than 4 hours each day.
05 PK-ineligible student participates in a PK program that provides instruction to the student at least 4 hours each day.
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RemindersPrekindergarten – Section 7
PK Funding Source Codes
Code Meaning
1 Tuition fees
2 Local district share funding
3 State grant funding
4 Federal funding
9 Other funding
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ChangePRS – Section 9
9.12.2 – SPED, PRS, and Earning Eligible Days Present
*If a special education student is provided special education homebound services during a week but is not provided PRS, the student may be counted present, but the student is NOT eligible to generate PRS weighted funding for the week.
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Change Section 10Alternative Ed Programs & Disciplinary Removals
10.6.1 – Students Required to Attend a JJAEP *A student who is absent on his or
her first day of scheduled JJAEP attendance is reported absent at the campus at which he or she was enrolled before assignment to the JJAEP.
Region 3 ESC Contact Information
Mary Beth [email protected] Charlyn [email protected] Becky [email protected] (361)573-0731
