PEIMS Coordinators Training Federal and State Compliance Wanda

PEIMS Coordinator’s Training Federal and State Compliance Wanda Thomas, Sr. Manager Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst Date: November 16, 2020

Virtual Meeting Norms • Please mute your microphone and camera. • Place your questions in the chat. • Raise your hand we will call you at the end of the presentation if we have not addressed your question in the chat. 2

Agenda • • • Data Integrity Fall PEIMS Snapshot - Resubmission 2020 -2021 Fall PEIMS Timeline Crisis Code Mini Submission for 10/30/2020 Weekly Data Monitoring and Validation Process Six Weeks Data Verification On. Data Suite: On Point Reports 2020 -2021 Report Card and Progress Report Dates Upcoming Trainings Resources 3

Data Integrity • PEIMS Coordinators, attendance clerks, data entry clerks and SIR’s play an essential role in HISD’s efforts to ensure that all data is timely, accurate and properly documented. • In no case should paraprofessional personnel be responsible for determining students coding information for attendance, program placement or special services. 4

Fall PEIMS Snapshot - Resubmission • The PEIMS Fall snapshot (as-of) date is the last Friday in October (Oct. 30). • Snapshot data includes students and staff that are active of October 30. • Snapshot does not include: – Data for students that enrolled after Oct. 30, 2020 – Data for staff that were hired after Oct. 30, 2020 • See Fall PEIMS Important dates memo, https: //houstonisd. sharepoint. com/sites/my. HISD/ASM/Site. Pages/2020 -2021 -TSDS -Fall-PEIMS-Important-Dates. aspx. 5

Fall PEIMS Snapshot During the Fall Submission of the TSDS PEIMS, the following types of data are collected for students and staff members as of the TSDS PEIMS Snapshot date October 30, 2020. Focus should be on capturing anything that was not corrected prior to the Re-submission. All campus data must be updated by December 10, 2020. At-risk Bilingual/ESL/LEP Career & Technical Education (CTE) Course Information Dyslexia, ECHS Indicator Early Reading Indicator Economic Disadvantage Enrollment/Membership (ADA Codes) Foundation High School Program (FHSP) Foster Care, Gifted & Talented Graduates/Leavers/Dropouts for prior year Home Language Homeless/Unaccompanied Youth Migrant Program Military Connected Pre-Kindergarten Program Refugee Unschooled Asylees Special Education Staff Records Student Demographics Student Language T-STEM Indicator, Teacher Class Assignments, Teacher Monthly Minutes Title I 6

Houston ISD- Submission 1 2020 -2021 Fall PEIMS Timeline DATE EVENT November 2020 Sunday, Nov. 15, 2020 Campuses - Sub 1 Fall PEIMS – deadline to complete all entries/errors on Power. School to be included in Sub 1 Thursday, Nov. 19, 2020 Sub 1 Fall PEIMS Due to Region 4 Nov. 23 – Nov. 27, 2020 Thanksgiving December 2020 Thursday, Dec. 3, 2020 Sub 1 Fall PEIMS Due to TEA Dec 21 - Jan 1, 2021 Winter Break Campuses - Sub 1 Fall PEIMS Resubmission – deadline to complete all entries/errors on Power. School Thursday, Dec. 10, 2020 January 2021 Thursday, Jan. 7, 2021 Sub 1 Fall PEIMS Resubmission Due to Region 4 Thursday, Jan. 14, 2021 Sub 1 Fall PEIMS Resubmission Due to TEA 7

Crisis Code Mini Submission Our second Crisis Code mini submission will capture students that were enrolled in Houston ISD as of 10/30/2020. Campuses will be expected to: 1. Review their lists to ensure that all eligible students were captured and to notify their FSC Sr. SIR of any discrepancies. 2. Sign an Acknowledgment Form to verify that the student list is correct (Campus PEIMS Coordinator and SIR). 3. Return the signed Acknowledgment Form to their assigned Federal and State Compliance Sr. SIR by a date 11/18/2020. 8

Weekly Data Monitoring and Validation Process State Reporting Team will send the validation errors to the Sr. Compliance Analyst. This process will occur on Mondays and Thursdays. The Sr. Compliance Analyst will distribute to the FSC Sr. SIRs, Departments and PEIMS Coordinators Sr. Compliance Analyst and Sr. SIRs will work with campuses and departments to ensure that errors are being addressed and cleaned up each week. The FSC Sr. SIRs will distribute to the campus SIRs. 9

Weekly Data Monitoring and Validation Process Campuses should run the following reports weekly during each sixweek cycle: PEIMS Error Check - The permissions for the PEIMS Error Check reports have been adjusted to allow all school roles access. Students Not Enrolled Courses/Periods – All security roles have access for these two reports. Student Program Indicator Report – available to all security roles. ADA Enrollment Count Report – available to all security roles. Certify Scorecards – Available to campus staff as requested Potential Drop-out Report - All security roles have access. Student PEIMS Graduate Verification Report – School Enrollment (Register/Enroll/Withdraw), Principal Student PEIMS Leaver Verification Report – available to all security roles. Class ID/Unique Section Code Verification Report – available to all security roles. Enrollment/Withdrawal Verification Report - School Enrollment (Register/Enroll/Withdraw), Principal Student Detail Report - available to the Principal role and the School Enrollment role. 10

Six Weeks Data Verification (Campus) Campus Summary Reports must be generated each 6 -week reporting period and reviewed by the Principal or designee for reasonableness. The Campus PEIMS Coordinator/ Principal or Designee should do the following: • Scrutinize regular attendance totals and special program attendance totals based on approximate membership, • Investigate all data totals that have exceptionally high value or a value of zero, and • Compare current-year totals to prior year totals to detect unreasonable differences. Any ongoing FATALS must be cleared by the end of each 6 weeks period. Campuses must verify data by correcting the errors indicated in the Certify TSDS PEIMS Scorecard and the validation errors emailed by FSC. 11

Six Weeks Data Verification Timelines Cycle Campus Summary Report (CSR) CSR Signature Page Due to FSC Cycle Dates Verification Period 2 Oct. 19 – Dec. 4 Dec. 7 – Dec 18 Jan. 4 Jan. 8 3 Dec. 7 – Jan. 28 Jan. 29 – Feb. 12 Feb. 13 Feb. 19 4 Feb. 1 – Mar. 12 Mar. 22 – Apr. 2 Apr. 5 Feb. 19 5 Mar. 22 – Apr. 30 May 3 – May 14 May 17 May 21 6 May 3 – Jun. 11 Jun. 14 – Jun. 25 Jun. 28 Jul. 2 12

Acknowledgment Forms/Signature Pages Once the data has been verified the campus will run the following reports and submit the signature pages to Federal and State Compliance by the designated due dates: Campus Summary Report Student Detail Report Student Program Indicator Report Leaver Verification Report In addition, campuses must complete and submit the Six Weeks Data Verification Acknowledgment Campus Form (due each six weeks) and the Campus PEIMS Coordinator’s Checklist & Acknowledgment Form. The Checklist and Acknowledgment form is due as follows: Checklist and Acknowledgment Form Due to FSC November 6, 2020 February 19, 2021 April 23, 2021 January 8, 2020 March 12, 2021 May 14, 2021 January 29, 2021 April 5, 2021 June 4, 2021 13

Coming Soon On. Data Suite – On. Point Access detailed reports, interactive dashboards, and other visualization tools with a simple click! 14

Coming Soon On. Data Suite – On. Point TSDS Rules (Fatal errors, Warnings, Special Warnings) 15

Coming Soon On. Data Suite Fall PEIMS Data Checklist - Data from October 22, 2020 Interchanges Fall PEIMS Checklist Collection 01 - Graduates Count 03 - Deceased Count 16 - Returned Home Count 24 - College, Pursue Degree Count 60 - Homeschooling Count 66 - Removed by CPS Count 78 - Expelled, Cannot Return Count 81 - Enroll TX Private Count 82 - Enroll Outside TX Count 83 - Not Entitled Count 85 - Graduated Outside Texas - Returned - Left Again Count 86 - GED Out of TX Count 87 - Enroll in University High School Diploma Program Count 88 - Co GED, No GED Count 89 - Incarcerated Count 90 - Graduated Another State Interstate Compact Military Children Count 98 - Other Count At Risk - Total Bil/ESL FTEs(Pop Served Codes 02, 07) Bilingual - Total C&T Ed. FTEs(Pop Served Codes 05) Comp Ed FTEs(Pop Served Codes 03) CTE Total Count Dropouts Subtotal Count Dyslexia - Total Eco Dis(01, 02, 99) - Total Eligible for Free/Reduced Meal: Eco Dis (01, 02) - Total Enrollment in CTE Course Count Enrollment Total ESL - Total Foster Care - Total GT FTEs(Pop Served Codes 04) Homeless - Total Immigrant - Total Leaver Subtotal Count LEP - Total Membership Total 2019 -2020 -2021 11, 293 35 759 5 707 26 0 532 1, 029 3 5 3 6 2 17 11, 288 20 596 1 541 38 0 263 764 15 1 0 3 5 9 Difference Comments CY to LY -5 -163 -4 -166 12 0 -269 -265 12 -4 -3 -3 3 -8 0 0 0 11, 888 149, 060 1, 707. 88 37, 729 378. 71 162. 47 44, 840 11, 907 4, 813 166, 241 1, 924 12, 923 210, 061 30, 894 234 32, 419 698. 02 6, 150 14, 039 14, 403 71, 246 209, 309 10, 252 79, 948 267. 93 32, 664 360. 28 162. 13 0 10, 266 4, 683 128, 260 1, 269 0 196, 287 24, 760 15 30, 007 595. 08 189 8, 675 13, 530 56, 403 195, 997 -1636 -69112 -1439. 95 -5065 -18. 43 -0. 34 -44840 -1641 -130 -37981 -655 -12923 -13774 -6134 -219 -2412 -102. 94 -5961 -5364 -873 -14843 -13312 16

Coming Soon On. Data Suite Over-age Student Report 17

Certify TSDS PEIMS Fall Scorecard – Errors to Ignore Certify Rules to Ignore at this Time 40100 -0092 (13) If GRADE-LEVEL-CODE is 'KG', '01' or '02', then EARLY-READING-INDICATOR-CODE must not be blank. 40100 -0112 (1) If LEP-INDICATOR-CODE is '1' and age on the PEIMS fall snapshot date is less than 26, then AT-RISK-INDICATOR-CODE must be '1'. 40100 -0142 (1) If LEP-INDICATOR-CODE is "1", and ADA-ELIGIBILITY-CODE is not "0" or blank, then PARENTAL-PERMISSION-CODE must not be blank. 40100 -0165 (13) If GRADE-LEVEL-CODE is "PK", then STAR-OF-TEXAS-INDICATOR-CODE must not be blank. 40100 -0190 (1) If ECONOMIC-DISADVANTAGE-CODE is not "00", and AS-OF-STATUS-CODE is "B", "D", "F", or "X", and ADA-ELIGIBILITY-CODE is "1", "2", "3", "6", or "7", and HOMELESS-STATUS-CODE is "0", and STUDENT-ATTRIBUTION-CODE is not "21" or "23", then STUDENT-CENSUS-BLOCK-GROUP must not be blank. 40100 -0212 (1) If AS-OF-STATUS-CODE is "B", "D", "F", or "X", then the student must be reported with one and only one of the following CRISIS-CODE values: "9 A", "9 B", or "9 C". 40110 -0010 (1) If LEP-INDICATOR-CODE is "1" and PARENTAL-PERMISSION-CODE is not "C", "7", "8", or blank/not reported, then either BILINGUAL-PROGRAM-TYPE-CODE must be a value other than "0" or ESL-PROGRAM-TYPE-CODE must be a value other than "0" or ALTERNATIVE-LANGUAGE-PROGRAM-CODE must be a value other than "00". 40110 -0012 (1) If BILINGUAL-PROGRAM-TYPE-CODE is not "0", or ESL-PROGRAM-TYPE-CODE is not "0", or ALTERNATIVE-LANGUAGE-PROGRAM-CODE is not "00", then PARENTAL-PERMISSION-CODE must not be blank. 40110 -0014 (1) If PARENTAL-PERMISSION-CODE is 'A' or 'K', then LEP-INDICATOR-CODE must be '1', and ESL-PROGRAM-TYPE-CODE must not be '0'. 40110 -0016 (1) If PARENTAL-PERMISSION-CODE is "C", "7", or "8", then LEP-INDICATOR-CODE must be "1", and BILINGUAL-PROGRAM-TYPE-CODE must be "0", and ESLPROGRAM-TYPE-CODE must be "0", and ALTERNATIVE-LANGUAGE-PROGRAM-CODE must be "00". 40110 -0017 (1) If PARENTAL-PERMISSION-CODE is 'D', then LEP-INDICATOR-CODE must be '1' and BILINGUAL-PROGRAM-TYPE-CODE must not be '0'. 40110 -0201 (1) If PARENTAL-PERMISSION-CODE is "E", then ALTERNATIVE-LANGUAGE-PROGRAM-CODE must be "01", and BILINGUAL-PROGRAM-TYPE-CODE must be "0", and ESL-PROGRAM-TYPE-CODE must be "0". 40110 -0202 (1) If PARENTAL-PERMISSION-CODE is "J", then ALTERNATIVE-LANGUAGE-PROGRAM-CODE must be "02", and BILINGUAL-PROGRAM-TYPE-CODE must be "0", and ESL-PROGRAM-TYPE-CODE must be "0". 40110 -0209 (1) If ALTERNATIVE-LANGUAGE-PROGRAM-CODE is "01", then PARENTAL-PERMISSION-CODE must be "E", "3", or "G". 40110 -0212 (1) If there is at least one student in the LEA with GIFTED-TALENTED-INDICATOR-CODE of "1", then the LEA must report at least one GIFTED-TALENTED-PROGRAMCODE that is not "00". 41163 -0001 (13) For each student Special Education program association, there must be a student program with a matching TX-UNIQUE-STUDENT-ID where SPECIAL-EDINDICATOR-CODE is '1'. 41163 -0003 (1) PRIMARY-DISABILITY-CODE must not be '00', and SECONDARY-DISABILITY-CODE must not be '00', and TERTIARY-DISABILITY-CODE must not be '00'. 41163 -0004 (1) PRIMARY-DISABILITY-CODE, SECONDARY-DISABILITY-CODE or TERTIARY-DISABILITY-CODE must all be different. 41163 -0009 (1) If PRIMARY-DISABILITY-CODE is '14', then age must be 3, 4 or 5 on the PEIMS fall snapshot date. 41163 -0010 (1) If REG-DAY-SCH-PROG-DEAF-CODE is not '0', then at least one of the fields PRIMARY-DISABILITY-CODE, SECONDARY-DISABILITY-CODE, or TERTIARY-DISABILITYCODE must be '03' or '05'. 18

Certify TSDS PEIMS Fall Scorecard – Errors to Ignore Certify Rules to Ignore at this Time 41163 -0011 (1) If SPEECH-THERAPY-INDICATOR-CODE is '1', then INSTRUCTIONAL-SETTING-CODE must be '00'. 41163 -0015 (1) If age is less than 3 on the PEIMS fall snapshot date or greater than 21 on September 1, then CHILD-COUNT-FUNDING-TYPE-CODE must be '0'. 41163 -0016 (1) If age on the PEIMS fall snapshot date is 3, 4 or 5 then PRESCHL-PROG-CHLDRN-WITH-DISAB-IND-CD must be '1'. 41163 -0018 (1) If PPCD-SERVICE-LOCATION-CODE is not '0', then age must be 3, 4 or 5 on the PEIMS fall snapshot date. 41163 -0019 (1) If INSTRUCTIONAL-SETTING-CODE is '45', '89', or '98', then age must be 3, 4 or 5 on the PEIMS fall snapshot date. 41163 -0020 (1) If INSTRUCTIONAL-SETTING-CODE is '50' or '60', then ADA-ELIGIBILITY-CODE must be '0'. 41163 -0030 (1) If age is at least 3 on the PEIMS fall snapshot date and less than 22 on September 1, then CHILD-COUNT-FUNDING-TYPE-CODE must not be '0'. 41163 -0031 (1) If INSTRUCTIONAL-SETTING-CODE is '00', then SPEECH-THERAPY-INDICATOR-CODE must be '1'. 41163 -0032 (1) If PRESCHL-PROG-CHLDRN-WITH-DISAB-IND-CD is '1', then PPCD-SERVICE-LOCATION-CODE must not be '0'. 41163 -0033 (1) If SPEECH-THERAPY-INDICATOR-CODE is '2', then INSTRUCTIONAL-SETTING-CODE must not be '00'. 41163 -0041 (1) If PRESCHL-PROG-CHLDRN-WITH-DISAB-IND-CD is '1' and INSTRUCTIONAL-SETTING-CODE is '01', then PPCD-SERVICELOCATION-CODE must be '7'. 41163 -0047 (1) If PRESCHL-PROG-CHILDRN-WITH-DISAB-IND-CD is '0', then PPCD-SERVICE-LOCATION-CODE must be '0'. 41461 -000 C (1) The combination of the following fields must be unique for each Student Title I Part A Program Association: DISTRICT-ID and TX-UNIQUE-STUDENT-ID. 19

Staff Responsibility Records Some campuses are using incorrect role IDs which create errors. Staff members who do not have a professional position or are hourly paid employees cannot be reported as teachers for the classes involved since their object code in payroll is 6129. As non-instructional records are created for staff missing the responsibility record, you must use role ID 087 or 047 if they are dedicated subs. 20

Staff Responsibility Records If a teacher is not attached to a particular course, a responsibility record needs to be created. The following codes are the codes developed for Special Education and related services. These codes must not be used on the Academic Achievement Record SE 000001 Special Education, Generic SE 000002 Speech Therapy SE 000003 Speech Assessment SE 000004 Adaptive Physical Education SE 000005 Visually Impaired SE 000006 Auditorily Impaired SE 000007 Preschool Program For Children With Disabilities The following codes are to be used when reporting additional responsibilities of teachers. SR 000001 Discipline Management SR 000003 Study Hall Or Home Room SR 000005 Tutorial (Any Subject) SR 000006 Adult Basic Education SR 000007 Unassigned Professional Classroom Duty SR 000008 High School Equivalency Program (HSEP) SR 000009 Adult Secondary Education SR 000010 Content Mastery SR 000011 Mentoring For Fellow Teachers SR 000012 Head Start SR 000013 Early Head Start SR 000014 Even Start 21

Creating a 090 Record 1. Search for staff member. 22

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Campus Summary Report From the Reports panel, select District Reports PEIMS Click on Campus Summary Scroll down to Report Period 1 st Six Weeks is defaulted Do not change anything 24

Potential Dropouts Click on Potential Dropouts Change the School Start Window to 10/30/2020 25

Student PEIMS Leavers Click on Student PEIMS Leavers Change the School Start Window to 10/30/2020 26

Student Program Indicator Roster 27

Enrollment Count by ADA 28

Students Non-Scheduled Periods 29

Student Detail Report 30

Master Schedule /Teacher Verification 31

Class ID/Unique Section Verification Report 32

Class ID/Unique Section Verification Report – PDF or Excel 33

Enrollment Withdrawal Verification Report 34

Student PEIMS Graduate Verification Report 35

2020 -2021 Report Card and Progress Report Dates 36

Progress Reports & Report Cards • In order to meet UIL guidelines, progress reports and report cards need to be sent to FSC Sr. SIR in pdf format to be uploaded to the campus server starting on November 13, 2020. 37

PEIMS Coordinator Trainings Register for FSC Training in One. Source. Each presenter will host sessions for her assigned schools. Course Item Fall Dates Spring Dates Start Time End Time Presenter 1443933 12/14/2020 8: 30 AM 9: 30 AM Latonya Smith 1443933 12/14/2020 9: 30 AM 10: 30 AM Heidi Cisneros 1443933 12/14/2020 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 10: 30 AM 11: 30 AM Veda Winfree 38

Resources Academic Service Memos • https: //houstonisd. sharepoint. com/sites/my. HISD/ASM/Site. Pages/Academic-Service-Memos. aspx. Online Student Enrollment and Information • https: //www. houstonisd. org/enroll SIS/HISD Connect Training and Information • SIS Training Website (https: //connect. houstonisd. org/IT/Site. Pages/SIS%20 Training. aspx) • IT Security and Access Forms https: //houstonisd. sharepoint. com/sites/DEPTS/Info. Tech/Site. Pages/ITForms. aspx Student Discipline Department, https: //www. houstonisd. org/Domain/15184 • Education Code Chapter 37. Discipline; Law and Order • HISD Code of Student Conduct • DAEP/JJAEP Forms Technology Department • SIS Training Website (https: //connect. houstonisd. org/IT/Site. Pages/SIS%20 Training. aspx) • Forms, https: //houstonisd. sharepoint. com/sites/DEPTS/Info. Tech/Site. Pages/ITForms. aspx • SIS On-Line Support for HISD Connect (Power School) (HISD Employee Portal) • Project SIS News Line (via email) 39

Resources Federal and State Compliance Department, https: //www. houstonisd. org/Page/58634 • • Discipline Forms and Documents https: //www. houstonisd. org/Page/61625 Federal/State Reporting and Attendance Procedures Manual HISD School Guidelines Leaver Forms and Documents, https: //www. houstonisd. org/Page/68125 TEA Student Attendance Accounting Handbook (SAAH), https: //tea. texas. gov/finance-andgrants/financial-compliance/student-attendance-accounting-handbook • The Student Attendance Accounting Handbook (SAAH) contains the official attendance accounting requirements that all public school districts and open-enrollment charter schools in Texas must meet. Texas Student Data System (TSDS), http: //www. texasstudentdatasystem. org/TSDS/About/ • The Texas Student Data System (TSDS) is a statewide system for collecting and reporting education data for publicly funded schools in the State of Texas. 40

Federal and State Compliance Team Name Phone Email Wanda Thomas, Sr. Manager 713 -556 -6775 wthomas 1@houstonisd. org Heidi Cisneros, Sr. Compliance Analyst Vacancy, Sr. Student Information Representative 713 -556 -6758 713 -556 -6772 Heidi. Cisneros@houstonisd. org Lisa Shannon, Sr. Student Information Representative 713 -556 -6766 lshanno 1@houstonisd. org Vacancy, Sr. Student Information Representative 713 -556 -6754 Berta Garcia, Sr. Student Information Representative 713 -556 -6753 bgarcia 3@houstonisd. org Latonya Smith, Sr. Compliance Analyst 713 -556 -7657 lsmith 3@houstonisd. org Angela Tillmon, Sr. Student Information Representative 713 -556 -6762 atillmo 1@houstonisd. org Vacancy, Sr. Student Information Representative 713 -556 -6753 Tamika Whitmire, Sr. Student Information Representative Marina Tejada, Sr. Student Information Representative Veda Winfree, Sr. Compliance Analyst Mildred Evans, Sr. Student Information Representative 713 -556 -6774 713 -556 -6753 713 -556 -6769 twhitmir@houstonisd. org mtejada@houstonisd. org vwinfree@houstonisd. org 713 -556 -8813 mevans 7@houstonisd. org Felicia Freeman, Sr. Student Information Representative 713 -556 -6757 ffreeman@houstonisd. org Rosemary Fuentes, Sr. Student Information Representative Rachel Betancourt, Sr. Student Information Representative 713 -556 -6765 rfuentes@houstonisd. org 713 -556 -6753 Rbentac 2@houstonisd. org 41

State Reporting Team Name Phone Email Sr. Manager of State Reporting - Vacant TBD Irma Hasnain, Sr. Compliance Analyst Nancy Cintron, Sr. Compliance Analyst 713 -556 -6759 713 -556 -6767 ihasnain@houstonisd. org ncintron@houstonisd. org Pablo Martinez, Sr. Compliance Analyst 713 -556 -6760 pmartine@houstonisd. org Arian Sadri, Student Info and Report Analyst Rosa Gamboa, Sr. Student Information Representative 713 -556 -6753 Arian. Sadri@houstonisd. org 713 -556 -6753 rgamboa@houstonisd. org 42

Questions? 43

Thank you! Date: November 16, 2020 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst