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: March 8, 2021

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 Attendance Updates Out of Sync Grades Online Enrollment Midyear Promotions Leaver Information Membership Reporting Dates Verification of PEIMS Reports Weekly Data Monitoring and Validation Process Six Weeks Data Verification • Update: Campus Summary and Student Detail Reports • • • On. Data Suite Reports Certify Scorecards Important Dates 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

Attendance Update If a remote virtual student reports to campus and does In Person instruction for the day he/she should be marked Present even though he/she is a remote virtual student. 5

Out of Sync Grades Please run your Out of Sync Grade report and ensure that you have a grade change form to support any changes in historical grades within the required time frame. Start Page > PSCB Custom Reports > Grading > Gradebook - Out of Sync Grades 6

2021 -2022 Online Enrollment • Training will be provided on March 10, 2021 for all campuses. – FSC Sr. SIRS will conduct training during scheduled weekly meeting. – Participants should sign up in One Source • Note – actual times will not match in One Source • Online enrollment is strongly encouraged vs. paper enrollment. 7

Mid-year Promotions • The process of using the Cumulative Learning Profile (CLP) form is not a new step to mid-year promotions. • Our new SIS system does not provide access for schools to change the student’s grade level. • Contact your assigned Sr. SIR at FSC and provide the completed CLP with the correct signatures in order to change a student’s grade level. Note: The CLP has a listing of school-based interventions that should be used to ensure the student will be successful at the next grade level. 8

Secondary Schools – Leaver Information 2020 -2021 Leaver Procedures Manual • The 2020 -2021 Leaver Manual is on the FSC website. It includes information on leaver coding, documentation and compliance reviews. Staff responsible for leavers should download and review this manual to become familiar with the TEA required leaver process. • The manual, district-approved forms and other resources are available at: https: //www. houstonisd. org/Page/68125. Limited Scope Leaver Reviews (Desktop) Federal and State Compliance will be performing limited scope leaver reviews. Information about the process and timelines is forthcoming. 9

Membership Reporting Dates Campuses must enter their membership figures on the Portal by 10: 30 AM. (At least 2 persons per campus must have access to membership reporting. ) • March 26, 2021 • April 30, 2021 • May 28, 2021 • June 11, 2021 10

Action Required: Verification of Fall PEIMS Resubmission Reports The Texas Education Agency (TEA) TSDS PEIMS Reports for campuses generated from the combined district 2020 -2021 TSDS Fall PEIMS Resubmission, are now available on Analytic for Education (A 4 E) Principal and Achievement Dashboards. Fall PEIMS Resubmission Acknowledgment form was due to FSC on February 12, 2021. 11

Verification of Fall PEIMS Resubmission Reports Instructions on how to access PEIMS (TSDS) Files in the A 4 E Dashboard The Texas Education Agency TSDS PEIMS Reports for your campus, generated from the combined district 2020 -2021 TSDS Fall PEIMS Submission are now available on the A 4 E Principal and Achievement Dashboards. The reports are located on the Documents menu. • STEP 1: From the my. HISD employee portal > click on Analytics for Education (A 4 E) • STEP 2: Click the “PEIMS” icon on the Dashboard footer • STEP 3: Click the down arrow and select School Year • STEP 4: Click the down arrow and select Fall Submission • STEP 5: Principals must review the reports for reasonableness and accuracy and contact Federal and State Compliance if you have questions about your reports. • STEP 6: This information must be printed or electronically stored for future reference. 12

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 The FSC Sr. SIRs will distribute to the campus SIRs. Sr. Compliance Analyst and Sr. SIRs will work with campuses and departments to ensure that errors are being addressed and cleaned up each week. 13

Weekly Data Monitoring and Validation Process Campuses should run and review the following reports weekly during each six-week cycle: 1. PEIMS Error Check - The permissions for the PEIMS Error Check reports have been adjusted to allow all school roles access. 2. Students Not Enrolled Courses/Periods – All security roles have access for these two reports. 3. Student Program Indicator Report – available to all security roles. 4. ADA Enrollment Count Report – available to all security roles. 5. Certify Scorecards – Available to campus staff as requested 6. Potential Drop-out Report - All security roles have access. 7. Student PEIMS Graduate Verification Report – School Enrollment (Register/Enroll/Withdraw), Principal 8. Student PEIMS Leaver Verification Report – available to all security roles. 9. Class ID/Unique Section Code Verification Report – available to all security roles. 10. Enrollment/Withdrawal Verification Report - School Enrollment (Register/Enroll/Withdraw), Principal 11. Student Detail Report - available to the Principal role and the School Enrollment role. 14

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. 15

Update: Campus Summary and Student Detail Reports Texas State Reporting release Tuesday, Feb. 9 (version 21. 2. 1). This release contains all of the required 2020 -21 updates to the Student Detail and Campus/District Summary reports as outlined in the Student Attendance Accounting Handbook. Districts should plan on having all schools re-run their six week reports from the beginning of the year as TEA has introduced several new attendance categories and summaries including Early Education Allotment totals for K-3 students who are Eco Dis, Bilingual, or both along with other breakdowns by Bilingual Program and Residential Facility Attendance. Significant updates for Flex Attendance are also included. 16

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 (sign and date last page of report) Leaver Verification Report (sign and date last page of report; secondary schools only) 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. 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 17

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. 15 Feb. 19 4 Feb. 1 – Mar. 12 Mar. 22 – Apr. 2 Apr. 5 Apr. 9 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 18

On. Data Suite Training and Access Information On Data Suite is currently available to the following Campus Designations: • Campus PEIMS Coordinators • Campus Principals Access to detailed reports, interactive dashboards, and other visualization tools with a simple click are now available to campuses! FSC is working on a plan to provide ODS training and access to campus clerks and SIRs. Information is forthcoming. 19

On. Data Suite Training and Access Information Please contact Arian Sadri, Arian. Sadri@houstonisd. org, if you have questions regarding access to On. Data Suite. He will provide you with the training video to complete prior to providing your access credentials. 20

On. Data Suite-Student Data Review Report • On. Data Suite>Student Custom Reports>PEIMS Summary/Review>Student Data Review 21

On. Data Suite – Student Program Data • The Screen below will pop up with All Campuses. • You can run the Entire District or Click the down arrow to select a campus. • Click Submit. • To download the data into an Excel Spreadsheet > Click on Tools > Export to Excel. • Once you export to Excel you can extract the data that you need from the spreadsheet. 22

Important Dates Fall 2020 December 14 – Membership Reconciliation due for cycle 1 December 18 – Fall PEIMS Acknowledgment form due Spring 2021 January 6 - Leaver Acknowledgment form, leaver reports and Student Data Review Report due January 8 – Six Weeks Data Verification documents due for Cycle 2. January 13, 2021 – All PEIMS data corrections must be completed January 14 – PEIMS Fall Resubmission due to TEA. January 18 - FALL Resub PEIMS Reports available on A 4 E for campuses and departments January 29 – Close out for the 2 nd 6 Weeks Run PEIMS Error checks every 6 weeks February 19 - Six Weeks Data Verification documents due for Cycle 3. March 10 - Membership Reconciliation due for Cycle 4. April 9 - Six Weeks Data Verification documents due for Cycle 4. May 21 - Six Weeks Data Verification documents due for Cycle 5. July 2 - Six Weeks Data Verification documents due for Cycle 6. 23

2020 -2021 Report Card and Progress Report Dates 24

Campus Non-Instructional Data Team Every campus must have an identified Non-Instructional Data Team. This team should meet at least once a month to review campus data and be responsible for supporting the 6 -week reconciliation report. • Campus PEIMS Coordinator (Assistant Principal, Dean, or Instructional Coordinator) • Campus Master Scheduler/Student Scheduler • Professional Registrar (Secondary only) • Student Information Representative (SIR) • Attendance Clerk (All) • Lead Discipline Data Entry (All) • Campus Behavior Coordinator 25

Non-Instructional Campus Data Team If your campus has regular Non-Instructional Data Team meetings and you would like to share your best practices during one of our meetings, please email your Sr. Compliance Analyst for more information. 26

Afternoon make-up sessions available! PEIMS Coordinator Trainings Register in One. Source. You will receive a Teams Meeting link from your Sr. Analyst. Course Item 1443933 Next Date 4/19/2021 Start Time End Time Presenters 8: 30 AM 9: 30 AM Latonya Smith 9: 30 AM 10: 30 AM 1: 30 PM 2: 30 PM Heidi Cisneros Veda Winfree Make-up Session 27

Upcoming Training 28

Find your FSC Contacts 1. Visit the Federal and State Compliance website, https: //www. houstonisd. org/Page/58634. 2. Click Who is my FSC Contact? . 3. Select your campus name from the drop-down menu. 4. Click Submit to identify the Sr. Compliance Analyst and Sr. SIR assigned to your campus. 29

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. 30

Resources Academic Service Memos • https: //houstonisd. sharepoint. com/sites/my. HISD/ASM/Site. Pages/Ac ademic-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 31

Resources 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) 32

Federal and State Compliance Team Name Phone Email Wanda Thomas, Sr. Manager 713 -556 -6775 wthomas 1@houstonisd. org Heidi Cisneros, Sr. Compliance Analyst Sylvia Guerrero, Sr. Student Information Representative 713 -556 -6758 713 -556 -6772 Heidi. Cisneros@houstonisd. org Sylvia. Guerrero@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 Vacancy, Sr. Student Information Representative 713 -556 -6774 713 -556 -6753 713 -556 -6769 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 twhitmir@houstonisd. org mtejada@houstonisd. org vwinfree@houstonisd. org 713 -556 -8813 33

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 Vacancy, Sr. Compliance Analyst 713 -556 -6760 Arian Sadri, Student Info and Report Analyst Rose Gamboa, Sr. Student Information Representative 713 -556 -6753 Arian. Sadri@houstonisd. org 713 -556 -6753 rgamboa@houstonisd. org 34

Questions? 35

Thank you! Date: March 8, 2021 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst