PEIMS Coordinators Training Federal and State Compliance Wanda
- Slides: 34
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: December 14, 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 Verification of PEIMS Reports On. Data Suite Training Important Dates Weekly Data Monitoring and Validation Process Six Weeks Data Verification 2020 -2021 Report Card and Progress Report Dates Upcoming Trainings Reports 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
Action Required: Verification of Fall PEIMS Reports The Texas Education Agency (TEA) TSDS PEIMS Reports for campuses generated from the combined district 2020 -2021 TSDS Fall PEIMS First Submission, are now available on Analytic for Education (A 4 E) Principal and Achievement Dashboards. Principals must review the reports for reasonableness and accuracy and contact Federal and State Compliance no later than December 18, 2020 with questions about the reports. This information must be printed or electronically stored for future reference. An Academic Services Memo has been disseminated: https: //houstonisd. sharepoint. com/sites/my. HISD/ASM/Site. Pages/20202021 -Texas-Student-Data-System-(TSDS)-Fall-PEIMS-Resubmission. Reports. aspx 5
Special Training for PEIMS Coordinators and Principals On Data Suite On Monday, December 14 th, FSC will be rolling out On Data Suite to the following Campus Designations Only: • Campus PEIMS Coordinators • Campus Principals Access detailed reports, interactive dashboards, and other visualization tools with a simple click! 9 am-10 am COURSE: 1447673 Class 1813023 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 10: 15 am - 11: 15 am Class 1813024 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 1 pm-2 pm Class 1813025 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 2: 15 pm-3: 15 pm 1813026 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 3: 30 pm-4: 30 pm 1813027 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 6
Special Training for PEIMS Coordinators and Principals On Data Suite Tuesday, December 15, 2020 will be a make-up day for Campus PEIMS Coordinators and Principals who could not attend Monday’s training. 9 am-10 am Class 1813028 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 10: 15 am - 11: 15 am Class 1813029 Link: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting 7
Important Dates Fall 2020 December 11– Campus data entry deadline for Resubmission. December 14 – Federal & State Compliance will pull the Cycle 1 Membership Reconciliation data submitted by campuses, https: //houstonisd. sharepoint. com/sites/my. HISD/ASM/Site. Pages/Reconciliation-of. Teacher%E 2%80%99 s-Roster-Information-and-Attendance-Accounting-Records. aspx December 18 – Membership Reporting due on the Portal by 10: 30 AM. Winter Break: December 21, 2020 - January 1, 2021 Spring 2021 January 7 – PEIMS Fall Resubmission due to Region IV. January 8 – Six Weeks Data Validation documents due for Cycle 2. January 14 – PEIMS Fall Resubmission due to TEA. February 19 - Six Weeks Data Validation documents due for Cycle 3. 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 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. 9
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. 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. 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 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 (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 13
2020 -2021 Report Card and Progress Report Dates 14
Afternoon sessions added beginning Spring 2021! PEIMS Coordinator Trainings Register in One. Source. Course Item 1443933 Spring Dates 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 Start Time End Time Presenters 8: 30 AM 1: 30 PM Latonya Smith Heidi Cisneros Veda Winfree 9: 30 AM 2: 30 PM 15
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 16
Potential Dropouts Click on Potential Dropouts Change the School Start Window to 10/30/2020 17
Student PEIMS Leavers Click on Student PEIMS Leavers Change the School Start Window to 10/30/2020 18
Student Program Indicator Roster 19
Enrollment Count by ADA 20
Students Non-Scheduled Periods 21
Student Detail Report 22
Master Schedule /Teacher Verification 23
Class ID/Unique Section Verification Report 24
Class ID/Unique Section Verification Report – PDF or Excel 25
Enrollment Withdrawal Verification Report 26
Student PEIMS Graduate Verification Report 27
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. 28
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 29
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) 30
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 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 31
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 Rose Gamboa, Sr. Student Information Representative 713 -556 -6753 Arian. Sadri@houstonisd. org 713 -556 -6753 rgamboa@houstonisd. org 32
Questions? 33
Thank you! Date: December 14, 2020 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst
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