PEIMS Leavers Federal and State Compliance 2018 2019

PEIMS Leavers Federal and State Compliance 2018 – 2019 Presenters: Pablo Martinez Veda Winfree

Agenda - PEIMS Leavers • Training Objectives • Introduction • 1: PEIMS Leaver Coding – Pablo Martinez – Appendix D • 2: Leaver Documentation – Veda Winfree • 3: Preparing for a TEA Audit or FSC Review – Veda Winfree • Resources 2

Training Objectives • Participants will learn about PEIMS Leaver coding, including changes and updates from the Texas Education Agency. • This training also includes information to help schools prepare for a TEA audit or Federal and State Compliance manual records review. 3

Introduction What are Leavers? • Leavers are students served by the district in grades 7 -12 during the prior school year and who do not enroll in the district during the school-start window of the current year (from the first day of school through the last Friday in September). TEA requires HISD to submit leaver records for these students. • HISD is not required to report leavers and movers who were in grades EE-6 during the prior school year, unless a student was reported for even 1 day in grades 7 -12 then later reclassified to 6 th grade. Federal and State Compliance 4

Introduction What are Movers? • Movers are students enrolled in grades 7 -12 during the prior year but who are not enrolled on your campus in the current year during the school start window, due to: • Moved to another Texas PUBLIC School • Moved to another HISD school (local code 88) • Moved to another Texas Public School (local code 80). This will convert to L 98 when we run our extract PEIMS file. • HISD Requires verification for code 80 s • Verification may include: Records requests (TREx), PID/PET (establishes local movers), Leaver Information form and other supporting documentation in leaver folder

Dropout (L 98) • Enrolled in grades 7 -12 during the prior year • Student who: Does not return to a HISD school the following fall within the school start window; or Is attending college for less than 9 credit hours per semester? Did not receive a GED certificate by August 31; or Enrolls after the school start window; or TEA is not able to verify a reentry into another TX public school system; or 6

Exclusions from the Dropout and Completion Rate Calculations House Bill (HB) 5, 83 rd Legislative Session, defined certain exclusions that the agency must make when calculating dropout and completion rates for state accreditation and state performance ratings. The exclusions are: 1. Students previously reported as dropouts, re-enrolls and dropout again. 2. Students not eligible for state funding; 3. Court-ordered GEDs, not earned; 4. Incarcerated as adults in state jails or federal penitentiaries; and 5. Students whose initial enrollment in U. S. schools was in grades 7 -12 as unschooled refugees and asylees. Federal and State Compliance 7

School Start Window The School Start Window begins on the first instructional day and ends the last Friday in September 28, 2018 A student must enroll and attend school during the school start window to avoid being counted as a leaver and possible dropout. NOTE • Seniors who have completed course requirements but who have not graduated due to missing portions of the state exit-level assessment, MAY enroll during the school start window with ADA code of zero (0) if the student received a service through HISD. The date of enrollment should reflect the date the student received the service from a professional school staff member. 8

Qualified Services for Seniors with ADA Code “ 0” Registering students for testing and providing test preparation materials Meeting with the registrar to review student’s transcripts 9 Meeting with counselors/ administrators to review testing dates Scheduling student for remediation classes less than 120 minutes per day

TSDS Texas Student Data Systems 10 Texas Student Data System (TSDS) search: TSDS Enrollment Tracking (ET) process: • A TSDS search is a tool to locate a student. It’s not proof that the student is attending a Texas Public school. • In situations where no other documentation is available, a search of the TSDS UID/ET file may be used to determine if the student might be enrolled in another district or charter school in Texas. • There should be a follow-up call to the district / charter indicated by the UID/ET search. Written documentation of the phone call would be the audit documentation. • Designed as an extension to TSDS UID. Offers an efficient way to dynamically track public school student enrollments and withdrawals. • TSDS PEIMS, not PET, is the official data submission for determining a subsequent student enrollment in another Texas public or charter school. • Districts will be sending ET files to TEA on a weekly basis, beginning the third week after school begins. • Campuses must check and correct ET files weekly for the rest of the year.

Federal and State Compliance Guidelines Schools should continue to… 1. Locate students, 2. Request and receive information and documentation about leavers and movers (including dropouts), and 3. Change leaver codes if applicable (Use the Leaver Code Change Form) through January 17, 2019 – Final resubmission for Fall PEIMS 11

Attribution When is a leaver record generated? • A leaver record is generated to TSDS PEIMS only from the last HISD school the student attended. • Generally, once a student attends another school, your campus is no longer accountable for him/her. Special notes/exceptions: 1. Exception if new school is DAEP or JJAEP. 2. If he/she was your dropout at the end of the School Start Window, he/she is still your dropout. 3. Review your TSDS Campus of Accountability roster (Fall and Summer PEIMS) 12

Attribution Who is accountable for 8 th grade students who finish the prior school year at the middle school, but are no shows at the high school? • 8 th grade students who finish the prior school year (SY) at the middle school, but are no-shows at the high school, are attributed to the middle school. • Middle Schools should have a procedure at the end of the school year to identify students who will attend a different school or will move out of state, in order to obtain appropriate leaver status information before the start of the new year. Who is accountable for 8 th grade students who were promoted during the previous year while in a DAEP or JJAEP? • 8 th grade students who were promoted during the previous year to 9 th grade while in a DAEP or JJAEP, are attributed to the high school. 13

TSDS PEIMS and Chancery Reports Available for Fall PEIMS • Chancery Reports: § H Leave Management COA § H Leave Management Detail § 8 th gr to 9 th gr Student Movement § H No Show Roster (Do Not use to research dropouts) § TSDS FALL PEIMS Reports § Dropout Roster § School Leaver Roster § Graduate Roster by Graduation Type 14

TSDS PEIMS and Chancery Reports Available for Summer PEIMS • Chancery Reports § H_Accountable Campus Audit § H_WD 88 § H_Withdrawn Student Demographics § H_Active Student Demographic Report • TSDS PEIMS Reports § Campus ID of Accountability § Roster of Possible School Leavers Federal and State Compliance 15

Dropout Recovery 101: Who am I looking for? 16

1. Leaver Coding Important timelines and campus responsibilities in the leaver coding process. Federal and State Compliance 17

Important Timelines Snapshot (no relation to leavers) • Last Friday in October 10/26/2018 School Start Window • Last Friday in September. 9/28/2018 18 Fall Collection Presumed Under- Resubmission Reported • January 17, 2019 Students list* (Students who were reported to PEIMS in the fall or summer of the previous year, but not reported anywhere during current year) • The week before the winter break if TEA has it available.

Campus Roles and Responsibilities Schools are responsible for: 19 1 • Submitting current, complete, and accurate leaver data. 2 • Correcting all errors found during the Fall PEIMS submission on or before the due dates set by Federal and State Compliance.

Appendix D • Leaver records are not submitted for students who enroll in other Texas public school districts or charters and students who obtain GED certificates at Texas examination sites by August 31. Students who move to other Texas public school districts are considered movers, not leavers. • Documentation as described in Appendix D is not required for movers; districts may wish to develop local policy on documentation for movers. The TSDS Unique Identification Database (UID)/ Enrollment Tracking (ET) may be used to establish tentative local documentation that students are movers. The final determination of whether students are movers will be made by TEA. 20

Appendix D • Changing LEAVER-REASON-CODES Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student. Local policy will determine if an existing leaver reason code is updated for a student when additional information is received. The policy should be clearly stated in the district's published guidelines on leaver procedures. For example, if a district assigned LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling for a student and later received a request for transcript information from a private school for the same student, the district may change the LEAVER-REASON-CODE to 81 enroll in a Texas private school but is not obligated to. 21

PEIMS Leaver Reason Codes L 01 – Graduated from a high school in this district. L 03 – Died. L 16 – Returned to home country. L 24 – Entered college early to pursue degree. L 60 – Withdrew for home schooling. L 66 – Removed by Child Protective Services. L 78 – Expelled for criminal behavior under the provisions of TECa § 37. 007 and cannot return. L 81 – Left for Texas private school. L 82 – Left for public or private school out of state. L 83 – Withdrawn by district because student was not entitled to enrollment in the district. L 85 – Graduated outside TX before entering a TX public school, entered a TX public school, and left again. L 86 – Completed GED outside TX. L 87 – Enrolled in a authorized Texas Tech Univ. High School Diploma program or UT-Austin High School Diploma program. L 88 – Ordered by a court to attend a GED program and has not earned a GED certificate. L 89 – Incarcerated in a state jail or federal penitentiary as an adult and as a person certified to stand trial as an adult. L 90 – Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children. L 98 – Other. Leavers with this leaver reason code are counted as dropouts for state accountability purposes: code L 98. Leavers with this leaver reason code are counted as dropouts for federal accountability purposes: codes L 88, L 89, and L 98. 22

L 01 – Graduated • Met all graduation requirements – Mid-Year (last school year) – End of Last School Year – Summer Coding • For Local Coding, use graduation codes found on Chancery. • For Chancery Coding, use HISD approved graduation dates. • Enter Codes BEFORE the PEIMS Resubmission, or the student record may generate a DROPOUT. Documentation • Folder is not required for a graduate. Note: Registrars are to keep graduate documentation in accordance with HISD guidelines. • Copy (not original) of Transcript showing: Sufficient credits, successful completion of State assessment (indicate testing dates), graduation seal, school official signature, and date of completion. 23

L 03 – Died • Died while enrolled in school or during the summer break after completing prior school year Documentation • • Statement from Parent or Guardian, or Copy of Death Certificate or obituary, or Program from the funeral or memorial service, or Written documentation of an oral statement by a parent or guardian stating that the student has died, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 24

L 16 – Return to Home Country • Student who is leaving the United States (with or without family members and returning to their home country) • Foreign exchange student returning to home country • Citizenship not relevant Documentation • Signed Document, dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator(i. e. withdrawal form) • Specify the destination (city and country) • Documentation of oral statement by adult neighbor or other adult (landlord, employer, family member, etc); Signed and dated by a school administrator, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 25

L 24 – College, Pursue Degree • Student enrolled full time in college (at least 9 semester credit hours per semester) towards an Associate’s or Bachelor’s Degree or enrolled in a dual credit program at TX Academy of Math and Science at the University of North Texas, The Texas Academy of Leadership in Humanities at Lamar University, The Texas Academy of Math and Science at UT at Brownsville, or Texas Academy of international Studies at Texas A & M International University Documentation • Proof from college of enrollment (transcript or paid receipt – NOT a schedule), OR • A verification letter signed and dated by parent/guardian, or qualified student, and designated school administrator • Specify the name of the college/university • Specify the start date of classes • Specify student is enrolled full-time in an academic program AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 26

L 60 – Home Schooling Schools should not suggest, encourage, or solicit home school enrollment. • Parent/Guardian indicates that student will be home schooled at time of withdrawal or when contacted by district. Documentation • Home School Questionnaire or written statement, signed and dated by parent/guardian, and school administrator • Specify the start date of classes • Should be multilingual form • Note – If documentation indicates that home schooling will be through a company or school, the proper leaver code should be “ 81” or “ 82”, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 27

L 66 – Removed by Child Protective Services • Applicable only for CPS • Not applicable for private agencies Documentation • Due Process documentation/HISD CPS L 66 Form, OR • Written statement, signed and dated by CPS officer, and designated school administrator (same for oral statement). Specify the CPS officer’s name and contact information, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 28

L 78 – Expelled, Cannot Return NOT USED IN HISD. • HISD expels to JJAEP withdrawal code 88 29

L 81 – Enroll in TX Private School • Student has withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a § private school in Texas § Texas Job Corps Diploma Program (Gary Job Corps in San Marcos – ONLY) Documentation • Need Proof of actual enrollment, OR • Written statement, signed and dated by parent/guardian, or qualified student, and designated school administrator • Specify the name of school • Specify the destination (city) • Documentation of oral statement from representative at school in which student is enrolled, OR • Records Request from parents/guardians or new school • Use comment section in Chancery to specify name of private school the student is attending, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 30

L 82 – Enroll in School Outside TX • Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a public or private school outside of Texas Documentation • Need Proof of actual enrollment, OR • Written statement, signed and dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator, OR • Specify the destination (city and state) • “Attend” school in another state, not “Moved” to another state • Documentation of oral statement from representative at school in which student is enrolled, OR • Records Request from parents/guardians or new school, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 31

L 83 - Not a Resident in HISD at Time of Enrollment, Falsified Enrollment, No Proof of Identification, or No Immunization Record • Used in RARE situations in which enrollment information was falsified or there was a misunderstanding about which school district the student’s residence was located in at the time of enrollment. • Proof of identification was not provided • Immunization records were not provided within 30 days (excl. boosters). • Not to be used to code possible dropouts when students move or cease to attend school. Attendance related issues should be referred to the Attendance Committee. Documentation • Due process documentation supporting the withdrawal • (example) Notice to parent to clarify/correct enrollment information with proof of delivery, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator • Note: Change ADA code to “ 4” (ineligible full day) 32

L 85 – Graduated outside TX; Returned-Left Again • Student who graduated from another state or country before entering Texas Public schools. Documentation • Transcript • Showing sufficient credits • Date, and school official signature, OR • Diploma with a graduation seal, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 33

L 86 - GED outside Texas • Student who earned GED certificates: § Outside Texas or § Online from organization outside Texas, while living in Texas. Completion date for GEDs outside of Texas is not mentioned in Appendix D. Documentation • Copy of GED certificate or other written document provided by the testing company showing completion of the GED • Must include date of GED completion, location, address and contact information of company; AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 34

L 87 – Enroll in University High School Program • Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student has enrolled in the State board of Education authorized – Texas Tech University ISD HS Diploma Program or – UT at Austin HS Diploma Program Documentation • Transcript or Records Request from one of these programs, OR • A letter from the High School Diploma Program stating the student is enrolled, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 35

L 88 - Court ordered GED –not earned • Student was ordered by a court to attend a GED program and has not earned a GED certificate Documentation • Copy of court order • Must include name of student, date of order, name of judge and county the judge presides • The orders should state that, under Article 45, 054, Code of Criminal Procedure, the court is ordering the student to attend a high school equivalency or GED program or to take a high school equivalency or GED exam. AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 36

L 89 - Incarcerated in State Jail or Federal Penitentiary as an Adult • Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult. Documentation • Oral or Written Notification from a law enforcement agency, office of prosecuting attorney, jail or penitentiary • Statement must be signed and dated by an authorized representative. AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 37

L 90 - Graduated in Another State – Military • Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children. – Per TEC 162. 002, student lives in the household of an active-duty military serviceperson, transferred into Texas public schools at the beginning of or during his or her senior year, did not meet requirements to graduate from Texas public schools, did meet requirements to graduate from a school in the sending state, and, under provisions of the Interstate Compact on Educational Opportunity for Military Children, graduated from a school or district in the sending state. Documentation • Transcript showing sufficient credits, date, and school official signature, OR • Diploma with a graduation seal, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 38

80 – Enroll in Other TX Public School (HISD Local code will convert to L 98 when running PEIMS extracts). • Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another public school in Texas Documentation • Document signed and dated by parent/guardian, or qualified student, and designated school administrator, OR • Specify the new school or district by name • Specify the destination (city) • Documentation of oral statement (same as above), OR • Records Request from parents/guardians or new school, OR • TREx Request / Records Request from new school • PET/PID Search is recommended as a tool only even if you have a records request. • If PET indicates enrollment was deleted, contact school to verify enrollment. AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 39

88 – Enroll in Other HISD School (HISD Local Code) • Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another HISD school Documentation • Document, signed and dated by parent/guardian, OR qualified student, and school district administrator • Specify the new school or district by name • Specify the new school by name • Documentation of oral statement (same as above), OR • Records Request from parents/guardians or new school, OR • Unique ID search and copy of Chancery Enrollment page may be used as tools only to indicate new school • TREx Request / Records Request from new school AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 40

L 98 – Other (Dropouts) • Leavers that do not have a qualified Leaver Code. This includes: • Students who have withdrawn to earn GED. Emphasize to student that he/she is expected to earn GED by August 31. – NOTE: TEA will filter all 98 s through the GED certificate database. Students with certificates dated before August 31 will not be counted as dropouts, will remain members of the cohort, and do not count as completers. • Students who are withdrawn after a period of time because they quit attending school and their reason for leaving is not known. • Students who have withdrawn from/left school for reasons not listed in other leaver codes. Documentation • Documentation of oral statement • Efforts to locate student (within 10 days): • Dropout Recovery Form • Charge parent and/or student under the Compulsory Attendance law: Initiated by your school; Referred to new school district, AND • Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator 41

Changing Leaver Codes 42 For students incarcerated in municipal or county jail/detention centers • Use L 98 or Local Codes 80, 88 • Code 88: Locations within HISD the district, such as JJAEP, 101912320 • Code 80: Locations outside of HISD boundaries, such as the Harris County Juvenile Justice Charter School, 101811 xxx From “No Show” to location now known • Replace the “No Show” with appropriate PEIMS leaver code. • There is no need to change the date in Chancery. Do not add another line.

Presumed Underreported Student List Description • This report provides a listing of students who attended or were enrolled in grades 7 -12 during the prior school year and assists districts with identifying students for whom a 203 School Leaver record might need to be submitted in the Fall submission. • A student listed in the report can be flagged as a Summertime Mover, a Presumed Returned Student, Presumed Leaver, School Year Mover, Prior Texas Graduate, or Texas-GED Recipient. If at least one of these indicators is listed, the student is not presumed under-reported at the point in time the district generates the report. If a student is presumed under-reported (as indicated by an asterisk to the left of the Student ID), none of the indicators is listed at the point in time the district generates the report. The report is grouped by campus and by grade within campus. 43

Leaver Documentation • Veda Winfree – Sr. Compliance Analyst 44

2. Leaver Documentation In this lesson, participants will learn about the timelines for establishing leaver reasons and how to obtain, maintain and store leaver records. Federal and State Compliance 45

Leaver Documentation GENERAL GUIDELINES 46

The Family Educational Rights and Privacy Act (FERPA) (20 U. S. C. § 1232 g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U. S. Department of Education. Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99. 31): • • • School officials with legitimate educational interest; Other schools to which a student is transferring; Specified officials for audit or evaluation purposes; Appropriate parties in connection with financial aid to a student; Organizations conducting certain studies for or on behalf of the school; • • Accrediting organizations; To comply with a judicial order or lawfully issued subpoena; Appropriate officials in cases of health and safety emergencies; and State and local authorities, within a juvenile justice system, pursuant to specific State law. 47

General Documentation Requirements Timelines for establishing leaver reasons and obtaining documentation: • Leaver reasons apply at the time of withdrawal. • Documentation must be obtained at the time of withdrawal Students who leave during the school year Important Notes Students who fail to return in the fall • Leaver reasons apply on the first day of school or its approximation during the school start window. • Documentation to support the leaver code can be obtained at any time up until the Fall PEIMS Resubmission date. • L 83 applies to students who are attending and are withdrawn by the district because the district discovers that the student was not entitled to enrollment, or non-compliance with immunization requirements. • L 83 is NOT for a student who was a resident and stops attending because he/she moved out of the district. Students who were attending and were withdrawn under Leaver Reason Code 83 • Leaver documentation must support the assigned leaver code. • In addition, documentation must be received, signed and dated prior to the Fall PEIMS Resubmission date, if received prior to the resubmission date. 48

Signatures on Leaver Documentation Who is authorized to sign leaver documentation? General Guidelines All documentation must be signed and dated by an authorized representative of the district (In the schools, this is the campus administrator). Withdrawal Documentation Jane Doe Withdrawal documentation should also be signed by a parent or guardian; responsible adult, or qualified student. Original signatures are not required on withdrawal forms received by fax or e-mail. Oral Statements Jane Doe Written documentation of oral statements made in person or telephone by the parent/guardian/qualified student is acceptable documentation in some situations if it is dated and signed by a district administrator. Qualified Students Jack Doe 49 A Qualified Student is one who, at the time he/she stops attending school: Is married, or Is 18 years or older, or Has established a residence separate and apart from the student’s parent, guardian, or other person having lawful control of the student.

Evaluation of Leaver Documentation Merits of leaver documentation • Merits of leaver documentation are assessed at the time the documentation is requested during a data inquiry investigation. Determination of the acceptability of documentation • Determination of the acceptability of documentation is made by the professional staff conducting the investigation. Completeness of Leaver Documentation Withdrawal documentation shall be considered incomplete without a date, signature(s), and destination. NOTE – Leaver documents include the withdrawal forms, leaver forms and supporting documentation. 50

Changing Leaver Reason Codes • Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student. • Local policy will determine if an existing leaver reason code is updated for a student when additional information is received. 51

Important Reminder: Leaver Coding and Accountability State Accountability Federal Accountability School leavers with L 98 are counted as dropouts for state accountability purposes. School leavers with L 88, L 89 and L 98 are counted as dropouts for federal accountability purposes. 52

Leaver Documentation LEAVER FORMS 53

The Leaver Review Process During the Review • Sr. Compliance Analyst emails campus contacts the list of requested records and the proposed review date and time. Before the Review • Analyst reviews leaver documents and completes the Leaver Audit Review and Leaver Review Summary Reports. • Analyst meets with campus leaver contacts to debrief the review and recommendations. Follow-Up Process • Analyst follows up with schools that have noncompliant records (< 80%). After the Review Campus leaver contacts DO NOT need to be present during the records review. 54

Exit Information/Leaver Code Assignment Form 1 How to Complete the Form: 1 2 3 4 5 Student and Campus Information – Complete all fields. 2 Exit Information – Provide any available information in this section. Schools should NOT add a parent signature line to this form. 3 Exit Code Assignment – The ADMINISTRATOR must type/print the leaver code. Administrative Requirements – The ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies. 4 5 Leaver Documentation on File – Indicate the type of supporting documentation that is on file. DO NOT USE CORRECTION TAPE OR FLUID ON LEAVER DOCUMENTATION. 55

Leaver Code Change Form How to Complete the Form: 1 Student and Campus Information – Complete all fields. 2 Former Leaver Code – An ADMINISTRATOR must TYPE/PRINT the Former leaver code. 3 New Leaver Code – An ADMINISTRATOR must TYPE/PRINT the New leaver code. 4 Withdrawal Date – Print/type the student’s withdrawal date. 5 6 Administrative Requirements – The CAMPUS ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies. 1 2 4 3 5 6 DO NOT USE CORRECTION TAPE OR FLUID ON LEAVER DOCUMENTATION. Reason for Code Change– Indicate the reason for the code change. 56

L 66 CPS Form 1 How to Complete the Form: 1 2 3 4 School Name – Type/print YOUR school name. Written Statement from CPS staff – CPS staff must provide all requested information, sign and date the form. Must include a CPS/TDFPS badge number. Documentation of Oral Statement from CPS staff – HISD staff must document the statement and all required information from CPS staff, sign and date the form. Must include a CPS/TDFPS badge number. Administrative Requirements – The CAMPUS ADMINISTRATOR must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies. 2 6 3 4 57

Home School Questionnaire How to complete the form: 1 2 Section I: Student Data – Parent/guardian must enter student information. Section II: Home School Information, Q 1 – Parent must respond to question. If the parent/guardian indicates that home school begins on a future date, then the campus must contact the parent/guardian to verify that home school began as indicated and document the date of the conversation on the questionnaire, and then sign and date the form. 3 Section II : Home School Information, Q 2: 4 Section III: Assurances – Parent/guardian must respond to all three questions. 5 Section IV: Parent/Guardian Information – Parent/guardian must provide all required information plus signature and date. Parent/guardian must respond to question. If the parent responds “Yes” to Question 2, then do not use this form or L 60. The campus must send a verification of enrollment to the receiving campus and use the appropriate leaver code. 1 2 3 4 5 58

Oral Statement Form How to Complete the Form : 1 Campus and Student Information – Parent/guardian must enter information if applicable. 2 Part I: The student – Complete all fields. 3 4 1 2 Part II: The statement – Complete all applicable fields. The statement must be given by or taken from an adult. Include the person’s relationship to the student 3 Part II: The statement – The person providing the statement must sign the form if he/she is present. 5 District staff – If HISD staff takes the statement, then he/she must sign and date the form. 6 Administrative staff – The campus administrator must sign and date the form. 4 5 6 59

Falsification of Leaver Records Falsification of student leaver records is a FELONY offense in Texas. Intentionally and knowingly falsifying leaver records may lead to disciplinary action and up to prosecution. ALL signatures on campus leaver documentation must be ORIGINAL. The parent, guardian, or qualified student signature must match the original signature on file. Administrative signatures and dates on forms must be original. Campus staff must document ACTUAL statements from parents/ guardians and/or qualified students. Statements should NOT be paraphrased or reworded to change the intent or meaning. 60

Leaver Documentation ORGANIZING FOLDERS 61

Leaver Folders – The Basics q Each student (grades 7 -12) who leaves your school must have a leaver folder. q Authentic Documentation is required for all leaver codes. q Label each folder with Student’s Name, ID and grade level. q Do not prepare leaver folders for graduates unless specifically requested by FSC or TEA. q Empty folders are not acceptable. 62

Leaver Folders Non Graduates q Exit Information/ Leaver Code Assignment Form q Supporting Documentation (for assigned code) If the student’s leaver code was changed, then include these additional documents: q Leaver Code Change Form q Supporting Documentation (supports code change) Dropouts/Other (L 98) q Exit Information/ Leaver Code Assignment form q Dropout Recovery Form (L 98 only) NOTE – FSC will not review student mover records (80 -another Texas public school and 88 – another HISD school). Campuses must review these student records to ensure that the students have enrolled. Code changes should be made where required. 63

Organizing Leaver Folders Place the most recent leaver form and supporting documentation on top. Exclude extra or unrelated documents, or place them in the back of the folder. Supporting Documentation Leaver Code Change Form Supporting Documentation Exit Information/ Leaver Code Assignment Form 64

Organizing Leaver Folders If possible, do not include any unrelated documents in the student’s leaver folder. However, if you must include other documents, please place them in the back of the folder. Examples of extra documents: q q q q Attendance contracts Behavior contracts Laptop checkout sheets Library fee statements Locker assignment forms Student Code of Conduct acknowledgement pages Textbook hold records Trespass notices Never include BLANK or INCOMPLETE leaver documentation in a student’s folder. 65

Leaver Documentation RECORDS RETENTION 66

Records Retention All student records belong to the District, not the employee. • When employees change jobs, they should turn over the records to someone in the school (supervisor) who will take responsibility for them. • Employees DO NOT have the right to remove or destroy district records. 67

Records Retention q Review campus manual records each year to determine which records need to be maintained and which records are eligible for destruction. q DO NOT remove or destroy district records. q Turn over records to someone in the school (supervisor) who will take responsibility for them if you change jobs. All student records belong to the District, not the employee. q Contact the HISD Records Management Department for guidance. q Review the Retention Schedule for Schools on the Records Management website, http: //www. houstonisd. org/Page/31617, 68

3. Preparing for a TEA Audit or FSC Review In this lesson, you will learn how to prepare student leaver folders for a TEA audit or FSC review. 69

General Information Records Reviewed during School Visits: 1. The analyst will review the previous year’s student leaver records. These records will be submitted during the current-year Fall PEIMS Submission. 2. FSC’s goal is to review 100% of the following leaver codes: L 03, L 24, L 66, L 83, L 85, L 86, L 87, L 88, L 89, and L 90. 3. FSC’s goal is to review 10% of the following leaver codes: L 16, L 60, L 81 and L 82. Requirements for Student Folders: 1. Individual leaver folder for each eligible student as defined in Appendix D. 2. Each folder should contain a leaver form AND sufficient documentation to support the assigned leaver code, as required by the PEIMS Data Standards. 3. Empty folders are unacceptable. 70

The FSC Review During the Review • Sr. Compliance Analyst emails campus contacts the list of requested records and the proposed review date and time. Before the Review • Analyst reviews leaver documents and completes the Leaver Audit Review and Leaver Review Summary Reports. • Analyst meets with campus leaver contacts to debrief the review and recommendations. Follow-Up Process • Analyst follows up with schools that have noncompliant records (< 80%). After the Review Campus leaver contacts DO NOT need to be present during the records review. 71

The TEA Audit Primary Documentation that may be requested during a TEA audit: 1. 2. 3. 4. Campus PEIMS Program Contacts TEA PEIMS Appendix D School’s Leaver Roster Other documentation that may be requested during audit: • Graduation Support Meeting records • Information regarding court referrals for dropouts These reports would most likely be used to identify the list of students for the audit: 1. PEIMS Edit+ Leaver Roster (previous school year) 2. Chancery Leave Management Reports 3. EDIT+ Presumed Under-reported Students Roster (typically available in December) 72

Leavers – Best Practices Documentation q Use the most current, district-approved leaver forms and documents forms from the Federal & State Compliance website. q Type or print information in BLACK or BLACK ink only. q Sign and date all leaver forms with the current date (administrators). q Review documentation for all required information, signatures and dates. Do not use signature stamps or forms with copies of signatures. q Draw a line through errors, type/print the change, and initial the correction. Do not use correction tape of fluid on any documentation. Folders q q q Create a leaver folder for each student (grades 7 -12) who withdraws from your campus. Label each folder with full name, ID, and Grade Level. Print labels or write legibly. Place the most recent leaver form and supporting documentation on top. File all leaver forms in the correct student’s folder. Organize folders by school year and in alphabetical order. Ex. 2018 -2019, A-L, M-S, etc. Provide folders to your analyst upon request. 73

Leavers – Best Practices Storing and Maintaining Records q Store the current and previous year’s records in in close proximity to your work area. q Place file cabinets in a secured, well-ventilated area that has limited access. q Prevent loss of records due to fire, sabotage, etc. Compliance Reviews q q q q Respond promptly to emails or phone calls from your analyst to confirm review dates. Review the Leaver Review Preparation Guide, and prepare for the visit. Notify your analyst if you must change or postpone the review date. Prepare leaver folders prior to your scheduled review date. Leave the folders with a trusted colleague if you cannot be present for the review. Provide the analyst with an area to work (break room, library, office, etc. ). Complete the corrective actions listed on the review form(s) by the designated date. Contact your analyst with any questions about the review. 74

Leaver Resources Use these resources to learn how to code student leavers and maintain documentation: Federal and State Compliance http: //www. houstonisd. org/Page/68125 Texas Education Agency http: //www. tea. tx. gov 75

Contact Information PEIMS Data Reporting Pablo Martinez, Sr. Compliance Analyst 713 -556 -6760 pmartine@houstonisd. org Data and Compliance Monitoring Nancy Cintron Sr. Compliance Analyst 713 -556 -6770 ncintron@houstonisd. org David Glaesemann, Sr. Compliance Analyst 713 -556 -6758 dglaesem@houstonisd. org Pablo Martinez Sr. Compliance Analyst 713 -556 -6760 pmartine@houstonisd. org Latonya Smith, Sr. Compliance Analyst 713 -556 -7657 lsmith 3@houstonisd. org Veda Winfree, Sr. Compliance Analyst 713 -556 -6769 vwinfree@houstonisd. org Mildred Evans, Sr. SIR Cynthia Morales-Santiago, Sr. SIR 713 -556 -8813 713 -556 -6756 mevans 7@houstonisd. org cmorale 3@houstonisd. org Rose Fuentes, Sr. SIR Elizabeth Salazar, Sr. SIR Angela Tillmon, Sr. SIR Patricia A. Marshall, Sr. SIR Lisa Shannon, Sr. SIR Tamika Whitmire, Sr. SIR 713 -556 -6765 713 -556 -6756 713 -556 -6762 713 -556 -6754 713 -556 -6766 713 -556 -6774 rfuentes@houstonisd. org esalazar@houstonisd. org atillmo 1@houstonisd. org pmarshal@houstonisd. org lshanno 1@houstonisd. org twhitmir@houstonisd. org 76

Questions? Federal and State Compliance 77

Thank you 2018 -2019 Federal and State Compliance PEIMS Leavers