Special Populations Open Lab Federal and State Compliance

Special Populations Open Lab 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: October 7, 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 1. Purpose of Meetings a. Address errors for each department b. Discuss coding and issues with HISD Connect c. Coming Soon! a. On-Data Suite: A new tool to provide schools with comparison data 2. HISD Connect Reports a. PEIMS Special Programs Verification Report (Start Page >Reports > PEIMS Special Programs Verification Report). b. Student Program Indicator Roster 3. Demonstration of current error corrections 4. Future meetings 3

Fall PEIMS Snapshot – October 30, 2020 The snapshot represents the state of the District as of the PEIMS Fall snapshot date, which is the last Friday in October. Districts shall report all students served (including their special program participation) and staff employed on that date. Exception: Leaver data are reported based on leaver status as of the last Friday in September (Due to Covid-19, the date is October 30, 2020). All required data must be entered in HISD Connect and it must be accurate to prevent loss of funding. 4

Certifications (CTE) Benefits – Build Skills – Students can earn a performance acknowledgement on their high school diploma for earning a nationally or internationally recognized business or industry certification or licensure. Industry Certification – An industry certification is a credential that validates the ability to perform certain basic tasks essential to a particular industry. These certifications are usually created by a particular company such as ACA (Adobe Certified Associate). License – A license is a Texas government issued certificate which indicates completion of a training program with a minimum number of hours and successful acquisition of basic skills essential for specific trades or professions. (i. e. Cosmetology Operator License and Certified Pharmacy Technician) Occupational Competency Assessment – A technical skills assessment created by groups such as the (NCCER) National Center for Construction Education & Research), which contends that the student has mastered job-ready technical knowledge. Examples include NCCER Core and OSHA 30. https: //www. houstonisd. org/domain/52061 5

IBC Vendor Code in Power. School Search for student > State/Province – TX > Graduation Information> Performance Acknowledgments > Performance Acknowledgment Certification/Licensures 6

BILINGUAL/ENGLISH AS A SECOND LANGUAGE The mission of the Multilingual Compliance Team is to foster accountability among all HISD schools to ascertain uniform adherence to Federal and State rules on educating English learners (ELs). The Language Proficiency Assessment Committee (LPAC) plays a pivotal role in educating ELs. Its role and responsibilities go beyond those established under the Texas Administrative Code, 19 TAC Chapter 89, Subchapter BB, Commissioner’s Rules Concerning State Plan for Educating Limited English Proficient (LEP) students. The LPAC serves as an advocate for English language learners. Our purpose is to train, inform, and guide HISD schools on appropriate compliance frameworks to effectively comply with federal and state laws concerning the education of ELs. https: //www. houstonisd. org/Page/59362 7

LPAC MEETINGS AND RESPONSIBILITIES The committee is required to identify, review and place ELL students in a Bilingual or ESL program within 4 weeks of their enrollment date. During the first few months of school, LPACs should schedule review meetings weekly or bi-weekly at pre-designated times that are convenient to all LPAC members. Throughout the year, an LPAC must meet as often as necessary (at least three times during the school year as required by state law) and as a group to ensure timely identification and placement of ELL students who enroll during the year. 8

Required LEP Data Entries HOME-LANGUAGE-CODE indicates the language spoken in the student's home most of the time, as determined by the student's home language survey. STUDENT-LANGUAGE-CODE indicates the language spoken by the student most of the time, as determined by the student's home language survey. 9

Parental Permission Code 10

Gifted and Talented Two program options for Gifted and Talented students. The Vanguard Magnet program is designed to meet the needs of G/T students in grades K-12 by providing an environment for students to work with their cognitive peers. The Gifted and Talented Neighborhood programs are designed to meet the needs of G/T students in grades K-12 at their neighborhood (zoned) schools. Both Vanguard Magnet and Gifted and Talented Neighborhood programs provide a differentiated curriculum by modifying the depth, complexity, and pacing of the general school program. 11

Gifted and Talented Coding 12

Title 1 https: //www. houstonisd. org/Page/60280 13

Title 1 Coding 14

Economically Disadvantaged 15

Special Education Data Campus special education data is entered in Easy. IEP. Data is sent to HISD Connect via a nightly upload. Department and/or campus staff must work to ensure that: • Department and/or campus staff have the appropriate access to HISD Connect. • The appropriate Power. School reports are generated so that the data can reviewed for accuracy and reasonableness. Data must be updated as needed. (i. e. Special Programs Verification Report) • Departments must work with campus teams to compare what is in HISD Connect with what is on the manual record. All data must be accurate and must match. • If the department and/ or campus identifies missing or inaccurate data in HISD Connect, then Easy. IEP must be checked and updated as needed. 16

ARD-IEP Process FRAMEWORK • Each local educational agency (LEA) must establish an admission, review and dismissal (ARD) committee for each eligible child with a disability and for each child for whom an initial Full and Individual Evaluation is conducted, 19 TAC § 89. 1050(a). The ARD committee is the: (1) Eligibility team defined in 34 CFR § 300. 306 Individualized education program (IEP) team defined in 34 CFR § 300. 321. Placement team defined in 34 CFR § 300. 116. The term IEP means a written statement for each child with a disability that is developed, reviewed and revised in accordance with the ARD committee framework. The ARD committee must review the child's IEP periodically, but not less frequently than annually, to determine whether the annual goals are being achieved. The ARD committee must determine the child's placement at least annually, 34 CFR § 300. 116 (b)(1). • The ARD committee may meet more often than annually to revise the student’s IEP, as appropriate, to address: (a) any lack of expected progress toward the annual goals, (b) the results of any reevaluation, (c) information about the student provided to, or by the parents, (d) anticipated needs of the student or (e) other concerns, 34 CFR § 300. 324(b)(1)(ii). 17

ARD-IEP Process PERSONS RESPONSIBLE The ARD committee means a group of individuals composed of: – – – – The parents of a child with a disability Not less than one regular education teacher of the child Not less than one special education teacher A representative of the local education agency (LEA) An individual who can interpret the instructional implications of the evaluation Other individuals who have knowledge or special expertise regarding the child The child with a disability, whenever appropriate A teacher who is certified in the education of children with auditory impairments for a child with a suspected or documented auditory impairment including suspected or documented deaf-blindness – A member of the language proficiency assessment committee (LPAC) when determining participation in state and district-wide assessments for a child with limited English proficiency, to address the child's language needs; and – A representative from Career and Technical Education (CTE), preferably the teacher when considering initial or continued placement of a child in CTE. 18

ARD-IEP Process TIMELINES The IEP must be in effect at the beginning of each school year for every student with a disability and addressed at least annually. 19

Pregnancy Related Services Data Campus PRS data is entered in Health Office Anywhere (HOA), the thirdparty vendor that HISD uses for health-related information. (Currently, the details have not been finalized regarding how the data will be uploaded to HISD Connect. ) Department and/or campus staff must work to ensure that: • The department/ campus nursing staff have the appropriate access to HOA application and/or HISD Connect. • Department and campus staff review the HISD Connect report data for accuracy and reasonableness and update it as needed. HOA went live October 1, 2020. • Departments must work with campus teams to compare what is in HOA with the manual record. All data must be accurate and must match. • If the department and/ or campus identifies missing or inaccurate data, then the campus must update the data. 20

Foundation High School Program data will be entered in HISD Connect (HISD is working with Power. School to develop the panels for data entry). Department and/or campus staff must work to ensure that: • The department and/or campus staff have the appropriate access to HISD Connect. • Department and campus review the HISD Connect report data for accuracy and reasonableness and update it as needed. (i. e. Special Programs Verification Report) • Departments work with campus teams to compare what is in HISD Connect with the manual record. All data must be accurate and must match. • If the department and/ or campus identifies missing or inaccurate data, then the campus must update the data. 21

Special Programs in HISD Connect 22

Special Program Reports 23

Student Program Indicator Roster 24

PEIMS Special Programs Verification Report 25

Analyzing and Updating Campus Data for Snapshot • When analyzing data for the Snapshot, campuses should not check the HISD Connect against HISD Connect. • Campuses should compare the information on the manual documentation or the manual listing of students with the information on HISD Connect. • If inconsistencies are found between the HISD Connect and the manual data, campus SIRS will work with their campus special populations coordinators to either enter coding or review reports to ensure they have captured their student population for snapshot coding. 26

Upcoming Open Labs TRAINING DEPARTMENT FSC CONTACT VIRTUAL ID DATE CLASS ID TIME FC_Special Populations Open Lab-State Coding Gifted/Talented (GT) Title 1/Economic Disadvantaged Human Resources (HR) Staff Latonya Smith 1443988 10/14/20 1808950 8: 30 -11: 30 am FC_Special Populations Open Lab-State Coding Gifted/Talented (GT) Title 1/Economic Disadvantaged Human Resources (HR) Staff Latonya Smith 1443988 10/14/20 1808951 1: 30 -4: 30 pm FC_Special Populations Open Lab-State Coding Limited English Proficient (LEP) and (Migrant/Immigrant) Dyslexia Career Technology Education (CTE) Heidi Cisneros 1443988 10/14/20 1808949 8: 30 -11: 30 am FC_Special Populations Open Lab-State Coding Limited English Proficient (LEP) and (Migrant/Immigrant) Dyslexia Career Technology Education (CTE) Heidi Cisneros 1443988 10/14/20 1808952 1: 30 -4: 30 pm FC_Special Populations Open Lab-State Coding Pregnancy Related Services (PRS) Veda Winfree Prekindergarten (PK) Special Education (SPED) Foundation High School Program (FHSP) 1443988 10/14/20 1809129 8: 30 -11: 30 am FC_Special Populations Open Lab-State Coding Pregnancy Related Services (PRS) Veda Winfree Prekindergarten (PK) Special Education (SPED) Foundation High School Program (FHSP) 1443988 10/14/20 1808954 1: 30 -4: 30 pm 27

Federal and State Compliance Team Name Roshunda Roberts-Jackson, Director Phone 713 -556 -6753 Email Roshunda. Roberts. Jackson@hou stonisd. org Wanda Thomas, Sr. Manager 713 -556 -6775 wthomas 1@houstonisd. org Heidi Cisneros, Sr. Compliance Analyst Elizabeth Salazar, Sr. Student Information Representative 713 -556 -6758 713 -556 -6772 Heidi. Cisneros@houstonisd. org esalazar@houstonisd. org Lisa Shannon, Sr. Student Information Representative 713 -556 -6766 lshanno 1@houstonisd. org Patricia Marshall, Sr. Student Information Representative 713 -556 -6754 pmarshal@houstonisd. org 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 Mechelle Whiting, Sr. Student Information Representative 713 -556 -6753 mwhiting@houstonisd. org Tamika Whitmire, Sr. Student Information Representative 713 -556 -6774 twhitmir@houstonisd. org Marina Tejada, Sr. Student Information Representative Veda Winfree, Sr. Compliance Analyst Mildred Evans, Sr. Student Information Representative 713 -556 -6753 713 -556 -6769 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 713 -556 -6765 rfuentes@houstonisd. org Rachel Betancourt, Sr. Student Information Representative 713 -556 -6753 Rbentac 2@houstonisd. org 28

State Reporting Team Name Phone Email Sr. Manager of State Reporting Vacant Irma Hasnain, Sr. Compliance Analyst Nancy Cintron, Sr. Compliance Analyst Pablo Martinez, Sr. Compliance Analyst Arian Sadri, Student Info and Report Analyst 713 -556 -6759 ihasnain@houstonisd. org 713 -556 -6767 ncintron@houstonisd. org 713 -556 -6760 pmartine@houstonisd. org 713 -556 -6753 Arian. Sadri@houstonisd. org Rosa Gamboa, Sr. Student Information Representative 713 -556 -6753 rgamboa@houstonisd. org 29

Thank you! Date: 10/7/2020 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst