Secondary Attendance Clerk Appendix D Training November 2, 2016

Purpose of Training Provide guidance to campus personnel in charge of the maintenance and accuracy of student records for the purposes of identifying, reporting, and data validation of student withdrawing Provide an understanding of how to examine student records for purposes of verifying the accuracy of the leaver information reported through the Public Education Information Management System (PEIMS) and Appendix D. Understanding of the Leaver Codes Establish consistency across the campuses.

Data Validation Purpose To maintain data integrity and ensure that data submitted to the Texas Education Agency are accurate and reliable. Validate accuracy of data locally, and as necessary, improve local data collection and submission procedures or address program implementation concerns. Since 1997-98, the integrity of leaver records have been evaluated annually by TEA.

General Documentation Requirements Group Activity Safari/Google Search: Kahoot.it! Enter Game Pin: ____________ Enter

Appendix D a la Kahoot.

Understanding Appendix D Signatures on Documentation Must be signed and dated by authorized representative of the district. The district should have a written policy stating who can act as an authorized representative. Must be signed by parent, or guardian, or responsible adult. (i.e. foster parent, probation officer or qualified student) Original signature not required on withdrawal forms received by fax or email. Written documentation of oral statements made in person or phone is acceptable in some situations, if it is signed and dated by district representative. Documentation is considered incomplete without: date, signature and destination.

Documentation Requirements by Leaver Reason Code 60 Code 60 – Student is home schooled Documentation requirements: A district must document that the parent/guardian is home schooling the student. Per federal requirement, it is NOT permissible for a district to document that, at the time of withdrawal, the student intended to be home schooled. Beginning with students leaving in the 2011-12 school the following documentation is required to verify enrollment: Verification by the parent/guardian. A letter, signed and dated, from the parent/guardian stating that the student is being home schooled is acceptable documentation. Letters from parents/guardians MUST indicate the actual date home schooling began.

Documentation Requirements by Leaver Reason Code 66 Code 66 – Removal by Child Protective Services (CPS) Documentation Requirements: Acceptable documentation includes due process documentation supporting the withdrawal; a written statement, signed and dated by the CPS officer, including the CPS officer’s name and contact information, or written documentation of an oral statement by a CPS representative that the child was removed, including the CPS representative’s name, the date of the conversation, and the signature of the school official.

Documentation Requirements by Leaver Reason Codes 81 & 82 Code 81 – Enrolled in a private school in Texas Code 82 – Enrolled in a public or private school outside of Texas Documentation Required: Per federal requirement, it is NOT permissible for a district to document that, at the time of withdrawal, the student intended to enter another educational setting. Beginning with students leaving in the 2011-12 school year, a district must document that the student has actually enrolled in a private school in Texas, the Texas Job Crops Diploma Program, or a private or public school outside Texas.

Documentation Requirements by Leaver Reason Codes 81 & 82 Code 81 – Enrolled in a private school in Texas Code 82 – Enrolled in a public or private school outside of Texas One of the following types of documentation is required to verify enrollment: Transcript request. Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled. Telephone request are acceptable, but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student’s permanent file.

Documentation Requirements by Leaver Reason Codes 81 & 82 Code 81 – Enrolled in a private school in Texas Code 82 – Enrolled in a public or private school outside of Texas One of the following types of documentation is required to verify enrollment: Verification by the superintendent or authorized campus or district administrator of receiving district. A signed letter from the receiving school verifying enrollment is acceptable documentation. The letter must state the name and location of the school in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the receiving school providing the name and location of and contact information for the school and verifying that the student is enrolled, signed

Documentation Requirements by Leaver Reason Codes 81 & 82 Code 81 – Enrolled in a private school in Texas Code 82 – Enrolled in a public or private school outside of Texas One of the following types of documentation is required to verify enrollment: Verification by the parent/guardian or qualified student: Acceptable documentation includes a letter, signed and dated, from the parent/guardian or qualified student stating that the student has enrolled in a private school in Texas or a private or public school outside of Texas leading to the completion of a high school diploma.

Documentation Requirements by Leaver Reason Codes 81 & 82 HOWEVER, Local policy dictates that we collect two forms of documentation for Code 81 & 82.

Documentation Requirements by Leaver Reason Codes For all other Leaver Reason Codes, refer to Appendix D for definition and use and documentation requirements.

Campus Audits Schedule 2016-2017 School Year Leaver Records Campus Audit Schedule Campus Audits Schedule Monday, November 7, 2016 8:00-9:30 Juarez Lincoln HS 10:00-11:00 Richards MS 11:15-12:15 Salinas MS 1:00-2:00 Trevino MS Tuesday, November 8, 2016 9:15-10:15 LJECHS 10:15-11:15 STEM ECHS 11:15-12:15 WEST Academy 1:15-2:15 HOPE Academy Wednesday, November 9, 2016 8:00-9:30 La Joya HS 9:30-10:30 De Zavala MS 11:00-12:00 Chavez MS   Thursday, November 10, 2016 8:00-8:45 Carter ECHS 8:45-9:45 College & Career Ctr 10:00-11:00 Saenz MS Friday, November 11, 2016 8:00-9:30 Palmview HS 9:45 – 10:45 East Academy 11:00 – 12:00 Garcia MS 1:30 – 2:30 Memorial MS Schedule is subject to change based upon meetings announced without prior notice.

Examining reports for data validation Examine withdrawal report for miscoding. Examining leavers records for required documentation. Acquiring the proper documentation and signatures. Establishing a routine to examine data (Set time and place for reviewing leavers). Review of Campus Task Force Meeting Binder

2015-2016 Fall Audit Results – High Schools Middle Schools Totals 2015-2016 Fall Audit Results – High Schools Summary of Findings Leave Reason Code Number of Leaver Records Audited Withdrawal Form Included Supporting Documentation Code Change Form Included Correct Leaver Code Identified Documentation Complete 82 7 5 4 3 88 1 NA 89 16 11 8 60 98 36 13 2 33 34 Total Records 49 52 Percent of Records   100% 57% *12% 82% 87%

2015-2016 Fall Audit Results – Middle Schools Middle Schools Totals 2015-2016 Fall Audit Results – Middle Schools Summary of Findings Leave Reason Code Number of Leaver Records Audited Withdrawal Form Included Supporting Documentation Code Change Form Included* Correct Leaver Code Identified Documentation Complete 82 17 13 7 11 2 88 N/A 89 16 10 6 3 5 60 1 98 25 24 14 Total Records 54 51 32 9 28 19 Percent of Records   94% 59% *17% 52% 35%