PEIMS & Records We are supposed to have that? Deborah Cartwright Director – Data Compliance & Records Management Keller ISD

If it’s not documented, it didn’t happen.

What are your resources?

Student Attendance Accounting Handbook Section 1.4 - Information for all FSP attendance reports must be available for audit purposes for 5 years… Section 2.1 - …three main data sets: Student Detail Reports, Campus Summary Reports for all campuses…District Summary Report. Section 2.3 – Required Documentation – all documentation required for attendance audit purposes is listed

Section 2.2.2 – Automated Be sure you store the reports/data in a format you can retrieve (example PDF, tiff, etc.) Try not to retain in a format that is dependent on software that may be replaced. Your district must retain any student attendance documentation that could be required for audit purposes for 5 years from the completion of the school year, unless specified differently later in this section. This requirement applies specifically to student attendance documentation. Other kinds of documentation, such as documentation required for a student’s permanent record, may need to be kept longer. The required retention period for all records is outlined in Local Schedule SD of the Local Records Retention Schedules, Texas State Library and Archives Commission: https://www.tsl.state.tx.us/slrm/recordspubs/sd.html.

Section 2.2.3 – Paperless Goes into detail on teachers taking attendance electronically and what is required: Systems must include the following safeguards and security features (this is not necessarily an exhaustive list of required features): • requirement that teachers log on to the system using distinct secret passwords • timing out (automatic shutoff) if the program has not had any activity in an appropriately short period of time (for example, 10 minutes) • ability to report the date, time, and identity of the teacher entering the absence data, upon request • ability to report the date, time, and identity of the individual making changes to the attendance report, upon request • provision of a positive confirmation for 100% of attendance (teacher submits “All Present” rather than showing no one absent) Section 2.2.5 – Attendance System Procedures Manual This section specifies the minimum information that should be included.

Section 2.3.1 – Student Detail Reports Section 2.3.2 – Campus Summary Reports Section 2.3.3 – District Summary Report Section 2.3.4 – Reconciliation of Teacher’s Roster Information & Attendance Accounting Records Section 2.3.5 – Additional Required Documentation Documentation of students age and identity – retention AV Gradebooks – 1 year after posted to AAR Copies of approved waivers Copy of calendar for the school year for 2015-2016 must also note the start and end times for each campus/campus type for 2016-2017 must denote total number of instructional minutes for each campus/campus type Section 4.7.2.5 – Homebound Log

A little legal… Texas State Library and Archives Commission TSLAC Every LEA must have a designated Records Officer Records for education are kept per Schedule SD and Schedule GR

What is in Schedule SD?

Example from Schedule SD

Let’s take a look… Dual Attendance PK Eligibility Leaver Data Validation Discipline Data Validation Student Assessment Data Validation

Dual Attendance

PK Eligibility

Leaver Data Validation Indicator 1- evaluates your dropout rate in comparison to your use of other leaver codes (i.e. 80 – homeschool) Indicator 2 – underreported students Indicator 4 – Use of one or more leaver reason codes – usually code 60, 81, and 83 Indicator 5 – Use of Certain Lever Reason Dropout Codes (88 and 89)

Discipline Data Validation Indicator 1- Length of OSS Suspension Indicator 5 – High Number of Discretionary DAEP Indicator 6 – African American Discretionary DAEP Indicator 7 – Hispanic Discretionary DAEP

Discipline Records Only kept for 5 years if student assigned to OSS ISS DAEP JJAEP SD3350-01b DISCIPLINE RECORDS Records relating to forms of discipline other than removal to a Disciplinary Alternative Education Program, suspension, or expulsion. AV.

Student Assessment Data Validation Indicator 1 thru 14 – basically evaluates students who were reported as being absent for a specific test Indicator 15 – students report as CTE indicator code of 2 or 3 in PEIMS but not on answer documents

Questions – Possible Answers?