Federal and State Compliance PEIMS Leavers Federal and State Compliance 2017 – 2018 Presenters: Pablo Martinez Veda Winfree

(Advance to the next screen) 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 Title Screen Please select a lesson that you would like to review. (Advance to the next screen) Federal and State Compliance

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.

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 6th grade. What are Leavers? Welcome to the Federal and State Compliance Online PEIMS Leaver training. My name is Joe. (Pause) Joe: The purpose of this course is to provide participants with information on PEIMS Leaver coding, including changes and updates from the Texas Education Agency. The training also covers PEIMS Data Standards codes, Chancery SMS coding, and preparing documentation for a TEA audit or Federal and State Compliance review. (Advance to the next screen) Federal and State Compliance Federal and State Compliance

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 L98 when we run our extract PEIMS file. HISD Requires verification for code 80s Verification may include: Records requests (TREx), PID/PET (establishes local movers), Leaver Information form and other supporting documentation in leaver folder What are Movers?

Dropout (L98) 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 Enrolls after the school start window; or TEA is not able to verify a reentry into another TX public school system; or Did not receive a GED certificate by August 31; or Is attending college for less than 9 credit hours per semester DROPOUT (L98): 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 Enrolls after the school start window, or TEA is not able to verify a reentry into another the TX public school system, or Did not receive a GED certificate by August 31, or Is attending college for less than 9 credit hours per semester (Advance to the next screen) Federal and State Compliance

Exclusions from the Dropout and Completion Rate Calculations House Bill (HB) 5, 83rd 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: Students previously reported as dropouts, re-enrolls and dropout again. Students not eligible for state funding; Court-ordered GEDs, not earned; Incarcerated as adults in state jails or federal penitentiaries; and Students whose initial enrollment in U.S. schools was in grades 7-12 as unschooled refugees and asylees. Federal and State Compliance

(Advance to the next screen) School Start Window The School Start Window begins on the first instructional day and ends the last Friday in September. For 2017-2018 school year the School Start Window date is October 27, 2017. 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. SCHOOL START WINDOW: NOTE – Seniors who have completed course requirements but who have not graduated due to missing portions of TAKS, 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. (Advance to the next screen) Federal and State Compliance

Qualified Services for Seniors with ADA Code “0” Registering students for testing and providing test preparation materials Meeting with counselors/ administrators to review testing dates Meeting with the registrar to review student’s transcripts Scheduling student for remediation classes less than 120 minutes per day SCHOOL START WINDOW: NOTE – Seniors who have completed course requirements but who have not graduated due to missing portions of TAKS, 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. (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) Other Terminology: Person Identification Database (PID) search: A PID 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 PET/PID 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 PET/PID search. Written documentation of the phone call would be the audit documentation. PID Enrollment Tracking (PET) process: Designed as an extension to PID. 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 PET files to TEA on a weekly basis, beginning the third week after school begins. Campuses must check and correct PET files weekly for the rest of the year. Other Terminology PID SEARCH (Person Identification Database): PID searches are 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 PID/PET 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 PID search. Written documentation of the phone call would be the audit documentation. (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) Federal and State Compliance Guidelines Schools should continue to… through the FALL PEIMS resubmission date. Locate students, Request and receive information and documentation about leavers and movers (including dropouts), Change leaver codes if applicable (Use the Leaver Code Change Form) Schools should continue to… Locate students, Request and receive information and documentation about leavers and movers (including dropouts), Change leaver codes if applicable (Use the NEW Leaver Coe Change Form) through the FALL PEIMS resubmission date of January. (Advance to the next screen) Federal and State Compliance

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: Exception if new school is DAEP or JJAEP If he/she was your dropout at the end of the School Start Window, he is still your dropout. Review your TSDS Campus of Accountability roster (Fall and Summer PEIMS) NCES Attribution A leaver record is generated to 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: Exception if new school is DAEP or JJAEP If he/she was your dropout at the end of the School Start Window, he is still your dropout. Critique your Edit+ Campus of Accountability roster (Fall and Summer PEIMS) (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) Attribution Who is accountable for 8th grade students who finish the prior school year at the middle school, but are no shows at the high school? 8th 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 8th grade students who were promoted during the previous year while in a DAEP or JJAEP? 8th grade students who were promoted during the previous year to 9th grade while in a DAEP or JJAEP, are attributed to the high school. 8th 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. H_8th Grade to 9th Grade Student Movement Report will help identify these students 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. 8th grade students who were promoted during the previous year to 9th grade while in a DAEP or JJAEP, are attributed to the high school. (Advance to the next screen) Federal and State Compliance

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

TSDS PEIMS and Chancery Reports Reports Available for Summer PEIMS Chancery Reports H_Accountable Campus Audit H_WD88 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 Federal and State Compliance

Dropout Recovery 101: Who am I looking for?

1. Leaver Coding Important timelines and campus responsibilities in the leaver coding process. Lesson 3: Explanation of Leaver Codes In this lesson, you will learn the expanded definitions of PEIMS Leaver codes. In addition, you will learn more about the HISD local mover codes. (Advance to the next screen) Federal and State Compliance Federal and State Compliance

(Advance to the next screen) Important Timelines School Start Window Last Friday in September (for 2017-2018 it will be 10/27/2018) Snapshot (no relation to leavers) Last Friday in October 10/27/2018 Presumed Under-Reported 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. Fall Collection Resubmission January 18, 2018 Please refer to the important timelines on the chart below. Important Timelines Last Day, Last School Year (SY) 6/30/2011 School Start Window 8/22 – 9/30/2011 Snapshot (no relation to leavers) 10/28/2011 Edit+ Presumed Under-Reported Students list (Missing students who were reported during 09-10, but not reported anywhere during 10-11) December 2011 Student Searches Should be Complete 1/3/2012 Resubmission Early January 2012 TEA Publishes Dropout Completion Lists Mid June 2012 Appeals Deadline Mid August 2012 Ratings Update Late October 2012 (Advance to the next screen) Federal and State Compliance

Campus Roles and Responsibilities Schools are responsible for: 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. Schools are responsible for: Submitting current, complete, and accurate data for all record groups required for each collection; Correcting all errors found during the PEIMS window process in a timely manner; and Ensuring “fatal-free” corrected data on or before the due dates set by Federal and State Compliance. (Advance to the next screen) 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 Person Identification Database (PID) Enrollment Tracking (PET) 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.

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.

PEIMS Leaver reason codes L01 – Graduated from a high school in this district. L03 – Died. L16 – Returned to home country. L24 – Entered college early to pursue degree. L60 – Withdrew for home schooling. L66 – Removed by Child Protective Services. L78 – Expelled for criminal behavior under the provisions of TECa §37.007 and cannot return. L81 – Left for Texas private school. L82 – Left for public or private school out of state. L83 – Withdrawn by district because student was not entitled to enrollment in the district. L85 – Graduated outside TX before entering a TX public school, entered a TX public school, and left again. L86 – Completed GED outside TX. L87 – Enrolled in a authorized Texas Tech Univ. High School Diploma program or UT-Austin High School Diploma program. L88 – Ordered by a court to attend a GED program and has not earned a GED certificate. L89 – Incarcerated in a state jail or federal penitentiary as an adult and as a person certified to stand trial as an adult. L90 – Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children. L98 – Other. Leavers with this leaver reason code are counted as dropouts for state accountability purposes: code L98. Leavers with this leaver reason code are counted as dropouts for federal accountability purposes: codes L88, L89, and L98. Federal and State Compliance

(Advance to the next screen) L01 – 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. Leaver Code 01 Graduated Met all graduation requirements Mid-Year (last school year) End of Last School Year Summer Use Graduation Codes found on Chancery Use HISD Approved Graduation Dates: December 18, 2010 Midyear Graduate June 4, 2011 End of year Graduate August 12, 2011 Summer Graduate Enter Codes BEFORE Resubmission… or else the student record may generate a DROPOUT (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) L03 – 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 Leaver Code 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 Leaver Code Assignment form, signed and dated by designated school administrator (Advance to the next screen) Federal and State Compliance

L16 – 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 Leaver Code 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 (NEW REQUIREMENTS THIS YEAR): Signed Document, dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator 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 (Advance to the next screen) Federal and State Compliance

L24 – 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, paid receipt, NOT a schedule) 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 Leaver Code 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 (NEW REQUIREMENTS THIS YEAR): Proof from college of enrollment (transcript, paid receipt, NOT a schedule) 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 (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) L60 – 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”. Leaver Code 60 Home Schooling Not to be suggested, encouraged, or solicited by school personnel Parent/Guardian or qualified student indicates that student will be home schooled At time of withdrawal When contacted by district Documentation (NEW REQUIREMENTS THIS YEAR): Leaver Information Form or written statement, signed and dated by parent/guardian, and school administrator Specify the start date of classes Should be multilingual form Documentation of oral statement (same as above) Note: If documentation indicates that home schooling will be through a company or school, the proper leaver code should be “81” or “82”. (Advance to the next screen) Federal and State Compliance

L66 – Removed by Child Protective Services Applicable only for CPS Not applicable for private agencies Documentation Due Process documentation/HISD CPS L66 Form 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 Leaver Code 66 Removed by Child Protective Services Applicable only for CPS Not applicable for private agencies Documentation: Due Process documentation 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 (Advance to the next screen) Federal and State Compliance

L78 – Expelled, Cannot Return NOT USED IN HISD. HISD expels to JJAEP with withdrawal code 88 Leaver Code 78 Expelled, Cannot Return NOT USED IN HISD HISD expels to JJAEP with withdrawal code 88 (Advance to the next screen) Federal and State Compliance

L81 – 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 Records Request from parents/guardians or new school Use comment section in Chancery to specify name of private school the student is attending. Leaver Code 81 Enroll in Texas 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 (NEW REQUIREMENTS THIS YEAR) 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 (same as above) Records Request from parents/guardians or new school Use comment section in Chancery to specify name of Private School the student is attending. (Advance to the next screen) Federal and State Compliance

L82 – 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 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 Records Request from parents/guardians or new school Leaver Code 82 Enroll in School Outside Texas 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 (NEW REQUIREMENTS THIS YEAR): 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 Specify the destination (city and state) “Attend” school in another state, not “Moved” to another state Documentation of oral statement (same as above) Records Request from parents/guardians or new school (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) L83 - 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 Exit Information/Leaver Code Assignment Form signed and dated by designated school administrator Note: Change ADA code to “4” (ineligible full day) Leaver Code 83 Not a Resident 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 if 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. (Advance to the next screen) Federal and State Compliance

L85 – 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 and/or Diploma with a graduation seal Leaver Code 85 Graduated outside Texas; 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 and/or Diploma with a graduation seal (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) L86 - GED outside Texas Student who earned GED certificates: Outside Texas 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. Leaver Code 86 Completed GED outside Texas Student who earned GED certificates: Outside Texas Online from organization outside Texas, while living in TX Completion date for GEDs outside of TX is not mentioned in Appendix D Documentation - Transcript 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. (Advance to the next screen) Federal and State Compliance

L87 – 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 A letter from the High School Diploma Program stating the student is enrolled Leaver Code 87 TX Tech Univ. ISD HS Diploma Program or UT at Austin HS Diploma 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 TX Tech University ISD HS Diploma Program or UT at Austin HS Diploma Program Documentation: Transcript or Records Request from one of these programs A letter from the High School Diploma Program stating the student is enrolled (Advance to the next slide) Federal and State Compliance

L88 - 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. Leaver Code 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. Federal and State Compliance

L89 - 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. Leaver Code 89 Incarcerated 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 (Advance to the next screen) Federal and State Compliance

L90 - 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. Leaver Code 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. (Advance to the next screen) Documentation Transcript showing sufficient credits, date, and school official signature, or Diploma with a graduation seal. Federal and State Compliance

(Advance to the next screen) 80 – Enroll in Other TX Public School (HISD Local code will convert to L98 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 Specify the new school or district by name Specify the destination (city) Documentation of oral statement (same as above) Records Request from parents/guardians or new school 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 . Enroll in Other Texas Public School 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 Specify the new school or district by name Specify the destination (city) Documentation of oral statement (same as above) Records Request from parents/guardians or new school TREx Request / Records Request from new school PID/PET 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 (Advance to the next screen) Federal and State Compliance

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) Records Request from parents/guardians or new school 10-day Follow-up Required PID/PET search and copy of Chancery Enrollment page may be used as tools only to indicate new school TREx Request / Records Request from new school Enroll in Other HISD School 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) Records Request from parents/guardians or new school 10 day follow-up Required PID/PET search and copy of Chancery Enrollment page may be used as tools only to indicate new school TREx Request / Records Request from new school (Advance to the next screen) Federal and State Compliance

(Advance to the next screen) L98 – 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 98s through the GED certificate database. Students with certificates dated before 8/31 will not be counted as a dropout, 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 Exit Information/ Leaver Code Assignment Form or Document signed and dated by parent/guardian, or qualified student, and designated school administrator 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 (Advance to the next screen) Federal and State Compliance

Changing Leaver Codes For students incarcerated in municipal or county jail/detention centers Use L98 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, 101811xxx 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. Changing Leaver Codes For students incarcerated in municipal or county jail/detention centers - Use L98 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, 101811xxx Date last school day prior to first day of incarceration 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. (Pause) Joe: You have completed this lesson. (Return to the Title Screen) Federal and State Compliance

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.

Leaver Documentation Veda Winfree – Sr. Compliance Analyst

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. Lesson 3 – Leaver Documentation (Pause) Joe: In this lesson, you will learn about the timelines for establishing leaver reasons and obtaining documentation. You will also learn about the new documentation requirements for the current year. (Advance to the next screen) Federal and State Compliance Federal and State Compliance

Leaver Documentation General Guidelines

The Family Educational Rights and Privacy Act (FERPA) The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 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.

General Documentation Requirements Timelines for establishing leaver reasons and obtaining documentation: Students who leave during the school year Leaver reasons apply at the time of withdrawal. Documentation must be obtained at the time of withdrawal 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. Students who were attending and were withdrawn under Leaver Reason Code 83 L83 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. L83 is NOT for a student who was a resident and stops attending because he/she moved out of the district. Timelines for Establishing Leaver Reasons and Obtaining Documentation Students who leave during the school year Leaver Reasons apply at the time of withdrawal and documentation should be obtained at that time 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 resubmission date. Withdrawal Documentation shall be considered incomplete without a date, signature(s) and destination. 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. Specific Leaver Reason codes have their own documentation requirements (Please see Appendix D and Appendix H) (Advance to the next screen) Important Notes 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. See PEIMS Appendix D, Page 1 Federal and State Compliance

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 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 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 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. Signatures on Documentation All documentation must be signed and dated by an authorized representative of the district. Withdrawal documentation should also be signed for the student by a: Parent, or Guardian, or Responsible Adult, or Qualified Student (Pause) Joe: 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. Original signature is not required on withdrawal forms received in the district by: Fax, or E-mail (Advance to the next screen) See PEIMS Appendix D, Page 2 Jane Doe Jack Doe Jane Doe Federal and State Compliance

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. See PEIMS Appendix D, Page 2

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. Timelines for Establishing Leaver Reasons and Obtaining Documentation Students who leave during the school year Leaver Reasons apply at the time of withdrawal and documentation should be obtained at that time 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 resubmission date. Withdrawal Documentation shall be considered incomplete without a date, signature(s) and destination. 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. Specific Leaver Reason codes have their own documentation requirements (Please see Appendix D and Appendix H) (Advance to the next screen) See PEIMS Appendix D, Page 2 Federal and State Compliance

Important Reminder: Leaver Coding and Accountability State Accountability School leavers with L98 are counted as dropouts for state accountability purposes. Federal Accountability School leavers with L88, L89 and L98 are counted as dropouts for federal accountability purposes. See PEIMS Appendix D, Page 3

Leaver Documentation Leaver forms

Leaver Coding Forms Exit Information/Leaver Code Assignment Form All HISD schools are required to use the district-approved leaver forms. Leaver forms are NOT supporting documentation for any leaver code. These auditable documents must be typed or completed in blue or black ink. Do not use correction fluid or tape to make corrections. Exit Information/Leaver Code Assignment Form Use this form for ORIGINAL leaver code assignments and when changing a student’s status from “Left” or “No Show” to a leaver code. The form is required for all leaver codes, except graduates. Exit Information [Top] portion is a tool to help schools gain proper documentation. It is NOT definitive proof of enrollment. Leaver Code Assignment [Bottom] portion must be completed, signed and dated by a designated school administrator. Attach supporting documentation to this form. Leaver Code Change Form Use this form for leaver code CHANGES Indicate the former leaver code, new leaver code, and the reason for the code change. Do not use to form to indicate a change from “Left” or “No Show” to a leaver code. “Left” and “No Show” are not leaver codes. Attach supporting documentation to this form.

Exit Information/Leaver Code Assignment Form 1 How to Complete the Form: 1 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. 2 3 4 3 Exit Code Assignment – The administrator must type/print the leaver code.  4 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.  Leaver Information – Leaver Code Assignment Form Leaver Information form (English/Spanish) [Top Part of Form] Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment. Leaver Code Assignment form [Bottom Part of Form] Part of the Leaver Information form Must be signed and dated by a designated school administrator Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts) The Leaver Change Code Form Use this form to initiate leaver code changes in Chancery. Oral Statement form Documentation of oral statement Home School Questionnaire Dropout Recovery form (Advance to the next screen) 5 5 Leaver Documentation on File – Indicate the type of supporting documentation that is on file. Federal and State Compliance

Leaver Code Change Form How to Complete the Form: 1 1 Student and Campus Information – Complete all fields. 2 4 3 2 Former Leaver Code – An administrator must type/print the Former leaver code.  5 3 New Leaver Code – An administrator must type/print the New leaver code. 4 Withdrawal Date – Print/type the student’s withdrawal date. 6 Leaver Information – Leaver Code Assignment Form Leaver Information form (English/Spanish) [Top Part of Form] Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment. Leaver Code Assignment form [Bottom Part of Form] Part of the Leaver Information form Must be signed and dated by a designated school administrator Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts) The Leaver Change Code Form Use this form to initiate leaver code changes in Chancery. Oral Statement form Documentation of oral statement Home School Questionnaire Dropout Recovery form (Advance to the next screen) 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.  5 6 Reason for Code Change– Indicate the reason for the code change. Federal and State Compliance

Supporting Documentation Forms All HISD schools are required to use these district-approved forms to document a student’s whereabouts if no other official documentation is available. Each form has its own requirements. These legal documents must be type or completed in blue or black ink. L66 CPS Form This form is used to document CPS statements only. It required if the school DOES NOT receive official CPS documentation. CPS caseworkers can complete (include badge number), sign and date this form to withdraw a student. Campus PEIMS professionals can complete, sign and date this form to document a conversation with CPS staff (include CPS badge number). This form is invalid if completed by foster parents and/or group home staff. Oral Statement Form Use to document student whereabouts per requirements in TEA Appendix D. A valid statement on this form is typically used as supporting documentation for L16. Home School Questionnaire Parent/ guardian can complete, sign and date this form for student(s) enrolled in home school (L60). All sections must be completed. Students (adult or non adult) cannot complete this form. Use this form if the school DOES NOT receive a written statement from the student’s parent/guardian or other appropriate supporting documentation.

(Advance to the next screen) L66 CPS Form How to Complete the Form : 1 1 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. 2 3 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. 2 6 Leaver Information – Leaver Code Assignment Form Leaver Information form (English/Spanish) [Top Part of Form] Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment. Leaver Code Assignment form [Bottom Part of Form] Part of the Leaver Information form Must be signed and dated by a designated school administrator Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts) The Leaver Change Code Form Use this form to initiate leaver code changes in Chancery. Oral Statement form Documentation of oral statement Home School Questionnaire Dropout Recovery form (Advance to the next screen) 4 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.  3 4 Federal and State Compliance

Home School Questionnaire How to complete the form: 1 Section I: Student Data – Parent/guardian must enter student information. Section II: Home School Information, Q1 – 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. 2 1 2 3 3 Section II : Home School Information, Q2: Parent/guardian must respond to question. If the parent responds “Yes” to Question 2, then do not use this form or L60. The campus must send a verification of enrollment to the receiving campus and use the appropriate leaver code. 4 Leaver Information – Leaver Code Assignment Form Leaver Information form (English/Spanish) [Top Part of Form] Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment. Leaver Code Assignment form [Bottom Part of Form] Part of the Leaver Information form Must be signed and dated by a designated school administrator Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts) The Leaver Change Code Form Use this form to initiate leaver code changes in Chancery. Oral Statement form Documentation of oral statement Home School Questionnaire Dropout Recovery form (Advance to the next screen) 5 4 Section III: Assurances – Parent/guardian must respond to all three questions. Section IV: Parent/Guardian Information – Parent/guardian must provide all required information plus signature and date. 5 Federal and State Compliance

(Advance to the next screen) Oral Statement Form How to Complete the Form : 1 Campus and Student Information – Parent/guardian must enter information if applicable. 1 2 2 Part I: The student – Complete all fields. 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 3 4 Part II: The statement – The person providing the statement must sign the form if he/she is present. Leaver Information – Leaver Code Assignment Form Leaver Information form (English/Spanish) [Top Part of Form] Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment. Leaver Code Assignment form [Bottom Part of Form] Part of the Leaver Information form Must be signed and dated by a designated school administrator Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts) The Leaver Change Code Form Use this form to initiate leaver code changes in Chancery. Oral Statement form Documentation of oral statement Home School Questionnaire Dropout Recovery form (Advance to the next screen) 4 5 District staff – If HISD staff takes the statement, then he/she must sign and date the form. 5 6 6 Administrative staff – The campus administrator must sign and date the form. Federal and State Compliance

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. Falsification of Leaver Records Is a felony offense Parent signature on forms must match original parent signature on file Qualified Student signature on forms must match original signature on file Administrative signatures and date on forms must be original (no copied signatures or stamps) Oral statements documented by campus personnel must accurately reflect the statement given by the parent and should not be paraphrased or reworded differently as to change the intent or meaning. Intentionally and knowingly falsifying leaver records may lead to disciplinary action and up to prosecution (Advance to next screen) Pause Federal and State Compliance

Leaver Documentation Organizing folders

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

Leaver Folders Non Graduates Dropouts/Other (L98) Exit Information/ Leaver Code Assignment Form Supporting Documentation (for assigned code) If the student’s leaver code was changed, then include these additional documents: Leaver Code Change Form Supporting Documentation (supports code change) Dropouts/Other (L98) Exit Information/ Leaver Code Assignment form Dropout Recovery Form (L98 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. Federal and State Compliance

Organization of Folder Documents Folders with Exit Information/Leaver Code Assignment Forms only: Exit Information/ Leaver Code Assignment Form Supporting Documentation This is the FIRST form you see when you open the folder.

Organization of Folder Documents Folders with Leaver Code Change Forms: Supporting Documentation Exit Information/ Leaver Code Assignment Form Supporting Documentation Leaver Code Change Form This is the FIRST form you see when you open the folder.

Leaver Documentation Records retention

Who Owns the Leaver records? 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.

Records Retention Review campus manual records each year to determine which records need to be maintained and which records are eligible for destruction. The Records Management Department website, http://www.houstonisd.org/Page/31617, includes the following resources to assist schools: . Retention Schedule for Schools SD - Records for Public School Districts (Retention Schedule) Forms and Documents for Schools Box Inventory Log – Form Box Label Records-Storage - Form Records Destruction Authorization – Form and Instructions Special Education Box Inventory – Form Transferring Special Education Records - Instructions Resources MS Records Clerk Workshop RM Services Flyer Maintaining District Records Best Practices Flyer

Lesson 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. Lesson 5: Preparing for a TEA Audit or FSC Review (Pause) In this lesson, you will learn how to prepare for a TEA audit or Federal and State Compliance review. (Advance to the next screen) Federal and State Compliance

General Information Records Reviewed during School Visits: The analyst will review the previous year’s student leaver records. These records will be submitted during the current-year Fall PEIMS Submission. FSC’s goal is to review 100% of the following leaver codes: L03, L24, L66, L83, L85, L86, L87, L88, L89, and L90. FSC’s goal is to review 10% of the following leaver codes: L16, L60, L81 and L82. Requirements for Student Folders: Individual leaver folder for each eligible student as defined in Appendix D. Each folder should contain a leaver form AND sufficient documentation to support the assigned leaver code, as required by the PEIMS Data Standards. Empty folders are unacceptable.

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

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

Leavers – Best Practices Documentation Use the most current, district-approved leaver forms and documents forms from the Federal & State Compliance website. Type or print information in black or blue ink only. Sign and date all leaver forms with the current date (administrators). Review documentation for all required information, signatures and dates. Draw a line through errors, type/print the change, and initial the correction. Do not use correction tape of fluid on any documentation. Folders 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. 2017-2018, A-L, M-S, etc. Provide folders to your analyst upon request.

Leavers – Best Practices Storing and Maintaining Records Store the 2017-2018 and 2016-2017 records in in close proximity to your work area. Place file cabinets in a secured, well-ventilated area that has limited access. Prevent loss of records due to fire, flood, sabotage, etc. Compliance Reviews 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 a quiet place to work (break room, library, office, etc.). Complete the corrective actions listed on the review form by the designated date. Contact your analyst with any questions about the review.

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 Drop Out Prevention http://www.houstonisd.org/Domain/8056 Joe: PEIMS Data Standards 203 Record – the definition of the Leaver Record Appendix D – Applies to students who left school during the 2010/2011 school year and will be reported to Fall PEIMS 2011-2012. Appendix H – Applies to students who will be leaving school during the 2011-2012 school year and will be reported to Fall PEIMS 2012-2013. Appendix H is called the Early Notice of Proposed Changes and will always have notification of PEIMS reporting changes for the upcoming school year that typically affects coding during the current school year. Texas Education Agency http://www.tea.tx.gov Federal and State Compliance

Contact Information PEIMS Data Reporting Pablo Martinez, Sr. Compliance Analyst 713-556-6760 pmartine@houstonisd.org Data and Compliance Monitoring Natasha Hogan - Sr. Compliance Analyst 713-556-6763 nhogan@houstonisd.org Toni King, Sr. SIR  713-556-6773 tking1@houstonisd.org Elizabeth Salazar, Sr. SIR  713-556-6772 esalazar@houstonisd.org David Glaesemann, Sr. Compliance Analyst 713-556-6758 dglaesem@houstonisd.org Cynthia Morales-Santiago, Sr. SIR 713-556-6756 cmorale3@houstonisd.org Angela Tillmon, Sr. SIR 713-556-6762 atillmo1@houstonisd.org Vacancy, Sr. Compliance Analyst 713-556-6770 Patricia A. Marshall, Sr. SIR  713-556-6754 pmarshal@houstonisd.org Lisa F. Shannon, Sr. SIR  713-556-6766 lshanno1@houstonisd.org Latonya Smith, Sr. Compliance Analyst 713-556-7657 lsmith3@houstonisd.org Jennica Vasquez, Sr. SIR  713-556-6776 jvasque1@houstonisd.org Tamika Whitmire, Sr. SIR 713-556-6774 twhitmir@houstonisd.org Veda Winfree, Sr. Compliance Analyst 713-556-6769 vwinfree@houstonisd.org Mildred Evans, Sr. SIR 713-556-8813 mevans7@houstonisd.org   Rose Fuentes, Sr. SIR  713-556-6765 rfuentes@houstonisd.org  

Federal and State Compliance Questions? Federal and State Compliance

Thank you 2017-2018 Federal and State Compliance PEIMS Leavers