Student Attendance Reporting Updates Simple Solution. Brighter Futures. Student Attendance Reporting Updates October 2018 Presented by: Diana Perez

SAAH Section 2 Audit Requirements Reminder Attendance records must be readily available for audit for any year for which your district is required to retain records. If errors during an audit, the TEA will either assess an adjustment to subsequent allocations of state funds or require your district to refund the total amount of the adjustment when the audit is finalized. Regardless of where attendance records are filed or stored, they must be readily available for audit by the Financial Compliance Division of TEA. Auditors have the authority to examine attendance records for any year for which your district is required to retain records. If auditors detect errors during an audit, the TEA will either assess an adjustment to subsequent allocations of state funds or require your district to refund the total amount of the adjustment when the audit is finalized. Incomplete or inaccurate data will result in attendance not being allowed. Must have internal controls and audits Scheduled and Non-schedules Documentation Folders Filings Logs Notes Access to the Data Current Staff Students Storage of data Onsite Offsite Electronically Student Attendance Accounting Handbook Section 2 – Audit Requirements Revoke 100% of District Funding.

SAAH Section 2 Audit Requirements Reminder Reports for each 6-week Reporting Period Student Detail Reports Campus Summary Reports District Summary Reports Reconciliation of Teacher’s Roster Information and Attendance Accounting Records at the end of the 1st and 4th Six Weeks Additional supporting documentation: period absence reports, field trip attendance, doctor’s excuse, copies of homebound logs Reconciliation of Teacher’s Roster Information and Attendance Accounting Records performed at the end of the 1st and 4th Six Weeks

SAAH Section 2.2.5 Attendance System Procedures Manual Your district or charter school must maintain a procedures manual that provides specific, detailed information on the district’s school attendance accounting system. This procedure manual must include the following information: how and when teachers are to take official attendance how attendance is entered into the attendance accounting system how your district will maintain attendance accounting records And more… Reminder

HB 2442 School Year Calendar and Minutes Reporting New 7 hour school day (420 minutes) requirement was repealed, therefore there are no such thing as Early Release Days Waivers. Staff Development Minutes Waiver - maximum of 2,100 total waiver minutes School districts, Districts of Innovation, and open‐enrollment charter schools MUST still provide at least 75,600 operational minutes along with any applicable waivers Exceptions: 32,400 instructional minutes along with any applicable waivers: Half‐Day PK programs 43,200 instructional minutes along with any applicable waivers: Dropout Recovery Campus/Program, DAEP Program/Campus, Correctional Facility Program/Campus, Residential Treatment Facility Program/Campus, Day Treatment Facility Program/Campus, Psychiatric Hospital, Medical Hospital  7 hour school day (420 minutes) requirement was repealed, therefore there are no such thing as Early Release Days Waivers. You can still schedule Early Releases during the year but they will NOT be submitted as Waiver Days with Waiver Minutes in the PEIMS Summer Submission InterchangeEducationOrgCalendar. You will only report the ACTUAL number of minutes of operation on that early release day.  TEA will offer a new Staff Development Minutes Waiver that provides for a maximum of 2,100 total waiver minutes that can be used only between the first day and last day of school. You can do an all‐day Staff Development, or have half day Instruction day then have half day Staff Development, ect. It’s up to your District/Charter School. This 2018‐2019 waiver should be requested annually through the TEAL > Waivers application. Note: The Waiver application will ask for “Date of LEA Board of Trustees Approval”. This date is the date your board approved having Staff Development Minutes Waivers (not the date your board approved/adopted your school calendar). Once TEA approves the Staff Development Minutes Waivers then you can continue with adopting your School Calendar.

JJAEP Calendars - Background HB 2442 repealed the seven-hour (420 minutes/day) school day requirement from TEC 25.082(a). However, TEC 37.011(f) specifies that a Juvenile Justice Alternative Education Program (JJAEP) must operate on the basis of a seven-hour school day and any school day waivers that are available to a JJAEP are issued by the Texas Juvenile Justice Department (TJJD) and not TEA. In previous years, LEAs used TEA issued waiver types to report JJAEPs that operate less than 180 days. 180-day school year.

JJAEP Calendars – Update C204 Code Table In order for a JJAEP to indicate authorization to operate for less than 180 days, a new waiver type is necessary. TEA is not creating a new waiver type. Code 05 added to the C204 CALENDAR-WAIVER- EVENT-TYPE-CODE table. Any waivers authorized for a JJAEP will be issued by the Texas Juvenile Justice Department (TJJD).

CALENDAR-WAIVER-EVENT-TYPE-CODE C204 CALENDAR-WAIVER-EVENT-TYPE-CODE (Revised) Code Table ID Name XML Name Date Issued Updated C204 CALENDAR-WAIVER-EVENT-TYPE-CODE TX-CalendarWaiverEventType 3/1/2016 3/1/2018 Translation 01 Staff Development Waiver Day 02 Missed School Waiver Day 03 Shortened Waiver Day 04 Low Attendance Waiver Day 05 JJAEP School Day Waiver issued by Texas Juvenile Justice Department (TJJD) 99 Other Waiver Day

HB 441 Memorial Day - Background TEC 25.081 adds a prohibition that public schools may not operate (hold classes) on Memorial Day. LEAs that are faced with operating on Memorial Day to compensate for minutes lost due to disaster, flood, extreme weather conditions, fuel curtailment, or another calamity may apply for a waiver. When approved, the LEA will use CALENDAR-WAIVER-EVENT-TYPE-CODE 99 – Other Waiver Day. Alternatively, an LEA may meet their calendar minutes/days requirement in any other acceptable way (i.e. Add days to school calendar year).