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

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

3. What are your resources?

4. Student Attendance Accounting Handbook
Section Information for all FSP attendance reports must be available for audit purposes for 5 years…
Section …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

5. Section – 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:

6. Section – 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 – Attendance System Procedures Manual
This section specifies the minimum information that should be included.

7. Section 2.3.1 – Student Detail Reports
Section – Campus Summary Reports
Section – District Summary Report
Section – Reconciliation of Teacher’s Roster Information & Attendance Accounting Records
Section – 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 must also note the start and end times for each campus/campus type
for must denote total number of instructional minutes for each campus/campus type
Section – Homebound Log

8. 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

9. What is in Schedule SD?

10. Example from Schedule SD

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

12. Dual Attendance

13. PK Eligibility

14. 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)

15. 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

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

17. 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

18. Questions – Possible Answers?