PEIMS Coordinator’s Training Federal and State Compliance

PEIMS Coordinator’s Training Federal and State Compliance Wanda Thomas, Sr. Manager Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst Dates: August 28, 2020 August 31, 2020 September 2, 2020

Welcome Back! Thanks for attending this training. Please mute your microphone and camera. Place your questions in the chat. Raise your hand and we will call you at the end of the presentation if we have not addressed your question in the chat. 2

Agenda Federal & State Compliance (FSC) Responsibilities Objectives of FSC and Campus Collaborative Data Integrity Campus Non-Instructional Data Team/ PEIMS Coordinator Responsibilities Attendance and Membership Updates Six Weeks Data Verification Membership Reconciliation Important Dates and Timelines Certify Scorecards Reports Trainings and Open Labs Resources 3

Federal and State Compliance (FSC) Responsibilities: 1. 2. 3. 4. 5. 6. Ensure data quality and analysis of record accountability. Analyze new legislation to identify school-related compliance issues. Monitor and balance official Average Daily Attendance (ADA) to ensure accurate data. Reconcile student membership. Review manual and digital school records as part of the HISD Data Quality Initiative. Supervise correction of Public Education Information Management System (PEIMS) and Unique Identification Database (UID) data by campus personnel. 4

Compliance Monitoring Team This team reviews manual / data for Discipline and PEIMS Leavers/Dropouts, collaborates with special populations departments to ensure data integrity, conducts training and assists the State Reporting Team by overseeing the campus data correction process. In addition, they manage four Sr. Student Information Representatives. Email [email protected] [email protected] [email protected] Senior Compliance Analyst Sr. Student Information Rep Heidi Cisneros Elizabeth Salazar/ Lisa Shannon/ Patricia Marshall/ Berta Garcia Latonya Smith Angela Tillmon/ Tamika Whitmire/ Mechelle Whiting/ Vacancy Veda Winfree Mildred Evans/ Felicia Freeman/ Rose Fuentes/ Vacancy 5

Senior Student Information Representatives This team monitors official ADA attendance, reviews ADA and OFSDP attendance by 6-week period to ensure the data is accurate, maintains attendance accounting records, reconciles student membership and absences, reviews manual records/data for Discipline and Leavers/Dropouts, and monitors campus PEIMS data to ensure compliance with TEA requirements. Email Sr. SIR Email Sr. SIR [email protected] Mildred Evans [email protected] Elizabeth Salazar [email protected] Rose Fuentes [email protected] Lisa Shannon [email protected] Patricia Marshall [email protected] Angela Tillmon [email protected] Felicia Freeman [email protected] Tamika Whitmire [email protected] Mechelle Whiting TBD Vacancy [email protected] Berta Garcia TBD Vacancy 6

TSDS PEIMS State Reporting Team This team works with the Sr. Compliance Analysts and Sr. Student Information Reps to ensure that TSDS PEIMS data is accurate and that all data requests are fulfilled in an accurate and timely manner. 7

PEIMS/Core Collections PEIMS Submission 1 PEIMS Fall Snapshot (including student leaver) data, PEIMS Submission 2 Mid-Year (prior year financial Actual) data, PEIMS Submission 3 Summer (school year attendance, discipline, course completion) data, and PEIMS Submission 4 Extended Year (summer program) data, when applicable to the LEA. Residential Facility Tracker (RFT) Special Education Language Acquisition (SELA) The purpose of the RF Tracker Collection is to oversee and monitor the programs provided to students with disabilities who reside in residential facilities (RFs). The collection will report data on the language acquisition of children eight years of age or younger who are deaf or hard of hearing, identified with an auditory impairment or deaf/blind using the following DISABILITY-TYPE codes: ’02’ Deaf-Blindness (Deaf-Blind) or ‘06’ Hearing/Auditory Impairment (Auditory Impairment). ECDS Kindergarten Program Data The data collection includes student demographics, classroom link information, special program data, and assessment data. ECDS Prekindergarten Program Data The data collection includes student demographics, classroom information, and special program data. All data will be submitted by the LEA in the TSDS Collection. Class Roster State Performance Plan Indicator 14 (SPPI-14) The purpose of the Class Roster Collection is to collect the information required to link a student’s assessment results to the teacher who provided the associated instruction. The purpose of the SPPI-14 Collection is to obtain student and parent/contact information for the purpose of sending out the Post-School Outcomes Survey to a random sample of recipients. 8

District PEIMS Process Fatals - Student data will not go to PEIMS until fatal errors are corrected. Special Warnings - The editor indicates that data conditions warrant research and justification. In all probabilities, this is an error; however, some special warnings cannot be corrected (such as a 5-year-old in first grade). Warnings - Data conditions warrant research and justification that this an error. 9

Objectives of FSC and Campus Collaborative Ensure data quality and analysis of data record accountability by establishing guidelines for: Monitoring campus data input Overseeing data correction Verifying accuracy of data 10

Data Integrity PEIMS Coordinator’s Training 11

Data Integrity PEIMS Coordinators, attendance clerks, data entry clerks and SIR’s play an essential role in HISD’s efforts to ensure that all data is timely, accurate and properly documented. In no case should paraprofessional personnel be responsible for determining students coding information for attendance, program placement or special services. 12

Data Integrity Security Access – You must not give your passwords to others. – You must always prevent unauthorized access from your computer when you are away from your desk. – You must not accept a password from others. Security Access rules apply to ALL HISD employees. 13

Data Integrity Consequences for inaccurate records: – Lowering of HISD’s accountability record – Lowering of a school’s accountability rating – Loss of funds to HISD which could impact jobs, salaries, and programs for students – Students may be retained inappropriately – Reprimands from the state 14

Campus Non-Instructional Data Team/Campus PEIMS Coordinator PEIMS Coordinator’s Training 15

Campus Non-Instructional Data Team Every campus must have an identified Non-Instructional Data Team. This team should meet at least once a month to review campus data and be responsible for supporting the 6-week reconciliation report. Campus PEIMS Coordinator (Assistant Principal, Dean, or Instructional Coordinator) Campus Master Scheduler/Student Scheduler Professional Registrar (Secondary only) Student Information Representative (SIR) Attendance Clerk (All) Lead Discipline Data Entry (All) Campus Behavior Coordinator 16

Campus PEIMS Coordinator Responsibilities: 1. Attend scheduled trainings and meetings related to PEIMS program areas. Consult with the Federal State and Compliance Analyst to schedule appropriate training for campus personnel. 2. Collaborate with the principal to designate campus contacts for each data type that impacts, funding, compliance, and accreditation as well as contacts who are responsible for special program content knowledge. 3. Identify, document and supply data reporting timelines and procedures to all personnel affected by them. 4. Keep principal informed as to the accountability and accuracy of all PEIMS data. 5. Oversee the reasonableness and accuracy of data by implementing procedures at the campus to ensure the data that affects funding, compliance, or accreditation is complete and correct by identifying areas of concern and determining corrective action. 6. Work cooperatively with other campus personnel to collect, organize, and format data required for submitting campus PEIMS information in a timely manner. 17

Campus PEIMS / Data Responsibilities Contact list FSC uses this form to contact the appropriate campus staff regarding training, data errors, compliance reviews and TEA data reviews. Data Entry/Clerical staff should not be designated where Certified Professionals are required. 18

Campus PEIMS / Data Responsibilities Contact list Campus PEIMS Coordinator or Principal designee must: 1. Ensure that the form is updated each year by Principal or designee, https://connectteams.houstonisd.org/team/it/ITFORMS/CCF/ layouts /15/start.aspx#/SitePages/Campus.aspx . 2. See Academic Services Memo, https://houstonisd.sharepoint.com/sites/myHISD/ASM/SitePages/iDele gate-Semi-Annual-Access-Review.aspx . 19

Attendance and Membership Updates PEIMS Coordinator’s Training 20

Attendance Updates Asynchronous Attendance - The required amount of instructional time is scheduled each day, and funding is generated when attendance is recorded daily at a locally selected snapshot time. Remote Asynchronous Instruction – Instruction that does not require having the instructor and student engaged at the same time. No Optional Flexible School Day Attendance will be taken during Asynchronous Attendance. All campuses will follow the same guidelines during Asynchronous Attendance (i.e. – On-Time Grad Academy) Campus Attendance Ambassador Team State Reporting and Attendance Procedures Manual 21

Attendance Updates By 10:00 a.m. Teachers will take attendance on the first day of school in PowerSchool Teacher. – Students will be marked either RA (Remote Asynchronous Present) or Absent. Students are present “RA” when 1. Teams: A student attends asynchronous Teams lesson or, 2. HUB (LMS): A student engages on the HUB by – a. Completing an activity/ assignment in HUB or – b. This criterion is only used when updating the previous days absences: Viewing content in the HUB (logging in for X minutes but does not complete the assignment) or, 3. Two-Way Communication: A student engages in a conversation with a teacher of record or SPED resource/co-teacher (cannot be a TA). Between 10:01 a.m. – 2:29 p.m. School Staff will call students marked absent for the current day. By 2:30 p.m. - Update ADA attendance for Students who engaged following Morning Attendance Deadline. - Update ADA attendance for Students who engaged following previous Afternoon Attendance Deadline. 6:00 p.m. - Automated call out reminder for all students who were marked absent in their homeroom period at Afternoon Attendance Deadline to complete assignments for attendance purposes. No Shows will not be posted until Friday, September 11, 2020. 22

New for 2020-2021 PEIMS Data Verification Campuses and Departments will be required to reconcile their data at the close of each six weeks cycle: At the end of each 6-weeks cycle, campuses will be given a 10-day window to correct or enter any data elements. Campus PEIMS Coordinators will work with their non-instructional team to ensure the reconciliation process is complete. Campus Principal /Designee will sign-off on Campus Summary Report. 23

New for 2020-2021 PEIMS Data Verification (Campus) Campus Summary Reports must be generated each 6-week reporting period and reviewed by the Principal or designee for reasonableness. The Campus PEIMS Coordinator/ Principal or Designee should do the following: Scrutinize regular attendance totals and special program attendance totals based on approximate membership, Investigate all data totals that have exceptionally high value or a value of zero, and Compare current-year totals to prior year totals to detect unreasonable differences. 24

New for 2020-2021 Six Weeks Data Verification Timelines Federal and State Compliance will provide more information about the verification process prior to the initial Verification Period. Cycle Cycle Date(s) Verification Period Campus Summary Report (CSR) CSR Signature Page Due to FSC 1 2 3 4 5 6 Sept. 8 – Oct. 16 Oct. 19 –Dec. 4 Dec. 7 – Jan. 28 Feb. 1 – Mar. 12 Mar. 22 – Apr. 30 May 3 – Jun. 11 Oct. 19 – Oct. 30 Dec. 7 – Dec. 18 Jan. 29 – Jan. 12 Mar. 22 – Apr. 2 May 3 – May 14 Jun. 14 – Jun. 25 Nov. 2 Jan. 4 Jan. 13 Apr. 5 May 17 Jun. 28 Nov. 6 Jan. 8 Jan. 19 Apr. 9 May 21 Jul. 2 25

New for 2020-2021 Membership Reconciliation Reconciliation of Teacher’s Roster Information and Attendance Accounting Records - Student Attendance Accounting Handbook 2.3.4 1.Why is the Membership Reconciliation required? Student membership from the teacher’s roster is to be reconciled to the attendance accounting records at the end of the first and fourth six-week reporting periods. The reconciliation is to verify that all students are reported on attendance records and that “no show” students have been purged from the attendance accounting system. 2.What are the key components of the reconciliation process? District personnel are to develop a form to be used at the end of the first and fourth six-week reporting periods to show the total number of students in membership in each teacher’s class during the official attendance period (See Appendix ). The total number of students in membership is to be reconciled to the total number of students listed in attendance accounting records. The district PEIMS coordinator and his or her supervisor must certify this document with their signatures. 3.When should the reconciliation process occur? The reconciliation does not need to be conducted on the last day of the six-week reporting period. However, it should be conducted no later than the final week of the six-week period. The reconciliation should be for the official attendance period (usually second period). Federal and State Compliance will provide campuses with more information about the reconciliati on process later. 26

New for 2020-2021 Data Verification Process for Core Collections (Departments) Federal and State Compliance will use the data verification process below for each collection and/or submission. Special Population Department Email reports with detailed explanations following submission. Send copy of FSC Acknowledgement Form. Federal and State Compliance Review reports and identify any anomalies. Email FSC with questions and concerns. Update data if needed. Sign Acknowledgement form and send to FSC. Address any concerns from department. File Acknowledgement in FSC office. Federal and State Compliance 27

Important Dates and Timelines PEIMS Coordinator’s Training 28

Important Dates September 8, 2020 September 11, 2020 FIRST DAY OF SCHOOL for students.(Virtual) NO SHOWS WILL NOT BE POSTED UNTIL SEPTEMBER 11, 2020. Campuses will receive a document with detailed information prior to the first day of school. Close of School Start Window (Always last Friday in September) September 25, 2020 October 30, 2020 The "School Start Window" is from the first day of school through the last Friday of September. It has been designated by TEA as the timeframe that districts can account for all students in grades 7-12 who attended a Houston ISD last school year and may or may not have returned this school year. Students who did not leave the Texas Education System and did not enroll in another Texas Public School District must be reported as dropouts if they are not located and enrolled before the last day of the "School Start Window". Fall PEIMS Snapshot (Always last Friday in October) 29

Timelines FSC Department has established timelines for all data related to student information and will disseminate these timelines to the schools at the beginning of the school year. The department has developed a system to verify (seedata verification process) the completed tasks. Timelines reflect dates and deadlines for each step of the data management process. Ultimately, schools are responsible for the delivery of student data on the specified due dates. 30

TSDS Collection Due Dates Class Roster Fall submission 10/15/2020 Charter School Waitlist submission 10/30/2020 PEIMS Fall 1st submission 12/03/2020 PEIMS Fall resubmission 01/14/2021 PEIMS Midyear 1st submission 01/28/2021 ECDS Kindergarten submission 01/28/2021 PEIMS Midyear resubmission 02/11/2021 SPPI-14 submission 02/18/2021 Class Roster Winter submission 03/18/2021 31

TSDS Collection Due Dates (Continued) PEIMS Summer 1st submission ECDS Prekindergarten submission 06/17/2021 ECDS Private Prekindergarten submission 06/17/2021 Special Education Language Acquisition 06/24/2021 PEIMS Summer resubmission 07/15/2021 RF Tracker submission 07/29/2021 PEIMS Summer year-round LEAs 08/12/2021 PEIMS Extended Year 1st submission 08/26/2021 PEIMS Extended Year resubmission 09/16/2021 06/17/2021 32

Certify Scorecards PEIMS Coordinator’s Training 33

Certify Scorecards Certify allows for a flexible and varied collection of data validations, called “rules.” The rules can include business rule validations, checks for data consistency and accuracy, and alerts to ensure compliance with state or district policies. Training available at: https://certicasolutions.com/certify-training.html. Available Scorecards: FHSP Scorecard (high schools only), LEP Scorecard, Student Behavior/Discipline Scorecard, Student Information Scorecard, and TSDS PEIMS Scorecards. 34

Certify Student Information Scorecard Click “here” to get to the log on page. 35

Certify Student Information Scorecard Use the same user-ID and password as you do for PowerSchool. 36

Certify Student Information Scorecard Click on the individual number or any specific rule to see the error report. 37

Certify Student Information Scorecard NOTE: You can only open one rule report at a time. 38

Certify Scorecards Campus PEIMS Coordinator or Principal designee must: 1. Ensure that the appropriate staff completes Certify training, 2. Determine which staff will have access to scorecards (Principal or designee) 3. Send access requests or changes to Pablo Martinez, [email protected]. 4. Monitor scorecards daily and oversee correction of errors. 5. Contact your Federal and State Compliance Sr. Analyst with questions. DO NOT CONTACT CERTICA SOLUTIONS. 39

Reports PEIMS Coordinator’s Training 40

Campus Summary Report 1. 2. 3. 4. 5. From the PowerSchool Start Page, click Reports. Select the State tab. Set report and parameters. Select the button for Run Now or Schedule. Click Submit. 41

PowerSchool System Reports 1. From the PowerSchool Start Page, click Reports. 2. Select the System tab. 3. Select the desired report. 4. Set report parameters. 5. Select the button for Run Now or Schedule. 6. Click Submit. Available Reports Attendance, Attendance Tracking and Notification, Discipline, Enrollment, Grades, and more! 42

Attendance Reports PowerTeacher Attendance Report – Run the PowerTeacher Attendance report to verify that all teachers have taken attendance for one, some, or all periods. Absentee Report – Use the Absentee Report to generate single-day, period-byperiod attendance information. This report lists students who match the attendance code(s) you specify. Class Attendance Audit - Use this report to review attendance records for individual teachers. The report looks like a traditional attendance sheet. Student Attendance Audit - Use this report to review attendance records for individual students. ADA/ADM by Student - Use this report to review attendance records for students enrolled during the date range you specify. This report shows the number of days a student is absent or present, even if the school uses meeting attendance only. ADA/ADM by Date - Use this report to compare the number of students enrolled (membership) with the number of students who attended school on a certain day. Use it to check if the school gained or lost students during a certain time. The total number should match the values shown in the ADA/ADM by Student report. 43

Trainings and Open Labs PEIMS Coordinator’s Training 44

Recommended Trainings FSC highly recommends the following annual training for Campus PEIMS Coordinators: Opening of Schools Preparations PEIMS Coordinator’s Training PEIMS Discipline PEIMS Leavers, 6-12 (Secondary schools only) Fall PEIMS Summer PEIMS Summer School TSDS Unique ID/Enrollment Tracking Special Populations CTE, GT, LEP, Special Education, etc. (Training is provided by the respective departments or via the HISD Solution Center.) 45

Trainings and Open Labs Register for FSC Training in OneSource. PEIMS Coordinator’s Training (Fall) Each presenter will host sessions for her assigned schools. Registration is on OneSource. Course Item Fall Dates 1443993 9/21/2020, 10/19/2020 11/16/2020 12/14/2020 Spring Dates 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 Start Time 8:30 AM End Time 11:30 AM Presenter Heidi Cisneros 1443993 9/21/2020, 10/19/2020 11/16/2020 12/14/2020 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 8:30 AM 11:30 AM Latonya Smith 1443993 9/21/2020, 10/19/2020 11/16/2020 12/14/2020 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 8:30 AM 11:30 AM Veda Winfree 46

Trainings and Open Labs PEIMS Leavers Course Name Presenters FC PEIMS Leavers 6-12 FC PEIMS Leavers 6-12 FC PEIMS Leavers 6-12 Pablo Martinez Veda Winfree Pablo Martinez Veda Winfree Pablo Martinez Veda Winfree Date Start End Time Time 9/16/2020 8:30 AM 11:30 AM Course Item 1443993 Session Number 1808928 9/16/2020 1:30 AM 4:30 PM 1443993 1808929 9/17/2020 8:30 AM 11:30 AM 1443993 1808930 Discipline Open Labs September 24, 2020, 8:30 am-12:30, Teams Meeting (New Clerks) September 29, 2020 8:30 am-12:30, Teams Meeting (Returning Clerks) TSDS Unique ID/ Enrollment Tracking (ET) TSDS Unique ID/ ET (Enrollment Tracking) Monthly Labs: TSDS UID/ET coming soon 47

HISD Connect/ PowerSchool (SIS) Training SIS Training Website ( https://connect.houstonisd.o rg/IT/SitePages/SIS%20Traini ng.aspx ) IT Security and Access Forms https://houstonisd.sharepoin t.com/sites/DEPTS/InfoTech/ SitePages/ITForms.aspx Course Item# Description HC Elementary Master Schedule 1441023 Participants will learn the Elementary Master Schedule process. HC Office Attendance 1441045 Participants will learn how to set up attendance preferences, manage attendance, and run attendance reports. HC Online Elementary Master Schedule 1443001 Participants will learn the Elementary Master Schedule process. HC Secondary Master Schedule 1441022 In this two day back to back course. Master Schedulers will learn the HISD Connect Secondary Master Schedule process. **PLEASE NOTE THAT THIS IS A CONSECUTIVE 2-DAY COURSE. ALL ATTENDEES MUST ATTEND BOTH DAYS (CONSECUTIVELY) IN ORDER TO RECEIVE CREDIT. ** HC Online Secondary Master Schedule 1442183 Secondary Master Schedulers will learn the HISD Connect Secondary Master Schedule process. HC Online Student Scheduler 1441334 Secondary Student Schedulers will learn how to enter, review, request, and how to place students into courses and learn the Walk-in Scheduler process. HC Registration and Enrollment 1441048 Participants will learn how to enroll new and pre-registered students, enter student information, work with student contacts, transfer students out, re-enroll students, link to family demographic information, and avoid duplicating student data, schedule new students and manage student schedules. HC HISD Connect Overview 1441044 Participants will learn about HISD Connect and the various navigation and functions of the Start Page, perform searches for students, teachers, groups, and how to use basic report printing functions. This course is a web version of the virtual sessionOneSource Code 1443088. HC HISD Connect Overview-Webinar 1443088 Basic navigation and functions of the main menu, how to perform searches for individuals and groups, and how to use basic report printing functions. ** Identical to Course 1441044 HC HISD Connect Overview** HC Principal/Campus Leadership 1442119 This course is designed for campus principals and their leadership teams to become proficient in HISD Connect and to be able to navigate and utilize the data in the system to make data driven decisions for the students and staff at their campus. A brief overview of PowerTeacher Pro will also be shown. HC Online Principal/Campus Leadership 1443118 This online course is designed for campus principals and their leadership teams to become proficient in HISD Connect and to be able to navigate and utilize the data in the system to make data driven decisions for the students and staff at their campus. HC Elementary PowerTeacher Pro 1441065 Elementary teachers will learn how to navigate and use features of the gradebook. HC Secondary PowerTeacher Pro 1441053 Secondary teachers will learn how to navigate and use features of the gradebook. 48

Resources PEIMS Coordinator’s Training 49

Resources Federal and State Compliance Department, https://www.houstonisd.org/Page/58634 Discipline Forms and Documents https://www.houstonisd.org/Page/61625 Federal/State Reporting and Attendance Procedures Manual HISD School Guidelines Leaver Forms and Documents, https://www.houstonisd.org/Page/68125 TEA Student Attendance Accounting Handbook (SAAH), https://tea.texas.gov/finance-and-grants/financial-compliance/student-attendance-accountinghandbook The Student Attendance Accounting Handbook (SAAH) contains the official attendance accounting requirements that all public school districts and open-enrollment charter schools in Texas must meet. Texas Student Data System (TSDS), http://www.texasstudentdatasystem.org/TSDS/About/ The Texas Student Data System (TSDS) is a statewide system for collecting and reporting education data for publicly funded schools in the State of Texas. 50

Resources Academic Service Memos, Academic Services Memos https://houstonisd.sharepoint.com/sites/myHISD/ASM/SitePages/Academic-Service-Mem os.aspx . Online Student Enrollment and Information https://www.houstonisd.org/enroll Student Discipline Department, https://www.houstonisd.org/Domain/15184 Education Code Chapter 37. Discipline; Law and Order HISD Code of Student Conduct DAEP/JJAEP Forms Technology Department SIS Training Website (https://connect.houstonisd.org/IT/SitePages/SIS%20Training.aspx) Forms, https://houstonisd.sharepoint.com/sites/DEPTS/InfoTech/SitePages/ITForms.aspx SIS On-Line Support for PowerSchool (HISD Employee Portal) Project SIS News Line (via email) 51

Contact Information Veda Winfree, Sr. Compliance Analyst Phone: 713-556-6769 Email: [email protected] Wanda Thomas, Sr. Manager Phone: 713-556-6753 Email: [email protected] 52

Thank you! Dates: August 28, 2020 August 31, 2020 September 2, 2020 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst