Teacher Signature… • ADA teacher signs to verify the student is physically present or the teacher with whom the student is physically present with at the time. HOUSTON INDEPENDENT SCHOOL DISTRICT
Color Coded Cards should be filed in Attendance Office for all students present on the first day of school Attendance Clerk should cut top right corner of color coded card diagonally for all students who enrolled on the 1 st day of school. HOUSTON INDEPENDENT SCHOOL DISTRICT
Attendance Clerk must record Withdrawals, Return Entries, ADA code changes and Homebound or PRS Information on this card under FOR OFFICE USE ONLY HOUSTON INDEPENDENT SCHOOL DISTRICT
The back of the Color Coded Card should only be used if there is no more room to record withdrawals, return entries or ADA code changes on the front of the card under FOR OFFICE USE ONLY. DO NOT RECORD ABSENCES ON THE BACK OF THIS CARD HOUSTON INDEPENDENT SCHOOL DISTRICT
Color Coded Cards should be filed in Attendance Office for all students enrolled throughout the 2015-2016 School Year DO NOT CUT THE CORNER OF THE CARD FOR STUDENTS WHO ENROLL AFTER THE 1 ST DAY OF SCHOOL HOUSTON INDEPENDENT SCHOOL DISTRICT
DEMOGRAPHIC LABELS Run H_Permanent Record Demographic Label - ES and MS Use 5161 Avery Labels or equivalent label stock HOUSTON INDEPENDENT SCHOOL DISTRICT
First Day Membership Form 31
Daily Membership Transaction Log Designated PK Centers & JJAEP Only 32
Federal and State Compliance Elementary & Secondary Data Information Pablo Martinez, Sr. Compliance Analyst HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Federal and State Compliance Elementary & Secondary Data Information Pablo Martinez, Sr. Compliance Analyst HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Data and Attendance Team Pablo Martinez – Sr. Compliance Analyst 713-556-6760 Mildred Evans – Sr. Student Information Rep. 713-556-8813 Rose Fuentes – Sr. Student Information Rep. 713-556-6765 Toni King – Sr. Student Information Rep. 713-556-6773 Patricia Marshall – Sr. Student Information Rep. 713-556-6754 Cynthia Morales – Sr. Student Information Rep. 713-556-6756 Elizabeth Salazar – Sr. Student Information Rep. 713-556-6772 Lisa Shannon - Sr. Student Information Rep. 713-556-6766 Angela Tillmon – Sr. Student Information Rep. 713-556-6762 Jennica Vasquez – Sr. Student Information Rep. 713-556-6776 Tamika Whitmire – Sr. Student Information Rep. 713-556-6774 35
PEIMS Important Fall Dates - Close of school-start window – September 30, 2016 What is the "School Start Window"? 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 we are allowed to account for all students in grades 7-12 who attended 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". 36
PEIMS Important Fall Dates - Continued - Fall and Summer PEIMS Training – See training schedule included - Snapshot Date – Last Friday in October – October 28, 2016 - EDIT+ Access – for PID/PET only - contact Rafaela Rivera - Phone: 713-556-6474 PEIMS Contact List – Memo to Principals is posted online 37
ENROLLMENT Verification of Address – use on-line School Zone Search Tool & check Transfer Database Birth Certificate (preferred but not required) or proof of identity statement of the child’s date of birth issued for school admission purposes by the division of the Texas Department of State Health Services responsible for vital statistics driver’s license passport school ID card, records, or report card military ID hospital birth record adoption records church baptismal record any other legal document that establishes identity Immunizations – 30-day provisional enrollment for student transferring from another district; or Student with 1 st series completing next required doses as rapidly as is medically – feasible 38
ENROLLMENT A student who is homeless as defined by the McKinney-Vento Homeless Education Act shall be admitted into HISD Enrollment forms print from Chancery SMS – Insurance Question is optional Student Residency & Assistance Questionnaire (homeless) Foster Care Required Info Home Language Survey 39
ENROLLMENT Verify if student has local ID number in Chancery Access PEIMS Edit+ to check to see if the student is listed in the Person Identification Database (PID) and to make sure the correct PEIMS ID number is used. Essential when enrolling student from out of district Helps avoid PID errors Try to get Social Security Number Stapling enrollment documents in back of cumulative folder helpful in future (PID errors, audits, etc.) 40
ENROLLMENT Opening of School Reminders - Thorough District Search in Chancery and PID - ADA Eligibility Code - Attribution/Campus of Residence - Transfer Exception Reason - Verify include in PEIMS box is checked - Students Released by FSC through FSC@houstonisd.org from 8/08/2016 until 08/19/2016 41
Membership Reporting Beginning 8-22-2016 An application will be available for reporting membership figures in ALL schools by grade level beginning the week of 8/22/2016. Authorized staff will log in to the HISD Employee Portal by 11:00 am and click on Membership Reporting on the HISD Applications Links list to access the system. Please refer to the Memo to Principals about Membership Figures for the School Year 2016-2017 for all dates on membership reporting. ◦ A primary user and an alternate should be designated by the principal for inputting data. 42
MEMBERSHIP REPORTING FOR 2016-2017 43
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Chancery Coding of State Comp Ed/At-Risk/Homeless HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
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LEAVERS Appendix D – Leaver Reason Code and Documentation Requirements. http://castro.tea.state.tx.us/tsds/teds/2017A/teds- appD.pdf School Start Window – This is the period between the first day of school and the last Friday in September. Leaver Trainings – See training schedule included. 55
All Discipline Forms are located on the Federal and State Compliance Website – http://www.houstonisd.org/Domain/8334 Discipline Reporting 56
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Federal and State Compliance PID/PET Information Cathleen Freeman, Sr. Compliance Analyst Rose Gamboa, Sr. Student Information Rep HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Searching the PID by SSN or State Alt-ID *Always search the PID first before enrolling a student in Chancery* You can search a student in the PID with: • Social Security Number • State Alternate ID Logon to TEAL. Go to your TEASE user account formerly known as Edit+. • Select “PID Search” • Enter student’s Social Security Number or State Alternate-ID. • Select “Search” • A list of students will appear, search for your student. 60 HOUSTON INDEPENDENT SCHOOL DISTRICT
Searching the PID by Student Name *Always search the PID first before enrolling a student in Chancery* You can search for a student in the PID with: • First Name - enter part or all of the first name • Last Name - enter part or all of the last name • Always use an asterisk (*) after the names. (this will give you more options, perhaps the student has a double last name in another district or could have a different last name due to adoption…) • Select “PID Search” • Enter the students information , part or all of the student’s name; if last name is Garcia enter- Garc* or if last name is Gonzalez enter - Gonzale* • Select “Search” • Select student’s name from the list that emerges. 61
Once You Have Located the Student CHECK the PET PET Event History for JUAN GARCIA Student ID: xxx-xx-xxxx Date of Birth: 11/18/0000 Gender: Male Ethnicity/Race: I,H *Any student assigned an alternate number must be researched to ensure they have not been previously enrolled with a SSN. 62
TSDS PID/PET Training Dates Ryan Center 4001 Hardy Learning Course # Pending 4 Scheduled Offerings Monday, September 19, 2016 – 9:00-11:00 at Ryan Monday, September 19, 2016 – 1:00-3:00 at Ryan Monday, October 17, 2016 – 9:00-11:00 at Ryan Monday, October 17, 2016 – 1:00-3:00 at Ryan 63
TSDS PID/PET Open Lab Hattie Mae White – 2C07 Learning Course # Pending 4 Scheduled Offerings Monday, October 03, 2016 – 8:00 AM - 12:00 PM Monday, December 5, 2016 – 8:00 AM - 12:00 PM Monday, January 9, 2017 – 8:00 AM - 12:00 PM Monday, February 6, 2017 – 8:00 AM - 12:00 PM 64
Federal and State Compliance Compliance Monitoring Information Veda Winfree, Sr. Compliance Analyst HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Compliance Monitoring Team Our T e a m: Veda Winfree, Sr. Compliance Analyst, vwinfree@houstonisd.org Cathleen, Freeman, Sr. Compliance Analyst, cfreeman@houstonisd.org Irma Hasnain, Sr. Compliance Analyst, ihasnain@houstonisd.org Natasha Hogan, Sr. Compliance Analyst, jmccoy@houstonisd.org Joyce Jones, Sr. Compliance Analyst, Jjones8@houstonisd.org Latonya Smith, Sr. Compliance Analyst, lsmith3@houstonisd.org What We Do: Collaborate with district subject matter experts to develop and implement compliance monitoring procedures. Verify the accuracy and reasonableness of digital data and physical records. Supervise collection and review of campus records for Performance Based Monitoring Analysis System (PBMAS) and Region IV audits.
Complia nc e Monitoring Proc e ss Review Reports • Run audit reports from Chancery. • Select records for review. Monitor Continuously Schedule Visit/ Request Records Analyze Statistics for Trends • Email staff from Campus PEIMS Contact List. • Provide records list for review. Conduct Review Follow Up • Check records based on • Campuses with < 80% approved procedures. compliant records. • Document findings. • Support for novice PEIMS coordinators. Share Findings • Meet with PEIMS contact to discuss findings. • Sign, date and provide PEIMS contact with copy of report.
F a ll Se me ste r – Complia nc e Re vie ws Leaver Records (non-98 and non-graduate codes only) Prekindergarten RESOURCES ON (Low SES, foster care, homeless, LEP, NSLP and FSC WEBSITE military) RESOURCES • Leaver Review Preparation and Frequently Asked Questions Guide Exit Information/Leaver Code • FSC website: Assignment Form Prekindergarten Review • Leaver Code Change Form Preparation Guide • L66 CPS Withdrawal Chancery: H_PK Audit FormOral Statement Form Eligibility report • Home School Questionnaire • PEIMS Appendix D
Spring Se me ste r – Complia nc e Re vie ws Discipline Records (folders with PEIMS mandatory G/T Records placement events) (folders, the Chancery GT Roster and the G/T LEP Records Professional Development RESOURCES ON Form) (folders and the LPAC binder) FSC WEBSITE RESOURCES • Discipline Review RESOURCES Preparation and Frequently Asked Questions Guide • FSC website: GT • FSC website: LEP • Discipline Referral Review Preparation Review Preparation Form Parent Guide Chancery: Guide Chancery: H_LEP Notification Letters H_GT Audit Review Audit Review Report Report • PEIMS Appendix E
Discipline Folders – Required Documents 1. Discipline Referral • REQUIRED for Every Student that is REMOVED from his/her instructional setting. • All referral forms must include: student demographic information, description of incident, Chancery incident number, PEIMS Reason and Action codes, days and dates assigned for consequences, campus of accountability, campus of assignment, police incident number (if applicable to offense), and administrator’s signature and date (ink only). AND 2. Supporting documentation as outlined below: In-School Suspension • Parent Notification Letter - signed and dated by an administrator. (ISS) (See letters on the Federal and State Compliance website.) Out of School • Parent Notification Letter - signed and dated by an administrator. Suspension (OSS) (See letters on the Federal and State Compliance website.) • DAEP Parent Notification Letter. (See letters on Student Discipline website.) District Alternative Education Program • Copy of Online DAEP Referral Application. (DAEP) • Copy of approval/rejection email from the DAEP administrator. Juvenile Justice • JJAEP Parent Notification Letter(s). (See letters on Student Discipline Alternative Education website.) • Copy of Online JJAEP Referral Application. Program (JJAEP)
Leavers Folders – Required Documents 1. Exit Information/Leaver Code Assignment Form or Leaver Code Change Form – REQUIRED for Every Student, grades 7- 12, that withdraws from HISD with one of the leaver coders in PEIMS Appendix D. • All Leaver forms must include: campus name, student demographic information, leaver code, and administrator’s signature and date (ink only). Administrators must determine coding. AND 2. Supporting documentation – must be attached behind each leaver form. ALL documentation must meet PEIMS Appendix D requirements. Gentle Reminders……. Read and become familiar with leaver codes and documentation in PEIMS Appendix D. Use the most recent HISD-approved forms only. Type or complete forms in ink. No signature stamps. Do not enter data in Chancery without a leaver form signed and dated by an administrator AND sufficient documentation. Never use correction tape/fluid to revise documents.
Resources on the FSC website, – Compliance Monitoring page, http://www.houstonisd.org/Page/62515 – Discipline Reporting page, http://www.houstonisd.org/Page/61625 – Leaver Reporting page, http://www.houstonisd.org/Page/68125 72
Federal and State Compliance WHAT’s New? • District Calendars, Important Dates, and UIL Reporting Dates • School Guidelines • TREx • Records Counseling and Student Support Cynthia Nemons, Manager HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
2016-2017 District Calendars Academic Calendar District Early Important Dates Dismissal Days Report Card UIL Grade Dates Reporting Dates 74
School Guidelines Assistance Cynthia Nemons, Manager 713-556-6744 Allease Shepard, District Registrar 713-556-6744 Yahaira Campble, District Counseling Specialist 713-556-6744 75
TREx Access • New or Switching Schools • Email Cynthia Nemons • TEA resets password TEA Online Tutorials • TREx Training (http://www.tea.state.tx.us/index4.aspx?id=3847) • HISD trainings (online and face-to-face) supplement TEA online modules HISD Trainings • Online trainings are on going. • Face-to-Face trainings are reserved • August 9 th , September 15 th, October 7th and November 3 rd . • Email Allease Shepard 76
TREx Support Cynthia Nemons CNEMONS@houstonisd.org 713-556-6744 TEA TREx Training Website http://www.tea.state.tx.us/index4.aspx ?id=3847 Chancery & TREx Allease Shepard Stephanie Hooks ashepard@houstonisd.org SHOOKS@houstonisd.org 713-556-6744 713-556-6744 77
Student Records Assistance Cynthia Nemons, 713-556-6744 Allease Shepard, 713-556-6744 Stephanie Hooks, 713-556-6744 78
State Com Ed At Risk/Homeless/Foster Care Lisa Jackson Tanya Hinojosa HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Student Information System Frank Williams, III HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Office of School Choice Margarita Aguilar, Manager Student Transfer HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Health and Medical Services Gwendolyn Johnson, Manager HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Dropout Prevention Beatrice Marquez, Director HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
Migrant Education Program Title I, Part C Presenter: David Glaesemann Migrant Program Specialist HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT
What is the Migrant Education Program (MEP) Provides supplemental Federal-funded resources to local program (Title education agencies to I, Part C) provide supplemental services to migrant children Conducts identification and recruitment of potential migrant students 85
Goal of the Migrant Education Program (MEP) To help migrant students succeed in school and to successfully transition to post-secondary education or employment and to overcome the challenges of: ✔ mobility, ✔ cultural and language barriers, ✔ social isolation, and ✔ other difficulties associated with a migratory lifestyle. 86
Determining Eligibility Where • Did the family move due to economic necessity from one school district to another? Who • Is the child under the age of 22? • Is the child lacking a U.S. issued high school diploma or General Educational Development (GED) certificate? • Is the child, or does the child have a parent, guardian or a spouse who is, a migratory agricultural worker or migratory fisher? When • Did the child move on his/her own or move to accompany, or join a parent, spouse or guardian, within the preceding 36 months? 87
Determining Eligibility Why • Was one of the purposes of the move to seek or obtain qualifying work? What • What is the qualifying seasonal employment or temporary employment in agricultural or fishing work? Note: • It is the migrant child who will benefit from the MEP, and it is the child who must make a qualifying move. • Children qualify because either they are performing qualifying work after moving, or because they have moved with a parent or guardian who is engaged in qualifying work. 88
Who is a Migrant Student? Any child under the age of 22, whose parent, spouse, or guardian is a migratory agricultural worker or a migratory fisher and who has moved: ✔ within the last 36 months, ✔ across school district or state lines, ✔ to obtain or seek temporary or seasonal employment in agricultural or fishing industries as the principal means of livelihood. 89
Out of School Migrant Youth Out of School Youth (OSY) is a child up through age 21 who is entitled to a free public education and who meets the definition of a migrant student, but who is not currently enrolled in a K-12 school. This could include: ✔ students who have dropped out of school, ✔ youth who are working on a general education development (GED) credential outside of a K-12 school, ✔ youth who are “here-to-work” only. 90
Emancipated Migrant Youth Emancipated youth is a child not older than 21 years of age, who is no longer under the control of a parent or guardian, who is solely responsible for his or her own welfare and eligible for the MEP. 91
Priority for Services (PFS) Migrant Student Priority for Services must be served first before any other eligible migrant student can be served due to the following reasons: ✔ Are in grades 3-12 and have failed one or more sections of the STAAR ✔ Whose education has been interrupted during the regular school year ✔ Are in grades K-2 and have been designated as LEP or who have been retained 92
Challenges of a Migrant Student ✔ Schooling can be frequently interrupted as their families move in search of work. ✔ Students fail or dropout due to circumstances which arise from their situation. 93
Benefits of Migrant Education Program ✔ To increase educational resources available to migrant students. ✔ Students gain new resources to adjust to a new school and keep up academically, thus lessening the negative educational consequences associated with migration. 94
Supplemental Services for Migrant Students ✔ School supplies and clothing vouchers ✔ Tutors for identified priority migrant students ✔ Stepping Stones (home-based program for three and four year old children) ✔ Monitoring of academic achievement ✔ Parent Meetings 95
Supplemental Services for Middle School Migrant Students ✔ Provide mentoring programs to develop learning and study skills ✔ Provide homework assistance ✔ Increase school’s staff awareness to implement appropriate interventions for academic and nonacademic concerns ✔ Provide supplemental information to parents on how to collaborate with school staff 96
Additional Services for High School Migrant Students ✔ Online course and Credit-by-Exam ✔ Vouchers for night/weekend high school tuition at Houston Community College ✔ University of Texas Austin Correspondence Courses ✔ Migrant Scholarships ✔ College Assistance Migrant Program (CAMP) ✔ Tutors for at risk students 97
Identification Process ✔ Federal and state laws require that all school districts identify and recruit migrant students. ✔ Students living within the Houston ISD school boundaries are identified and recruited by the MEP recruiters according to the eligibility criteria. 98
Identification Process ✔ Houston ISD assists the state in identifying students who may qualify for the Migrant Education Program by using the Family Survey. (http://www.houstonisd.org/Page/58561) ✔ At the beginning of the school year, campuses include a copy of the Family Survey with their enrollment packet and to new students enrolled throughout the school year. 99
Identification Process Family Survey 100
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