PEIMS Coordinators Training for Federal and State Compliance
This training session covers topics such as data integrity, campus roles and responsibilities, fall PEIMS timeline, data verification, and more to ensure accurate and timely data submission for Federal and State compliance in educational settings.
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Presentation Transcript
PEIMS Coordinators 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 Date: October 26, 2020 Revised
Virtual Meeting Norms 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 Data Integrity Campus Roles and Responsibilities School Start Window Fall PEIMS Snapshot 2020-2021 Fall PEIMS Timeline Crisis Code Mini Submission Weekly Data Monitoring and Validation Process Six Weeks Data Verification Reports 2020-2021 Report Card and Progress Report Dates Upcoming Trainings Resources 3
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. 4
Campus Roles and Responsibilities Schools are responsible for: Submitting current, complete, and accurate data. Correcting all errors found during the Fall PEIMS submission on or before the due dates set by Federal and State Compliance. 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. CampusPEIMS 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 5
Campus Roles and Responsibilities Campus PEIMS Coordinator: 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. 6
School Start Window The 2020-21 School-Start Window for returning students is extended and remains open through Friday, October 30, 2020. The extension of the window is effective statewide to accommodate local education agencies that have opened late because of the COVID-19 pandemic. The school-start window extends from the first day of school through October 30, 2020 the last Friday in October. Students served in the prior year must return to school by the end of the School-Start Window to not be considered leavers. Campus staff must continue to research student leavers until the deadline given by FSC. The PEIMS Leaver materials contain important information for campus leaver contacts: PEIMS Leaver Training PowerPoint (REVISED 9/16/2020) PEIMS Leaver Documentation Requirements by Leaver Code PEIMS Leaver Documentation Guidelines and Requirements UPDATING PREVIOUS YEAR LEAVERS & DROPOUTS 7
Fall PEIMS Snapshot The PEIMS Fall snapshot (as-of) date is the last Friday in October (Oct. 30). Snapshot data includes students and staff that are active of October 30. Snapshot does not include: Data for students that enrolled after Oct. 30, 2020 Data for staff that were hired after Oct. 30, 2020 See Fall PEIMS Important Dates memo, https://houstonisd.sharepoint.com/sites/myHISD/ASM/SitePages/2020-2021- TSDS-Fall-PEIMS-Important-Dates.aspx. 8
Fall PEIMS Snapshot During the Fall Submission of the TSDS PEIMS, the following types of data are collected for students and staff members as of the TSDS PEIMS Snapshot date October 30, 2020. At-risk Bilingual/ESL/LEP Career & Technical Education (CTE) Course Information Dyslexia ECHS Indicator Early Reading Indicator Economic Disadvantage Enrollment/Membership (ADA Codes) Foundation High School Program (FHSP) Foster Care, Gifted & Talented Graduates/Leavers/Dropouts for prior year Home Language Homeless/Unaccompanied Youth Migrant Program Military Connected Pre-Kindergarten Program Refugee Unschooled Asylees Special Education Staff Records Student Demographics Student Language T-STEM Indicator, Teacher Class Assignments Teacher Monthly Minutes Title I 9
Houston ISD- Submission 1 2020-2021 Fall PEIMS Timeline DATE EVENT November 2020 Campuses - Sub 1 Fall PEIMS Deadline to complete all entries/errors on HISD Connect to be included in Sub 1. Friday, Nov. 6, 2020 Thursday, Nov. 19, 2020 Sub 1 Fall PEIMS Due to Region 4. Nov. 23 Nov. 27, 2020 Thanksgiving Break December 2020 Thursday, Dec. 3, 2020 Sub 1 Fall PEIMS Due to TEA. Dec 21 - Jan 1, 2021 Winter Break Campuses - Sub 1 Fall PEIMS Resubmission deadline to complete all entries/errors on HISD Connect. January 2021 Thursday, Dec. 10, 2020 Thursday, Jan. 7, 2021 Sub 1 Fall PEIMS Resubmission Due to Region 4. Thursday, Jan. 14, 2021 Sub 1 Fall PEIMS Resubmission Due to TEA. 10
Coming Soon Crisis Code Mini Submission Our second Crisis Code mini submission will capture students that were enrolled in Houston ISD as of 10/30/2020. Campuses will receive information soon regarding this collection. Campuses will be expected to: 1.Review their lists to ensure that all eligible students were captured and to notify their FSC Sr. SIR of any discrepancies. 2.Sign an Acknowledgment Form to verify that the student list is correct (Campus PEIMS Coordinator and SIR). 3.Return the signed Acknowledgment Form to their assigned Federal and State Compliance Sr. SIR by a date TBD. This submission will be due to TEA on Nov. 6, 2020 11
Weekly Data Monitoring and Validation Process State Reporting Team will send the validation errors to the Sr. Compliance Analyst. This process will occur on Mondays and Thursdays. The Sr. Compliance Analyst will distribute to the FSC Sr. SIRs, Departments and PEIMS Coordinators. Sr. Compliance Analyst and Sr. SIRs will work with campuses and departments to ensure that errors are being addressed and cleaned up each week. The FSC Sr. SIRs will distribute to the campus SIRs. 12
Weekly Data Monitoring and Validation Process Campuses should check the following reports weekly during each six-week cycle: PEIMS Error Check Students Not Enrolled Courses/Periods Student Program Indicator Report ADA Enrollment Count Report Certify Scorecards Potential Drop-out Report Student PEIMS Graduate Verification Report Student PEIMS Leaver Verification Report Class ID/Unique Section Code Verification Report Enrollment/Withdrawal Verification Report 13
Six Weeks 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. Any ongoing FATALS must be cleared by the end of each 6 weeks period. Campuses must verify data by running the Campus Program Indicator Report and comparing it to the District Progress Report generated by On Data Suite. FSC will provide the District Progress Report to the PEIMS Coordinators. 14
Six Weeks Data Verification Timelines Campus Summary Report (CSR) CSR Signature Page Due to FSC Cycle Cycle Dates Verification Period Sept. 8 Oct. 16 Oct. 19 Oct. 30 Nov. 2 Nov. 6 1 Oct. 19 Dec. 4 Dec. 7 Dec 18 Jan. 4 Jan. 8 2 Dec. 7 Jan. 28 Jan. 29 Feb. 12 Feb. 13 Feb. 19 3 Feb. 1 Mar. 12 Mar. 22 Apr. 2 Apr. 5 Feb. 19 4 Mar. 22 Apr. 30 May 3 May 14 May 17 May 21 5 May 3 Jun. 11 Jun. 14 Jun. 25 Jun. 28 Jul. 2 6 15
Acknowledgment Forms/Signature Pages Once the data has been verified the campus will run the following reports and submit the signature pages to Federal and State Compliance by the designated due dates: Campus Summary Report Student Detail Report Student Program Indicator Report Leaver Verification Report In addition, campuses must complete and submit the Six Weeks Data Verification - Acknowledgment Campus Form (due each six weeks) and the Campus PEIMS Coordinator s Checklist & Acknowledgment Form. The Checklist and Acknowledgment form is due as follows: Checklist and Acknowledgment Form Due to FSC Checklist and Acknowledgment Form Due to FSC Checklist and Acknowledgment Form Due to FSC April 23, 2021 November 6, 2020 February 19, 2021 May 14, 2021 January 8, 2020 March 12, 2021 June 4, 2021 January 29, 2021 April 5, 2021 16
Campus Summary Report From the Reports panel, select District Reports (Tip: State Reports if you do not see the report under the District section) PEIMS Click on Campus Summary Scroll down to Report Period 1st Six Weeks is defaulted Do not change anything 17
Potential Dropouts Click on Potential Dropouts Change the School Start Window to 10/30/2020 18
Student PEIMS Leavers Click on Student PEIMS Leavers Change the School Start Window to 10/30/2020 19
Master Schedule /Teacher Verification Campuses can run the following report to check for placeholders in their master schedule. Placeholders will impact the Class Roster Collection 1.From Power School Home page click on State Reports>Class ID/Unique Section Code Verification Report 2.Highlight the campus name and click submit to run the report without changing any fields. 24
Class ID/Unique Section Verification Report The output of this report is both PDF as you see below and excel so that it can be manipulated. 25
Class ID/Unique Section Verification Report PDF or Excel 26
Enrollment Withdrawal Verification Report 27
Student PEIMS Graduate Verification Report 28
2020-2021 Report Card and Progress Report Dates 29
PEIMS Coordinator Trainings Register for FSC Training in OneSource. Each presenter will host sessions for her assigned schools. Course Item Fall Dates Spring Dates Start Time End Time Presenter 1443933 11/16/2020 12/14/2020 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 1/11/2021 2/15/2021 3/8/2021 4/19/2021 5/17/2021 8:30 AM 9:30 AM Latonya Smith 1443933 11/16/2020 12/14/2020 9:30 AM 10:30 AM Heidi Cisneros 1443933 11/16/2020 12/14/2020 10:30 AM 11:30 AM Veda Winfree 30
A PEIMS Coordinator must BE A multi-tasker that knows how to prioritize Dependable Detail oriented Energetic / go-getter Have Basic computer / technology skills Excellent communication and interpersonal skills Demonstrate Integrity when overseeing massive amounts of confidential information. Flexibility when working with others to meet established timelines. What other qualities are necessary to be an effective PEIMS Coordinator? 31
Resources Academic Service Memos https://houstonisd.sharepoint.com/sites/myHISD/ASM/SitePages/Academic-Service-Memos.aspx. Online Student Enrollment and Information https://www.houstonisd.org/enroll SIS/HISD Connect Training and Information SIS Training Website (https://connect.houstonisd.org/IT/SitePages/SIS%20Training.aspx) IT Security and Access Forms https://houstonisd.sharepoint.com/sites/DEPTS/InfoTech/SitePages/ITForms.aspx 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 HISD Connect(HISD Employee Portal) Project SIS News Line (via email) 32
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-accounting-handbook 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. 33
Federal and State Compliance Team Name Wanda Thomas, Sr. Manager Heidi Cisneros, Sr. Compliance Analyst Vacant Lisa Shannon, Sr. Student Information Representative Vacant Berta Garcia, Sr. Student Information Representative Phone 713-556-6775 Email wthomas1@houstonisd.org 713-556-6758 Heidi.Cisneros@houstonisd.org 713-556-6766 lshanno1@houstonisd.org 713-556-6753 bgarcia3@houstonisd.org 713-556-7657 lsmith3@houstonisd.org Latonya Smith, Sr. Compliance Analyst Angela Tillmon, Sr. Student Information Representative 713-556-6762 atillmo1@houstonisd.org 713-556-6753 mwhiting@houstonisd.org Mechelle Whiting, Sr. Student Information Representative 713-556-6774 713-556-6753 713-556-6769 713-556-8813 twhitmir@houstonisd.org mtejada@houstonisd.org vwinfree@houstonisd.org mevans7@houstonisd.org Tamika Whitmire, Sr. Student Information Representative Marina Tejada, Sr. Student Information Representative Veda Winfree, Sr. Compliance Analyst Mildred Evans, Sr. Student Information Representative 713-556-6757 ffreeman@houstonisd.org Felicia Freeman, Sr. Student Information Representative 713-556-6765 rfuentes@houstonisd.org Rosemary Fuentes, Sr. Student Information Representative Rachel Betancourt, Sr. Student Information Representative 713-556-6753 Rbentac2@houstonisd.org 34
State Reporting Team Name Sr. Manager of State Reporting - Vacant Phone TBD Email TBD Irma Hasnain, Sr. Compliance Analyst Nancy Cintron, Sr. Compliance Analyst 713-556-6759 713-556-6767 ihasnain@houstonisd.org ncintron@houstonisd.org Pablo Martinez, Sr. Compliance Analyst 713-556-6760 pmartine@houstonisd.org Arian Sadri, Student Info and Report Analyst Rosa Gamboa, Sr. Student Information Representative 713-556-6753 Arian.Sadri@houstonisd.org 713-556-6753 rgamboa@houstonisd.org 35
Questions? 36
Thank you! Date: October 26, 2020 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst
