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School Year Calendar and minutes reporting

Simple Solution. Brighter Futures. School Year Calendar and minutes reporting. July/August 2018. Presented by: Diana Perez. CONTENTS School Year Minutes (HB 2442) Juvenile Justice Alternative Education Program (JJAEP) Calendars Holding School on Memorial Day (HB 441).

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School Year Calendar and minutes reporting

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  1. Simple Solution. Brighter Futures. School Year Calendar and minutes reporting July/August 2018 Presented by: Diana Perez

  2. CONTENTS School Year Minutes (HB 2442) Juvenile Justice Alternative Education Program (JJAEP) Calendars Holding School on Memorial Day (HB 441)

  3. HB 2442 Minutes – Background HB 2610 (84th Legislative session) revised TEC 25.081 to require school districts to provide at least 75,600minutes of instruction for students. Prior to 2015-2016, school districts were required to provide 180 days of instruction. HB 2442 (85th Legislative session) revised the requirements for minutes of operation by adding special program requirements for minimum instructional minutes and days of operation.

  4. HB 2442 Minutes – Background HB 2442 does allow for certain charter schools to operate on the basis of days instead of minutes. (Open-enrollment charter schools granted a charter before January 1, 2015) Juvenile Justice Alternative Education Programs (JJAEPs) are required to operate on the basis of 180 days. TEC 37.001(f) This will be discussed in more detail.

  5. E1600 INSTRUCTIONAL-PROGRAM-TYPE (New) • INSTRUCTIONAL-PROGRAM-TYPE (E1600) indicates the type of attendance program associated with this calendar. Each unique instance of a campus calendar track must be associated with an INSTRUCTIONAL-PROGRAM-TYPE. For example, if a campus has both a pre-kindergarten calendar track following 32,400 instructional minutes and a regular program track following 75,600 operational minutes, then each calendar will be reported separately with a unique INSTRUCTIONAL-PROGRAM-TYPE.

  6. E1600 INSTRUCTIONAL-PROGRAM-TYPE (New) Complex Type - ReportingPeriodExtension Interchange - InterchangeEducationOrgCalendar Element ID – E1600 Data Element – INSTRUCTIONAL-PROGRAM-TYPE XML Name – TX-InstructionalProgramType Code Table ID – C215 Length – 2 Data Type – CODED Pattern – ## Submission(s) – 3 Mandatory – Yes

  7. C215 INSTRUCTIONAL-PROGRAM-TYPE (New)

  8. C215 INSTRUCTIONAL-PROGRAM-TYPE (New)

  9. HB 2442 Minutes – Question 1 Answer: 75,600 operational minutes Use the Instructional Program Calendar Reporting Chart to answer the following questions. This chart can also be found in the Texas Education Data Standards – Section 2.1 / 8.2.1. Question: What is the minimum number of operational minutes a charter school (issued to operate after January 1, 2015) must operate? Why: A charter school (issued to operate after January 1, 2015) must operate for 75,600 operational minutes. Business Rule 10200-0027 supports this requirement.

  10. HB 2442 Minutes – Question 2 Answer: 32,400 instructional minutes Why: Per HB 2442, a prekindergarten program is eligible to receive one-half of average daily attendance if the district’s or charter school’s prekindergarten program provides at least 32,400 minutes of instructional time to students. Business Rule 10200-0046 supports this requirement. Question: What is the minimum number of instructional minutes a prekindergarten program must operate in order to receive one-half day of average daily attendance?

  11. HB 2442 Minutes – Question 3 Answer: 43,200 instructional minutes Why: Per HB 2442 it states that a district or charter school is eligible to earn full average daily attendance if the district or school provides at least 43,200 minutes of instructional time to students enrolled in an alternative education program operating under Section 37.0008. Business Rule 10200-0042 and 10200-0047 supports this requirement. Question: Should a Disciplinary Alternative Education Program (DAEP) report Operational Minutes or Instructional Minutes?

  12. HB 2442 Minutes – Question 6 HB 2442 Minutes – Question 4 Answer: 180 days with a minimum of 7 hours of instruction / day Question: Should a Juvenile Justice Alternative Education Program (JJAEP) report Operational Minutes, Instructional Minutes, or Days? Why: 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 a 180-day school year.

  13. Operational Minutes vs. Instructional Minutes

  14. E1571 SCHOOL-DAY-OPERATIONAL-MINUTES (Revised) • SCHOOL-DAY-OPERATIONAL-MINUTES (E1571) indicates the minutes that a campus operated on a particular school day for the purpose of student instruction. SCHOOL-DAY-OPERATIONAL-MINUTES is only reported for Instructional Program Types that are following 75,600 Operational Minutes. This data element has been updated from mandatory to optional for the 2018-2019 school year due to the multiple program types that do not follow the 75,600 operational minutes.

  15. E1571 SCHOOL-DAY-OPERATIONAL-MINUTES Element ID – E1571 Data Element – SCHOOL-DAY-OPERATIONAL-MINUTES XML Name – TX-SchoolDayOperationalMinutes Domain of Values – 0-600 Length – 3 Data Type – NUMERIC Pattern – #... Submission(s) – 3 Mandatory – No

  16. E1599 SCHOOL-DAY-INSTRUCTIONAL-MINUTES (New) • SCHOOL-DAY-INSTRUCTIONAL-MINUTES (E1599) indicates the portion of the school day in which instruction takes place along with certain other exceptions and are considered a subset of operational minutes. SCHOOL-DAY-INSTRUCTIONAL-MINUTES are only reported for Instructional Program Types that are not following 75,600 Operational Minutes or a 180-day school year calendar.

  17. E1599 SCHOOL-DAY-INSTRUCTIONAL-MINUTES (New) Complex Type - CalendarDateExtension Interchange - InterchangeEducationOrgCalendar Element ID – E1599 Data Element – SCHOOL-DAY-INSTRUCTIONAL-MINUTES XML Name – TX-SchoolDayInstructionalMinutes Domain of Values – 0-600 Length – 3 Data Type – NUMERIC Pattern – ### Submission(s) – 3 Mandatory – No

  18. E1572 SCHOOL-DAY-WAIVER-MINUTES (Revisions) • SCHOOL-DAY-WAIVER-MINUTES indicates the waiver minutes for the campus and calendar date. • For the 2018-2019 school year, the Domain of Values has been updated to 0-600 in order for schools to report the facts of their school calendars related to Low Attendance Waivers.

  19. E1572 SCHOOL-DAY-WAIVER-MINUTES (Revised) Complex Type - CalendarDateExtension Interchange - InterchangeEducationOrgCalendar Element ID – E1572 Data Element – SCHOOL-DAY-WAIVER-MINUTES XML Name – TX-SchoolDayWaiverMinutes Domain of Values – 0-600 Length – 3 Data Type – NUMERIC Pattern – ### Submission(s) – 3 Mandatory – Yes

  20. HB 2442 Minutes – TSDS PEIMS Code Changes • E0975 – INSTRUCTIONAL-TRACK-INDICATOR-CODE has been updated to use the String Data Type with a Domain of Values of 00-99. • Data Type has been updated to String and the Domain of Values has been added to be 00-99 on the ReportingPeriodExtension, BasicReportingPeriodAttendanceExtension, and SpecialProgramsReportingPeriodAttendanceExtension complex types. • It is required that a campus report different instructional tracks if the number of days taught for a group of students is different in a particular reporting period.

  21. E0975 INSTRUCTIONAL-TRACK-INDICATOR-CODE (Revised) INSTRUCTIONAL-TRACK-INDICATOR-CODE (E0975) indicates a unique campus calendar of school days for a particular group of students on a campus. Students with the same instructional track have the same number of days taught in a particular reporting period at a campus.

  22. HB 2442 Minutes – TSDS PEIMS Code Changes • While TEA prefers that the INSTRUCTIONAL-TRACK-INDICATOR-CODEs be used in sequence, the choice of the instructional track is at the discretion of the campus. • C141 – INSTRUCTIONAL-TRACK-INDICATOR-CODE has been retired.

  23. E0975 INSTRUCTIONAL-TRACK-INDICATOR-CODE (Revised) Complex Type - ReportingPeriodExtension Interchange - InterchangeEducationOrgCalendar Element ID – E0975 Data Element – INSTRUCTIONAL-TRACK-INDICATOR-CODE XML Name – TX-InstructionalTrack Domain of Values – 00-99 Length – 2 Data Type – STRING Pattern – ## Submission(s) – 3 Mandatory – Yes

  24. HB 2442 Minutes – TSDS PEIMS Code Changes • C204 – CALENDAR-WAIVER-EVENT-TYPE code table updated. • Code 03 – Shortened Waiver Day was deleted.

  25. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0014 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "01" (Staff Development Waiver Day), then SCHOOL-DAY-WAIVER-MINUTES must be 1-420. • Business Meaning: Staff Development Waiver Minutes must be 1-420 minutes. • Reason for deletion: Staff Development Waiver Days are no longer limited to a specific number of waiver minutes.

  26. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0017 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "03" (Shortened Waiver Day), then SCHOOL-DAY-EVENT-CODE must be "01" (Student Instructional Day). • Business Meaning: TX-SchoolDayCode must be "Student Instructional Day" (01) when TX-CalendarWaiverEventType is "Shortened Waiver Day" (03). • Reason for deletion: Shortened Waiver Day type is no longer a valid CALENDAR-WAIVER-EVENT-TYPE.

  27. HB 2442 Minutes – Business Validation Deletions • Business Validation Rule: 10200-0018 • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "03" (Shortened Waiver Day), then SCHOOL-DAY-WAIVER-MINUTES must be the greater of 1 or the result of 420 minutes minus SCHOOL-DAYOPERATIONAL-MINUTES. • Business Meaning: Shortened Waiver Day Minutes must be the greater of 1 or the result of 420 minutes minus TX-SchoolDayOperationalMinutes. • Reason for deletion: The Shortened Waiver Day code has been deleted from the C204 – CALENDAR-WAIVER-EVENT-TYPE-CODE code table.

  28. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0010 • Special Warning • Rule Text: If SCHOOL-DAY-EVENT-CODE is "01" and CALENDAR-WAIVER-EVENT-TYPE is blank, then SCHOOL-DAY-OPERATIONAL-MINUTES should be 120-480 orSCHOOL-DAY-INSTRUCTIONAL-MINUTESshould be greater than 0. • Business Meaning: If TX-SchoolDayCode is "Student Instructional Day" (01) and there is not a TX-CalendarWaiverEventType reported, then TX-SchoolDayOperationalMinutes should be 120-480 or TX-SchoolDayInstructionalMinutesshould be greater than 0. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes.

  29. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0016 • Special Warning • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "02" (Missed School Waiver Day), then SCHOOL-DAY-WAIVER-MINUTES should generally be 1-480. • Business Meaning: TX-SchoolDayWaiverMinutes for a Missed School Waiver Day should be the minutes a school typically operates, which is generally 1-480 minutes (up 8 hours a day). • Reason for revision: Changed rule text to up to 480 minutes, and changed from Fatal to Special Warning.

  30. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0027 • Special Warning • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPEis "01" or "02", the sum of all SCHOOL-DAY-OPERATIONAL-MINUTES and SCHOOL-DAY-WAIVER-MINUTES should be greater than or equal to 75,600. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrackwhere the TX-InstructionalProgramType is one following 75,600 Operational Minutes (01 and 02), the sum of TX-SchoolDayOperationalMinutes and TX-SchoolDayWaiverMinutes should be at least 75,600. • Reason for revision: Due to HB 2442, instructional program types (01 and 02) are required to operate for a minimum of 75,600 minutes.

  31. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0033 • Fatal • Rule Text: If SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day), then CALENDAR-WAIVER-EVENT-TYPE must be blank, "01" (Staff Development Waiver Day), or "99" (Other Waiver Day). • Business Meaning: A whole or partial student instructional day must have TX-CalendarWaiverEventType of blank, "Staff Development Waiver Day" (01), or "Other Waiver Day" (99). • Reason for revision: Removed Shortened Waiver Day type from rule as it is no longer a valid CALENDAR-WAIVER-EVENT-TYPE.

  32. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0034 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is any value other than "03" or "13", and SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day), then SCHOOL-DAY-OPERATIONAL-MINUTES must be greater than 0 or SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be greater than 0. • Business Meaning: A whole or partial student instructional day must have TX-SchoolDayOperationalMinutes greater than zero or TX-SchoolDayInstructionalMinutes greater than zero, unless the TX-InstructionalProgramType follows an 180 school day calendar. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes. Instructional Program Types 03 and 13 are excluded because they operate under days instead of minutes.

  33. HB 2442 Minutes – Business Validation Revisions • Business Validation Rule: 10200-0036 • Fatal • Rule Text: If CALENDAR-WAIVER-EVENT-TYPE is "02" or "04" (Missed School Waiver Day or Low Attendance Waiver Day), then SCHOOL-DAY-OPERATIONAL-MINUTES must be 0 or blank/not reported, and SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be 0 or blank/not reported. • Both TX-SchoolDayOperationalMinutes and TX-SchoolDayInstructionalMinutes must be zero or blank/not reported for Missed School Waiver Days and Low Attendance Waiver Days. • Reason for revision: Due to HB 2442, TEA has added the collection of school day instructional minutes.

  34. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0037 • Fatal • Rule Text: There must not be a day on the school calendar with CALENDAR-WAIVER-EVENT-TYPE of "01" (Staff Development Waiver Day) before the first day of the school calendar where SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day). • Business Meaning: Staff development waiver minutes must not be used before the first day of student instruction. • Applies to Districts, Campuses, and Charters

  35. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0038 • Fatal • Rule Text: There must not be a day on the school calendar with CALENDAR-WAIVER-EVENT-TYPE of "01" (Staff Development Waiver Day) after the last day of the school calendar where SCHOOL-DAY-EVENT-CODE is "01" (Student Instructional Day). • Business Meaning: Staff development waiver minutes must not be used after the last day of student instruction. • Applies to Districts, Campuses, and Charters

  36. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0039 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "01" or "02", then SCHOOL-DAY-OPERATIONAL-MINUTES must not be blank. • Business Meaning: TX-SchoolDayOperationalMinutes must be reported for TX-InstructionalProgramTypes that are following 75,600 Operational Minutes (01 and 02). • Applies to Districts, Campuses, and Charters

  37. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0040 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "03"-"13", then SCHOOL-DAY-OPERATIONAL-MINUTES must be blank/not reported. • Business Meaning: TX-SchoolDayOperationalMinutes must not be reported for any TX-InstructionalProgramTypes that are not following 75,600 Operational Minutes (03-13). • Applies to Districts, Campuses, and Charters

  38. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0041 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "04"-"12", then SCHOOL-DAY-INSTRUCTIONAL-MINUTES must not be blank. • Business Meaning: TX-SchoolDayInstructionalMinutes must be reported for any TX-InstructionalProgramTypes that are not following 75,600 Operational Minutes or 180 day school year calendar (04-12). • Applies to Districts, Campuses, and Charters

  39. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0042 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "01", "02", "03", or "13", then SCHOOL-DAY-INSTRUCTIONAL-MINUTES must be blank/not reported. • Business Meaning: TX-SchoolDayInstructionalMinutes must not be reported for TX-InstructionalProgramTypes that are following 75,600 Operational Minutes (01 and 02) or 180 day school year calendar (03 and 13). • Applies to Districts, Campuses, and Charters

  40. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0043 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "02" or "03", then CAMPUS-ID must be in a Local Education Agency registered with the TEA as a charter. • Business Meaning: TX-InstructionalProgramTypes "Charter School campus issued to operate after 1/1/2015 following 75,600 Operational Minutes" (02), and "Charter School campus operating before 1/1/2015 and electing to follow a 180 day school year calendar" (03) must only be used for a campus that is part of an open enrollment charter school. • Applies to Districts and Campuses

  41. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0044 • Fatal • Rule Text: If INSTRUCTIONAL-PROGRAM-TYPE is "12", then the first six characters of CAMPUS-ID must be "227827". • Business Meaning: TX-InstructionalProgramType "12" may only be used for Excel Academy. • Applies to Districts, Campuses, and Charters

  42. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0045 • Special Warning • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "03", the count of distinct calendar days should be at least 180 days. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is “Charter School campus operating before 1/1/2015 and electing to follow a 180 day school year calendar” (03), the count of distinct calendar days should be at least 180 days. • Applies to Districts, Campuses, and Charters

  43. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0046 • Special Warning • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONAL-TRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "04", the sum of all SCHOOL-DAY-INSTRUCTIONAL-MINUTES should be greater than or equal to 32,400. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is "Pre-Kindergarten Program" (04), the sum of TX-SchoolDayInstructionalMinutes should be at least 32,400. • Applies to Districts, Campuses, and Charters

  44. HB 2442 Minutes – Business Validation Additions • Business Validation Rule: 10200-0046 • Special Warning • Rule Text: For a particular CAMPUS-ID, SCHOOL-YEAR, and INSTRUCTIONALTRACK-INDICATOR-CODE where INSTRUCTIONAL-PROGRAM-TYPE is "05"-"12" , the sum of all SCHOOL-DAY-INSTRUCTIONAL-MINUTES should be greater than 43,200. • Business Meaning: For a particular campus, SchoolYear, and TX-InstructionalTrack where the TX-InstructionalProgramType is "Dropout Recovery Program/Campus" (05), "Disciplinary Alternative Education Program/Campus" (06), "Correctional Facility Program/Campus" (07), "Residential Treatment Facility Program/Campus" (08), "Day Treatment Facility Program/Campus" (09), "Psychiatric Hospital Program/Campus" (10), "Medical Hospital Program/Campus" (11), or "Charter School issued under TEC 29.259 (Excel Academy)" (12), the sum of TX-SchoolDayInstructionalMinutes should be greater than 43,200. • Applies to Districts, Campuses, and Charters

  45. CONTENTS School Year Minutes (HB 2442) Juvenile Justice Alternative Education Program (JJAEP) Calendars Holding School on Memorial Day (HB 441)

  46. 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.

  47. JJAEP Calendars – Update C215 Code Table • Since JJAEPs are required to operate on the basis of 180 days, a new Instructional Program Type Code for JJAEPs is necessary. • Code 13 has been added to the C215 INSTRUCTIONAL-PROGRAM-TYPE code table.

  48. C215 INSTRUCTIONAL-PROGRAM-TYPE CODE TABLE

  49. 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).

  50. C204 CALENDAR-WAIVER-EVENT-TYPE-CODE (Revised)

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