2013 – 2014 Student Attendance Accounting Handbook ( SAAH )

2013–2014 Student Attendance Accounting Handbook (SAAH) August 20, 2013

Goals • Understand SAAH's purpose • Understand basic attendance accounting rules

Overview Section 1

Section 1: Overview Explains how attendance relates to funding Emphasizes that there is a difference between serving a student and receiving funding Explains how to use the handbook Major reorganization of section last year

Section 1: Overview • 1.2: Original documentation must be created at time of attendance it supports • 1.6: Tells how to use handbook. See note on links and cross-references • CTRL + click to go to cross-referenced section • ALT + left arrow key () to go back • 1.7: Table of major changes from last publication

1.6 How to Use This Handbook Each section organized using the same headings for each subsection. Eligibility Responsibility Enrollment Withdrawal Detail specific to section Documentation Examples

Student Attendance Accounting Handbook1.6 Throughout this handbook, all references to the Texas Education Code (TEC) are to state law as documented in the most recent publication of the Texas School Law Bulletin when the handbook was printed. All references to the Texas Administrative Code (TAC) are to the rules adopted by the State Board of Education or the commissioner of education as documented in the most recent publication of the TAC when the handbook was printed.

Audit Requirements Section 2

General Audit Requirements • 2.1 • Attendance records must be provided within 20 working daysof written request by TEA • Failure to provide records *will* result in TEA’s keeping 100% of Foundation School Program (FSP) funding for the undocumented attendance • *Undocumented attendance = missing or so inadequate that reasonable person could not conclude from it that attendance occurred • Attendance records, including electronic records, must be kept for 5 years

Accounting System Requirements • 2.2 • Attendance accounting systems: • may be paper-based, partially automated/electronic, or “paperless” • must use Public Education Information Management System (PEIMS) coding • must be able to reproduce required documentation on request for audit purposes • District or charter school must: • keep procedures manual for the system (2.2.5) • ensure new software or system updates allow access to previous years' data

“Paperless” Attendance Accounting Systems • 2.2.3 • "Paperless" systems must: • produce specified reports • use secure passwords for teachers • log dates, times, and user identities • time out after inactivity • allow for confirmation of 100% attendance • Paperless system may still require retention of some paper documents

Audit Requirements: Record Recovery • 2.2.4 • Record recovery in case of disaster • Have disaster recovery plan in place • Example plan: Keep backup records at several locations within district or at off-site storage facility

Attendance System Procedures Manual2.2.5 Your district or charter school must maintain a procedures manual that provides specific, detailed information on the district's school attendance accounting system. This procedure manual must include the following information: how and when teachers are to take official attendance, how attendance is entered into the attendance accounting system, which position(s) is/are responsible for the coding of special programs (such as career and technical, special education, Pregnancy Related Services, etc.), how changes to special programs are to be documented, how student membership is to be reconciled between the teacher rosters and the attendance accounting database, how your district will maintain attendance accounting records (including computerized records, period absence slips, and official calendar) after the completion of the school year, what backup systems are in place to protect the attendance accounting records, and which position is responsible for the maintenance and security of the attendance accounting records.

Required Documentation • 2.3 • Student Detail Reports • Campus Summary Reports • District Summary Reports • Make sure appropriate reports are signed by superintendent, principals, and attendance clerk.

2.3.4 Reconciliation of Teacher's Roster Information and Attendance Accounting Records Student membership from the teacher’s roster is to be reconciled to the attendance accounting records at the end of the 1st and 4th six-weeks reporting periods. (doesn’t have to be last day, but no later than the last six weeks) Purpose is to verify that “no show” students were purged from the attendance accounting system. Must be certified with signature by PEIMS Coordinator and their supervisor! Use official attendance period usually second period.

Other Required Documentation • 2.3.5 • Grade books • Period absence reports (if used), *signed and dated within 1 week of the attendance* • Documentation for excused absences • Student schedules • Official school calendar and approved waivers • Updated/corrected copies of reports • Any special program documentation • Meanings of any locally defined attendance codes

General Attendance Requirements Section 3

Responsibility • 3.1 • Superintendent: Accuracy and safekeeping of all attendance records • Principal: Accuracy of Campus Summary Reports • Teacher: Accuracy of absence data (s)he records • Attendance personnel: Accuracy of information submitted (to best of his or her knowledge)

Responsibility • 3.1 (Continued) • Attendance personnel should not determine a student's coding information • Special program staff, directors, and/or teachers make coding determinations • Special program staff are responsible for accuracy of special program data

3.2.2 Funding Eligibility • Any student provided instruction by your school district is considered ENROLLED in the district. • MEMBERSHIPis a slightly different number from enrollment, it does not include those students who are served in the district for fewer than 2 hours per day. • Ex: speech only students, jailed student in your district, etc. • To beELIGIBLEfor attendance for FSP purposes (eligible to generate ADA and thus funding),

Funding Eligibility • 3.2.2 • Students must follow the 2-through-4-hour rule • Scheduled for and provided instruction for at least 2 hours (120 minutes) for half-day eligibility • Scheduled for and provided instruction for at least 4 hours(240 minutes) for full-day eligibility

Funding Eligibility3.2.2 OR be eligible for, enrolled in, and scheduled for and provided instruction in an alternative attendance accounting program (such as the Optional Flexible School Day Program (OFSDP) or the High School Equivalency Program (HSEP). See Funding Eligibility Table Section

Average Daily Attendance (ADA) Eligibility Codes3.2.1 0 - Enrolled, Not in Membership 1 - Eligible for Full-Day Attendance 2 - Eligible for Half-Day Attendance 3 - Eligible Transfer Student Full-Day 4 - Ineligible Full-Day 5 - Ineligible Half-Day 6 - Eligible Transfer Student Half-Day 7 - Eligible - Alternative Attendance Program 8 - Ineligible - Alternative Attendance Program

0 Enrolled, Not in Membership Applies to students who do not meet the requirements for funding eligibility (2-through-4-hour rule or OFSDP) but whom your district provides instruction for fewer than 2 hours per day. Ex: high school student who met all graduation requirements other that passing state assessments. a nonpublic school student who receives some services from your district (e.g., special education, speech)

0 Enrolled, Not in Membership • Code 0 applies to a student who is provided instruction totally in a federal Head Start program • Three or four year old students in home-based migrant program • a student who has graduated but returned to school (for fewer than 2 hours of instruction per day) to further his or her education (exception 3.2.2.3 more than 2 hours per day) • a student who receives all his or her special education and related services through an approved nonpublic school • a parentally placed private school student with a disability, 5 through 21 years of age, who receives special education and related services through a services plan

1 Eligible for Full-Day Attendance Code 1 applies to all students entitled to enroll under the Texas Education Code (TEC), §25.001, who are provided instruction for at least 4 hours each school day. 2 Eligible for Half-Day Attendance Code 2 applies to all students entitled to enroll under the TEC, §25.001, who are provided instruction for at least 2 hours but fewer than 4 hours each school day.

3 Eligible Transfer Student Full-Day Code 3 applies to a student who is a nonresident, is legally transferred into your district, and is provided instruction for at least 4 hours each school day. These students used to be reported through the now closed Student Transfer System (STS) at TEA.

3 Eligible Transfer Student Full-Day Your district should maintain documentation related to any transfer locally. Districts must report the transfer status in the PEIMS fall data submission. Must report campus id of residence where the student resides.

4 Ineligible Full-Day • Code 4 applies to students who are NOT eligible for ADA but are provided instruction for at least 4 hours each day. • Types of students who are coded ineligible below: 3.2.1.5.1 Underage: • children provided instruction in a preschool program for children with disabilities (PPCD) who are under the age of 3, except for children with serious visual or hearing impairments or both

4 Ineligible Full-Day • children provided instruction in PK who are under the age of 3 on September 1 of the current school year • children provided instruction in any grade (K–12) who are under age 5 on September 1 of the current school year are ineligible for full-day funding (see 3.2.3 Age Eligibility for an exception). • However, a 4-year-old who is eligible for PK is eligible for half-day funding even if the student is provided instructionin a kindergarten classroom. The student must be coded with a grade level of PK.

Exception: 3.2.3.1 • A 5 year old on or before September 1is automatically eligible for the first (1st) gradeif the student has completedpublic school kindergarten or has been enrolled and receiving instruction in the first grade in a public school in another state before transferring to a Texas public school. • A student younger than 5 years of age is entitled to the benefits of the FSP if the student performs satisfactorily on the required state assessmentsadministered to students in the third grade and your district has adopted a policy for admitting students younger than 5 years of age. • A child of a military family who moves to your district from another state that is a member state of the Interstate Compact on Educational Opportunity for Military Children is entitled to continue enrollment at the same grade level, regardless of the child's age.

4 Ineligible Full-Day 3.2.1.5.2 Overage: students who are 26 years old on September 1 of the current school year 3.2.1.5.3 Other: nonresident students who have not been transferred into your district students served by a juvenile justice alternative education program (JJAEP) on the basis of an expulsion under TEC, §37.007(a), (d), or (e), unless specifically authorized in writing by the TEA students placed in residential facilities in district whose maintenance expenses are paid in whole or in part by another state or the United States

5 Ineligible Half-Day Code 5 applies to students who are ineligiblefor ADA (for any of the reasons listed in the previous subsection on code 4) and attend school on a half-day basis. These students provided instruction for at least 2 hours but fewer than 4 hours per day but does not meet the eligibility criteria for the service he or she receives. Ex: PK Ineligible students

6 Eligible Transfer Student Half Day Code 6 applies to a student who is a nonresident, is legally transferred into your district, and is provided instruction for at least 2 hours but fewer than 4 hours each school day. The student must meet all eligibility criteria other than residency.

7 Eligible-Alternative Attendance Program Participation Code 7 applies to a student who is eligible for participation in and is enrolled and provided instruction in an alternative attendance program, such as the Optional Flexible School Day Program (OFSDP) (11.6) or the High School Equivalency Program (HSEP)(11.8). Code 8 Ineligible—Alternative Attendance Program Participation

Funding Eligibility • 3.2.2 (Continued) • Must be instructional hours • 3.2.2.1 Study hall does not count as instruction • Sign-in does not count as instruction • 3.2.2.2 Repeated courses not eligible for funding (Example: Student takes Algebra I and gets grade of C, retakes Algebra I to earn higher grade)

Additional Situations Eligible for Funding • 3.2.2.5: Study program to pass required state assessment to graduate if student: • met all graduation requirements except passing assessment(s) • meets 2-through-4-hour rule requirements

Section 12 - Additional Situations Eligible for Funding • 12.4: On-campus online courses not provided through Texas Virtual School Network if: • certified teacher present and • Student regularly scheduled (not “drop in”) • 12.5 Self-paced courses if: • certified teacher present and • Student regularly scheduled (not “drop in”) • CTE self-paced courses must have a qualified/ certified CTE teacher to generate addition CTE funding

Age Eligibility: Eligible • 3.2.3 • At least 5 years old on September 1 but less than 21 • At least 21 years old but less than 26 and admitted to complete diploma requirements • At least 3 years old, has a disability, and meets special ed. eligibility requirements

Age Eligibility: Eligible 3.2.3 (Continued) • 21 years old on September 1 and receiving special ed. services (eligible for services through end of school year or graduation) • Has a disability, has graduated under 19 TAC §89.1070(b)(3), and still has need for special ed. services (may be served through age 21) • Eligible for PK and meets PK age requirements by September 1 of school year (half-day funding)

Enrollment 3.3 • Residency verification • Examples of documentation • Utility bills • Lease information • These are indicators, but their absence is not conclusive that a student is not a resident

Enrollment 3.3 • Examples of identity and age documentation: • Birth certificate • 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 (parent may request for free) • Driver’s license • passport • School ID, records, or report card • Military ID • Hospital birth record • Adoption records • Church baptismal records OR • Any other legal document that can establish identity • You may not ask about citizenship or immigration status

Enrollment -Additional Documentation 3.3 • Student new to district under 11 - Texas Code of Criminal Procedure, Article 63.019requires person enrolling student • provide a certified copy of the child's birth certificate OR • other acceptable proof of the child's identity and age (from list) and a signed note explaining why the person was unable to produce a certified copy of the birth certificate. • person has up to 30 days from enrollment 90 days if not born in U.S.

Texas Code of Criminal Procedure, Article 63.019 also says the school shall: request from the person enrolling the child the name of each previous school attended by the child and request from each school identified the school records for the child

Enrollment 3.3.1 • Student enrolled under name different from documentation • Notify Missing Children and Missing Persons Information Clearinghouse • Failure to receive student records in 30 days • Notify municipal police or sheriff’s department to determine whether student missing

Entry and Reentry Dates3.3.2 student's entry date is the first day the student is physically present during the official attendance accounting period A student cannot be absent on either the entry or the reentry date. A student should be enrolled in only one district at a time, thus eliminating duplicate PEIMS reporting for a student.

Enrollment: “Auditing” Classes 3.3.2.1 • A school district or open-enrollment charter school may not permit a student to "audit" classes at the district or school without being enrolled in the district or school

Enrollment: Residency • 3.3.3 and 3.3.4 3.3.3: A students is entitled to enroll in his or her district of residence. Residency requirements that apply to districts also apply to charter schools for purposes of deciding whether a student resides in a charter school's designated geographic boundaries 3.3.4: Homeless students may enroll in any district; proof of residency not required Homeless Liaison – Janet Lawler (325)675-8624

3.3.3 A district must admit a student who meets age eligibility requirements if the student: • and either parent reside in your school district; • does not reside in your school district but has a parent who does and that parent is a joint or the sole managing conservator or possessory conservator of the student; • and the student's guardian or other person having lawful control of the person under a court order reside within your school district; • has established a separate residence under the TEC, §25.001(d); • is homeless, regardless of the residence of the student, of either parent, or of the person's guardian or other person having lawful control of the person;

3.3.3 A district must admit a student who meets age eligibility requirements if the student: • is a foreign exchange student placed with a family that resides in your district by a nationally recognized foreign exchange program; • resides at a residential facility that is in your district; • resides in your district and either is 18 years old or older or has had the disabilities of minority removed; or • does not reside in your school district but has a grandparent who does and who provides a substantial amount of after-school care for the student.

2013 – 2014 Student Attendance Accounting Handbook ( SAAH )