Refer to the Student Attendance Accounting Handbook for requirements for attendance, special program eligibility, and audit concerns. Rules for the collection of all the data required on the 500, 505, and 510 records are addressed in the handbook.
Input Record Type |
District ID |
Student ID |
Campus |
Instruc-tional |
Reporting Period Indicator Code |
Number Days Taught |
Grade Level Code |
Flexible Attendance Program Type Code |
|---|---|---|---|---|---|---|---|---|
Columns |
Columns |
Columns |
Columns |
Column |
Column |
Columns |
Columns |
Column |
500 |
||||||||
500 |
Flex |
Flex |
Flex |
Flex |
Flex |
Gifted Talented Indicator Code |
Local Student ID |
PEP |
Primary |
Multiply |
|---|---|---|---|---|---|---|---|---|---|
Columns |
Columns |
Columns |
Columns |
Columns |
Column |
Columns |
Column |
Columns |
Column |
LEP Indicator Code |
Filler |
|---|---|
Column |
Columns |
Refer to the Student Attendance Accounting Handbook for requirements for attendance, special program eligibility, and audit concerns. Rules for the collection of all the data required on the 500, 505, and 510 records are addressed in the handbook.
The PEIMS 500, 505, and 510 Flexible Attendance data records are used to report Optional Flexible School Day Program (OFSDP) and High School Equivalency Program (HSEP) attendance data. Do not report OFSDP or HSEP attendance data on the 400, 405, or 410 attendance records.
The PEIMS 500 Flexible Attendance data record is also used to report the Optional Flexible School Day Credit Recovery Program attendance. This attendance information is collected in Submission 4. Flexible Attendance Program Type Code 3 is used to designate this program on these records. If a student has not maintained the minimum attendance requirements under TEC 25.92, this program may be used to generate Average Daily Attendance (ADA) to make up these absences. However, a student cannot generate for than 1.000 ADA of funding for a school by combining the regular year and post school year eligible days present.
Create a 500 record for each eligible student who was enrolled in and attended either the Optional Flexible School Day Program (OFSDP) for at least 45 minutes on a particular day within a particular six weeks, or the High School Equivalency Program (HSEP) for at least 45 minutes on a particular day within a particular six weeks.
A school district must be pre-approved by TEA School Finance Staff to operate an Optional Flexible School Day Program. For the Summer submission, only students who have 1) dropped out of school, 2) are at-risk of dropping out of school, 3) are enrolled in an early-college high school, or 4) are enrolled on a campus that is operating under a Monitoring and Intervention Campus Improvement Plan may participate in the Optional Flexible School Day Program (OFSDP). Create a 500 attendance record for only those students that meet these criteria.
A school district must be pre-approved by TEA High School Equivalency Program staff to operate a High School Equivalency Program. Only students who have been court ordered to participate in a HSEP program, or students who are at least 16 years of age, who are at-risk of dropping out of school, whose parent or guardian has approved participation, and at least two school years have elapsed since the student first enrolled in ninth grade, and the student has accumulated less than one third of the credits required to graduate under the minimum graduation requirements may participate in the High School Equivalency Program (HSEP). Create a 500 attendance record for only those HSEP students that meet these criteria.
A student may not be simultaneously enrolled in the OFSDP and the traditional attendance program (2-to-4-hour rule as referenced in the Student Attendance Accounting Handbook). It is acceptable to create and report both 400 and 500 records for the student if the student’s enrollment status changes from a traditional program to either the OFSDP or the HSEP or if the status changes back to a traditional program from the OFSDP or the HSEP. Note: If a student is participating in both the traditional attendance program and the OFSDP, all attendance must be reported through the OFSDP 500 series records.
Regardless of the structure of the actual instructional calendar, a district must report the full school year (usually 180 days) for each instructional track offered by the district in six approximately equal reporting periods. NUMBER-DAYS-TAUGHT may not exceed 45 days for the first five six-week reporting periods or 90 days for the sixth six week reporting period. Warning: School calendar tracks exceeding 180 days will result in less ADA funding per day for the school district/campus.
A district must submit attendance data by the required reporting date. If the school year for a particular school/instructional track has not ended when the submission is due, report the actual number of instructional days completed so far. Include the completed attendance data for the entire school year with the resubmission. Districts with year-round programs that end after the reporting date are permitted to delay their one resubmission, as specified in the resubmission policy.
For students in ADA eligibility categories 7 and 8, create at least one 500 record for each student who attended at least 45 minutes in the OFSDP within the indicated reporting period, or who attended at least 45 minutes in the HSEP within the indicated reporting period. OFSDP students attending fewer than 45 minutes of instruction on a particular day will not be eligible for reporting time/minutes for that day (e.g., a student who attended only 30 minutes of instruction on September 19 would not be eligible for reporting time/minutes for that day). HSEP students attending fewer than 45 minutes of instruction on a particular day will not be eligible for reporting time/minutes for that day.
Each increment of 360 minutes reported on the 500 record under FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT or FLEX-ATTEND-TOTAL-INELIGIBLE-MINUTES-PRESENT will be converted to one day of eligible or ineligible day present. For a particular six weeks, TEA will divide the FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT by 360 to calculate the equivalent number of days present. This number will be calculated to two (2) decimal places. E.g. 10,000 FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT divided by 360 minutes will equal 27.78 equivalent Eligible Days Present.
A district must report all minutes of instruction attended by a student for each six week reporting period. However, no student may generate more than one (1.000) ADA for Foundation School Program funding purposes for a school year within a district and/or campus. If a student participates in both a flexible attendance program and the traditional attendance program, the student may not generate more than one (1.000) ADA for Foundation School Program funding purposes for a six-week reporting period within a district and/or campus.
The FLEXIBLE-ATTENDANCE-PROGRAM-TYPE-CODE indicates whether the student’s attendance information is related to the OFSDP or the HSEP.
The OFSDP and HSEP provide alternatives to the traditional attendance program and provide flexible attendance schedules. Students in these programs are still subject to minimum attendance requirements (Texas Education Code, §25.092).
For a student who attends more than one grade, instructional track, or campus during a specific reporting period, create one 500 record for each grade, track, or campus.
There must be a matching 500 record for each 505 record and 510 record.
INSTRUCTIONAL-TRACK-INDICATOR-CODE differentiates instructional tracks within the same campus. A campus must assign a unique INSTRUCTIONAL-TRACK-INDICATOR-CODE (0–9) to each differing instructional calendar on a campus. It is recommended that each campus begin with code 0 and assign additional codes in sequence.
REPORTING-PERIOD-INDICATOR-CODE identifies the six-week reporting period.
NUMBER-DAYS-TAUGHT is the actual number of instructional days in the school/instructional track calendar for a specific reporting period. Instructional days do not include days of teacher in-service or preparation, or holidays. All the students in a particular school/instructional track will have the same NUMBER-DAYS-TAUGHT. NUMBER-DAYS-TAUGHT may not exceed 45 days for the first five six-week reporting periods or 90 days for the sixth six-week reporting period. Note: For the OFSDP Credit Recovery Program reported in Submission 4, DAYS-TAUGHT must be reported as 30 days.
The "total minutes" and “total days of eligibility” reported for several of the data elements on the 500 record are the totals for the specific reporting period. If a student has multiple entries and withdrawals in the same grade in the same school on the same instructional track during a specific reporting period, create only one 500 record for the student. Report the total minutes and total days of eligibility for each data element on that single 500 record.
For FLEX-ATTEND-TOTAL-PRS-DAYS-ELIGIBLE, FLEX-ATTEND-TOTAL-SP-ED-MAINSTREAM-DAYS-ELIGIBLE, and FLEX-ATTEND-TOTAL-BILINGUAL/ESL-DAYS-ELIGIBLE, report days of eligibility only in whole numbers.
Report minutes of eligibility only in whole numbers, rounded down to the nearest minute, with a 45 minute minimum for the OFSDP and a 45 minute minimum for the HSEP. The TEA will convert minutes to ADA for funding purposes.
Note that the sum of FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT and FLEX-ATTEND-TOTAL-INELIGIBLE-MINUTES-PRESENT for the entire school year is usually not more than 64,800 for any student (1.000 ADA per year = 360 minutes x 180 days, or 1.000 ADA per year = 64,800 minutes).
Report eligible minutes present and ineligible minutes present on the same 500 record.
Do not create a 500 record for a student who was not in attendance at least 45 minutes of one day in the OFSDP during the reporting period indicated or who was not in attendance at least 45 minutes of one day in the HSEP during the reporting period indicated.
Create 500 records for only those students who are enrolled in the OFSDP or the HSEP in the district.
GIFTED-TALENTED-INDICATOR-CODE must reflect the student's participation in the G/T program for the six-week reporting period. If a student leaves the program during a reporting period, show a "0" code for him or her in the subsequent period, unless the student returns to the G/T program during that period.
Report FLEX-ATTEND-TOTAL-PRS-DAYS-ELIGIBLE on the 500 record only for a female OFSDP student who meets the eligibility requirements for the Pregnancy Related Services program (pregnant or in the postpartum period) and is receiving PRS services from the district.
The Pregnancy, Education, and Parenting (PEP) program is a state-funded competitive grant that provides services to pregnant and parenting students. It is described in TEC §29.085 and is separate from the Pregnancy Related Services (PRS) program. Both males and females may participate in the PEP program.
For a listing of currently funded Pregnancy, Education, and Parenting program grant districts, visit the PEP Web page on the TEA Web site at the following URL: http://www.tea.state.tx.us/pep/contacts.html.
It is the responsibility of the district’s PEP program staff to determine program eligibility of participating students.
PEP program staff are responsible for providing to PEIMS staff a listing of all eligible participants (based on a district-defined schedule). PEIMS staff must provide PEP program staff with EDIT+ reports for data verification purposes in preparation for the PEIMS summer submission.
Male students are not eligible for pregnancy related services.
If a student has been identified as Limited English Proficient (LEP) at any time during the school year, identify the student as LEP using the appropriate LEP-INDICATOR-CODE on the 500 record, regardless of what was reported on the 110 record. The LEP-INDICATOR-CODE must reflect LEP identification for the six-week reporting period. The LEP-INDICATOR-CODE is 1 if a student was identified as LEP for one or more days during the reporting period. The purpose for collecting the LEP-INDICATOR-CODE on the 500 record is to meet cumulative reporting requirements for reporting to the United States Department of Education (Title l, Part A).
Data Conversion Formulas/Rules
Equivalent Days Present Calculation:
Special Program Eligible Days Calculation
The eligible days that a student can generate in special program areas are limited to the calculated equivalent days present. For example, if a student is eligible for ESL services every day of a 30-day six-week reporting period, but attends only a whole equivalent of 15 days (5400 minutes) during the reporting period, then only 15 days of the 30 days of ESL services eligibility can be used in the calculation of ESL weighted funding. This limit also applies when calculating PRS days funded and special education mainstream days funded.
Example of Flexible Attendance Bilingual/ESL ADA:
Student Jane Smith – Reporting Period 1
Days Taught = 30
Days ESL eligible = 30
Flexible Attendance ADA minutes = 5,400 minutes
Flexible Attendance ADA = 5,400 minutes / 360 minutes = 15.000 ADA
Result: This student would also be funded for 15 days of Flexible Attendance ESL eligibility. 15 is the lower of the Flexible Attendance equivalent days present and the days eligible for ESL services.
Flexible Attendance Bilingual/ESL ADA = .500 (15 ESL days / 30 Days taught)
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Example of Flexible Attendance Special Education Mainstream ADA:
Student John Jones – Reporting Period 3
Days Taught = 30
FLEX-ATTEND-TOTAL-SP-ED-MAINSTREAM-Days-ELIGIBLE = 30
FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT = 3,850 minutes
Flexible Attendance Equivalent Days Present = 3,850 minutes / 360 minutes = 10.694 days
This student would be funded for 10.69 days of Flexible Attendance Mainstream Days Present. (10.69 is the lower of the Flexible Attendance equivalent days present and the days eligible for special education mainstream.)
Note: Fractional days will be rounded to the nearest hundredth (2 decimal places). 10.694 days would be rounded to 10.69 equivalent days present
Result: Flexible Attendance Special Ed Mainstream ADA = .357 (10.69 Flexible Attendance Mainstream Days / 30 Days Taught)