PEIMS DATA SUBMISSION PROCEDURES

IMPORTANT INFORMATION for

PEIMS COORDINATORS and

ALTERNATIVE SCHOOL ADMINISTRATORS

PEIMS DATA SUBMISSION PROCEDURES for

Alternative Education Program (AEP) Campuses,

Juvenile Justice Alternative Education Programs (JJAEPs),

and Disciplinary Alternative Education Programs (DAEPs)

This letter identifies changes in Public Education Information Management System (PEIMS) reporting procedures for information about students served in:

Currently, no charter schools have both regular and alternative campuses; therefore, these changes in PEIMS reporting procedures are not appropriate for charter schools.

A new data element, CAMPUS-ID-OF-ACCOUNTABILITY, will be added to the 101 Student Demographic Record for use beginning in June 2000 with PEIMS Submission 3 for 1999-2000. The new PEIMS data element is applicable to only a few thousand students statewide; therefore, for most students, the campus ID used for accountability ratings will be the same campus ID reported on attendance and/or leaver records, and the new data element will not be required. This new element, E1027, CAMPUS-ID-OF-ACCOUNTABILITY, can be reported only in a limited set of circumstances, i.e., for students who:

· were only enrolled less than 85 cumulative days at a campus registered for alternative accountability, or

· were only enrolled less than 85 cumulative days at a campus registered for alternative accountability and were also enrolled at a DAEP and/or a JJAEP.

This new data element will be implemented with the 1999-2000 PEIMS Submission 3 due June 22, 2000. The new data element will be collected only in Submission 3. Because student attendance data from the prior year is used in determining the accountable campus for dropout attribution, the new data element will impact the attribution of dropouts reported in Submission 1 in the subsequent year. Information reported using the new data element will first impact attribution for students reported as dropouts in 1999-2000, as reported on PEIMS Submission 1. That submission is due December 14, 2000. Attendance and dropout attribution based on the new CAMPUS-ID-OF-ACCOUNTABILITY will first impact accountability ratings in 2001.

These changes for PEIMS reporting will NOT affect the attribution of TAAS results. The TAAS test must be administered to all eligible students, including those assigned to an alternative education program (AEP, DAEP, or JJAEP) at the time of testing. Beginning in 1999-2000, the test results of students assigned to a DAEP must be attributed to the student’s locally assigned regular campus. These instructions should continue to be followed for students assigned to a JJAEP, as well as students enrolled less than 85 cumulative days in a registered alternative education campus. Districts must submit the answer documents for these students with the answer documents submitted under the Campus and Group Identification Sheet of the student’s regular campus. The TAAS administration materials will provide more detailed information about test administration procedures for students in alternative education programs. Incorrect submission of answer documents may result in an investigation by the Agency.

Alternative education program (AEP) campuses serving former dropouts and students in at-risk situations may register with the Texas Education Agency (TEA) if they meet criteria defined in the 1999-2000 Alternative Education Accountability Manual Second Edition, July 1999. Students are provided accelerated instruction, as defined in Texas Education Code (TEC) §29.081 or §29.085, with the goal of being promoted at the middle school level or completing credits and TAAS exit exams for attaining a high school diploma. (The deadline for submitting registrations to participate in alternative education accountability procedures in 1999-2000 was September 30, 1999.)

Disciplinary alternative education programs (DAEPs) provide disciplinary interventions for students who have engaged in conduct described in TEC §§37.001, 37.002, 37.005, 37.006, or 37.007. DAEPs must meet the requirements of TEC §37.008.

Juvenile justice alternative education programs (JJAEPs) are established in accordance with provisions of TEC §37.011 and are subject to approval by the Texas Juvenile Probation Commission (TJPC) and/or the county juvenile board. JJAEPs are mandatory in counties with populations over 125,000; counties with a population less than 125,000 may voluntarily establish JJAEPs.

As in past years, districts should continue to report student attendance data at the campus where the student was enrolled when the attendance occurred. Likewise, school leavers should be reported at the campus where they were enrolled when they left the district. (Note that these instructions override any conflicting rules found in the 1999-2000 Alternative Education Accountability Manual Second Edition, July 1999.)

Regular Students and Long-term Alternative Education Students. The new data element is not reported for these students. For accountability purposes, the de facto campus ID of accountability used for attendance and/or leaver data will be the campus ID reported. A long-term alternative education student is one enrolled for at least 85 cumulative days during the school year in an alternative education school registered for evaluation under the optional alternative accountability rating procedures. For attendance, when a student is reported in attendance at more than one campus, and none of the campuses are either a DAEP or a JJAEP, each school will be credited with the attendance earned while the student was enrolled. No re-attribution will occur if a student was never enrolled at a JJAEP or DAEP during the school year.

Short-term Alternative Education Students. In most instances, the new data element is not reported for these students. For accountability purposes, the campus ID of accountability used for attendance and/or leaver data will be the campus ID of the regular school at which the student was enrolled. This information will be determined by TEA from attendance files. A short-term alternative education student is one enrolled less than 85 cumulative days in a registered alternative education school during the school year. For attendance, when a student is reported in attendance at more than one campus, and none of the campuses are either a DAEP or a JJAEP, each school will be credited with the attendance earned while the student was enrolled. In those cases when the student is enrolled less than cumulative 85 days at the alternative education campus and was never enrolled at a regular campus, the new data element will be reported.

JJAEP and DAEP Students. The new data element will be reported for some students served at a JJAEP and/or a DAEP. The new data element is to be used only if JJAEP and DAEP students were never enrolled on a regular campus at any time during the school year. The new data element is required for JJAEP or DAEP students only if, during the school year, they have been enrolled:

· only in a JJAEP, and/or a DAEP, and a short-term placement at a registered alternative education school.

In these situations, attendance earned while the student was enrolled at the DAEP and/or JJAEP will be assigned to the regular campus identified in the CAMPUS-ID-OF-ACCOUNTABILITY data element, as will any attendance earned during the short-term alternative education placement.

For all other situations when students are served at some point in the year at a JJAEP or DAEP, a campus ID for accountability will be determined by TEA by analyzing attendance files. (See Attachment 1, CAMPUS-ID-OF-ACCOUNTABILITY Determination.)

Alternative education procedures are used to determine accountability ratings for registered alternative campuses in which students are enrolled at least 85 cumulative days. DAEPs will be evaluated by the Agency, and JJAEPs will be evaluated by TJPC and/or the county juvenile board. All other types of campuses to which accountability performance data are attributed are rated through regular accountability procedures. (See the 1999 Accountability Manual.)

Disciplinary alternative education programs may no longer participate in the alternative accountability rating procedures. Beginning with the 1999-2000 school year, the regular campus of a student assigned to a DAEP will be held accountable for that student’s performance regardless of the length of the student’s assignment to the DAEP. This policy will continue to govern accountability for JJAEP students as well. The only exception to this rule is if the student, who was in a DAEP or JJAEP at some point during the year, also had at least 85 cumulative days of enrollment at a non-disciplinary AEP that is registered for alternative accountability. For students enrolled at least 85 cumulative days in a registered AEP, the AEP is the campus of accountability.

A district has two choices when reporting the attendance and leaver data for a student served at a DAEP. The district may choose to leave students enrolled at the home campus while they are serving a disciplinary assignment. Therefore, the attendance and/or leaver data is reported with that regular campus. Alternatively, a district may choose to withdraw students from the home campus and enroll them in the DAEP campus for the term of the disciplinary assignment. The attendance and leaver data for the period of time in which they are at the DAEP would be reported with the DAEP campus number.

Attendance and leaver data should be reported at the campus where the student is enrolled. Attribution of data will be determined by reviewing attendance data from the prior year; however, leaver data will never be attributed to a JJAEP, DAEP, or an AEP in which the student was enrolled less than 85 cumulative days during the school year.

When a student is placed in a JJAEP, the student should be enrolled and attendance reported on the separate JJAEP campus number set up by the district. (See the 1999-2000 Student Attendance Accounting Handbook, page 108.)

Accuracy in data reporting is the responsibility of each school district. Districts are responsible for submitting PEIMS data by prescribed dates. The PEIMS resubmission correction process is the vehicle through which districts can correct any erroneous information initially submitted. Supplemental data for campuses rated under alternative procedures must be received by the Agency each year no later than June 15^th. The accountability ratings appeal process is not an opportunity to correct errors in data submission. Each step of the data collection process and the accountability evaluation process has an “as of” date so that all districts are treated fairly.

Please be aware that in those cases when the new data element, CAMPUS-ID-OF-ACCOUNTABILITY, is reported, the student’s attendance data from the prior year will be checked by TEA to see that the value reported for this data element seems reasonable. If the value reported is questionable, the Agency’s Special Data Inquiry Unit may conduct an investigation which could result in rating consequences.

In early 2000, all districts will assist TEA in updating the AskTED system to more accurately reflect the appropriate type for each campus. This is necessary so that the various PEIMS edits that either require or prohibit CAMPUS-ID-OF ACCOUNTABILITY in certain situations can be performed properly. Details of this update will be sent in a separate mailing.

1. CAMPUS-ID-OF-ACCOUNTABILITY Determination, which shows how each student's accountability campus will be determined;

2. E1027, CAMPUS-ID-OF-ACCOUNTABILITY, which is a new data element on the 101 Student Demographic record, beginning with PEIMS Submission 3 for 1999-2000;

3. A revised Student Data-Demographic Record Type 101, effective with the 1999-2000 PEIMS Submission 3; and