PEIMS Coordinators Training and Compliance Overview
Explore essential information on Federal and State compliance training for PEIMS Coordinators, focusing on data integrity, membership reporting, and verification processes. Stay informed about important dates and upcoming trainings.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
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: January 11, 2021
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 Membership Reporting Dates Verification of PEIMS Reports Weekly Data Monitoring and Validation Process Six Weeks Data Verification OnData Suite Reports Important Dates 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
Membership Reporting Dates Campuses must enter their membership figures on the Portal by 10:30 AM. (At least 2 persons per campus must have access to membership reporting.) January 29, 2021 February 26, 2021 March 26, 2021 April 30, 2021 May 28, 2021 June 11, 2021 5
Action Required: Verification of Fall PEIMS Reports The Texas Education Agency (TEA) TSDS PEIMS Reports for campuses generated from the combined district 2020-2021 TSDS Fall PEIMS First Submission, are now available on Analytic for Education (A4E) Principal and Achievement Dashboards. Principals must review the reports for reasonableness and accuracy and contact Federal and State Compliance no later than December 18, 2020 with questions about the reports. This information must be printed or electronically stored for future reference. An Academic Services Memo was issued on December 7, 2020. 6
Verification of Fall PEIMS Reports Instructions on how to access PEIMS (TSDS) Files in the A4E Dashboard The Texas Education Agency TSDS PEIMS Reports for your campus, generated from the combined district 2020-2021 TSDS Fall PEIMS Submission are now available on the A4E Principal and Achievement Dashboards. The reports are located on the Documents menu. STEP 1: From the myHISD employee portal > click on Analytics for Education (A4E) STEP 2: Click the PEIMS icon on the Dashboard footer STEP 3: Click the down arrow and select School Year STEP 4: Click the down arrow and select Fall Submission STEP 5: Principals must review the reports for reasonableness and accuracy and contact Federal and State Compliance no later than December 18, 2020 if you have questions about your reports. STEP 6: This information must be printed or electronically stored for future reference. 7
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 The FSC Sr. SIRs will distribute to the campus SIRs. Sr. Compliance Analyst and Sr. SIRs will work with campuses and departments to ensure that errors are being addressed and cleaned up each week. 8
Weekly Data Monitoring and Validation Process Campuses should run and review the following reports weekly during each six-week cycle: 1. PEIMS Error Check - The permissions for the PEIMS Error Check reports have been adjusted to allow all school roles access. Students Not Enrolled Courses/Periods All security roles have access for these two reports. Student Program Indicator Report available to all security roles. ADA Enrollment Count Report available to all security roles. Certify Scorecards Available to campus staff as requested Potential Drop-out Report - All security roles have access. Student PEIMS Graduate Verification Report School Enrollment (Register/Enroll/Withdraw), Principal Student PEIMS Leaver Verification Report available to all security roles. Class ID/Unique Section Code Verification Report available to all security roles. 10. Enrollment/Withdrawal Verification Report - School Enrollment (Register/Enroll/Withdraw), Principal 11. Student Detail Report - available to the Principal role and the School Enrollment role. 2. 3. 4. 5. 6. 7. 8. 9. 9
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 correcting the errors indicated in the Certify TSDS PEIMS Scorecard and the validation errors emailed by FSC. 10
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 (sign and date last page of report) Leaver Verification Report (sign and date last page of report; secondary schools only) 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. 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 11
Six Weeks Data Verification Timelines Campus Summary Report (CSR) CSR Signature Page Due to FSC Cycle Cycle Dates Verification Period Oct. 19 Dec. 4 Dec. 7 Dec 18 Jan. 4 Jan. 8 2 Dec. 7 Jan. 28 Jan. 29 Feb. 12 Feb. 15 Feb. 19 3 Feb. 1 Mar. 12 Mar. 22 Apr. 2 Apr. 5 Apr. 9 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 12
OnData Suite Training and Access Information On Monday, December 14th, FSC trained On Data Suite to the following Campus Designations: Campus PEIMS Coordinators Campus Principals The training will be uploaded for anyone who missed last month in OneSource before the end of this month. Access to detailed reports, interactive dashboards, and other visualization tools with a simple click are now available to campuses! Please contact Arian Sadri, Arian.Sadri@houstonisd.org, if you have questions regarding access to OnData Suite. Please contact your Sr. Compliance Analyst if you need training information. 13
OnData Suite Student Program Reports Student Data Validation Student Custom Reports 14
OnData Suite Student Program Data The Screen below will pop up with All Campuses. You can run the Entire District or Click the down arrow to select a campus. Click Submit. To download the data into an Excel Spreadsheet > Click on Tools > Export to Excel. Once you export to Excel you can extract the data that you need from the spreadsheet. 16
OnData Suite-Student Data Review Report OnData Suite>Student>Student Custom Reports>PEIMS Summary/Review>Student Data Review 20
Important Dates Fall 2020 December 14 Membership Reconciliation due for cycle 1 December 18 Fall PEIMS Acknowledgment form due Spring 2021 January 6 - Leaver Acknowledgment form, leaver reports and Student Data Review Report due January 8 Six Weeks Data Verification documents due for Cycle 2. January 13, 2021 All PEIMS data corrections must be completed January 14 PEIMS Fall Resubmission due to TEA. January 18 - FALL Resub PEIMS Reports available on A4E for campuses and departments January 29 Close out for the 2nd 6 Weeks Run PEIMS Error checks every 6 weeks February 19 - Six Weeks Data Verification documents due for Cycle 3. April 9 - Six Weeks Data Verification documents due for Cycle 4. Membership Reconciliation due for Cycle 4 (Date TBD) May 21 - Six Weeks Data Verification documents due for Cycle 5. July 2 - Six Weeks Data Verification documents due for Cycle 6. 21
2020-2021 Report Card and Progress Report Dates 22
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 23
Non-Instructional Campus Data Team If your campus has regular Non-Instructional Data Team meetings and you would like to share your best practices during one of our meetings, please email your Sr. Compliance Analyst for more information. 24
Afternoon sessions added beginning Spring 2021! PEIMS Coordinator Trainings Register in OneSource. You will receive a Teams Meeting link by your Sr. Analyst. Start Time End Time Presenters Course Item 1443933 Next Date 2/15/2021 8:30 AM 9:30 AM Latonya Smith/ Veda Winfree Heidi Cisneros Make-up Session 9:30 AM 1:30 PM 10:30 AM 2:30 PM 25
Upcoming Training FC_Attendance Overview (Attendance Overview/School Guidelines / Student Attendance Accounting Handbook) FC_Attendance Overview (Attendance Overview/School Guidelines / Student Attendance Accounting Handbook) FC_PEIMS Discipline - New Clerks FC_ Attendance Open Lab (New Clerks) 1/13/2021 8:30 AM 11:30 AM 1/13/2021 1:00 PM 4:00 PM 1/14/2021 8:30 AM 11:30 AM 1/15/2021 2:00 PM 4:00 PM FC_TSDS Enrollment Tracking 1/20/2021 8:30 AM 11:30 AM FC_TSDS Enrollment Tracking 1/20/2021 1:30 PM 4:30 PM FC_Attendance Open Lab (Returning Clerks) 1/20/2021 2:00 PM 4:00 PM FC_PEIMS Discipline - Returning Clerks 1/21/2021 8:30 AM 11:30 AM FC_Enrollment Training (SIRS - Elementary) 1/26/2021 8:30 AM 10:30 AM FC_Enrollment Training (SIRS - Secondary) 1/26/2021 1:30 PM 3:30 PM FC_Discipline Open Lab - Returning Clerks 2/10/2021 9:00 AM 12:00 PM 26
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. 27
Resources Academic Service Memos https://houstonisd.sharepoint.com/sites/myHISD/ASM/SitePages/Ac ademic-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/I TForms.aspx 28
Resources 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 (Power School) (HISD Employee Portal) Project SIS News Line (via email) 29
Federal and State Compliance Team Name Wanda Thomas, Sr. Manager Heidi Cisneros, Sr. Compliance Analyst Sylvia Guerrero, Sr. Student Information Representative Phone 713-556-6775 Email wthomas1@houstonisd.org 713-556-6758 Heidi.Cisneros@houstonisd.org 713-556-6772 Sylvia.Guerrero@houstonisd.org 713-556-6766 lshanno1@houstonisd.org Lisa Shannon, Sr. Student Information Representative 713-556-6754 Vacancy, Sr. Student Information Representative 713-556-6753 bgarcia3@houstonisd.org Berta Garcia, Sr. Student Information Representative 713-556-7657 lsmith3@houstonisd.org Latonya Smith, Sr. Compliance Analyst 713-556-6762 atillmo1@houstonisd.org Angela Tillmon, Sr. Student Information Representative 713-556-6753 Vacancy, Sr. Student Information Representative 713-556-6774 twhitmir@houstonisd.org 713-556-6753 mtejada@houstonisd.org 713-556-6769 vwinfree@houstonisd.org 713-556-8813 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 30
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 Rose Gamboa, Sr. Student Information Representative 713-556-6753 Arian.Sadri@houstonisd.org 713-556-6753 rgamboa@houstonisd.org 31
Questions? 32
Thank you! Date: January 11, 2021 Presenters: Heidi Cisneros, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Veda Winfree, Sr. Compliance Analyst
