Gilmer Independent School District - PEIMS Student Policy and Procedure Manual for 2019-2020 Page | 1 Gilmer ISD Student Policy and Procedures ...

 
Gilmer Independent School District - PEIMS Student Policy and Procedure Manual for 2019-2020 Page | 1 Gilmer ISD Student Policy and Procedures ...
Gilmer Independent
            School District

    PEIMS Student Policy
    and Procedure Manual
        for 2019-2020
Page | 1 Gilmer ISD Student Policy and Procedures Manual 2019-2020
Gilmer Independent School District - PEIMS Student Policy and Procedure Manual for 2019-2020 Page | 1 Gilmer ISD Student Policy and Procedures ...
Table of Contents
General Information ............................................................................................................................................ 5
   Purpose .............................................................................................................................................................. 5
   Gilmer ISD Board Policy ................................................................................................................................. 9
   Security .............................................................................................................................................................. 9
   Training ............................................................................................................................................................. 9
   CPS Investigations at School .......................................................................................................................... 9
   Legal Documents............................................................................................................................................ 10
   Family Education Rights and Privacy Act (FERPA) ................................................................................. 12
   Court Appointed Special Advocate (CASA).............................................................................................. 12
Discipline ............................................................................................................................................................. 12
   Discipline Release .......................................................................................................................................... 12
   Entry of Discipline ......................................................................................................................................... 13
   Police Department Reports ........................................................................................................................... 13
   Child Restraints .............................................................................................................................................. 13
Beginning and End of the Year File Audit ..................................................................................................... 13
Enrollment Numbers ......................................................................................................................................... 13
   Entity Counts .................................................................................................................................................. 13
   Enrollment Report.......................................................................................................................................... 14
   Weekly Enrollment Numbers ...................................................................................................................... 15
Family Access Change Requests ...................................................................................................................... 15
On Campus Demographic Change Requests ................................................................................................ 16
Legal Name Change .......................................................................................................................................... 16
Student Cumulative Folders ............................................................................................................................ 16
   Procedures....................................................................................................................................................... 16
   Verifying Eligibility ....................................................................................................................................... 17
   Verifying Identity ........................................................................................................................................... 18
   Immunization Requirements........................................................................................................................ 18
   Determining Ethnicity ................................................................................................................................... 20
   Determining the Average Daily Attendance (ADA) Eligibility (Entry) Code ...................................... 21
   ADA Eligibility Code .................................................................................................................................... 21
       Code 0 – Enrolled, Not in Membership .................................................................................................. 21
       Code 1 – Eligible for Full-Day Attendance............................................................................................. 22
       Code 2 – Eligible for Half-Day Attendance ............................................................................................ 22

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Code 3 – Eligible Transfer Student Full-Day ......................................................................................... 22
      Code 4 – Ineligible Full-Day ..................................................................................................................... 23
      Code 5 – Ineligible Half-Day .................................................................................................................... 23
      Code 6 – Eligible Transfer Student Half-Day......................................................................................... 24
      Code 7 – Eligible Alternative Attendance Program Participation (Gilmer ISD does not use) ....... 24
      Code 8 – Ineligible Alternative Attendance Program Participation (Gilmer ISD does not use) .... 24
   Funding Eligibility ......................................................................................................................................... 24
   Study Halls Not Eligible as Instructional Hours ....................................................................................... 25
   Time Spent in Course for Which Student Has Already Received Credit Not Eligible as Instructional
   Hours ............................................................................................................................................................... 25
   Funding Eligibility of Students Who Have Met All Graduation Requirements except Passing
   Required State Assessments ......................................................................................................................... 26
   Age Eligibility ................................................................................................................................................. 26
   Additional Information about Minimum Eligible Age ............................................................................ 27
   Kindergarten Acceleration (EHDC Local) .................................................................................................. 28
   Additional Information about Maximum Eligible Age ............................................................................ 28
   Additional Information about PK and Eligibility ..................................................................................... 28
   New Student Processing from Start to Finish ............................................................................................ 28
      Requesting Records ................................................................................................................................... 34
      Entering PEIMS ID ..................................................................................................................................... 38
      Date Entered 9th Grade-(High School Only) .......................................................................................... 40
      Graduation Type Plan (High School Only) ............................................................................................ 41
      Endorsements (High School Only) .......................................................................................................... 41
      Mass Add Graduation Program Type Codes/Date Entered 9th Grade ............................................. 42
   Accountability ................................................................................................................................................ 42
   Family Access ................................................................................................................................................. 42
   Student Web Access ....................................................................................................................................... 44
   Returning Student Registration ................................................................................................................... 44
   Returning Student Forms.............................................................................................................................. 44
   DAEP ............................................................................................................................................................... 45
   Texas Student Data System Unique ID ....................................................................................................... 46
   Weekly State Submission .............................................................................................................................. 46
Before School Starts Procedures....................................................................................................................... 47
First Day of School Procedures ........................................................................................................................ 49
   No Show Process ............................................................................................................................................ 51
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Entity Counts .................................................................................................................................................. 53
   Enrollment Report.......................................................................................................................................... 53
Acronyms ............................................................................................................................................................ 55

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General Information
Purpose
The purpose of this Policies and Procedures Manual is to provide guidance and direction to District
personnel charged with the maintenance and accuracy of student records and information. These are
designed in accordance with the Texas Education Agency (TEA) – Student Attendance Accounting
Handbook (SAAH), Public Education Information Management System (PEIMS) Data Standards
Requirements and the Texas Education Data Standards (TEDS). Under no circumstances should a
campus make a policy or procedure related decision without written permission from district office.
No forms should be created or modified at the campus level unless told to do so by the PEIMS
department.

Beginning September 1, 2013, tampering with data reported for a school district or open-enrollment charter school
to the Texas Education Agency through the Public Education Information Management System (PEIMS)
described by Section 42.006, Education code, under a law or rule requiring that reporting is considered a felony
of the third degree.

PEIMS encompasses all data requested and received by the TEA about public education including:
student demographic, personnel, financial, and organizational information.

PEIMS currently collects data 10 times per year. These collections are known as:
   o the Fall Collection (or Submission 1)
   o the Midyear Collection (or Submission 2)
   o the Summer Collection (or Submission 3)
   o the Extended Year Collection (or Submission 4)
   o ECDS (Early Childhood Data Collection)-Kindergarten Submission
   o ECDS (Early Childhood Data Collection) -Prekindergarten Submission
   o RF Tracker Collection (Residential Facility)
   o SPPI-14 (State Performance Plan Indicator) Collection
   o Class Roster Collection -Fall
   o Class Roster Collection-Spring

Fall Collection consists of Snapshot and Leaver Data. Snapshot data is collected on a pre-determined
date, last Friday in October. All districts report their budget, staff, organization, and student
enrollment data on this date. Like a picture, the data collected reflects a moment in time. Leaver data
is collected on all students enrolled during the prior school year, but not enrolled on the snapshot date.
The TEA collects Submission 1 data in December and the resubmission in late January. The TEA makes
the data available to the public around the first of March.

Midyear Collection consists of actual audited financial data from the previous school year. The TEA
collects Submission 2 data in late January and the resubmission in February. The TEA makes the data
available to the public in March.

Summer Collection consists of student attendance (regular and flexible), course completions,
disciplinary actions, student restraints, Title I-Part A participation, course sections, teacher class
assignments/staff data, district/charter school and campus performance ratings, and Foundation High
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School Program participation data. The TEA collects Submission 3 data in late June and the
resubmission in July. This data is available to the public by October. The lag time for Submission 3
between resubmission and the data’s availability to the public is due to the wait for resubmissions from
year-round schools.

Extended Year Collection consists of Bilingual/ESL Summer School program data, extended school
year program data known as ESY data, Summer Credit Recovery attendance, and Dual Credit Course
completion in the summer. Submission 4 is due to TEA in September. The resubmission occurs in late
October. This data is available to the public in November.

ECDS Collection consists of beginning of year testing data in reading for Kindergarten and beginning
and end of year testing data for Prekindergarten. Kindergarten submission is usually in late January,
and Prekindergarten submission is in mid-June.

RF Tracker Collection consists of data for students with disabilities who reside in residential care and
treatment facilities within the geographic boundaries or jurisdiction of a district. This data will be
submitted in February.

SPPI-14 Collection consists of data for students with disabilities enrolled in grades 9-12 who have exited
a local education agency (LEA) and have a leaver record with certain leaver codes as reported in the
fall submission. This data will be submitted in February.

Class Roster Collection Fall and Spring includes organization, staff identification and demographics,
class assignment, student identification and demographics, and class enrollment data. This data will
be submitted in October and March.

2019-2020 Submission Timelines

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Gilmer ISD uses Skyward as its Student Information Software System. Currently, the major categories
of data collected are: student demographic, program participation, school leaver data, student
attendance, student grades, course completion, and discipline data.

The TEA manages other collections for evaluating, monitoring, funding, or auditing purposes. In
compliance with the Texas Education code, PEIMS contains only the data necessary for the legislature
and the TEA to perform their legally authorized functions in overseeing public education.

The PEIMS department shall not make any deletions to the PEIMS database, for any reason, unless the
campus principal, department head, or the Superintendent has made a signed request. Every Campus
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Principal and Department Director or Coordinator must sign a Letter of Assurance that the PEIMS data
being sent to the TEA by the campus has been closely verified for accuracy. Each report sent, must also
be reviewed and validated by certified staff. The Superintendent of Schools must sign the TEA
Superintendents Letter stating that the District has closely verified the data for accuracy. This is done
electronically.

Gilmer ISD Board Policy
The following are board policy that relate to attendance and enrollment. This is not an exhaustive list.
Additional board policies can be found located at http://pol.tasb.org/Home/Index/1242
 FEA(Legal)                            Attendance-Compulsory Attendance
 FL(Legal)                             Student Records
 FEC(Local)                            Attendance-Attendance for Credit
 FED(Legal)                            Attendance-Attendance Enforcement
 FEB(Legal)                            Attendance-Attendance Accounting
 FNG(Legal)/FNG(Local)                 Student and Parent Complaints/Grievances
 FNC(Legal)/FNC(Local)                 Student Conduct

Security
Students are not allowed access to the Skyward software except through their Student Access account.

Passwords should be protected and not be given out to other persons.

If you leave your desk, place all paperwork with student information out of sight of others and lock
your computer.

A backup of the Skyward data is performed on a nightly basis.
Security is set to log off teachers after 15 minutes idle and all other users after 70 minutes idle.

Training
All registrars, attendance and PEIMS clerks will attend all scheduled trainings during the school year
unless prior permission is received to not attend. Training dates are provided prior to the beginning
of the school year. (2019-2020 Training Calendar) Every effort shall be made to not change the dates,
however if needed the change will be communicated via email. Additional training may be necessary
during the school year.

Each year all Registrars, PEIMS and Attendance Clerks will be required to sign the Attendance and/or
PEIMS Confidentiality Agreement.

CPS Investigations at School
Per board policy GRA (Legal) a school official may not refuse to permit a Child Protective Services
(CPS) investigator to interview at school a student who is alleged to be a victim of abuse or neglect
under Family Code 261. A school official may not require the CPS investigator to permit district
personnel to be present at a student interview conducted at school.

When CPS comes to visit a student at school the following steps should be taken:
  1. Copy CPS identification;
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2. Notify a campus administrator that CPS is on campus to visit with a student;
   3. Fill out the CPS-Police Contact Form
   4. Campus administrator asks the following questions:
          a. Are you taking the student?
          b. Are you notifying the parent?
   5. Call the student to the office. When calling, the student DO NOT notify anyone as to the
      reason why the student is being requested in the office.
   6. Give the administrator a copy of the district at-risk form in case the campus called CPS on the
      student. (It is unlikely this will be returned)

Legal Documents
If a parent provides the campus with legal documents concerning a custody situation, the information
including an electronic copy of the documents must be added to Skyward.

Student/Student Profile/Profile tab/All Notes.
WS/ST/TB/GE/TB/PR/PR

                                                                                  1

   1. All Notes

                                                                              2

   2. Add

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3
   3. Note Type: Enter note type as Parental Consent.

                                                                   8
                                      4
                                               6
                                                                    7

                                                    5

   4. Assign To: Change to Entity 000 so when/if the student moves to a new campus the note can
      be seen.
   5. Category: Select Parent Custody Pickup. This is the only category that will trigger the green C.
   6. Protect Note: Never check this box. If the registrar protects a note, they are the only person that
      can view the note and when/if the registrar leaves they can never be viewed.
   7. Attach: If you have a copy of the legal documents attach them so that when needed they can be
      viewed.
   8. Save

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Family Education Rights and Privacy Act (FERPA)
FERPA states that schools must have written permission from the parent or eligible student to release
any information from a student’s education record. FERPA allows schools to disclose those records,
without consent, to the following parties or under the following conditions (34 CFR 99.31):
   • School officials with legitimate educational interest;
   • Other schools to which a student is transferring;
   • Specified officials for audit or evaluation purposes;
   • Appropriate parties about financial aid to a student;
   • Organizations conducting certain studies for or on behalf of the school;
   • Accrediting organizations;
   • To comply with a judicial order or lawfully issued subpoena;
   • Appropriate officials in cases of health and safety emergencies; and
   • State and local authorities, within a juvenile justice system, pursuant to specific state laws.

As required by FERPA, we can only provide information to probation officers to comply with a judicial
order or lawfully issued subpoena. We must have one of those documents, or a FERPA waiver signed
by the parent, to provide student records to probation officers, police officers, or officers of the court.
These documents are extremely easy for them to provide. A Student Records Access log of whom you
have released records to, when, why, and what documentation they provided must be kept.

You may provide hard copies in person or via email only if the electronic information is password
protected.

When a parent or legal guardian is requesting records or enrollment verification they must fill out the
Parent Requesting Student Records Form. Campus staff must verify the person requesting the data is
the parent or legal guardian prior to releasing the records. A copy of a valid identification must be
made and retained with the request form.

Court Appointed Special Advocate (CASA)
At times a student will have a court appointed special advocate (CASA) representative. The campus
must receive a document showing the student name and the name of the CASA appointed
representative. Once received the campus can release records to the representative. The campus will
make a notation in the file any time the records are released to the CASA representative.

Discipline
Discipline Release
First and foremost, if someone is inquiring about discipline on a student on your campus, you must
contact your campus Administrator. The Administrator will work to ensure proper protocol is
followed.

Remember, discipline information is private and confidential. Only pending discipline assignments
and current discipline assignments, may be sent to other school districts.

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Entry of Discipline
If you are assigned to enter discipline for your campus it must be done in a timely fashion. Discipline
offense and action codes MUST be written by the administrator. Under no circumstances should the
registrar code the infraction or action. An administrator must do this coding. Discipline codes and
their meaning can be found in Discipline Codes Form.

Police Department Reports
For reports a campus receives from a police department Gilmer ISD is only required to code the ones
that have Title 5 Felonies (murder, assault etc.). These forms MUST be shredded at the end of the
school year if they state Article 15.27.

For any offense that states misdemeanor, the campus does not have to enter the information. The report
is FYI only.

For any offense that involves a Title 5 felony the campus discipline officer will handle the discipline
entry.

Child Restraints
Restraints on Special Education students must be reported in PEIMS if the student is restrained due to
‘imminent’ harm conditions. If a campus registrar receives a coding sheet for a restrain on a special
education student, it should be forwarded to the Special Education department.

Any restraint by the Gilmer ISD Police Department regardless of ‘imminent’ harm conditions must be
reported. These students may or may not be special education students. The campus restraint log will
be filled out by the Gilmer ISD Police Department and turned in to the PEIMS department monthly.

Beginning and End of the Year File Audit
During the first week, after summer break and prior to leaving for summer break, all Registrars are
required to do an audit of their cumulative folders.

Run a report from data mining showing all students enrolled on your campus by grade level. Verify
that you have a cumulative folder for each student listed. Once all cumulative folders have been found,
scan the documents and save to the school year, campus specific folder in the PEIMS folder on the
department drive.

If you are missing a cumulative folder, it must be located. If the file cannot be located, a memo must
be written stating all attempts to locate the file and a new cumulative folder must be created. The
PEIMS department must be contacted if you cannot locate a cumulative folder.

Enrollment Numbers
The campus registrar is responsible for maintaining the enrollment for the campus.

Entity Counts
Entity counts show a count of all students regardless of their enrollment date.

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Advanced Features/Entity Counts/Entity Counts
WS/AF/EC/EC

If the current count and the unduplicated count are not the same, the students need to be recounted.

Advanced Features/Entity Counts/Setup/Utilities/Recount Students
WS/AF/EC/PS/UT/RS

                                                               1

   1. Run

Enrollment Report
The enrollment report will show you only the count of students that are enrolled as of the date you
select in the report.

Office/Attendance/Reports by Students/Enrollment Report
WS/OF/AT/RE/AR/ER

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1                                                   4

             2

                                 3

   1. Template Description: give the template a name. You can reuse this template each time an
      enrollment report needs to be run.
   2. Enrollment as of: select the date to see how many students are enrolled as of that date.
   3. Printing Options: uncheck all boxes
   4. Save and Print

Weekly Enrollment Numbers
2019-2020 Friday Numbers – located in Google Docs under Weekly Enrollment Numbers must be
updated no later than 11:30 each Friday.

Family Access Change Requests
During the year parents, can request changes to their information in family access. Once the change
has been made the campus Registrar must approve the request in Skyward. To find if you have
pending changes in skyward click on the yellow dot with an exclamation point.

Parents can request a change of address online, but the campus registrar cannot approve the change
until a new proof of residency (current utility bill, current lease, or current mortgage statement) is

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received. Upon receipt of a change of address the campus Registrar must verify that the student is still
zoned to attend the current campus.

If they are no longer attending the zoned campus based on address they are entitled to continue until
the end of the semester per Superintendent’s directive.

On Campus Demographic Change Requests
If a parent comes to the campus requesting student information changes, they are to submit the request
in writing and in person. The person receiving the form must check the driver’s license of the parent
requesting the changes.

Legal Name Change
When a parent/guardian brings legal documents changing the name of a student the following should
be done:
      • Scan a copy of the legal documents and attach them to the student enrollment portfolio in
         Skyward.
      • Email the PEIMS Coordinator, ext. 1489.

Student Cumulative Folders
All student cumulative folders should be in a locked and private access area. Before taking possession
of a cumulative folder it must be signed out, marking the date and time taken and then signed back in
to the custodian of records.

At all times, cumulative folders must be kept in tight security either on person or locked away.
Cumulative folders should be returned at the end of the school day to the campus custodian of records.
Principal exception can be granted, in writing, on a case by case basis. Security guidelines must still be
followed.

Enrollment and Eligibility
Procedures
Measures should be taken to verify, on enrollment, that a student is entitled to enroll in the district
under the TEC, §25.001. If the student’s entitlement is contingent on the residency of a person,
examples of methods of verifying residency include requesting utility bill receipts or lease information
or verifying with designated district personnel that the applicable residence is within the boundaries
of our district. Gilmer ISD accepts a current utility bill (water, electric, or gas), lease, or mortgage
statement as a valid proof or residence. The proof of residence must not be older than 2 months. Any
uncommon situations must be approved by district office prior to enrollment.

Any students who are entitled to enrollment under the TEC, §25.001 must be served even if they are
expected to reside in the district for a short time. Students must be served in regular education in
addition to other programs (special education, etc.) if the students are eligible and all documentation
is on file. Failure to provide proof of residency does not allow the district to refuse to enroll a
student. DO NOT do anything that will jeopardize a student living situation.
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The student's entry date is the first day the student is physically present during the official attendance
accounting period on a campus. A student's reentry date is the first day the student is physically
present during the official attendance accounting period after having been withdrawn from the same
campus. A student cannot be absent on either the entry or the reentry date. Also, a student cannot
be absent on the first day of school.

Verifying Eligibility
Under the TEC, §25.001(b), Gilmer ISD must admit a student who meets age eligibility requirements if
the student:
   • And either parent reside in Gilmer ISD;
   • Does not reside in Gilmer ISD 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 Gilmer ISD;
   • 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;
   • Is a foreign exchange student placed with a family that resides in your district by a nationally
       recognized foreign exchange program. Now, Gilmer ISD has an approved waiver with the TEA
       to limit the number of foreign exchange students enrolled in a school year. See board policy FD
       (Local) for additional information;
   • 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 (emancipated minor); or
   • Does not reside in Gilmer ISD but has a grandparent who does and who provides a substantial
       amount of after-school care for the student. (Grandparent Certificate)

Also, Gilmer ISD must admit, tuition-free, a student who meets age eligibility requirements if the
student has been placed in foster care and the foster parents reside in your district. A high school
student in grades 9–12 who has been placed in temporary foster care at a residence outside your district
but was enrolled at a school in your district at the time of placement is entitled to complete high school
at that school without payment of tuition.

In establishing whether a student meets residency and age requirements for enrollment in your district,
your district may not ask about the citizenship or immigration status of the student or his or her parent
or other person with legal control of the student under a court order.

If the district Homeless Liaison determines that a student is homeless, as defined by the McKinney-
Vento Homeless Assistance Act, then at the time of that determination, the child must be allowed to
either remain in the district in which he or she was enrolled before becoming homeless or enroll in the
district where he or she is now located. A student attending his or her school of origin who becomes
permanently housed during the school year is entitled to continue to attend that school for the rest of
the school year. Proof of residence is not required.

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Upon receipt of a returned letter for a student, the campus will send a letter home with the student
asking for a new proof of residency to update out records. A phone call to the home will also take
place. Every effort must be made to secure the new residence both for safety and census information.

Verifying Identity
A parent or other person with legal control of a student under a court order who is enrolling a student
from another Texas school has up to 30 days from the date of enrollment to provide proof of the
student’s identity. A parent or other person with legal control of a student who is enrolling a student
from outside of the state of Texas must provide proof of the student’s identity upon enrollment. Any
of the documents in the following list is acceptable for proof of identity and age; however, please see
the next paragraph for additional information related to students under the age of 11.
       • 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;
       • Driver’s license;
       • Passport;
       • School ID cards, records, or report card;
       • Hospital birth record;
       • Adoption records;
       • Church baptismal record; or
       • Any other legal document that establishes identity.

For a student who is under 11 years of age and is enrolling in Gilmer ISD for the first time, per the
Texas Code of Criminal Procedure, Article 63.019, certain additional requirements related to the
documentation of identity and age apply. Gilmer must notify the person enrolling the student that the
person has up to 30 days from enrollment for a student born in the United States, or up to 90 days from
enrollment for a child not born in the United States, to provide a certified copy of the child’s birth
certificate. If the person is unable to produce a certified copy of the birth certificate, the person must
produce, within the same time, other acceptable proof of the child’s identity and age (see list above)
and fill out the Birth Certificate Declaration form explaining why the person was unable to produce a
certified copy of the birth certificate.

Failure to receive the information required for student enrollment must not preclude Gilmer ISD from
enrolling and serving a student. However, only students who meet the age and admission
requirements may be reported as eligible for Foundation School Program (FSP) purposes. Gilmer may
report an enrolled student it believes to be eligible for FSP purposes as eligible while awaiting
documentation of eligibility from the student’s previous school district or from the person enrolling
the student.

Every effort must be made by the Registrar to receive the proof of identity. If the previous district
does not send proof of identity, Gilmer ISD will send the letter, Failure to Receive Records, to the parent
requesting the document be provided.

Immunization Requirements
During enrollment, any questions regarding immunizations should be addressed to the campus nurse
and if he/she is unavailable the Director of Health and Safety Services. Prior to the parent leaving
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campus at initial enrollment, the campus nurse must review the immunization record and certify there
are no missing immunizations.

Except as provided by the TEC, §38.001(c), a student is required to be fully immunized against certain
diseases. However, your district may admit a student provisionally if the student has begun the
required immunizations and continues to receive the necessary immunizations as rapidly as medically
feasible. Except as provided by the TEC, §38.001(c), a student who is not fully immunized and has not
begun the required immunization may not attend school.

A homeless or Texas foster care student may be admitted for 30 days pending initiation of vaccinations
or receipt of vaccination documentation. A student who is a military dependent or any student coming
from another Texas school may be enrolled for 30 days pending transfer of immunization records. If a
student is coming from a school outside of the state of Texas, proof of being fully immunized against
certain diseases must be provided prior to their start date.

For further information regarding immunization requirements, immunization exemptions, and
immunization documentation, please contact the Department of State Health Services or the Gilmer
ISD Director of Health and Safety Services.

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Determining Ethnicity
Beginning with the 2010-2011 school year, PEIMS will only collect Ethnicity information using the new
(1997) federal reporting standards as illustrated below. Each student who is enrolled on your campus
for at least one day must be identified in Skyward with the new ethnicity reporting requirements. This
data is collected in both the fall and summer PEIMS submissions. Upon enrollment, the parent will
select the student’s Ethnicity during the online new student registration process.

If a parent makes a change to the ethnicity in Skyward, there is no need to send home a new form for
the parent to fill out. Skyward tracks the requested change in a log once the PEIMS Clerk approves the
change request. Immediately after approving the change, the campus PEIMS clerk will fill out the State
Database Change form and submit the form via the email to the PEIMS department.

Summary of Requirements
  1. The USDE requires that ethnicity and race be collected separately using a specific two-part
     question, presented in a specific order. Both parts of the question must be answered.

      Part 1. Ethnicity: Is the person Hispanic/Latino? Choose only one.
                    Hispanic/Latino
                    Not Hispanic/Latino

      Part 2. Race: What is the person’s race? Choose one or more regardless of ethnicity.
                    a. American Indian or Alaska Native
                    b. Asian
                    c. Black or African American
                    d. Native Hawaiian/Other Pacific Islander
                    e. White

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2. Respondents may select only one category for ethnicity, but may select multiple designations
      for race.

   3. The categories for ethnicity are Hispanic/Latino and Not Hispanic/Latino. Regardless of the
      category selected for ethnicity, respondents must still select one or more categories for race.

   4. One of the major changes is the recognition that members of Hispanic populations can be of
      different races. The federal government would like to afford Hispanic/Latino populations the
      opportunity to better describe themselves per their culture and heritage.

   5. The categories to be used when reporting aggregate data to the USDE differ from the categories
      to be used for data collection. Each student or staff member is associated with only one of the
      seven aggregate reporting categories listed below. Use of these seven categories for aggregate
      reporting eliminates the possibility of counting an individual twice.
      • Hispanic/Latino
      • American Indian or Alaska Native
      • Asian
      • Black or African American
      • Native Hawaiian or Other Pacific Islander
      • White
      • Two or More Races

Determining the Average Daily Attendance (ADA) Eligibility (Entry) Code
Both membership and eligibility to generate average daily attendance (ADA) are related to the
amount of time that a student receives instruction each day. However, they are not the same.

A student is in membership in your district if the student is enrolled in the district and is either:
   • Scheduled to attend at least 2 hours of instruction each day or
   • Participating in an alternative attendance accounting program.

A student who meets the criteria above is in membership regardless of whether the student is eligible
to generate ADA.

A student is eligible to generate ADA, and thus FSP funding, only if the student is in membership and
meets the ADA eligibility requirements described in the following subsections.

ADA Eligibility Code
A student’s eligibility to generate ADA is reported with what is called an ADA eligibility code. Gilmer
ISD must use the following codes when reporting student attendance.

Note: The 2-through-4-hour rule includes recess and in-class breakfast.

Code 0 – Enrolled, Not in Membership
Code 0 indicates that a student is enrolled but is not in membership. Code 0 applies to students who
are scheduled for and provided fewer than 2 hours of instruction by Gilmer ISD each school day and
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are not participating in an alternative attendance accounting program. This code is used for the
following:
    • A child who is scheduled to attend for fewer than 2 hours of instruction each school day,
       including a high school student who has met all graduation requirements other than passing
       required state assessments and who continues to attend school to participate in a study program
       for those tests if the student is scheduled for and attending fewer than 2 hours of study program
       instruction each day.
    • A child who attends a nonpublic school but receives some services from your district (for
       example speech therapy services only)
    • A student who is provided instruction totally in a federal Head Start 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
    • 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 service plan

A student coded with an ADA eligibility code of 0 is not eligible to generate ADA or FSP funding.

Code 1 – Eligible for Full-Day Attendance
Code 1 indicates that a student is eligible to generate full-day attendance. Code 1 applies to all students
entitled to enroll under the Texas Education Code (TEC), §25.001, who are scheduled for and provided
instruction for at least 4 hours each school day.

Note: Gilmer ISD offers full day PK, but we cannot count students as eligible for full-day attendance.
The state of Texas only funds PK on a half-day basis.

Code 2 – Eligible for Half-Day Attendance
Code 2 indicates that a student is eligible to generate half-day attendance. Code 2 applies to all students
entitled to enroll under the TEC, §25.001, who scheduled for and provided instruction for at least 2
hours but fewer than 4 hours each school day.

Code 2 applies to all Pre-Kindergarten (PK) students who meet the requirements for eligibility.

Code 3 – Eligible Transfer Student Full-Day
Code 3 indicates that a student is a transfer student who is eligible to generate full-day attendance.
Code 3 applies to a student who is a nonresident, is legally transferred into Gilmer ISD, and is
scheduled for and provided instruction for at least 4 hours each school day. This code applies only to
a student who transfers from one Texas school district to another; such a student must meet all
eligibility criteria other than residency.

If a nonresident student is not legally transferred into a district, the receiving district cannot claim the
attendance. All students who live outside of the Gilmer ISD boundaries and have a documented
approved transfer application must be coded as an ADA 3.

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Note: Gilmer ISD offers full day PK, but we cannot count transfer PK students as eligible transfer
students for full-day attendance. The state of Texas only funds PK on a half-day basis.

Code 4 – Ineligible Full-Day
Code 4 indicates that a student is provided instruction for at least 4 hours each school day but is
ineligible to generate ADA. The students that code 4 applies to include any student who is scheduled
for and provided full-day instruction but does not meet the eligibility criteria for the service he or she
receives. The types of students who are coded ineligible are listed below.
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
    • 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 except for any age eligibility exceptions
       listed in the Age Eligibility section. However, a 4-year-old who is eligible for PK is eligible for
       half-day funding even if the student is provided instruction in a kindergarten classroom. The
       student must be coded for PK.

Overage:
   • Students who are 26 years old on September 1 of the current school year

Other:
   • Nonresident students who have not been transferred into your district
   • Students who reside outside the boundaries of the state of Texas
   • Students served by a juvenile justice alternative education program (JJAEP) based on an
       expulsion under the TEC, §37.007(a), (d), or (e), unless specifically authorized in writing by the
       TEA
   • Students placed in residential facilities within your district whose maintenance expenses are
       paid in whole or in part by another state or the United States
   • Students who are required, as a condition of obtaining or holding the appropriate United States
       (US) student visa, to pay tuition to your district to cover the cost of their education.

Code 5 – Ineligible Half-Day
Code 5 indicates that a student is scheduled for and provided instruction for at least 2 hours but fewer
than 4 hours each day but is ineligible to generate ADA (for any of the reasons listed in the preceding
subsection on code 4). The student that code 5 applies to include any student who is provided half-
day instruction but does not meet the eligibility criteria for the service he or she receives.
Examples include the following:
   • Students enrolled only in PK who do not meet the PK eligibility requirements (Full day paid PK
       students will be coded 5)
   • Students enrolled in locally funded PK programs offered by Gilmer ISD
   • Students provided instruction by a JJAEP based on an expulsion under the TEC, §37.007 (a), (d),
       or (e) unless specifically authorized in writing by TEA.
   • Students who are required, as a condition of obtaining or holding the appropriate United States
       (US) student visa, to pay tuition to your district to cover the cost of their education.
Page | 23 Gilmer ISD Student Policy and Procedures Manual 2019-2020
Code 6 – Eligible Transfer Student Half-Day
Code 6 indicates that a student is a transfer student who is eligible to generate half-day attendance.
Code 6 applies to a student who is a nonresident, legally transferred into Gilmer, and is scheduled for
and 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.

The information on transferring students included in the previous subsection on code 3 applies for
code 6 as well.

Code 7 – Eligible Alternative Attendance Program Participation (Gilmer ISD does not use)
Code 7 applies to a student who is eligible to participate in and is enrolled and provided instruction in
an alternative attendance program, such as Optional Flexible School Day Program (OFSDP) or the High
School Equivalency Program (HSEP).

Code 8 – Ineligible Alternative Attendance Program Participation (Gilmer ISD does not use)
Code 8 applies to a student who is enrolled and provided instruction in an alternative attendance
program, such as the OFSDP or HSEP, but is ineligible to participate in the program.

Funding Eligibility
To be eligible to generate FSP funding for attendance, a student must either:
   1) Be scheduled for and provided instruction at least 2 hours (half-day attendance) or at least 4
       hours (full-day attendance) each day (referred to as the “2-through-4-hour rule”) or
   2) Be eligible for, enrolled in, and scheduled for and provided instruction in an alternative
       attendance accounting program (such as OFSDP)

The following table explains more fully the requirements a student must meet to be eligible to generate
ADA.

Note: The 2-through-4-hour rule includes recess and in-class breakfast.

 If the student is scheduled for   Then the student:                    And      should      be
 and provided instruction:                                              reported with:
 Fewer than 2 hours (120           Is not eligible to generate ADA (ex. ADA eligibility code 0
 minutes) per day                  Speech only students)
 At least 4 hours (240 minutes)    Is eligible for full-day attendance ADA eligibility code 1
 per day (most all students)       (is eligible to generate ADA)
 At least 2 hours (120 minutes)    Is eligible for half-day attendance ADA eligibility code 2
 but fewer than 4 hours per day    (is eligible to generate ADA)        (PK qualified students)
 At least 4 hours (240 minutes)    Is eligible for full-day attendance ADA eligibility code 3
 per day and meet the              (is eligible to generate ADA.) This (all documented out of
 requirements for an eligible      status applies to a student who district             transfer
 student other than residency or   legally transfers from one Texas students)
 an    alternative    basis  for   district to another Texas district
 eligibility under TEC§25.001      and meets all eligibility criteria
                                   other than residency

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At least 4 hours (240 minutes)    Is not eligible to generate ADA        ADA eligibility code 4
 per day but does not meet the
 eligibility requirements
 At least 2 hours (120 minutes)    Is not eligible to generate ADA        ADA eligibility code 5
 per day but does not meet the                                            (Full day paid PK
 eligibility requirements                                                 Students)
 At least 2 hours (120 minutes)    Is eligible for half-day attendance    ADA eligibility code 6
 per day and meets the             (is eligible to generate ADA). This    (PK ½ day qualified out
 requirements for an eligible      status applies to a student who        of   district  transfer
 student other than residency or   transfers from one Texas district to   students)
 an    alternative    basis  for   another Texas district and meets
 eligibility under the TEC,        all edibility criteria other than
 §25.001                           residency.

Students who are funding eligible an attending on a half-day basis may earn only one-half day of
attendance each school day. Gilmer ISD determines these students’ attendance by taking attendance
during a period in which the students are schedule to be present.

If a student who is funding eligible and attending on a full-day basis is not scheduled to attend school
during the second or fifth instructional hour, Gilmer ISD determines the student’s attendance by taking
attendance during a period in which he or she is scheduled to be present.

Attendance for any full-day student (ADA eligibility code 1 or 3) cannot exceed the number of days of
instruction for the same reporting period for the same instructional track. Attendance for any half-day
student (ADA eligibility 2 or 4) cannot exceed one-half of the number of days of instruction for the
same reporting period for the same instructional track. Also, the number of days of participation for
any student in any special program cannot exceed the number of days present for the same reporting
period for the same instructional track.

Instructional hours must not be averaged to determine attendance eligibility.

Study Halls Not Eligible as Instructional Hours
To be eligible for attendance for FSP purposes, students must either 1) be provided instruction at least
2 hours (half-day attendance) or at least 4 hours (full-day attendance) each school day or 2) be eligible
for, enrolled in, and provided instruction in an alternative attendance accounting program. Study
halls are not considered instruction and thus do not count toward the accumulative of attendance
hours for FSP funding purposes.

Time Spent in Course for Which Student Has Already Received Credit Not Eligible as
Instructional Hours
If a student repeats a course for which the student has already received credit, the time that the student
spends taking the course for a subsequent time does not count toward the accumulation of attendance
hours for FSP funding purposes; that is, this time does not count as classroom time for purposes of the
2-through-4-hour rule.

Page | 25 Gilmer ISD Student Policy and Procedures Manual 2019-2020
Funding Eligibility of Students Who Have Met All Graduation Requirements except
Passing Required State Assessments
Your school district may serve and generate FSP funding for a student who has met all graduation
requirements other than passing required state assessments and who continues to attend school to
participate in a study program for those assessments, provided all other eligibility requirements are
met. Time spent in the study program is considered classroom time for FSP funding purposes; that is,
this time counts as classroom time for purposes for the 2-through-4-hour rule.

Note: Students who have met all graduation requirements other than passing required state
assessments are the only students for whom time spent in such a study program may be considered
classroom time for FSP funding purposes. For any other student, this time is not considered classroom
time for FSP funding purposes.

Age Eligibility
PK and Kindergarten students are subject to compulsory school attendance rules while they are
enrolled in school. On enrollment in PK or Kindergarten, a child must attend school. However, if a
child has not reached mandatory compulsory attendance age (6 years old as of September 1, of the
current school year) the child's parent or guardian may withdraw the student from school, and the
child will not be in violation of compulsory attendance rules.

Unless specifically exempted by the TEC, §25.086, a child who is at least 6 years of age, or who is
younger than 6 years of age and has previously been enrolled in first grade, and who has not yet
reached his or her nineteenth birthday must attend school.

A person who voluntarily enrolls in or attends school after turning 19 years of age is also required to
attend school each day.

 Eligible                                      Ineligible
 A student who is at least 5 years old on      A student who is not at least 5 years old on
 September 1 of the current school year but is September 1 of the current school year or is
 less than 21 years old by the same date (see  not less than 21 years old by the same date,
 below     additional    information    about  unless the student meets some other
 minimum eligible age)                         eligibility requirement listed in the Eligible
                                               column
 A student who is at least 21 years of age but A student who has previously graduated
 less than 26 years of age on September 1st of from high school
 the current school year and who has been
 admitted by Gilmer ISD to compete the
 requirements of a high school diploma (see
 below     additional    information     about
 maximum eligible age)
 A student who has a disability and who 1) A student with disabilities who has
 has reached his or her third birthday and 2) graduated with a high school diploma under
 meets other special education eligibility 19 Texas Administrative Code (TAC)
 requirements

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