1. Secondary Attendance Clerk Appendix D Training
November 2, 2016

2. Purpose of Training
Provide guidance to campus personnel in charge of the maintenance and accuracy of student records for the purposes of identifying, reporting, and data validation of student withdrawing
Provide an understanding of how to examine student records for purposes of verifying the accuracy of the leaver information reported through the Public Education Information Management System (PEIMS) and Appendix D.
Understanding of the Leaver Codes
Establish consistency across the campuses.

3. Data Validation Purpose
To maintain data integrity and ensure that data submitted to the Texas Education Agency are accurate and reliable.
Validate accuracy of data locally, and as necessary, improve local data collection and submission procedures or address program implementation concerns.
Since , the integrity of leaver records have been evaluated annually by TEA.

4. General Documentation Requirements
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5. Appendix D a la Kahoot.

6. Understanding Appendix D
Signatures on Documentation
Must be signed and dated by authorized representative of the district.
The district should have a written policy stating who can act as an authorized representative.
Must be signed by parent, or guardian, or responsible adult. (i.e. foster parent, probation officer or qualified student)
Original signature not required on withdrawal forms received by fax or .
Written documentation of oral statements made in person or phone is acceptable in some situations, if it is signed and dated by district representative.
Documentation is considered incomplete without: date, signature and destination.

7. Documentation Requirements by Leaver Reason Code 60
Code 60 – Student is home schooled
Documentation requirements:
A district must document that the parent/guardian is home schooling the student. Per federal requirement, it is NOT permissible for a district to document that, at the time of withdrawal, the student intended to be home schooled. Beginning with students leaving in the school the following documentation is required to verify enrollment:
Verification by the parent/guardian. A letter, signed and dated, from the parent/guardian stating that the student is being home schooled is acceptable documentation. Letters from parents/guardians MUST indicate the actual date home schooling began.

8. Documentation Requirements by Leaver Reason Code 66
Code 66 – Removal by Child Protective Services (CPS)
Documentation Requirements:
Acceptable documentation includes due process documentation supporting the withdrawal; a written statement, signed and dated by the CPS officer, including the CPS officer’s name and contact information, or written documentation of an oral statement by a CPS representative that the child was removed, including the CPS representative’s name, the date of the conversation, and the signature of the school official.

9. Documentation Requirements by Leaver Reason Codes 81 & 82
Code 81 – Enrolled in a private school in Texas
Code 82 – Enrolled in a public or private school outside of Texas
Documentation Required:
Per federal requirement, it is NOT permissible for a district to document that, at the time of withdrawal, the student intended to enter another educational setting. Beginning with students leaving in the school year, a district must document that the student has actually enrolled in a private school in Texas, the Texas Job Crops Diploma Program, or a private or public school outside Texas.

10. Documentation Requirements by Leaver Reason Codes 81 & 82
Code 81 – Enrolled in a private school in Texas
Code 82 – Enrolled in a public or private school outside of Texas
One of the following types of documentation is required to verify enrollment:
Transcript request. Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled. Telephone request are acceptable, but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student’s permanent file.

11. Documentation Requirements by Leaver Reason Codes 81 & 82
Code 81 – Enrolled in a private school in Texas
Code 82 – Enrolled in a public or private school outside of Texas
One of the following types of documentation is required to verify enrollment:
Verification by the superintendent or authorized campus or district administrator of receiving district. A signed letter from the receiving school verifying enrollment is acceptable documentation. The letter must state the name and location of the school in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the receiving school providing the name and location of and contact information for the school and verifying that the student is enrolled, signed

12. Documentation Requirements by Leaver Reason Codes 81 & 82
Code 81 – Enrolled in a private school in Texas
Code 82 – Enrolled in a public or private school outside of Texas
One of the following types of documentation is required to verify enrollment:
Verification by the parent/guardian or qualified student: Acceptable documentation includes a letter, signed and dated, from the parent/guardian or qualified student stating that the student has enrolled in a private school in Texas or a private or public school outside of Texas leading to the completion of a high school diploma.

13. Documentation Requirements by Leaver Reason Codes 81 & 82
HOWEVER,
Local policy dictates that we collect two forms of documentation for Code 81 & 82.

14. Documentation Requirements by Leaver Reason Codes
For all other Leaver Reason Codes, refer to Appendix D for definition and use and documentation requirements.

15. Campus Audits Schedule
School Year
Leaver Records Campus Audit Schedule
Campus Audits Schedule
Monday, November 7, 2016
8:00-9:30 Juarez Lincoln HS
10:00-11:00 Richards MS
11:15-12:15 Salinas MS
1:00-2:00 Trevino MS
Tuesday, November 8, 2016
9:15-10:15 LJECHS
10:15-11:15 STEM ECHS
11:15-12:15 WEST Academy
1:15-2:15 HOPE Academy
Wednesday, November 9, 2016
8:00-9:30 La Joya HS
9:30-10:30 De Zavala MS
11:00-12:00 Chavez MS
Thursday, November 10, 2016
8:00-8:45 Carter ECHS
8:45-9:45 College & Career Ctr
10:00-11:00 Saenz MS
Friday, November 11, 2016
8:00-9:30 Palmview HS
9:45 – 10:45 East Academy
11:00 – 12:00 Garcia MS
1:30 – 2:30 Memorial MS
Schedule is subject to change based upon meetings announced without prior notice.

16. Examining reports for data validation
Examine withdrawal report for miscoding.
Examining leavers records for required documentation.
Acquiring the proper documentation and signatures.
Establishing a routine to examine data (Set time and place for reviewing leavers).
Review of Campus Task Force Meeting Binder

17. 2015-2016 Fall Audit Results – High Schools
Middle Schools Totals
Fall Audit Results – High Schools
Summary of Findings
Leave Reason Code
Number of Leaver Records Audited
Withdrawal Form Included
Supporting Documentation
Code Change Form Included
Correct Leaver Code Identified
Documentation Complete 82 7 5 4 3 88 1 NA 89 16 11 8 60 98 36 13 2 33 34
Total Records 49 52
Percent of Records
100%
57%
*12%
82%
87%

18. 2015-2016 Fall Audit Results – Middle Schools
Middle Schools Totals
Fall Audit Results – Middle Schools
Summary of Findings
Leave Reason Code
Number of Leaver Records Audited
Withdrawal Form Included
Supporting Documentation
Code Change Form Included*
Correct Leaver Code Identified
Documentation Complete 82 17 13 7 11 2 88
N/A 89 16 10 6 3 5 60 1 98 25 24 14
Total Records 54 51 32 9 28 19
Percent of Records
94%
59%
*17%
52%
35%