1. Federal and State Compliance
PEIMS Leavers
Federal and State Compliance
2019 – 2020
Presenters:
Pablo Martinez
Veda Winfree

2. LEAVERS AND SCHOOL START WINDOW
Agenda
Overview of Leavers
Leaver Procedures – Pablo Martinez
Leaver Codes and Documentation – TEDS Appendix D
Activity: Kahoot – Heidi Cisneros
Preparing for a TEA Audit or FSC Review – Veda Winfree
Activity: Leaver Folder Issues – Veda Winfree
Resources
Title Screen
Please select a lesson that you would like to review.
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Federal and State Compliance

3. LEAVER OVERVIEW
LEAVER
MOVER
DROPOUT
GED RECIPIENT
GRADUATE

4. LEAVER OVERVIEW LEAVERS:
Leavers are students served by the district in grades 7-12 during the prior school year and who do not enroll in the district during the school-start window of the current year (from the first day of school through the last Friday in September). TEA requires HISD to submit leaver records for these students.
HISD is not required to report leavers and movers who were in grades EE-6 during the prior school year, unless a student was reported for even 1 day in grades 7-12 then later reclassified to 6th grade.
Welcome to the Federal and State Compliance Online PEIMS Leaver training. My name is Joe.
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Joe:
The purpose of this course is to provide participants with information on PEIMS Leaver coding, including changes and updates from the Texas Education Agency. The training also covers PEIMS Data Standards codes, Chancery SMS coding, and preparing documentation for a TEA audit or Federal and State Compliance review.
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Federal and State Compliance
Federal and State Compliance

5. LEAVER OVERVIEW MOVERS:
Movers are students enrolled in grades 7-12 during the prior year but who are not enrolled on your campus in the current year during the school start window, due to:
Moved to another HISD school (local code 88)
Moved to another Texas Public School (local code 80). This will convert to L98 when we run our extract PEIMS file.
HISD Requires verification for code 80s
Verification may include: Records requests (TREx), TSDS Unique ID Enrollment Tracking system(establishes local movers), Leaver Information form and other supporting documentation in leaver folder.

6. LEAVER OVERVIEW DROPOUT:
A dropout is a student who attends Grade 7-12 in a public school in a particular school year, does not return the following fall, is not expelled, and does not: graduate, receive a General Educational Development certificate(GED), continue school outside the public-school system, begin college.

7. LEAVER OVERVIEW
GED Recipient: Received GED by August 31, the year after expected graduation or after dropping out.

8. LEAVER OVERVIEW
GRADUATE: Students who graduated by August 31st of the prior school year. This includes Special Education Students who graduate by means of IEP(Individual Graduation Plan).

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School Start Window
The School Start Window begins on the first instructional day and ends the last Friday in September. September 27, 2019
A student must enroll and attend school during the school start window or be reported as a leaver and possible dropout.
NOTE
Seniors who have completed course requirements but who have not graduated due to missing portions of the state exit-level assessment, MAY enroll during the school start window with ADA code of zero (0) if the student received a service through HISD. The date of enrollment should reflect the date the student received the service from a professional school staff member.
SCHOOL START WINDOW:
NOTE – Seniors who have completed course requirements but who have not graduated due to missing portions of TAKS, MAY enroll during the school start window with ADA code of zero (0) if the student received a service through HISD. The date of enrollment should reflect the date the student received the service from a professional school staff member.
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Federal and State Compliance

10. Exclusions from the Dropout and Completion Rate Calculations
Under Texas Education Code (TEC) §39.053(g-1), a student who meets at least one of the following criteria is excluded from campus and district rate calculations used for state accountability purposes:
Court-ordered GEDs, not earned
Student previously reported as a dropout, re-enrolls and dropout again
Students not eligible for state funding; not in Membership
Students whose initial enrollment in U.S. schools was in grades 7-12 as unschooled refugees and asylees.
Incarcerated as adults in state jails or federal penitentiaries
Federal and State Compliance

11. Qualified Services for Seniors with ADA Code “0”
Registering students for testing and providing test preparation materials
Meeting with counselors/
administrators to review testing dates
Meeting with the registrar to review student’s transcripts
Scheduling student for remediation classes less than 120 minutes per day
SCHOOL START WINDOW:
NOTE – Seniors who have completed course requirements but who have not graduated due to missing portions of TAKS, MAY enroll during the school start window with ADA code of zero (0) if the student received a service through HISD. The date of enrollment should reflect the date the student received the service from a professional school staff member.
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Federal and State Compliance

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TSDS Texas Student Data Systems
Texas Student Data System (TSDS) search:
A TSDS search is a tool to locate a student. It’s not proof that the student is attending a Texas Public school.
In situations where no other documentation is available, a search of the TSDS UID/ET file may be used to determine if the student might be enrolled in another district or charter school in Texas.
There should be a follow-up call to the district / charter indicated by the UID/ET search. Written documentation of the phone call would be the audit documentation.
TSDS Enrollment Tracking (ET) process:
Designed as an extension to TSDS UID. Offers an efficient way to dynamically track public school student enrollments and withdrawals.
TSDS PEIMS, not ET, is the official data submission for determining a subsequent student enrollment in another Texas public or charter school.
Districts will be sending ET files to TEA on a weekly basis, beginning the third week after school begins.
Campuses must check and correct ET files weekly for the rest of the year.
Other Terminology
PID SEARCH (Person Identification Database):
PID searches are a tool to locate a student. It’s not proof that the student is attending a Texas Public school.
In situations where no other documentation is available, a search of the PID/PET file may be used to determine if the student might be enrolled in another district or charter school in Texas.
There should be a follow-up call to the district / charter indicated by the PID search. Written documentation of the phone call would be the audit documentation.
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Federal and State Compliance

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Federal and State Compliance Guidelines
Schools should continue to…
through January 16, 2020 – Final resubmission for Fall PEIMS
1. Locate students,
2. Request and receive information and documentation about leavers and movers (including dropouts), and
3. Change leaver codes if applicable (Use the Leaver Code Change Form)
Schools should continue to…
Locate students,
Request and receive information and documentation about leavers and movers (including dropouts),
Change leaver codes if applicable (Use the NEW Leaver Coe Change Form)
through the FALL PEIMS resubmission date of January.
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Federal and State Compliance

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Attribution
When is a leaver record generated?
A leaver record is generated to TSDS PEIMS only from the last HISD school the student attended.
Generally, once a student attends another school, your campus is no longer accountable for him/her.
Special notes/exceptions:
1. Exception if new school is DAEP or JJAEP.
2. If he/she was your dropout at the end of the School Start Window, he/she is still your dropout.
3. Review your TSDS Campus of Accountability roster (Fall and Summer PEIMS)
NCES Attribution
A leaver record is generated to PEIMS only from the last HISD school the student attended.
Generally, once a student attends another school, your campus is no longer accountable for him/her.
Special notes/exceptions:
Exception if new school is DAEP or JJAEP
If he/she was your dropout at the end of the School Start Window, he is still your dropout.
Critique your Edit+ Campus of Accountability roster (Fall and Summer PEIMS)
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Federal and State Compliance

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Attribution
8th grade students who finish the prior school year (SY) at the middle school, but are no-shows at the high school, are attributed to the middle school.
Middle Schools should have a procedure at the end of the school year to identify students who will attend a different school or will move out of state, in order to obtain appropriate leaver status information before the start of the new year.
Who is accountable for 8th grade students who finish the prior school year at the middle school, but are no shows at the high school?
8th grade students who were promoted during the previous year to 9th grade while in a DAEP or JJAEP, are attributed to the high school.
Who is accountable for 8th grade students who were promoted during the previous year while in a DAEP or JJAEP?
8th grade students who finish the prior school year (SY) at the middle school, but are no-shows at the high school, are attributed to the middle school. H_8th Grade to 9th Grade Student Movement Report will help identify these students
Middle Schools should have a procedure at the end of the school year to identify students who will attend a different school or will move out of state, in order to obtain appropriate leaver status information before the start of the new year.
8th grade students who were promoted during the previous year to 9th grade while in a DAEP or JJAEP, are attributed to the high school.
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Federal and State Compliance

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LEAVER CODING
Important timelines and campus responsibilities for leaver coding process.
Lesson 3: Explanation of Leaver Codes
In this lesson, you will learn the expanded definitions of PEIMS Leaver codes. In addition, you will learn more about the HISD local mover codes.
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Federal and State Compliance

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Important Timelines
School Start Window
Last Friday in September. 9/27/2019
Snapshot (no relation to leavers)
Last Friday in October 10/25/2019
Presumed Under-Reported Students list* (Students who were reported to PEIMS in the fall or summer of the previous year, but not reported anywhere during current year)
The week before the winter break if TEA has it available.
Fall Collection Resubmission
January 16, 2020
Please refer to the important timelines on the chart below.
Important Timelines
Last Day, Last School Year (SY) /30/2011
School Start Window /22 – 9/30/2011
Snapshot (no relation to leavers) /28/2011
Edit+ Presumed Under-Reported Students list (Missing students who were reported during 09-10, but not reported anywhere during 10-11)
December 2011
Student Searches Should be Complete /3/2012
Resubmission Early January 2012
TEA Publishes Dropout Completion Lists Mid June 2012
Appeals Deadline Mid August 2012
Ratings Update Late October 2012
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Federal and State Compliance

18. Campus Roles and Responsibilities
Schools are responsible for:
Submitting current, complete, and accurate leaver data. 1
Correcting all errors found during the Fall PEIMS submission on or before the due dates set by Federal and State Compliance. 2
FSC Deadlines:
November 8, 2019 – Last day for campuses to enter data for 1st submission.
November 21, 2019 – 1st Fall Submission due to Region 4.
December 13, 2019 – Last day for campuses to enter data for Fall Resubmission
January 9, 2020 – Fall Resubmission due to Region 4.
Schools are responsible for:
Submitting current, complete, and accurate data for all record groups required for each collection;
Correcting all errors found during the PEIMS window process in a timely manner; and
Ensuring “fatal-free” corrected data on or before the due dates set by Federal and State Compliance.
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Federal and State Compliance

19. Appendix D Leaver Reason Codes and Documentation Requirements
Leaver records are not submitted for students who enroll in other Texas public school districts or charters and students who obtain GED certificates at Texas examination sites by August 31. Students who move to other Texas public school districts are considered movers, not leavers.
Documentation as described in Appendix D is not required for movers; districts may wish to develop local policy on documentation for movers. The Unique ID Enrollment Tracking may be used to establish tentative local documentation that students are movers.
The final determination of whether students are movers will be made by TEA.

20. Appendix D Leaver Reason Codes and Documentation Requirements
Students who leave during the school year.
For students who leave during the school year, leaver reasons apply at the time of withdrawal, and documentation should be obtained at that time. For example, for students who are withdrawn by Child Protective Services (CPS), LEAVER-REASON-CODE 66, documentation would be obtained when the student is removed.
Students who fail to return in the fall.
For students who fail to return the following fall, leaver reasons apply on the first day of school or its approximation, the school-start window. The school-start window is the period of time between the first day of school and the last Friday in September. Districts should use the LEAVER-REASON-CODE that most appropriately describes the student's whereabouts during the school-start window. For example, to use LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling, a district would establish that a student was being home schooled at some point during the school-start window. The district could obtain the documentation to support the leaver code at any time up until the PEIMS Submission 1 resubmission date.

21. Appendix D Changing LEAVER-REASON-CODES
Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student. Local policy will determine if an existing leaver reason code is updated for a student when additional information is received. The policy should be clearly stated in the district's published guidelines on leaver procedures. For example, if a district assigned LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling for a student and later received a request for transcript information from a private school for the same student, the district may change the LEAVER-REASON-CODE to 81 enroll in a Texas private school but is not obligated to.

22. PEIMS Leaver Reason Codes
L01 – Graduated from a high school in this district. L03 – Died. L16 – Returned to home country. L24 – Entered college early to pursue degree. L60 – Withdrew for home schooling. L66 – Removed by Child Protective Services. L78 – Expelled for criminal behavior under the provisions of TECa § and cannot return. L81 – Left for Texas private school. L82 – Left for public or private school out of state. L83 – Withdrawn by district because student was not entitled to enrollment in the district. L85 – Graduated outside TX before entering a TX public school, entered a TX public school, and left again. L86 – Completed GED outside TX. L87 – Enrolled in a authorized Texas Tech Univ. High School Diploma program or UT-Austin High School Diploma program. L88 – Ordered by a court to attend a GED program and has not earned a GED certificate. L89 – Incarcerated in a state jail or federal penitentiary as an adult and as a person certified to stand trial as an adult. L90 – Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children. L98 – Other. Leavers with this leaver reason code are counted as dropouts for state accountability purposes: code L98. Leavers with this leaver reason code are counted as dropouts for federal accountability purposes: codes L88, L89, and L98.
Federal and State Compliance

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L01 – Graduated
Met all graduation requirements
Mid-Year (last school year December graduates)
End of Last School Year
Summer
For Local Coding, use graduation codes found on Chancery.
For Chancery Coding, use HISD approved graduation dates.
Enter Codes BEFORE the PEIMS Resubmission, or the student record may generate a DROPOUT.
Coding
Folder is not required for a graduate. Note: Registrars are to keep graduate documentation in accordance with HISD guidelines.
Copy (not original) of Transcript showing: Sufficient credits, successful completion of State assessment (indicate testing dates), graduation seal, school official signature, and date of completion.
Documentation
Leaver Code 01 Graduated
Met all graduation requirements
Mid-Year (last school year)
End of Last School Year
Summer
Use Graduation Codes found on Chancery
Use HISD Approved Graduation Dates:
December 18, Midyear Graduate
June 4, End of year Graduate
August 12, Summer Graduate
Enter Codes BEFORE Resubmission…
or else the student record may generate a DROPOUT
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Federal and State Compliance

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L03 – Died
Died while enrolled in school or during the summer break after completing prior school year
Statement from Parent or Guardian, or
Copy of Death Certificate or obituary, or
Program from the funeral or memorial service, or
Written documentation of an oral statement by a parent or guardian stating that the student has died, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 03 Died
Died while enrolled in school or during the summer break after completing prior school year
Documentation:
Statement from Parent or Guardian, or
Copy of Death Certificate or obituary, or
Program from the funeral or memorial service, or
Written documentation of an oral statement by a parent or guardian stating that the student has died, and
Leaver Code Assignment form, signed and dated by designated school administrator
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Federal and State Compliance

25. L16 – Return to Home Country
Student who is leaving the United States (with or without family members and returning to their home country)
Foreign exchange student returning to home country
Citizenship not relevant
Signed Document, dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator(i.e. withdrawal form)
Specify the destination (city and country)
Documentation of oral statement by adult neighbor or other adult (landlord, employer, family member, etc); Signed and dated by a school administrator, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 16 Return to Home Country
Student who is leaving the United States (with or without family members and returning to their home country)
Foreign exchange student returning to home country
Citizenship not relevant
Documentation (NEW REQUIREMENTS THIS YEAR):
Signed Document, dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator
Specify the destination (city and country)
Documentation of oral statement by adult neighbor or other adult (landlord, employer, family member, etc); Signed and dated by a school administrator
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Federal and State Compliance

26. L24 – College, Pursue Degree
Student enrolled full time in college (at least 9 semester credit hours per semester) towards an Associate’s or Bachelor’s Degree or enrolled in a dual credit program at TX Academy of Math and Science at the University of North Texas, The Texas Academy of Leadership in Humanities at Lamar University, The Texas Academy of Math and Science at UT at Brownsville, or Texas Academy of international Studies at Texas A & M International University
Proof from college of enrollment (transcript or paid receipt – NOT a schedule), OR
A verification letter signed and dated by parent/guardian, or qualified student, and designated school administrator
Specify the name of the college/university
Specify the start date of classes
Specify student is enrolled full-time in an academic program and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 24 College, Pursue Degree
Student enrolled full time in college (at least 9 semester credit hours per semester) towards an Associate’s or Bachelor’s Degree or enrolled in a dual credit program at TX Academy of Math and Science at the University of North Texas, The Texas Academy of Leadership in Humanities at Lamar University, The Texas Academy of Math and Science at UT at Brownsville, or Texas Academy of international Studies at Texas A & M International University
Documentation (NEW REQUIREMENTS THIS YEAR):
Proof from college of enrollment (transcript, paid receipt, NOT a schedule)
A verification letter signed and dated by parent/guardian, or qualified student, and designated school administrator
Specify the name of the college/university
Specify the start date of classes
Specify student is enrolled full-time in an academic program
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Federal and State Compliance

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L60 – Home Schooling
Schools should not suggest, encourage, or solicit home school enrollment.
Parent/Guardian indicates that student will be home schooled at time of withdrawal or when contacted by district.
Home School Questionnaire or written statement, signed and dated by parent/guardian, and school administrator
Specify the start date of classes
Should be multilingual form
Note – If documentation indicates that home schooling will be through a company or school, the proper leaver code should be “81” or “82”, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 60 Home Schooling
Not to be suggested, encouraged, or solicited by school personnel
Parent/Guardian or qualified student indicates that student will be home schooled
At time of withdrawal
When contacted by district
Documentation (NEW REQUIREMENTS THIS YEAR):
Leaver Information Form or written statement, signed and dated by parent/guardian, and school administrator
Specify the start date of classes
Should be multilingual form
Documentation of oral statement (same as above)
Note: If documentation indicates that home schooling will be through a company or school, the proper leaver code should be “81” or “82”.
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Federal and State Compliance

28. L66 – Removed by Child Protective Services
Applicable only for CPS
Not applicable for private agencies
Due Process documentation from CPS/HISD CPS L66 Form, or
Written statement, signed and dated by CPS officer, and designated school administrator (same for oral statement). Specify the CPS officer’s name and contact information, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 66 Removed by Child Protective Services
Applicable only for CPS
Not applicable for private agencies
Documentation:
Due Process documentation
Written statement, signed and dated by CPS officer, and designated school administrator (same for oral statement)
Specify the CPS officer’s name and contact information
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Federal and State Compliance

29. L78 – Expelled, Cannot Return
HISD expels to JJAEP with withdrawal code 88
NOT USED IN HISD.
Leaver Code 78 Expelled, Cannot Return
NOT USED IN HISD
HISD expels to JJAEP with withdrawal code 88
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Federal and State Compliance

30. L81 – Enroll in TX Private School
Student has withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a
private school in Texas
Texas Job Corps Diploma Program (Gary Job Corps in San Marcos – ONLY)
Need Proof of actual enrollment, OR
Written statement, signed and dated by parent/guardian, or qualified student, and designated school administrator
Specify the name of school
Specify the destination (city)
Documentation of oral statement from representative at school in which student is enrolled, OR
Records Request from parents/guardians or new school
Use comment section in Chancery to specify name of private school the student is attending, AND
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 81 Enroll in Texas Private School
Student has withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a
private school in Texas
Texas Job Corps Diploma Program (Gary Job Corps in San Marcos – ONLY)
Documentation (NEW REQUIREMENTS THIS YEAR)
Need Proof of actual enrollment or
Written statement, signed and dated by parent/guardian, or qualified student, and designated school administrator
Specify the name of school
Specify the destination (city)
Documentation of oral statement (same as above)
Records Request from parents/guardians or new school
Use comment section in Chancery to specify name of Private School the student is attending.
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Federal and State Compliance

31. L82 – Enroll in School Outside TX
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a public or private school outside of Texas
Need Proof of actual enrollment, OR
Written statement, signed and dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator, OR
Specify the destination (city and state)
“Attend” school in another state, not “Moved” to another state
Documentation of oral statement from representative at school in which student is enrolled, OR
Records Request from parents/guardians or new school, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 82 Enroll in School Outside Texas
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in a public or private school outside of Texas
Documentation (NEW REQUIREMENTS THIS YEAR):
Need Proof of actual enrollment or
Written statement, signed and dated by parent/guardian, or qualified student, or student’s host family, and designated school administrator
Specify the destination (city and state)
“Attend” school in another state, not “Moved” to another state
Documentation of oral statement (same as above)
Records Request from parents/guardians or new school
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Federal and State Compliance

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L83 - Not a Resident in HISD at Time of Enrollment, Falsified Enrollment, No Proof of Identification, or No Immunization Record
Used in RARE situations in which enrollment information was falsified or there was a misunderstanding about which school district the student’s residence was located in at the time of enrollment.
Proof of identification was not provided
Immunization records were not provided within 30 days (excl. boosters).
Not to be used to code possible dropouts when students move or cease to attend school. Attendance related issues should be referred to the Attendance Committee.
Due process documentation supporting the withdrawal
(example) Notice to parent to clarify/correct enrollment information with proof of delivery, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Note: Change ADA code to “4” (ineligible full day)
Documentation
Leaver Code 83 Not a Resident at Time of Enrollment, Falsified Enrollment, No Proof of Identification, or No Immunization Record
Used in RARE situations in which enrollment information was falsified or there was a misunderstanding about which school district the student’s residence was located in at the time of enrollment
Proof if identification was not provided
Immunization records were not provided within 30 days (excl. boosters)
Not to be used to code possible dropouts when students move or cease to attend school
Attendance related issues should be referred to the Attendance Committee.
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Federal and State Compliance

33. L85 – Graduated outside TX; Returned-Left Again
Student who graduated from another state or country before entering Texas Public schools.
Transcript
Showing sufficient credits
Date, and school official signature, or
Diploma with a graduation seal, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 85 Graduated outside Texas; Returned – Left Again
Student who graduated from another state or country before entering Texas Public schools.
Documentation:
Transcript:
Showing sufficient credits
Date, and school official signature and/or
Diploma with a graduation seal
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Federal and State Compliance

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L86 - GED outside Texas
Student who earned GED certificates:
Outside Texas or
Online from organization outside Texas, while living in Texas.
Completion date for GEDs outside of Texas is not mentioned in Appendix D.
Copy of GED certificate or other written document provided by the testing company showing completion of the GED
Must include date of GED completion, location, address and contact information of company; and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 86 Completed GED outside Texas
Student who earned GED certificates:
Outside Texas
Online from organization outside Texas, while living in TX
Completion date for GEDs outside of TX is not mentioned in Appendix D
Documentation - Transcript
Copy of GED certificate or other written document provided by the testing company showing completion of the GED
Must include date of GED completion, location, address and contact information of company.
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Federal and State Compliance

35. L87 – Enroll in University High School Program
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student has enrolled in the State board of Education authorized
Texas Tech University ISD HS Diploma Program or
UT at Austin HS Diploma Program
Transcript or Records Request from one of these programs, OR
A letter from the High School Diploma Program stating the student is enrolled, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code TX Tech Univ. ISD HS Diploma Program or UT at Austin HS Diploma Program
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student has enrolled in the State board of Education authorized
TX Tech University ISD HS Diploma Program or
UT at Austin HS Diploma Program
Documentation:
Transcript or Records Request from one of these programs
A letter from the High School Diploma Program stating the student is enrolled
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Federal and State Compliance

36. L88 - Court ordered GED –not earned
Student was ordered by a court to attend a GED program and has not earned a GED certificate
Copy of court order
Must include name of student, date of order, name of judge and county the judge presides.
The orders should state that, under Article 45, 054, Code of Criminal Procedure, the court is ordering the student to attend a high school equivalency or GED program or to take a high school equivalency or GED exam. AND
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 88 Court ordered GED – not earned
Student was ordered by a court to attend a GED program and has not earned a GED certificate
Documentation:
Copy of court order
Must include name of student, date of order, name of judge and county the judge presides
The orders should state that, under Article 45, 054, Code of Criminal Procedure, the court is ordering the student to attend a high school equivalency or GED program or to take a high school equivalency or GED exam.
Federal and State Compliance

37. L89 - Incarcerated in State Jail or Federal Penitentiary as an Adult
Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult.
Oral or Written Notification from a law enforcement agency, office of prosecuting attorney, jail or penitentiary
Statement must be signed and dated by an authorized representative. AND
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 89 Incarcerated as an Adult
Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult
Documentation:
Oral or Written Notification from a law enforcement agency
Office of Prosecuting attorney, jail or penitentiary
Statement must be signed and dated by an authorized representative
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Federal and State Compliance

38. L90 - Graduated in Another State – Military
Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children.
Per TEC , student lives in the household of an active-duty military serviceperson, transferred into Texas public schools at the beginning of or during his or her senior year, did not meet requirements to graduate from Texas public schools, did meet requirements to graduate from a school in the sending state, and, under provisions of the Interstate Compact on Educational Opportunity for Military Children, graduated from a school or district in the sending state.
Transcript showing sufficient credits, date, and school official signature, OR
Diploma with a graduation seal, AND
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Leaver Code 90 Graduated in Another State – Military
Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children
Per TEC , student lives in the household of an active-duty military serviceperson, transferred into Texas public schools at the beginning of or during his or her senior year, did not meet requirements to graduate from Texas public schools, did meet requirements to graduate from a school in the sending state, and, under provisions of the Interstate Compact on Educational Opportunity for Military Children, graduated from a school or district in the sending state
Documentation:
Transcript showing sufficient credits, date, and school official signature, or diploma with a graduation seal.
(Advance to the next screen)
Federal and State Compliance

39. (Advance to the next screen)
80 – Enroll in Other TX Public School (HISD Local code will convert to L98 when running PEIMS extracts).
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another public school in Texas
Document signed and dated by parent/guardian, or qualified student, and designated school administrator, OR
Specify the new school or district by name
Specify the destination (city)
Documentation of oral statement (same as above), OR
Records Request from parents/guardians or new school, OR
TREx Request / Records Request from new school
TSDS Unique ID ET(Enrollment Tracking)Search is recommended as a tool only even if you have a records request.
If Enrollment Tracking indicates enrollment was deleted, contact school to verify enrollment. and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Enroll in Other Texas Public School
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another public school in Texas
Documentation:
Document signed and dated by parent/guardian, or qualified student, and designated school administrator
Specify the new school or district by name
Specify the destination (city)
Documentation of oral statement (same as above)
Records Request from parents/guardians or new school
TREx Request / Records Request from new school
PID/PET Search is recommended as a tool only even if you have a records request
If PET indicates enrollment was deleted, contact school to verify enrollment
(Advance to the next screen)
Federal and State Compliance

40. 88 – Enroll in Other HISD School (HISD Local Code)
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another HISD school
Document, signed and dated by parent/guardian, or qualified student, and school district administrator
Specify the new school or district by name
Specify the new school by name
Documentation of oral statement (same as above), or
Records Request from parents/guardians or new school, or
Unique ID search and copy of Chancery Enrollment page may be used as tools only to indicate new school
TREx Request / Records Request from new school and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
Enroll in Other HISD School
Student withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student would be enrolling in another HISD school
Documentation:
Document, signed and dated by parent/guardian, or qualified student, and school district administrator
Specify the new school or district by name
Specify the new school by name
Documentation of oral statement (same as above)
Records Request from parents/guardians or new school
10 day follow-up Required
PID/PET search and copy of Chancery Enrollment page may be used as tools only to indicate new school
TREx Request / Records Request from new school
(Advance to the next screen)
Federal and State Compliance

41. (Advance to the next screen)
L98 – Other (Dropouts)
Leavers that do not have a qualified Leaver Code. This includes:
Students who have withdrawn to earn GED. Emphasize to student that he/she is expected to earn GED by August 31.
NOTE: TEA will filter all 98s through the GED certificate database. Students with certificates dated before August 31 will not be counted as dropouts, will remain members of the cohort, and do not count as completers.
Students who are withdrawn after a period of time because they quit attending school and their reason for leaving is not known.
Students who have withdrawn from/left school for reasons not listed in other leaver codes.
Documentation of oral statement
Efforts to locate student (within 10 days):
Dropout Recovery Form
Charge parent and/or student under the Compulsory Attendance law: Initiated by your school; Referred to new school district, and
Exit Information/Leaver Code Assignment form, signed and dated by designated school administrator
Documentation
(Advance to the next screen)
Federal and State Compliance

42. (Return to the Title Screen)
Changing Leaver Codes
Use L98 or Local Codes 80,88
Code 88: Locations within HISD the district, such as JJAEP,
Code 80: Locations outside of HISD boundaries, such as the Harris County Juvenile Justice Charter School, xxx
For students incarcerated in municipal or county jail/detention centers
Replace the “No Show” with appropriate PEIMS leaver code.
There is no need to change the date in Chancery. Do not add another line.
From “No Show” to location now known
Changing Leaver Codes
For students incarcerated in municipal or county jail/detention centers - Use L98 or Local Codes 80,88
Code 88: Locations within HISD the district, such as JJAEP,
Code 80: Locations outside of HISD boundaries, such as the Harris County Juvenile Justice Charter School, xxx
Date last school day prior to first day of incarceration
From “No Show” to location now known
Replace the “No Show” with appropriate PEIMS leaver code.
There is no need to change the date in Chancery.
(Pause)
Joe:
You have completed this lesson.
(Return to the Title Screen)
Federal and State Compliance

43. Presumed Underreported Student List
Description
This report provides a listing of students who attended or were enrolled in grades 7-12 during the prior school year and assists districts with identifying students for whom a 203 School Leaver record might need to be submitted in the Fall submission.
A student listed in the report can be flagged as a Summertime Mover, a Presumed Returned Student, Presumed Leaver, School Year Mover, Prior Texas Graduate, or Texas-GED Recipient. If at least one of these indicators is listed, the student is not presumed under-reported at the point in time the district generates the report. If a student is presumed under-reported (as indicated by an asterisk to the left of the Student ID), none of the indicators is listed at the point in time the district generates the report. The report is grouped by campus and by grade within campus.
No more than 75 underreported students

44. TSDS PEIMS and Chancery Reports
Reports Available for Fall PEIMS
Chancery Reports:
H Leave Management COA
H Leave Management Detail
8th gr to 9th gr Student Movement
H No Show Roster (Do Not use to research dropouts)
TSDS FALL PEIMS Reports
Dropout Roster – Must be reviewed prior to Resubmission
School Leaver Roster – MUST be reviewed prior to Resubmission
Graduate Roster by Graduation Type – Must be reviewed prior to Resubmission
Show reports on screen

45. TSDS PEIMS and Chancery Reports
Reports Available for Summer PEIMS
Chancery Reports
H_Accountable Campus Audit
H_WD88
H_Withdrawn Student Demographics
H_Active Student Demographic Report
TSDS PEIMS Reports
Campus ID of Accountability – MUST be reviewed prior to final submission
Roster of Possible School Leavers
Federal and State Compliance

46. 2019-2020 TEDS Texas Education Data Systems

47. Leaver Reason Codes – Early Notice 2020-2021
Under HB 3, Section 1.017, TEC section addresses required PEIMS reporting.
Included in this section is a requirement for the commissioner to adopt rules to include pregnancy as a reason a student withdraws from or otherwise no longer attends public school.
Additionally, under HB 330, the commissioner is to exclude from the computation of dropout rates students who have suffered a condition, injury, or illness that requires substantial medical care and leaves the student unable to attend school and assigned to a medical or residential treatment facility.

48. Leaver Reason Codes – Early Notice 2020-2021
Two new codes will be added to the LEAVER-REASON-CODE (C162) code table as follows:
Note: These will be used as withdrawal codes for the school year and will not be reported as leaver codes until the Fall of school year.

49. Veda Winfree – Sr. Compliance Analyst
Leaver Documentation

50. The Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, 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 in connection with 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 law.

51. General Documentation Requirements
Leaver documentation must support the assigned leaver code.
In addition, documentation must be received, signed and dated prior to the Fall PEIMS Resubmission date, if received prior to the resubmission date.
Timelines for Establishing Leaver Reasons and Obtaining Documentation
Students who leave during the school year
Leaver Reasons apply at the time of withdrawal and documentation should be obtained at that time
Students who fail to return in the fall
Leaver reasons apply on the first day of school or its approximation during the school-start window. Documentation to support the leaver code can be obtained at any time up until the resubmission date.
Withdrawal Documentation shall be considered incomplete without a date, signature(s) and destination.
Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student.
Specific Leaver Reason codes have their own documentation requirements (Please see Appendix D and Appendix H)
(Advance to the next screen)
Federal and State Compliance

52. Signatures on Leaver Documentation
General Guidelines
All documentation must be signed and dated by an authorized representative of the district (In the schools, this is the campus administrator).
Who is authorized to sign leaver documentation?
Withdrawal Documentation
Withdrawal documentation should also be signed by a parent or guardian; responsible adult, or qualified student. Original signatures are not required on withdrawal forms received by fax or .
Oral Statements
Written documentation of oral statements made in person or telephone by the parent/guardian/qualified student is acceptable documentation in some situations if it is dated and signed by a district administrator.
Qualified Students
A Qualified Student is one who, at the time he/she stops attending school: Is married, or Is 18 years or older, or Has established a residence separate and apart from the student’s parent, guardian, or other person having lawful control of the student.
Signatures on Documentation
All documentation must be signed and dated by an authorized representative of the district.
Withdrawal documentation should also be signed for the student by a:
Parent, or
Guardian, or
Responsible Adult, or
Qualified Student
(Pause)
Joe:
Written documentation of oral statements made in person or telephone by the parent/guardian/qualified student is acceptable documentation in some situations if it is dated and signed by a district administrator.
Original signature is not required on withdrawal forms received in the district by:
Fax, or
(Advance to the next screen)
Federal and State Compliance

53. Evaluation of Leaver Documentation
Who determines the acceptability of leaver documentation?
Merits of leaver documentation are assessed at the time the documentation is requested during a data inquiry investigation.
Merits of leaver documentation
Determination of the acceptability of documentation is made by the professional staff conducting the investigation.
Determination of the acceptability of documentation

54. Completeness of Leaver Documentation
Withdrawal documentation shall be considered incomplete without a date, signature(s), and destination.
NOTE – Leaver documents include the withdrawal forms, leaver forms and supporting documentation.

55. Changing Leaver Reason Codes
Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student.
Local policy will determine if an existing leaver reason code is updated for a student when additional information is received.
Timelines for Establishing Leaver Reasons and Obtaining Documentation
Students who leave during the school year
Leaver Reasons apply at the time of withdrawal and documentation should be obtained at that time
Students who fail to return in the fall
Leaver reasons apply on the first day of school or its approximation during the school-start window. Documentation to support the leaver code can be obtained at any time up until the resubmission date.
Withdrawal Documentation shall be considered incomplete without a date, signature(s) and destination.
Once a district meets the documentation standard that supports the leaver reason code used, the district is not required to obtain additional information on the student.
Specific Leaver Reason codes have their own documentation requirements (Please see Appendix D and Appendix H)
(Advance to the next screen)
Federal and State Compliance

56. Important Reminder: Leaver Coding and Accountability
State Accountability
School leavers with L98 are counted as dropouts for state accountability purposes.
Federal Accountability
School leavers with L88, L89 and L98 are counted as dropouts for federal accountability purposes.

57. Exit Information/Leaver Code Assignment Form1
How to Complete the Form: 1
Student and Campus Information – Complete all fields. 2
Exit Information – Provide any available information in this section. Schools should NOT add a parent signature line to this form. 2 3 3
Exit Code Assignment – The administrator must type/print the leaver code.  4 4
Administrative Requirements – The administrator must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies. 
Leaver Information – Leaver Code Assignment Form
Leaver Information form (English/Spanish) [Top Part of Form]
Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment.
Leaver Code Assignment form [Bottom Part of Form]
Part of the Leaver Information form
Must be signed and dated by a designated school administrator
Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts)
The Leaver Change Code Form
Use this form to initiate leaver code changes in Chancery.
Oral Statement form
Documentation of oral statement
Home School Questionnaire
Dropout Recovery form
(Advance to the next screen) 5 5
Leaver Documentation on File – Indicate the type of supporting documentation that is on file.
Do not use correction tape or fluid on leaver documentation.
Federal and State Compliance

58. Leaver Code Change Form
How to Complete the Form: 1 1
Student and Campus Information – Complete all fields. 2 4 3
Former Leaver Code – An administrator must type/print the Former leaver code.  2 5 3
New Leaver Code – An administrator must type/print the New leaver code. 4
Withdrawal Date – Print/type the student’s withdrawal date. 6
Leaver Information – Leaver Code Assignment Form
Leaver Information form (English/Spanish) [Top Part of Form]
Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment.
Leaver Code Assignment form [Bottom Part of Form]
Part of the Leaver Information form
Must be signed and dated by a designated school administrator
Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts)
The Leaver Change Code Form
Use this form to initiate leaver code changes in Chancery.
Oral Statement form
Documentation of oral statement
Home School Questionnaire
Dropout Recovery form
(Advance to the next screen)
Administrative Requirements – The campus administrator must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies.  5
Do not use correction tape or fluid on leaver documentation. 6
Reason for Code Change– Indicate the reason for the code change.
Federal and State Compliance

59. (Advance to the next screen)
L66 CPS Form
How to Complete the Form: 1
School Name – Type/print YOUR school name. 1
Written Statement from CPS staff – CPS staff must provide all requested information, sign and date the form. Must include a CPS/TDFPS badge number. 2
Documentation of Oral Statement from CPS staff – HISD staff must document the statement and all required information from CPS staff, sign and date the form. Must include a CPS/TDFPS badge number. 2 3 6
Leaver Information – Leaver Code Assignment Form
Leaver Information form (English/Spanish) [Top Part of Form]
Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment.
Leaver Code Assignment form [Bottom Part of Form]
Part of the Leaver Information form
Must be signed and dated by a designated school administrator
Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts)
The Leaver Change Code Form
Use this form to initiate leaver code changes in Chancery.
Oral Statement form
Documentation of oral statement
Home School Questionnaire
Dropout Recovery form
(Advance to the next screen)
Administrative Requirements – The campus administrator must type/print his/her name and title, AND sign and date the form BEFORE the data is entered into Chancery. No signature/date stamps or copies.  3 4 4
Federal and State Compliance

60. Home School Questionnaire
How to complete the form: 1
Section I: Student Data – Parent/guardian must enter student information.
Section II: Home School Information, Q1 – Parent must respond to question. If the parent/guardian indicates that home school begins on a future date, then the campus must contact the parent/guardian to verify that home school began as indicated and document the date of the conversation on the questionnaire, and then sign and date the form. 2 1 2 3 3
Section II : Home School Information, Q2: Parent/guardian must respond to question. If the parent responds “Yes” to Question 2, then do not use this form or L60. The campus must send a verification of enrollment to the receiving campus and use the appropriate leaver code. 4
Leaver Information – Leaver Code Assignment Form
Leaver Information form (English/Spanish) [Top Part of Form]
Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment.
Leaver Code Assignment form [Bottom Part of Form]
Part of the Leaver Information form
Must be signed and dated by a designated school administrator
Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts)
The Leaver Change Code Form
Use this form to initiate leaver code changes in Chancery.
Oral Statement form
Documentation of oral statement
Home School Questionnaire
Dropout Recovery form
(Advance to the next screen) 5 4
Section III: Assurances – Parent/guardian must respond to all three questions.
Section IV: Parent/Guardian Information – Parent/guardian must provide all required information plus signature and date. 5
Federal and State Compliance

61. (Advance to the next screen)
Oral Statement Form
How to Complete the Form : 1
Campus and Student Information – Parent/guardian must enter information if applicable. 1 2 2
Part I: The student – Complete all fields.
Part II: The statement – Complete all applicable fields. The statement must be given by or taken from an adult. Include the person’s relationship to the student 3 3 4
Part II: The statement – The person providing the statement must sign the form if he/she is present.
Leaver Information – Leaver Code Assignment Form
Leaver Information form (English/Spanish) [Top Part of Form]
Is a tool to lead you in the right direction for gaining proper documentation – is NOT definitive proof of enrollment.
Leaver Code Assignment form [Bottom Part of Form]
Part of the Leaver Information form
Must be signed and dated by a designated school administrator
Required for all leaver codes, except Graduates (Graduates need signatures and dates on transcripts)
The Leaver Change Code Form
Use this form to initiate leaver code changes in Chancery.
Oral Statement form
Documentation of oral statement
Home School Questionnaire
Dropout Recovery form
(Advance to the next screen) 4 5
District staff – If HISD staff takes the statement, then he/she must sign and date the form. 5 6 6
Administrative staff – The campus administrator must sign and date the form.
Federal and State Compliance

62. Falsification of Leaver Records
Intentionally and knowingly falsifying leaver records may lead to disciplinary action and up to prosecution.
Falsification of student leaver records is a felony offense in Texas.
The parent, guardian, or qualified student signature must match the original signature on file. Administrative signatures and dates on forms must be original.
ALL signatures on campus leaver documentation must be original.
Falsification of Leaver Records
Is a felony offense
Parent signature on forms must match original parent signature on file
Qualified Student signature on forms must match original signature on file
Administrative signatures and date on forms must be original (no copied signatures or stamps)
Oral statements documented by campus personnel must accurately reflect the statement given by the parent and should not be paraphrased or reworded differently as to change the intent or meaning.
Intentionally and knowingly falsifying leaver records may lead to disciplinary action and up to prosecution
(Advance to next screen)
Pause
Statements should NOT be paraphrased or reworded to change the intent or meaning.
Campus staff must document ACTUAL statements from parents/ guardians and/or qualified students.
Federal and State Compliance

63. Leaver Folders – The Basics
Each student (grades 7-12) who leaves your school must have a leaver folder.
Authentic Documentation is required for all leaver codes.
Label each folder with Student’s Name, ID and grade level.
Do not prepare leaver folders for graduates unless specifically requested by FSC or TEA.
Empty folders are not acceptable.
Federal and State Compliance

64. Leaver Folders - Requirements
Non Graduates
Exit Information/ Leaver Code Assignment Form
Supporting Documentation (for assigned code)
If the student’s leaver code was changed, then include these additional documents:
Leaver Code Change Form
Supporting Documentation (supports code change)
Dropouts/Other (L98)
Exit Information/ Leaver Code Assignment form
Dropout Recovery Form (L98 only)
NOTE – FSC will not review student mover records (80-another Texas public school and 88 – another HISD school). Campuses must review these student records to ensure that the students have enrolled. Code changes should be made where required.
Federal and State Compliance

65. Supporting Documentation Supporting Documentation
Leaver Folders – Organization
Place the most recent leaver form and supporting documentation on top. Exclude extra or unrelated documents, or place them in the back of the folder.
Supporting Documentation
Supporting Documentation
Exit Information/ Leaver Code Assignment Form
Leaver Code Change Form

66. Leaver Folders – Extraneous documents
If possible, do not include any unrelated documents in the student’s leaver folder. However, if you must include other documents, please place them in the back of the folder.
Examples of extra documents:
Attendance contracts
Behavior contracts
Laptop checkout sheets
Library fee statements
Locker assignment forms
Student Code of Conduct acknowledgement pages
Textbook hold records
Trespass notices
Never include BLANK or INCOMPLETE leaver documentation in a student’s folder.

67. Best Practices Documentation Folders
Use the most current, district-approved leaver forms and documents forms from the Federal & State Compliance website.
Type or print information in BLACK or BLACK ink only.
Sign and date all leaver forms with the current date (administrators).
Review documentation for all required information, signatures and dates. Do not use signature stamps or forms with copies of signatures.
Draw a line through errors, type/print the change, and initial the correction. Do not use correction tape of fluid on any documentation.
Folders
Create a leaver folder for each student (grades 7-12) who withdraws from your campus.
Label each folder with full name, ID, and Grade Level. Print labels or write legibly.
Place the most recent leaver form and supporting documentation on top.
File all leaver forms in the correct student’s folder.
Organize folders by school year and in alphabetical order. Ex , A-L, M-S, etc.
Provide folders to your analyst upon request.

68. Best Practices Storing and Maintaining Records Compliance Reviews
Store the current and previous year’s records in in close proximity to your work area.
Place file cabinets in a secured, well-ventilated area that has limited access.
Prevent loss of records due to fire, sabotage, etc.
Compliance Reviews
Respond promptly to s or phone calls from your analyst to confirm review dates.
Review the Leaver Review Preparation Guide, and prepare for the visit.
Notify your analyst if you must change or postpone the review date.
Prepare leaver folders prior to your scheduled review date.
Leave the folders with a trusted colleague if you cannot be present for the review.
Provide the analyst with an area to work (break room, library, office, etc.).
Complete the corrective actions listed on the review form(s) by the designated date.
Contact your analyst with any questions about the review.

69. The FSC Leaver Review Process
Before the Review
Sr. Compliance Analyst s campus contacts the list of requested records and the proposed review date and time.
During the Review
Analyst reviews leaver documents and completes the Leaver Audit Review and Leaver Review Summary Reports.
After the Review
Analyst meets with campus leaver contacts to debrief the review and recommendations.
Follow-Up Process
Analyst follows up with schools that have non-compliant records (< 80%).
Campus leaver contacts DO NOT need to be present during the records review.

70. The TEA Audit
Primary Documentation that may be requested during a TEA audit:
Campus PEIMS Program Contacts
TEA PEIMS Appendix D
School’s Leaver Roster
Other documentation that may be requested during audit:
Graduation Support Meeting records
Information regarding court referrals for dropouts
These reports would most likely be used to identify the list of students for the audit:
PEIMS Leaver Roster (previous school year)
Chancery Leave Management Reports
TSDS Presumed Under-reported Students Roster (typically available in December)

71. Records Retention
All student records belong to the District, not the employee.
The Retention Period is the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
When employees change jobs, they should turn over the records to someone in the school (supervisor) who will take responsibility for them.
Employees do not have the right to remove or destroy district records.
Review campus manual records each year to determine which records need to be maintained and which records are eligible for destruction.
do not remove or destroy district records.
Turn over records to someone in the school (supervisor) who will take responsibility for them if you change jobs. All student records belong to the District, not the employee.
Contact the HISD Records Management Department for guidance.
Review the Retention Schedule for Schools on the Records Management website,

72. Leaver Resources Resources on the
Federal & State Compliance website,
Leaver forms
Templates
How-to Guides
Review Preparation Guide
Searchable databases
Joe:
PEIMS Data Standards
203 Record – the definition of the Leaver Record
Appendix D – Applies to students who left school during the 2010/2011 school year and will be reported to Fall PEIMS
Appendix H – Applies to students who will be leaving school during the school year and will be reported to Fall PEIMS
Appendix H is called the Early Notice of Proposed Changes and will always have notification of PEIMS reporting changes for the upcoming school year that typically affects coding during the current school year.
Federal and State Compliance

73. Contact Information
Data and Compliance Monitoring
PEIMS Reporting

74. Federal and State Compliance
Questions?
Federal and State Compliance

75. Thank you
Federal and State Compliance PEIMS Leavers