Attendance and Maximizing Funding

1.Agenda #

We will be reviewing the Summer PEIMS attendance and Fall PEIMS areas that affect funding in order to maximize revenue and reduce loss of income. Focus will be on traditional FSP allocations, new HB 3 impacts, and funding initiatives for “Closed Preparing” and “Closed Instructing“.

2.Log In #

System Log In Screen  

Browser Support
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•Firefox version 40 or higher
•Safari version 8 or higher
•Internet Explorer version 11 or higher

Forgotten Username / Password
If assistance is needed with the URL, the user username or password, please contact the OnDataSuite Administrator for your LEA.

2.1.File Center #

Attendance data comes from the PEIMS SUMMER interchange files, however other data that affects funding can come from the FALL PEIMS TSDS interchange files.

Locate the “File Center” on the black menu bar at the top of the screen. Select “Data Sources” and PEIMS – TSDS tab.

  • Scroll toward the bottom of the screen to verify the current year PEIMS Summer and Fall files have been loaded.
    • NOTE: Current year Preliminary files recommended.
    • File center accepts, PEIMS TSDS interchange files built by the SIS (zipped or unzipped), as well as, CSV files from TSDS “retrieve data”.

 

  • BEST PRACTICE: Keeping data current is key to accurate reports. Please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded. New files may be loaded as often as needed.
  • Load a Summer PEIMS file for “Edits Only” and load another Summer PEIMS file for end users – “Load Data & Run Edits”.

Note: A “Preliminary” file means that the data is NOT the “Final” file that will be sent to TEA, therefore expect data to change.

2.2.PEIMS TSDS Edits #

File Center/PEIMS Edits/Summer (19-20)

NOTE: Must have access to see SSN’s to view edits.

  • To view edits -Scroll down to the “Attendance” Interchange files

  • Click on Fatal Counts (red), Warnings (yellow) and/or Specials ( blue) to view the Business Rules

  • Select the hyperlinked Business Rule to view the list of students. (Edit Count)

    • Option to “Export to Excel” via Tools.
    • Use TX Unique ID to locate students in SIS ( source) and make changes.

 

  • NEW! – Edits Notifications can be sent to campus users.
    • Must have “Administrative” rights to set up notifications.

3.Highlighted Topics #

3.1.COVID-19 #

TEA reference docs.

1. Change the end date of the 4th six-weeks reporting period to the last day of instruction before the campus closed due to COVID-19.

2. Change the begin date and end dates of the 5th six-weeks to the time span the campus was closed (this includes Closed, instructing, Closed, preparing, and Closed, temporary). Individual student attendance will be reported with no absences during this time frame.

3. Change the begin date of the 6th six-weeks to the first day students are allowed back on campus for face-to-face instruction. The end date of the 6th six-weeks will be reported as the last day of instruction in the school year as usual. If the LEA never re-opens, the 6th six-weeks will not be reported for any student.

 

For districts that are “Closed” and do not re-open: TEA will take the average daily attendance (ADA) as calculated through the end of the fourth six-weeks, and then adjust the resulting ADA to account for historical differences in rates of attendance from the first four six-week periods and the last two six-week periods. As noted above, these districts would extend the 5th six-weeks through year end, covering the entire period of Closed but Instructing, but that will be ignored for the purposes of calculating ADA.

THOUGHTS:

  • Length of six weeks $ impact
    • 4th six weeks -longer- more days makes each day worth less $ per day
    • 6th six weeks – shorter – fewer days makes each day worth more $ per day (absences cost more)= Low Attendance Waivers

NEW Report:  to locate “Total Days Taught” –  Student/Funding Data Validation Folder

  • Attendance trends
    • 1-4th six weeks – Attendance Dashboards/Reports
    • 5th/6th six weeks – (Historical information)

3.2.HB3 Funding #

Student populations to review for funding:

These reports are designed aligned to the Summary of Finance for School Business Officials.

(Locate or create the reports/dashboards below in italics)

Fall PEIMS

  • Compensatory Ed – students must be Economically Disadvantaged and ADA Eligible to qualify for a funding tier. Tiers will be determined by census blocks (geo codes) and funded from least severe to most severe. (fall snapshot)

Summer PEIMS


    • HB3 Student ADA – Refined, HS, SPED Mainstrm, Bil, Early Ed, PEG
    • Significant changes to Bilingual/ESL ED funding reporting  (moving from BIlingual/ESL/Alt Language  coding to Bilingual/ESL Funding Code (new in Summer PEIMS).
    • Also the new  Bilingual/ESL Funding Code has been addedto Student Report Center/Summer PEIMS/Attendance criteria.

  • Dyslexia –  Funding moved from Fall PEIMS (Dyslexia Indicator) to new Summer PEIMS Dyslexia Services Code.  Funding (.10) – ( $616)
    • New Report in development – HB3 Student Dyslexia Report
    • Until the report is released use Student Report Center/Summer PEIMS/Attendance/Dyslexia Services Code  filter (01,02,03)
    • The report results will be an attendance percentage – not a count of students.  Drill into the attendance percentage to locate the count and/or analyze.

 

 

CCMR Bonus– Funds for each graduate subgroup below after applying thresholds ( * tbd spring 2020)

  •  Eco Dis($5000)  –  per Grad above threshold (*9%)
  •  non Eco Dis($3000) – per Grad above Threshold (*20%)
    • Student Report Center/Fall Leavers/ Leaver ( code 01)/ Eco Dis  (filter 01)
    •  Student Report Center -Summer Enrollment/Eco Dis ( filter for 0)
  •  SPED($2000) – *All
    • Student Report Center/Fall Leavers/ Leaver ( code 01)/ Sped ( filter 01)
    • Fall Dashboard/Summer Dashboard

*Subject to change

4.Dashboards #

4.1.Fall Dashboard #

Dyslexia  –  Student counts for HB 3 funding

4.2.Summer Dashboard #

Summer Dashboard/Days Membership

  • Displays a total number of student days in membership, days present, and days absent, dis aggregated in various student groups.
    • If user has “Student Detail Access” counts are hyperlinked to enable a drill down to the list of students who make up the count of days.
  • Use the Information Year drop down to view prior years

BEST PRACTICES:

  • Check Days Membership by Special Programs

  • Check Total Days Absent
    • Drill-down and sort student list by “Total Days Absent” column to see high to low range (click arrow twice).
    • NOTE: Student detail access needed to “drill down” to view student list.

  • Check Total Ineligible Days
    • Drill-down and sort students by grade level to investigate possible reasons for ineligible coding
      • PK students allowed to attend before all paperwork completed
      • KG students who are not yet 5 as of September 1st but were allowed to attend
      • Higher grade levels expelled for disciplinary mandatory reasons to JJAEPs

4.3.Campus Dashboard #

Compare Campuses:

  • Total Refined ADA
  • Percent in Attendance

NOTE: Hover over titles to activate the pop up definition of each.

Click on links to drill down to the student list-student detail access needed

4.4.Academic Dashboard #

  • Attendance percentage by reporting periods
  • District and campus goals set by administrator
    • Green-goals met
    • Red with Flag-goals not met
  • Trend arrows indicate increased or decreased absences from the prior six weeks.
  • Use the “Print” button in top black menu bar, far left, for printable copy of graph and data displayed

BEST PRACTICE:

Set Attendance Goals to match amounts allocated for funding. If short falls occur, budget amendments could be necessary.

4.5.Student Profile (Dashboard) #

View student profile by:

  • Clicking on the student id or “View Profile” hyperlink from a student list or
  • Using “Search” on the blue menu bar
  • Student Information>Overview tab
    • Attendance Rate graph displays attendance information from most recent summer PEIMS file loaded

  • Student Information>CTE Hours tab displays total days present by V code for each reporting period for all years loaded

  • Student Information>SPED Hours tab displays total days present by instructional setting code for each reporting period for all years loaded

  • Enrollment>PEIMS Basic Attendance tab displays additional attendance information including special program days present and percentage in attendance for each reporting period for all years loaded

  • Attendance & Discipline tab displays detailed attendance information
    • Attendance percentage by reporting periods
    • District and campus goals set by administrator
      • Green-goals met
      • Red with Flag-goals not met
    • Trend arrows to demonstrate positive trends (arrow down) or negative trends (red arrow up) from prior six weeks.
    • Chart to demonstrate attendance trend across six weeks and years
    • Toggle Attendance Details to display full details for all years’ attendance data

5.Student #

5.1.Student Data Validation #

Select the “Student” tab to see PEIMS Student Data Validation reports

* Summer Limited Scope Attendance Audit Review

 

  • BEST Practices: Limited Scope Attendance Audit Reviews
    • Run all reports in “*Summer” folder.
      • See Report Notes via “Tools” drop down
      • Review students listed:
        • To locate any data quality issues.
        • To Implement early intervention strategies.
        • To use for partial documentation collection for potential future audits.
    • Run all Funding Data Validation Reports – correct issues in SIS as needed

  • Run Discipline Validation Report highlighted below.
    • NOTE:
      • Students who have been assigned to a disciplinary setting in which attendance is taken, may receive funding when student is present.
      • Maximize funding by ensuring that all attendance is accurately reported for student in a discipline assignment.
      • IF Students who are Expelled to “street” or OSS, are present during attendance taking time, attendance/funding can be counted. (Example: 1/2 day OSS)

5.1.1.Add Columns #

Locate “Column Options” at the top of any student/staff list.

Select “Add New Column”

Chose Data Type, Record, Columns, and YearData will be added to report, when clicking “Submit Changes”.

5.2.Student Custom Reports #

Check the attendance/funding reports in folders below.

 

Review “hidden” areas of potentially missed attendance coding = missed funding.

5.3.Student Report Center #

PEIMS Student Report Center – Ad Hoc Report  Building

  • Located on the left side of the “Student” tab

Use the blue ? to assist in understanding the categories

BEST Practice: Start a review with a high level overview of the data using multiple years and unfiltered criteria. Then, begin to add filters and additional criteria, as needed, to investigate specific areas/causes for high/low counts.

SUMMER PEIMS 

Attendance Category –  returns a %(percent) of attendance based on Summer PEIMS files.

Queries to run:

  • NEW! Criteria 1 = “Bil/ESL Funding”
  • NEW! Criteria 1 = ” Dyslexia Services”
  • Criteria 1= “ADA (Fall Enrollment)”
  • Criteria 1 = “Campus”  +  Criteria 2 = “Reporting Period” (reverse criteria)
  • Criteria 1= “Instructional Track”

NOTE: Criteria below (best if used in Adding Columns)

 

BEST Practice: Review all student groups (Special Pops/weighted funding) to review attendance rates. NOTE: Some student may affect more than 1 program area. 

  •  Criteria 1= “Career and Technology”
    • “Load Last Report”
    •  (select Current year) ; Criteria 1 = Grade (filter 7-12); Criteria 2=CTE

 

  • Criteria 1 = “At Risk”
  • Criteria 1= “Bilingual”
  • Criteria 1= “Dyslexia”
  • Criteria 1= “Economic Disadvantage”
  •  Criteria 1= “ESL”
  •  Criteria 1= “Ethnicity/ Race”
  • Criteria 1= “Foster Care”
  •  Criteria 1= “Gifted and Talented”
  •  Criteria 1= “Homeless Status”
  •  Criteria 1= “Immigrant”
  •  Criteria 1= “LEP”
  •  Criteria 1= “Migrant”

 

CTE Attendance will return count of students who are being funded for CTE.

  • CTE Attendance – Criteria 1= “Grade Level”
    • CTE Attendance – Criteria 1= “Reporting Period”                 
  •                  ( use additional Criteria listed above, as needed)

BEST Practice: Add V codes as a “column option”, instead of a criteria for a neater, cleaner report.

 

CTE Flexible Attendance- Criteria 1 =Reporting Period” (if applicable)

 

Flexible Attendance – Criteria 1= “Grade” (if applicable)

Special Education Attendance will return results for students who have SPED attendance records and have weighted funded applied.

  • Criteria 1= “Grade”
  • Criteria 1= “Instructional Setting”
  • Criteria 1= “Regional Day School”

 

SPED Flexible Attendance –Criteria 1=”Grade” ( if applicable)

 

 

FALL PEIMS

Fall Enrollment Category -affects funding as well.

  • Fall Enrollment Category provides a count of student enrolled on snapshot as reported by Fall PEIMS data.
    • Criteria 1 = “ADA” (Average Daily Attendance)
      •  Criteria 2= “Grade”  – (Check PK)
    •  Criteria 1= “CTE”
      • Criteria 2 = “Grade”
      • Criteria 3 = “CTE Course Service ID”
    • Criteria 1 = “Dyslexia”
    • Criteria 1= “GTE”
    • Criteria 1= “Economically Disadvantaged” ( ERATE / Comp Ed Funding/HB3)
    • Criteria 1= “SPED”
    • Criteria 1= “LEP”

Best Practice: Review ADA and various counts of students enrolled as some state and federal grants and allocations are based on snapshot counts rather than attendance.

 

 

Summer Enrollment – Any student who has an attendance record

  • Criteria 1 = “Grade”
    • Criteria 2 = “Instructional Track”

 

  • Criteria 1=”SPED” -summer – (filter Sped =1)
    • Criteria 2 =”Instructional Setting”
    • Add columns- Total Days eligible Mainstream

 

  • Criteria 1 = “SPED”
    • Criteria 2=”CTE”
    • Criteria 3 = “LEP”
    • Criteria 4 = “PRS”

Discipline – returns a count of incidences

  • Criteria 1= “Discipline Action Code” – filter for 25 (Partial Day OSS)

Best Practice: If students are sent to OSS AFTER attendance taking time, the district receives full day attendance.

 

6.Bonus - Attendance Affects Accountability #

There are also areas where the Summer PEIMS attendance data is in Accountability calculations:

Examples:

  • RDA ( Results Driven Accountability) – Annual Dropout rates for Bil/ESL, CTE, ESSA, and SPED
  • DVM -Discipline Data Validations

Both use “total number of students in attendance”. This means any student who had attendance at any time during the year.

 

Review these under Accountability/ RDA

Also, review under Accountability / DVM – Data Validation Monitoring(Discipline)

7.Best Practices #

Check Support/ Pre Release for New Reports:

 

Types of funding for Review:

  • State FSP (ADA)
    • Attendance
      • Regular
      • Weighted (Special Pops)
        • CTE 
          • HB 3593  added Cyber Security courses  for weighted funding
          • TAA Correspondence – Jan 17, 2019
          • https://tea.texas.gov/About_TEA/News_and_Multimedia/Correspondence/TAA_Letters/Implementation_of_House_Bill_(HB)_3593,_High_School_Cybersecurity_Courses/
            • Fundamentals of Computer Science
            • Computer Science 1
            • AP Computer Science Principals
        • EL
        • PRS & CEHI
        • SPED
          • Instructional Settings
          • Mainstream
          • Home-bound
          • Residential Facilities
    • Participation in Special Program (counts from Fall PEIMS) – Eco dis
  • Grants – Applications/Participation
  • Federal – Participation in Special Program (counts from Fall PEIMS)

 

Balance the calendar to have each six weeks as equal as possible for the number of days.

Check for Discipline setting attendance issues.

Check for Dual Credit attendance issues.

8.Support/Training #

  • Submit Ticket Icon – Enter a question, problem, or feature request with detailed information and click “Submit Ticket”.

  • Manual Icon – Use to search for information on reports and functionality.

 

Support link – top black menu bar

  • Training
    • Links to Recorded Session and handouts (use drop down “Go To” to locate Trainings) on left.
    • Upcoming session descriptions, dates, and registration on the right.

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