2016-2017 opening of schools preparations agenda · i. 2016-2017 district calendars & dates hisd...

2016-2017

Opening of Schools Preparations Agenda

Opening Introductions Wanda D. Thomas, Sr, Manager Federal and State Compliance Memos House Bill (HB) 2610 Capping Frequently Requested Forms http://www.houstonisd.org/parentforms Opening of School Procedures First Day Membership Reporting on the HISD Portal Color Coded Cards ADA Membership Reporting STAAR Test Absences End of Year Documentation Family Educational Rights and Privacy Act (“FERPA”)

Pablo Martinez, Sr. Compliance Analyst Elementary & Secondary Data Information Leaver Information Discipline Information

Cathleen Freeman, Sr. Compliance Analyst Rose Gamboa, Sr. Student Information Rep PET/PID Information

Veda Winfree, Sr. Compliance Analyst Latonya Smith, Sr. Compliance Analyst Compliance Monitoring Information

Cynthia Nemons, Manager Student Records District Calendars, Important Dates and UIL Reporting Dates School Guidelines TREx Records

Lisa Jackson, Homeless Liaison & Tanya Hinojosa, Foster Care Liaison State Comp Ed/At Risk/Homeless/Foster Care

Student Information System – Frank Williams, Director, IT Office of School Choice – Margarita Aguilar, Manager, Student Transfer Health and Medical Services – Gwendolyn Johnson, Manager Dropout Prevention – Beatrice Marquez, Director Multilingual/Special Programs – David Glaesemann, Program Specialist Multilingual/Newcomers – Dr. Victoria Elizondo, Manager

2016-2017

Opening of Schools Preparations Packet

I. 2016-2017 DISTRICT CALENDARS & DATES HISD Academic Calendar District Early Dismissal Date Important Dates Report Card Dates UIL Grade Reporting Dates

II. MEMOS

2016-2017 Academic Calendar Project SIS News Line Release of Students in Chancery

III. DOCUMENTS

FSC Contact List 2016-2017 House Bill 2610 Frequently Asked Questions First/Second Day Procedures for Clerks First/Second Day Procedures for Teachers Membership Reporting on HISD Portal HISD Network Security Form HISD SIS Access Request Form Grade Speed Request Form ADA Eligibility Codes Homebound Student ADA Eligibility Codes PRS Student ADA Eligibility Codes PPCD (PALS) ADA Eligibility Codes ADA Exemptions Attendance Codes in Chancery (New Code this year HB – Homebound Services) Things You Should Be Doing Daily Attendance Best Practices Helpful Opening of School Tips Important Things to Remember When Enrolling Students Consequences of Not Searching the PET/PID Student Demographic Change Form

Step by Step: How to Enroll a Student Student Data Process for Capping Decisions Hot Topics for Elementary and Middle School Records Clerks Items Maintained in the Cumulative Folders Transfer of Records Before You Apply for TREx

IV. SAMPLE FORMS

Color Coded Cards First Day Membership Form Daily Membership Transaction Log for Designated Pre-K Centers & JJAEP Only Step-by-Step Guide: Daily Membership Transaction Log for Designated Pre-K Centers &

JJAEP Only Age Formula Calculation Chart (Federal and State Compliance Website) Attendance Change Request (GradeSpeed) Teacher must print the form from GradeSpeed Attendance Change Requests (Chancery)

Do not use the forms in the packet please print them from Chancery Substitute Roster (Grade Speed) Teacher Grade Change Form SIS Training Website (https://connect.houstonisd.org/IT/SitePages/SIS%20Training.aspx) Frequently Requested Used Forms (http://www.houstonisd.org/parentforms) Prekindergarten Website (http://www.houstonisd.org/Page/126445) Discipline Forms (http://www.houstonisd.org/Page/61625) Leaver Forms (http://www.houstonisd.org/Page/68125) Texas Education Request for Access PEIMS, EDIT+, PID, PET (New & Modify)

V. HISD LIST OF ELEMENTARY & SECONDARY SCHOOLS ALPHA & NUMERICAL

https://connect.houstonisd.org/IT/SitePages/SIS%20Training.aspxhttp://www.houstonisd.org/parentformshttp://www.houstonisd.org/Page/126445http://www.houstonisd.org/Page/61625

SECTION I

DISTRICT CALENDARS

&

Dates

S M T W T F S S M T W T F S S M T W T F S

1 2 1 2 3 4 5 6 1 2 3

3 4 5 6 7 8 9 7 8 9 10 11 12 13 4 5 6 7 8 9 10

10 11 12 13 14 15 16 14 15 16 17 18 19 20 11 12 13 14 15 16 17

17 18 19 20 21 22 23 21 22 23 24 25 26 27 18 19 20 21 22 23 24

24 25 26 27 28 29 30 28 29 30 31 25 26 27 28 29 3031


1 1 2 3 4 5 1 2 3

2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10

9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17

16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24

23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 3130 31


1 2 3 4 5 6 7 1 2 3 4 1 2 3 4

8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11

15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18

22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25

29 30 31 26 27 28 26 27 28 29 30 31


1 1 2 3 4 5 6 1 2 3

2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10

9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17

16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24

23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30

30Key Holidays

Holidays September 5, 2016 Labor DayEarly Dismissal Days (240 minutes) October 12, 2016 Fall HolidayTeacher Service Days November 23-25, 2016 ThanksgivingTeacher Preparation Days December 19, 2016 - January 2, 2017 Winter BreakMake-up Day (if needed) January 16, 2017 Martin Luther King, Jr. Day

Teacher Prep day moves to May 30 March 13-17, 2017 Spring BreakApril 14, 2017 Spring Holiday

Significant Dates Grading PeriodsAugust 8, 2016 Teachers report to work 6 Cycles Report Card DatesAugust 22, 2016 First day of school Aug 22 - Sept 30 29 days October 7, 2016December 16, 2016 Last day of first semester Oct 3 - Nov 4 24 days November 11, 2016January 4, 2017 First day of second semester Nov 7 - Dec 16 27 days January 6, 2017May 25, 2017 Last day of school Jan 4 - Feb 10 27 days February 17, 2017May 26, 2017 Last day for teachers Feb 13 - Mar 31 30 days April 7, 2017

Apr 3 - May 25 38 days May 25, 2017 ES/MSJune 1, 2017 HS

4 CyclesPrekindergarten Grading Periods Aug 22 - Oct 21 43 days October 28, 20173 Cycles Report Card Dates Oct 24 - Dec 16 37 days January 6, 2017Aug 22 - Nov 4 53 days November 11, 2016 Jan 4 - Mar 10 47 days March 24, 2017Nov 7 - Feb 10 54 days February 17, 2017 Mar 20 - May 25 48 days May 25, 2017 ES/MSFeb 13 - May 25 68 days May 25, 2017 June 1, 2017 HS

JANUARY 2017 FEBRUARY 2017 MARCH 2017

APRIL 2017 MAY 2017 JUNE 2017

OCTOBER 2016 NOVEMBER 2016 DECEMBER 2016

HISD 2016-2017 Academic CalendarHouston Independent School District

JULY 2016 AUGUST 2016 SEPTEMBER 2016

District Early Dismissal Days The Houston Independent School District has selected the following five early dismissal days that are to be used for professional development or parental involvement. Students must be scheduled for and provided instruction for at least four hours/240 minutes (excluding intermissions and recess) to be coded as eligible for full-day attendance.

2016-2017

Wednesday, September 21, 2016

Tuesday, October 11, 2016

Wednesday, November 16, 2016

Wednesday, January 25, 2017

Wednesday, February 22, 2017

1st Period Aug 22 - Oct 21 43 9/12/2016 October 28 (Friday) 09/30/2016 2nd Period Oct 24 - Dec 16 37 11/11/2016 January 6 (Friday) 12/02/2017 3rd Period Jan 4 - Mar 10 47 1/27/2017 March 24 (Friday) 2/10/2017 4th Period Mar 20 – May 25 48 4/05/2017 May 25 (Thursday) - ES & MS

Semester 1 (F)

80 4/28/2017 June 1 (Thursday) - HS

Semester 2 (S) 95

IMPORTANT DATES 2016/2017

NOTE: The count of days in each cycle does not include professional

developmental days, which are non-instructional.

SIX WEEKS ADA CYCLE DATES Cycle Dates # of Days Progress Report Date Report Card Dates

Cycle I Aug 22-Sept 30 29 9/12/2016 October 7 (Friday) Cycle II Oct 3 - Nov 4 24 10/21/2016 November 11 (Friday) Cycle III Nov 7 - Dec 16 27 11/29/2016 January 6 (Friday) Cycle IV Jan 4 - Feb 10 27 1/23/2017 February 17 (Friday) Cycle V Feb 13 - Mar 31 30 3/03/2017 April 7 (Friday) Cycle VI Apr 3 – May 25 38 4/21/2017 May 25 (Thursday) - ES & MS

June 1 (Thursday) - HS Semester 1 (F) Semester 2 (S)

80 95

NINE WEEK GRADING PERIODS

# of Days Progress Report Dates Report Card Dates

TWELVE WEEK GRADING PERIODS -PREKINDERGARTEN

1st Period Aug 22 - Nov 4 53 November 11 (Friday) 2nd Period Nov 7 - Feb 10 54 February 17 (Friday) 3rd Period Feb 13 – May 25 68 May 25 (Thursday)

HOLIDAYS

Cycle I

Cycle III

Cycle IV Cycle V

September 5 October 12 November 23-25 December 19 - Jan 2 January 16 March 13-17 April 14

Labor Day Fall Holiday Thanksgiving Winter Holiday - Students Martin Luther King Day Spring Break Spring Holiday

May 26

PRE-DESIGNATED MAKE UP DAY

100th Day of School is February 1, 2017.

REPORT CARD DATES SECONDARY/ELEMENTARY SCHOOLS

2016-207

CODING DEADLINES SIX WEEK

GRADING CYCLES

TEACHER

GRADEBOOK EXPORTS

DUE IN OFFICE

REPORT CARD DATES

CYCLE I Aug 22 – Sept 30 Oct 3-4 Oct 6 29 days October 7 (Friday)

CYCLE II Oct 3 – Nov 4 Nov 7-8 Nov 9 24 days November 11 (Friday)

CYCLE III Nov 7 – Dec 16 Jan 3-4 Jan 5 at 4 PM 27 days January 6, 2017 (Friday)

CYCLE IV Jan 4 – Feb 10 Feb 13-14 Feb 15 27 days February 17 (Friday)

CYCLE V Feb 13 – Mar 31 Apr 3-4 Apr 5 30 days April 7 (Friday)

CYCLE VI Apr 3 – May 25 Campus-Based Decision Campus-Based Decision 38 days

May 25 (Thursday) (ES/MS) June 1 (Thursday) (HS)

175 days TOTAL

CODING DEADLINES NINE WEEK GRADING CYCLES

TEACHER

GRADEBOOK EXPORTS

DUE IN OFFICE

REPORT CARD DATES

Period I Aug 22 – Oct 21 Oct 24-25 Oct 26 43 days October 28 (Friday)

Period II Oct 24 – Dec 16 Jan3-4 Jan 5 at 4 PM 37 days January 6 (Friday)

Period III Jan 4- Mar 10 Mar 20-21 Mar 22 47 days March 24 (Friday)

Period IV Mar 20 – May 25 Campus-Based Decision Campus-Based Decision 48 days

May 25 (Thursday) (ES/MS) June 1 (Thursday) (HS)

175 days TOTAL

CODING DEADLINES TWELVE WEEK GRADING CYCLES

TEACHER

GRADEBOOK EXPORTS

DUE IN OFFICE

REPORT CARD DATES

Aug 22 – Nov 4 Nov 7-8 Nov 9 53 days November 11 (Friday)

Nov 7 – Feb 10 Feb 13-14 Feb 15 54 days February 17 (Friday)

Feb 13 – May 25 Campus-Based Decision Campus-Based Decision 68 days May 25 (Thursday) (ES/MS)

175 days TOTAL

HOUSTON INDEPENDENT SCHOOL DISTRICT ATHLETICS DEPARTMENT

UIL GRADE REPORTING DATES 2016-2017

First Grading (Non-UIL) Progress Report for all schools ends September 12, 2016.

SIX-WEEK CALENDAR

END OF GRADING

PERIOD

LOSE/REGAIN ELIGIBILITY

NO COMPETITION

GRADE CHECK

DATES

REGAIN

ELIGIBILITY

Sept. 30 Fri.

Oct. 7 Fri.

Oct. 7 - Oct. 28

Oct. 21 Fri.

Oct. 28 Fri.

Nov. 4 Fri.

Nov. 11 Fri.

Nov. 11 - Nov. 29

Nov. 22 Tues.

Nov. 29 Tues.

Dec. 16 Fri.

*Jan. 11 Wed.

Jan. 11 - Feb. 2

Jan. 23 Mon.

Jan. 30 Mon.

Feb. 10 Fri. Feb. 17 Fri. Feb. 17 - Mar. 10 Mar. 3 Fri. Mar. 10 Fri.

Mar. 31 Fri. Apr. 7 Fri. Apr. 7 - Apr. 28 Apr. 21 Fri. Apr. 28 Fri.

NINE-WEEK CALENDAR

END OF GRADING

PERIOD

LOSE/REGAIN ELIGIBILITY

GRADE CHECK DATES

1st Opportunity to Regain Eligibility

GRADE CHECK DATES

2nd Opportunity to Regain Eligibility

+ Sept. 30 Fri.

Oct. 7 Fri.

Oct. 21 Fri. Oct. 28 Fri. Nov. 11 Fri. Nov. 18 Fri.

Dec. 2 Fri. Dec. 9 Fri.

Dec. 16 Fri.

*Jan. 11 Wed.

Jan. 23 Mon.

Jan. 30 Mon.

Feb. 10 Fri.

Feb. 17 Fri.

Mar. 10 Fri.

Mar. 27 Mon.

Apr. 7 Fri.

Apr. 13 Thurs.

Apr. 28 Fri.

May 5 Fri.

* If a grading period or 3-week evaluation period ends on the last class day prior to a school holiday of one calendar week or more (e.g., Thanksgiving break, spring break, winter holidays), the seven-calendar day grace period to lose eligibility and the seven-calendar day waiting period to regain eligibility begin the first day that classes resume. Quoted from TEA/UIL Side-by-Side, Academics Requirements (No Pass, No Play).

SECTION II

MEMOS

Entries (RSS) and Comments (RSS) ^

« Monthly Governance Update 2015-2016 Teacher Selection Events »

Comments are closed.

DUE DATE: AUDIENCE:

Principals and Work Location Supervisors

CONTACT:

Susan Kaler, (713)556-7285, [email protected]

2016-2017 Academic Calendar

Unique beginning with the 2016-2017 calendar is the impact of House Bill 2610 (HB 2610). Passed by the 84th Texas Legislature, this bill amends Texas Education Code (TEC) 25.081 by striking language requiring 180 days of instruction and replacing it with language requiring districts to provide at least 75,600 minutes of instruction. This bill does not change the 187 work days required for teachers.

Aligned with HB 2610, the key features of the 2016–2017 academic calendar are:

◦ Every school is required to run a full school day of no less than 440 minutes, including intercessions; early dismissal days must be no less than 240 minutes, excluding intercessions.

◦ Each regular school day is extended by five minutes as compared to this year, to achieve a total of 76,000 minutes of instruction. This means only one inclement weather makeup day is needed.

◾ May 26, 2016 is the make-up day, which will only be used if needed.

◦ Twelve service/preparation days for teachers on August 8-19, 2016 and January 3 and May 26, 2017

◦ August 22, 2016, as the first day of instruction for students and May 25, 2017, as the last day of instruction for students

◦ Five early dismissal days: September 21, October 11, and November 16, 2016, and January 25 and February 22, 2017

◦ The following holidays:

◾ Labor Day: September 5, 2016

◾ Fall Holiday: October 12, 2016

◾ Thanksgiving: November 23–25, 2016

◾ Winter Break: December 19, 2016–January 2, 2017

◾ Martin Luther King, Jr., Holiday: January 16, 2017

◾ Spring Break: March 13–17, 2017

◾ Spring Holiday: April 14, 2017

Attachments

3_DRAFT-School-Calendars-thru-2016-17_updated-11-3-2015.pdf

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Page 1 of 22016-2017 Academic Calendar «

8/4/2016http://blogs.houstonisd.org/hisdacademics/2015/11/09/2016-2017-academic-calendar/

From: Project SIS News LineSubject: Chancery is now on-line for the 2016-2017 School YearDate: Tuesday, August 02, 2016 10:11:59 AMAttachments: image002.png

STUDENT INFORMATION SYSTEMS DEPARTMENT OF INFORMATION TECHNOLOGY

August 2, 2016

Chancery is now on-line for the 2016–2017 School YearImportant Reminders

All schools are starting classes on the same date, August 22, 2016, and will followthe same instructions to Enroll and No-Show students.

Registration and EnrollmentEnrolling Students:When Enrolling students or entering a ‘Left’ record the date always defaults to thecurrent date and should be edited if necessary.

When enrolling a new student, use 08/01/2016 or the next available date.The last date schools should use to enroll students before the first day ofschool is 08/12/2016.Do not use 08/15,16,17, or 18/2016 to enroll students prior to the first day ofschool. Using dates after 08/18/2016 will interfere with No-Show processing.

Federal Info Tab:· Both the Federal Ethnicity and Federal Race fields are required for enrolling

students and PEIMS reporting.Entering "Left" Records:

Enter a “Left” record using any date between 08/01/2016 and 08/12/2016 torelease students who were actively enrolled in your campus at the end of the2015-2016 school year. Using prior dates will cause PID errors.

No-Shows:

Do not use the No-Show status at this time.

mailto:/O=HOUSTONISD/OU=HISD/CN=RECIPIENTS/CN=SISNEWS

.

No-Show status should be used only after school starts.· The official No-Show date for all schools is 08/19/2016 and should be

entered only for students who are enrolled but not in attendance on the firstday of school.

VISIT OUR WEBSITE

Houston Independent School District4400 W. 18th Street | Houston TX 77092www.houstonisd.org

https://connect.houstonisd.org/IT/SitePages/Student%20Information%20Systems.aspxhttp://houstonisd.org/HISDConnectDS/v/index.jsp?vgnextoid=3e5608ae6b8fc010VgnVCM10000052147fa6RCRD

SharePoint Newsfeed OneDrive Sites Thomas, Wanda D

Release of Students In Chancery SMS For Enrollment In Other SchoolsDue Date Audience Contact

August 19, 2016 Principals Wanda Thomas, 713-556-6753, [email protected], Federal and State Compliance

Please forward to campus personnel involved with enrolling students.

Students who have moved from one address to another or who have obtained a transfer during the summer may need to be withdrawn from one HISD school before they can enroll in another HISD school. Federal and State Compliance staff will work with all schools to help expedite this process. A request to withdraw a student must only be made if the parent or adult student has come in person to enroll at the school with proof of residence or has an approved transfer from the Office of School Choice (Student Transfer Department). Please see the attachment for required action related to specific enrollment scenarios and communicating with Federal & State Compliance regarding the release of students. The FSC mailbox ([email protected]) will be available for releasing students from August 8-19, 2016. After August 19, all requests must be made to the campus in which the student appears as enrolled.

Parents should not be directed to the HISD Administration Building for routine matters related to transfers. Transfer requests, transfer approvals, and release of students can all be completed via e-mail. Please see attachment for details.

If you have any additional questions, please contact Wanda Thomas at [email protected]

Attachments-in-Students-of-Release-2016-Fall-for-Chancery

details.pdf

Version: 3.0 Created at 7/28/2016 12:46 PM by Marche, Jesus JrLast modified at 8/1/2016 11:00 AM by Smalls, Molendia

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Page 1 of 2Academic Service Memos - Release of Students In Chancery SMS For Enrollment...

8/1/2016https://connectapps.houstonisd.org/smemos/Lists/AcademicServiceMemos/CustDispForm.a...

SECTION III

DOCUMENTS

Federal and State Compliance Hattie Mae White Educational Support Center, 4400 West 18th Street, Level 3NE, Houston, TX 77092-8501 Department Number: 713-556-6753 FSC/Data Quality Fax: 713-556-6782 PET/PID Fax: 713-556-6783

Wanda D. Thomas, Senior Manager, 713-556-6775 Rafaela Rivera, Administrative Assistant, 713-556-6474

ATTENDANCE TEAM: This team monitors official ADA attendance, balances ADA attendance by 6-week period to ensure accurate data, maintains attendance accounting records, monitors campus PEIMS data to ensure compliance with TEA requirements and reconciles student membership.

Extension Name Title 66760 Pablo A. Martinez Senior Compliance Analyst 68813 Mildred L. Evans Senior Student Information Representative 66765 Rosemary Fuentes Senior Student Information Representative

66773 Toni S. King Senior Student Information Representative 66754 Patricia Marshall Senior Student Information Representative 66756 Cynthia Morales-Santiago Senior Student Information Representative 66772 Elizabeth Salazar Senior Student Information Representative 66766 Lisa F. Shannon Senior Student Information Representative 66762 Angela W. Tillmon Senior Student Information Representative 66776 Jennica A. Vasquez Senior Student Information Representative

66774 Tamika A. Whitmire Senior Student Information Representative

COMPLIANCE MONITORING TEAM: This team reviews manual records for Discipline, Gifted/Talented (GT), Leavers, Prekindergarten and English Language Learners (ELL/Limited English Proficiency (LEP).

Extension Name Title 66769 Veda L. Winfree Senior Compliance Analyst 66770 Cathleen M. Freeman Senior Compliance Analyst 66759 Irma Hasnain Senior Compliance Analyst 66763 Natasha Hogan Senior Compliance Analyst 66758 Joyce Y. Jones Senior Compliance Analyst 67657 Latonya S. Smith Senior Compliance Analyst

DATA REPORTING TEAM: This team works to ensure that all PEIMS / PID data is accurate and that all data requests are fulfilled in an accurate and timely manner.

Extension Name Title 66767 Nancy Cintron Senior Compliance Analyst 66757 Maria Del Carmen Aguilar Student Information and Report Analyst 66771 Rose M. Gamboa Senior Student Information Representative

Revised 3/3/2016

House Bill 2610

Frequently Asked Questions

Version 4, February 9, 2016

House Bill (HB) 2610, passed by the 84th Texas Legislature, amends the Texas Education Code (TEC), §25.081, by striking language requiring 180 days of instruction and replacing this language with languagerequiring districts and charter schools to provide at least 75,600 minutes of instruction (including intermissions and recess). The bill also allows school districts and charter schools to add minutes as necessary to compensate for minutes of instruction lost due to school closures caused by disaster, flood, extreme weather conditions, fuel curtailment, or another calamity.

Beginning in the 2016–2017 school year, school districts and charter schools will be required to submit calendars showing the amount of time that school was held each day, along with any waiver minutes granted by the Texas Education Agency (TEA) through the summer data submission. The TEA will use the data to verify that school districts and charter schools meet the required number of minutes of instruction. Districts and charter schools that do not meet the requirements will receive a funding deduction proportionate to the amount of minutes that they fall short of meeting requirements.

The TEA will grant a one-time waiver for the 2016–2017 school year to Alternative Education Programs (AEP), Disciplinary Alternative Education Programs (DAEP), and charter schools that provide an instructional day of less than 420 minutes. Please refer to the following waiver summary for information regarding the waiver.

The TEA will grant a one-time waiver for the school year 2016–2017 to districts and charter schools that offer a school day of less than a 210 minutes but offer at least 120 minutes of instruction per day. Please refer to the following waiver summary for information regarding the prekindergarten waiver.

Below is a list of frequently asked questions that may be of assistance. We have also included a sample calendar at the end of this document.

1. When does HB 2610 take effect? HB 2610 took immediate effect meaning that the newrequirements are in effect for the 2015–2016 school year and will be reflected in the 2015–2016Student Attendance Accounting Handbook.

2. How does HB 2610 affect charter schools? Charter schools are subject to the 75,600 minutesrequirement. To receive full funding, a charter school must offer 75,600 minutes of instruction(including intermissions and recess) minus any minutes waived by the TEA in writing.

3. Will reporting requirements change as a function of HB 2610, and, if so, when will these changesbecome effective? Although the bill is effective for the 2015–2016 school year, school districtsand charter schools will not be required to modify information submitted through the PublicEducation Information Management System (PEIMS) or to the Texas Education Data System(TEDS) until the 2016–2017 school year. However, districts and charter schools must maintainlocal documentation showing the instructional days and start and end times. For the 2015–2016school year, that is sufficient to prove that the district or charter school met the minimum

http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769825239&libID=25769825335http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769825239&libID=25769825335

required 75,600 minutes. The TEA will examine this documentation in any attendance audits relevant to the 2015–2016 school year.

4. Does HB 2610 change attendance-taking procedures? HB 2610 does not change attendance-taking procedures in that staff will still be required to take attendance at the same time each day. Students must be scheduled for and provided instruction at least two hours each day (excluding intermissions and recess) to be eligible to be coded for half-day attendance; students must be provided instruction at least four hours each day (excluding intermissions and recess) to be eligible to be coded for full-day attendance.

5. Does HB 2610 change the calculation of average daily attendance (ADA) for the purpose of state funding under the foundation school program? ADA will continue to be calculated based on the number of days present each six weeks divided by the number of days taught. Each calendar day represents one day taught, regardless of the number of minutes of instruction that occurred that day. The result for each six-week period will be added together and divided by six to calculate annual ADA. ADA will be reduced for failure to meet the required number of minutes per TEC, §25.081, in proportion to the percentage of minutes that the district or charter school fell short of meeting the 75,600 minute requirement.

6. What kinds of time count toward meeting the 75,600 minute requirement? HB 2610 specifies that intermissions and recesses count toward meeting the 75,600 minute requirement. Lunch is considered an intermission and will be counted toward meeting this requirement.

7. Have teacher contract requirements changed in conjunction with HB 2610? No. TEC, §41.401, still requires that teachers employed under a 10-month contract provide a minimum of 187 days of service. Districts and charter schools should consider this when creating calendars that are shorter than the traditional 180 days.

8. I have already been granted a waiver for the 2015–2016 school year. Is it still in effect? Yes. The TEA will honor all waivers previously granted that are in effect for the 2015–2016 school year. Each waiver day will count for 420 minutes of the total 75,600 minutes required under HB 2610. Waivers granted for an early release are worth up to 180 minutes, depending on the time students were released from school.

9. Is the TEA continuing to grant new waivers given HB 2610? The TEA is continuing to grant waivers. However, districts and charter schools should consider whether they need a waiver given the new language in HB 2610. If a district or charter school meets the 75,600 minute requirements without a waiver, it does not need to request a waiver related to student attendance and ADA (for example, staff development and missed instruction) from the TEA. We will notify districts and charter schools of any changes to policy related to HB 2610.

10. What should the district’s or charter school’s calendar include? The TEA encourages districts and charter schools to include additional minutes to account for bad weather or other missed school days related to health and safety concerns in their adopted calendar. Districts’ and charter

schools’ calendars should equal at least 75,600 minutes including minutes waived for early release and/or staff development.

11. Does HB 2610 apply to an alternative campus that runs longer periods in a quarter system to

enable students to make up classes necessary for graduation? Yes. A district and charter school must ensure that alternative education programs meet the requirements of HB 2610 (a total of 75,600 minutes of instruction, including intermissions and recess) for funding purposes.

12. How does HB 2610 affect the two- or four-hour rule for half days already scheduled? Do these scheduled half days count only for the time attended instead of as a half day? Students must be scheduled for and provided instruction for at least two hours each day (excluding intermissions and recess) to be coded as eligible for half-day attendance and scheduled for and provided instruction for at least four hours (excluding intermissions and recess) to be coded as eligible for full-day attendance.

13. Will there be a minimum number of minutes required for a class to count as a semester class or a full-year class? No. HB 2610 only requires districts and charter schools to provide a total of 75,600 minutes for instruction (including intermissions and recesses) per school year.

14. Would excess contact hours earned by any combination of special education and career and technical education (CTE) classes still be deducted from the student’s primary special education instructional setting? Yes. Any combination of CTE and special education services that exceeds six hours per day must be subtracted from the primary special education instructional setting.

15. Will the TEA grant a waiver if doing so still leaves my school short of meeting the 75,600-minute requirement? No. The TEA will only grant waivers if the sum of minutes in the school’s calendar and the minutes waived are at least equal to 75,600. For example, if a school district or charter school submits a calendar that includes 75,000 minutes and asks for one waiver day, the waiver will be denied because granting it would only bring the district or charter school to 75,420 (still short of the required 75,600 minutes). Any waivers granted, in addition to satisfying independent reasons for receiving the waiver, must be sufficient to bring the school district or charter school into compliance.

16. Can my school district or charter school change the calendar after the school year has started to

make up minutes lost to an unforeseen event? Yes. You can add minutes to days remaining in the school year to make up for an unplanned event that caused school to be closed during the school year.

17. If I have a district level UIL competition (for example, band or basketball) and I want to close campuses down so students can attend, will those campuses have to makeup those missed days? If your district calendar has the missed days for UIL competition, bad weather makeup days, early release days, and staff development days built into the calendar and the 75,600 minutes are met by the time school has ended, then any missed days do not have to be made up.

18. If my district or charter school only has a prekindergarten campus, how many minutes does it need to meet to comply with HB 2610? If the campus is solely a prekindergarten campus and has only an a.m. or p.m. group of students, it would need to have a total of 37,800 minutes since prekindergarten is funded on a half day of ADA. With the exception of students that are prekindergarten and special education coded.

19. If a district adds minutes to the school day through the year to shorten its school year by a day or more, will the fact that it has and would report less days in the year cause it to receive less ADA funding (not receiving funding for the shorted days)? A district’s ADA will not be reduced based on number of days. However, if the district fails to meet the required 75,600 minutes according to the TEC, §25.081 (HB 2610), the district’s ADA will be reduced in proportion to the percentage of minutes that the district fell short in meeting the 75,600 minute requirement. Please note that for the 2015–2016 school year, the district will continue to report days in the Public Education Information Management System (PEIMS) or to the Texas Education Data System (TEDS) until the 2016–2017 school year. Districts must maintain local documentation that shows the instructional days and start and end times for the 2015–2016 school year that is sufficient to prove that the district met the minimum required 75,600 minutes.

20. Do I still need to apply for staff development waivers if I exceed 75,600 minutes? We believe the intent of HB 2610 was to relieve the need for waiver days. For staff development days, if the district or charter school meets (or exceeds) the 75,600 minute requirement without the waiver, it does not need to request a waiver. However, for early release, districts are still subject to the 7 hour day (420 minutes) requirement of TEC, §25.082, so a waiver must be requested if your school day is less than 7 hours (420 minutes) in length.

21. Is the requirement a district requirement or is it based on individual campuses, our elementary ends school 20 minutes before our high school, do I compute these times separately? The requirement is a district requirement that is to be applied to individual campuses. Based on your example you would have 2 different tracks of time for each campus.

22. If the district calendar meets the 75,600 minutes requirement, would the district receive ADA for the additional minutes if students remain in school? (For example: the district meets the required minutes by May 18th, has 4,900 minutes left, and wants to use the additional minutes for credit recovery, early summer school, etc. since teachers are still on duty). No, HB 2610 only requires districts and charter schools to provide a total of 75,600 minutes for instruction (including intermissions and recesses) per school year. Therefore, districts and charter schools will not receive funding for minutes in excess of 75,600.

23. Our prekindergarten students (3 and 4 year old program) attend school for 6 hours per day. Since we get funded for half days, do have to comply with HB 2610’s mandatory instructional minute guideline of 75,600 or 37,800 (half of the calculation)? Prekindergarten classes must operate on a half-day basis which would be half of the required number of minutes (37,800) unless funding other than Foundation School Program funding is used to offer a full-day prekindergarten program, as prekindergarten is state-funded only as a half-day program. In general, students who meet the eligibility requirements for the PK program should be coded as eligible for half-day attendance (ADA eligibility code 2) and not as eligible for full-day attendance

(ADA eligibility code 1). Districts and charter schools that offer prekindergarten programs of less than 210 minutes per day may apply for a waiver of the requirement for the 2016–2017 school year. Please refer to the following waiver summary for information regarding the pre-k waiver.

24. Now that we are required to meet the 75,600 minutes minimum, are we also bound by a

certain number of days? For instance, if we can reach the required 75,600 minutes in 169 instructional days, would we need a waiver to have less than the 178 days we currently have? Since HB 2610 replaced the language and the requirement for 180 days of instruction with 75,600 minutes of instruction (including intermissions and recess), districts and charter schools are no longer bound by days with regard to instruction. However, TEC, §41.401, still requires that teachers employed under a 10-month contract provide a minimum of 187 days of service. Districts should consider this when creating calendars that are shorter than the traditional 180 days. Also, note that when creating your calendar the school year cannot end before May 15th.

25. We provide tutorials to students from 7:45 am to 8:00 am every morning. All teachers are required to be here by that time to provide these services. Our bell to go to first period rings at 8:00 am. Can we count the 15 minutes per day of tutorial toward our instructional day? The minutes for the school day start when the first bell rings at 8:00 am to convene school. The district may consider adjusting the bell schedule to capture the 15 minutes described in the scenario.

26. I have a campus that attends school extra minutes Monday through Thursday. Can the campus release students early every Friday since we will meet the required 75,600 minutes by May 20th of the school year? Districts are still subject to the 7 hour day requirement (420 minutes) of TEC, §25.082, so a waiver must be requested if the school day is less than 7 hours (420 minutes) in length. The TEA will not grant more than six days of early release waivers per school year.

27. Our prekindergarten stand-alone campus has two groups daily (an a.m. and a p.m. group). Each group meets for 130 minutes daily for a total of 260 minutes per day. Are we in compliance if we combine the a.m. and p.m. group to the meet the required 37,800 minutes? Each prekindergarten group (a.m. and p.m.) must have 37,800 minutes for the school year to comply with the requirements of HB 2610. Districts and charter schools that offer pre-k programs of less than 210 minutes per day may apply for a waiver of the requirement for the 2016–2017 school year. Please refer to the following waiver summary for information regarding the pre-k waiver.

28. Will the TEA grant waivers for districts and charter schools that offer programs that provide an instructional day of less than 420 minutes? The TEA will grant a one-time waiver for the 2016–2017 school year for AEP, DAEP, and charter schools that offer less than 420 minutes per school day. Please refer to the following waiver summary for information regarding the waiver.

http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769825239&libID=25769825335http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769825239&libID=25769825335http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769825239&libID=25769825335

Data Quality Manual 2016-2017 VI-Attendance

Attendance Clerk

The attendance personnel generating absence summaries and transcribing the absences or coding information into the accounting system are responsible for adhering to all laws and regulations pertaining to student attendance accounting. Each person entering data into the attendance accounting system must sign an affidavit attesting that the data he or she has entered are true and correct to the best of his or her knowledge—or, in the case of a paperless attendance accounting system, indicate electronically that the person attests that the data he or she has entered are true and correct to the best of his or her knowledge.

Tasks Prior to Opening of School

1. Post rosters throughout campus for parents to review. 2. Review the updated Membership Reporting procedures and the school district

calendars. 3. Distribute Class Rosters to teachers with written instructions on how to document

“No Show” students. 4. Verify that ADA time is posted in your school.

First Day Procedures

1. Distribute first day rosters to teachers to verify attendance (must be signed in ink by teachers).

2. If a student is not present, the teacher should mark a single line through student’s name and mark NS to the right.

3. Make sure that teachers send attendance to the office no later than 30 minutes after official ADA time.

4. Log onto the HISD Portal to Report Manual Membership Figures by 10:30 am. KEEP originals of first day rosters (ALL SCHOOLS).

Color-Coded Cards (If applicable) • Must be completed in ink (NOT PENCIL) • No erasures or white out • Must be signed by the teacher with whom the student is present with at

the time of completing the color coded card. • Must be signed by student – Grades 3-12 must be signed by student • Must include date of student’s first day of attendance in class • Grade level should be verified • First day cards should have upper right corner cut at an angle to indicate

that they were “first day” cards • Color-Coded Cards on file first day for all students present

5. NO SHOWS • ALL STUDENTS NOT PRESENT FIRST DAY MUST BE NO SHOWED

using no-show date of 8/19/2016. • Unclaimed schedules retrieved and posted as No Shows • All NO SHOWS must be posted by the end of 1st Day • All NO SHOWS will have an effective date in Chancery of 8/19/2016.

PRINT and file No Show Roster. 6. Prepare new rosters for Day 2

• Teachers should only take attendance for the first day on the first day rosters. If teachers do not have access to GradeSpeed the clerk will print rosters from GradeSpeed only and distribute to those teachers.

Second Day Procedures

1 . All teachers with GradeSpeed access must take attendance in GradeSpeed on Day 2.

2. On the second day and any day thereafter, students that are not present the first day should pick up schedules ONLY AFTER being re-activated in Chancery as enrolled

3. Students enrolling after the first day must complete a color coded card. 4. Log onto the HISD Portal to Report Manual Membership Figures by 10:30 am. 5. Only PK centers will begin keeping Membership Transaction Log

(electronically).

Reminder: If a student who was marked on the 1st day as a "No Show" reports on the 2nd day or thereafter, the "No Show" should be changed to a "Left” record and a new enrollment status must be created, effective the first day the student is present at ADA time.

Note: ADA must be taken by the teacher at the ADA time, for example, if ADA in your building is at 9:30 a.m. and a student is not present in the teacher’s classroom, the teacher should mark the student absent. Teachers have 20 minutes after the ADA time to submit the attendance in GradeSpeed, they do not have 20 minutes after the ADA time to take attendance.

Membership Reporting on the HISD Portal

All students who are physically present in school on the first day are to be counted in their respective grade level, even though they may be in a self-contained special education class. Membership figures should be shown by grade level (EE through 12), reflecting a physical count of the student present at official ADA time. Students present in the auditorium, library, counselor's office, nurse's office, etc. at official ADA time must be documented a manual roster with a teacher, counselor or administrator’s signature.

An application is available for reporting membership figures in the schools by grade level. Authorized staff will log in to the HISD Employee Portal by 10·30 a.m. and click on Membership Reporting on the HISD Applications Links list to access the system. After the first day of school, membership includes all students who have enrolled and attended at least one day during the current school year and who have not withdrawn. Students who enrolled, but have not attended at least one day should not be Included in the membership count. Please refer to the Memo to Principals about Membership Figures for School Year 2016-2017 for all dates on membership reporting on the HISD portal.

Withdrawals

A student can be withdrawn from school by either biological parent if no court action is involved, regardless of who enrolled the student in school, or by the person who signed the enrollment card and/or has legal custody of the student.

• The SIS Student Withdrawal Record/Transfer Form must be completed with

all information requested after the first week of school, if the student has been in attendance in the school for five days or more, academic grades must be recorded on the check-out sheet. All absences (excused, unexcused, and extracurricular) should be transferred with the student, so they may be recorded at the new school. The student's ID number should be double-checked by utilizing the PET Search PID on Edit+ for accuracy. One copy of the check-out sheet is given to the parent/guardian; one copy is retained by the school, and another copy is sent to the receiving school, if known, together with a copy of the report card. The parent/guardian/student should be given the original report card, and the school should retain a copy in the student's permanent folder. On the top right-hand side of the withdrawal form, write the PEIMS state ID number and highlight.

• In order to track dropouts, a parent signature and the name of the new school

in which the student the student plans to enroll is needed. This is imperative to avoid underreported students.

• The official date of withdrawal depends on the time of day the student withdraws. If a student withdraws from school before the time that ADA is checked at the student's school, the effective date of withdrawal is that same day If a student completes the withdrawal process after ADA is checked, the effective date of withdrawal that must be posted to the student's computer file is the next school day. Parents and legal guardians should be encouraged to give the school a 24- hour notice of withdrawal to allow time for the school staff to process the check out sheet without disrupting classes.

• A student is not in membership on the withdrawal date. • Note the effective date of withdrawal and the Withdrawal code (see

HISD Withdrawal Codes) in the office use sect ion o f the student's color coded card. The color-coded card should then be filed alphabetically by grade level.

• Write the applicable information on the Membership/ Transaction Log using the effective date of withdrawal. (THIS APPLIES ONLY TO DESIGNATED PK CENTERS)

• It is critical that withdrawals be posted to the computer files on a daily basis to avoid conflicts with other schools or within the statewide PID file.

Withdrawal Procedures for Non-Attending Students The principal only may withdraw students for non-attendance after specific actions are taken and documented. These actions must include attempting to contact the student to suggest possible Interventions or alternative placement to prevent the student's leaving school.

• For general education students between six and nineteen years of age,

compulsory attendance laws apply. A student should not be withdrawn for non attendance unless school personnel can document that appropriate procedures have been followed. For students in violation of compulsory attendance the proper procedures must be followed and withdraw using Withdrawal Code L98- Other/Unknown. The parent should be notified in writing of this action and informed to re-enroll the student once they regain control.

• THE W I T HD R AW AL C O D E O F L 8 3 - ADMINISTRATIVE

W I T H D R A W A L SHOULD NOT BE USED WHEN WITHDRAWING STUDENTS FOR NON ATTENDANCE

• On or after the eighteenth birthday, general education students can be withdrawn

for nonattendance. If the student has more than five unexcused absences in one semester, a school district may revoke the student's enrollment for the remainder of the year. Attempts to notify the parent should be documented, a letter informing the parent and adult student of the withdrawal should be sent. The student will be counted as a dropout.


The role of the teacher is to:

• take attendance at the official time designated and for each class period;

• maintain accurate attendance records in GradeSpeed and verify accuracy of

Chancery records;

• send excuse notes from parents to the office in a timely manner;

• notify parents when a student returns from an absence without an excuse or has been absent for three or more days;

• insure that students make up work for excused and unexcused absences;

• complete an attendance referral form for appropriate students, in accordance

with district guidelines

First Day Procedures for Teachers 1. Use the Classroom Roster provided by the clerk to take attendance at the

designated time. On the first day of school no student is considered absent. Absences DO NOT start until a student has attended school at least one day. DO NOT TAKE ATTENDANCE IN GRADESPEED ON THE FIRST DAY OF SCHOOL.

2. On the roster mark one single line through the name of any student on the list who is not in the classroom at official attendance time and mark NS to the right of the student’s name.

3. Add the names of any students present in your classroom at official attendance time whose names are not on the roster, but whom you accepted into class with documentation from the office.

4. Record the total number of students present and sign and date the roster in blue or black ink (NO PENCIL).

5. Do not “trade” students with another teacher without the knowledge of the principal or principal’s designee, who in turn, gives the information to the attendance clerk

6. Color-Coded Cards (If applicable) • Must be completed in ink (NOT PENCIL) • No erasures or white out • Must be signed by the teacher with whom the student is present with at the

time of filling out the color coded card. • Must be signed by Student – Grades 3-12 must be signed by student • Must include date of student’s first day of attendance in class • Grade level should be verified

Data Quality Manual 2016-2017 VI-Attendance Second Day Procedures for Teachers On the second day of school and any day thereafter, a student entering a teacher’s room must have documentation from the office (ex. Admit slip or class schedule). Verify that the student’s name is in GradeSpeed the day the student enters class and, if not, notify the attendance clerk by e-mail.

• Take attendance at the official ADA time. • Submit attendance in GradeSpeed each day no later than 20 minutes

after designated time of attendance. o Note: ADA must be taken by the teacher at the ADA time, for

example, if ADA in your building is at 9:30 a.m. and a student is not present in the teacher’s classroom, the teacher should mark the student absent. Teachers have 20 minutes after the ADA time to submit the attendance in GradeSpeed, they do not have 20 minutes after the ADA time to take attendance.

• Attendance needs to be submitted, even if a class has 100 percent attendance. Notify the attendance clerk in writing by using the Attendance Correction Form in GradeSpeed or by e-mail of any absence corrections needed.

All manual official attendance documents (Absentee Slips) must meet these conditions: (This also applies when a teacher cannot log into GradeSpeed or there is a substitute in the teacher’s classroom.)

• always use blue or black ink (never record manual entries in pencil, use liquid correction fluid, and never use a signature stamp);

• always use the legal names of the students (no nicknames or shortened version of the name);

• always use the correct student ID number; • Teacher or Substitute Teacher’s Signature in ink; • If errors are made on any official attendance document, strike one line

through the error, enter corrections nearby, and initial in ink.


GradeSpeed Attendance

Process Description - GradeSpeed’s attendance interface can exchange attendance data with Chancery SMS the Interface will:

• Post attendance recorded in GradeSpeed to Chancery SMS

• Pull attendance corrections made in Chancery SMS into GradeSpeed

The GradeSpeed process with Chancery SMS Interface includes the following Calendars:

• Calendars and configurations are pulled from Chancery into GradeSpeed nightly starting at 9:00 p.m.

Schedules:

• Schedule changes for secondary schools are pulled from Chancery into GradeSpeed every 15 minutes.

• Schedule changes for elementary schools are pulled from Chancery into GradeSpeed nightly starting at 9:00 p.m.

• Enrollments/Withdrawals are pulled from Chancery into GradeSpeed nightly

starting at 9:00 p.m. Rosters:

• Attendance rosters are updated immediately, without a need to log off and

log back in, after the schedule change is downloaded into GradeSpeed

• GradeSpeed Monitor is updated immediately, without a need to log off and log back in, after the schedule change is downloaded into GradeSpeed

• The Grades roster page is updated when the teacher logs out and back in

after the schedule change is downloaded into GradeSpeed

Attendance:

• Attendance records are uploaded from GradeSpeed into Chancery every 15 minutes.

• Attendance corrections are pulled from Chancery into GradeSpeed every

15 minutes. Grades:

• Grades are exported from GradeSpeed into Chancery when the

campus grade clerk/administrator manually performs the exports grades function.

• Grade corrections are pulled from Chancery into GradeSpeed nightly

starting at 9:00 p.m.

MEMBERSHIP REPORTING FOR 2016-2017

Membership figures should be shown by grade level (EE through 12). All students who are physically present in school on the first day are to be counted in their respective grade level, even though they may be in a self-contained special education class. After the first day of school, membership includes all students who have enrolled and attended at least one day during the current school year and who have not withdrawn. Students who enrolled, but have not attended at least one day should not be included in the membership count.

WEEK MONTH CALENDAR DAY

INSTR DAY

WEEK MONTH CALENDAR DAY

INSTR DAY

First week: August 22 1 Fourth week: September 12 15 August 23 2 September 13 16 August 24 3 September 14 17 August 25 4 September 15 18 August 26 5 September 16 19 Second week: August 29 6 Fifth week: September 23 24 August 30 7 August 31 8 Sixth week: September 30 29 September 1 9 September 2 10 Seventh week: October 7 34 Third week: NO

CLASSES LABOR

DAY Eighth week: October 14 38

September 6 11 September 7 12 Ninth week: October 21 43 September 8 13 September 9 14 Snapshot October 28 48 SPECIAL MEMBERSHIP REPORTING DATE: OCTOBER 28, 2016 PEIMS SNAPSHOT Friday November 18 63 Friday February 24 117 Friday December 16 80 Friday March 31 137 Friday January 27 97 Friday April 28 156 Friday May 19 171

HISD NETWORK SECURITY FORM RETURN TO: Technology and Information Systems - Network Security Department, 4400 W 18th St., Level 3NW, Houston, TX 77092, Route 10 or fax to 713-556-6194

Do not enter your confidential password on any Network Security form.Network/Portal ID/Email accounts are automatically created for HISD employees with the exception of student workers.To request a NEW Network/Portal ID, complete Boxes 1 and 4 along with a Computer Related Security Policy Memorandum, Student

Records Security Policy Acknowledgment form, and a Confidentiality and Use Agreement form. Network Security forms are no longer required to delete Network/Portal ID’s and Email for HISD Employees.To DELETE a Contract Employee’s Network/Portal ID and/or application access, complete Box 2.To ADD/CHANGE Network/Portal ID name or application access information, complete ALL FIELDS in Box 3 and Box 4 (if necessary).The name submitted on this form must be the same as the name on your HISD payroll records.If you forget or lose your password information, you must call HISD Technical Support Services (713-892-SERV or 713-892-7378) for

assistance. Network Security will not issue duplicate copies of Network Security Letters containing this information. All Security forms are available on the HISD Portal. After logging into the Portal, click on the Find It tab, then in the Frequently

Requested Forms section, click on Technology and Information Systems.

REQUEST A NEW NETWORK/PORTAL ID – Use for Contract Employees or Student Workers (please print legibly)

Employee #: __________________ Social Security #: __________________________________

Last Name: ___________________________________ First Name: ______________________________ MI: _________

Location #: ________ Location Name: ___________________________________________________ Route #: ______

Work Telephone #: __________________ Position/Title: ____________________________________________________

FOR CONTRACTORS

Contractor access expiration date: ______/______/_______ (90 days default if no date is provided) Approver/Manager email address: _______________________________________________________________________

(please print legibly) (Principal, Deputy/Associate/Assistant Superintendent / Chief School Officer, School Compliance Officer, School Improvement Officer or Superintendent.)

DELETE AN EXISTING ID – Use for Contract Employees Only (please print legibly)

Network ID: _____________________ Social Security #: _____________________________________

Last Name: ___________________________________ First Name: ______________________________ MI: _________

Reason for deletion (check one): User’s Access No Longer Needed User’s Employment Terminated

ADD/CHANGE INFORMATION ON AN EXISTING NETWORK/PORTAL ID (please print legibly)

Employee #: _____________ Network ID: ____________________ Social Security #: ___________________________

NAME: Previous: Last Name: ______________________________ First Name: ________________________ MI: _____

Current:: Last Name: ______________________________ First Name: ________________________ MI: _____

LOCATION: Previous #: ____________ Loc. Name: _________________________________________ Route #: ______

Current #: ____________ Loc. Name: _________________________________________ Route #: ______

Work Telephone #: __________________ Position/Title: _____________________________________________________

Requester’s Signature: Date: ______________________

Approver’s Printed Name: Date: ______________________

(please print legibly) (Principal, Deputy/Associate/Assistant Superintendent / Chief School Officer, School Compliance Officer, School Improvement Officer or Superintendent.)

Approver’s Signature: Date: ______________________

(Principal, Deputy/Associate/Assistant Superintendent/ Chief School Officer, School Compliance Officer, School Improvement Officer, or Superintendent.)

Access will not be granted without signature, dates, or email address. Incomplete or incorrect forms will be returned via HISD Mail.

Box 1

Box 2

Box 3

Check Appropriate

Box or Boxes

Budgets Online

Campus

FITNESS Reporting

Campus

FMO Web Notification

Campus Only

HFWE

Campus

Memberships

Campus Only

Partnerships (BCP)

Campus Only

PEIMS Reporting

Campus

SWAV

Campus

VISITS

Campus

Box 4

VDI ACCESS: YES____ NO ____

Access will not be granted without signatures and dates.

Requestor’s Signature Date:

Approver’s Printed Name: (please print legibly) (Principal, Executive Principal, SIO, CSO, or Superintendent)

Approver’s Signature Date: SIS-20120416

HISD SIS ACCESS REQUEST FORM

Submit to: SIS Department (Attn: SIS Security) Route 10 · 4400 West 18th St · Level 3NW · Houston, TX 77091

or fax to (713) 556-8870

Use this form to request access to the Chancery or Student Information System (SIS).

I. Complete this section for ALL SIS requests.

Employee ID: Soc. Sec. #: xxx-xx- Network Username: (5 digits) (NOT password)

Last Name: First Name: MI:

Current Work Location: Campus #: Campus Name: Rt. #:

Work Location Telephone #: Position/Title:

II. Complete Section I and Section II to ADD or REMOVE a role assignment.

When requesting change to CSO/SIO Level access, also specify the CSO/SIO. When requesting a change to Campus Level access, also specify the campus’ location number and name. Additional forms are required for access to additional campuses.

District Level – [A]dd/[R]emove Campus Level – [A]dd/[R]emove A/R (check appropriate box) Location #: Name: District View Only A/R (check approp. box) A/R (check approp. box) A/R (check approp. box) District Health Principal Magnet PRS / PEP District Special Education Discipline Edit Student Sched. Health Other: Register / Enroll / Master Sched. SIS Data REMOVE ALL ROLES Withdraw Special Pops View Only R/E/W w/ Attendance Special Ed. View Only R/E/W w/ Grade Special Pops w/ Discipline CSO/SIO Level – [A]dd/[R]emove Reporting w/ Special Ed. Teacher (check only one box for level and specify on line below) Other: CSO SIO All Schools REMOVE ALL ROLES Specify (CSO/SIO): A/R (check appropriate box) INTERNAL USE ONLY View Only View Only w/ Discipline Other: REMOVE ALL ROLES

III. Complete ALL sections to request a change of location. Failing to do so may prevent access.

All role assignments will be removed from the Previous Work Location specified below. Previous role assignments are not transferred. Only the roles selected in Section II are applied.

Previous Work Location: Location/Org #: Name:

Current Work Location: Location/Org #: Name:

The Family Educational Rights and Privacy Act (FERPA) of 1974, 20 U.S.C., Section 1232g, its implementing regulations (34 CFR Part 99), and amendments, the Texas Public Information Act (TPIA), Texas Government Code Section 552.001 et seq., and Houston Independent School District (HISD) Board Policies provide for the security, confidentiality, review, and disclosure of student educational records. All persons who access HISD student records hold a position of trust relative to this information and must recognize and acknowledge their responsibilities for preserving the security and confidentiality of this information. The requestor is aware of the state and federal laws pertaining to records tampering and the requestor is aware of the penalties under the law related to records tampering.

The Family Educational Rights and Privacy Act (FERPA) of 1974, 20 U.S.C., Section 1232g, its implementing regulations (34 CFR Part 99), and amendments, the Texas Public Information Act (TPIA), Texas Government Code Section 552.001 et seq., and Houston Independent School District (HISD) Board Policies provide for the security, confidentiality, review, and disclosure of student educational records. All persons who access HISD student records hold a position of trust relative to this information and must recognize and acknowledge their responsibilities for preserving the security and confidentiality of this information. The requestor is aware of the state and federal laws pertaining to records tampering and the requestor is aware of the penalties under the law related to records tampering.

Access will not be granted without signatures and dates.

Requestor’s Signature Date:

Approver’s Printed Name: (please print legibly) (Principal, Executive Principal, Deputy/Associate/Assistant/Regional, or Superintendent)

Approver’s Signature Date: GS-20150730

HISD GRADESPEED SECURITY REQUEST FORM

Submit to: SIS/GradeSpeed Department (Attn: SIS Security) Route 10 · 4400 West 18th St · Level 3NW · Houston, TX 77091

or fax to (713) 556-8870

I. Complete this section for ALL GradeSpeed requests.

Employee ID: Soc. Sec. #: xxx-xx- Network Username: (5 digits) (NOT password)

Last Name: First Name: MI:

Current Work Location: Campus #: Campus Name: Rt. #:

Work Location Telephone #: Position/Title:

II. Complete Section I and Section II to ADD or REMOVE a role assignment.

Check either the Add or Remove box for the role(s) being requested. Requests must be for only one level. Campus-Level requests must also specify a campus’ location number and name. District-Level requests require approval from the GradeSpeed Department. NOTE: These roles are intended for non-instructional staff.

Campus-Level District-Level (all schools)* Location #: Name: Add Remove (check all that apply) Add Remove (check all that apply) View Only Campus Admin Other: Office Attendance REMOVE ALL ROLES Office Grading * requires approval from GradeSpeed Department Other: REMOVE ALL ROLES

INTERNAL USE ONLY

III. Complete ALL sections to request a change of location. Failing to do so may prevent access.

All role assignments will be removed from the Previous Work Location specified below. Previous role assignments are not transferred. Only the roles selected in Section II are applied.

Previous Work Location: Location/Org #: Name:

Current Work Location: Location/Org #: Name:

General Attendance Requirements Adopted 2015–2016 Student Attendance Accounting Handbook Page 38

3.2.2 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”22) or

2) be eligible for, enrolled in, and scheduled for and provided instruction in an alternative attendance accounting program (such as the OFSDP).

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

If the student is scheduled for and provided instruction:

then the student: and should be reported with:

fewer than 2 hours (120 minutes) per day

is not eligible to generate ADA ADA eligibility code 0

at least 4 hours (240 minutes) per day is eligible for full-day attendance (is eligible to generate ADA)

ADA eligibility code 1

at least 2 hours (120 minutes) but fewer than 4 hours per day

is eligible for half-day attendance (is eligible to generate ADA)


at least 4 hours (240 minutes) per day and meets the requirements for an eligible student other than residency or an alternative basis for eligibility under the TEC, §25.001

is eligible for full-day attendance (is eligible to generate ADA). This status applies to a student who legally transfers from one Texas district to another Texas district and meets all eligibility criteria other than residency


at least 4 hours (240 minutes) per day but does not meet the eligibility requirements

is not eligible to generate ADA (see 3.2.1.5 for more information)


at least 2 hours (120 minutes) per day but does not meet the eligibility requirements

is not eligible to generate ADA (see 3.2.1.6 for more information)


at least 2 hours (120 minutes) per day and meets the requirements for an eligible student other than residency or an alternative basis for eligibility under the TEC, §25.001

is eligible for half-day attendance (is eligible to generate ADA). This status applies to a student who transfers from one Texas district to another Texas district and meets all eligibility criteria other than residency


through an alternative attendance program, such as the OFSDP, according to the requirements of that program

is eligible for alternative attendance program participation (is eligible to generate ADA)


through an alternative attendance program, but not according to the requirements of that program

is ineligible for alternative attendance program participation (is not eligible to generate ADA)


22 19 TAC §129.21(g)

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.25.htm#25.001http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.25.htm#25.001http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=19&pt=2&ch=129&rl=21

General Attendance Requirements Adopted 2015–2016 Student Attendance Accounting Handbook Page 66

GEH Funding Chart

Amount of Time Served per Week

Eligible Days Present Earned per Week

1 hour 1 day present

2 hours 2 days present

3 hours 3 days present

4 hours 4 days present (if the week is a 4-day week) 5 days present (if the week is a 5-day week)

More than 4 hours 4 days present (if the week is a 4-day week) 5 days present (if the week is a 5-day week)

Eligible days present are determined each week. For GEH purposes, a week starts Sunday and ends Saturday. GEH service hours must not be accumulated and carried forward from one week to the next, and service hours must not be applied to a previous week.

3.7.4 Test Administration and GEH A student receiving GEH services may earn eligible days present as stated in the GEH funding chart when a homebound instructor administers routine quizzes, daily or weekly classroom exams, etc., that are required as part of the instructional requirements of a class. A student being administered standardized, 6-weeks, semester, and final exams and required state assessments is limited to earning 1 day present for a minimum of 1 hour or more of testing in 1 calendar day. When it takes the student more than 1 hour to complete the exam, the additional contact hours must not be credited as attendance. If the routine, standardized, 6-weeks, semester, or final exam administration or required state assessment testing requires less than one hour, then the homebound instructor must complete the hour with homebound instruction for the student to earn the 1 day present. For example, say a student is administered a final exam, and it takes her 30 minutes to complete the exam. The student must receive an additional 30 minutes of homebound instruction to earn 1 day present. A student receiving GEH services who returns to his or her campus to take required state assessments must have a medical release from a licensed103 physician to do so. The time spent on campus taking required state assessments must not count as any part of the number of hours of GEH service for eligible days present.

3.7.5 Transition from GEH to the Classroom A student transitioning back to a school-based setting may continue to generate eligible days present based on the GEH funding chart during the transition period. The GEH committee must determine the length of the transition period based on current medical information. Once the student has completed the transition period as determined by the GEH committee, the student no longer generates eligible

103 You can access the Texas Medical Board’s searchable database of licensed physicians at http://reg.tmb.state.tx.us/OnLineVerif/Phys_NoticeVerif.asp.

http://reg.tmb.state.tx.us/OnLineVerif/Phys_NoticeVerif.asp

Pregnancy-Related Services Adopted 2015–2016 Student Attendance Accounting Handbook Page 226

A certified teacher, nurse, counselor, or social worker must provide the additional hours of PRS support services for a special education student and must maintain logs documenting the actual amount of services each special education student receives.

9.12.2 SPED, PRS, and Earning Eligible Days Present Use the following chart to determine eligible days present when a student receives homebound services through both the special education and the PRS programs.

Amount of Time Served per Week (Week Is Sunday Through Saturday) SPED and PRS Eligible Days Present Earned per Week

SPED Homebound PRS

1 hour 1 hour 1 day present SPED and PRS

2 hours 2 hours 2 days present SPED and PRS

3 hours 2 hours 3 days present SPED and PRS

4 hours 2 hours 4 days present SPED and PRS (if the week is a 4-day week) 5 days present SPED and PRS (if the week is a 5-day week)

More than 4 hours 2 hours 4 days present SPED and PRS (if the week is a 4-day week) 5 days present SPED and PRS (if the week is a 5-day week)

Eligible days present are determined each week, and a week is from Sunday through Saturday. Service hours must not be accumulated and carried forward from one week to the next, and service hours must not be applied to a previous week. A student who is provided SPED and PRS during confinement retains the same ADA eligibility code she had before receiving the services, regardless of how many hours the student will be provided the services. If a student is not provided special education homebound services during a week, the student must be counted absent for the entire week even if she was provided PRS during the week. If a student is provided special education homebound services during a week but not PRS, the student may be counted present according to the requirements of the chart in 4.7.2.5 Homebound Funding and Homebound Documentation Requirements, but the student is not eligible to generate PRS weighted funding for the week. (See 9.17.8 Example 8 for an example of what must occur when a special education student requires special education homebound services and PRS.)

Special Education Adopted 2015–2016 Student Attendance Accounting Handbook Page 101

teacher if the homebound teacher is the teacher of record and is providing the student with direct instruction in the core academic subject areas. However, the homebound teacher does not have to be highly qualified (but must be a certified special education teacher) if the homebound teacher is not the teacher of record and is serving in a support role by providing the student with only direct assistance. See 4.17 Teacher Requirements and the TEA Guidance for the Implementation of NCLB Highly Qualified Teacher Requirements, available on the TEA Highly Qualified Teachers web page at http://tea.texas.gov/About_TEA/Laws_and_Rules/NCLB_and_ESEA/Highly_Qualified_Teachers/Highly_Qualified_Teachers/. A student aged 6 years or older who is served in the special education homebound instructional setting retains the same ADA eligibility code he or she had before receiving homebound services, regardless of how many hours the student will be served in the homebound instructional setting. The placement of a student who is expelled must not be changed to the homebound instructional setting (see 10.6.2 Disciplinary Removals of Students with Disabilities for detailed information regarding appropriate instructional setting codes and ADA eligibility when expelling students who are receiving special education and related services). For homebound coding examples, see 4.18.1 Code 01 - Homebound Examples.

4.7.2.2 Homebound Services and Pregnancy-Related Services (PRS)

See 9.12 PRS and Special Education Services (SPED) for detailed information on serving pregnant students through the PRS and special education programs.

4.7.2.3 Homebound Services for Infants and Toddlers with Auditory or Visual Impairments or Both

Infants and toddlers (children from birth through 2 years of age) with auditory impairments or visual impairments or both may receive homebound instruction as determined by the IFSP team. See 4.10.1 Infants Receiving Visual Impairment Services, Orientation and Mobility (O&M) Services and 4.10.2 Infants Receiving Auditory Impairment (Deaf) Services for detailed information.

4.7.2.4 Preschool Programs for Children with Disabilities and Homebound Services

Students aged 3 through 5 years for whom the ARD committee has determined that homebound is the appropriate instructional setting should be reported with a grade level of EE (early education) and with the ADA eligibility code shown in the following table:

ADA Eligibility Coding for Students Receiving Preschool Program for Children with Disabilities Services in the Homebound Instructional Setting

Amount of Time Served per Week ADA Eligibility Code

fewer than 2 hours per week 0—enrolled, not in membership

at least 2 hours but fewer than 4 hours per week 2—eligible for half-day attendance

at least 4 hours per week 1—eligible for full-day attendance

Texas Education Agency ADA Exemptions

A student not actually on campus at the time attendance is taken may be considered in attendance for FSP (Funding) purposes if the student:

Note: The following codes require documentation that has signed and dated by the principal or principal’s designee.

Description

Short Code in Chancery

• is in grades 6 through 12 and misses school for the purpose of sounding “Taps” at a military honors funeral held in Texas for a deceased veteran.

“TAPS” Military Funeral

TAP

• is participating in an activity that is approved by your local school board and is under the direction of a professional staff member of your school district or an adjunct staff member. The adjunct staff member must have a minimum of a bachelor's degree and be eligible for participation in the Teacher Retirement System of Texas.

Students participating in any activity that is not approved by your local school board or without certified district personnel supervision must be counted absent. For attendance to qualify for funding purposes, the certified district staff member or adjunct staff member must be accompanying the students as an official of your school district for the specific purpose of supervising the students and must be approved by your school board to supervise the activity. For example, students would be reported present if they are participating in 4H activities that are supervised solely by a county extension service agent who has been approved by the local school board as an adjunct staff member.

Activity

ACT

• is in his or her junior or senior year of high school and misses school for the purpose of visiting an institution of higher education accredited by a generally recognized accrediting organization to determine the student's interest in attending the institution. Your district 1) may not excuse for this purpose more than 2 days during a student's junior year and 2 days during a student's senior year and 2) must adopt a) a policy stating when an absence will be excused for this purpose and b) a procedure for verifying students' visits to institutions of higher education.

College Visit

COL

• misses school for the purpose of attending a required court appearance, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student is required to appear in court. Your

Court

CRT

school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

A court appearance is considered to be required if the law (federal or state) or the court mandates an appearance by the student in a criminal, civil, or traffic matter. Examples of required court appearances would be appearances in response to a jury summons in the name of the student, a subpoena in the name of the student, or a traffic ticket marked “You Must Appear” or “Court Appearance Required.” Additional examples would be a student's appearance in court as a plaintiff or defendant or as the subject of a court proceeding, such as an adoption or custody proceeding. Acceptable forms of documentation may be a copy of a pleading or other document filed with the court, a notice from the court clerk regarding a hearing or trial date, a jury summons, a subpoena, etc. Important: Absences to meet with probation officers and other absences related to court- ordered activities outside the courtroom do not qualify as required court appearances.

• is enrolled in and attending off-campus dual credit program courses and is not scheduled to be on campus during any part of the school day.

Dual Credit

DC

• misses school for the purpose of serving as a student early voting clerk, if your school district has a policy allowing for this type of excused absence, or misses school for the purpose of serving as an election clerk or student election clerk . Your school district may excuse a student's absence for this purpose for a maximum of 2 days in a school year. A student may be considered in attendance for travel days related to an absence to serve as an election clerk or student election clerk but not for travel days to serve as a student early voting clerk. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student is serving as an election clerk. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes. Travel days do not count toward the 2-days-per-school-year maximum.

To serve as a student election clerk or student early voting clerk, a student must: be ineligible to serve as an election clerk under the Texas Election Code, §32.051(c); be at least 16 years of age; have the consent of the principal of the school the student attends; be a US citizen; and have completed any training course required by the entity holding the election.

Election

ELC

To serve as an election clerk (as opposed to a student election clerk), a student must meet the requirements specified in the Texas Election Code, §32.051.

• misses school for the purpose of appearing at a governmental office to complete paperwork required in connection with the student's application for US citizenship, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site of the governmental office. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

Government Office

GOV

• is temporarily absent because of a documented appointment for the student or the student's child that is with a health care professional licensed to practice in the United States. A documented appointment with a health care professional includes an appointment of a student diagnosed with autism spectrum disorder with a health care practitioner to receive a generally recognized service for persons with that disorder. To be considered temporarily absent, the student must begin classes or return to school on the same day of the appointment. The appointment should be supported by a document, such as a note from the health care professional.

The appointment must be a face-to-face consultation with a health care professional. A consultation over the phone or via video (telemedicine) is not considered an appointment with a health care professional.

Medical Appointment

MD

• is participating in a mentorship approved by district personnel to serve as one or more of the advanced measures needed to complete the Distinguished Achievement Program outlined in 19 TAC Chapter 74.

Mentor

MTR

• is absent to visit with a parent, stepparent, or legal guardian who is an active duty member of the uniformed services and has been called to duty for, is on leave from, or is immediately returned from continuous deployment of at least four months outside the locality where the parent, stepparent, or guardian regularly resides. Your district is required to excuse up to 5 days for this purpose in a school year. An excused absence for this purpose must be taken no earlier than 60 days before the date of deployment or no later than 30 days after the date of return from deployment.

Military Deployment

MIL

• misses school for the purpose of taking part in the student's own US naturalization oath ceremony, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site of the ceremony. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

Naturalization Oath

NAT

• misses school for the purpose of observing religious holy days, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student will observe the holy days. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

Your school district is responsible for determining what constitutes a religious holy day for purposes of excusing absences. The agency does not maintain a list of days that qualify as religious holy days for purposes of being considered in attendance for FSP purposes. However, we do provide the following guidance: To be considered a religious holy day, the day should be one generally recognized by the student’s religious denomination as a holy day that is required to be observed by all members of that denomination. Church retreats, camps, and mission trips Your school district is responsible for determining what constitutes a religious holy day for purposes of excusing absences. The agency does not maintain a list of days that qualify as religious holy days for purposes of being considered in attendance for FSP purposes. However, we do provide the following guidance: To be considered a religious holy day, the day should be one generally recognized by the student’s religious denomination as a holy day that is required to be observed by all members of that denomination. Church retreats, camps, and mission trips and individual religious rites (baptisms, chr

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