peims discipline...review the student's iep to detail the special education and related...

HOUSTON INDEPENDENT SCHOOL DISTRICT

PEIMS Discipline

2013-2014

HOUSTON INDEPENDENT SCHOOL DISTRICT

2

PEIMS Discipline

Introduction

Lesson 1: Discipline Overview

Lesson 2: Reporting Discipline in Chancery

Lesson 3: Coding Bullying Information in Chancery

Lesson 4: Discipline Reports

Lesson 5: Discipline Documents

Lesson 6: Preparing for a TEA Audit or FSC review

Resources

Participants will learn about the Texas laws and updates regarding submission of PEIMS discipline records, online discipline resources, PEIMS Data Standards codes, Chancery SMS coding, and how to prepare documentation for a Texas Education Agency (TEA) audit or Federal and State Compliance manual records review.

Training Objective

3 Federal and State Compliance

Under TEC 37.008(m-1), failure to report all disciplinary removals and truancy actions as required by state and federal law may result in a review by the commissioner of education and notice to the local school board of any problems noted in the district’s data, or a violation of a law or other rule.

This review may also result in a notification to the county attorney, district attorney, criminal district attorney, as appropriate, and the attorney general. This provision can apply to missing, inaccurate, and/or falsified information/data.

Texas Education Code (TEC) 37.008(m-1)

425 record data is required by TEC, Chapter 37, P.L. 107-110 - No Child Left Behind (NCLB), and the Individuals with Disabilities Education Improvement Act (IDEA) 2004, which includes students who are receiving special education and related services.

A PEIMS 425 record is required for each disciplinary action taken against any student which results in the removal from his regular classroom or when truancy charges have been filed against a student and/or his parent.

Multiple violations are sometimes committed in the course of one disciplinary event. The appropriate code to use in this event is the offense code representing the most serious violation. DO NOT make multiple entries in the Discipline Reason Code field.

Multiple consequences are frequently administered for a single offense. A PEIMS 425 record must be recorded for each disciplinary action that results in a removal.

425 records are reported at the end of the current school year, and are a part of PEIMS Submission 3.

5

Introduction to the PEIMS 425 Record

Every disciplinary action that results in the removal of a student from any part of their regular academic program will be categorized in one of the following general categories:

• Suspensions

• DAEP assignments

• Expulsions to the Juvenile Justice Alternative Education Program

• DAEP & JJAEP Continuations New: HB 2619 requires school districts to provide notice to a foster child’s educational decision-maker and caseworker regarding certain events that may significantly impact the child’s education.

6

Removal Categories

For disciplinary removals of a student who is receiving special education and related services from the student's current educational placement, a change of placement occurs if the removal is for more than 10 consecutive days (CFR §300.530 - §300.536).

The ARD committee that deals with the change of placement must review the student's IEP to detail the special education and related services to be administered to the student while he is removed for discipline reasons.

Be careful not to confuse the 10-day change of placement requirement for special education purposes with the 1-day removal requirement for 425 record reporting purposes.

Removal of Students who Receive Special Education and Related Services

7

A 425 record is required for all students who are receiving special education and related services and are removed from their regularly scheduled classes for one day or more.

A change of placement occurs when the removal is for more than 10 consecutive days, and a change of placement may occur when the removal is for more than 10 cumulative days in a school year based on factors such as the length of each removal, the total amount of the time the child is removed, and the proximity of the removals to one another.

An ARD committee must be involved when the removal or series of removals constitute a change in placement.

8

Removal of Students who Receive Special Education and Related Services

• Behavior Location Code indicates where a student committed an applicable offense that is enumerated in Texas Education Code 37.006 or 37.007. (On/off campus, school related activities, etc…). – C190 code added (Behavior Location Codes) • 00 - Not Applicable • 01 - On Campus • 02 - Off Campus, but within 300 feet of campus property line • 03 - Off Campus, but at a school sponsored or school related activity • 04 - Off Campus, and further than 300 feet from the campus

boundary (Student was not in attendance at a school sponsored or school related activity)

• 05 - On campus of another school district, or while in attendance at a school sponsored or school related activity of another school district

Behavior Location Code

9

Lesson 1: Discipline Overview In this lesson, participants will learn about

important timelines, PEIMS vocabulary and how to appropriately use discipline codes.

10 Federal and State Compliance

School Start Window Last Friday in September

Snapshot Last Friday in October

PEIMS Resubmission

Please be mindful of the important timelines below:

Important Timelines

Coding Overview

2013-2014 PEIMS Data Standards, http://www.tea.state.tx.us/peims/

• Appendix E of the PEIMS Data Standards provides additional information related to discipline reporting that includes detailed definitions of DISCIPLINARY-ACTION-CODES and DISCIPLINARY-ACTION-REASON-CODES.

DISCRETIONARY means that your campus “may send”

MANDATORY means that your campus “must send”

PEIMS 425: (CHANCERY)

– DETAILED DESCRIPTION

– POLICE DOCUMENTATION

13

PEIMS Vocabulary

14

PEIMS vs. Chancery

PEIMS Chancery Disciplinary Action Reason Code Event/Concern

Disciplinary Action Code Action

Actual Days Assigned Total Time Required*

Actual Days Served Previously Completed

Difference Code Discrepancy Reason

Behavior Location Code Location Category

*NOTE – Time required must be changed to DAYS and not the default time of HOURS… In other words change the HOURS to DAYS.

There are two types of Disciplinary Codes:

15

Types of Disciplinary Codes

LOCAL (non-numbered) ASCO – Administrator/student parent conference

ASPC – Administrator/student/parent conference

BUSP – Removal of bus privileges

CNTR – Behavior or conduct contract

COUN – Referral to drug-free schools counselor and/or appropriate agency

DENT - Detention

OSCV – Student Code of Conduct Violation

PCON – Parent Conference

PEIMS (numbered) 02 – Conduct punishable as a felony

04 – Possessed, sold, used, or was under the influence of marihuana or other controlled substance

06 – In school suspension

11 – Used, exhibited, or possessed a firearm

21 – Violation of student code of conduct

26 – Terroristic threat

41 – Fighting/Mutual Combat (Must involve 2 or more students from the same campus)

The Offenses-Consequences Chart has a complete list of disciplinary codes.

AND

o With the exception of the Local Bullying Event/Concern, there must be no mismatching of codes: The Disciplinary Action Reason (offense) code and the Disciplinary Action (consequence) code must all have either PEIMS codes or LOCAL codes.

o DO NOT mix PEIMS codes with LOCAL codes for any one incident, unless you are using the Bullying code along with a PEIMS code.

16

Mismatching PEIMS/Local Codes

02 – Felony (school related) 04 – Possession, selling, or under the influence of a controlled substance- DAEP

or JJAEP 05 – Possession, selling, or under the influence of alcohol - DAEP or JJAEP 06 – Abuse of a volatile chemical – DAEP or JJAEP 07 – Public lewdness - DAEP 08 – Retaliation against district employee – DAEP or JJAEP 22 – Criminal mischief – DAEP or JJAEP 26 – Terroristic threat – DAEP or JJAEP 27 – Assault against employee – DAEP or JJAEP (with bodily injury) 28 – Assault against non-employee – DAEP (with bodily injury) (Victim Letter

required) 34 – school related gang violence - DAEP 35 – False alarm, false report – DAEP 49- Engages in deadly conduct – DAEP 55/56 – Required to register as a sex offender – DAEP

17

Discipline Action Reason Codes that result in Mandatory Removal to a DAEP (07)

The Offenses-Consequences Chart has a complete list of disciplinary action reason codes.

11 – Possession of a firearm 12 – Possession of illegal knife 13 – Possession of illegal club 14 – Possession of prohibited weapon as listed in Code 16 – Arson 17 – Murder 18 – Indecency with a child (Victim Letter required) 19 – Aggravated kidnapping (Victim Letter required) 29 – Aggravated assault against employee 30 – Aggravated assault against non-employee (Victim Letter required) 31 – Sexual assault against employee 32 – Sexual assault against non-employee (Victim Letter required) 36 – Drug-related felony 37 – Alcohol-related felony 46 – Aggravated robbery 47 - Manslaughter 48 – Criminally negligent homicide 57 – Continuous sexual abuse of a young child (Victim Letter required) 18

Discipline Action Reason Codes that result in Mandatory Expulsion – JJAEP (02) Danger Campus Indicators

Truancy reporting is a federally mandated requirement under No Child Left Behind (NCLB).

A PEIMS 425 record on truancy can only be generated after the court has made a finding of truancy.

If the court hearing does not occur during the school year (i.e. summer months) in which the truancy charges were filed, a truancy entry should NOT be made in Chancery for the current school year. A truancy record could be filed the following school year only if the student enrolls and is in attendance in the district the following year with the first date of enrollment as the date of the disciplinary action.

If the court makes a finding against both the parent and the student, a PEIMS 425 record is required of the student. Schools have the option of entering a PEIMS 425 record for the parent with a different incident record.

If the court makes a finding against only the parent and not the student, a PEIMS 425 record is entered for the parent.

19

Truancy (42, 43, 44, 45)

Date of Disciplinary Action is the date that the disciplinary assignment was ordered. This date may or may not: Differ from the disciplinary infraction date. Reflect the date on which the disciplinary assignment begins. For

continuation assignments, this date reflects the first day of the continuation.

The date must be PRIOR to the student’s withdrawal from school. A date equal to or later than the withdrawal date will result in a PEIMS error.

The date must be within the school calendar year.

20

Disciplinary Action Assigned Date

Lesson 2: Reporting Discipline in Chancery

In this lesson, participants will receive a brief overview on reporting student discipline information in Chancery.

21 Federal and State Compliance

22

Selecting School Students

Enter student name

23

Reporting Discipline in Chancery First, record a discipline incident record by going to Student Behavior in the

control panel.

The SMS automatically assigns an incident number to the incident record. This incident number CAN NOT BE EDITED.

By creating the incident record first and then adding the students involved, you will ensure that all persons involved and all actions taken will have the same incident number as required by PEIMS.

NOTE: Any other path may result in different incident numbers for parts of the same incident and will result in PEIMS errors.

The following screens will walk you through the proper method of entering disciplinary events into Chancery SMS.

24

Reporting Discipline in Chancery

Select the Student Behavior from the Control Panel.

25

Reporting Discipline in Chancery

From the Actions menu, select add Student Behavior.

26

Required Discipline Information

27

Required Discipline Information

Note – Incident # and Date of Incident appear at top.

28

Required Discipline Information

Required for weapons cases

Required for all expulsions

29

Selecting School Students

Select student by clicking.

30

Reporting Discipline in Chancery

A PEIMS reportable incident can only have ONE event/concern. Choose the most severe to assign to the incident.

31

Displaying Campus Discipline Student List

Display Campus Records: • Select Student Behavior • Display All Records

Note: For PEIMS reporting, Event and Action REQUIRE a PEIMS number

32

Entering Number of Days

*NOTE – Time required must be changed to DAYS and not the default time of HOURS… In other words change the HOURS to DAYS.

33

Entering Campus of Assignment/Responsibility

Lesson 3: Coding Bullying Information in Chancery

In this lesson, participants will learn the definition of bullying and how to properly code bullying information in Chancery.

34 Federal and State Compliance

Definition from the 2013-2014 HISD Code of Student Conduct: Bullying, meaning engaging in written or verbal expression, expression

through electronic means, or physical conduct that occurs on school property, at a school-sponsored or school-related activity, or in a vehicle operated by the district and that: – (1) has the effect or will have the effect of physically harming a student,

damaging a student’s property, or placing a student in reasonable fear of harm to the student’s person or of damage to the student ’s property;

– (2) is sufficiently severe, persistent, and pervasive that the action or threat creates an intimidating, threatening, or abusive educational environment for a student;

– (3) exploits an imbalance of power between the student perpetrator and the student victim through written or verbal expression or physical conduct; and

– (4) interferes with a student ’s education or substantially disrupts the operation of a school.

What is Bullying?

35

Local Bullying Coding

– In the case of Bullying, a local discipline code, BB, has been defined. This code should be used in all cases determined to be bullying.

– When the discipline action taken for the bullying incident removes the student from his regularly scheduled classroom, you must use a PEIMS code such as 21-Code of Conduct Violation or 28-Assault under Penal Code to explain the reason for the removal. You should also assign the local code BB to indicate that this event involves bullying.

– If the event did not result in removal from class, the local code for

bullying may be used with another local Action Code such as ASCO-Adm Stu or Parent Conf.

Coding Bullying Incidents in Chancery

36

When you open a student’s demographic record the left navigation bar looks like this:

Coding Bullying Incidents in Chancery

37

The Bullying Allegations panel looks like this:

HOUSTON INDEPENDENT SCHOOL DISTRICT

Coding Bullying Incidents in Chancery Open the panel entry, and the screen looks like this:

38

Lesson 4: Discipline Reports

In this lesson, you will learn about the Chancery and Federal and State Compliance reports available to help schools maintain accurate data.

39 Federal and State Compliance

– Discipline Roster

• Home / Student Behavior / Display All Records / Printer Icon / (options) / Print

– H_Out of School Suspension

– H_Incomplete DAEP Placement (at beginning of year)

– TX 425 Record Edit

• Home / Reports / Student Behavior Reports / TX 425 Record Edit

40

Chancery Reports

41

(425XX) – Hours Report [Hours should be changed to Days]

(42507) – Campus Assignment Must not be Blank

(42508) – Reason is “00” but Days Assigned and Days Completed Don’t Match

(42509) – Days Match but Reason Not “00” (42510) – Campus of Responsibility Must be

JJAEP (42515) – OSS must not have a Campus of

Assignment (42526) – Unauthorized Student Expulsion (42553) - Campus ID of Responsibility Must not

be JJAEP (42567) – OSS Exceeding Three (3) Days

Suspension ISS Exceeding 5 days

27 or 28 Action Codes Campus of Assignment must not be blank Campus of Responsibility must not be JJAEP Dates not Within the School Calendar Gun Report Mandatory DAEP Mandatory Expulsions Mismatched Local Codes & PEIMS Codes Victim of Violent Crimes Mutual Combat in Incident Order Truancy Reports

FSC – Generated Reports

Enter data as soon as it is received. DO NOT wait an extended period of time.

Run the Chancery TX 425 Edit Roster and correct any errors.

Review the Chancery Discipline Roster – correct any errors and/or omissions.

Review local reports created by the Federal and State Compliance department.

Review Edit+ reports during April and May for the Summer PEIMS Submission.

Repeat all steps throughout the school year.

42

Schedule for Entering and Reviewing Data

Lesson 5: Discipline Documents

In this lesson, participants will learn about the resources available to help schools accurately document student disciplinary events and actions.

43 Federal and State Compliance

Federal and State Compliance, http://www.houstonisd.org/Page/61625 • HISD Discipline Referral Template • Notice of In-School Suspension • Notice of Out-of-School Suspension Student Discipline Department, http://www.houstonisd.org//Domain/15184 • Notice of DAEP Assignment (High-school letter) • Notice of DAEP Assignment (Elementary and middle school letter) • Notice of Recommended Expulsion • Waiver Letter • Notice of Expulsion (Hearing Waived) • Notice of Expulsion • Victim of Violent Crime Letter

Documentation

44

Signed copies of these forms should be kept the student’s discipline folder as appropriate.

The HISD Discipline Referral Template fulfills all TEA PEIMS requirements.

The form is used for HISD compliance review purposes and should be the “cover page” for all disciplinary actions.

Administrators should be cognizant that they—not clerical staff—are responsible for documenting the coding.

45

HISD Discipline Referral Template

Lesson 6: Preparing for a TEA Audit or FSC Review

In this lesson, you will learn how to prepare documentation for a Texas Education Agency (TEA) audit or FSC review .

46 Federal and State Compliance

Preparing for a TEA Audit or FSC Review

Student’s name, ID number, grade and gender

Referral Date Incident Date Reason for Referral/Description of

Incident Chancery Incident Number Reason/Offense Code (assigned by

administrator)

Action/Consequence Code (assigned by administrator)

Infraction Location Code (if applicable)

Category of Incident for Bullying (if applicable)

Identity of Alleged Bully (if applicable)

ISS/OSS/DAEP/JJAEP Begin and End Date ISS/OSS/DAEP/JJAEP Days Assigned and

Days Completed Discrepancy Reason Campus Assigned Campus Responsible ARMS/Police Incident Number (if required)

Victim of Violent Crime Letter (if required)

Code 27 (if applicable, check the appropriate box on the Discipline Referral Template indicating the reason for the mandatory action not taken)

Code 28 (if applicable, check the appropriate box on the Discipline Referral Template indicating the reason for the mandatory action not taken)

Administrator’s signature and date (in ink)

47

DISCIPLINE FOLDER (REQUIRED) – Every student with a PEIMS reportable discipline removal should have a discipline folder labeled with student’s full name, ID and Grade Level. DISCIPLINE REFERRAL FORM – REQUIRED PEIMS INFORMATION

Required Folder Documentation: Three (3)day letter 10-day letter Court case filed Documentation of Court Action with a verdict of

truancy (Not required until after court verdict). NOTE – No charges against students younger than 12,

or 18 years or older. Parents of students younger than 18 can be charged.

48

Truancy (16, 17)

Required Folder Documentation – Discipline Referral with required PEIMS elements – Copy of the in-school/out-of-school suspension letter sent to the

parent (describe the offense(s) and action(s) taken, including the dates and the number of days assigned)

– NOTE: Out-of-School Suspensions must not exceed three (3) days and In-School Suspensions should rarely exceed five (5) days for each offense. A student awaiting placement in a DAEP or JJAEP may be assigned In-School Suspensions exceeding five (5) days.

49

In-School Suspension (ISS – 06/26)/

Out-of-School Suspension (OSS – 05/25)

New: HB 2619 requires school districts to provide notice to a foster child’s educational decision-maker and caseworker regarding certain events that may significantly impact the child’s education.

Student is at least six (6) years old Required Folder Documentation: Discipline Referral Form Copy of the DAEP Placement Letter that was sent to the parent stating the

beginning and end date of the placement and a description of the appeals process.

Copy of the DAEP on-line referral document (if applicable) Copy of the approval/rejection email from the DAEP administrator regarding

the student’s placement

50

DAEP Placement (07)

New : HB 2619 requires school districts to provide notice to a foster child’s educational decision-maker and caseworker regarding certain events that may significantly impact the child’s education.

Student is at least 10 years old

Required Folder Documentation: Discipline Referral Form with required PEIMS

elements Copy of Letter of Recommended Expulsion

sent to the parent (states the reason for the expulsion, the recommended beginning and end date of the expulsion, and a date for the expulsion hearing.

Copy of the expulsion letter sent to the parents (includes the beginning date and end date of the expulsion). An accurate record of the expulsion hearing must be in the student’s folder for any student who has committed an expellable offense.

When an expulsion hearing is waived, the supporting documentation must be in writing and signed by the student and parent. Copy of the final written order expelling the student (if student is expelled)

Documentation of an MDR’s findings and signature page(s) (for special ed. students)

Copy of the victim parental letter must be on file with the appropriate signatures; Action Reason Code is 17, 18, 19, 28, 30 or 32. (if required)

51

Expulsion (JJAEP– 02)

New : HB 2619 requires school districts to provide notice to a foster child’s educational decision-maker and caseworker regarding certain events that may significantly impact the child’s education.

52

Texas Education Agency, www.tea.state.tx.us/peims • Student Attendance Accounting Handbook • PEIMS Data Standards • Appendix E: Additional Information Related to Discipline

Texas Education Code Chapter 37, http://www.tea.state.tx.us/Chapter37.html Student Discipline Department, http://www.houstonisd.org//Domain/15184

• DAEP/JJAEP Documentation and Placement Information • DAEP/JJAEP Online Referral Application - for HISD Administrators only • HISD Code of Student Conduct

Federal and State Compliance, http://www.houstonisd.org/Page/61625 • Discipline Referral Template • Offenses-Consequences Chart

Discipline Resources

53

Questions?

Contacts Federal and State Compliance Department, 713-556-6753 Proper coding and/or data issues

Laurie Nichols, Sr. Compliance Analyst (Alternative & Contract Charter Schools), 713-556-6767 Cathleen Freeman, Sr. Compliance Analyst (Elementary Schools), 713-556-6770

Neysa Ewing, Sr. Student Information Representative, 713-556-6766 Martha Salinas, Sr. Student Information Representative, 713-556-6757 Angela Tillmon, Sr. Student Information Representative, 713-556-6762

Pablo Martinez, Sr. Compliance Analyst (Secondary Schools), 713-556-6760 Elizabeth Salazar, Sr. Student Information Representative (Middle Schools), 713-556-6772 Rosemary Fuentes, Sr. Student Information Representative (High Schools), 713-556-6765

Compliance Reviews Joyce Jones, Sr. Compliance Analyst, 713-556-6758 Jeff McCoy, Sr. Compliance Analyst, 713-556-6756 Veda Winfree, Sr. Compliance Analyst, 713-556-6769

DAEP/JJAEP Process Luis Gavito, Department of Student Discipline, 713-556-7140 Patrice Grovey, HISD Principal for Beechnut Academy, 713-802-4760