GPISD

GPISD

1 PEIMS Leaver Reason Codes and Documentation Requirements | wnsville Independent School District

GENERAL LEAVER INFORMATION 1. INTRODUCTION

The purpose of this supplemental manual is to provide guidance and direction to District personnel charged with the maintenance and accuracy of student records for purposes of identifying student leavers; it does not replace the Data Standards published by TEA. The authority for the annual audit of leavers is provided in Texas Education Code (TEC), §39.055. The focus of the audit is to examine student records for purposes of verifying the accuracy of the leaver information reported through the Public Education Information Management System (PEIMS), using agreed-upon procedures.

PEIMS encompasses all data requested and received by TEA about public education, including student demographic, academic performance, personnel, financial, and organizational information.

• The data collected through the PEIMS electronic collection method has: o a standard set of definitions, codes, formats, procedures and dates for the

collection of data published as the PEIMS Data Standards; o standard edit procedures; o an established database design; o a production system to format and load data into the TEA enterprise database;

and o written documentation describing the numeric and alphanumeric values stored in

the database published as the Data Documentation.

For the PEIMS electronic collection, school districts submit their data via standardized computer files, as defined by the PEIMS Data Standards.

Technical support for gathering the data from district databases is supplied by one of the twenty educational service centers (ESCs) or by private vendors. A software system of standard edits, to enhance the quality of data, is used by GPISD, ESCs and again by the agency on district data submissions. Currently, the major categories of data collected are: organization data; budget data; actual financial data; staff data; student demographic, program participation and school leaver data; student attendance, course completion and discipline data.

TEA manages other collections for evaluation, monitoring, funding, or auditing purposes. Many are automated, electronic collections.

In compliance with the Texas Education Code, the Public Education Information Management System (PEIMS) contains only the data necessary for the legislature and the Texas Education Agency (TEA) to perform their legally authorized functions in overseeing public education.

GPISD

2 PEIMS Leaver Reason Codes and Documentation Requirements |

2. LEAVERS

Leaver Reason Codes and Documentation Requirements

The table in section four of this manual provides expanded definitions and specific documentation guidelines for each of the leaver reason codes listed in Code Table C162 of the Texas Education Agency (TEA) PEIMS Data Standards. The table is organized into the following broad categories of leavers:

• completed high school or General Educational Development (GED) program • moved to other educational setting • withdrawn by school district • other

Leaver records are not submitted for students who enroll in other Texas public school districts or charters and students who obtain GED certificates at Texas examination sites by August 31. Students who move to other Texas public school districts are considered movers, not leavers. Documentation for these students is required with the use of the forms attached. The Person Identification Database (PID) Enrollment Tracking (PET) may be used to establish tentative local documentation that students are movers. The final determination of whether students are movers will be made by TEA but should the GPISD need to appeal, it is critical that all documentation be maintained and auditable.

GPISD

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General Documentation Requirements GPISD requires the documentation of the withdrawal of students and said documentation must be maintained in the AAR along with the appropriate paperwork associated with student withdrawals. Documentation is required for all leaver reason codes, and the Skyward Withdrawal form. Further documentation requirements for leaver codes are provided in the Documentation Requirements by LEAVER-REASON-CODE section. Documentation supporting use of a leaver reason code must exist in the district at the time the leaver data are submitted, i.e., no later than the PEIMS January resubmission date.

Timelines for establishing leaver reasons and obtaining documentation.

Students who leave during the school year.

For students who leave during the school year, leaver reasons apply at the time of withdrawal, and documentation should be obtained at that time. For example, for students who are withdrawn by Child Protective Services, LEAVER-REASON-CODE 66, documentation would be obtained when the student is removed.

Students who fail to return in the fall.

For students who fail to return the following fall, leaver reasons apply on the first day of school or its approximation, the school-start window. The school-start window is the period of time between the first day of school and the last Friday in September. Districts should use the LEAVER-REASON-CODE that most appropriately describes the student's whereabouts during the school-start window. For example, to use LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling, a district would establish that a student was being home schooled at some point during the school-start window. The district could obtain the documentation to support the leaver code at any time up until the PEIMS resubmission date.

Students who should not have been enrolled and are withdrawn under LEAVER-REASON-CODE 83 administrative withdrawal.

LEAVER-REASON-CODE 83, administrative withdrawal, applies to students who are withdrawn by the district because the district discovers, when verifying enrollment information, that the student was not a resident of the district at the time of enrollment. It is not for a student who was a resident and stops attending because he/she has moved out of the district. This code is also used for those rare situations in which the district discovered that the student had falsified enrollment information or proof of identification or immunization records were not provided. Leaver reasons for LEAVER-REASON-CODE 83 apply at the time of withdrawal, and documentation showing due process supporting the withdrawal should be obtained at that time.

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Signatures on documentation.

Documentation must be signed and dated by an authorized representative of the district on all approved forms. Withdrawal documentation should also be signed for the student by a:

• parent, or • guardian, or • responsible adult as recorded in school records, such as a foster parent or a probation officer,

or • qualified student. A qualified student is one who, at the time he/she stops attending school:

o is married, or o is 18 years or older, or o has established a residence separate and apart from the student’s parent,

guardian, or other person having lawful control of the student.

An original signature is not required on withdrawal forms received in the district by fax. Withdrawal forms received by e-mail do not need to be signed by the parent/guardian or qualified student. Written documentation of oral statements made in person or by telephone by the parent/guardian or qualified student is acceptable documentation in some situations if it is signed and dated by the district representative. Evaluation of documentation. Merits of leaver documentation are assessed at the time the documentation is requested during a data inquiry investigation. Determination of the acceptability of documentation is made by the professional staff conducting the investigation. These guidelines describe the most common types of documentation the investigator would expect to find supporting use of each leaver reason code. Other documentation that represents good business practice and shows a good faith effort on the part of the district to properly report leaver status will be evaluated on a case-by-case basis. Completeness of documentation.

W ithdrawal documentation shall be considered incomplete w ithout a date, signature(s), and destination. Documentation will not be deemed insufficient when information is missing because the parent or parents refuse to provide information requested by the district. A district should document at the time of the conversation that the information was requested, and the parent refused to provide it. Appropriate documentation of a parent refusal to provide information includes the date, content of conversation, name of person with whom the conversation was conducted, and the signature of the school official verifying the conversation.

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3. Changing LEAVER-REASON-CODEs. Once a district meets the documentation standard that supports the leaver reason code used, the GPISD is not required to obtain additional information on the student. For example, if a district assigned LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling for a student and later received a request for transcript information from a private school for the same student, the district may change the LEAVER-REASON-CODE to 81 enroll in a Texas private school but is not obligated.

4.

For accountability purposes, dropouts are

REPEAT LEAVERS

counted

A state-level dropout recovery system is applied after the school leaver data are received from districts. This system identifies students reported as dropouts who can be "recovered" through access to data not available to the districts. Through the state-level recovery process, TEA is able to identify transfers, GED recipients, previously reported dropouts back to 1990-91, and graduates not known to the district. Recovered dropouts are not included in the state dropout count used for accountability purposes.

only once and only for the year in which they first left school. However, all school leavers should be reported, even if previously reported.

A 203 record must be reported for all students who graduated during the prior school year, including the summer of the prior year. To graduate, students must satisfy the requirements under 19 TAC, § 74, Subchapter B. Special education students must satisfy requirements under 19 TAC, § 89.1070. For GRADUATION TYPE-CODE, report the code that represents the program with the most stringent requirements that was completed by the student.

Students who complete a GED program are not reported as graduates.

Students who have previously completed all graduation requirements in one school year, but do not pass the exit-level STAAR test until the next year, are reported as graduates in the year in which the STAAR test was passed.

5. ACCOUNTABILITY RATING SYSTEM

The Accountability Rating System is a system used to measure the performance of school districts. This rating system integrates the state’s public education information for state-level reporting. The dropout information is an essential component in the rating system.

6. OVERVIEW OF LEAVER DATA PROCESSING

PEIMS data, including leaver records, are submitted by school districts to TEA. The regional Education Service Centers (ESCs) are responsible for ensuring compliance with basic reporting requirements and schedules. Data checks of student leavers are performed at TEA as part of initial data processing. Each district receives a list of potential underreported students –those Grade 7-12 students served the previous year for whom the district has not submitted either enrollment records (for returning students) or leaver records (for graduates, dropouts, and other leavers). Districts have the opportunity to correct and resubmit their data before the resubmission deadline. The due date for the fall data submission that includes the leaver data is early December. The resubmission deadline is usually mid-January.

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After TEA receives the PEIMS FINAL Fall submission data, an automated statewide search of other data files is conducted to determine if any students reported as dropouts appear elsewhere as non-dropouts. This includes students who are found enrolled in another Texas public school, students appearing on the General Educational Development (GED) information file as having received a GED certificate, students reported as graduated, and any students who have been identified as a dropout in previous school years.

To determine whether districts have accounted for all students enrolled or in attendance in Grades 7-12, TEA compares the fall enrollment and leaver records with the enrollment and attendance records submitted the previous year. Students are matched across years on student identification number (social security number or state identification number), last name, first name, and date of birth. The student identification number must match, plus any two of the other three criteria. Based on these comparisons, student records are placed in three groups:

(a) students for whom enrollment or leaver records are expected and are received;

(b) “Underreported” students for whom enrollment or leaver records are expected but are not received. If a student did not return to the school, and no leaver record was submitted, the student was placed on the school’s list of underreported students.

(c) “Overreported” students are students for whom leaver records are received when none are expected.

For Example

The school submitted the student with an “invalid” identification number, and the record could not be matched against the roster database; or the school roster database contains an “invalid” identification number from last year, and was not corrected from the previous year, which cannot be matched against the current submitted student identification numbers.

,

Information on reporting of students is available on website: http://www.tea.state.tx.us/research/pdfs/9900drpt.pdf

7.

Once the leaver reporting process is completed, TEA calculates the annual dropout rate for each campus and district with Grade 7-12 enrollment, for all students. These rates, together with Texas Assessment of Academic Skills (TAKS) scores and attendance rates, serve as academic excellence indicators and are used to determine an accountability rating for each district and campus.

DROPOUT RATE

Only students reported with selected PEIMS leaver codes are defined as dropouts. Once all districts have made data submission, TEA runs an automated check against other state data sources to attempt to locate reported dropouts in other educational settings. Districts and campuses are held accountable for their official dropouts, i.e., those whose records are not excluded by this process.

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For example, if a reported dropout is discovered to have remained enrolled in a public school somewhere in the state, received a GED certificate, or graduated from a Texas public school, the record is excluded from the official dropout count.

TEA then determines, on a district-by-district basis, counts of returning students, overreported and underreported student records, graduates, dropouts, and other leavers. Underreported student records, as percentages of reported students, are also calculated.

Annual Dropout Rate Calculation

The annual dropout rate is the count of dropouts summed across all grades, 7-12, divided by the number of students summed across all grades 7-12.

It is calculated as follows:

number of students who dropped out during the school year

number of students who were in attendance at any time during the school year

divided by

Note that a cumulative count of students is used in the denominator as well as the numerator. This method for calculating the dropout rate neutralizes the effects of mobility by including in the denominator every student who enrolled at the school throughout the school year. If the student dropped out, the student was counted as a dropout for the district last attended (as well as for the campus where the student was enrolled in that district).

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HIGH SCHOOL Administration Level

Supplemental Guidelines

I. Policies This supplemental manual is a “living document” is subject to being updated at least twice a year based on releases by Region 10 or TEA. Leaver documentation is audited and verified by the PEIMS Department at least 4 times per year. Documentation and compliance issues are verified in conjunction with campus principals and campus PEIMS clerks. Audits are performed on a cross section of the students who have been identified as leavers during the current school year and during the subsequent year when these leavers are considered dropouts. The Campus PEIMS Registrars and the assigned campus PEIMS clerk(s) and / or attendance(s) clerk are responsible for all changes to student information involving leavers and dropouts. Central Office personnel will not edit codes, or add/delete students from the PEIMS databases without a signed request from the campus principal or campus PEIMS Registrars. The training method shall be the “training of trainers” method. The District PEIMS department shall provide no less than two PEIMS training sessions per year, usually in early August for the PEIMS Fall submission and again in May for the PEIMS Summer submission. Training updates may be given for the PEIMS Mid Year submission and the PEIMS Extended submission. It is up to the campus PEIMS clerk to take all information disseminated at the training sessions to the appropriate campus and relay all information to the campus principal. The campus PEIMS clerk and campus principal shall be responsible for cross training data entry clerks at the campus level, where all student information is to be entered into Skyward System. Student level information is a campus responsibility and is not to be altered by central office administration without written consent from the campus principal or the superintendent of schools. All reports shall be routed to the Campus PEIMS Clerk for dissemination at the campus level. The District PEIMS Department shall assist, as needed, the Campus PEIMS Clerk in understanding how to interpret the reports.

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II. Procedures 1. Procedures for student leavers and student file maintenance, such as data collection, recording and reporting. Grand Prairie Independent School District uses the Skyward software. The crosswalk tables are verified and updated by the District PEIMS Department and Campus PEIMS Clerk at the beginning of every PEIMS submission. Students are withdrawn from the system as they withdraw from school, or have been identified as no longer members of the district. All students who are determined to be school leavers are immediately recorded on the Grand Prairie ISD Withdrawal Verification Form, Skyward Withdrawal,and Leaver Form. Leaver Reason Codes are assigned according to the PEIMS Data Standards requirements. Documentation requirements are determined according to the PEIMS Data Standards Acceptable Documentation. Students that withdraw from school are exited from the system by entering a Withdrawal Date in Skyward. As a function of the withdrawal procedure, a Withdrawal Form is generated by the computer system. All appropriate personnel at the withdrawing campus and a parent/guardian or student, if allowable, sign this form along with the Withdrawal Documentation Form. Leaver codes are assigned by a Campus PEIMS Clerk and coded appropriately on the Grand Prairie ISD Withdrawal Verification Form, and the Skyward withdrawal form. The withdrawal form and any signed statements, TRex requests, etc… are placed in the student’s AAR file. Students that have been determined to no longer be members of the district are withdrawn from campus according to Grand Prairie Independent School District Board Policy. Leaver codes are assigned by a Campus PEIMS Clerk and coded appropriately on the Grand Prairie ISD Withdrawal Documentation Form and placed in the student’s AAR along with all appropriate documentation. Grand Prairie ISD utilizes a “Training of Trainers” training method. The District PEIMS Department , at a PEIMS Clerk meeting in early August, trains campus PEIMS Clerk'sand designated staff. The PEIMS Department then meets at the campus level, at specified times from August to December, to assist the Campus PEIMS Team in trying to find those leavers that have been identified as possible campus leavers that will affect the Campus or District rating. 2. Procedures for identifying and resolving unknown status of underreported students. The District PEIMS Clerk prints reports of all students who attended their campus in grade 7 through 12 for the previous year and who have not attended a district Campus in the current year.

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PET reports and Leaver reports MUST be generated in the TEA Edit+ database (PET) or from Skyward (Leaver). The PET reports for Grand Prairie ISD can be run beginning the Tuesday of the third week of school. Leaver reports can be run immediately after the “roll-over.” The PEIMS department will run the Leaver Conversion program at least once a day after the roll-over as directed by Computer Services. Reports must be run, as they become available, at least every week and be maintained for audit purposes. 3. Procedures for identifying and resolving PID errors. PID errors are identified in the PEIMS Edit+ Reporting System. PID errors are distributed to the Campus PEIMS Clerks with instructions to obtain copies of Social Security Cards and/or copies of Birth Certificates depending on the PID code. Students who are new to the district are asked to provide a Social Security Card and Birth Certificate along with other forms of identification during the registration process. The PEIMS Edit+ PID system must be utilized to determine if the student has enrolled in another Texas school districts after withdrawing or leaving the Grand Prairie Independent School District. 4. Procedures for editing, testing, and analysis performed by the superintendent, director or authorized person(s) used to validate the accuracy of the dropout data. The District PEIMS Department has produced several reports that assist the Campus PEIMS Clerks in editing, testing and analyzing the leaver and dropout data. These reports are available upon request until the final PEIMS Re-submission in January. The reports record any students that have enrolled in Grand Prairie ISD schools through the January re-submission date. PEIMS Edit+ reports are also generated from, at the latest, the middle of November until the January Re-submission date. Region 10 ESC generates reports that show any students who have enrolled in school within the Region 10 ESC area. These reports are run in December after all school districts have submitted their data to the Texas Education Agency through the PEIMS Edit+ submission process. 5. Procedures for verifying the accuracy of dropout data submitted to the Education Service Center (ESC). Dropout data is compared to previous year dropout information to determine if the rates are comparable. A timeline report is generated at each timeline date. This report gives the campus a dropout percentage that is compared to the previous years dropout percentage rate.

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6. Procedures for PEIMS Supervisor roles and responsibilities for ensuring accurate reporting of student information. The District PEIMS department creates a district timeline that must be adhered to by all Grand Prairie ISD campuses. The PEIMS Department conducts audits of the PEIMS leaver and dropout coding by comparing information in the Withdrawal Verification Form and the documentation provided in the student achievement record. 7. Procedures for computer system safeguards. The information in the Skyward System is backed up on a nightly basis. The District PEIMS department keeps PEIMS tables up to date. These tables are updated at the beginning of each PEIMS submission and on an as-needed basis throughout the school year. Furthermore, historical TEA validated and accepted data is maintained on the GPISD PEIMS database software. III. Guidelines The Texas Education Agency (TEA) publishes the PEIMS Data Standards and the Student Accounting Handbook on a yearly basis. All PEIMS coding issues are addressed in the PEIMS Data Standards or in the Student Accounting Handbook. The both books are available from TEA and distributed to each Campus PEIMS Clerk, Administration Department Director and/or Coordinator for review or download. Grand Prairie ISD conducts a minimum of two PEIMS Training Meetings per year. Individual training sessions at the campus are available upon request from the District PEIMS department. Grand Prairie ISD provides data entry training sessions on an as-needed basis for PEIMS clerks, attendance clerks, and special program clerks. PEIMS related questions at the campus level are directed to the Campus PEIMS ClerksCampus PEIMS Clerks direct all questions to the District PEIMS Department. The District PEIMS Department, on a timely basis, will answer all coding concerns. Questions or concerns that cannot be answered will be forwarded to the Region 10 ESC PEIMS Supervisors of the TEA PEIMS Supervisors for a written answer. Campus PEIMS Clerks should look for answers to coding questions in the PEIMS Data Standards and / or the Student Accounting Handbook before calling the District PEIMS Department. Campus personnel enter all student information into the Skyward database where the student is a member of that campus. The District PEIMS Department may make auditable and documented “last minute” changes to the PEIMS database as the PEIMS deadlines for submission and resubmission near and the campus personnel cannot be located.

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The District PEIMS Department shall not make any deletions to the PEIMS database, for any reason, unless the campus principal, department head, or the superintendent has made a signed request. Every Campus Principal and Department Director or Coordinator and their respective Area Superintendent must sign a “Letter of Assurance” that the PEIMS data being sent to TEA by the campus has been closely verified for accuracy. Each report sent, must also be reviewed and validated by certified staff. The Superintendent of Schools must sign the TEA “Superintendents Letter” stating that the district has closely verified the data for accuracy. This is done electronically. Filling out Grand Prairie ISD Withdrawal Documentation Form is as follows:

1. The Local ID, Grade, Place of Birth, DOB, Sex, Status, and age must be filled in on the first line of the form.

2. The second line of the form requires the student name and PEIMS number. 3. The current address and phone number is coded on line three. The phone number must

be validated at this time. 4. The fifth line requires the parent or guardian name and relationship. 5. The current parent or guardian address and phone number is placed on line six. If the

phone number is different from what the student gives then it must be validated at this time.

6. Other contact information is critical to obtain in case the parent or guardian is unavailable. The phone number must be validated also. This data is placed on line seven and eight.

7. In the section to the right of the withdrawal codes the parent / guardian / legal student must sign and date the withdrawal form in the appropriate category.

8. The PEIMS Clerk signs and dates the form and the PEIMS Clerk escorts the student to the Campus Administrator if the student is leaving as a possible dropout.

9. The Campus Administrator works with student if a dropout and then escorts the student to the student’s counselor. If not a dropout then the PEIMS Clerk will escort the student to the counselor.

10. The form is signed & dated by the Counselor and then the counselor escorts the student to the registrar.

11. The registrar signs and dates the form and documents on Skyward. Furthermore a copy of the Skyward withdrawal form is printed and provided to the student.

12. If the student is a mover, the registrar has 10 days to obtain/send transcript documentation.

Documentation Guidelines:

1. The approved “GPISD Withdrawal Documentation Form” must be used by all dropouts listed in Leaver Reason Codes and placed in the AAR.

2. “Copy of Transcript (if graduate)” is used for all graduate students. The copy must show the graduate seal.

3. TRex may be used for all Leaver Reason Codes that are used for the student moving to another education setting.

4. “Death Certificate” or copies of the obituary may be used for any student who did not return to the district due to the student’s death.

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HIGH SCHOOLS Supplemental Guidelines

Personnel Information The Campus Principal from the respective high schools supervises the duties of the Campus PEIMS Clerk. The Campus PEIMS Clerk along with other designated campus staff are responsible for all changes to student information involving leavers and dropout codes. All questions and concerns shall be routed through the Campus Principal and Campus PEIMS Clerk. I. Procedures 1 (a) Procedures for student leavers and student file maintenance When a student withdraws from a Grand Prairie high school, the student and/or parent will

be directed to the Campus Registrar. The Registrar will begin the withdrawal process of the student and will code

the reason why the student is withdrawing on the Withdrawal Documentation Form.

The Registrar signs and dates the form and escorts the student to the Campus Administrator if the student is leaving as a possible dropout.

The registrar signs and dates the form and documents on Skyward. Furthermore, a copy of the Skyward withdrawal form is printed and provided to the student.

A weekly copy of withdrawal list will be submitted to the PEIMS department, where the student n where abouts will be monitored.

If the student is a mover, the registrar has 10 days to obtain/send transcript

documentation.

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1 (b) Procedures for data collection, recording and reporting. District PEIMS Department, upon request, will forward list of leavers (Leaver Report) to

the Campus Principal, and Assessment and Research Department. Campus PEIMS Designee will review list of leavers, duplicate and distribute to the

campus Leaver Team. Leaver Team members (administrators and designees) will pair up based on respective

student alphabet and review list of leavers that pertain to them. Leaver Team will compare Edit+ PET reports against the campus student withdrawal List;

o “PET Potential Movers Showing Withdrawn” (PET5DOO1). This report indicates

students who have withdrawn from the home district and have re-enrolled somewhere else in a Texas public school.

o “PET Potential Movers Not Showing Withdrawn” (PET5D002). Verify that these students get withdrawn with the correct exit reason code.

o “PET Potential Leavers Showing Withdrawn” (PET6D001). This report indicates students who have withdrawn from the home district and there is no enrollment at any campus in any district subsequent to the withdrawal from the home district (Texas schools).

Leaver Team will review information obtained from Registrar and proceed to make phone

calls to students and parents. If no contact is made, a home visit will be conducted to obtain further information.

Leaver Team will keep coded documentation on file in AAR and forward a copy of findings

to Campus Registrar. Based on information obtained from phone calls, the Registrar will code the

leaver appropriately.

Campus Registrar will ensure that students are accurately coded. Campus Registrar will also generate a list of student leavers with accurate codes

and submit to Campus Principal, Administrators, Counselors and District PEIMS Departmentas reported documentation subject to audit.

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2. Procedures for identifying and resolving unknown status of underreported students.

District PEIMS Department will train Campus Attendance Clerk on how to generate a list

of students that did not return to school.

Campus Attendance Clerk and designated campus staff will research and make an attempt to locate students and determine their status.

Campus Registrar will verify the student records/transcripts request in conjunction with PET.

Campus Registrar will collaborate with respective Administrator(s) to identify and locate students.

Campus Registrar will submit any documentation and/or information to District PEIMS department along with appropriate documentation in the AAR.

3. Procedures for identifying and resolving PID errors. District PEIMS Department will forward to Campus PEIMS Clerk a list of students

that have PID errors. Campus PEIMS Clerk will review list and identify information that needs to be

corrected (i.e., State ID# or Social Security #) Campus PEIMS Clerk, will review student AAR folder to obtain accurate information.

Campus PEIMS Clerk will make contact with student and parent to ensure that the

documentation is correct and to obtain proper documentation required to verify accuracy.

Campus PEIMS Clerk will e-mail documentation to support current data or necessary changes using PEIMS forms.

4. Procedures for editing, testing, and analysis performed by the principal, or

authorized person(s) used to validate the accuracy of the dropout data. District PEIMS Department will forward list of potential leavers to the Campus Principal

and Registrar, upon request. Campus Registrar will review list of leavers, duplicate and distribute to a

committee composed of all administrators, counselors, and other designated staff.

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Administrators/Designee will review information obtained from Registrar and proceed to make

phone calls to students and parents. If no contact is made, Campus Administrator, Attendance Liaisons, etc. make a home visit to obtain information.

Based on information from registrar, will code leavers. All documentation must be on file.

Based on information obtained from phone calls, administrators, Registrar will code

leavers. A request is made to students and/or parents to submit any form of documentation available that will reflect the proper coding of student .

Based on home visits, results by parent and/or community liaisons are used as

documentation for identifying the status of the student leaver. Campus Registrar, with appropriate documentation, will code student leavers.

Campus Registrar will ensure that students are accurately coded.

Campus Registrar will generate a list of student leavers with accurate codes and

submit to Campus Principal, Administrators, Counselors and District PEIMS Department as reported documentation.

5. Procedures for verifying the accuracy of dropout data submitted to Central

Administration. Campus Registrar will review coded data submitted by Administrators,

and Parent/Community Liaisons. Campus Registrar will ensure that all students are coded appropriately

using the Leaver Reason Codes and Documentation Requirements. Campus Registrar will submit any necessary documentation to District PEIMS

Department.

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Campus Registrarin collaboration with PEIMS department will ensure that accurate codes have been input on Skyward for reporting student information.

Campus Registrar will review information on Skyward and make any

necessary updates and/or changes. 7. Procedures to correct errors or omissions that are identified in the leaver records

at the Central Administration-level. District PEIMS Department will forward to Campus Principal and Campus Registrar

any student leaver information that needs to be corrected. Campus Registrar will review information and refer back to documentation

submitted by Administrators and Counselors. Campus Registrar will correct information and resubmit to District PEIMS

Department.

8. Procedures for deleting student records for students who did not re-enroll (No Shows) from prior school year. [Confirmation of this process to be completed no later than the first day of the year as per the PEIMS Department.]

Students enrollment records are updated throughout the school year as necessary. Campus Attendance clerk will remove no shows by the end of the 1st day of school,

and send a list of no shows to district PEIMS department. Each Campus will do paper attendance for the first day of school. All paper attendance and no shows lists will be

retained at the PEIMS department for auditable purposes.

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MIDDLE SCHOOL Campus Administration Level

Supplemental Guidelines

I. Policies This supplemental manual is a “living document” and is subject to being updated at least twice a year based on releases by Region 10 or TEA. Leaver documentation is audited and verified by the PEIMS Department at least 4 times per year. Documentation and compliance issues are verified in conjunction with campus principals and campus PEIMS Clerks. Audits are performed on a cross section of the students who have been identified as leavers during the current school year and during the subsequent year when these leavers are considered dropouts. The Campus PEIMS clerk(s) are responsible for all changes tostudent information involving leavers and dropouts. The training method shall be the “training of trainers” method. The District PEIMS Departmentshall provide no less than two PEIMS training sessions per year, usually in early August for the PEIMS Fall submission and again in May for the PEIMS Summer submission. Training updates may be given for the PEIMS Mid Year submission and the PEIMS Extended submission. It is up to the Campus PEIMS Clerk to take all information disseminated at the training sessions to the appropriate campus and relay all information to the campus principal. All reports shall be routed to the Campus PEIMS Clerks for dissemination at the campus level. The District PEIMS Department shall assist, as needed, the Campus PEIMS Clerks in understanding how to interpret the reports.

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II. Procedures 1. Procedures for student leavers and student file maintenance, such as data collection, recording and reporting. Grand Prairie Independent School District uses the Skyward Student software. The Student Leavers are verified and updated by the District PEIMS Department and Campus PEIMS Clerks at the beginning of every PEIMS submission. Students are withdrawn from the system as they withdraw from school, or have been identified as no longer members of the district. All students who are determined to be school leavers are immediately recorded on the Grand Prairie ISD Withdrawal Verification Form, and the Leaver Form. Leaver Reason Codes are assigned according to the PEIMS Data Standards requirements. Documentation requirements are determined according to the PEIMS Data Standards Acceptable Documentation. Students that withdraw from school are exited from the system by entering a withdrawal date in Skyward. As a function of the withdrawal procedure, a Withdrawal Form is generated by the computer system. All appropriate personnel at the withdrawing campus and a parent/guardian or student, if allowable, sign this form along with the Withdrawal Documentation Form. Leaver codes are assigned by a Campus PEIMS Clerks and coded appropriately on the Grand Prairie ISD Withdrawal Documentation Form, and the Skyward withdrawal form. The withdrawal form and any signed statements, TRex requests, etc… are placed in the student’s AAR file. Students that have been determined to no longer be members of the district are withdrawn from campus according to Grand Prairie Independent School District Board Policy. Leaver codes are assigned by a Campus PEIMS Clerk and coded appropriately on the Grand Prairie ISD Withdrawal Documentation Form and placed in the student’s AAR along with all appropriate documentation. Grand Prairie ISD utilizes a “Training of Trainers” training method. The District PEIMS Department , at a PEIMS Clerks meeting in early August, trains campus PEIMS Clerksand designated staff. The PEIMS Clerks then meet at the campus level, at specified times from August to December, to try to find those leavers that have been identified as possible campus leavers that will affect the Campus or District rating. 2. Procedures for identifying and resolving unknown status of underreported students. The District PEIMS department will print reports of all students who attended their Campus in grade 7 through 12 for the previous year and who have not attended a district campus in the current year.

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PET reports and Leaver reports will be generated in the TEA Edit+ database (PET) and from Skyward (Leaver). The PET reports for Grand Prairie ISD can be run beginning the Tuesday of the third week of school. Leaver reports can be run immediately after the “roll-over.” The PEIMS department will run the Leaver Conversion program at least once a day after the roll-over as directed by Computer Services. Reports must be run, as they become available, at least every week and be maintained for audit purposes. 3. Procedures for identifying and resolving PID errors. PID errors are identified in the PEIMS Edit+ Reporting System. PID errors are distributed to the Campus PEIMS Clerk with instructions to obtain copies of Social Security Cards and/or copies of Birth Certificates depending on the PID code. Students who are new to the district are asked to provide a Social Security Card and Birth Certificate along with other forms of identification during the registration process. The PEIMS Edit+ PID system must be utilized to determine if the student has enrolled in another Texas school districts after withdrawing or leaving the Grand Prairie Independent School District. 4. Procedures for editing, testing, and analysis performed by the superintendent, director or authorized person(s) used to validate the accuracy of the dropout data. The District PEIMS Department has produced several reports that assist the Campus PEIMS Clerks in editing, testing and analyzing the leaver and dropout data. These reports are available upon request until the final PEIMS Re-submission in January. The reports record any students that have enrolled in Grand Prairie ISD schools through the January re-submission date. PEIMS Edit+ reports are also generated from, at the latest, the middle of November until the January Re-submission date. Region 10 ESC generates reports that show any students who have enrolled in school within the Region 10 ESC area. These reports are run in December after all school districts have submitted their data to the Texas Education Agency through the PEIMS Edit+ submission process. 5. Procedures for verifying the accuracy of dropout data submitted to the Education Service Center (ESC). Dropout data is compared to previous year dropout information to determine if the rates are comparable. A timeline report is generated at each timeline date. This report gives the campus a dropout percentage that is compared to the previous years dropout percentage rate.

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6. Procedures for PEIMS Supervisor roles and responsibilities for ensuring accurate reporting of student information. The District PEIMS department creates a district timeline that must be adhered to by all Grand Prairie ISD campuses. The PEIMS Supervisor conducts audits of the PEIMS leaver and dropout coding by comparing information in the Withdrawal Verification Form and the documentation provided in the student achievement record. 7. Procedures for computer system safeguards. The information in the Skyward System is backed up on a nightly basis. The District PEIMS department keeps PEIMS tables up to date. These tables are updated at the beginning of each PEIMS submission and on an as-needed basis throughout the school year. Furthermore, historical TEA validated and accepted data is maintained on the GPISD PEIMS database software.

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III. Guidelines The Texas Education Agency (TEA) publishes the PEIMS Data Standards and the Student Accounting Handbook on a yearly basis. All PEIMS coding issues are addressed in the PEIMS Data Standards or in the Student Accounting Handbook. The both books are available from TEA and distributed to each Campus PEIMS Supervisor, Administration Department Director and/or Coordinator for review or download. Grand Prairie ISD conducts a minimum of two PEIMS Training Meetings a year. Individual training sessions at the campus are available upon request from the District PEIMS Clerk. Grand Prairie ISD provides data entry training sessions on an as-needed basis for PEIMS clerks, attendance clerks, and special program clerks. PEIMS related questions at the campus level are directed to the Campus PEIMS Clerk. Campus PEIMS Clerk direct all questions to the District PEIMS Department. The District PEIMS Department, on a timely basis, will answer all coding concerns. Questions or concerns that cannot be answered will be forwarded to the Region 10 ESC PEIMS Supervisors of the TEA PEIMS Supervisors for a written answer. Campus PEIMS Clerk should look for answers to coding questions in the PEIMS Data Standards and / or the Student Accounting Handbook before calling the District PEIMS Department. Campus personnel enter all student information into the Skyward database where the student is a member of that campus. The District PEIMS Department may make auditable and documented “last minute” changes to the PEIMS database as the PEIMS deadlines for submission and resubmission near and the campus personnel cannot be located. The District PEIMS Department shall not make any deletions to the PEIMS database, for any reason, unless the campus principal, department head, or the superintendent has made a signed request. Every Campus Principal and Department Director or Coordinator and their respective Area Superintendent must sign a “Letter of Assurance” that the PEIMS data being sent to TEA by the campus has been closely verified for accuracy. Each report sent, must also be reviewed and validated by certified staff. The Superintendent of Schools must sign the TEA “Superintendents Letter” stating that the district has closely verified the data for accuracy. This is done electronically.

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Filling out GRAND PRAIRIE ISD Withdrawal Documentation Form is as follows:

1. The Local ID, Grade, Place of Birth, DOB, Sex, Status, and age must be filled in on the first line of the form.

2. The second line of the form requires the student name and PEIMS number. 3. The current address and phone number is coded on line three. The phone number must

be validated at this time. 4. The fifth line requires the parent or guardian name and relationship. 5. The current parent or guardian address and phone number is placed on line six. If the

phone number is different from what the student gives then it must be validated at this time.

6. Other contact information is critical to obtain in case the parent or guardian is unavailable. The phone number must be validated also. This data is placed on line seven and eight.

7. In the section to the right of the withdrawal codes the parent / guardian / legal student must sign and date the withdrawal form in the appropriate category.

8. The PEIMS Clerk signs and dates the form and escorts the student to the student’s counselor.

9. The form is signed & dated by the Counselor and then the counselor escorts the student to the registrar.

10. The registrar signs and dates the form and documents on Skyward. Furthermore a copy of the Skyward withdrawal form is printed and provided to the student.

11. If the student is a mover, the registrar has 10 days to obtain/send transcript documentation.

Documentation Guidelines:

12. The approved “GPISD Withdrawal Documentation Form” must be used by all dropouts listed in Leaver Reason Codes and placed in the AAR.

13. “Copy of Transcript (if graduate)” is used for all graduate students. The copy must show the graduate seal.

14. TRex may be used for all Leaver Reason Codes that are used for the student moving to another education setting.

15. “Death Certificate” or copies of the obituary may be used for any student who did not return to the district due to the student’s death.

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M iddle School

Supplemental Guidelines

Personnel Information The Campus Principal from the respective middle schools supervises the duties of the Campus PEIMS Clerk. The Campus PEIMS Clerk along with other designated campus staff are responsible for allchanges to student information involving leavers and dropout codes. All questions and concerns shall be routed through the Campus Principal and Campus PEIMS Clerk. I. Procedures 1 (a) Procedures for student leavers and student file maintenance When a student withdraws from a Grand Prairie Middle School, the student and/or parent

will be directed to the campus PEIMS Clerk. The PEIMS Clerk will begin the process the withdrawal of the student and will code

the reason why the student is withdrawing on the Withdrawal Documentation Form.

The PEIMS Clerk signs and dates the form and escorts the student to the student’s counselor.

The form is signed & dated by the Counselor and then the counselor escorts the student to the registrar.

The registrar signs and dates the form and documents on Skyward. Furthermore, a copy of the Skyward withdrawal form is printed and provided to the student.

If the student is a mover, the registrar has 10 days to obtain/send transcript documentation.

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1 (b) Procedures for data collection, recording and reporting. District PEIMS Department, upon request, will forward list of leavers (Leaver Report) to

the Campus Principal, PEIMS Department, State Compensatory, and Assessment Department.

Campus PEIMS Clerk will review list of leavers, duplicate and distribute to the

campus Leaver Team. Leaver Team members (administrators and counselors) will pair up based on respective

student alphabet and review list of leavers that pertain to them. Leaver Team will compare Edit+ PET reports against the campus student withdrawal List;

o “PET Potential Movers Showing Withdrawn” (PET5DOO1). This report indicates

students who have withdrawn from the home district and have re-enrolled somewhere else in a Texas public school.

o “PET Potential Movers Not Showing Withdrawn” (PET5D002). Verify that these students get withdrawn with the correct exit reason code.

o “PET Potential Leavers Showing Withdrawn” (PET6D001). This report indicates students who have withdrawn from the home district and there is no enrollment at any campus in any district subsequent to the withdrawal from the home district (Texas schools).

Leaver Team will divide their students’ names and request student record/transcript

request information from Registrar. Leaver Team will review information obtained from Registrar and proceed to make phone

calls to students and parents. If no contact is made, a home visit will be conducted to obtain further information.

Leaver Team will keep coded documentation on file in AAR and forward a copy of findings

to Campus PEIMS Clerk. Based on information obtained from phone calls, the PEIMS Clerk will code the

leaver appropriately.

Campus PEIMS Clerk will ensure that students are accurately coded. Campus PEIMS Clerk will also generate a list of student leavers with accurate codes

and submit to Campus Principal, Administrators, Counselors and District PEIMS departmentas reported documentation subject to audit.

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2. Procedures for identifying and resolving unknown status of underreported students.

District PEIMS Department will train Campus PIEMS Clerk on how to generate a list

of students that did not return to school. Campus PEIMS Clerk and designated campus staff will research and make an

attempt to locate students and determine their status. Campus PEIMS Clerk will verify with Registrar the student records/transcripts

request in conjunction with PET. Campus PEIMS Clerk will collaborate with respective Administrator(s) and

Counselor(s) to identify and locate students. Campus PEIMS Clerk will submit any documentation and/or information to District

PEIMS department along with appropriate documentation in the AAR. 3. Procedures for identifying and resolving PID errors. District PEIMS Department will forward to Campus PEIMS Clerk a list of students

that have PID errors. Campus PEIMS Clerk will review list and identify information that needs to be

corrected (i.e., State ID# or Social Security #) Campus PEIMS Clerk, will review student cumulative folder to obtain accurate information.

Campus PEIMS Clerk will make contact with student and parent to ensure that the

documentation is correct and to obtain proper documentation required to verify accuracy.

Campus PEIMS Clerk will e-mail documentation to support current data or necessary changes using PEIMS forms.

4. Procedures for editing, testing, and analysis performed by the principal, or

authorized person(s) used to validate the accuracy of the dropout data. District PEIMS Department will forward list of potential leavers to the Campus Principal

and PEIMS Clerk, upon request. Campus PEIMS Clerk will review list of leavers, duplicate and distribute to a

committee composed of all administrators, counselors, and other designated staff. Committee members will pair up based on respective student alphabet and review list of

leavers that pertain to them.

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Administrator and counselors will divide their students’ names and request student record/transcript request information from Registrar.

Administrators will review information obtained from Registrar and proceed to make

phone calls to students and parents. If no contact is made, Campus Administrator, Attendance Liaison, etc. make a home visit to obtain information.

Based on information requested from registrar, PEIMS Clerk will code leavers. All

documentation must be on file. Based on information obtained from phone calls, administrators and counselors will code

leavers. A request is made to students and/or parents to submit any form of documentation available that will reflect the proper coding of student.

Based on home visits, results by parent and/or community liaisons are used as

documentation for identifying the status of the student leaver. Campus PEIMS Clerk, with appropriate documentation, will code student leavers.

Campus PEIMS Clerk will ensure that students are accurately coded.

Campus PEIMS Clerk will generate a list of student leavers with accurate codes and

submit to Campus Principal, Administrators, Counselors and District PEIMS Clerk as reported documentation.

5. Procedures for verifying the accuracy of dropout data submitted to Central

Administration. Campus PEIMS Clerk will review coded data submitted by Administrators,

Counselors and Parent/Community Liaisons. Campus PEIMS Clerk will ensure that all students are coded appropriately

using the Leaver Reason Codes and Documentation Requirements. Campus PEIMS Clerk will submit any necessary documentation to District PEIMS

Department

6. Procedures for PEIMS Clerks roles and responsibilities for ensuring accurate reporting of student information. Campus PEIMS Clerk will review coded data submitted by Administrators, Clerk will

verify that Counselors, and Parent/Community Liaisons. Campus PEIMS Clerk will ensure that all students are coded appropriately using the

Leaver Reason Codes and Documentation Requirements.

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Campus PEIMS Clerk in collaboration with PEIMS Department will ensure that accurate codes have been input on Stkyward for reporting student information.

Campus PEIMS Clerk will review information on Skyward and make any

necessary updates and/or changes. 7. Procedures to correct errors or omissions that are identified in the leaver records

at the Central Administration-level. District PEIMS Department will forward to Campus Principal and Campus PEIMS Clerk

any student leaver information that needs to be corrected. Campus PEIMS Clerk will review information and refer back to documentation

submitted by Administrators and Counselors. Campus PEIMS Clerk will correct information and resubmit to District PEIMS

Department. 8. Procedures for deleting student records for students who did not re-enroll from

prior school year. [Confirmation of this process to be completed no later than the first Friday of the year as per the Student Accounting Department.]

Students enrollment records are updated throughout the school year as necessary.

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(2) Moved to other educational setting

24*

Student entered college and is working towards an Associate's or Bachelor's degree Definition and use: This code is for students who leave secondary school to enter college early. It should be used for students who are enrolled full-time (at least 9 credit hours per semester). This code is also for students who leave school to enter a dual-credit program established by the Texas Legislature at the Texas Academy of Mathematics and Science at the University of North Texas, the Texas Academy of Leadership in the Humanities at Lamar University, the Texas Academy of Mathematics and Science at the University of Texas at Brownsville, and the Texas Academy of International Studies at Texas A&M International University.

Documentation requirement: Documentation of enrollment in a college or university must indicate that the student is enrolled full-time in an academic program. Per federal requirement, it is not permissible for a district to document that, at the time of withdrawal, the student intended to enter a post-secondary educational setting. Beginning with students leaving in the 2011-12 school year, a district must document that the student has actually entered a post-secondary educational setting. One of the following types of documentation is required to verify enrollment:

Transcript request. Acceptable documentation of enrollment in college is a records request from the college in which the student is enrolled. Telephone requests must be documented in writing, including the date of the call, the name of the college requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student's permanent file. Documentation of the method of records dissemination also must be included in the student’s permanent file (e.g., copy of fax activity log, certified mail receipt, encrypted email receipt confirmation, or postage/mail log with complete address information for requesting school).

Verification by an authorized representative of the college. A signed letter from the college verifying enrollment is also acceptable documentation. The letter must state the name and location of the college in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the college providing the name and location of the college and verifying that the student is enrolled, signed and dated by an authorized representative of the district.

Verification by the superintendent or authorized campus or district administrator of the sending district. Acceptable documentation includes a letter, signed and dated from the parent, guardian, or qualified student stating that the student has enrolled in college in a program leading to an associate’s or bachelor’s degree..

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Verification by the superintendent or authorized representative of the receiving district. A

signed letter from the college verifying enrollment is also acceptable documentation. The letter must state the name and location of the college in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the college providing the name and location of the college and verifying that the student is enrolled, signed and dated by an authorized representative of the district.

Verification by the superintendent or authorized representative of the sending district. Acceptable documentation includes verification by the superintendent or authorized representative that the student has enrolled in college in a program leading to an associate’s or bachelor’s degree. Acceptable documentation of this type of verification, i.e., first-hand knowledge, includes, for example, appropriately documented in-person or telephone conversations between the superintendent or authorized representative and the parent, guardian or qualified student.

60*

Student is home schooled Definition and use: Student is being home schooled. This code may be used only for a student whose parent/guardian confirms that the student is pursuing, under direct supervision of the parent/guardian, a curriculum designed to meet basic education goals. The district is not required to obtain evidence that the program being provided meets educational standards. Documentation requirement: A district must document that the parent/guardian is home schooling the student. Per federal requirement, it is not permissible for a district to document that, at the time of withdrawal, the student intended to be home schooled. Beginning with students leaving in the 2011-12 school year, the following documentation is required to verify enrollment:

Verification by the parent/guardian. A letter, signed and dated, from the parent/guardian stating that the student is being home schooled is acceptable documentation. Letters from parents/guardians must indicate the actual date home schooling began.

66*

Student was removed by Child Protective Services (CPS) and the district has not been informed of the student's current status or enrollment Definition and use: This code applies only to Child Protective Services. Private agencies that provide asylum for students do not have the legal authority to remove students from school. Documentation requirement: Acceptable documentation includes due process documentation supporting the withdrawal; a written statement, signed and dated by the CPS officer, including the CPS officer's name and contact information; or written documentation of an oral statement by a CPS representative that the child was removed, including the CPS representative's name, the date of the conversation, and the signature of the school official.

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81* 82*

Student enrolled in a private school in Texas Student enrolled in a public or private school outside Texas Definition and use: Student is enrolled in a private school in Texas (code 81), the Texas Job Corps Diploma Program (code 81), or a public or private school outside Texas (code 82). Documentation of actual enrollment is required. This code is also used when a student moves from the district without withdrawing but the district receives a records request.

If the student enrolls in another school in the district or another public school district in Texas, a leaver record is not submitted.

If the district did not assign code 81 or code 82 when the student stopped attending, the district can change the original code assigned to the student when the records request or communication from the parent/guardian or qualified student is received. If the original withdrawal date for the student is later than the date the student enrolled in the other school, the withdrawal date must be changed and all attendance accounting records affected by this change must be updated.

Documentation requirement: Per federal requirement, it is not permissible for a district to document that, at the time of withdrawal, the student intended to enter another educational setting. Beginning with students leaving in the 2011-12 school year, a district must document that the student has actually enrolled in a private school in Texas, the Texas Job Corps Diploma Program, or a private or public school outside Texas. One of the following types of documentation is required to verify enrollment:

Transcript request. Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled. Telephone requests are acceptable, but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student's permanent file. Documentation of the method of records dissemination also must be included in the student’s permanent file (e.g., copy of fax activity log, certified mail receipt, encrypted email receipt confirmation, or postage/mail log with complete address information for requesting school).

Verification by the superintendent or authorized campus or district administrator of the receiving district. A signed letter from the receiving school verifying enrollment is acceptable documentation. The letter must state the name and location of the school in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the receiving school providing the name and location of and contact information for the school and verifying that the student is enrolled, signed and dated by an authorized campus or district administrator of the district.

Verification by the superintendent or authorized campus or district administrator of the sending district. Acceptable documentation includes a letter, signed and dated, from the parent/guardian or qualified student stating that the student has enrolled in a private school in Texas or a private or public school outside of Texas leading to the completion of a high school diploma.

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Transcript request. Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled. Telephone requests are acceptable but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. Telephone requests should appear on a standardized, district-approved form. The original of the form should be included in the student's permanent file.

Verification by the superintendent or authorized representative of the receiving district. A signed letter from the receiving school verifying enrollment is acceptable documentation. The letter must state the name and location of the school in which the student is enrolled and the date of enrollment. Other acceptable documentation is written documentation of an oral statement by a representative of the receiving school providing the name and location of the school and verifying that the student is enrolled, signed and dated by an authorized representative of the district.

Verification by the superintendent or authorized representative of the sending district. Acceptable documentation includes verification by the superintendent or authorized representative that the student has enrolled in a private school in Texas or a private or public school outside of Texas leading to the completion of a high school diploma. Acceptable documentation of this type of verification, i.e., first-hand knowledge, includes, for example, appropriately documented in-person or telephone conversations between the superintendent or authorized representative and the parent, guardian or qualified student.

87* Student w ithdrew from/ left school to enroll in the Texas Tech University ISD High School Diploma Program or the University of Texas at Austin High School Diploma Program Definition and use: Student was withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal that the student has enrolled in the State Board of Education-authorized Texas Tech University ISD High School Diploma Program or the University of Texas at Austin High School Diploma Program. Documentation requirement: The district must receive a records or transcript request from the high school diploma program.

(3) Withdrawn by school district

78* Student was expelled under the provisions of TEC §37.007 and cannot return to school Definition and use: This code may only be used when: • the student was expelled under the provisions of TEC §37.007, and • the term of expulsion has not expired or the student’s failure to attend school is

due to court action. This code may only be used for a student who was expelled for an offense included in TEC §37.007. This code is not intended for use by districts which assign students to a Juvenile Justice Alternative Education Program (JJAEP). Documentation requirement: Due process documentation supporting the expulsion.

83* Student was withdrawn from school by the district when the district discovered that the student was not a resident at the time of enrollment, had falsified enrollment information, or had not provided proof of identification or immunization records Definition and use: This code is used for situations in which the district should not have enrolled the student. This code is for situations in which the district discovers when verifying enrollment information that the student was not a resident of the district at the time of enrollment. It is not for a student who was a resident of the district and who stops attending because he/she has moved. This code is also for rare situations in which enrollment information was falsified, or proof of identification or immunization records were not provided.

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Subject to the exceptions in TEC §38.001(c), a student is required to be fully

immunized against disease as required by the Texas Department of State Health Services (TEC §38.001(a)). A student may be provisionally admitted if the student has begun the required immunizations and continues to receive the necessary immunizations as rapidly as medically feasible (TEC §38.001(e)). Except as provided by TEC §38.001(c), a student who is not fully immunized and has not begun the required immunizations may not attend school. For further information about enrollment procedures, please see the Student Attendance Accounting Handbook. For further information about immunization requirements, immunization exemptions, and immunization documentation, please contact the Texas Department of State Health Services. Documentation requirement: Due process documentation supporting the withdrawal.

(4) Other reasons

03* Student died while enrolled in school or during the summer break after completing the prior school year Definition and use: Self-explanatory. Documentation requirement: Acceptable documentation includes a copy of the death certificate or obituary, a program from the funeral or memorial service, a written statement from the parent or guardian, and written documentation of an oral statement by a parent or guardian stating that the student has died.

16* Student returned to family's home country Definition and use: Use for students who are leaving the United States to return to their home country. A student may be leaving with or without family members to live with his or her family, immediate or extended, in the home country. The citizenship of the student is not relevant in assigning this code. This code can also be used for foreign exchange students. Documentation requirement: Acceptable documentation is a copy of the Transfer Document for Binational Migrant Student completed at the time the student withdraws from school, signed and dated by an authorized campus or district administrator. Acceptable documentation is also a copy of the withdrawal form signed and dated by the parent/guardian or qualified student and a campus or district administrator. The withdrawal form should indicate that the student is leaving school because the student is returning to the home country and should specify the destination. An original signature is not required on withdrawal forms received in the district by fax. Withdrawal forms received by e-mail do not need to be signed by the parent/guardian or qualified student. A signed letter from the parent/guardian or qualified student stating that the student is leaving school because the student is returning to the home country is also acceptable documentation. Acceptable documentation for foreign exchange students includes a written, signed, and dated statement from the student's host family or the foreign student advisor verifying the student's return to his or her home country. Other acceptable documentation is written documentation of an oral statement by an adult neighbor or other adult with knowledge of the family's whereabouts, signed and dated by an authorized campus or district administrator.

88* Student was ordered by a court to attend a GED program and has not earned a GED certificate Definition and use: This code is for students who are court-ordered to attend a GED program and have not earned a GED certificate. Documentation requirement: Acceptable documentation is a copy of the court order stating that the student has been ordered to attend a high school equivalency or GED program. Documentation must include the name of the student, the date of the order, the name of the judge making the order, and the county in which the judge presides. The order should state that, under Article 45,054, Code of Criminal Procedure, the court is ordering the student to attend a high school equivalency or GED program or to take a high school equivalency or GED exam.

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89* Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult Definition and use: Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified to stand trial as an adult. Documentation requirement: Acceptable documentation is one of the following: 1) Oral notification from a law enforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, to an authorized representative of the district, that the student is incarcerated. The written statement of the oral notification shall be signed and dated by the authorized representative. 2) Written notification from a law enforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, that the student is incarcerated.

98 Other (reason unknown or not listed above)

Definition and use: This code is used for students who are withdrawn by the school district after a period of time because they have quit attending school and their reason for leaving is not known. It is also used for students who withdrew from/left school for reasons not listed above.

GPISD

GPISD WITHDRAWAL DOCUMENTATION FORM All fields MUST be filled and Form put in AAR

Local I.D. ___________Grade __________D.O.B.________ Sex____ Age: ____

Student Name _______________________________________________PEIMS/SSN # ____________________ First Middle Last

Address_____________________________________________________________________________________ Street City State

Parent/ Guardian Name: ______________________________________________________________________ Relationship

Address_____________________________________________________________________________________ Street City State home/cell phone# (Must Verify)

I certify that I / my child am/ is transferring from GISD and will enroll (check one) [] in a Public (Must Attach W80 Documentation) [] private (W81) [] other state (make sure non-dropout) [] approved Homeschool program /school in__________________________________. Destination/School ________________________________________ ____________________ Signature Homeschool Start Date I certify that I / my child I am/is transferring from GPISD and will enroll in a public or private school (W82) outside of Texas ____________________________. Destination/School _____________________________________________ ___________________ Signature Date I certify that I / my child am/is returning to home country (W16): ___________country. ________________________________________ _____________________ Signature Date I certify that I / my child is/am withdrawing for the following reason: _____________

_____________________________________________________________________.

__________________________________________________________ ___________________ Signature Date

Registrar Signature: _________________________________________ Date: ________________

GPISD does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or provision of services, programs or activities

GPISD

PEIMS Signatures on documentation. | Grand Prairie Independent School District Page σφ

Leaver & Mover Documenting Procedures.

Definition and use: Student was withdrawn from school and parent/guardian or qualified student indicated at time of withdrawal, or within 10 days after the last day the student attended school, that the student would be enrolling in another public school in Texas, Expelled to JJAEP, Interdistrict Transfer, Entered/Health Care Facility, Incarcerated Outside District , Graduated returned/left, GED returned/left , Enrolled TX School, Moved within GPISD, or Completed Summer School.

These codes are also used when a student moves from the district without withdrawing but the district receives a records request. Documentation will occur on the Students Withdrawal Form and Withdrawal Verification Documentation Form.

Documentation requirement:

A GPISD Campus must document either that, at the time of withdrawal, the student intended to enroll in a public school in Texas ("intent to enroll") or that the student has actually enrolled in a public school in Texas.

Documentation that must be obtained within 10 days of the last day the student attended school.

Transcript request From Receiving District.

Acceptable documentation of enrollment in another school is a records request from the school in which the student is enrolled within 10 days of the last day the student attended school. Telephone requests are acceptable but they must be documented in writing, including the date of the call, the name of the school requesting the records, the name of the person making the request, and the name of the person who received the call. The original of the form should be included in the student's permanent file. Transcripts must be sent using the T-Rex system of Texas.

Phone Request:

Date of Call: __________ Person Making Request: _______________ Phone#: __________

Name of School Making Request: __________ Name of District: ___________________

Name of Person who received the Call: ____________________

Date T-Rex File sent: ___________________________________

PEIMS Admin Signature: ________________________________ Date: ___________________

Verification by PET. Acceptable documentation includes verification in the PET system with a copy of the screen followed by a

MANDATORY phone call to the receiving district/campus for confirmation within 10 days of the last day the student attended school. This process will occur for students/district who do not request transcripts. Phone calls must be documented in writing, including the date of the call, the name of the school called, the name of the person spoken to, and the name of the person who placed the call. Document request for T-Rex transcripts where applicable.

Date PET Screen Printed (Attached copy): __________ Printed by: __________ Date Phone Call made to Receiving District: ________________ Name of District: ______________ Name of Receiving Campus: __________ Name of Person Contacted to Confirm PET: ____________ Person Making Phone Call: __________________ Date T-Rex File Sent (if applicable): ____________ PEIMS Admin Signature: ________________________________ Date: ___________________

NOTE: FAILURE TO ENROLL IN A DISTRICT IN THE STATE OF TEXAS WILL POSSIBLY CONVERT THIS STUDENT TO A DROPOUT.