Opening of School Preparations Monday, August 8, 2016 Tuesday, - - PowerPoint PPT Presentation

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Opening of School Preparations Monday, August 8, 2016 Tuesday, - - PowerPoint PPT Presentation

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Opening of School Preparations Monday, August 8, 2016 Tuesday, August 9, 2016 HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT Introductions Wanda D. Thomas, Sr. Manager of FSC Agenda: FSC Team

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Opening of School Preparations

Monday, August 8, 2016 Tuesday, August 9, 2016

HOUSTON INDEPENDENT SCHOOL DISTRICT

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Introductions

  • Wanda D. Thomas, Sr. Manager of FSC
  • Agenda:

– FSC Team – Office of Student Support, Student Records – Student Information System – Office of School Choice – State Comp Ed/At-Risk-Homeless – Health and Medical Services – Drop-Out Prevention – Multilingual

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Objectives

  • Participants will be provided with an overview
  • f Opening School Day Procedures:

– Enrollment – Membership – Attendance – Special Populations – Student Records – PET/PID – Health Information – Drop-Out Prevention

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  • Attendance clerks, data entry clerks and

SIR’s play an essential role in HISD’s efforts to ensure that all data is timely, accurate and properly documented.

  • In no case should paraprofessional

personnel be responsible for determining students coding information for attendance, program placement or special services.

DATA INTEGRITY

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  • Consequences for inaccurate records:
  • Lowering of HISD’s accountability record
  • Lowering of a school’s accountability rating
  • Loss of funds to HISD which could impact

jobs, salaries, and programs for students

  • Students may be retained inappropriately
  • Reprimands from the state

DATA INTEGRITY

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  • Security Access
  • You must not give your passwords to others
  • You must always prevent unauthorized

access from your computer when you are away from your desk

  • You must not accept the password from
  • thers

DATA INTEGRITY

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  • SIS On-Line Support for Chancery (HISD website)
  • HISD Guidelines (FSC Website)
  • HISD Data Quality Manual (FSC Website)
  • TEA Student Attendance Accounting Handbook

(TEA Website)

  • Academic Memos (HISD Website)
  • Project SIS Newsline (via email)

HISD DATA QUALITY

2016-2017 Guidelines and Resources

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  • It is your district's responsibility to ensure that the basis used to record

and process attendance accounting data meets the standard set forth in the Student Attendance Accounting Handbook.

  • District personnel must create the original documentation of

attendance at the time of attendance. Original documentation may not be created after the fact. Original documentation that is not created at the time of attendance will not be accepted by agency auditors. If auditors determine that original documentation was not created at the time of the attendance it is intended to support, the TEA will retain 100% of your district's FSP allotment for the inappropriately documented attendance for the school year(s) for which records have been requested. The TEA will either assess an adjustment to subsequent allocations of state funds or require your district to refund the total amount of the adjustment when the audit is finalized.

  • 19 TAC §129.21(f) and §129.1025

Taking and Recording Student Attendance

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  • The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education
  • records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
  • FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or

attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."

  • Parents or eligible students have the right to inspect and review the student's education records maintained by the school. Schools are not required to provide

copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.

  • Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to

amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.

  • Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record.

However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31): – School officials with legitimate educational interest; – Other schools to which a student is transferring; – Specified officials for audit or evaluation purposes; – Appropriate parties in connection with financial aid to a student; – Organizations conducting certain studies for or on behalf of the school; – Accrediting organizations; – To comply with a judicial order or lawfully issued subpoena; – Appropriate officials in cases of health and safety emergencies; and – State and local authorities, within a juvenile justice system, pursuant to specific State law.

  • Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and

awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

The Family Educational Rights and Privacy Act (FERPA)

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  • HISD Academic Calendar
  • District Early Dismissal Dates
  • Important Dates
  • Report Card Dates
  • UIL Grade Reporting Dates

OPENING OF SCHOOL PREPARATIONS PACKET District Calendar & Dates

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  • August 2, 2016 Student Information System

– Important Reminders

  • Release of Students in SIS Memo August 1, 2016
  • ADA Time Set for Your Campus
  • 2016-2017 Academic Calendar Memo

OPENING OF SCHOOL PREPARATIONS PACKET Academic Memos & Project SIS Newsline Emails

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 FSC Contact List 2016-2017  First/Second Day Procedures for Clerks  First/Second Day Procedures for Teachers  Membership Reporting on the HISD Portal  GradeSpeed Security Request Form  ADA Rules and Exemptions  Thing You Should Be Doing On A Daily Basis  Attendance Best Practices  End of Year Manual Documentation  Helpful Opening of School Tips  Important Things to Remember When Enrolling Students  Consequences of Not Searching the PET/PID  Student Demographic Change Form  Step by Step: How to Enroll a Student  Hot Topics for Elementary and Middle School Records Clerk  Items Maintained in the Cumulative Folder  Transfer of Records  Before You Apply for A TREx Account

OPENING OF SCHOOL PREPARATIONS PACKET DOCUMENTS

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  • Color-Coded Card
  • First Day Membership Form
  • Daily Membership Transaction Log (Only for Designated PreK Centers & JJAEP)
  • Step-by-Step Guide: Membership Transaction Log
  • Attendance Change Request (GradeSpeed & Chancery)
  • Substitute Roster (GradeSpeed)
  • Teacher Grade Change Form
  • HISD SIS Security Request Form
  • GradeSpeed Security Request Form
  • Texas Education Agency Request for Access PEIMS, EDIT+, PID, PET

– New Access – Modify Access

  • Frequently Requested Forms
  • Age Formula Calculation Chart (FSC website)
  • Prekindergarten Forms (Early Childhood website)
  • Discipline and Leaver Forms (FSC website)
  • 2016-2017 HISD List of Schools – Alpha & Numerical

OPENING OF SCHOOL PREPARATIONS PACKET SAMPLE FORMS

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HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

COLOR-CODED CARDS 2016-2017

  • Federal and State Compliance
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HOUSTON INDEPENDENT SCHOOL DISTRICT

Color Coded Cards

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Use a Pen…

  • Color coded cards should be filled out and

completed by the student.

  • You may ONLY use a BLUE or BLACK ink pen.
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HOUSTON INDEPENDENT SCHOOL DISTRICT

NO PENCILS!!

  • Do NOT use a pencil!
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HOUSTON INDEPENDENT SCHOOL DISTRICT

The student fills out and completes color coded card…

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HOUSTON INDEPENDENT SCHOOL DISTRICT

If you make a mistake….

  • DO NOT scratch out
  • DO NOT use white out, liquid paper, or

correction tape

  • DO draw one line through mistake, write

correction

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Making corrections…

  • Draw one line through mistake and write

the correction.

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HOUSTON INDEPENDENT SCHOOL DISTRICT

ADA Period Teacher…

  • The ADA teacher is the teacher whose class the student

is attending when ADA is recorded.

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Date Enrolled…

  • This is the date the student enrolled in school
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HOUSTON INDEPENDENT SCHOOL DISTRICT

Student Signature…

  • Student signs to verify that he or she is physically present.
  • Elementary PK-2nd Grade does not need to sign.
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HOUSTON INDEPENDENT SCHOOL DISTRICT

Teacher Signature…

  • ADA teacher signs to verify the student is physically present or

the teacher with whom the student is physically present with at the time.

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Color Coded Cards should be filed in Attendance Office for all students present on the first day of school Attendance Clerk should cut top right corner of color coded card diagonally for all students who enrolled on the 1st day of school.

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Attendance Clerk must record Withdrawals, Return Entries, ADA code changes and Homebound or PRS Information on this card under FOR OFFICE USE ONLY

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HOUSTON INDEPENDENT SCHOOL DISTRICT

The back of the Color Coded Card should only be used if there is no more room to record withdrawals, return entries or ADA code changes on the front of the card under FOR OFFICE USE ONLY. DO NOT RECORD ABSENCES ON THE BACK OF THIS CARD

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Color Coded Cards should be filed in Attendance Office for all students enrolled throughout the 2015-2016 School Year DO NOT CUT THE CORNER OF THE CARD FOR STUDENTS WHO ENROLL AFTER THE 1ST DAY OF SCHOOL

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HOUSTON INDEPENDENT SCHOOL DISTRICT

DEMOGRAPHIC LABELS

Run H_Permanent Record Demographic Label - ES and MS

Use 5161 Avery Labels or equivalent label stock

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First Day Membership Form

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Daily Membership Transaction Log

Designated PK Centers & JJAEP Only

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Federal and State Compliance

Elementary & Secondary Data Information

Pablo Martinez, Sr. Compliance Analyst

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Federal and State Compliance

Elementary & Secondary Data Information

Pablo Martinez, Sr. Compliance Analyst

HOUSTON INDEPENDENT SCHOOL DISTRICT

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Pablo Martinez – Sr. Compliance Analyst 713-556-6760 Mildred Evans – Sr. Student Information Rep. 713-556-8813 Rose Fuentes – Sr. Student Information Rep. 713-556-6765 Toni King – Sr. Student Information Rep. 713-556-6773 Patricia Marshall – Sr. Student Information Rep. 713-556-6754 Cynthia Morales – Sr. Student Information Rep. 713-556-6756 Elizabeth Salazar – Sr. Student Information Rep. 713-556-6772 Lisa Shannon - Sr. Student Information Rep. 713-556-6766 Angela Tillmon – Sr. Student Information Rep. 713-556-6762 Jennica Vasquez – Sr. Student Information Rep. 713-556-6776 Tamika Whitmire – Sr. Student Information Rep. 713-556-6774

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Data and Attendance Team

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 Important Fall Dates

  • Close of school-start window – September 30, 2016

What is the "School Start Window"?

The "School Start Window" is from the first day of school through the last Friday of September. It has been designated by TEA as the timeframe we are allowed to account for all students in grades 7-12 who attended Houston ISD last school year and may or may not have returned this school year. Students who did not leave the Texas Education System and did not enroll in another Texas Public School District must be reported as dropouts if they are not located and enrolled before the last day of the "School Start Window".

PEIMS

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 Important Fall Dates - Continued

  • Fall and Summer PEIMS Training – See

training schedule included

  • Snapshot Date – Last Friday in

October – October 28, 2016

  • EDIT+ Access – for PID/PET only
  • contact Rafaela Rivera - Phone: 713-556-6474

 PEIMS Contact List – Memo to Principals is posted online

PEIMS

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  • Verification of Address – use on-line School Zone Search Tool & check Transfer

Database

  • Birth Certificate (preferred but not required) or proof of identity
  • statement of the child’s date of birth issued for school admission purposes by the

division of the Texas Department of State Health Services responsible for vital statistics

  • driver’s license
  • passport
  • school ID card, records, or report card
  • military ID
  • hospital birth record
  • adoption records
  • church baptismal record
  • any other legal document that establishes identity
  • Immunizations

– 30-day provisional enrollment for student transferring from another district; or – Student with 1st series completing next required doses as rapidly as is medically feasible

ENROLLMENT

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  • A student who is homeless as defined by the

McKinney-Vento Homeless Education Act shall be admitted into HISD

  • Enrollment forms print from Chancery SMS

– Insurance Question is optional

  • Student Residency & Assistance

Questionnaire (homeless) Foster Care Required Info

  • Home Language Survey

ENROLLMENT

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 Verify if student has local ID number in Chancery  Access PEIMS Edit+ to check to see if the student is listed in the Person Identification Database (PID) and to make sure the correct PEIMS ID number is used.  Essential when enrolling student from out of district  Helps avoid PID errors  Try to get Social Security Number  Stapling enrollment documents in back of cumulative folder helpful in future (PID errors, audits, etc.)

ENROLLMENT

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 Opening of School Reminders

  • Thorough District Search in Chancery and

PID

  • ADA Eligibility Code
  • Attribution/Campus of Residence
  • Transfer Exception Reason
  • Verify include in PEIMS box is checked
  • Students Released by FSC through

FSC@houstonisd.org from 8/08/2016 until 08/19/2016

ENROLLMENT

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 An application will be available for reporting membership figures in ALL schools by grade level beginning the week of 8/22/2016. Authorized staff will log in to the HISD Employee Portal by 11:00 am and click on Membership Reporting on the HISD Applications Links list to access the system.  Please refer to the Memo to Principals about Membership Figures for the School Year 2016-2017 for all dates on membership reporting.

  • A primary user and an alternate should be

designated by the principal for inputting data.

Membership Reporting Beginning 8-22-2016

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MEMBERSHIP REPORTING FOR 2016-2017

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Chancery Coding of State Comp Ed/At-Risk/Homeless

HOUSTON INDEPENDENT SCHOOL DISTRICT

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LEAVERS

  • Appendix D – Leaver Reason Code and

Documentation Requirements. http://castro.tea.state.tx.us/tsds/teds/2017A/teds- appD.pdf

  • School Start Window – This is the period between the

first day of school and the last Friday in September.

  • Leaver Trainings – See training schedule included.

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  • All Discipline Forms are located on the

Federal and State Compliance Website

– http://www.houstonisd.org/Domain/8334

Discipline Reporting

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Federal and State Compliance

PID/PET Information

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

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

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Searching the PID by SSN or State Alt-ID

*Always search the PID first before enrolling a student in Chancery*

  • You can search a student in the PID with:
  • Social Security Number
  • State Alternate ID
  • Logon to TEAL. Go to your TEASE user account formerly known as Edit+.
  • Select “PID Search”
  • Enter student’s Social Security Number or State Alternate-ID.
  • Select “Search”
  • A list of students will appear, search for your student.
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Searching the PID by Student Name

*Always search the PID first before enrolling a student in Chancery*

  • You can search for a student in the PID with:
  • First Name - enter part or all of the first name
  • Last Name - enter part or all of the last name
  • Always use an asterisk (*) after the names. (this will give you more options, perhaps the student has

a double last name in another district or could have a different last name due to adoption…)

  • Select “PID Search”
  • Enter the students information, part or all of the student’s name; if last name is

Garcia enter- Garc* or if last name is Gonzalez enter - Gonzale*

  • Select “Search”
  • Select student’s name from the list that emerges.
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Once You Have Located the Student CHECK the PET

PET Event History for JUAN GARCIA Student ID: xxx-xx-xxxx Gender: Male Date of Birth: 11/18/0000 Ethnicity/Race: I,H *Any student assigned an alternate number must be researched to ensure they have not been previously enrolled with a SSN.

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TSDS PID/PET Training Dates Ryan Center 4001 Hardy

Learning Course # Pending 4 Scheduled Offerings Monday, September 19, 2016 – 9:00-11:00 at Ryan Monday, September 19, 2016 – 1:00-3:00 at Ryan Monday, October 17, 2016 – 9:00-11:00 at Ryan Monday, October 17, 2016 – 1:00-3:00 at Ryan

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Learning Course # Pending 4 Scheduled Offerings Monday, October 03, 2016 – 8:00 AM - 12:00 PM Monday, December 5, 2016 – 8:00 AM - 12:00 PM Monday, January 9, 2017 – 8:00 AM - 12:00 PM Monday, February 6, 2017 – 8:00 AM - 12:00 PM

TSDS PID/PET Open Lab Hattie Mae White – 2C07

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Federal and State Compliance

Compliance Monitoring Information

Veda Winfree, Sr. Compliance Analyst

HOUSTON INDEPENDENT SCHOOL DISTRICT

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Our T e a m:

 Veda Winfree, Sr. Compliance Analyst, vwinfree@houstonisd.org  Cathleen, Freeman, Sr. Compliance Analyst, cfreeman@houstonisd.org  Irma Hasnain, Sr. Compliance Analyst, ihasnain@houstonisd.org  Natasha Hogan, Sr. Compliance Analyst, jmccoy@houstonisd.org  Joyce Jones, Sr. Compliance Analyst, Jjones8@houstonisd.org  Latonya Smith, Sr. Compliance Analyst, lsmith3@houstonisd.org

Compliance Monitoring Team

What We Do:

Collaborate with district subject matter experts to develop and implement compliance monitoring procedures. Verify the accuracy and reasonableness of digital data and physical records. Supervise collection and review of campus records for Performance Based Monitoring Analysis System (PBMAS) and Region IV audits.

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Review Reports

  • Run audit reports from

Chancery.

  • Select records for review.

Schedule Visit/ Request Records

  • Email staff from Campus

PEIMS Contact List.

  • Provide records list for

review.

Conduct Review

  • Check records based on

approved procedures.

  • Document findings.

Share Findings

  • Meet with PEIMS contact to

discuss findings.

  • Sign, date and provide PEIMS

contact with copy of report.

Follow Up

  • Campuses with < 80%

compliant records.

  • Support for novice PEIMS

coordinators.

Monitor Continuously Analyze Statistics for Trends

Complia nc e Monitoring Proc e ss

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F a ll Se me ste r – Complia nc e Re vie ws

  • Leaver Review Preparation

and Frequently Asked Questions Guide Exit Information/Leaver Code Assignment Form

  • Leaver Code Change Form
  • L66 CPS Withdrawal

FormOral Statement Form

  • Home School Questionnaire
  • PEIMS Appendix D

RESOURCES ON FSC WEBSITE Leaver Records

(non-98 and non-graduate codes only)

Prekindergarten

(Low SES, foster care, homeless, LEP, NSLP and military)

  • FSC website:

Prekindergarten Review Preparation Guide Chancery: H_PK Audit Eligibility report

RESOURCES

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Spring Se me ste r – Complia nc e Re vie ws

  • Discipline Review

Preparation and Frequently Asked Questions Guide

  • Discipline Referral

Form Parent Notification Letters

  • PEIMS Appendix E

RESOURCES ON FSC WEBSITE

  • FSC website: GT

Review Preparation Guide Chancery: H_GT Audit Review Report

RESOURCES

Discipline Records

(folders with PEIMS mandatory placement events)

  • FSC website: LEP

Review Preparation Guide Chancery: H_LEP Audit Review Report

RESOURCES

G/T Records

(folders, the Chancery GT Roster and the G/T Professional Development Form)

LEP Records

(folders and the LPAC binder)

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In-School Suspension (ISS)

  • Parent Notification Letter - signed and dated by an administrator.

(See letters on the Federal and State Compliance website.)

Out of School Suspension (OSS)

  • Parent Notification Letter - signed and dated by an administrator.

(See letters on the Federal and State Compliance website.)

District Alternative Education Program (DAEP)

  • DAEP Parent Notification Letter. (See letters on Student Discipline website.)
  • Copy of Online DAEP Referral Application.
  • Copy of approval/rejection email from the DAEP administrator.

Juvenile Justice Alternative Education Program (JJAEP)

  • JJAEP Parent Notification Letter(s). (See letters on Student Discipline

website.)

  • Copy of Online JJAEP Referral Application.

Discipline Folders – Required Documents

  • 1. Discipline Referral
  • REQUIRED for Every Student that is REMOVED from his/her instructional setting.
  • All referral forms must include: student demographic information, description of incident,

Chancery incident number, PEIMS Reason and Action codes, days and dates assigned for consequences, campus of accountability, campus of assignment, police incident number (if applicable to offense), and administrator’s signature and date (ink only).

AND

  • 2. Supporting documentation as outlined below:
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Leavers Folders – Required Documents

  • 1. Exit Information/Leaver Code Assignment Form or Leaver Code Change

Form – REQUIRED for Every Student, grades 7- 12, that withdraws from HISD with one of the

leaver coders in PEIMS Appendix D.

  • All Leaver forms must include: campus name, student demographic information, leaver

code, and administrator’s signature and date (ink only). Administrators must determine coding.

AND

  • 2. Supporting documentation – must be attached behind each leaver form. ALL

documentation must meet PEIMS Appendix D requirements. Read and become familiar with leaver codes and documentation in PEIMS Appendix D. Use the most recent HISD-approved forms only. Type or complete forms in ink. No signature stamps. Do not enter data in Chancery without a leaver form signed and dated by an administrator AND sufficient documentation. Never use correction tape/fluid to revise documents.

Gentle Reminders…….

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Resources on the FSC website, – Compliance Monitoring page, http://www.houstonisd.org/Page/62515 – Discipline Reporting page, http://www.houstonisd.org/Page/61625 – Leaver Reporting page, http://www.houstonisd.org/Page/68125

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Federal and State Compliance

WHAT’s New?

  • District Calendars, Important Dates, and UIL

Reporting Dates

  • School Guidelines
  • TREx
  • Records

Counseling and Student Support Cynthia Nemons, Manager

HOUSTON INDEPENDENT SCHOOL DISTRICT

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2016-2017 District Calendars

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Academic Calendar

Important Dates

UIL Grade

Reporting Dates Report Card Dates

District Early

Dismissal Days

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School Guidelines Assistance

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Cynthia Nemons, Manager 713-556-6744 Allease Shepard, District Registrar 713-556-6744 Yahaira Campble, District Counseling Specialist 713-556-6744

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TREx

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Access

  • New or Switching Schools
  • Email Cynthia Nemons
  • TEA resets password

TEA Online Tutorials

  • TREx Training

(http://www.tea.state.tx.us/index4.aspx?id=3847)

  • HISD trainings (online and face-to-face) supplement TEA
  • nline modules

HISD Trainings

  • Online trainings are on going.
  • Face-to-Face trainings are reserved
  • August 9th, September 15th, October 7th and November 3rd.
  • Email Allease Shepard
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TREx Support

TEA TREx Training Website

http://www.tea.state.tx.us/index4.aspx ?id=3847

Chancery & TREx

Cynthia Nemons CNEMONS@houstonisd.org 713-556-6744

Stephanie Hooks SHOOKS@houstonisd.org 713-556-6744 Allease Shepard ashepard@houstonisd.org 713-556-6744

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Student Records Assistance

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Cynthia Nemons, 713-556-6744 Allease Shepard, 713-556-6744 Stephanie Hooks, 713-556-6744

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HOUSTON INDEPENDENT SCHOOL DISTRICT

State Com Ed At Risk/Homeless/Foster Care

Lisa Jackson Tanya Hinojosa

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Student Information System

Frank Williams, III

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Office of School Choice

Margarita Aguilar, Manager Student Transfer

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Health and Medical Services

Gwendolyn Johnson, Manager

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Dropout Prevention

Beatrice Marquez, Director

HOUSTON INDEPENDENT SCHOOL DISTRICT

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HOUSTON INDEPENDENT SCHOOL DISTRICT

Migrant Education Program Title I, Part C

Presenter: David Glaesemann Migrant Program Specialist

HOUSTON INDEPENDENT SCHOOL DISTRICT

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What is the Migrant Education Program (MEP)

Federal-funded program (Title I, Part C)

Provides supplemental resources to local education agencies to provide supplemental services to migrant children Conducts identification and recruitment of potential migrant students

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Goal of the Migrant Education Program (MEP)

To help migrant students succeed in school and to successfully transition to post-secondary education or employment and to overcome the challenges of:

✔ mobility, ✔ cultural and language barriers, ✔ social isolation, and ✔ other difficulties associated with a migratory lifestyle.

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SLIDE 87
  • Did the family move due to economic

necessity from one school district to another?

Where

  • Is the child under the age of 22?
  • Is the child lacking a U.S. issued high school diploma or General

Educational Development (GED) certificate?

  • Is the child, or does the child have a parent, guardian or a spouse

who is, a migratory agricultural worker or migratory fisher?

Who

  • Did the child move on his/her own or move

to accompany, or join a parent, spouse or guardian, within the preceding 36 months?

When

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Determining Eligibility

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SLIDE 88
  • Was one of the purposes of the move

to seek or obtain qualifying work?

Why

  • What is the qualifying seasonal

employment or temporary employment in agricultural or fishing work?

What

  • It is the migrant child who will benefit from the MEP, and it is the

child who must make a qualifying move.

  • Children qualify because either they are performing qualifying

work after moving, or because they have moved with a parent or guardian who is engaged in qualifying work.

Note:

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Determining Eligibility

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SLIDE 89

Who is a Migrant Student?

Any child under the age of 22, whose parent, spouse, or guardian is a migratory agricultural worker or a migratory fisher and who has moved:

✔ within the last 36 months, ✔ across school district or state lines, ✔ to obtain or seek temporary or seasonal employment in agricultural or fishing industries as the principal means of livelihood.

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SLIDE 90

Out of School Migrant Youth

Out of School Youth (OSY) is a child up through age 21 who is entitled to a free public education and who meets the definition of a migrant student, but who is not currently enrolled in a K-12 school. This could include:

✔ students who have dropped out of school, ✔ youth who are working on a general education development (GED) credential

  • utside of a K-12 school,

✔ youth who are “here-to-work” only.

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SLIDE 91

Emancipated Migrant Youth

Emancipated youth is a child not older than 21 years of age, who is no longer under the control of a parent or guardian, who is solely responsible for his or her

  • wn welfare and eligible for the MEP.

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SLIDE 92

Priority for Services (PFS) Migrant Student

Priority for Services must be served first before any other eligible migrant student can be served due to the following reasons:

✔ Are in grades 3-12 and have failed one or more sections of the STAAR ✔ Whose education has been interrupted during the regular school year ✔ Are in grades K-2 and have been designated as LEP or who have been retained

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SLIDE 93

Challenges of a Migrant Student

✔Schooling can be frequently interrupted as their families move in search of work. ✔Students fail or dropout due to circumstances which arise from their situation.

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Benefits of Migrant Education Program

✔To increase educational resources available to migrant students. ✔Students gain new resources to adjust to a new school and keep up academically, thus lessening the negative educational consequences associated with migration.

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SLIDE 95

Supplemental Services for Migrant Students

✔School supplies and clothing vouchers ✔Tutors for identified priority migrant students ✔Stepping Stones (home-based program for three and four year old children) ✔Monitoring of academic achievement ✔Parent Meetings

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SLIDE 96

Supplemental Services for Middle School Migrant Students

✔ Provide mentoring programs to develop learning and study skills ✔ Provide homework assistance ✔ Increase school’s staff awareness to implement appropriate interventions for academic and nonacademic concerns ✔ Provide supplemental information to parents on how to collaborate with school staff

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Additional Services for High School Migrant Students

✔ Online course and Credit-by-Exam ✔ Vouchers for night/weekend high school tuition at Houston Community College ✔ University of Texas Austin Correspondence Courses ✔ Migrant Scholarships ✔ College Assistance Migrant Program (CAMP) ✔ Tutors for at risk students

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SLIDE 98

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Identification Process

✔ Federal and state laws require that all school districts identify and recruit migrant students. ✔ Students living within the Houston ISD school boundaries are identified and recruited by the MEP recruiters according to the eligibility criteria.

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SLIDE 99

Identification Process

✔ Houston ISD assists the state in identifying students who may qualify for the Migrant Education Program by using the Family Survey. (http://www.houstonisd.org/Page/58561) ✔ At the beginning of the school year, campuses include a copy of the Family Survey with their enrollment packet and to new students enrolled throughout the school year.

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SLIDE 100

Identification Process Family Survey

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SLIDE 101

Identification Process

To complete the survey, parents/guardians answer “yes” or “no” to two qualifying questions (as seen below):

  • 1. Has your family moved any time during

the last three years from one school district to another in Texas or within the United States?

  • 2. Were any of these moves made to find

temporary/seasonal working agricultural

  • r fishing?

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SLIDE 102

Identification Process

✔Parents/guardians checking “yes” to both questions complete the rest of the survey and return it to their child’s school. ✔Campuses fax or mail surveys with “yes” to the Migrant Education Program.

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Identification Process

✔Parents/guardians checking “no” to either question do not complete the rest of the survey and return it to their child’s school. ✔Campuses retain all surveys with “no” responses for a period of one academic school year.

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Identification Process

✔Simply moving and then working in agricultural or fishing activities does not necessarily mean that a child is eligible for the MEP. ✔The recruiter (also known as the interviewer) will conduct a face to face interview to determine if the worker is performing work that the MEP deems to be “qualifying work.”

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SLIDE 105

Identification Process

✔Family will be notified if eligible or not eligible for the program. ✔Certificate of Eligibility form is completed during each interview if family qualifies.

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Certificate of Eligibility (COE)

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Certificate of Eligibility (COE)

✔ The COE is an official, legal document that should contain all of the information that the school district will need in order to determine eligibility. ✔ Once a family is determined to have done qualifying work, and a child is determined to be eligible for the MEP, the COE must be kept on file by the school district for future reference and auditing purposes.

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New Generation System (NGS)

✔If eligible, child will be enrolled in the New Generation System (NGS) database. ✔The NGS is a web-based interstate information network that communicates demographic, educational and health data on migrant students to educators throughout the nation.

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SLIDE 109

New Generation System (NGS)

✔ Per Texas Education Agency (TEA), migrant staff must meet timeline requirements for encoding migrant student data into the NGS. ✔ U.S. Congress required the Secretary in Section 1308 (b)(2), to create a national database to ensure the linkage of migrant student record systems for the purpose of electronically exchanging health and educational information regarding all migratory students.

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New Generation System (NGS)

✔ Student Enrollments ✔ Residency Verification ✔ Priority for Services ✔ Withdrawals and At Risk for Non- promotion Indicator ✔ Limited English Proficient ✔ Graduation Plans ✔ Secondary Credit (Fall/Spring Semester Grades) ✔ Missing Credits and Partial Grades ✔ Not on Time for Graduation

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✔ Termination Reason and Dropout Indicator ✔ Alternate Student ID Number ✔ Medical Alert and Immunization Data ✔ State Assessments ✔ Supplemental Program Data and Dropout Recovery ✔ Special Needs and IEP on File Indicator ✔ Summer/Intercession Program Data ✔ Referrals and interventions for academic and nonacademic for middle school students

✔ Facility Reports

Required information that must be entered into NGS:

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SLIDE 111

Student Information System-SIS (Chancery)

✔Only MEP staff enters migrant data into Chancery. ✔Campuses can access their migrant roster in Chancery.

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How to Retrieve Migrant Roster (Chancery)

Step 1 1. Select your campus. 2. Choose “Reports”

  • n bottom left

corner.

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Click on “Reports”

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How to Retrieve Migrant Roster (Chancery)

Step 2 1. Find “LEP IMM MIG” heading. 2. Choose “Migrant Roster.”

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  • 1. Scroll down to “LEP IMM MIG”
  • 2. Click on “Migrant Roster.”
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SLIDE 114

Migrant Education Program Overview (HUB)

  • Self-Enroll in our online course to learn

more.

– Click the tab “Courses” in the main toolbar. – Click Site Course Catalog located in the upper right-hand corner – Type the keyword “Migrant” in the search box. – Click on Migrant Ed. Program Overview – Click Enroll in the Course

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SLIDE 115

To help migrant students succeed in school and to successfully transition to post-secondary education or employment and to overcome the challenges of:

✔ mobility, ✔ cultural and language barriers, ✔ social isolation, and ✔ other difficulties associated with a migratory lifestyle.

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Goal of the Migrant Education Program (MEP)

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SLIDE 116

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Questions?

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SLIDE 117

HOUSTON INDEPENDENT SCHOOL DISTRICT HOUSTON INDEPENDENT SCHOOL DISTRICT

Presenter: David Glaesemann Migrant Program Specialist

Thank you

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SLIDE 118

HOUSTON INDEPENDENT SCHOOL DISTRICT

New Comers Program

  • Dr. Victoria Elizondo

Manager

HOUSTON INDEPENDENT SCHOOL DISTRICT

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SLIDE 119

HOUSTON INDEPENDENT SCHOOL DISTRICT

Questions?

HOUSTON INDEPENDENT SCHOOL DISTRICT