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									Data Validation Monitoring
Student-Level Data Review—Leaver Records



             Supplemental Instructions for Completion of the
                   STUDENT-LEVEL DATA REVIEW

                                  Student Leavers
                                     2006-2007

Overview:
Information on leaver/dropout data validation indicators is available in the 2006 Leaver
Records Data Validation Manual available at http://www.tea.state.tx.us/pbm/. The
results of the leaver data analysis are made available to districts and charter schools in
the form of a district-level summary report posted on the Texas Education Agency
Secure Environment (TEASE) accountability application’s PBM link and entitled 2006
Data Validation Report: Leaver Records. On this same site, a local education agency
(LEA) can download the 2006 Data Validation Report: Student Level Leaver Records
report to identify the students who were assigned specific leaver codes relevant to the
Data Validation indicator(s) identified for the LEA. The TEASE site can be accessed
from the following address: https://seguin.tea.state.tx.us/apps/logon.asp. Additionally,
student-level data related to Leaver Indicator #2 may be accessed from the Public
Education Information Management System (PEIMS) Edit+ report PRF0B002:
Statement of Presumed Under-Reported Students.

Process for Conducting a Student-Level Data Review:

Refer to the Focused Data Analysis Guidance Document for Data Validation Monitoring
available on the TEA website at: http://www.tea.state.tx.us/pmi/datamon for additional
information regarding completion of the Student-Level Data Review. A student-level
data review must be completed for each Data Validation Indicator identified for the LEA
for which a Student-Level Data Review (SLDR) probe is identified in the Focused Data
Analysis Probes section, beginning on page 6 of the Focused Data Analysis Guidance
Document. The SLDR is used to determine the accuracy of data reporting. LEAs will
complete the SLDR Templates, Parts A and B. LEAs that have more than one identified
indicator must complete one SLDR Template Part A for each identified indicator. The
SLDR Template, Part A requires LEAs to identify the campus(es) for which data
anomalies are identified. LEAs must use the template to examine campus-level data
reporting issues. LEAs will enter the aggregated results from the SLDR Template, Part
A onto the SLDR Template. Part B. The SLDR Template, Part B is intended to assist
the LEA in summarizing the data from the various LEA campuses to reflect LEA findings
and trends in the data reporting process.


COMPLETING THE STUDENT-LEVEL DATA REVIEW TEMPLATE, PART A:

LEAs are required to complete the Student-Level Data Review (SLDR) Template, Part A,
by providing the requested student-level information for each column of the template.
Most of the student-level information for completing this template is found on the 2006
Data Validation Report: Student Level Leaver Records report available through TEASE.
An example for completing the SLDR Template, Part A is reflected on page 6 of this
document.


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       1.   Enter the following information (generally found on the 2006 Data Validation
            Report: Student Level Leaver Records) on the SLDR Template, Part A.
                       Campus Number
                       Student ID
                       Student Name
                       Leaver Code

       2.   Complete the remainder of the template by entering the following
            information (generally obtained from the student’s permanent folder):
                        Date of Birth
                       Grade Level
                       Withdrawal Date
                       Withdrawal Reason–Include a brief explanation for the student
                        leaving school; do not enter a leaver code (see PEIMS Data
                        Standards – Appendix D for more information).
                       Originally Assigned Leaver Code–Enter the PEIMS leaver
                        code assigned at the time the student withdrew or stopped
                        coming to school.
                       Changed Leaver Code–Enter the leaver code that should
                        have been assigned based on a review of the most
                        appropriate documentation or the lack of appropriate
                        documentation. Documentation utilized must be appropriately
                        dated based on the January submission date for the year in
                        question. If the originally assigned leaver code was correct,
                        enter a zero (0) in the Changed Leaver Code field of the
                        template. For more information about appropriate leaver code
                        documentation, see PEIMS Data Standards – Appendix D.
                       Documentation–This is the original source of documentation
                        validating the Originally Assigned Leaver Code (i.e., records
                        request, parent letter, etc.). Where there is a change in
                        educational setting, the LEA needs to indicate the location of
                        the new school. Verify that the proper code was assigned to
                        each student leaver, based on acceptable documentation as
                        defined in the PEIMS Data Standards – Appendix D for the
                        appropriate school year.
                       Date of Documentation
                       A table of abbreviations has been provided on page 6 of this
                        document as an optional tool LEAs may, but are not required
                        to, use to describe the documentation used to substantiate or
                        question originally-assigned leaver codes.

Record the required student-level information on the Student-Level Data Review
Template, Part A. The LEA is required to sort the information entered on the record
according to campus number to identify patterns of data reporting or anomalies that
occur at given campuses or campus levels. The results of this review must be included
in the focused data analysis findings template.
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COMPLETING THE STUDENT-LEVEL DATA REVIEW TEMPLATE, PART B:

The Student-Level Data Review (SLDR) Template, Part B is used to determine
possible systemic concerns in the leaver coding/withdrawal process. After completing
this document using information from the SLDR Template(s), Part A, the LEA will have a
summary of findings that delineates by leaver code which of the originally assigned
codes were accurate and which were inaccurate.

Use the information from the student list(s) completed in the SLDR Template(s), Part A,
to complete the SLDR Template, Part B. This form requires that the LEA aggregate the
results of the SLDR Template(s), Part A. If an LEA was required to complete more than
one Part A template because the LEA had more than one identified indicator, the results
of each template should be added together and then should be recorded in the
appropriate cell in the SLDR Template, Part B, as indicated below.


       1. Calculate the number of times each code was originally reported by the
          LEA as identified in the SLDR Template(s), Part A and place the
          number in the ―ORIGINALLY ASSIGNED LEA LEAVER CODE”
          column adjacent to the code being reviewed.
       2. If, after completing the review, LEA documentation does not support the
          originally assigned code as identified in SLDR Template(s), Part A, use
          the ―CHANGED LEA LEAVER CODE” column to indicate for each
          leaver code the number of times the originally assigned code was
          determined to be inaccurate.
       3. Utilizing reports downloaded from TEASE and/or Edit+, complete the
          ―Total Files Reviewed‖ cell to indicate the number of student files that
          were reviewed based on information contained in the 2006 Data
          Validation Report: Student Level Leaver Records and/or the PEIMS
          Edit+ report PRF0B002, as applicable.
       4. Indicate in the ―Total Files Identified in DVMS‖ cell the total number of
          student records identified as requiring review based on the 2006 Data
          Validation Report: Student Level Leaver Records and/or the PEIMS
          Edit+ report PRF0B002, as applicable.
       5. The cell titled ―Total Files Missing‖ populates automatically, notifying the
          LEA that they did not account for all student records identified in the
          Data Validation Monitoring System (DVMS).


Any systemic concerns in the leaver coding/withdrawal process identified in the SLDR
must be included on the Focused Data Analysis (FDA) Template applicable to the
indicator(s) and reflected in the Continuous Improvement Plan (CIP). On the CIP, the
local education agency (LEA) shall develop appropriate Desired Results, Measurable
Evidence of Change, Activities, Resources, and Timelines for any anomalies identified
from the internal review. See the Focused Data Analysis Guidance Document and
Continuous Improvement Plan Guidance Document available on the TEA website at:
http://www/tea/state/tx/us/pmi/datamon for additional information.



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                             Frequently Asked Questions
1. What is a student leaver?
     2002-2003 through 2004-2005 leavers:
       A leaver is a student who is enrolled in Texas public school in grades 7-12 during
       a given school year who does not return to Texas public school the following fall.
       A leaver may be a student who graduates, receives a General Educational
       Development (GED) certificate, continues high school outside the Texas public
       school system or begins college, is expelled, dies, officially transfers to another
       district or charter, or drops out of school.

       2005-2006 through 2006-2007 leavers:
       Leaver reason codes are organized into the following broad categories:
       completed high school or General Educational Development (GED) program;
       moved to other educational setting (not a Texas Public School); withdrawn by a
       school district; or other (e.g., reason isn’t known or isn’t listed in the PEIMS Data
       Standards). Refer to Code Table C162 of the Texas Education Agency (TEA)
       2006-2007 PEIMS Data Standards for specific definitions. Leaver records are
       not submitted for students who enroll in other Texas public school districts and
       students who obtain GED certificates at Texas examination sites by August 31st
       of the year under review. Students who move to other Texas public school
       districts are considered movers, not leavers. Documentation as described in
       Appendix D, PEIMS Data Standards, is not required for movers; however,
       districts may wish to develop local policy regarding documentation for movers.
       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.

2. What are underreported students?
       Underreported students are students who were submitted to PEIMS in one
       school year and fail to appear as enrolled or withdrawn the following school year.

3. How do I find underreported students?
     An LEA can review the EDIT+ report PRF0B002, Statement of Presumed Under-
     Reported Students.

4. What is an unreconciled student leaver?
       Unreconciled student leavers are students reported with any leaver reason and
       not found to have enrolled in another Texas public school, received a GED, or
       previously graduated.

5. How do I determine which student leavers are unreconciled leavers?
     An LEA can review the following EDIT+ reports:
          PRF8D002:       School Leaver Roster
          PRF8D003:       School Leaver Summary
          PRF8D004:       Non-Dropout Non-Graduate Leaver Roster***contains
                          both reconciled and unreconciled leavers. This report
                          will be reviewed in conjunction with student attendance
                          records to determine the difference.
          PRF6D002:       Dropout Roster
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       Also, if the LEA has maintained the ―official and reconciled dropouts list,‖ it can
       be compared to the list of students who were coded appropriately by the LEA
       and to a list of no-show students developed by the LEA. This comparison will
       result in the list of unreconciled leavers. If the LEA has not maintained the list,
       the LEA will have to create a list of student leavers that withdrew. From this list,
       the LEA will review each of the student files to determine which of the students
       had appropriate documentation. The students with appropriate documentation
       should be removed from the list, leaving only the students that potentially could
       be unrecovered.

6. How do I review the appropriateness of leaver codes for unreconciled student
   leavers?
       The LEA will utilize the Student-Level-Data Review (SLDR) Template. On the
       SLDR Template, Part A, the LEA will list the students in question. The district or
       charter then will review the withdrawal documentation in the student file. On the
       template, the LEA will identify the documentation in the student file and
       determine the accuracy of the original withdrawal code. If the documentation on
       file fulfills the guidelines found in Appendix D, PEIMS Data Standards, the
       original code is re-entered on the template, and the source of documentation is
       listed. If the documentation on file does not fulfill the guidelines found in
       Appendix D, PEIMS Data Standards, for the original code assigned, the LEA
       places the correct code on the template and lists the source(s) of documentation
       to support the finding. It should be noted that this is not an opportunity to correct
       leaver coding.

       Documentation standards have changed over time and districts are only held
       responsible for meeting the standards in place at the time of submission. Please
       refer to the appropriate leaver documentation requirements found in the PEIMS
       Data Standards for the year in question.

7. Are all students that leave a school district considered leavers?
      No. Effective with 2005-2006, leaver records are submitted for students who left
      the district before the end of the school year, did not return in the same year, and
      did not return in the fall within the school-start window except for: (1) students
      who enrolled in other Texas public school districts who are considered movers
      and (2) students identified by TEA who earned GED certificates at Texas
      examination sites by August 31st of the year under review.
       As you review your leaver documentation, keep in mind this change to leaver
       determinations occurred during the 2005-2006 school year and does not apply to
       documentation related to leavers in school years 2002-2003 through 2004-2005.

8. What happens if an LEA fails to submit required documents or meet other
   requirements related to student assessment data integrity monitoring?
       If required processes are not completed or required documents submitted to the
       TEA, the district may be subject to a higher stage of intervention in the Data
       Validation Monitoring System (DVMS) or other interventions as reflected in the
       DVMS Framework and/or Flowchart available on the TEA website at:
       http://www.tea.state.tx.us/pmi/datamon. Additionally, the commissioner may take
       additional action as referenced in Texas Education Code, Chapter 39.



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           Data Validation Monitoring
           Student-Level Data Review—Leaver Records

                            Optional Abbreviations for Leaver Documentation Codes

                                                                                                DOC
    DOC NAME               SYNOPSIS              DOC NAME                  SYNOPSIS                                SYNOPSIS
                                                                                               NAME

                                                                       DUE PROCESS                             SCHOOL OFFICIAL
         AAR              TRANSCRIPT              DPR MISS                                      SOS
                                                                      RECORD MISSING                             SIGNATURE

                          INCOMPLETE
                                                                                               SOS            SCHOOL OFFICIAL
       AAR INC            TRANSCRIPT              ENR DOC            ENROLLMENT DOC
                                                                                               MISS          SIGNATURE MISSING
                             (AAR)

                          TRANSCRIPT              ENR DOC            ENROLLMENT DOC                            STUDENT RECORD
       AAR MISS                                                                                 SRR
                         (AAR) MISSING              INC                INCOMPLETE                                 REQUEST


                                                                     HSEP CERTIFICATE                         STUDENT RECORD
         AFF               AFFIDAVIT             HSEP CERT                                    SRR INC
                                                                      OF COMPLETION                         REQUEST INCOMPLETE


                           AFFIDAVIT             HSEP ENR            HSEP ENROLLMENT           SSR             STUDENT RECORD
        AFF INC
                          INCOMPLETE               DOC               DOCUMENTATION             MISS            REQUEST MISSING

                         ADJUDICATION                                   INCOMPLETE                          STUDENT SIGNATURE,
         AJR                                            ICD                                      SS
                            RECORD                                    DOCUMENTATION                          QUALIFIED STUDENT

                         ADJUDICATION                                                                        STUDENT TRANSFER
       AJR MISS                                         NAL          NOT A LEAVER FSY           STS
                        RECORD MISSING                                                                          SYSTEM DOC

                                                                            NO
                                                                                              STS DOC        STUDENT TRANSFER
          CO             COURT ORDER                NDOC              DOCUMENTATION
                                                                                                MISS        SYSTEM DOC MISSING
                                                                        IN FOLDER

                         COURT ORDER                                     NO STUDENT
       CO MISS                                          NSF                                    WDD           WITHDRAWAL DATE
                           MISSING                                         FOLDER

                        CAMPUS/DISTRICT                                   STUDENT              WDD           WITHDRAWAL DATE
         DEST                                            OB
                          DESTINATION                                     OBITUARY             MISS              MISSING

                                                                          PERSONAL
                        LEA DESTINATION                                                        WDD,         WRONG WITHDRAWAL
       DEST MISS                                         PID           IDENTIFICATION
                            MISSING                                                           WRONG               DATE
                                                                            ERROR
                         DUE PROCESS                                                                         WITHDRAWAL FORM
         DPR                                             PS         PARENT SIGNATURE           WDF
                           RECORD                                                                                COMPLETE
                         DUE PROCESS
                                                                    PARENT SIGNATURE           WDF           WITHDRAWAL FORM
       DPR INC             RECORD                  PS MISS
                                                                        MISSING                INC              INCOMPLETE
                         INCOMPLETE

                                    Example of Completed SLDR Template, Part A
                                 Originally
                                                                                              Changed
Campus    SSN/Student            Assigned     Date of      Grade    Withdrawal   Withdrawal                              Documentation
                         Name                                                                  Leaver   Documentation
  #           ID                  Leaver       Birth       Level       Date       Reason                                     Date
                                                                                                Code
                                   Code

                        Smith,                                                    College                  Proof of
 001       xxxxx6789                24        11/21/88         12     5/15/06                    0      Enrollment Sam      5/30/06
                         xxxx                                                    enrollment
                                                                                                         Houston State
                                                                                  Enroll In
                        Smith,                                                     School               WDF INC– no
 001       xxxxx6799                82        12/11/90         10     5/26/06                   98                          5/26/06
                         yyyy                                                     Outside                destination
                                                                                   Texas



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