2012–2013 Student Attendance
Accounting Handbook (SAAH)
August 23, 2012
Goals
• Understand
SAAH's purpose
• Understand
basic attendance accounting
rules
• Learn
what's new in this year's SAAH
(*asterisks indicate new information)
2
SAAH Background
• The
SAAH:
•
describes the attendance accounting rules
school districts and charter schools must
follow to generate state funding
•
has the force of law; it is adopted by reference
in the Texas Administrative Code (TAC)
•
is published yearly to include changes in
statute and in other TAC rules
3
Web Location
• Available
on TEA's Student Attendance
Accounting Handbook web page:
4
Web Location
Overview
Section 1
6
Audit Requirements
Section 2
7
General Attendance
Requirements
Section 3
8
Responsibility
3.1
•
Superintendent: Accuracy and safekeeping of all
attendance records
•
Principal: Accuracy of Campus Summary Reports
•
Teacher: Accuracy of absence data (s)he records
•
Attendance personnel: Accuracy of information
submitted (to best of his or her knowledge)
9
Responsibility
3.1 (Continued)
•
Attendance personnel should not determine a
student's coding information
•
Special program staff, directors, and/or
teachers make coding determinations
•
Special program staff are responsible for
accuracy of special program data
10
Age Eligibility: Eligible
3.2.3
•
At least 5 years old on September 1 but less than 21
•
At least 21 years old but less than 26 and admitted to
complete diploma requirements
•
At least 3 years old, has a disability, and meets
special ed. eligibility requirements
11
Age Eligibility: Eligible
3.2.3 (Continued)
•
21 years old on September 1 and receiving special
ed. services (eligible for services through end of
school year or graduation)
•
Has a disability, has graduated under 19 TAC
§89.1070(b)(3), and still has need for special ed.
services (may be served through age 21)
•
Eligible for PK and meets PK age
requirements by September 1 of school
year (half-day funding)
12
General Attendance-Taking Rules
3.6
•
Students who are on campus and in classroom at attendance
time must have attendance taken by the classroom teacher
•
“Signing in” not acceptable
•
Each teacher recording attendance must certify that
attendance records are correct *by signing and dating the
attendance record within 1 week of the attendance recorded*
•
*Signing/dating hard copy of attendance record is
not necessary if automated attendance system can
track ID of those entering information and date/time
of data entered (i.e., meets reqs. in 2.2.3)
13
Waivers
3.8.2
•
Missed instructional days
•
Low-attendance days
•
Early-release days
•
Dual credit and calendar mismatch
between school and college
(number of days or start date)
•
*Remote instruction (covered in Section 11)
•
Check if waiver granted at
http://mansfield.tea.state.tx.us/Tea.Waivers.Web
/Default.aspx
14
Summer School
3.8.4
• Not
eligible for state funding
• 180
days/year is limit for funding
• Except
for specific programs authorized by statute
• *Only
currently funded program is program for providing
extended school year services to
eligible special education students
• *Optional
Flexible School Day Program
students cannot earn more than
equivalent of 180 days
15
Special Education
Section 4
16
Special Education: Eligibility
4.2
•
*To be eligible for services, student must be
“child with a disability”
•
*Admission, review, and dismissal (ARD) committee
or individualized family services plan (IFSP)
committee makes determination
Special Education: Eligibility
4.2
Services must be made available to eligible students:
•
on their third birthday
•
if they are not 22 on September 1 of current year and
have no regular high school diploma
•
who meet all three requirements below:
•
not 22 on September 1 of current year
•
received high school diploma under 19 TAC §89.1070(b)(3)
•
returning to school under 19 TAC §89.1070(f)
Services also must be made available to
students 0–2 with visual/auditory impairments
Special Education: Enrollment
4.3
Student Not Previously Receiving Services
•
ARD committee meets to determine student's eligibility
and placement, develop IEP, and determine date
services will begin
•
Special education staff provide coding info and
effective date to attendance personnel ASAP
•
Attendance personnel record codes,
effective date in attendance system
•
Effective date is date services begin,
not date ARD committee developed IEP
Special Education: Enrollment
4.3
Student Whose Arrangement/Setting Is Changing
•
ARD committee meets to review IEP, makes any necessary
changes in placement, specifies any necessary coding
changes, and determines effective date of changes
•
Special education staff provide coding info changes and
effective date to attendance personnel ASAP
•
Attendance personnel record codes,
effective date in attendance system
•
Effective date is date services in
new placement begin, not date
ARD committee developed IEP
Special Education: Withdrawal
4.4
•
Student withdrawn when:
•
student withdraws from school,
•
ARD committee determines student is no longer
a child with a disability, or
•
*parent revokes consent for services in writing
•
*Prior written notice must be provided
at least 5 school days before services will be
discontinued, unless parent agrees otherwise
•
ARD committee must provide effective date
of dismissal to attendance personnel ASAP
Special Education: Private School Students
Eligible for and in Need of Services
4.5
•
*For 3- or 4-year-olds eligible for and in need of services,
parents may:
• enroll student only in the public school,
• “dual enroll” student, or
• decline to have student enroll in public school
•
For students 5+ who are eligible for and in need of
services, parents may enroll student full-time in
the public school
• If parents do not, district must make services
available as provided in 19 TAC §89.1096
(district obligation limited, any services provided
under services plan, not an IEP)
*Instructional Arrangement/Setting Codes
4.7
•
*“Table of contents” with hyperlinks added
•
*Codes now listed in numeric order
•
*More links to outside references
•
*More hyperlinked cross-references
•
CTRL + click to go to
•
ALT + left arrow key () to go back
*Instructional Arrangement/Setting Codes
4.7
•
*Code 00 section revised for clarity
•
*Code 01 – homebound section now includes
info specific to students under 6
•
*Code 40 – mainstream and code 41/42 – resource room/ services sections
revised for clarity
•
*Guidance specific to codes 41–44 now
immediately after those sections (4.7.13)
•
*Codes 81–89 – residential care and treatment
facility section: Statement added that not for
use for students in foster family-homes
*Speech Therapy Indicator Codes
4.8
•
*Speech therapy indicator code section revised for clarity
•
Codes:
•
Code 0: No Speech Therapy
•
•
Code 1: Speech Therapy “Only”
•
•
Student receives special ed. services but not speech therapy
Student receives speech therapy but no other
services that are provided through an
instructional arrangement/setting
Code 2: Speech Therapy With Other Services
•
Student receives speech therapy as well as
other services that are provided through an
instructional arrangement/setting
*Preschool
Programs for Children With Disabilities
(PPCDs)
4.9
•
*New major subsection
•
4.9.1: Eligibility
•
4.9.2: State funding
•
4.9.3: PPCD and prekindergarten programs
•
*Updated chart: PK-eligible and -ineligible side-by-side
•
4.9.4: PPCD and kindergarten programs
•
4.9.5–7: PPCD and Head Start, preschool,
and child care programs
•
•
*Updated chart (4.9.8)
4.9.9: PPCD and dual enrollment
*Other Special Education Topics
4.10–4.13
•
*4.10: Dedicated section on services for infants, toddlers
•
*4.11: Dedicated section on shared services arrangements
(SSAs)
•
Includes info on regional day school program for the deaf
SSAs
•
*4.12: In “Exceptions to Norm” coding chart,
Head Start coding info corrected
•
*4.13: Extended school year (ESY) services
info revised for clarity
Special Education: Eligible Days Present and
Contact Hours, Documentation
4.15 and 4.16
•
4.15.1: Chart with contact-hour determination info
•
4.16: Documentation
•
•
•
Homebound log, etc.
ARD/IFSP committee documentation, including IEP or IFSP
Eligibility statements
•
Homebound
•
Hospital class
•
Residential care and treatment facility
Special Education Teacher Requirements
4.17
•
Special ed. teachers must meet state special ed.
certification requirements for grade level in addition to
NCLB requirements
•
If general ed. teacher is highly qualified, the special ed.
teacher providing assistance does not have to be highly
qualified for that core subject
•
More information at TEA Highly Qualified
Teachers page:
http://www.tea.state.tx.us/index4.aspx?id=4650&menu_id=798
Career and Technical
Education (CTE)
Section 5
30
CTE: Grade Levels Eligible for Funding
5.2.1
•
Grades 9–12
•
Grades 7 and 8, if students eligible for and
enrolled in CTE for the Disabled courses
CTE for the Disabled (CTED) Courses
5.9
•
Grades 7–12
•
Require ARD committee approval
•
Classes must be self-contained and
serve only special education students
Bilingual/English as a
Second Language (ESL)
Section 6
33
Prekindergarten (PK)
Section 7
34
PK: General Requirements
Section 7
•
Any district may offer PK, but district must offer PK if it
identifies 15 or more eligible children who are at least
4 years of age on or before September 1 of current school year
•
Eligible students cannot be charged tuition for the
half day that is FSP funded (state funded)
•
Eligible students can be charged for the additional
half day not funded by FSP
•
Students must be 3 or 4
•
A class may serve both 3- and 4-year-olds
•
State funding is half-day (special ed. exception)
Gifted/Talented
Section 8
36
Pregnancy Related
Services (PRS)
Section 9
37
CEHI and Special Education
9.12
•
Additional service requirements to earn eligible days present
Nontraditional Schools
Section 10
39
Disciplinary Removals of
Students With Disabilities
10.10
•
Removal for violations of student code of conduct limited to not more than
10 consecutive school days
•
For removals over 10 consecutive school days, ARD committee must determine
whether misconduct was manifestation of disability
•
Student removed for 10+ school days in same year must continue to receive
services
•
Student removed for fewer than 10 days must also continue to
receive services if district provides educational services to
students without disabilities who are similarly removed
•
District may remove student for up to 45 days for misconduct
involving weapons, drugs, or serious bodily injury without regard
to whether misconduct was manifestation of disability
Nontraditional Programs
Section 11
41
Nontraditional Programs
Section 11
•
Nontraditional programs include:
•
dual credit
•
Optional Flexible School Day Program
•
Optional Flexible Year Program
•
High School Equivalency Program
•
Texas Virtual School Network
•
*remote instruction
*Remote Instruction
11.10
•
Instruction provided through a technology that allows for realtime, 2-way interaction between student and teacher in
different locations (e.g., interactive video conferencing)
•
Includes:
•
•
•
•
remote conferencing
(attendance based on 2-through-4-hour rule)
remote homebound instruction
(attendance based on hours of individualized
instruction and homebound funding chart)
distance learning
Waiver required (except for distance learning)
*Remote Instruction: Remote Conferencing
11.10.1
•
Remote conferencing: Regular education
•
Student at off-campus location able to virtually participate
in classes provided on the student’s campus
•
Must be unable to attend school because of a temporary
medical condition documented by physician
•
Attendance based on 2-through-4-hour rule and whether
student virtually present at attendance time
•
Remote conferencing is not the same as
homebound instruction
*Remote Instruction: Remote Conferencing
11.10.2
•
Remote conferencing: Special education
•
Situation in which:
• student
at off-campus location able to virtually participate in
classes provided on the student’s campus or
• student
at on- or off-campus location receives instruction or
services from an appropriately credentialed individual who is
at a different location (e.g., speech therapy)
•
ARD committee must determine appropriate
•
Attendance based on 2-through-4-hour rule and
whether student present/virtually present at
attendance time
•
Remote conferencing is not the same as
homebound instruction
*Remote Instruction: Remote Homebound
11.10.3
•
Remote homebound instruction: Regular education
•
Student at home or hospital receives individualized remote
instruction through homebound program
•
All program requirements except in-person instruction
must be met
•
Attendance based on number of hours of individualized
homebound instruction student receives and
homebound funding chart
•
Remote conferencing ≠
remote homebound instruction
*Remote Instruction: Remote Homebound
11.10.4
•
Remote homebound instruction: Special education
•
Eligible student at home or hospital receives individualized
remote instruction through special education homebound
program
•
All program requirements except in-person instruction must be
met; ARD committee must determine appropriate
•
Attendance based on number of hours of
individualized homebound instruction
student receives and homebound funding chart
•
Remote conferencing ≠
remote homebound instruction
*Remote Instruction: Distance Learning
11.10.5
•
Only form of remote instruction that does not require waiver
•
Student physically located at his or her home campus
participates in a class provided at another campus in same
district or another district at which students and a teacher are
physically present
Additional Information
•
Section 12 - Appendix
•
•
•
•
Definitions
•
Information on weighted funding
Definitions and terms
Index (page 287)
Resources (page 289)
•
•
•
Section 13 - Glossary
•
•
ADA and funding
Links to helpful websites
Change document
FAQs
Additional Information
•
Direct link
• http://www.tea.state.tx.us/index2.aspx?id=7739
•
Student Attendance Accounting Handbook Listserv
• www.tea.state.tx.us/list
Contact Information
Belinda Dyer
belinda.dyer@tea.state.tx.us
(512) 475-3451
Nicole Schuessler
nicole.schuessler@tea.state.tx.us
(512) 475-1632
Beth Davis
beth.davis@tea.state.tx.us
(512) 463-4554
Attendance mailbox:
attendance@tea.state.tx.us