ITF Reprt t PCPEI May 2, 2017 Meeting Minutes Texas Educatin Agency Plicy Cmmittee n Public Educatin Infrmatin Tuesday, May 2, 2017 Wm. B. Travis Building, 5-103 1701 N. Cngress Avenue 10:00 a.m. 2:00 p.m. Call t Order Mary Ann Whiteker (Chair) Mary Ann Whiteker called the PCPEI meeting t rder at 10:00 a.m. Rll call f the PCPEI members attending the meeting was taken by Bryce Templetn. PCPEI members present: Mary Ann Whiteker Jeff Gldhrn Lisa Garcia Danny Lvett Paul A. Nrtn Mary Beth Matula Mary Mrgan fr Dr. Clyde Steelman Sctt Lewis fr Janet Spurgin Paul Clre Cdy Carrll Marcs Zrla fr Brian Gttardy Lynda Hffpauir with Danny Lvett Damn Jacksn fr Berhl Rbertsn Charltte Baker with Mary Beth Matula Bernadette Cardenas Ben Bhatti ITF Member Present: David McKamie, ITF Vice Chair TEA Staff Present: Terri Hansn Sctt Jhnsn Jhn Reese Melissa Lemns Bryce Templetn Jamie Crwe Glenn Sheltn Jeanine Helms Apprve Minutes frm the January 17, 2017 PCPEI Meeting Actin Item Paul A. Nrtn mtined t apprve the meeting minutes frm the January 17, 2017 PCPEI meeting as presented. Paul Clre secnded the mtin. The mtin was passed unanimusly. Page - 1
ITF Reprt t PCPEI May 2, 2017 Part A: March 7, 2017 ITF Meeting 1. Migratin f PET Functinality t TSDS Unique ID 2017-2018 Schl Year Actin Item Because the EDIT+ system has been replaced with the recent statewide implementatin f the Texas Student Data System fr all schl districts and charter schls, TEA is prpsing t capture the Persn Enrllment Tracking (PET) data thrugh the TSDS Unique ID system. The TSDS PET prject's purpse is t prvide LEAs with functinality t dynamically maintain student enrllment and withdrawal infrmatin within the TSDS system fr students matriculating within the state f Texas. The PET prcess ffers an efficient and reliable way t dynamically track public schl student enrllments and withdrawals. By migrating this functinality t TSDS, users will n lnger have t access the PIDSEARCH applicatin in the legacy EDIT+ system. Glenn Sheltn explained the prpsed changes that wuld be implemented fr the 2017-2018 schl year. The fllwing data elements will be added t the UID file frmat: Entry/Exit Date Enrllment Year (Schl Year) Entry/Exit Type Entry/Exit Verified Flag Entry/Exit Cde Enrllment Status Glenn Sheltn went thrugh the reprts that wuld be develped fr the enrllment data in TSDS Unique ID. UID0-000-001 Presumed Duplicate Student Reprt fr Enrllment UID0-000-002 (Parameter driven reprt) Ptential Mvers Shwing Withdrawn, Ptential Mvers Nt Shwing Withdrawn, Ptential Leavers Shwing Withdrawn, Ptential Leavers Nt Shwing Withdrawn UID0-000-003 (Parameter driven reprt) Fall Enrllment Status f Prir Schl Year Ptential Leavers, Fall Enrllment Status f Prir Schl Year Ptential Cntinuing Students UID0-000-004 Student Enrllment Rster Reprt UID0-000-005 Submissin Summary Reprt this reprt may be incrprated int the UID0-000-004 Student Enrllment Rster reprt UID0-000-006 Missing Submissin Reprt ITF Discussin: The flr was pened fr discussin regarding the prpsed migratin f PET functinality t TSDS Unique ID. Peggy Sullivan began by asking if this prcess wuld cnsist f tw separate batches. Glenn replied that the prcess has nt changed but there is the additin f the enrllment data which wuld be included in the batch lads. Peggy then explained the prcess at her district (Dallas ISD). Currently she submits PET nce a week and the UID file a few times a week. She cntinued t say that her PET lad is district-wide but her UID lad is nly thse students withut a UID. Due t the amunt f time it takes t cmplete this prcess she wanted t cnfirm that this wuld nt make the prcess lnger. Glenn respnded that initially all students wuld be submitted, but then nly thse students with changes wuld need t be submitted. Peggy indicated that this wuld be a vendr change where tw parameters wuld need t be set up (1. Students needing UID; 2. Whle schl district). Terri Hansn Page - 2
ITF Reprt t PCPEI May 2, 2017 interjected that a district shuld send changing enrllment recrds instead f all students. Dennis Telas explained that districts d send in all students as there is a degree f the unknwn and this ensures that all changes are caught. Terri Hansn stated that nthing with this migratin prevents a district frm sending all recrds every time and that yu can send UID infrmatin withut enrllment data. Nancy Dunnam inquired abut the ramificatins if a district has nt submitted their files as they shuld. Glenn stated that the enrllment / withdrawal infrmatin culd be added t the student extract recrd during the week and submitted, in essence, a PET submissin. Terri Hansn included that this migratin des nt lift the requirement fr districts t participate in this prcess. The mnitring may be different than PET but the requirement stands. Terri cntinued that updating the enrllment data will be dne when a district submits their weekly enrllment data this claims the student fr that district. She cntinued by stating that the system will g ff the dates. Glenn Sheltn asked fr guidance as t whether tw fields wuld be useful t this prcess. Entry / Exit Cde The cmmittee unanimusly agreed that this field was nt necessary. Enrllment Status - The cmmittee unanimusly agreed that this field was nt necessary. Peggy Sullivan asked as t whether the language used culd be changed. She was specifically referring t Entry and Exit as these are nt terms districts typically use. Glenn Sheltn stated that these terms are frm eschlar but shuld be changeable t Enrllment / Withdrawal. Peggy then inquired abut the meaning f unverified fr the Entry/Exit Verified Flag element. Terri Hansn stated that the unverified is a default. Peggy requested that the unverified be left as blank as it implies that smething needs t be dne with the recrds. Terri respnded that TEA wuld inquire with eschlar t see if this is pssible. Brenda Padalecki asked if the delete remves the recrd altgether. Brenda then asked if, with this migratin, a user culd still use the e-mail functinality t email the persn wh submitted the file. Glenn replied that this may be pssible based n research he had dne. Peggy stated that this needs t be a requirement. TEA tk the actin item t research this requirement. Peggy Sullivan inquired as t whether the UID screen culd be updated t hide/remve sme fields and add thers, particularly the Persn Type (remve), Grade Level (add), District Hyperlink (add), and Untitled clumn (remve). Glenn Sheltn said that there is sme capability t mdify the screen s this is smething TEA culd lk int. Glenn Sheltn asked the cmmittee when the best time wuld be fr districts t cutver t this new prcess. Mst members indicated that January (after Fall resubmissin clses) r February 2018 wuld be best. Glenn then asked hw many years f data shuld be cnverted ver t which it was decided current year plus tw (2) histrical years. Peggy Sullivan inquired if Edit + wuld still be available as she currently checks there. Terri Hansn cnfirmed that Edit + is available fr five (5) mre years (this year included). Nancy Dunnam requested that Glenn summarize what had been discussed: Migratin f PET t TSDS UID with the Entry/Exit Date, Enrllment Year, Entry/Exit Type, Entry/Exit Verified Flag with the change frm Entry/Exit t Enrllment/Withdrawal. On the Texas Unique ID Enrllment screen an All Schl Year parameter fr the filter was requested. Lk int the Submissin Summary Reprt and what will be included. On the Duplicate Enrllment Reprt, prvide a parameter t exclude Calendar and Verified event types frm the reprt. Cutver shuld be after Fall resubmissin; Late January r February Cnvert current year data and tw years f histrical data Review email capability Page - 3
ITF Reprt t PCPEI May 2, 2017 Review cnfigurability f fields n screen Peggy Sullivan asked if it wuld be pssible t see an updated display nce it is available. Glenn Sheltn said that this shuld nt be an issue. Nancy Dunnam suggested that this culd be dne using email crrespndence. Glenn then asked the cmmittee if it wuld be pssible t have sme vlunteers that wuld be willing t wrk with him and Jhn Reese as they cntinue wrking thrugh this prcess. Brenda Padalecki, Dara Fuller, Peggy Sullivan, Dennis Telas, Keitha Ivey, and Debbie Largent vlunteered. ITF Actin: The ITF cmmittee made a recmmendatin t apprve the Migratin f PET Functinality t TSDS Unique ID fr 2017-2018. The mtin cnsisted f the fllwing cmpnents: Migrate the PET data cllectin t the Unique ID System; Bring ver all existing data elements frm the PET system plus add: Entry/Exit Date; Entry/Exit Type; Enrllment Year; Entry/Exit Verified Flag; Cnfigure TSDS Unique ID Enrllment screens and add All Events (All Schl Years) filter Cnvert the existing PET reprts t wrk with the UID system; Add parameters t the Duplicate Enrllment Reprt; Rllut the new versin f UID that tracks enrllment histry in January/February 2018; Cnvert the current year plus tw (2) prir years f enrllment histry; and Research an email cmmunicatin feature in the UID system. PCPEI Discussin: David McKamie presented the Migratin f PET Functinality t TSDS Unique ID fr the 2017-2018 schl year. David McKamie asked Glenn Sheltn if he had an update n the pssibility f email functinality with the migratin. Glenn Sheltn stated that he has created a prpsal fr this but it has nt yet been presented. Terri Hansn included that the Texas Educatin Agency (TEA) has inquired with eschlar regarding this pssibility and eschlar has given TEA the g-ahead. She included that there is still sme finalizatin wrk t be dne with the technical team but that the prpsal is being wrked n t ensure the email functinality is included with the migratin. Paul Clre asked if the prcess wuld be an autmatic transitin prcess. David McKamie stated that yes, it is an autmatic transitin prcess. LEA s will require training n the new UID / PET enrllment prcessing and the vendr sftware will have t be updated t adhere t the change in the batch file frmat which includes the new PET Enrllment Event element. David McKamie then stated that there was discussin abut pssible vendr changes alng with the cncern regarding prcessing time. Mary Ann Whiteker asked if anyne else had any questins. With n ther discussins, Mary Ann called fr a mtin. Page - 4
ITF Reprt t PCPEI May 2, 2017 PCPEI Actin: Mtin: Paul Clre made a mtin t apprve the Migratin f PET Functinality t TSDS Unique ID fr 2017-2018. The mtin cnsisted f the fllwing cmpnents: Migrate the PET data cllectin t the Unique ID System; Bring ver all existing data elements frm the PET system plus add: Entry/Exit Date; Entry/Exit Type; Enrllment Year; Entry/Exit Verified Flag; Cnfigure TSDS Unique ID Enrllment screens and add All Events (All Schl Years) filter Cnvert the existing PET reprts t wrk with the UID system; Add parameters t the Duplicate Enrllment Reprt; Rllut the new versin f UID that tracks enrllment histry in January/February 2018; Cnvert the current year plus tw (2) prir years f enrllment histry; and Research an email cmmunicatin feature in the UID system. Lisa Garcia secnded the mtin. Vte: The mtin passed unanimusly. Page - 5
ITF Reprt t PCPEI May 2, 2017 Part B: April 11, 2017 ITF Meeting 1. Dmain Overall CASE Rating Actin Item There is a requirement t gather an verall rating fr the Dmain 5 CASE Chices. In rder t capture the verall rating f the three selected CASE chices, the additin f a new element DOMAIN-OVERALL-CASE- RATING is required. The DOMAIN-OVERALL-CASE-RATING will be reprted in the TSDS Cllectin alng with the ther CASE categry ratings. Bryce Templetn intrduced the Dmain Overall CASE Rating prpsal t add a new element, DOMAIN- OVERALL-CASE-RATING, t the LcalEducatinAgencyExtensin and the SchlExtensin. ITF Discussin: Dennis Telas inquired if this new element culd ptentially nt match the OVERALL-RATING- CATEGORY-CODE. Bryce Templetn cnfirmed that the OVERALL-RATING-CATEGORY-CODE is t average all eight (8) (r thse that apply t the district and/r campus) CASE Indicatrs while the DOMAIN-OVERALL-CASE-RATING is fr just fr the three (3) assciated with the FIRST-CASE- CHOICE, SECOND-CASE-CHOICE, and THIRD-CASE-CHOICE selectins made in Submissin 3 f the previus year. Dennis Telas then inquired if there was guidance fr districts t use regarding averaging this infrmatin. Jamie Crwe, frm Perfrmance Reprting, stated that the department will accept whatever the district/campus submits. There currently is n plan fr mnitring this infrmatin due t the specificity f the statute. This will be lcally defined. Nancy Dunnam asked hw the May date was established fr cllecting this infrmatin. Bryce Templetn stated that the first Thursday in May wuld be the cllectin date and that this is the latest date that TEA can receive the data and prepare the data fr the Perfrmance Reprting Divisin t use in the cmputatin f the Dmain accuntability ratings. Dennis Telas had questins cncerning where infrmatin will be presented n the reprt template that was shwn. Bryce Templetn stated that this was a just a mck-up and the final psitining f data n the reprt wuld need t be finalized. Dennis Telas stated that the vendr sftware being used shuld nt pre-ppulate the CASE infrmatin. Bryce Templetn stated that there will be business edits in place t ensure data quality. ITF Actin: The ITF cmmittee made a recmmendatin t apprve the additin f the DOMAIN-OVERALL- CASE-RATING data element t the LcalEducatinAgencyExtensin and the SchlExtensin. PCPEI Discussin: David McKamie presented the Dmain Overall CASE Rating prpsal t the PCPEI members. Paul Clre inquired if a schl district will be able t see their selectins fr the three CASE Chice Indicatrs befre they cmmit t them as they will nt be able t change these nce submissin 3 is clsed. Bryce Templetn explained that a schl district will be able t run a reprt that shws the selectins prir t the when the superintendent signs ff. The schl district will have thrugh re-submissin t make any mdificatins. David McKamie verified that nce the three CASE Chice Indicatrs are selected they cannt be changed. Bryce Templetn cnfirmed the statement and included that campus administratin needs t be certain f the chices selected as these selectins are nt able t be changed in the 2017-2018 schl year. Page - 6
ITF Reprt t PCPEI May 2, 2017 Mary Ann Whiteker asked if TEA is sending ut crrespndence regarding this infrmatin. Bryce Templetn stated that this infrmatin was relayed in the Spring ESC PEIMS Crdinatr training. The field is als mandatry at the district level and receives a warning at the campus level if nt filled ut. Jamie Crwe included that this infrmatin is als being relayed in the TETN meetings and in the T the Administratr Addressed crrespndence. David McKamie stated that his regin is wrking with the Accuntability department t make sure that districts are aware f this requirement. Mary Ann Whiteker asked if the districts are required t reprt n the eight indicatrs and als fr the three CASE Chice Indicatrs. Jamie Crwe explained that districts are still required t prvide all eight indicatrs. Bryce Templetn stated that he wuld make sure each PCPEI member received the HB 2804 PwerPint presentatin that was dne during the ESC PEIMS Crdinatr training. PCPEI Actin: Mtin: Jeff Gldhrn mtined t apprve the ITF recmmendatin t add the E1595 - DOMAIN-OVERALL-CASE-RATING data element t the LcalEducatinAgencyExtensin. Danny Lvett secnded the mtin. Vte: The mtin passed unanimusly. Nte: Subsequent t the apprval f the additin f the Dmain Overall CASE Rating t be used in Dmain 5 f the Texas public schl accuntability system, the Texas Legislature repealed the Dmain 5 cmpnent and all f the CASE data elements. Therefre, TEA is rescinding its request t add this data element t the 2017-2018 TSDS system. Page - 7
ITF Reprt t PCPEI May 2, 2017 2. Update t the DC066 GRADUATION-PLAN-TYPE Cde Table Actin Item The Infrmatin Technlgy Services Business Management Divisin (ITS-BMD) is recmmending revisins t the DC066 cde table regarding nn-applicable high schl graduatin plans. Sctt Jhnsn presented his prpsal t update the GRADUATION-PLAN-TYPE cde table. He explained that the Career and Technical Educatin plan (Cde 01) and the Standard plan (Cde 05) are nt currently being used by the studentgps Dashbards r as valid Texas public schl graduatin plans by the Texas Educatin Agency. ITF Discussin: Nancy Dunnam pened the flr fr discussin but nne f the cmmittee had any questins s she requested that the cmmittee make a mtin. ITF Actin: The ITF Cmmittee made a recmmendatin t apprve the DC066 Cdes Remved fr the 2017-2018 Schl Year prpsal which will remve the Career and Technical Educatin Plan (Cde 01) and the Standard plan (Cde 05) frm the DC066 cde table. PCPEI Discussin: David McKamie presented the Update t the DC066 cde table prpsal. There were n questins regarding the prpsal s Mary Ann Whiteker requested that the cmmittee make a mtin. PCPEI Actin: Mtin: Paul A. Nrtn made a mtin t apprve the DC066 GRADUATION-PLAN-TYPE Cde Table prpsal which will remve the Career and Technical Educatin Plan (Cde 01) and the Standard plan (Cde 05) frm the DC066 cde table. Mary Beth Matula secnded the mtin. Vte: The mtin passed unanimusly. Other Business Discussin Item Mary Ann Whiteker annunced her retirement n June 30, 2017 and stated that this wuld be the last PCPEI meeting she wuld attend. Terri Hansn stated that she wuld let Meldy Parrish knw s that the cmmissiner f educatin can identify a replacement member. Next PCPEI Meeting Discussin Item Bryce Templetn let the cmmittee knw that TEA is uncertain if anther meeting will be required ver the summer. It is pssible that ne may be called in late August depending n what cmes frm the 85 th Legislative Sessin. Adjurnment Discussin Item The PCPEI meeting adjurned at 10:49 a.m. Page - 8