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February 1, 2010

To the Administrator Addressed

Subject: PEIMS Classroom Link Data Collection 2010-2011

The Texas Education Agency (TEA) will begin collecting teacher assignments and student course completion data at the classroom level for grade levels one through twelve as part of the PEIMS 2010-11 data collection. This will allow the state to meet the eligibility requirements of the USDE State Fiscal Stabilization Fund Phase II grant and comply with state legislative mandates. Reporting requirements are limited for the first year of the collection and will be expanded in the 2011-12 school year.

While I understand that it will be a tremendous challenge for all schools to implement these reporting requirements for the 2010-11 school year, the federal and state requirements for the data listed below do not permit TEA to phase in the collection.

USDE State Fiscal Stabilization Fund Phase II Grant

• In order for Texas to be eligible for $1.1 billion in federal funds for school districts through the SFSF Phase II grant, the state must meet the data requirements of the America Competes Act by September 30, 2011. While the state meets most of these data requirements, TEA currently lacks the ability to match teachers to students, and does not collect course grades as part of the statewide longitudinal data system.

Legislative Mandates

• TEC 32.258 requires the agency to establish a secure Student Assessment Data Portal for use by school districts, teachers, parents, students, and public institutions of higher education. The system is required to permit comparisons of student performance at the classroom level, and to enable teachers to readily access student assessment data for use in developing strategies for improving student performance.

• Requirements for the Educator Preparation Program Accountability System have been amended in TEC 21.045 (3) to include the achievement, including improvement in achievement, of students taught by beginning teachers for the first three years following certification, to the extent practicable.

The following changes are required to the PEIMS data collection for 2010-11 in order to meet these requirements.

Changes to the PEIMS Fall 2010-11 Collection

• Information on contract instructional staff should be reported as part of the Fall Staff Data Collection on all staff records except 060 Employment Payroll Accounting. A Staff Type Code has been added to the Staff Identification Record to differentiate district instructional staff and contract instructional staff.

• Class ID Number on the Staff Responsibility Record has been expanded from 6 to 14 characters and must be unique by school year, campus, service id, and course section.

Changes to the PEIMS Summer 2010-11 Collection

• Districts will report a new Course Schedule record for each unique course section offered in grade levels one through twelve. Elementary schools that currently report generic course numbers by grade level will report each instance as a single class. Each record will have a class id that is unique by school year, campus, service code, and course section.

• Cumulative staff information will be reported for instructional staff only, beginning with the last Friday in October. This collection will include Staff Identification, Demographic, Employment, ID Number Change, and a new Teacher Assignment record.

• Teacher Assignments 2010-11 Reporting Requirements - For the first year of the collection districts may report just the last teacher of record for each class. Teacher Assignment Begin and End Dates may be set to the begin and end dates for the class if the district’s current systems do not capture the actual first and last date that each teacher of record was assigned to the class.

• Teacher Assignments 2011-12 Reporting Requirements – Districts should report a record for each teacher assigned to a class throughout the year, starting with the last Friday in October. Teacher Assignment Begin and End Dates should be set to the actual dates the teacher was assigned to the class.

• Districts currently report Student Course Completion records for students in grade levels 9-12. Reporting requirements will be expanded to include grade levels 1-12.

• The following data elements have been added to the Course Completion record: Class ID, Student Begin Date, Student End Date, Course Completion Indicator, Course Grade, and Final Course Grade.

• Course grades will be reported for courses taken for high school credit only.

• Course Completion 2010-11 Reporting Requirements - For the first year of the collection districts may report just the last course section for each course a student completed. Student Begin and End Dates may be set to the begin and end dates for the class if the district’s current systems do not capture the actual first and last date that the student attended the class.

• Course Completion 2011-12 Reporting Requirements – Districts should report a record for each course section in which a student was enrolled throughout the year, starting with the last Friday in October. Student Begin and End dates should be set to the actual dates the student enrolled in and withdrew from the unique course section.

I realize this collection will require significant effort on the part of each district. ESC staff have already attended training on these changes to support districts as early as possible. Should you have any questions, please contact TEA Enterprise Data Management at 512-936-7346.

Sincerely,

Robert Scott

Commissioner of Education

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