Simple Solution. Brighter Futures. Residential Facility ......Sep 20, 2010 · 01 031912 SAN BENITO...

Residential Facility (RF) Tracker CollectionTraining for Special Education Program Area Staff

Region One Education Service Center Presenters: Gracie Avalos, Education Specialist Diana Perez, PEIMS Specialist

October 09, 2020

Simple Solution. Brighter Futures.

AGENDA

I. RF Tracker Purpose

II. Data Elements Reported

III. Data Flow Overview

IV.Submission Timeline

V. TEAL/TSDS Roles Required

VI.TIMS Support

2© 2020 Region One Education Service Center

PURPOSE© 2020 Region One Education Service Center

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BACKGROUND

On April 15, 2004, the United States District Court issued a decision in the Angel G. vs. Texas Education Agency lawsuit and found that the Texas Education Agency (TEA) must develop a new monitoring system to ensure that students with disabilities residing in residential facilities (RFs) received a free, appropriate public education (FAPE).

The Commissioner of Education established the Residential Facility Monitoring (RFM) system through which the TEA meets its federal and state special education monitoring obligations for this population.


Texas Administrative Code Section§97.1072. Residential Facility Monitoring; Determinations, Investigations, and Sanctions.(a) Students with disabilities residing in residential facilities (RFs) are a unique and vulnerable population that often has limited access to family members who can advocate for their educational needs. Accordingly, the commissioner of education hereby establishes the Residential Facility Monitoring (RFM) system, through which the Texas Education Agency (TEA) will meet its federal and state special education monitoring obligations under 34 Code of Federal Regulations §300.149 and §300.600 and Texas Education Code (TEC), §29.010, for this population. The definition of an RF for purposes of the RFM system will be included in the Residential Facility Monitoring (RFM) Manual provided in subsection (f) of this section. Districts serving students with disabilities residing in RFs located within the districts' geographic boundaries and/or jurisdictions will be subject to the RFM system. These districts are referred to as RF districts.

(b) RF districts shall report data, as directed by the TEA, in a data collection system accessible through the TEA secure website.

© 2020 Region One Education Service Center

STATUTE

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This data is used to inform stakeholders, such as educators, parents, and legislators, about the effectiveness of educational programs and student outcomes for students residing in residential facilities.

RFT data is also used to support improved student performance and LEA compliance with federal and state special education requirements for a unique and vulnerable population of students who often have limited access to family members who can advocate for their educational needs.


PURPOSE

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WHAT IS A RESIDENTIAL FACILITY?

For reporting purposes, a residential facility is considered a facility that provides 24-hour custody or care of a students with disabilities 22 years of age or younger for:

• detention,• treatment,• foster care, or• any non-educational purpose.

A Residential Facility is NOT

• a traditional foster home licensed by the Texas Department of Family and Protective Services as Foster Family Homes (independent).

• Homeless shelter

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2019-2020 RF Tracker Districts

Region Number LEA ID LEA Name

01 108904 EDINBURG CISD01 031903 HARLINGEN CISD01 240901 LAREDO ISD01 031906 LOS FRESNOS CISD01 245902 LYFORD CISD01 108906 MCALLEN ISD01 031912 SAN BENITO CISD01 240903 UNITED ISD01 108913 WESLACO ISD

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❑ Beginning in 2019-2020, Residential Facility Tracker (RFT) information began being collected through the Texas Student Data System (TSDS).


TSDS Residential Facility (RF)

Tracker Collection© 2020 Region One Education Service Center 9

❑ The RFT collection will leverage data that is already being submitted in the current year PEIMS Summer submission:➢ District Information

➢ Campus Information

➢ Student basic information for Special Education students residing at a Residential Facility and served by the LEA

➢ Special Education Program information for students

❑ Additional Data Elements that will be reported in the PEIMS Summer submission:➢ E1629 Residential Facility Indicator - indicates whether a student resides or

resided in a residential facility at some point during the school year and is

receiving or received special education services

➢ E1632 Effective Date▪ Instructional Setting Code

▪ Primary, Secondary, Tertiary Disability Codes

▪ Special Education Related Services

DATA REQUIREMENTS FOR THE RFT COLLECTION

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Source: Student Information System

PEIMS SUMMER SUBMISSION

➢ E1523 TX Student UID➢ E1627 Residential Facility ID➢ E1630 Date Entered RF➢ E1631 Date Exited RF

➢ E1632 Effective Date (applies to each element below) ➢ E1517 Entry Grade Level Type

➢ E0782 Campus ID of Enrollment

➢ E1633 Attendance Zone Campus

➢ E1634 Educated at Residential Facility

➢ E1635 Surrogate Parent Assigned

➢ E1636 Number of Other Students Assigned to Same Surrogate Parent

➢ E1637 RF Student School Day Length (minutes)

➢ E1638 Campus ID of Enrollment School Day Length (minutes)

➢ E1639 Prior Instructional Setting.


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RESIDENTIAL FACILITY TRACKING INFORMATION

Source: Student Information System


RESIDENTIAL-FACILITY-ID (E1627) indicates the unique residential facility identification number registered with the Texas Education Agency.

Existing Residential Facility IDs:Residential Facility IDs were migrated from prior year into AskTED.If there are changes to an existing Residential Facility, the LEA MUST complete the Residential Facility Identification form and submit via a TSDS Incident Management System (TIMS) ticket. ESC SPED office will review form, before escalating ticket to TEA.Once the change is completed, the TIMS ticket will be returned to the LEA for verification.

Request New Residential Facility ID:The LEA will complete the Residential Facility Identification form and submit via a TIMS ticket. ESC SPED office will review form, before escalating ticket to TEA.Once the Residential Facility ID has been added, the TIMS ticket will be returned to the LEA with the new Residential Facility ID.

DATE-ENTERED-RF (E1630) indicates the date the student enters the residential facility.

DATE-EXITED-RF (E1631) indicates the date the student exits the residential facility.


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http://tea4avholly.tea.state.tx.us/TEA.AskTED.Web/Forms/DownloadRfTrackerFile.aspxhttps://tea.texas.gov/sites/default/files/Residential%20Facility%20Tracker%20Identification%20Form.pdfhttps://tea.texas.gov/sites/default/files/Residential%20Facility%20Tracker%20Identification%20Form.pdf

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Before you extract:✓ Make sure student’s Special

Education information is correct

✓ E1629 Residential Facility Indicator has been flagged

✓ Residential Tracking information has been entered.

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Extract Residential Facility information from the Student Information System

2021

2021

12/03/2020


TSDS RFT Collection

######_000_2021TSDS_202010010930_InterchangeEducationOrganizationExtension.xml

######_000_2021TSDS_202010010930_InterchangeStudentParentExtension.xml

######_000_2021TSDS_202010010930_InterchangeStudentEnrollmentExtension.xml

TSDS PEIMS Summer Collection

######_000_2021SUMR1_202010010930_InterchangeEducationOrganizationExtension.xml

######_000_2021SUMR1_202010010930_InterchangeStudentExtension.xml

(Complex Type: StudentExtension)

######_000_2021SUMR1_202010010930_InterchangeStudentProgramExtension.xml

(Complex Type: StudentSpecialEdProgramAssociationExtension)

Files to Load

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PEIMS SUMMER COLLECTION

EXTRAC TRFT Collection files for RFT from SIS

EXTRAC TPEIMS Summer Collection files for RFT

from SIS

LOADPEIMS Summer Collection Interchanges for

RFT into ODS

Verify PEIMS Summer Data is inserted into--- ODS

RFT COLLECTION

LOAD

TSDS RFT Files into the ODS

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RF LEA Data Completer: Promote > Validate > Makes Corrections and reloads until

Fatal Free and Reports have been reviewed > Completes RFT Application

-------------Verify TSDS RFT data is inserted intoVerify PEIMS Summer Data is inserted into------→

TSDS RF TRACKER SUBMISSION

DATA FLOW OVERVIEW

Data Interfaces Other TEA Systemsthat do not use PID Web Services

ODS

File/WS Load Validation

Load Reports Audit Reports Error Reports

Scheduling Workload

Web Service

PDMPEIMS DataMart

DDMDashboard Data Mart

Dashboard Load

Operational Reports

CoreCollection Data

Mart

TSDS PEIMS App.Promote Loaded DataValidate Submission

Search Data

Finalize Submission

studentGPS™ Dashboards

Educators View

Performance Data

PID Web Service

Other TEASystemsthat need PID checks

State-sponsored

SIS

SIS/HR/Finance/

Other

LEA Stagin

gA

rea

TEDS In

terch

an

geFile

s

TEAL Secu

ritySystem

TEAL Secu

ritySystem

Other agency/ state/federal

systems

Core Coll. App.Embedded in PortalPromote Loaded DataValidate Submission

Finalize Submission

Main_PRD

UniqueID& PID

TSDS PortalHosted by TEA

Education ata Warehouse

Campus/LEA/ESC Systems

DTU

Components Diagram

LEA/ESC Systems

TSDS: Accessible only by campus/LEA/ESC

TSDS: Authorized TEA access

Non-TSDS TEA systems

Client-side validations

eScholar validations

UniqueID validations

Server-side validations

Accessible onl

D

y by campus/LEA/ESC

Ver 3.2 | 1April 2014


The Special Education Program Area Division at TEA requests that the

LEA upload RFT data into TSDS as students come and go at the

residential facility OR at least monthly.

The LEA will not “Finalize” the Collection data in TSDS until all data has been

uploaded and the school year ends.

2020-2021 RFT COLLECTION TIMELINE

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Residential Facility Tracker (RFT) Collection

All RF Tracker data up to this point must be promoted and

validated, and FATAL FREE.

LEA will continue to report RF Tracker data as students enter

and exit residential facilities or on a monthly basis throughout

the school year.

December 4, 2020

RF Tracker ready for users to complete May 17, 2021

RF Tracker submission due date for LEAs July 29, 2021

RF Tracker data available to customers August 12, 2021

PEIMS Summer Submission (Sub 3)

PEIMS Summer first submission due date for LEAs June 17, 2021

PEIMS Summer resubmission due date for LEAs July 15, 2021

TSDS UNIVERSE

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ODS TSDS(make RF Tracker corrections as needed)

Delete Utility Categories:“Delete Student Snapshot Record for TSDS Collection

- Interchange StudentParentExtension“ and “Delete TSDS Enrollment Data for a Specific Student”

CLASS ROSTER

FALL

CHARTER SCHOOL WAITLIST

CLASS ROSTER WINTER

ECDS -KG

SPPI-14

SELA

ECDS-PK

RF TRACKER

Feb

.

Jun.

As

nee

ded

..

TEAL/TSDS ROLES FOR RFT SPECIAL EDUCATION STEWARD

To access RF Tracker, district users must first request access to TSDS within TEAL:

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https://tealprod.tea.state.tx.us/TSP/TEASecurePortal/Access/LogonServlet

TEAL TSDS ROLES FOR RF Tracker

© Copyright 2007-2019 Texas Education Agency (TEA). All RightsReserved. 23

Staff at the LEA who will load the TSDS data files into the ODS:

ODS Data Loader - This role loads the data into the ODS.

Special Ed Program Staff at the LEA who will promote, validate, review reports, and

complete the RF Tracker submission:

Core LEA Data Completer - This role formally certifies the completeness and accuracy of their

data and submits it to TEA. This role can also schedule and monitor promotions, schedule and

monitor validations, and generate reports.

Core Data Approver - This role is generally for the Superintendent or his/her designee at the

LEA. It allows the LEA to request an extension for the RF Tracker submission in extreme situations.

Core LEA Data Promoter - This role initiates the promotion that copies the data over from the

ODS. It can schedule/monitor promotions, validations, and generate reports.

Core LEA Data Viewer - This role can monitor data promotions, data validations and generate

reports.

Special Ed Program Staff at the LEA who will promote, validate, and complete the RF

Tracker submission:

TIMS L1 Support - This role can submit help desk tickets through the TSDS Incident Management

System (TIMs)


❑ TSDS Incident Management System (TIMS) is a web-based

system that allows users to submit incidents when you

encounter problems, have questions about TSDS applications,

or want to request software enhancements.

❑ When a new residential facility opens in the LEA’s geographic

area or when changes are made to a current residential

facility’s basic information, the SPED RFT Steward at the LEA

will submit a TIMS ticket.

❑ The ticket will be escalated to the ESC SPED Dept who

will escalate it to TEA. The Special Education Program

Area Division at TEA will enter the information from the

form in AskTED.

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SENDING RF ID FORM VIA TIMS

❑ Some basic information can be auto-filled based on your TEAL login information.

❑ The Project will be TSDS Support and the Issue Type will be User Request.

❑ Certain fields are required. (Fields with an * are required.)

❑ Be sure that the Subsystem selected is RF Tracker.

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ATTACHING THE FORM TO THE TICKET

❑ Continue scrolling down the page and complete all required fields.

❑ In the Summary field you might enter “RF ID Form”.

❑ In the Description you would give more details such as the name of the residential facility and address.

❑ Priority should be Medium.

❑ Click Browse to attach the RF ID Form. 27



ESCALATING THE TICKET

❑ Check the Escalate to Level 2 box to send the ticket to the ESC.

❑ In the Escalation Organization box choose your ESC.

❑ Click Create to submit the ticket to the ESC.

❑ Your ESC will review the ticket and escalate it to TEA.

❑ The form will be forwarded to the SPED Division who will enter the information in AskTED.

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ADDITIONAL RESOURCES

TEA Website and Communication Resources

• TAA Letter - April 18, 2019

• Residential Facility Tracker Identification Form

Texas Web-Enabled Education Data Standards Resources

• Texas Education Data Standards (TEDS)

TIMS Support Resources

• KB Articles

• TSDSKB-586 – RFT: Residential Facility Tracker FAQ

• TSDSKB-589 – Adding or updating Residential Facility IDs

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https://tea.texas.gov/About_TEA/News_and_Multimedia/Correspondence/TAA_Letters/Residential_Facilities_Tracker_in_the_Texas_Student_Data_Systemhttps://tea.texas.gov/WorkArea/DownloadAsset.aspx?id=51539629250https://tealprod.tea.state.tx.us/TWEDS/86/388/657/0/DataComponents/Interchanges/AssociatedComplexTypes

FREQUENTLY USED ACRONYMS

TSDS Texas Student Data System

ODS Operational Data Store

CCDM Core Collection Data Mart

TEAL Texas Education Agency Login

TEDS Texas Education Data Standards

RFT Residential Facility Tracker

PEIMS Public Education Information Management System

LEA Local Education Agency

AskTED The online Texas Education Directory

SIS Student Information System

UID Unique ID

RF TRACKER

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QUESTIONS?

ESC Technical Support:Diana Perez

[email protected]

956-984-6096

Sergio Saenz

[email protected]

956-984-6090

ESC Special Education

Program Support:Gracie Avalos

[email protected]

(956) 984-6253
mailto:[email protected]:[email protected]

Simple Solution. Brighter Futures. Residential Facility ......Sep 20, 2010 · 01 031912 SAN BENITO...

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