2011-2012 Performance Based Monitoring-Data Validation Monitoring – Leavers

Word Version of Letter

January 5, 2012


SUBJECT: 2011-2012 Performance Based Monitoring-Data Validation Monitoring – Leavers

The Texas Education Agency (TEA or the agency) previously outlined key provisions of state legislation (House Bill 3459, 78th Regular Legislative Session) that significantly revised the scope of school district monitoring. This system is referenced as the Performance-Based Monitoring (PBM) system. The PBM system relies on the evaluation of performance and program effectiveness data at the state level. Therefore, one important aspect of the agency’s PBM system is data validation monitoring (DVM). Data validation analyses evaluate district leaver/dropout records, assessment data, Public Education Information Management System (PEIMS) student identification (PID) errors, discipline data, attendance data, and state compensatory education data. Districts and charter schools are subject to additional data analyses, including random audits, as necessary to ensure the accuracy of data submitted to the agency.

Data validation interventions are coordinated with performance interventions to the extent possible and tailored to data accuracy concerns. The DVM for leaver records will be conducted during the 2011-2012 school year. However, because the 2011 PBM discipline data validation indicators and the 2011 student assessment data validation indicators will not be released for the 2011-2012 school year, the data validation monitoring for discipline and student assessment will be postponed for 2011-2012.

Monitoring determinations regarding DVM for leaver records are the result of leaver records data validation analysis implemented by the agency’s Performance-Based Monitoring Division. Information related to the leaver data validation indicators is available in the 2011 Leaver Records Data Validation Manual available at http://www.tea.state.tx.us/interiorpage.aspx?id=4664. The results of the leaver data analysis are made available to districts and charter schools in the form of a district-level summary report and student-level reports posted on the TEA Secure Environment (TEASE) accountability application’s PBM link and entitled 2011 Data Validation Analysis: Leaver Records. To access TEASE, go to: https://seguin.tea.state.tx.us/apps/logon.asp.

The purpose of this letter is to notify local education agencies (LEAs) that 2011-2012 interventions staging information for DVM-Leaver Records will be available on the Intervention Stage and Activity Manager (ISAM) application on the TEASE the week of January 9, 2012.  A document to assist LEAs in accessing the ISAM system is available on the TEA website under the How Do I…  section of the TEA Program Monitoring and Interventions home page at http://www.tea.state.tx.us/pmi.

Upon accessing the ISAM system, an LEA will be able to determine what, if any, stage of intervention has been assigned in the area of DVM-Leaver Records.  If an LEA is selected for Stage 1 through Stage 4 interventions, the due date for completion of all required activities is February 10, 2012. The due date for submittal of required activities for Stage 3 and Stage 4 is February 10, 2012. Stages 1 and 2 will submit only upon request by TEA.

Monitoring documents and tools for conducting the data validation intervention activities will be posted to ISAM and the TEA website on the week of January 9, 2012. To access the DVM resources, go to the Data Validation Monitoring link in the left column of the PMI web page at http://www.tea.state.tx.us/pmi. A supporting Summary of Interventions document also provides detailed information on intervention activities in which an LEA is required to engage related to anomalous 2009-2010 dropout and/or leaver data submitted by an LEA in the fall of 2009 or failure to submit required Person Identification (PID) Enrollment Tracking (PET) reports. LEAs selected for Stage 4 interventions will receive individualized correspondence from the TEA detailing required intervention activities.

LEAs should make every effort to ensure that leaver records reported for the fall snapshot date of October 28, 2011, and subject to submission on December 8, 2011, with a resubmission by January 19, 2012, are accurate and reflect the requirements contained in the 2011-2012 Public Education Information Management System (PEIMS) Data Standards, Appendix D. The education service center (ESC) contacts will be available as resources as an LEA completes the data reporting and monitoring process.

For questions about the 2011 Leaver Records Data Validation Manual or the indicators, please contact Performance-Based Monitoring at (512) 936-6426 or by email at pbm@tea.texas.gov. For questions about interventions, questions about intervention resources, due dates, or submission extension requests; please contact the Program Monitoring and Interventions Division at (512) 463-5226 or by email at PMIdivision@tea.texas.gov.   

We appreciate your support of data validation monitoring and anticipate that a data-driven, performance-based approach will significantly assist LEAs in their ongoing efforts to improve student achievement and data accuracy.


Karen Batchelor


Program Monitoring and Interventions