Data Validation Monitoring (DVM)-Leaver Records

Word Version

November 16, 2012


TO THE ADMINISTRATOR ADDRESSED:

The purpose of this letter is to notify local education agencies (LEAs) that 2012-2013 interventions staging information for Data Validation Monitoring (DVM)-Leaver Records will be available on the Intervention Stage and Activity Manager (ISAM) application on the TEA Secure Environment (TEASE) the week of November 19, 2012. Monitoring determinations for DVM-Leaver Records are the result of leaver records data validation analysis implemented by the agency’s Performance-Based Monitoring. Information related to the leaver data validation indicators is available in the 2012 Leaver Records Data Validation Manual available at http://www.tea.state.tx.us/index3.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 2012 Data Validation Analysis: Leaver Records. To access TEASE, go to: https://seguin.tea.state.tx.us/apps/logon.asp.

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 January 18, 2013. The due date for submittal of required activities for Stage 3 and Stage 4 is January 18, 2013. LEAs selected for 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 November 19, 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 2010-2011 dropout and/or leaver data submitted by an LEA in the fall of 2010 or failure to submit required Person Identification (PID) Enrollment Tracking (PET) reports. LEAs selected for on-site data validation reviews 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 and final submission, are accurate and reflect the requirements contained in the 2012-2013 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.

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. 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. One important aspect of the agency’s PBM system is Data Validation Monitoring (DVM). Data validation interventions are coordinated with performance interventions to the extent possible and tailored to data accuracy concerns. If an LEA staged for interventions in the DVM system also is identified for an on-site program effectiveness review in the PBM system, the on-site review team also will conduct a review of data quality and reporting system. For 2012-2013, the DVM system will include monitoring of student leaver records and student discipline data. The release of PBM indicators for student assessment data has yet to be determined.

For questions about the 2012 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, 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.

Sincerely,

Karen Batchelor
Director
Program Monitoring and Interventions