Required RF Tracker Data Collection for Local Education Agencies

Word Version


April 3, 2012                                                                                                                           



SUBJECT:      Required RF Tracker Data Collection for Local Education Agencies with Residential Care and Treatment Facilities within Their Geographic Boundaries and/or Jurisdiction

The purpose of this letter is to notify local education agencies (LEAs) of timelines related to the required collection of data for students with disabilities who reside in residential care and treatment facilities (RFs) within the geographic boundaries or jurisdiction of an LEA. In a Texas Education Agency (TEA) letter dated September 27, 2011, LEAs were informed that, during the 2011-2012 program year, the TEA would continue to use the RF Tracker collection system to gather data on an ongoing basis from RF LEAs. LEAs have continued the RF Tracker data entry process during the 2011-2012 school year, and each RF LEA must complete the 2010-2011 data collection no later than June 1, 2012.

LEAs that are required to complete the data collection can access RF Tracker through the Texas Education Agency Secure Environment (TEASE) under the RF Tracker link. It is required that LEAs submit an on-line request for access by following these instructions

However, LEA users who work within a shared services arrangement (SSA) and who need access to the application on behalf of more than one LEA still must use the paper TEASE access request form, which can be downloaded from the TEA website link referenced above. LEAs that need additional information about TEASE access can contact their education service center (ESC) monitoring contact and/or may review a list of frequently asked questions on the TEA website at: Once TEASE access has been established, the RF Tracker application can be added at the following link:

For those LEAs with residential care and treatment facilities within their boundaries or jurisdiction in which students with disabilities have resided in 2011-2012, the due date for the completion of the RF Tracker data collection is June 1, 2012. For the purposes of the 2011-2012 data collection, LEAs will report on students with disabilities residing in an RF on or before May 18, 2012. Additional guidance regarding completion of the RF Tracker data collection, including an RF Tracker Guidance Document and the Helpful Hints document that provides information on data documentation, data definitions, and use of the system, is available under the Special Education-Residential Facilities Monitoring link on the Program Monitoring and Interventions website at

If you need assistance completing the RF Tracker data collection, you may contact your ESC monitoring contact or special education contact at the phone numbers available from the TEA website at, or you may call the Division of Program Monitoring and Interventions at (512) 463-5226.

Data collected in the RF Tracker system will continue to be used by the TEA in the evaluation of Adequate Yearly Progress (AYP). Federal regulations released in April 2007 only allow exceptions to the federal cap on alternate assessment results for students with the most significant cognitive disabilities for AYP purposes. LEAs that register facilities in RF Tracker will be eligible for an exception to the 1% cap on the proficient results from the State of Texas Assessments of Academic Readiness (STAAR-Alt) in the 2012 AYP performance calculations. No separate exception application needs to be completed for LEAs registered through RF Tracker. Please refer to the 2012 Adequate Yearly Progress Guide, available in June 2012, for more information on exceptions in AYP. General information on the 2012 AYP calculations, federal cap limits, and exceptions may be found on the TEA website at

We appreciate your assistance with this data collection. If you have questions regarding the content of this letter, please contact the Division of Program Monitoring and Interventions at (512) 463-5226 or by e-mail at



Karen Batchelor

Program Monitoring and Interventions


cc:   ESC Monitoring Contacts

        ESC Special Education Contacts