Special Education Program Reporting Period Attendance (Texas v4.0)

Tool Search Term: Ed-Fi

Object Triggering Logic

Action	Trigger
POST	Report attendance for each school the student has a Student School Association record for. Reports attendance from associated Attendance Periods: Date Range of reporting period is the Attendance Start Date through Attendance End Date. Exclude any attendance/membership found between Exclude Start Date and Exclude End Date. Student must have an ADA eligibility record that is active in the reporting range. ADA eligibility = 1/2/3/4/5/6 Active and locked IEP during the reporting period. A change of school within the Attendance Period will cause a record for each school to report. A change in grade level within the Attendance Period will cause a record for each grade level to report. The total days reported for each data element on the record is the total for that specific reporting period. If a student has multiple entries and withdrawals in the same grade in the same school on the same instructional track during a specific reporting period, only one record is required and the total days for each data element are reported. Do not send record if attendance records are associated with: An enrollment marked as State Exclude or No Show. A Calendar when the Exclude checkbox is marked. A School when the Exclude checkbox is marked.
PUT	Attendance data is changed within a reported Attendance Period.
DELETE	If enrollment that affects the attendance range is deleted.

Action

Trigger

POST

Report attendance for each school the student has a Student School Association record for.

Reports attendance from associated Attendance Periods:

Date Range of reporting period is the Attendance Start Date through Attendance End Date.
Exclude any attendance/membership found between Exclude Start Date and Exclude End Date.

Student must have an ADA eligibility record that is active in the reporting range.

ADA eligibility = 1/2/3/4/5/6

Active and locked IEP during the reporting period.

A change of school within the Attendance Period will cause a record for each school to report.
A change in grade level within the Attendance Period will cause a record for each grade level to report.

The total days reported for each data element on the record is the total for that specific reporting period. If a student has multiple entries and withdrawals in the same grade in the same school on the same instructional track during a specific reporting period, only one record is required and the total days for each data element are reported.

Do not send record if attendance records are associated with:

An enrollment marked as State Exclude or No Show.
A Calendar when the Exclude checkbox is marked.
A School when the Exclude checkbox is marked.

PUT

Attendance data is changed within a reported Attendance Period.

DELETE

If enrollment that affects the attendance range is deleted.

Logic for Counting Days of Absence

There is an "Attendance Snapshot Time" designated in System Admin > Calendar > Calendar for each School.

Students who are marked absent in the period that contains the snapshot time are considered absent for the day.

Students who are marked present in the period that contains the snapshot time are considered present for the day.

Attendance marks in any other period do not count.

Students with ADA Eligibility = 2, 5, or 6 count one-half day of absence or presence for each instructional day.

If there is a number entered into Present Minutes for a period, use that number to calculate the total minutes, no matter what attendance code is entered.

If there is no attendance code/a Present code/an Absent-Exempt code and no minutes entered into the Present Minutes, use the Period Start and End times to calculate the number of minutes Present, adding together the instructional minutes from any instructional period in which the student is scheduled into an attendance taking course, when the student does not have an attendance code with a Status/Excuse of Absent/Excused, Absent/Unexcused, Absent/Unknown, or teacher-entered absence.

Attendance Event Indicator Code Table

Code	Name	Eligible ADA Values	Data Setup
05	Regular - SpecialEd	1/2/3/4/5/6	Active and locked IEP during the reporting period

Click here to expand...

Code	Name	Eligible ADA Values	Data Setup
01	Regular	1/2/3/4/5/6	Reporting year enrollment containing present days
02	Regular - Bilingual/ESL	1/2/3/4/5/6	EL Program Status of EL during the reporting period or Exited after the Attendance Period EL Service Type of B2, B3, B4, B5, E2, or E3 during the attendance period
03	Regular - CTE	1/2/3/4/5/6	Enrolled in a CTE course during the reporting period
04	Regular - PRS	1/2/3/4/5/6	Active PRS flag during the reporting period
05	Regular - SpecialEd	1/2/3/4/5/6	Active and locked IEP during the reporting period
06	Flexible - Regular	7/8	Need value in Flexible Attendance Program Type on the ADA tab
07	Flexible - Bilingual/ESL	7/8	Need value in Flexible Attendance Program Type on the ADA tab EL Program Status of EL during the reporting period EL Service Type of B2, B3, B4, B5, E2, or E3 during the reporting period
08	Flexible - CTE	7/8	Need value in Flexible Attendance Program Type on the ADA tab Enrolled in a CTE course during the reporting period
09	Flexible - PRS	7/8	Need value in Flexible Attendance Program Type on the ADA tab Active PRS Flag or Program during the reporting period
10	Flexible - SpecialEd	7/8	Need value in Flexible Attendance Program Type on the ADA tab Active and locked IEP during the reporting period
11	Regular - SpecialEd Mainstream	1/2/3/6	Active and locked IEP during the reporting period Special Ed Setting of '40'
12	Flexible - SpecialEd Mainstream	7/8	Need value in Flexible Attendance Program Type on the ADA tab Active and locked IEP during the reporting period Special Ed Setting of '40' Student grade level of 9, 10, 11, or 12
13	Regular - Residential Facility	1/2/3/4/5/6	Active Residential Facility Program record during the reporting period
14	Flexible - Residential Facility	7/8	Need value in Flexible Attendance Program Type on the ADA tab Active Residential Facility Program during the reporting period

Instructional Setting Code Multiplier (Excess Minutes)

Instructional Setting Code	Weight Multiplier
00 (Speech Therapy Services)	0.250
01	1.000
02	4.500
08	5.500
30	5.500
41-45	2.859
81-89	5.500
91-98	4.250

Scope Year

Business Rules

Attendance records will only send to the school year that the incident date is aligned to based on the School Year Start and End dates.

If School Year Start Date is NULL, 7/1/xxxx will be the default start date used.

If School Year End Date is NULL, 6/30/xxxx will be the default end date used.

Data will only send for the years that have valid configuration.

Object Data Elements

Data Element Labels in bold are part of the Natural Key and are required data elements for Data to send to Ed-Fi.

DE#	Data Element Label	Business Requirement	Former Element Name	Logic	M, C, or, O	Location
TX100	id	The unique identifier of the resource.			M
TX200	calendarCode	A unique campus calendar of school days for a particular group of students on a campus. Students with the same instructional track have the same number of days taught in a particular reporting period at a campus.	INSTRUCTIONAL-TRACK-INDICATOR-CODE	Report an identifying number for the number of Calendars in a particular school. If there is only 1 Calendar for a School, report 00. If there is more than 1 Calendar for a school, report Track Number of 00 for the first Calendar listed and a Track of 01 for the 2nd Calendar listed in the School, and count up from there.	M	Scheduling & Courses > Calendar Setup > Calendar Information
TX300	gradeLevel Descriptor		GRADE-LEVEL-CODE	Report the student's Grade from the most current Enrollment.	M	Student Information > General > Enrollments > General Enrollment Information > Grade
TX400	reportingPeriod Descriptor		REPORTING-PERIOD-INDICATOR-CODE	Report the Sequence of the School Month (Attendance or Reporting Period). EX: First 6 Week Reporting Period reports '1'	M	Scheduling & Courses > Calendar Setup > Attendance Periods
TX500	schoolReference			Reports the fields part of the Natural Key for the School resource.	M
TX600	studentReference			Reports the data that is part of the Natural Key for the Student resource	M
TX700	numberDays Taught	Indicates the number of days of instruction offered, as shown on the school calendar, during a particular reporting period.	NUMBER-DAYS-TAUGHT	Report the number of instructional days in the Report. The number of instructional days in the Attendance Period or Reporting Period (School Month). This represents the actual number of instructional days in the school/track calendar for a specific reporting period. All students in a particular school/track will have the same number of days taught.	M	Scheduling & Courses > Calendar Setup > Attendance Periods
TX800	Instructional Setting Descriptor	Identifies the setting used to provide instruction to students.	INSTRUCTIONAL-SETTING-CODE	Reports the code from TX Instructional Setting. The following Instructional Setting Codes (Special Ed Setting) will NOT report: 31, 32, 34, 40, 50, 60, 70, or 71 for Submission 3. Students receiving Speech Therapy Services (Instructional Setting Code of 00) should be reported unless exempted by other reporting requirements (such as ADA-ELIGIBILITY-CODE “0” students). Students receiving speech therapy services who are also receiving services in another instructional setting should have both instructional settings (Instructional Setting 1 and 2 and possibly 3) reported unless exempted by other reporting requirements (such as ADA-ELIGIBILITY-CODE “0” student. Students may report 0-3 of these combined fields (InstructionalSetting /RSInstructionalSetting/ RAInstructionalSetting) but Instructional SettingDescriptor will always report for this complex.	M	Student Information > Special Ed > Documents > Enrollment Status > Special Ed Setting AND Student Information > General > Enrollments > Special Education Fields AND Course > Section
TX900	EligibleDays Present InInstrSetting	Indicates the number of days the student was eligible and present in a designated instructional setting during a particular reporting period.	ELIGIBLE-DAYS-PRESENT-IN-INSTR-SETTING	For each six-week reporting period, report the number of eligible days present if the student has an ADA Eligibility Code of 1, 2, 3, or 6. Locate the attendance period (time day attendance is taken) for the school. Using the start and end dates of the reporting period (Scheduling & Courses > Calendar Setup > Attendance Periods) AND the start and end dates for the IEP Plan, count the total non-exempt absences for the attendance period. Subtract this from the total number of days the student was scheduled in Special Ed Services during the reporting period. Format XXX.X the final number must be a 0 or a 5. All 3 combined fields must report together (EligibleDaysPresentV1 / RSEligibleDaysPresentV1 / RAEligibleDaysPresentV1) - total of all 3 fields must equal Total Eligible Days Present for this Attendance Type.	O	Student Information > State Programs > ADA > ADA Eligibility AND Scheduling & Courses > Calendar Setup > Attendance Periods > Start and End Dates AND Scheduling & Courses > Calendar Setup > Period Setup AND Student Information > General > Attendance Calculated
TX1000	RSEligibleDays PresentInInstr Setting	Indicates the number of days the student was eligible and remote synchronous present in a designated instructional setting during a particular reporting period.	RS-ELIGIBLE-DAYS-PRESENT-IN-INSTR-SETTING	For all days that qualify in the field above do the following: For every day that a student is present do the following: If the student has an attendance code of RS for that day - count that day for this field If the student has an attendance code of RA OR IP - ignore that day for this field If the student does not have an applicable attendance code for that day - check their blended learning group assignment. If the assignment is marked as Virtual > Synchronous, count that day for this field. If none of the above are true, do not count that day for this field. If the day is counted for this field, it will NOT count for the standard V code (field above). If the student value is 0.0, do not report the element.	O	Student Information > State Programs > ADA > ADA Eligibility AND Scheduling & Courses > Calendar Setup > Attendance Periods > Start and End Dates AND System Admin> Calendar > Calendar> Periods > Daily Attendance AND Student Information > General > Attendance Calculated
TX1100	RAEligibleDays PresentInInstr Setting	Indicates the number of days the student was eligible and remote asynchronous present in a designated instructional setting during a particular reporting period.	RA-ELIGIBLE-DAYS-PRESENT-V1	For all days that qualify in the field above do the following: For every day that a student is present do the following: If the student has an attendance code of RA for that day - count that day for this field. If the student has an RS OR IP attendance code, ignore that day for this field. If the student does not have an applicable attendance code for that day - check their blended learning group assignment. If an assignment is marked as Virtual > Asynchronous count. that day for this field. If none of the above are true, do not count that day for this field If a day is counted for this field it will NOT count for the standard V code (field above). If the student value is 0.0, do not report the element.	O	Student Information > State Programs > ADA > ADA Eligibility AND Scheduling & Courses > Calendar Setup > Attendance Periods > Start and End Dates AND System Admin> Calendar> Calendar> Periods> Daily Attendance AND Student Information > General > Attendance Calculated
TX1200	ExcessHoursIn InstructionalSetting	Indicates the number of hours above the allowable six hours per day of combined career and technical education and special education and related services in a designated instructional setting during a particular reporting period.	EXCESS-HOURS-IN-INSTRUCTIONAL-SETTING	Setting Code Multipliers Setting 00: .25 Setting 01: 1 Setting 02: 4.5 Setting 08, 30 or 81-89: 5.5 Setting 41-45: 2.859 Setting 91-98: 4.25 The calculation for EACH applicable reporting Period: • Take Eligible Days Present in Instructional Setting and multiply by the Instructional Setting Code Multiplier(above) • Add this to the Eligible Days Present (see below) multiplied by the V code (for example V3 multiple by 3) • Subtract (Eligible Days Present multiplied by 6) from the total. (EDP x ISMC) + (EDP410 x V#) - (EDP x 6) = Excess Hours Any combination of career and technical education and special education services that exceeds 6 hours per day. Those hours exceeding 6 must be subtracted from the primary special education instructional setting. The only time excess contact hours are subtracted from speech is when speech is the only special education service (e.g., a student with 6 hours of career and technical education and speech .25 contact hours per day). Eligible Days Present: Report the total eligible days present in the Attendance Period in which the sum of the V-codes on all student courses scheduled in an instructional period is 1. Otherwise, report 0.0. For example, if the Attendance Period contains 30 days, the student is in one course with a V1 code and no others, and the student is present for all days in the RP, 30.0 would report. If the student dropped the V1-coded course after 15 days, 15.0 would report. Format XXX.XXX This field will always report for this complex type	O	Calculated
TX1300	RSExcessHoursIn InstructionalSetting	Indicates the number of hours above the allowable six hours per day of remote synchronous instruction combined career and technical education and special education and related services in a designed instructional setting during a particular reporting period.	RS-EXCESS-HOURS-IN-INSTRUCTIONAL-SETTING	For all days that qualify in the field above (EligibleDays PresentV2) do the following: For every day that a student is present do the following: If the student has an attendance code of RS for that day - count that day for this field. If the student has an RA OR IP attendance code, ignore that day for this field. If the student does not have an applicable attendance code for that day - check their blended learning group assignment. If the assignment is marked as Virtual > Synchronous, count that day for this field. If none of the above are true, do not count that day for this field. If the day is counted for this field, it will NOT count for the standard V code (field above). This field will only report if RSInstructionalSetting is reporting.	O	Calculated
TX1400	RAExcessHoursIn InstructionalSetting	Indicates the number of hours above the allowable six hours per day of remote asynchronous instruction combined career and technical education and special education and related services in a designed instructional setting during a particular reporting period.	RA-EXCESS-HOURS-IN-INSTRUCTIONAL-SETTING	For all days that qualify in the field above do the following. For every day that a student is present do the following: If the student has an attendance code of RA for that day - count that day for this field. If the student has an RS OR IP attendance code, ignore that day for this field. If the student does not have an applicable attendance code for that day - check their blended learning group assignment. If the assignment is marked as Virtual > Asynchronous, count that day for this field. If none of the above are true, do not count that day for this field. If the day is counted for this field, it will NOT count for the standard V code (field above).	O	Calculated
TX1500	RegionalDaySchool ProgramForDeaf Descriptor	Indicates the total number of days the student was eligible and present and enrolled in an approved career and technical course that generated three contact hours during a particular reporting period.	ELIGIBLE-DAYS-PRESENT-V3	Report 3 if Student has an active service of Deaf Program: Regional day school < 50% of the day or has an active service of Deaf Program: Regional day school => 50% of the day (no matter the % of the day participation) AND the student has an Instructional Setting Code3 (spededsetting3). Otherwise, if Instructional Setting Code 3 is valued, report 0 for Deaf Program 3 if there is no active Deaf Program. If the Student does not have an Instructional Setting Code 3 and no active Deaf Program, report Deaf Program 3 as blank. Regional Day School Program for the Deaf Students who are age and residence eligible and are in membership are reported with a 405 record with the REG-DAY-SCH-PROG-DEAF-CODE is reported as a “3”.		Student Information > Special Ed > Documents > SPED Services > Service
TX1600	LEAOfRDSPD Service	Indicates the RDSPD Fiscal Agent district that provides the RDSPD service to a particular RDSPD student.	DISTRICT-OF-RDSPD-SERVICE	If the student has an active, locked IEP with a value in the District of RDSPD Services field, report the value. If NULL, then report blank. All others, do not report	O	Student Information > Special Ed > General > Documents > SPED Services editor > District of RDSPD Service