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360Tool Box

Compliance Unit

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Toolbox Document Contains

360 Data Validation
360 Attendance

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360 Data Validation

Graduation	No more than 2 Rejections per term	10%
IGC	No more than 1 Rejection for SMS Documentation	10%
Registration & Enrollment Evaluation	100% accuracy on enrollment metrics.	10%
Data Roster & Schedules	Verify that data rosters are accurate in SMS	10%
Attendance Seat Time Input	Provide proof for 100% of students that received credit for seat time attendance	5%
Credit Recovery Grades Input	100% of credit recovery rules followed	10%
PEIMS Procedures and Submissions	Membership, cycle funding, data validation reports completed by due date	5%
Withdrawal Process / Drop- Rate	5% sample will be pulled and 100% of documentation and coding is required	5%
Academic Achievement Records Accuracy	5% sample will be pulled and 100% of documentation and coding is required 10 days after enrollment. This includes new students as well as continuing students.	10%
Student Demographic Coding - PGPs	5% sample will be pulled and 100% accuracy of documentation and PGP	10%
Student Demographic Coding - At Risk, SPED, LEP, ESL, ELL, Immunizations	30 days after enrollment, 100% coding completed including documentation. A sample of data will be analyzed for accuracy.	10%
Safety Drill	100% documentation of monthly safety drills	5%

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How to look for Graduation Rejections?

Go to your Gmail email address and search for:

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How to look for IGC Rejections?

Go to your Gmail email address and search for:

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Enrollment Metrics

Visit the compliance unit page under www.texanscanstaff.org to find the Latest Board Report. In the report ensure that you find the enrollment metrics section and click for example of the report
Items to look: TREx, Transcripts, Notes, All documentation.
Go to Infosnap and download the report for delivered students under the current school year. Follow the screenshot below.

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Enrollment Metrics – Trex and Transcripts

1

2

3 Click all found

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Enrollment Metrics – Trex and Transcripts

Open the excel file and filter under Transcript Column and Trex column for Blank records.
Filter the External Student ID to look for students with ID that is greater than 199999
The results of this filters will show the students that are missing TREX and Transcripts in your campus.

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Enrollment Metrics – Notes

Open the excel file that you download and filter under Notes that are blank
Filter the External Student ID to look for students with ID that is greater than 199999
The results of this filters will show the students that are missing TREX and Transcripts in your campus.

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Enrollment Metrics – All Documents

1

2. Select All found

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Enrollment Metrics – All Documents

Open the excel file that you download and filter for all the doc columns for all blanks
Filter the External Student ID to look for students with ID that is greater than 199999
The results of this filters will show the students that are missing TREX and Transcripts in your campus.

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Data Rosters and Schedules

Go to SMS using your counselor login provided by SMS team. Only APs and Principals have this type of logins.
If you have not received your counselor login, please request that to SMS@texanscan.org
In SMS on the Left hand side click reports
Select your campus and click export to excel

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Data Rosters and Schedules

Once you download the Excel file (check the bottom of your screen)
Open the file
Click Enable Editing
Click Data Filter. Click here to learn on how to filter in Excel
The compliance unit will be looking to ensure that first time testers are assigned in the correct classes, some schedules must follow sequences i.e (A student with 4 math courses at the same time is not allowed). Ensure all scores are in for retested students.Check for student’s schedules.

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Attendance Seat Time Input

The compliance unit will ask for any seat time submissions completed by the Aps of student services.
Through the documentation the compliance unit will verify that all signatures will be collected in the withdrawal form including the correct coding in eSchool.
The work completed for Attendance Seat Time MUST be graded by a teacher and needs to be correlated with the amount of hours that student is required to complete.
The grader teacher must be related from the appropriate content area
Attendance committee meeting documentation will be reviewed.
Attendance seat time documents must be organized in a folder.

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Credit Recovery

All Credit Recovery Rules will be reviewed.
Ensure that students did not acquire more than 2.5 Credits for the term under credit recovery
Go to Cognos. If you need help accessing to cognos email peims.support@texanscan.org
If you need help on how to navigate to cognos click here
In the search bar, type “credit recover rules

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Credit Recovery

After you download the report in Excel create the following pivot table
Don’t know Pivot Table? Click here

Filter

Find for more than 5

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Credit Recovery

Go to the student in eSchool and Type on the Search Box Report Card Summary

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Peims Procedures & Submissions

Go to Doc Central

Click Admin Forms Download

Find the latest updates for your campus there

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Withdrawal Process

Compliance will review a 5% sample to ensure that campus has appropriate signed documentation and coding in the system for withdrawn students.
In Eschool, 1) click the magnifying glass on the search bar 2) select “Advanced” 3) select the search criteria shown below 4) click the circular arrows on the top right of the screen to run report.

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Withdrawal Process

Click “export to excel” on the top right and click “OK”.

Open report by clicking on file at the bottom of the screen. Ensure that the campus has appropriate documentation for all students listed.

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Academic Achievement Record Accuracy

Run from Cognos the following reports

Duplicate Credits Report(Cognos) : Look for your campus duplicate credits

Phantom Credits (Cognos): Next Slide

Out of State Credits (Cognos): Course Type 3 is the name of the report. Ensure that outstate credits are legit

CPR, PPR and Speech Report (Cognos): Ensure the students has the certifications acquired.

Endorsements (Cognos Report): Ensure that all endorsements are in there.

EOC Scores Transcripts Display(Cognos): EOC Transcripts Display.

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Academic Achievement Record Accuracy - Phantom

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Academic Achievement Record Accuracy - Phantom

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Student Demographic Coding - PGPs

Go to SMS

Under Reports

Find PGP Report Campus

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Student Demographic Coding – Special Populations

Compliance will verify that campus lists for SPED, 504, and ESL students correspond to Cognos reports. Anything else?
Go to Cognos. In the search bar, 1) type “504-SPED-ESL,” 2) select the “504-SPED-ESL” folder in the results section 3) click the three dots next to the appropriate report 4) click “Run as” 5) select “excel” 6) click “Run”

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Student Demographic Coding – Special Populations

Open file at bottom of screen. Ensure that Cognos list matches campus list. Repeat process for 504, ESL and SPED students.

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Safety Drills

Compliance will ensure that all safety drills were conducted each month using documentation that campuses send to Ms. Miles

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Bell Schedules	ensure that is posted everywhere	10%
Monitoring Bell Schedules	Ensure that bell ring at the time shown in the bell schedule and all the times marked are accurately utilized.	10%
Hallways	Monitor teachers are at the classroom doors and Advisors are following all procedures to clear the hallways.	10%
Teachers taking attendance	1) If 2 or more teachers did not take attendance 2) If support documentation is not found for substitute teachers 3) If 2 or more teachers are taking attendance before or after the period start or 30 minutes prior ADA time	20%
Absent- Absent – Present-Absent	If 7 or more students are marked AAPA without evidence or explanation that students were present	20%
Attendance Procedures	Website attendance procedure are identified by Registrars. Attendance Corrections. Supporting Documents	10%
Reviewing Registrar Office	1) If registrar is not able to identify where the attendance procedures are 2) If at least one supporting documentation is missing 3) If at least one correcting documentation is missing	10%
Membership	Membership Report is accessible, and signatures are collected	10%

Attendance

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Bell Schedules

Compliance will ensure that bell schedules are posted around the campus and that the bell rings at the appropriate times.

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Hallways

Compliance will ensure that teachers and administrators are monitoring the hallways during passing periods.
Campus should have no more than 7 students in the hallways once the final bell rings.

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Teachers Taking Attendance

Compliance is looking for 3 items: 1) Did two or more teachers fail to take attendance 2) Did two or more teachers take attendance for ADA periods outside of appropriate time window 3) Is supporting documentation for attendance taken by substitute teachers available
In eSchool, type “Audit Trail Summary” in the search bar. 1) Select your building 2) Select a date range 3) Select all attendance periods 4) run report by clicking arrow on the top right:

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Teachers Taking Attendance

To view Audit Trail Summary report, click “Tasks/Reports on the top right of the screen

Then click on “Audit Trail Summary Report excel”:

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Teachers Taking Attendance - ADA

ADA Attendance

Click “Enable Editing” on the Audit Trail Summary Report spreadsheet.
To see if teachers are taking ADA attendance at the appropriate time 1) Filter column B (attendance period) and select only periods 3 & 7. 2) Filter column K (entry user) and remove individuals who do attendance corrections. 3) Expand column L (entry date time). 4) Look for teachers taking attendance outside ADA windows.
When finished, remove filters.

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Teachers Taking Attendance – For All Periods

Use same “Audit Trail Summary” spreadsheet

1) Select entire table 2) Click “Insert” at the top of the page 3) Click “PivotTable” 4) Click “OK”
On the right side of the screen, 1) Drag “Entry User” to the Rows field below. 2) Drag “Attendance Period” to the Columns field. 3) Drag “Student ID” to the Values field.
Ensure that all teachers took attendance appropriately

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Teachers Taking Attendance – Substitute Teachers

Click on “Audit Trail Summary Report” at bottom of the excel spreadsheet
Filter column M (Att Comment) and select all fields except “blanks”
Look for comments indicating that a substitute teacher took attendance and ask registrar for corresponding documentation

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Absent-Absent-Present-Absent

In Cognos, type “AAPA Report” in the search bar. Select “AAPA Report” from the results section.
1) Choose date range
2) Select AM or PM
3) Select your campus
4) Click “Finish” at bottom �of the page
The report should be blank

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Attendance Procedures/Registrar’s Office

Compliance will go to the registrar’s office to ensure:

1) That registrar is able to identify where the attendance procedures are kept
2) That all supporting documentation related to attendance is available for review
3) No attendance correction documentation is missing

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Membership

Compliance will ensure that Membership Report is accessible and all necessary signatures have been collected