UISD Withdrawal Procedural Manual - United Independent School ...

UISD Withdrawal Procedures and FormsTo be used as the Withdrawal Packet tobe placed in TAB 4 of the Students PRCIn order to facilitate and document that all student withdrawals have been processed accurately, pleaseuse the following forms and procedures to ensure an accurate accountability of the student beingwithdrawn from your campus and/or district rosters. The Texas Education Agency’s PEIMS Appendix DLeaver Codes and Documentation Requirements is a guide that will ensure that all proper documentsexist in the campus and students withdrawal packet that justifies the code used for withdrawals. Makesure that your campus administration, registrars, attendance clerks and attendance officers are familiarwith this important document.ProcedureHere are the steps and forms that are needed in order to have a complete and accurate withdrawal.Important note……..If a student withdraws before attendance is taken, the withdrawal date is thatday. If a student withdraws after attendance is taken, the withdrawal date is the next school day. Astudent is not in membership on the withdrawal date.Student is in campus roster and withdraws within the school year – Parent/guardian initiated (MostCommon)1. Parent comes in person to campus for withdrawala. Campus staff (Counselor, Administrator, Registrar or any other staff designated byCampus Principal) may initiate the Withdrawal Interview Form. This will gatherinformation for campus staff to use after student departs from school.- Secure signaturefrom parent and staff with dateb. United ISD Leaver Verification Form – Fill in and check off all appropriate fields asnecessary. This is the official district form to be used on all leavers and movers. Allproper documentation must be in place before the withdrawal code can be determined.A campus administrator’s signature and a registrar/attendance clerk (for elementarydivision) is required. The administrator’s signature indicates that the administratorverified and assigned the proper leaver code for that student. Parent’s signaturedocuments that the parent initiated the withdrawal process and theregistrar/attendance clerk has the documentation necessary for coding and for filing inthe students PRC. (4 th TAB).c. With all signatures and dates on UISD Leaver Verification Form, registrar now mustenter withdrawal information into Tyler SIS. Under Student Enrollment, clerk will enterwithdrawal code and date of withdrawal as indicated on the UISD Leaver Verification

Form. A secondary screen will appear where student is withdrawn from severalservices. In general, only withdraw student from classes and class ranking. Press submitand student is now officially withdrawn from campus and district. PEIMS enrollmentdata is submitted once a week so it is crucial that the student is withdrawn from TylerSIS the same day. Print the Student Withdrawal/Record Transfer Form from Tyler.Ensure that the withdrawal date (top of page) and Withdrawal Reason (bottom of page)are printed on the form. Sign and date accordingly. This is the official withdrawaldocument for PEIMS Audit purposes. This indicates that the student has beenwithdrawn from campus/district roster and will be submitted to PEIMS databases assuch. Do not print the form and fill in the date and reason with ink. This will not beacceptable as the student has not been officially withdrawn from Tyler SIS andenrollment data will not be sent to PEIMS.d. Students have a short window to enroll in another school system. As per PEIMS and TEAaudits and recommendations, each school district must verify that the student hasindeed enrolled in another educational institution (usually within 10 school calendardays). Use the Enrollment Verification Form to assist you with this. Give a filled copy toparents so that they can give it to the new school system along with the StudentWithdrawal/Record Transfer Form. Ask them to have new school fax or email theinformation to your campus as soon as possible.e. TREx requests are a good source for the verification of enrollment and should be printedout and placed in the withdrawal packet in the student’s PRC TAB 4. The requests shouldappear within 10 days. Begin to check your campus TREx account for any activity.Student is on campus roster and stops coming to school – discovered that student is not a resident ofdistrict anymore – Left unannounced but location is known.2. When a parent/guardian is not present or the family has left without giving notice to anyone.a. These scenarios require more documentation since the information may not be readilyavailable to help establish proper withdrawal codes.b. Attendance officer’s home visits and other investigative reports will assist in decidingthe code. Assure that these documents are thorough and signed and datedappropriately. Once all possible information has been gathered, campus administrationwill make a decisions as to what leaver code will be used based on the information givento them.c. Rest of process is the same with the exception that the parent/student signatures willnot be on documents. On the Withdrawal Interview Form, fill all possible fields andhave all signatures and dates.d. Submit the Enrollment Verification form to appropriate educational institution ifapplicable.e. Retroactive withdrawal dates can be used only…if documentation exists that thestudent is actually enrolled in another campus/district.

3. Every student that withdraws from our school district must be accounted for so that we can besure that these students are not “under-reported” through PEIMS the following year. So it isessential and imperative that we follow up on these students periodically and document thefindings.4. Our department will assist your campus personnel in locating the students that you cannotlocate or verify their enrollment status after 10 school calendar days. Please call or email us withthe information as soon as possible.Student is on campus roster and suddenly student stops attending school. Whereabouts are notknown.1. These students must be identified as soon as possible and all campus personnel should be awareof reporting these students to your attendance clerk for further investigation.2. If after the 3 rd day, a student does not report to campus classes and every attempt tocommunicate via phone has been done, a home visit should be initiated by campusadministrator to ensure that the student is or is not a member of the district and verifyresidency. The source of documenting a withdrawal will greatly depend on these types ofinvestigations and will assist in determining proper withdrawal codes. If whereabouts arediscovered, and student is not entitled to continue to be a member of campus/district, thecampus administrator will use the most appropriate code for withdrawal. If whereabouts arenot known, a student may be withdrawn after 10 days from the date the student last attended(2012-2013 SAAHB 3.4.3, pg 55) using leaver code 98.All documentation acquired for withdrawal should be placed on TAB 4 of the student’s PRC for records.In an event of a T.E.A. audit, this is the first source they will be looking in.On all withdrawal documentation, all required signatures and dates are to be secured in order for thedocument to be considered complete (PEIMS standards). We should not generate documents after thefact. The documentation obtained should drive the coding to be used in all withdrawals.

UNITED INDEPENDENT SCHOOL DISTRICTLeaver Verification FormInitiated by: Parent Student AdministratorCAMPUS NAME:Campus ID# 240903SCHOOL YEAR: 2012 - 2013DEMOGRAPHIC INFORMATION Sp. Ed Sec. 504 LEP MigrantStudent Name: Student ID: Grade Level:DOB: / / Social Security/PEIMS ID#:Current/Previous Address City Zip Code Phone #: Alternate #:The parent/guardian listed below has requested permission to withdraw the student identified.Parent/Guardian’s Name:_______________________________________________________________________________________________________This adult withdrawing the student is: ______Custodial parent ______Step-parent with custody ______Court appointed guardianThe student will be residing withRelationship to the student:New Address City Zip Code Phone #: Alternate #:Withdrawal InformationWithdrawal Date: / / Reason of Withdrawal:Student will be attending:School/ProgramAddress of school/program: City: State:___01 Graduated___03 Died*___16 Return to Home Country*___24 College, Pursue Degree*___60 Home Schooling*___66 Removed-Child Protective Services*___78 Expelled, Cannot return*___81 Enroll in TX Private School*___82 Enroll in School outside Texas*___83 Not Entitled to Enrollment*___85 Graduated outside TX, left again*___86 GED Outside TX*LEAVER CODE:___02 Pursue a Job___04 Join Military___08 Pregnancy___09 Married___10 Substance Abuse___14 Age___15 Homelessness___19 Failed TAKS Met Graduation Requirements___22 Enroll Alter, Program w/documentation___24 Enter College w/documentation___30 Enter Health Care Facility___31 Completed GED Certificate___33 Mid-Term Graduate___61 Incarcerated outside District___63 Graduated, returned left again___64 Completed GED certificate, returned left again___67 Transfer within District___72 Alternative Program by Court Order___80 Enroll in Other Texas Public School___84 Academic Performance___87 Enroll in University - High School Program.___88 Court Ordered GED- Not earned GED*___89 Incarcerated State Jail or Penitentiary*___90 Graduate from another State*___98 Other (unknown or not listed)*New PEIMS Leaver CodesAttach supporting documentation to this form along with copy of official TEMS (TYLER) withdrawal form and place it in StudentsPRC TAB 4Leaver Tracking Notes/Comments: (Administrator, Counselor, Registrar, Attendance Clerk, Attendance Officer, etc.)Date: Description: By:(*Requires All three (3) Signatures)*Administrator:*Registrar:(Date)(Date)*Attendance Officer:Parent/Student Signature:(Date)(Date)UISD Form 882-006Revised: July 2012Office of Admissions~Attendance~Dropout Recovery

Student Withdrawal / Record Transfer FormDistrict Name :United Independent School DistrictSchool Address:3707 Ave Los PresidentesSchool Number:USMSLaredo, TX 78046School Name:043 -United South Middle SchoolSchool Phone:(956) 473-7700School Fax:(956) 473-7799Student InformationLegal NameDemographicsID NumbersFirst: JoseDate of Birth09/07/1998Student DOE#:Middle:MariaSex:MPrior Student ID:Last: CantuGrade Level: 07Student Local ID: 100033Enrollment InformationEntry Date School Grade Level Withdrawal Date08/25/2011 043 -United South Middle School 0608/27/2012 043 -United South Middle School 07 08/27/2012Immunization InformationExemption Code:DiphtheriaImmunizationDate ReceivedDiphtheria Immunization 07/26/1999 01/20/2000 10/17/2000 10/15/2001 10/08/2002 08/23/2011Haemophilus influenzae type b 07/26/1999 01/20/2000 10/17/2000ImmunizationHepatitis A Immunization 11/29/2000 10/15/2001Hepatitis B Immunization 09/07/1998 07/26/1999 10/17/2000Measles Immunization 01/20/2000 10/08/2002Meningococcal Immunization 08/23/2011Mumps Immunization 01/20/2000 10/08/2002Pertussis Immunization 07/26/1999 01/20/2000 10/17/2000 10/15/2001 10/08/2002 08/23/2011Poliomyelitis Immunization 07/26/1999 01/20/2000 10/17/2000 10/08/2002Rubella Immunization 01/20/2000 10/08/2002Tetanus Immunization 07/26/1999 01/20/2000 10/17/2000 10/15/2001 10/08/2002 08/23/2011Varicella Immunization 10/17/2000 11/10/2008Date Received Date Received Date Received Date Received Date Received Date Received(Principal)(Counselor)Records Requestor (Please Circle)District / Parent / Guardian / StudentDistrict Name (if requestor)(Registrar)Withdrawal Reason:Returned to HomeCountryI, am requesting this information for enrollment in :(City, State or District)Retain this form for enrollment in your school. This form is necessary for enrollment.Student Withdrawal / Record Transfer Form11/12/2012 10:15:15 AM

UNITED INDEPENDENT SCHOOL DISTRICTOffice of Admissions~Attendance~Dropout RecoveryEnrollment Verification FormFROM: United Independent School District Campus:Person sending request: Phone: Fax No:Email:@unitedisd.orgTO: CAMPUS REGISTRAR/ADMINISTRATORDistrict: ___________________________________ Campus: ______________________________________Fax No: __________________________________CITY/STATE: ____________________________________Email:____________________________________________________Please verify that the student named below is enrolled at your school. To be filled by receiving campus/district.Student:PEIMS#(Texas only)Date of Birth:Grade:_____ NO, student has never enrolled at our campus_____ YES, the student is enrolled on our campus as of (Date)____________________________________ YES, the student was enrolled on our campus, but has since withdrawn.Date of Entry: ___________________________________________Date of Withdrawal: _____________________________________Name of School student withdrew to: _____________________________________District: ___________________City/State_________________________Verified by: _____________________________________________________________Title: ________________________________ Date: _______________________Campus/District__________________________________________________________Please fax or email a copy of this document to the person requesting the student information.We appreciate your assistance.UISD FORM 882-006Revised July 2012

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation RequirementsAPPENDIX DLeaver Reason Codes and Documentation RequirementsThe attached table provides expanded definitions and specific documentation guidelines for each of theleaver reason codes listed in Code Table C162 of the Texas Education Agency (TEA) PEIMS DataStandards. The table is organized into the following broad categories of leavers: completed high school or General Educational Development (GED) program moved to other educational setting withdrawn by school district otherLeaver records are not submitted for students who enroll in other Texas public school districts or chartersand students who obtain GED certificates at Texas examination sites by August 31. Students who moveto other Texas public school districts are considered movers, not leavers. Documentation as described inAppendix D is not required for movers; districts may wish to develop local policy on documentation formovers. The Person Identification Database (PID) Enrollment Tracking (PET) may be used to establishtentative local documentation that students are movers. The final determination of whether students aremovers will be made by TEA.Local policy in this appendix refers to a district's or charter's leaver policies and procedures.General Documentation RequirementsDistricts must document the withdrawal of students and maintain on file the appropriate paperworkassociated with student withdrawals. Documentation is required for all leaver reason codes.Documentation requirements for leaver codes are provided in the Documentation Requirements byLEAVER-REASON-CODE section. Documentation supporting use of a leaver reason code must exist inthe district at the time the leaver data are submitted, i.e., no later than the PEIMS Submission 1 Januaryresubmission date.Timelines for establishing leaver reasons and obtaining documentation.Students who leave during the school year.For students who leave during the school year, leaver reasons apply at the time of withdrawal,and documentation should be obtained at that time. For example, for students who are withdrawnby Child Protective Services (CPS), LEAVER-REASON-CODE 66, documentation would beobtained when the student is removed.Students who fail to return in the fall.For students who fail to return the following fall, leaver reasons apply on the first day of school orits approximation, the school-start window. The school-start window is the period of time betweenthe first day of school and the last Friday in September. Districts should use the LEAVER-REASON-CODE that most appropriately describes the student's whereabouts during the schoolstartwindow. For example, to use LEAVER-REASON-CODE 60 student withdrew from/left schoolfor home schooling, a district would establish that a student was being home schooled at somepoint during the school-start window. The district could obtain the documentation to support theleaver code at any time up until the PEIMS Submission 1 resubmission date.Students who were attending and were withdrawn under LEAVER-REASON-CODE 83 whenthe district discovered that the student was not entitled to public school enrollment in thedistrict.LEAVER-REASON-CODE 83, not entitled to public school enrollment in the district, applies tostudents who are attending and are withdrawn by the district because the district discovers, whenverifying enrollment information, that the student was not entitled to enrollment in the districtD.1

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirementsbecause the student was not a resident of the district or was not entitled under other provisions ofTEC §25.001 or as a transfer student. It is not for a student who was a resident and stopsattending because he/she has moved out of the district.This code is also used for those rare situations in which the student has not met the requirementsunder TEC §38.001 or a corresponding rule of the Texas Department of State Health Services forimmunization, provisional enrollment, or exemption. Leaver reasons for LEAVER-REASON-CODE 83 apply at the time of withdrawal and documentation showing due process supporting thewithdrawal should be obtained at that time.Signatures on documentation.Documentation must be signed and dated by an authorized representative of the district. The districtshould have a written policy stating who can act as an authorized representative for purposes of signingwithdrawal forms and other leaver reason documentation.Withdrawal documentation should also be signed for the student by a: parent, or guardian, or responsible adult as recorded in school records, such as a foster parent or a probation officer, or qualified student. A qualified student is one who, at the time he/she stops attending school:o is married, oro is 18 years or older, oro has established a residence separate and apart from the student’s parent, guardian, orother person having lawful control of the studentAn original signature is not required on withdrawal forms received in the district by fax. Withdrawal formsreceived by e-mail do not need to be signed by the parent/guardian or qualified student. Writtendocumentation of oral statements made in person or by telephone by the parent/guardian or qualifiedstudent is acceptable documentation in some situations if it is signed and dated by the districtrepresentative.Evaluation of documentation.Merits of leaver documentation are assessed at the time the documentation is requested during a datainquiry investigation. Determination of the acceptability of documentation is made by the professionalstaff conducting the investigation. These guidelines describe the most common types of documentationthe investigator would expect to find supporting use of each leaver reason code. Other documentationthat represents good business practice and shows a good faith effort on the part of the district to properlyreport leaver status will be evaluated on a case-by-case basis.Completeness of documentation.Withdrawal documentation shall be considered incomplete without a date, signature(s), and destination.Documentation will not be deemed insufficient when information is missing because the parent orparents refuse to provide information requested by the district. A district should document at the time ofthe conversation that the information was requested, and the parent refused to provide it. Appropriatedocumentation of a parent refusal to provide information includes the date, content of conversation,name of person with whom the conversation was conducted, and the signature of the school officialverifying the conversation.Changing LEAVER-REASON-CODEs.Once a district meets the documentation standard that supports the leaver reason code used, the districtis not required to obtain additional information on the student. Local policy will determine if an existingleaver reason code is updated for a student when additional information is received. The policy should beclearly stated in the district's published guidelines on leaver procedures. For example, if a districtassigned LEAVER-REASON-CODE 60 student withdrew from/left school for home schooling for aD.2

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirementsstudent and later received a request for transcript information from a private school for the same student,the district may change the LEAVER-REASON-CODE to 81 enroll in a Texas private school but is notobligated to.Documentation Requirements by LEAVER-REASON-CODEIn addition to general documentation requirements, requirements specific to leaver reason codes alsoapply. Following are the specific documentation requirements by leaver reason code. They are groupedinto four major categories: graduated or received an out-of-state GED, moved to other educationalsetting, withdrawn by school district, and other reasons. School leavers with this LEAVER-REASON-CODE are counted as dropouts for state accountability purposes: code 98. School leavers with thisLEAVER-REASON-CODE are counted as dropouts for federal accountability purposes: codes 88, 89,98. These designations are provided for information purposes only. They are not the final orcomprehensive description of the definitions used for dropout and completion processing. For moreinformation please see the Secondary School Completion and Dropouts in Texas Public Schools.Graduated or received an out-of-state GED01 Student graduated from a campus in this district or charterDefinition and use: Use for students who meet all high school graduation requirements (whichincludes passing the exit-level TAAS or TAKS) at any time during the prior school year, including thesummer (through August 31) following the close of the prior year.To graduate, a student must satisfy the requirements under 19 TAC Chapter 74, Subchapter B.Special education students must satisfy requirements under 19 TAC §89.1070. Students whocomplete all graduation requirements in one school year but do not pass the exit-level assessmentsuntil a later year, are reported as graduates in the school year in which the exit-level assessments arepassed and the diploma is issued.Documentation requirement: Transcript showing sufficient credits, successful completion of the exitlevelassessments (including testing dates), graduation seal, school official signature, and date ofcompletion.85 Student graduated outside Texas before entering a Texas public school, entered a Texas publicschool, and left againDefinition and use: This code may be used for students who graduated in another state or countrybefore entering Texas public schools. This code may also be used for students who graduated fromTexhoma High School, Texhoma, Oklahoma.Documentation requirement: Transcript showing sufficient credits, date, and school official signature,and a diploma with a graduation seal.86 Student completed the GED outside TexasDefinition and use: This code may be used for students who earned GED certificates outside Texas,including students living in Texas and earning GED certificates online from a testing company in anotherstate, before enrolling or after leaving Texas public schools.Documentation requirement: Acceptable documentation is a copy of the GED certificate or some otherwritten document provided by the testing company showing completion of the GED. Writtendocumentation from the testing company must include the date of GED completion, location, address, andcontact information of the company.90 Student graduated from another state under provisions of the Interstate Compact on EducationalOpportunity for Military ChildrenDefinition and use: Per TEC §162.002, student lives in the household of an active-duty militaryserviceperson, transferred into Texas public schools at the beginning of or during his or her senior year,D.3

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirementsdid not meet requirements to graduate from Texas public schools, did meet requirements to graduate froma school in the sending state, and, under provisions of the Interstate Compact on Educational Opportunityfor Military Children, graduated from a school or district in the sending state.Documentation requirement: Transcript showing sufficient credits, date, and school official signature, ora diploma with a graduation sealMoved to other educational setting24Student entered college and is working towards an Associate’s or Bachelor’s degreeDefinition and use: This code is for students who leave secondary school to enter college early. It shouldbe used for students who are enrolled full-time (at least 9 credit hours per semester). This code is also forstudents who leave school to enter a dual-credit program established by the Texas Legislature at theTexas Academy of Mathematics and Science at the University of North Texas, the Texas Academy ofLeadership in the Humanities at Lamar University, the Texas Academy of Mathematics and Science at theUniversity of Texas at Brownsville, and the Texas Academy of International Studies at Texas A&MInternational University.Documentation requirement: Documentation of enrollment in a college or university must indicate thatthe student is enrolled full-time in an academic program. Per federal requirement, it is not permissible for adistrict to document that, at the time of withdrawal, the student intended to enter a post-secondaryeducational setting. Beginning with students leaving in the 2011-12 school year, a district must documentthat the student has actually entered a post-secondary educational setting. One of the following types ofdocumentation is required to verify enrollment:Transcript request. Acceptable documentation of enrollment in college is a records request from thecollege in which the student is enrolled. Telephone requests must be documented in writing, including thedate of the call, the name of the college requesting the records, the name of the person making therequest, and the name of the person who received the call. Telephone requests should appear on astandardized, district-approved form. The original of the form should be included in the student'spermanent file. Documentation of the method of records dissemination also must be included in thestudent’s permanent file (e.g., copy of fax activity log, certified mail receipt, encrypted email receiptconfirmation, or postage/mail log with complete address information for requesting school).Verification by an authorized representative of the college. A signed letter from the collegeverifying enrollment is also acceptable documentation. The letter must state the name and location of thecollege in which the student is enrolled and the date of enrollment. Other acceptable documentation iswritten documentation of an oral statement by a representative of the college providing the name andlocation of the college and verifying that the student is enrolled, signed and dated by an authorizedrepresentative of the district.Verification by the parent/guardian or qualified student. Acceptable documentation includes aletter, signed and dated from the parent, guardian, or qualified student stating that the student hasenrolled in college in a program leading to an associate’s or bachelor’s degree.60Student is home schooledDefinition and use: Student is being home schooled. This code may be used only for a student whoseparent/guardian confirms that the student is pursuing, under direct supervision of the parent/guardian, acurriculum designed to meet basic education goals. The district is not required to obtain evidence that theprogram being provided meets educational standards.Documentation requirement: A district must document that the parent/guardian is home schooling thestudent. Per federal requirement, it is not permissible for a district to document that, at the time ofwithdrawal, the student intended to be home schooled. Beginning with students leaving in the 2011-12school year, the following documentation is required to verify enrollment:Verification by the parent/guardian. A letter, signed and dated, from the parent/guardian stating thatthe student is being home schooled is acceptable documentation. Letters from parents/guardians must

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirementsindicate the actual date home schooling began.66 Student was removed by Child Protective Services (CPS) and the district has not been informed ofthe student's current status or enrollmentDefinition and use: This code applies only to Child Protective Services. Private agencies that provideasylum for students do not have the legal authority to remove students from school.Documentation requirement: Acceptable documentation includes due process documentationsupporting the withdrawal; a written statement, signed and dated by the CPS officer, including the CPSofficer's name and contact information; or written documentation of an oral statement by a CPSrepresentative that the child was removed, including the CPS representative's name, the date of theconversation, and the signature of the school official.8182Student enrolled in a private school in TexasStudent enrolled in a public or private school outside of TexasDefinition and use: Student is enrolled in a private school in Texas (code 81), the Texas Job CorpsDiploma Program (code 81), or a public or private school outside Texas (code 82). Documentation ofactual enrollment is required. This code is also used when a student moves from the district withoutwithdrawing but the district receives a records request.If the student enrolls in another school in the district or another public school district in Texas, a leaverrecord is not submitted.If the district did not assign code 81 or code 82 when the student stopped attending, the district canchange the original code assigned to the student when the records request or communication from theparent/guardian or qualified student is received. If the original withdrawal date for the student is later thanthe date the student enrolled in the other school, the withdrawal date must be changed and all attendanceaccounting records affected by this change must be updated.Documentation requirement: Per federal requirement, it is not permissible for a district to document that,at the time of withdrawal, the student intended to enter another educational setting. Beginning withstudents leaving in the 2011-12 school year, a district must document that the student has actuallyenrolled in a private school in Texas, the Texas Job Corps Diploma Program, or a private or public schooloutside Texas. One of the following types of documentation is required to verify enrollment:Transcript request. Acceptable documentation of enrollment in another school is a records requestfrom the school in which the student is enrolled. Telephone requests are acceptable, but they must bedocumented in writing, including the date of the call, the name of the school requesting the records, thename of the person making the request, and the name of the person who received the call. Telephonerequests should appear on a standardized, district-approved form. The original of the form should beincluded in the student's permanent file. Documentation of the method of records dissemination also mustbe included in the student’s permanent file (e.g., copy of fax activity log, certified mail receipt, encryptedemail receipt confirmation, or postage/mail log with complete address information for requesting school).Verification by the superintendent or authorized campus or district administrator of thereceiving district. A signed letter from the receiving school verifying enrollment is acceptabledocumentation. The letter must state the name and location of the school in which the student is enrolledand the date of enrollment. Other acceptable documentation is written documentation of an oral statementby a representative of the receiving school providing the name and location of and contact information forthe school and verifying that the student is enrolled, signed and dated by an authorized campus or districtadministrator of the district.Verification by the parent/guardian or qualified student. Acceptable documentation includes a letter,signed and dated, from the parent/guardian or qualified student stating that the student has enrolled in aprivate school in Texas or a private or public school outside of Texas leading to the completion of a highschool diploma.D.5

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirements87 Student withdrew from/left school to enroll in the Texas Tech University ISD High School DiplomaProgram or the University of Texas at Austin High School Diploma ProgramDefinition and use: Student was withdrawn from school and parent/guardian or qualified studentindicated at time of withdrawal that the student has enrolled in the State Board of Education-authorizedTexas Tech University ISD High School Diploma Program or the University of Texas at Austin HighSchool Diploma Program.Documentation requirement: The district must receive either a) a records or transcript request from thehigh school diploma program or b) a letter from the high school diploma program stating that the student isenrolled.Withdrawn by school district78 Student was expelled under the provisions of TEC §37.007 and cannot return to schoolDefinition and use: This code may only be used when: the student was expelled under the provisions of TEC §37.007, and the term of expulsion has not expired or the student’s failure to attend school is due to courtaction.This code may only be used for a student who was expelled for an offense included in TEC §37.007.This code is not intended for use by districts which assign students to a Juvenile Justice AlternativeEducation Program (JJAEP).Documentation requirement: Due process documentation supporting the expulsion.83 Student was attending and was withdrawn from school by the district when the district discoveredthat the student was not entitled to enrollment in the district because a) the student was not aresident of the district, b) was not entitled under other provisions of TEC §25.001 or as a transferstudent, or c) was not entitled to public school enrollment under TEC §38.001 or a correspondingrule of the Texas Department of State Health Services because the student was not immunized.Definition and use: This code is for situations in which the district discovers when verifying enrollmentinformation that the student is not entitled to enrollment in the district because the student is not a residentof the district or is not entitled under other provisions of TEC §25.001 or as a transfer student. It is not for astudent who was a resident of the district and who stops attending because he/she has moved. This codeis also for rare situations in which the student has not met the requirements under TEC §38.001 or acorresponding rule of the Texas Department of State Health Services for immunization, provisionalenrollment, or exemption..Subject to the exceptions in TEC §38.001(c), a student is required to be fully immunized againstdisease as required by the Texas Department of State Health Services (TEC §38.001(a)). A student maybe provisionally admitted if the student has begun the required immunizations and continues to receivethe necessary immunizations as rapidly as medically feasible (TEC §38.001(e)). Except as provided byTEC §38.001(c) or by rule of the Department of State Health Services, a student who is not fullyimmunized and has not begun the required immunizations may not attend school. For further informationabout enrollment procedures, please see the Student Attendance Accounting Handbook. For furtherinformation about immunization requirements, immunization exemptions, and immunizationdocumentation, please contact the Texas Department of State Health Services.Documentation requirement: Due process documentation supporting the withdrawal. All district actionsto withdraw a student must be documented or the documentation for use of this leaver reason code maybe considered insufficient. For purposes of leaver reason code 83, due process is defined as completionof the following steps:1. District provides oral or written notice, appropriately documented, to the student’s parent,guardian, or qualified student him- or herself of intent to withdraw the student, reasons for thewithdrawal, effective date of withdrawal, and date of hearing or conference at which the parent,guardian, or qualified student will have an opportunity to respond to the allegations that thestudent is not entitled to be enrolled in the district. Steps 2 and 3 are not required for cases in

2012-2013 PEIMS Data StandardsAppendix D: Leaver Reason Codes and Documentation Requirementstake a high school equivalency or GED exam.89 Student is incarcerated in a state jail or federal penitentiary as an adult or as a person certified tostand trial as an adultDefinition and use: Student is incarcerated in a state jail or federal penitentiary as an adult or as aperson certified to stand trial as an adult.Documentation requirement: Acceptable documentation is one of the following: 1) Oral notification froma law enforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, to anauthorized representative of the district, that the student is incarcerated. The written statement of the oralnotification shall be signed and dated by the authorized representative. 2) Written notification from a lawenforcement agency, the office of the prosecuting attorney, or the jail or penitentiary, that the student isincarcerated.98 Other (reason unknown or not listed above)Definition and use: This code is used for students who are withdrawn by the school district after a periodof time because they have quit attending school and their reason for leaving is not known. It is also usedfor students who withdrew from/left school for reasons not listed above.