As a content creator for carcodescanner.store and an auto repair expert, I’m stepping into the realm of educational administration to clarify a seemingly unrelated, yet crucial topic for the Texas education system: leaver reason codes and their documentation requirements. While seemingly distant from automotive diagnostics, understanding documentation and coding systems is universally important. This article will serve as a comprehensive guide to navigating the complexities of student leaver reason codes as defined by the Texas Education Agency (TEA), crucial for accurate Public Education Information Management System (PEIMS) reporting.
This guide is based on the official Documentation Requirements by LEAVER-REASON-CODE table from the Texas Education Data Standards (TEDS), specifically Code Table C162. It’s designed to provide clarity for school districts in Texas to ensure they are correctly documenting student withdrawals and complying with state regulations.
Decoding Leaver Reason Categories
The TEA categorizes leaver reasons into four main groups:
- Completed High School or GED Program: Students who have successfully finished their high school education or obtained a General Educational Development certificate.
- Moved to Other Educational Setting: Students who have transitioned to another educational environment, such as another public school district, private school, or higher education institution.
- Withdrawn by School District: Students whose withdrawal is initiated by the school district for various reasons defined by TEA guidelines.
- Other: A category encompassing various other circumstances leading to a student leaving a school district.
It’s important to note that students transferring between Texas public school districts or those earning GEDs at Texas sites by August 31st are considered “movers,” not “leavers,” for PEIMS reporting purposes. Documentation requirements, as detailed below, are specifically for “leavers.” While not mandated for “movers,” districts may establish local policies for documenting these student transitions. The Unique ID Enrollment Tracking system can initially help districts track potential movers, but TEA makes the final determination.
“Local policy” throughout this article refers to the specific leaver policies and procedures established by individual school districts or charters.
General Documentation Essentials
All student withdrawals must be formally documented by school districts, and the relevant paperwork must be maintained on file. Documentation is mandatory for every leaver reason code. Specific documentation requirements for each code are detailed in the “Documentation Requirements by LEAVER-REASON-CODE” section later in this guide.
Crucially, documentation supporting the assigned leaver reason code must be available within the district by the PEIMS Submission 1 January resubmission date. This means districts need to be proactive in gathering and organizing this information.
Timelines for Establishing Leaver Reasons and Documentation
The timing for determining leaver reasons and securing documentation varies based on when a student leaves:
Students Leaving During the School Year
For students withdrawing during the academic year, the leaver reason is applicable at the time of withdrawal, and documentation should be obtained concurrently. For instance, in cases of LEAVER-REASON-CODE 66 (withdrawn by Child Protective Services), documentation should be secured when the student is removed from school.
Students Failing to Return in the Fall
When students do not return for the new school year in the fall, the leaver reason is applied on the first day of school or within the “school-start window.” This window is defined as the period from the first day of school until the last Friday in September. Districts should select the LEAVER-REASON-CODE that best reflects the student’s situation during this school-start window. For example, to use LEAVER-REASON-CODE 60 (student withdrew/left school for home schooling), a district needs to confirm that the student was being homeschooled at some point during this window. Documentation for this code can be gathered anytime before the PEIMS Submission 1 resubmission date.
Students Enrolled but Ineligible – LEAVER-REASON-CODE 83
LEAVER-REASON-CODE 83 (not entitled to public school enrollment in the district) is used for students who were initially attending school but are later withdrawn when the district discovers they were not eligible for enrollment. This ineligibility can stem from not being a district resident, not meeting requirements under Texas Education Code (TEC) §25.001, or not qualifying as a transfer student. It’s important to note that this code is not for students who were residents but moved out of the district.
This code also applies in rare instances where a student hasn’t met immunization requirements under TEC §38.001 or related rules from the Texas Department of State Health Services. For LEAVER-REASON-CODE 83, the leaver reason applies at the time of withdrawal, and documentation demonstrating due process for the withdrawal should be obtained immediately.
Signature Requirements for Documentation
Proper signatures on withdrawal documentation are critical for compliance. All documentation must be signed and dated by a district-authorized representative. Districts should have a formal written policy outlining who can serve as an authorized representative for signing withdrawal forms and other leaver documentation.
In addition to district signatures, withdrawal documentation should ideally be signed by one of the following:
- Parent
- Guardian
- Responsible Adult: As recorded in school records, such as a foster parent or probation officer.
- Qualified Student: A student who, at the time of withdrawal, meets one of the following criteria:
- Is married
- Is 18 years of age or older
- Has established legal residency separate from their parent, guardian, or legal custodian.
For withdrawal forms received via fax, original signatures are not required. For forms received by email, parent/guardian or qualified student signatures are also not mandatory. Written documentation of oral statements made in person or by phone by a parent/guardian or qualified student is acceptable in certain situations, provided it’s signed and dated by a district representative. This allows for flexibility in obtaining necessary information while maintaining proper documentation.
Evaluation of Documentation Merit
The quality and acceptability of leaver documentation are assessed during data inquiry investigations when documentation is specifically requested. Professional staff conducting the investigation determine the acceptability of the documentation. The guidelines presented here outline the most common and expected types of documentation for each leaver reason code. However, documentation that reflects sound administrative practices and a sincere effort by the district to accurately report leaver status will be evaluated on a case-by-case basis. The emphasis is on demonstrating a good faith effort to comply with TEA guidelines.
Completeness of Documentation: Key Elements
Withdrawal documentation is considered incomplete if it lacks a date, required signatures, and a destination (where the student is going, if applicable). However, documentation is not deemed insufficient if information is missing because a parent refuses to provide it. In cases of parental refusal, the district must document the refusal. Appropriate documentation of refusal should include:
- Date of conversation
- Content of the conversation (what information was requested and refused)
- Name of the person who refused the information
- Signature of the school official verifying the conversation
This detailed record of attempted information gathering is crucial in demonstrating due diligence even when complete information is unattainable due to parental non-cooperation.
Modifying Leaver-Reason-Codes: District Policy
Once a district has met the documentation standard supporting a chosen leaver reason code, there is no requirement to obtain further information on the student. Local policy dictates whether a leaver reason code can be updated if new information becomes available later. Districts should clearly outline their policy on updating leaver codes in their published leaver procedures.
For example, if a district initially assigned LEAVER-REASON-CODE 60 (student withdrew for homeschooling) and subsequently receives a transcript request from a private school for the same student, the district may choose to update the code to LEAVER-REASON-CODE 81 (enroll in a Texas private school) but is not obligated to do so. This flexibility allows districts to manage their data based on their own policies and the information available at different times.
Documentation Requirements by LEAVER-REASON-CODE: Specifics Matter
In addition to the general documentation requirements outlined above, specific requirements apply to each leaver reason code. These specific requirements are categorized into the four main leaver groups: graduated/GED, moved to other education, withdrawn by district, and other reasons.
Important Note on Dropout Codes: Certain LEAVER-REASON-CODES are designated as dropout codes for state and federal accountability purposes.
- State Accountability Dropout Code: 98
- Federal Accountability Dropout Codes: 88, 89, 98
These designations are for informational purposes within this document and are not exhaustive definitions of dropout classifications. For comprehensive details on dropout and completion processing, refer to the TEA’s publication, “Secondary School Completion and Dropouts in Texas Public Schools.”
By understanding these detailed guidelines, Texas school districts can ensure accurate and compliant reporting of student leaver data, contributing to the integrity of the PEIMS system and ultimately, a clearer picture of student movement within the Texas education landscape. Accurate data is essential for effective resource allocation and policy decisions within the Texas education system.
