Core Collection: Residential Facilities (RF) Tracker Submission


The Residential Facility (RF) Tracker is a yearly submission that tracks information for students with disabilities who reside in residential facilities within the geographic boundaries or jurisdiction of an LEA. An RF is a facility that provides 24-hour custody or care of students who reside there for detention, treatment, foster care, or any non-educational purpose.

NOTES:

• The ASCENDER Registration pages in this document are used to track ANY student who enters a residential facility, not just the students included in the RF Tracker submission. Summer PEIMS will also be using these fields to track attendance.

• RF Tracker interchanges are only created when the student's special education entry/exit dates and RF entry/exit dates overlap.

For example:

Special Ed Entry DateRF Entry DateInterchange
Entry Date = 9/1Entry Date = 9/1Generated with 9/1 entry date.
Entry Date = 9/1Entry Date = 9/15Generated with 9/15 entry date.
Entry Date = 9/15Enter Date = 9/1Generated with 9/1 entry date, but not until the job is run after 9/15.
N/AEntry Date = 9/1Not generated.
Entry Date = 9/1N/ANot generated.

• Mid-point RF Tracker submission due date for TEA - December 13, 2024
• RF Tracker submission due date for LEAs - July 17, 2025

Users may begin loading TSDS data when the Operational Data Store (ODS) opens each year. They may begin promoting data to RF Tracker when the collection opens at the beginning of the school year.

IMPORTANT: Each LEA will have unique situations. Some of the dates, images, and examples provided in this document are for informational and instructional purposes only and may not completely represent your LEA's process.

Prerequisites

Identify Campus as Residential Facility

Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info

Campus Control info tab with RF fields highlighted

NOTE: These settings are campus specific. If the same facility exists on multiple campuses, the information must be entered for each campus.


Campus-wide Residential Facility

Select if all students at the campus are residing in a residential facility.


❏ Under Residential Facility Options:

This list populates the Residential Facility ID drop-down field on Registration > Maintenance > Student Enrollment > W/R Enroll for students who reside in a residential facility.

County/Dist

The county-district number you are logged on to is displayed and cannot be changed.

Data Element: LocalEducationAgencyId (E0212)

Res Fac ID

Type the six-digit residential facility ID.

Data Element: ResidentialFacilityId (E1627)

Facility Name

Type the name of the residential facility, up to 60 characters.

Inst Day Len

The field is automatically populated with the Instructional Daily Minutes as entered for the default campus-track on Attendance > Maintenance > Campus > Campus Options. If the number of minutes in the school day at the residential facility is different, this field can be modified.

Data Element: ResidentialFacilityStudentSchoolDayLength (E1637)



Identify Students Enrolled in Residential Facility

Registration > Maintenance > Student Enrollment > W/R Enroll

W/R Enroll tab with RF Tracker fields highlighted

Residential Facility

Select if the student resides in a residential care and treatment facility within the district's boundaries or jurisdiction.

This field is automatically selected if the campus has Campus-wide Residential Facility selected on Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info, but will not be saved until you click Save.

Data Element: ResidentialFacilityId (E1627)

❏ When Residential Facility is selected, the following fields are displayed:

Attendance Zone

Type the nine-digit TEA-assigned number for the campus the student is expected to attend based on the geographic location (address) of the residential facility in which the student resides. This may or may not be the same as the Campus ID of Enrollment.

Data Element: AttendanceZoneCampus (E1633)

Length Stu Sch Day

Type the number of minutes in the student’s school day.

Data Element: ResidentialFacilityStudentSchoolDayLength (E1637)

Educated At Facility

Select if the student is educated at or in the general location of the residential facility.

Data Element: EducatedAtResidentialFacility (E1634)

Length Campus Sch Day

Type the number of minutes of the traditional home campus school day for a non-disabled peer.

Data Element: CampusIdOfEnrollmentSchoolDayLength (E1638)

Surrogate Parent

Select if student requires a surrogate parent. This field is required when Nbr Other Stu Assigned is 0-25.

Data Element: SurrogateParentAssigned (E1635)

Prior Instr Setting

Select the student’s most recent instructional setting before entering the residential facility.

Data Element: InstructionalSetting (E0173) (Code table: C035)

Nbr Other Stu Assigned

Type the number of other students who are assigned to the same surrogate parent. Valid values are 0-25.

Data Element: NumberOtherStudentsAssignedSameSurrogateParent (E1636)

Residential Facility ID

Select the ID of the facility. The list of available facilities is maintained on Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info under Residential Facility Options.

Data Element: ResidentialFacilityId (E1627)



Guidance for the Mid-point RFT Check-in

As of the 2020-21 school year, TEA has implemented a new promotion and validation deadline that was added to the RF Tracker Timeline.

All RF Tracker data up to this point must be promoted, validated and fatal free. LEA will continue to report RF Tracker data as students enter and exit residential facilities or on a monthly basis throughout the school year. Mid-point RFT Check-in is due to TEA December 13, 2024.



Residential Facility Tracker Data Components

❏ Click on the TEA drop-down menus to see complete information for RFT reporting including: Domains, Entities and Data Elements.

The following data elements are pulled from the Alternative and Supplemental Services, Education Organization, Enrollment, and Student Identification and Demographics domains: