Pupil Accounting and Special Permission Department

MISSION:

Every child counts in PSJA ISD and will be provided the opportunity to reach their maximum potential and academic achievement.  The Office of Pupil Accounting  works with all parents and staff in a collaborative manner to help our students achieve academic success. We will strive to meet the unique needs of every student by providing support and guidance  to all District schools.

VISION:

Every student will achieve success and graduate as a life-long learner, globally competitive, prepared for career, college, and life. 

This section explains the district’s admissions process, required documentation, and steps families must take to enroll students. It aligns with Texas Education Code requirements, ensuring all district schools follow uniform enrollment practices.

Admissions-Records Compliance Checklist

• Ensure all students are enrolled regardless of delays in proving identity or in receiving prior school records.

• Collect required documentation at enrollment:

  • Proof of identity (e.g., birth certificate, state ID)

  • Immunization record

  • Most recent school records (if transferring)

  • Proof of Texas residency (utility bill, lease, or affidavit)

• Allow thirty (30) days for parents/guardians to provide missing identity documents; refer cases lacking documentation within this window to law enforcement as per TEC.

• Verify residency with only one acceptable document; immediately enroll McKinney-Vento eligible students without residency documents.

• Request and obtain records from previous districts via the Texas Records Exchange (TREx); do not bar access to school while waiting for records.

• Assign a state-approved alternative student identification number if a Social Security card is not provided; do not deny admittance due to lack of SSN.

• Do not inquire about immigration status or citizenship for any student or parent.

• Deny admission only if immunization records are not submitted and no lawful exemption is met.

• Maintain confidentiality and proper records management per FERPA regulations:

  • Limit access to student records to authorized personnel.

  • Secure physical and electronic storage of records.

  • Retain temporary student records (e.g., attendance) for at least 5 years after last attendance; keep permanent records at least 60 years.

• Inform families of their rights regarding enrollment, withdrawal, and record access at the time of registration.

• Review and update procedures annually to ensure compliance with local, state, and federal policy (TEA SAAH, Title I, ESSA).

• Retain documentation for periodic audits and submit all required reports as scheduled by TEA or district policy.

This checklist supports full compliance with admissions-records obligations for Texas public schools and ensures alignment with both local board policy and broader federal regulations.

Admissions & Records

• Ensure every student is enrolled regardless of delays in providing documents proving identity or prior school records, per TASB and TEC guidelines.

• Follow TEA SAAH procedures for accurate attendance and enrollment recording, including regular audits and documentation updates.

• Annually update staff on compliance requirements related to admissions under ESSA and Title I, ensuring all students have equal access and parents are informed about their rights.

• Maintain a secure and accessible system for all student records, compliant with local, state, and federal confidentiality requirements

Clear school attendance zones and feeder patterns are established to assign students to appropriate campuses. Maps and descriptions are provided to help families understand where students attend based on home address.

PSJA School Finder

Information about how students are assigned to schools, including exceptions, special programs, and consideration for unique educational needs. This includes procedures for program placement and appeals.

Interdistrict Transfers:

Guidelines for students wishing to attend a school outside their home district by formal transfer agreements. Includes eligibility criteria, application deadlines, and renewal processes consistent with TEC and TEA rules.

Intradistrict Transfers-

Details on transferring students between campuses within PSJA ISD, including required applications, deadlines, and considerations for capacity, program availability, and student needs.

https://homeaccess.psjaisd.us/HomeAccess/Account/LogOn?ReturnUrl=%2fhomeaccess%2f

https://www.psjaisd.us/register/transfer-information

Required Documentation for Student Transfers

• Student’s birth certificate or other proof of identity.

• Most recent school records, including:

  • Academic records/transcript

  • Discipline record and any threat assessments (new requirement per House Bill 3. https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/house-bill-3-transfer-of-student-records

  • Special education records/IEP if applicable

  • Attendance records

• Immunization records or evidence of lawful exemption.

• Proof of residency (current utility bill, lease, etc.) if required by receiving district.

• Additional documents for new-to-district students (see local district policy): grades, guardian proof, application forms.

Timelines for Student Transfers

• The previous district must furnish student records (identity, school records, discipline record) within 10 working days of receiving a transfer request.

• Parents/guardians have up to 30 days after enrollment to provide necessary items such as proof of identity and previous school records.

• Receiving district should not delay enrollment; must accept and promptly enroll the student as soon as essential information is available.

• Immunization records should be provided at the time of enrollment; students may be provisionally enrolled if records are pending, per TEC.

• For Special Education transfers, the new district must either implement the previous IEP or convene to create a new one within 20 school days after receiving the IEP.

• If transfer happens over summer, IEP from previous district should be implemented on the first day of school, if records are verified.

• For out-of-state special education transfers, initial evaluation (if needed) must be completed within 45 school days; new IEP within 20 school days after evaluation.

Policies for maintaining, requesting, and releasing student academic records and transcripts, complying with FERPA and Texas law. Provides instructions for parents and students to request records securely. 

Parent and Student Rights

"Families have the right to review attendance policies, request explanations for absences considered public or excused, and challenge records. Appeals processes and access to district attendance officers are available on the website for assistance with attendance disputes

(Non-Graduates and Students who left the district please call

956-354-2028 or email PupilAccounting@psjaisd.us)

Per District policy and the Family Educational Rights and Privacy Act (FERPA), student records are only available to those who have authorization from the student or parent, guardian or responsible person if the student is less than 18 years of age.     If the student is 18 years of age or older, school records will not be released to a parent, guardian, or responsible person without the student’s written consent.

Please note the information below:

All requests for student records must be submitted by completing form in person at the PSJA Central Office Administration or through PupilAccounting@psjaisd.us

Please be sure to provide the parent/guardian name, date of birth, and last campus attended for all enrollment history requests.

Requests will be processed on normal school business days during regular school business hours (Monday - Friday, 8:00 AM - 5:00 PM).  Please allow 3 to 5 school business days for processing.

Requests to pick up records will require an official, unexpired photo id such as a Driver's License, Passport or Military ID.

If you graduate please contact your school for more information

Information about support programs for students in foster care, including case management, educational stability plans, and the district’s commitment to removing barriers for foster youth.

These requirements ensure educational stability, academic achievement, and equitable support for students in foster care.

Core State and Federal Mandates

• Federal laws such as the Every Student Succeeds Act (ESSA), Title I, and the McKinney-Vento Act require districts to ensure educational stability for foster youth, including transport to the “school of origin,” prompt school enrollment, and the appointment of a foster care liaison to facilitate coordination between education and child welfare agencies.

• State rules in the Texas Education Code (TEC) and Texas Administrative Code (TAC) require districts to minimize disruptions to education, identify foster care students in state reporting (PEIMS), and provide training for teachers and staff on supporting foster students.

Required Implementation Strategies in PSJA ISD

• Collaboration and Communication: The district must establish channels for ongoing collaboration with the Texas Department of Family and Protective Services (DFPS) and other child welfare agencies and hold regular meetings to discuss shared data, challenges, and best practices.

• Educational Stability: Mandates require PSJA ISD to develop written transportation procedures for foster students to continue in their school of origin when best for the student, coordinate with other districts, and update these plans as needed.

• Data and Reporting Compliance: Ensure accurate identification and coding of foster care students within state reporting systems, ensure that foster care status is tracked, and that all educational outcomes are documented to meet the accountability metrics laid out in the Student Attendance Accounting Handbook (SAAH) and TEC.

• Individualized Supports: Provide individualized education plans, academic supports, graduation/school completion counseling, and trauma-informed behavioral health services. All service decisions must follow a “best interest determination” involving multiple parties as required by ESSA and state law.

• Professional Development: Staff and teachers must participate in regular training on the unique needs of foster youth, including strategies for trauma-informed instruction and ESSA/Texas Blueprint compliance.

• Parent/Guardian and Student Engagement: Efforts must be made to involve biological parents, caregivers, or legal representatives in decision-making. Communication in native languages and cultural sensitivity is emphasized under local and federal policy.

• Title I & State Compensatory Education (SCE) Services: Foster students are categorically eligible for Title I and SCE services, requiring PSJA ISD to allocate resources for academic interventions, extended learning opportunities, and wraparound supports based on need.

Local and Professional Mandates

• Adherence to local board (TASB) and educator standards (SBEC) is necessary, including the adoption and implementation of board-approved policies that safeguard the rights and well-being of foster youth.

• All district procedures and staff conduct must also comply with Title I, ESSA, SAAH, TEC, TAC, TASB local policies, and professional certification standards governed by SBEC.

Key Foster Care Enrollment Responsibilities

• Immediate Enrollment Without Typical Documents:
  School districts must immediately enroll students in foster care even if required documents (e.g., birth certificate, immunization records, prior school records) are missing at time of enrollment. The Texas Department of Family and Protective Services (DFPS) is allowed up to 30 days to provide these documents (TEC §25.002(g); ESSA Title I).tea.texas+2

• Accepted Documentation:
  Acceptable proof of foster care status includes the DFPS Placement Authorization Form 2085 or the DFPS Designated Education Decision-Maker Form 2085-E. Alternative proof of identity (court order, DFPS letter, BVS screenshot, or other legal documents) must be accepted if a birth certificate is not available.

• School of Origin Rights:
  Students in foster care have the right to remain in their school of origin, even if their foster placement changes and is outside the district, unless it is determined not to be in their best interest to stay. This right applies until completion of the highest grade offered (TEC §25.001(g); ESSA Title I).

• PEIMS Coding:
  Students must be coded in PEIMS with the foster care at-risk indicator. School counselors/registrars must ensure timely and accurate PEIMS reporting of foster status (TEC §7.029(b-1)).

• Foster Care Liaison:
  Every district must appoint a Foster Care Liaison responsible for coordinating enrollment, supporting the student’s educational stability, and collaborating with DFPS and other relevant agencies (TEC §33.904).

• Records Request and Transfer:
  The previous school must send records within 10 working days of the foster student’s enrollment in a new school (TEC §25.007(b)(1)).

• Efforts to Ease School Transitions:
  Schools must:

  • Develop processes to ease the student's transition in the first two weeks

  • Accept and award full or partial credit for completed coursework

  • Support participation in extracurricular/summer programs, tutoring, and services at nominal/no cost

  • Ensure access to post-secondary resources and special education referrals, if needed (TEC §25.007(b)).

• Confidentiality and FERPA:
  All documentation related to foster status must be securely managed in compliance with FERPA and state privacy rules.

• Excused Absences:
  Foster students are permitted excused absences for court-ordered activities (TEC §25.087).

Legal References

• Texas Education Code:

  • §25.002(g): Immediate enrollment of foster students without records

  • §25.001(g): School of origin attendance rights

  • §25.007: Transition planning, credit transfer, and stability mandates

  • §33.904: Foster Care Liaison requirement

  • §25.087: Excused absences for court appointments

• Federal Law:

  • ESSA (Every Student Succeeds Act), Title I, educational stability and school-of-origin provisions

• TEA Guidance:

  • Foster Care & Student Success Resource Guide (Texas Education Agency)

For more information please click here

These actions and citations ensure that foster care students are enrolled promptly, protected from excessive educational disruption, and provided with robust supports as they transition between placements and schools.

To comply with the ESSA foster care provisions, PSJA ISD must complete specific steps to ensure educational stability and success for students in foster care. These steps reflect federal mandates and are operationalized through district-level policies and practices.

Steps for ESSA Foster Care Compliance

• Designate a district Point of Contact (POC) for foster care students, ensuring this person is not the same as the McKinney-Vento liaison, as required by ESSA.

• Collaborate with child welfare agencies to facilitate school stability, making school placement best interest determinations through a documented process that considers input from both the school district and welfare partners.

• Guarantee children in foster care remain enrolled in their school of origin unless it is not in their best interest; if a change is necessary, ensure immediate enrollment in a new school even if essential records are not available at the time.

• Promptly transfer academic and other enrollment records to the receiving school within the state-mandated time frame.

• Develop, document, and implement clear written transportation procedures so that students can remain in their school of origin when it is in their best interest; collaborate with local child welfare agencies to share responsibilities and resolve disputes over transportation costs.

• Include yearly assurances in state Title I plans and grant applications, which require documentation of collaboration with child welfare agencies and maintenance of compliant transportation procedures.

• Train relevant staff on ESSA requirements, the unique educational needs of foster care students, and district procedures for enrollment, records transfer, and dispute resolution.

Resources and contacts for families experiencing homelessness or housing instability. The district provides enrollment support, transportation, and educational services in compliance with the McKinney-Vento Act.

What is Homelessness?

The McKinney-Vento Act Homeless Definition : Children and youth who lack a fixed, regular, and adequate nighttime residence are homeless.

Types of Homeless Environments:

• Sharing housing due to loss of housing or economic hardship

• Living in motels, etc.

• Living in emergency or transitional housing (shelters)

• Migratory children

• Unaccompanied youth (couch surfers...)

Proof of Residency

Question: Can a school require proof of residency (rent receipt, lease agreements, utility receipts, and property tax receipts. etc.) that prevents or delays the enrollment of children or youth experiencing homelessness?

Answer: No. Section 722(g)(3)(C)(i) of McKinney-Vento states that a child or youth experiencing homelessness must be enrolled immediately, “even if the child or youth is unable to produce records normally required for enrollment, such as previous academic records, medical records, proof of residency or other documentation.” Additionally, Section 721(1) of McKinney-Vento requires that children in homeless situations be provided equal access to the same free, appropriate public education as provided other children and youth. School districts cannot prevent the enrollment of children and youth without homes through residency requirements. If the child is homeless, inability to provide documentation of permanent residence should not prevent or delay the child’s enrollment.

Resources

For more information please click here

Program and Support Overview

Programas y Apoyo de Información general

McKinney-Vento Frequently Asked Questions

Local Resources for HANDS Students and Parents

Texas Homeless Education Office Website

National Center for Homeless Education We

Support and resources for military families experiencing relocations or deployments. Information on enrollment flexibility, counseling, and community resources is provided.

Military Student Transition Steps

• Establish Residency:
  Parent/guardian provides a copy of military orders showing transfer to a military installation in or near the district, which serves as immediate proof of residency (TEC §25.001(c-1)).

• Acceptance of Essential Records:
  The receiving school must enroll the student promptly even if family cannot immediately produce standard records (e.g., birth certificate, immunizations, transcripts). Under the Compact and TEC, families have up to 30 days to furnish missing immunization records or proof of residency.

• Timely Request for Student Records:
  Districts use the Texas Records Exchange (TREx) to request and send records to and from the previous school. Schools must expedite records transfers for military-connected students (TEC §25.0342; MIC3).

• Course and Program Placement:
  The new district must place the student in comparable courses and programs (e.g., advanced placement, gifted/talented, special education) while awaiting official records, ensuring continuity in academic progress (MIC3 Article V).

• Extracurricular and Athletic Participation:
  Military students arriving after tryouts must be allowed to try out for sports and other extracurricular activities, even if the enrollment period has ended, to avoid disadvantage due to transition timing (MIC3 Article VI).

• Graduation Requirements:
  Schools must make reasonable accommodations to facilitate on-time graduation, including accepting exit or end-of-course exams from previous districts and waiving certain local prerequisites if needed (MIC3 Article VII).

• School Liaison Officer Support:
  Military families may receive transition assistance from a district-appointed Military Family Liaison or School Liaison Officer.

Required Notification Forms

• Military Connected Student Form:
  Districts may require a Military Connected Student Form to identify and track military-dependent students for state PEIMS reporting. Parents indicate student military status each year or at time of registration.

• Proof of Military Orders:
  Parent/guardian must submit a copy of current PCS (Permanent Change of Station) orders to the enrolling district.

• Residency Affidavit/Notification of Pending Arrival:
  If the student will reside within the district on a future date per military orders, the family may complete a notification or intent form, providing proof of residency within 90 days of the specified arrival date (TEC §25.001(c-2)).

• Transition Notification (optional):
  Some districts offer a transition notification form for families to alert school staff to special needs (e.g., IEP, medical) or concerns related to the move.

• FERPA and Release of Records Authorization (if needed):
  To hasten records transfer, families may sign a release of records or FERPA authorization if required by the previous school.

These steps and forms ensure that military-connected students are supported through enrollment transitions, in compliance with the MIC3, TEC, and TEA expectations. Districts are strongly encouraged to review MIC3 guidance and maintain streamlined processes for this highly mobile student group.

Resources

For more information please click here

Below  you will find  the latest official resources your district needs to maintain transparency and empower families on your website. These resources include the newest Texas Student Attendance Accounting Handbook, the complete Texas Education Code, and TEA compliance reports and frameworks.

Student Attendance Accounting Handbook (SAAH)

• The official 2025-2026 SAAH outlines all required attendance coding rules and audit documentation for Texas districts.

Student Attendance Accounting Handbook | Texas Education Agency

• The latest adopted SAAH and change documents are provided in PDF format on the TEA Student Attendance Accounting Handbook page. This is an authoritative resource for attendance procedures, student eligibility, and audit requirements.

Student Attendance Accounting Handbook | Texas Education Agency

Texas Education Code (TEC)

• The complete, updated Texas Education Code—including laws, rules, and chapters affecting public education—is available online through the Texas Legislature’s website (Statutes Capitol).
• Statutes Capitol Texas​
• TEA also provides an overview and official references to applicable education laws and rules on its “Laws and Rules” portal.

Laws and Rules | Texas Education Agency

TEA Compliance Reports & Monitoring

• The latest Results Driven Accountability (RDA) public reports, determinations, and monitoring frameworks for the 2025-26 year can be found on the TEA RDA Data and Reports webpage, now updated with all current districts’ determinations and monitoring notifications.
• 2025 RDA: Public Reports, Determinations, and Monitoring | Texas Education Agency

• ESSA Consolidated Compliance Reports and guidance for rural and low-income schools are published via TEA’s eGrants portal, accessible with district TEAL credentials.
• 2023-2024 ESSA Compliance Reports

• TEA’s “Compliance and Reporting” page groups all active and archived accountability, school funding, and state/federal compliance reports in a user-friendly index for districts and families.
• Compliance and Reporting | Texas Education Agency

Additional Resources

• The Texas Administrative Code (TAC), which covers every adopted state agency rule affecting public education (including attendance), is available for cross-reference.

·    The Texas Education Code is part of the Texas statutes and can be found online.  The link below will           take you to Texas Constitution and Statutes Online.  The drop-down menu for "Code" will allow you to      select "Education Code," followed by the various titles, chapters, and sections.

·     Texas Constitution and Statutes Online

·    The Texas Administrative Code, Title 19 Education, deals with all the public education administrative         regulations in Texas for primary, secondary, and higher education.  The link below takes you to this.

·    Texas Administrative Code, Title 19, Part 1 Texas Education Agency

·      Within the Texas Administrative Code, you will find the specific Texas Essential Knowledge and                   Skills (TEKS), which detail the specific objectives and goals to be taught for each class and subject. 

        The link below will take you to the main page, with the TEKS beginning at Chapter 110.

·         Texas Administrative Code, Title 19, Part 2 Texas Education Agency

• The TEA's annual financial and compliance report schedule and guidance are published for all Texas districts.

Links to the latest Student Attendance Accounting Handbook, Texas Education Code, TEA compliance reports, and related documents to empower families with full transparency.

This comprehensive content framework will help PSJA maintain a compliant, accessible, and family-friendly website with all essential attendance and student support information clearly presented..

https://www.dfps.texas.gov/Child_Protection/Youth_and_Young_Adults/Transitional_Living/Housing/youth.asp

https://youtu.be/liHzLb58Euc?si=4LmeDcPUOWitLdYD