(a) Data Collection and Reporting.
  (1) JJAEP EDI Extract.
    (A) Unless an alternate data entry system has been approved by TJJD, the JJAEP administrator or designee must ensure that:
      (i) statistical and programmatic data for each student, as required by the JJAEP Electronic Data Interchange (EDI) Specifications, are accurately documented and entered into the juvenile probation department's automated case management system; and
      (ii) the JJAEP EDI Extract is submitted to TJJD no later than the 10th calendar day of each month following the reporting period.
    (B) TJJD staff must discuss any proposed changes to the JJAEP EDI Specifications with juvenile probation departments’ designated representatives before making substantive changes to the specifications.
  (2) JJAEP Monthly Activity Report. The JJAEP administrator or designee must ensure the JJAEP Monthly Activity Report is submitted in the required format to TJJD no later than the 10th calendar day of each month following the reporting period via TJJD's Internet database.
(b) Student Educational Records. The following information must be documented and maintained in the case file for each student in the program:
  (1) grade level upon entry to the JJAEP;
  (2) notice of expulsion;
  (3) court order(s) placing the student into the JJAEP;
  (4) police offense report, if applicable;
  (5) entry and exit transition plans;
  (6) education records, to include:
    (A) special education determination;
    (B) appropriate special education records;
    (C) scores on assessments required by the Texas Education Agency; and
    (D) home-language survey;
  (7) admission and exit testing data, if applicable;
  (8) pre-participation physical evaluation, if required under §348.208 of this title;
  (9) documentation of regular reviews of academic progress as required by Section 37.011(d), Education Code;
  (10) date of admission;
  (11) number of attendance days;
  (12) number of absent days;
  (13) date of release;
  (14) emergency notification contacts;
  (15) special medical needs, if any;
  (16) immunization records; and
  (17) medical release form.

Source Note: The provisions of this §348.204 adopted to be effective August 1, 2018, 43 TexReg 2593