2000-2001
Table of Contents
INTRODUCTION-Due Dates, Data Types, Resources iv
PEIMS Process Overview Checklist vi
Preliminary Steps – Clear Prior ID, Reset Demo Revision 1
Master Schedule Checklist – 5
Demographic and Attendance Information 8
Demographic Verification Checklist (100,101,105) 9
PID Processing 20
Attendance Verification Checklist (400) 22
Special Education Attendance Checklist (405) 38
Career & Technical Education (CTE) Attendance Checklist (410) 40
Flexible Attendance Checklist (500, 505, 510) 44
Title 1 Checklist (461) 45
Checklist for Discipline Records (425) 48
Special Education Child Restraint Records (435) 57
Checklist for Course Completions for grades 01-12 (415) 59
Checklists for Extracts, Create TEA Format File, Edit through EDIT+ 64
Preliminary Extract (for PID) 65
All Summer Extracts/ Create TEA Edit File R20 Summer/Extended Extracts/PEIMS Maintenance document
EDIT + Submission 67
PEIMS Application Maintenance R20 Summer/Extended Extracts/PEIMS Maintenance document
Preparing Leaver Records 70
Appendix 75
Appendix A – Auditable Reports 76
Appendix B – Pass/Fail Assignment Examples 79
Appendix C – Summer Edit + Data Verification Checklist 83
2011-2012 PEIMS Due Dates
|Submission |“AS-OF” |*Due to |Due to |*Resubmission |Resubmission |
| |Date: |Region 3 |TEA |Due to |Due to TEA |
| | | | |Region 3 | |
|2) Mid-Year |“2010-2011” |01/26/2012 |02/02/2012 |02/09/2012 |02/16/2012 |
|3) Summer |“2011-2012” |06/14/2012 |06/21/2012 |07/05/2012 |07/12/2012 |
*Due to Region 3 means that you have submitted a fatal free district file to Edit + by this date.
|Summer (Collection 3) (current year data) |
|EDIT+ ready to process data |April 9, 2012 |
|EDIT+ ready for ESCs to accept district files |May 14, 2012 |
|Manual PID corrections due at TEA |May 31, 2012 |
|First submission due date for Districts |June 21, 2012 |
|Manual PID corrections due at TEA for re-submission |June 21, 2012 |
|Resubmission due date for Districts* |July 12, 2012* |
|Data available to customers |September 20, 2012 |
* Districts registered with TEA with year-round tracks ending later than June 23 may delay resubmission until two weeks following completion of the latest year-round track or August 25, 2012, whichever comes first. However, the initial data delivery for submission 3 must still be made by June 23, 2012, for all districts. In no case will any resubmission be processed after August 25, 2012. Corrections made beyond August 25, 2012 will be handled by State Funding.
2011-2012 PEIMS Summer DEADLINES
|DATA TYPES REQUIRED BY SUBMISSION PERIOD |
|DATA CATEGORY |DATA |PEIMS RECORD |Submission Reported |
| |TYPE |CODE |(1, 2, 3, 4) |
|Student |Identification |100 |1 - 3 4 |
| |Demographic |101 |1 - 3 4 |
| |ID Number Change |105 |1 - 3 4 |
| |Enrollment |110 |1 - - - |
| |Special Education Program |163 |1 - - - |
| |Career and Technology Program |169 |1 - - - |
| |Career and Technology Course |170 |1 - - - |
| |School Leaver |203 |1 - - - |
| |Basic Attendance |400 |- - 3 - |
| |Special Education Attendance |405 |- - 3 - |
| |Vocational Attendance |410 |- - 3 - |
| |Course Completion |415 |- - 3 - |
| |Disciplinary Action |425 |- - 3 - |
| |Special Ed Child Restraint |435 |- - 3 - |
| |Title I, Part A Program |461 |- - 3 - |
| |Flexible Attendance |500 |- - 3 - |
| |SE Flexible Attendance |505 |- - 3 - |
| |C&T Flexible Attendance |510 |- - 3 - |
| |Extended Year Services |408 |-- - - 4 |
| |Course Completion (Dual Credit ONLY) |415 |-- - - 4 |
One Section at a Time
In order to make the PEIMS process manageable it is easiest to think of PEIMS in small sections.
o The verification process can take place in any order.
o The extract process has more order, but you do have flexibility with the order.
o This manual attempts to make it easier to complete the process.
Texas Education Agency Resources
The TEA Internet web site contains information that will assist you with submitting data. The following pages show the TEA links which will give you access to resources and data, including:
• PEIMS Data Standards
• Attendance Accounting Handbook
• Charter School Information
• Financial Publications
• EDIT+ and PET documentation and training material
• EDIT+ and PET access forms
• EDIT+ Logon site
• AskTED (Texas Education Directory)
• Correspondence
TEA Web Site:
PEIMS Home Page:
PEIMS Data Standards:
Attendance Accounting Handbook:
Charter Schools Homepage:
Financial Accounting Resource (FAR Guide):
Financial Accounting Resource for Charters:
PEIMS EDIT + Reference Page
AskTed Reference Page:
TEA Correspondence:
The screen shots and report samples in this manual are examples of format and may not reflect a current school year reference.
OVERVIEW OF THE PEIMS PROCESS
Start to Finish
You do not have to wait until the end of the year to get started!
o The information will not be complete and you will have to repeat the process at the end of the year, but you will be able to clear up the majority of data problems before school ends.
o Blue Highlights indicate new elements or changes since 09-10 Summer PEIMS submission.
|[pic] |Page |Summer Checklist |
| |1 | Preliminary Steps: The prior ID should have been cleared for all of your students after the Fall PEIMS submission. If it was not, it|
| | |is OK to do so now. ( done by campus personnel |
| | |Demo Revision – verify if demo revision field was cleared after fall submission |
| | 5 | Master Schedule Checklist – Necessary for the 410 (Secondary only), 300, 305 and 415 Record(s) |
| | |Compare Service ID against CO22 Table in the Data Standards ( done by campus personnel |
| | |SGR0110 Master Schedule PEIMS verify: |
| | |Course Sequence |
| | |Service ID |
| | |CTE Hrs ( Secondary only |
| | |Dual Credit ( Secondary only |
| | |ATC Indicator( Secondary only |
| |8 |Complete the Demo Checklist – Check and verify data on the 100, 101 and 105 record |
| | |PET PID Statement of Discrepancies Report - PETD2D001 |
| | |Correct PID errors weekly as PET submissions are made ( done by campus |
| | |SRG0200 - Student Listing verified for changes/corrections or ( done by campus |
| | |Create a Demographic report to verify demographic fields (including CTE Indicator and federal race & ethnicity) |
| | |SRG1200 Student Status Change Report to verify eligibility, attribution code, and campus of residence ( done by campus |
| | |SAT0300 Attendance File Proof Listing to verify migrant and other special programs |
| | |SRG1900 Generic Special Program report to verify crisis code (NONE for 11-12) |
| | | |
| | | |
| |20 |PID Processing – Continue checking discrepancies and following PID correction procedures. (Verify ALL 7 – 12 grade student PIDS are |
| | |cleared ( does NOT include Ethnic/Gender PIDs) |
| |22 |Complete the Attendance, SE Attendance, CTE Attendance Checklist – Check and verify Attendance and Special Program data on the 400, |
| |38 |405, 410 record ( done by campus |
| |40 |Verify - SAT0400 Daily Attendance Summary balanced daily and compared to source documents |
| | |Verify - SAT1700 Entry/Withdrawal Summary information is correct, compare grade level counts |
| | |SEM0850 SE Student PEIMS Verification List to check special Ed coding, Primary Disability, Multiply Disabled |
| | |SRG1200 Student Status Change – run for each category: SE, BIL/ESL, GT, PRS, PEP, Title1 |
| | |Special Ed – Check for correct entry/withdrawal into instructional setting, verify Regional Day School for the Deaf Program (RDSPD) |
| | |indicator |
| | |BIL/ESL – Check for correct entry/withdrawal |
| | |PRS/PEP – Check services provided - and entry/withdrawal |
| | |Generic Records – Check CTE Indicator tied to 415 status (summer rules) |
| | |SGR0000 Class List – Print roster for each CT Service ID for CT Teacher verification ( Secondary ONLY |
| | |SGR1600 C & T Code Verification - CT Teacher should compare and verify ( Secondary ONLY |
| | |Verify - SAT0600 Daily Register reviewed each six weeks, check for eligible days, ineligible days, membership totals, PRS, BIL, ESL, |
| | |CTE, Special Ed, and Total days |
| | |Verify - SAT0600 Daily Register Weekly Summary is balanced against the SAT0900 Principal/Superintendent Semester Report(Pupil |
| | |Attendance and Contact Hours) |
| | |Verify that SAT0670/0671 Teacher Membership Roster was reconciled during the 1st and 4th six weeks. |
| | |Verify that Campus Membership was balanced against District Enrollment totals. |
| | |Verify that the reports were compared to SAT1000 Campus Recap. |
| | | |
| | | |
| | | |
| | | |
| | | |
| |44 |Complete the Flexible Attendance Checklist, including Special Education and CTE Flexible Attendance – Create and verify Attendance and |
| | |Special Program data on the 500, 505, 510 records for TEA approved Optional Flexible School Day Programs (OFSDP) and High School |
| | |Equivalency Programs (HSEP). ( Secondary ONLY |
| | |Verify ADA eligibility 7 or 8 on Students reported in 500 series. |
| | |PEIMS records are manually created in PEIMS application. |
| | |Reconcile 500 series data to program attendance logs (manual records) |
| |45 |Complete the Title 1Part A Checklist – Check if school-wide or targeted assistance campus |
| | |SRG1200 -Verify all students coded’6’ – if school wide |
| | |SRG1200 - Verify participating students coded ‘7’ and service received – if targeted assistance campus |
| | |SRG1200 – Verify coding for service, homeless or non-Title 1 campus |
| |48 |Complete the Discipline Checklist – Ensure that all discipline removals have been entered in the discipline system following proper |
| | |coding requirements. ( done by campus personnel |
| | |SDS1000 Discipline PEIMS Report – verify for: |
| | |Valid PEIMS reportable action and offense codes (action reason) |
| | |Campus of enrollment, campus of responsibility |
| | |Official length verse actual length |
| | |Primary Disability and Instructional setting (with associated valid discipline coding) |
| | |SDS1200 Discipline Incidents Containing Multiple PEIMS Offenses |
| | |Verify most appropriate code will be extracted |
| | |SDS1300 Discipline Audit Report (PEIMS Edits) |
| | |Verify coding on records that will trigger certain PBMAS 425 edit errors |
| | |SDS0200 Special Ed Students – check for: |
| | |offense codes that do not have corresponding action records |
| | |Actual Length verses official length (services provided per IEP?) |
| | |SDS0300 BIL/ESL Student – check for: |
| | |offense codes that do not have corresponding action records |
| | |Actual Length verses official length (services provided?) |
| | |Run utility to assign Incident number – make adjustment where needed for multi student entries |
| |57 |Complete the Child Restraint Checklist- Ensure that all restraint data has been entered into the special education system. ( done by |
| | |campus personnel |
| | |SEM1000 Student Special Ed Restraint List – verify entry |
| |59 |Complete the Course Completion Checklist (grades 01 to 12) – Do not begin this step until End of Year Grade Reporting has been |
| | |completed and Master Schedule Checklist has been verified. |
| | |Run Utility to Clear Pass/Fail Indicator for grades 9-12. |
| | |Run Utility to assign the Pass / Fail Indicator for grades 9-12. |
| | |Check error listing after updating pass/fail indicator, make corrections |
| | |SGR1920 Pass Fail Verification List – verify, make adjustments where needed, |
| | |Continue steps a thru c until corrections have been completed. |
| | |Extract Summer PEIMS Checklist |
| |64 |Delete Summer PEIMS data from PEIMS application (Fall data) |
| |R20 |Extract Summer Data – Attendance – both semesters ( district PEIMS coordinator |
| |doc |Campuses correct Extract errors |
| | |Extract again |
| |R20 |Extract Summer Data – Discipline ( district PEIMS coordinator |
| |doc |Correct Extract Errors |
| | |Extract again |
| |R20 |Extract Summer Data - Child Restraint ( district PEIMS coordinator |
| |doc |Campuses correct Extract Errors |
| | |Extract again ( district PEIMS coordinator |
| |R20 doc |Create a TEA Format File ( district PEIMS coordinator |
| |70 |Send the data to EDIT+ ( district PEIMS coordinator |
| | |Campuses correct errors in TxEIS (do not correct in PEIMS application) |
| | |Repeat Steps 12-17 until there are no more errors. |
| | |When school ends: |
| | |Complete the End of Year Grade Reporting Checklist (ftp site – TxEIS Student Document) |
| |58 |Complete the Course Completion Checklist |
| | R20 |Extract Summer Data - Course Completions ( district PEIMS coordinator |
| |doc |Campuses correct Extract Errors |
| | |Extract again |
| |R20 doc |Create a TEA format file ( district PEIMS coordinator |
| |83 |Send data to EDIT+ ( district PEIMS coordinator |
| | |Correct errors in TxEIS (do not correct in PEIMS application) |
| | |Delete data in PEIMS application ( district PEIMS coordinator |
| | |Run all extracts again (steps 13, 14 and 15) ( district PEIMS coordinator |
| |92 |Enter Flexible Attendance PEIMS Application Maintenance (if required) |
| | |Repeat steps 20 – 22 until all errors have been corrected |
| |R20 |From this point on minor errors may be corrected in the PEIMS application |
| |doc |Campuses should be sure to also update TxEIS original data source |
| |R20 |If corrections have been made in TxEIS PEIMS, you will have to create a TEA format file. DO NOT EXTRACT AGAIN ONCE YOU START MAKING |
| |doc |CORRECTIONS IN THE PEIMS APPLICATION. |
| |92 |Balance district and/or compare TxEIS system reports with reports in EDIT+ (minimum recommended verification) See Appendix C for sample|
| | |checklist. |
| | |TxEIS Attendance SAT0900 (Pupil Attendance & Contact Hours) should be balanced against EDIT+ reports PRF7D001 - Superintendent’s |
| | |Semester Report and PRF7C001 (for each campus) – Principal Semester Report. |
| | |Compare Special Ed calculations on SAT0900 to EDIT+ report PRF7D004 - Superintendents Semester Report of Special Ed eligible days and |
| | |PRF7C004 (for each campus) Principal’s Semester Report of Special Ed eligible days. |
| | |Review EDIT + report PRF7D007 Comparison of Current Year and Last Year ADA. |
| | |Look for variances. |
| | |Question differences. |
| | | |
| |1 | FINAL Steps: The prior ID should be cleared for all of your students after the Summer PEIMS submission/resubmission. ( done by |
| | |campus |
| | |Demo Revision – reset demo revision flag AFTER Summer submission/resubmission. |
| | | |
| | |Submit FINAL 2011-2012 PET file. ( done by someone with access to all campuses |
OVERVIEW OF THE PEIMS PROCESS - PIDS
|[pic] |Early PID Run Checklist |
| |Delete Summer PEIMS Application Data( district PEIMS coordinator |
| |Extract Summer Data – Attendance – both semesters ( district PEIMS coordinator |
| |Correct Extract Errors in TxEIS |
| |Run extract again |
| |Create a TEA Format File ( district PEIMS coordinator |
| |Send the data to EDIT+ - PID verification ( district PEIMS coordinator |
| |Run all the PID error reports from Special Reports ( district PEIMS coordinator |
| |Correct PID errors in TxEIS ( done by campus |
| |Repeat steps 1 – 6, until all PIDS have been corrected |
District / Campus: __________________ Date Completed: _________________
This process should also be included as the last step after the PEIMS submission is final.
If this was not completed after the final Fall resubmission, it is okay to do so now.
1. Update prior SSN. This procedure will change the prior social security number to match the student’s current social security number. This clears out all of the changes you submitted during the last submission. Select from the Registration > Utilities > Update Prior SSN
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o Review the report using the following scroll buttons:
• Click [pic] to go to the first page of the report.
• Click [pic] to go back one page.
• Click [pic] to go forward one page.
• Click [pic] to go to the last page of the report.
o The report can be saved in the following file formats:
• Click[pic] to save and print the report in PDF format.
• Click[pic] to save and print the report in CSV format.
o Click Exit to close the report.
1. Reset Demo Revision flag. This procedure will reset the demo revision code to “0” for all students. This step should have been done immediately after your last submission. To reset this value, select from the Registration Application > Utilities > Reset Values.
You will get the reminder shown here when you go into the screen that the changes are permanent. Be Careful!
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Parameters for Reset
You may select one campus or all campuses. Make sure you choose both active and inactive students as there may be withdrawn students where you wish to clear the Demo Rev option.
From the Item to Reset dropdown, scroll to Demo Revision.
Set the Values to Reset parameters:
From Area – choose All radial button
To Area – choose Blank when clearing or Specific and 1 when setting Demo Revision code
Click on Reset Values and you will be allowed to select all students shown or individual students.
[pic]
To select all students, highlight all the students on the left (by clicking the words Select All button. If you accidentally clicked on that button, you may click on the Unselect All button. If you want to select particular students, highlight each name and then click the check box next to his/her name. After selecting the appropriate student(s), click on the >>Select>> button to move the student(s) names to the Students to be Reset area as shown here:
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In the sample above ALL students have been selected. If you accidentally choose the >>Select>> button, you may move the students back to the Students that meet Criteria area by clicking on the District Schedule NOTE: Please remember to also fix changes in Scheduling. That is why the screen shot shown here is from Scheduling which is the same as in Grade Reporting.
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Verify that the following fields are correct in the District Course Maintenance:
a. TEA Service ID ( needed for 300, 305, 410 & 415 records
i. Review C022 to make sure your course coding is valid.
b. Course Sequence Indicator ( needed for the 415. In most instances this field should normally be left blank. The Course Sequence indicator needs to be updated on the course only if the course is being taught in a different order than normal. For instance, during the second semester a course is taught that contains first semester content. This is common for “trailer” courses, set up as 1-semester, self-paced courses with the same TEA Service ID as the full-year course. In that case, the course sequence for the second semester class would be a “1”
c. CTE Hrs ( needed for the 410 record for Secondary campus. If this field is incorrect for your CTE courses, your weighted funding will not be correct.
i. The CTE courses listed for 6th, 7th & 8th grade students have two (2) ** in the Data Standards. This means the course is eligible for the CTE Indicator reported in the fall. In the summer submission, the CTE Indicator will be 0 because no 415 is reported on 6 -8th graders & this field must be blank. However, 7th and 8th grade students enrolled in CTED courses ARE eligible for CTE contact hours. See current year Student Attendance Accounting Handbook, section 5, paragraph 5.9, page 151,
ii. If the course is an innovative course (service id begins with N), a TEA waiver is no longer required.
iii. In order for a teacher to teach Tech Prep Courses a special certification is required.
iv. To generate funding the CTE course must be a minimum of 45 minutes long. See Student Attendance Accounting Handbook, page 147, paragraph 5.5.2.
v. Only courses with one asterisk (*) in C022 of the PEIMS Data Standards are valid on the 410.
vi. No single CTE course may generate more than 3 contact hours.
d. Other bold fields on this screen were required for the Fall Submission
1. Update the Campus Course Section Record. Some fields are not on the District Schedule.
Remember: any data entered on this screen will override the District information.
Grade Reporting Application Maintenance > Master Schedule > Campus Schedule > Section Tab
[pic]
Verify that the following fields are correct in the Campus Course Section Record.
a. Non-Campus Based ( needed for the 300 record. This field does not exist at the district course level. This field must be 00’s if this is a district employee or someone contracted to teach in the classroom. See C182 in the PEIMS Data Standards for use of other codes.
b. Dual Credit Code (needed for the Secondary 415 record. This field does not exist at the district course level. This code indicates that the student will receive college credit and high school credit for this course.
c. Adv Tech Crdt Code ( needed for the Secondary 415 record. This field does not exist at the district course level. Update this field if the student is taking a state articulated Advanced Technical Credit Course.
d. Course Sequence Code ( needed for the 300, 305, 415 records - If this field is blank on this screen, the extract will look to see what is in the District course maintenance screen. If there is a value here, it will override what is on the District course maintenance screen. If both are blank, the extract will assign a default sequence based on the number of semesters taught. (two records created one each with codes 1 & 2 for a 2-semester course and one record created with code 0 for a 1-semester course).
e. Class Role ( needed for 305 record. This field does not exist at the district course level. There must be one Teacher of Record (01) for each subject taught. There may be additional lines added for Assistant (02) and Support (03) teachers. NOTE: If one teacher of record leaves and another one replaces him/her, enter the last day the original instructor teaches in the Withdraw Date, use +Add to enter the new teacher’s information with the Entry Date being his/her first day in the class.
f. Class ID ( needed for 300, 305 and 415 record is derived from the 4-digit course number, 2-digit section number, the 1-digit semester code and seven (7) zeros are added during the Classroom Data Link Extract.
Other bold fields on this screen were required for the Fall Submission
The non-bold fields on the above two screens are essential to Grade Reporting. (Report Cards as well as Academic Achievement Records.) \
1. Print the Master Schedule to make sure that all CTE courses have been coded correctly. To print the Master Schedule. Choose Grade Reporting > Reports > SGR0110 Master Schedule PEIMS (Grd Rpting). Filter the report to make it easier to review. To filter the report, select the Excel icon and choose the Data ribbon and the Filter icon once the report has generated on the screen. In the Filter dialog box, choose the text filter and use the drop-down arrows and choose CTE Hrs in the Column option, Doesn’t Equal To in the Operator option and leave the Value option blank to bring up any course that has the CTE Hours field filled in.
NOTE: If yours is a Middle school campus & no courses are displayed after you apply the filter ( then double-check with your counselor and/or principal to see if there should be CTE courses at your campus.
In the header of this report are two statements: Bold indicates district data. This lets you determine if the information has been entered at the district level or at the campus level. Gray Indicates there is an invalid Service ID.
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• DEMOGRAPHIC
PID ERRORS
ATTENDANCE
FLEXIBLE ATTENDANCE
TITLE I, PART A
DEMOGRAPHIC VERIFICATION CHECKLIST
FOR REPORTING RECORD TYPES 100, 101 & 105
District / Campus: __________________ Date Completed: _________________
Verify that the information for the 100 record (Identification Data) is correct. The data elements on the 100 record are: Student ID (social security number or state-approved alternative ID number), Name – Last, First, Middle, Generation Code, and Crisis Code.
Best Practice: Prior to enrolling a student, verify how the student was last reported by logging into PEIMS EDIT+ and checking the PID database:
The following 100 record data elements are located on the Demo1 tab of the Registration Application
1. Use the birth certificate to verify student’s name and age:
• Last Name – The legal last name should be entered exactly as shown on the birth certificate including those with double last names UNLESS the student was enrolled in the Texas Public School System prior to 2006-2007. Thus, the best practice of using PID searches to determine student’s first entry date into Texas schools is crucial as to whether or not to enter the student with a double last name.
• First Name - Do not use an initial for the first name, unless this is the legal name.
• Middle Name - A full middle name is required, if available. If no middle name, the TxEIS extract will generate the required “= “in the PEIMS file.
• Generation Code – should be reported when available.
• Crisis Code –report 00 for 2011-2012.
For new students entering the Texas Public School System for the first time in 2006-2007 or thereafter: names must be recorded exactly as shown on birth certificates. This includes Mexico-issued certificates. Full middle names must also be captured.
2. Social Security Number – Student should have a verified social security number or a state-approved alternative student identification number. Obtain a copy of the social security card. Try to enlarge the card when copying to make sure it is legible. If a SSN cannot be obtained, assign the student a state-approved alternative student identification number. Each district has a list of state-approved IDs assigned to their district. State IDs must transfer with a student if a SSN is not being used. Do not assign the student a new state ID if another district has previously assigned one.
▪ If a student acquires a SSN, replace the student’s alternative ID number with the new SSN. Also if the student or parent chooses, the student may change from an SSN to a state ID. (report these changes in the 105 record)
o Crisis Code – Implemented at the discretion of the TEA. None identified for 2011-2012. (Generic Entry tab – special program code used for Crisis Code PEIMS extract) NOTE: If used this information would be on the student’s Generic tab.
DEMO 1 TAB - REGISTRATION
Registration Maintenance > Student Enrollment > Student ID, perform a Search or use Directory to retrieve a student
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2. Print Registration Reports to verify data OR create a Demographic Report for the selected fields you wish to verify.
SRG0200 – Student Listing
Registration Application > Reports > Registration Reports> SRG0200 Student Listing
> enter parameter values, including Y for Print Student SSN► click Run Preview
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Demographic Report
Registration Application Reports > Create Demo Report >select desired fields > click Create Report
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Once the information is generated to the screen, you may open it in Excel where the Filter icon can be chosen from the Data ribbon. Select the Record Status column and use the drop-down arrow to choose only student’s whose Record Status is Equal to 1, 2, or 3. NOTE: Record Status 4 or 5 students would not be active at your campus this year.
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DEMOGRAPHIC VERIFICATION CHECKLIST
101 Record
Verify that the information required for the 101 record (Demographic Data) is accurate and complete. The data elements on the 101 record (for this submission) are: Sex, Unschooled Asylee/Refugee code, Date of Birth, Career & Technical Indicator, Campus ID of Residence, (Races: Asian, Black African American, Native Hawaiian/Pacific Islander, White) Demographic Revision Confirmation Code, Student Attribution Code, As of Status Code, Grade Level Code, Migrant Indicator Code, Campus ID of Enrollment, Campus ID of Accountability, and Last Date of Enrollment. (The Bilingual/ESL Summer School indicator code will be discussed in the Extended Year Section of this manual – it is only reported during the extended year submission.) (The Campus ID of Enrollment is reported on the 400 record for Submission 3.)
The following 101 record data elements are located on the Demo1 tab of the Registration Application:
o Sex, Ethnicity, Date of Birth – The district should have an established procedure to collect and verify information during the enrollment process before this information into the student system. The date of birth should be verified by obtaining a copy of the birth certificate.
o Campus ID of Residence – This information is required on all students who do not legally reside in your district such as those students who are in your district via a formal transfer PEG Transfer, Charter School or JJAEP.
o Eligibility – This is not a code collected by the 101 record, but it is crucial to determining your districts’ ADA.
Note: Codes 7 & 8 indicate Flexible Attendance enrollment (OFSDP and/or HSEP) and will require 500 series attendance records which will manually entered in the PEIMS application after demographics is extracted.
o Grade Level – This is the student’s grade level at any time during the year. Any changes in grade level must be reported via “33” Change Statuses on the Entry/Withdrawal tab in Registration.
o As of Status Code - is generated by the program during the extracts. The As of Status code H, I, or X is assigned by the PEIMS extract based on the student’s enrollment status in the district on the final day of the school year. It is reported on the PEIMS Application Maintenance screens only.
▪ For grades EE-06 students will have an As-of-Status Code of X.
▪ For grades 07-12 students will have an As-of-Status Code of H or I. The final day of the school year is determined by instructional track and local school calendar. A student may be absent on the last day, but have an As-of-Status Code of H. Any student with an As-of-Status Code of H will have a 400 record in the 6th reporting period except when ADA-eligibility code is 0, 7 or 8.
TABLE C163
|H |Student was enrolled in the district on the final day of school |
|I |Student was enrolled in the district at some time during the year, but not on the final day of the school year |
|X |For all students in grades EE-06, regardless of enrollment status on the final day of the school year |
o Attribution Code - The default Attribution Code “00” is displayed as each student is added to file. This needs to be changed for students who are not legal residents of your district.
• If Attribution Codes are “00”, “12-24” then Campus ID of Residence must be blank.
• Codes “13 – 24” reflect students you are serving in Texas Juvenile Probation Commission (TJPC) facilities, Texas Youth Commission (TYC) facilities or residential treatment facilities. See the code definitions in the Data Standards for C161 for guidelines. Accountability will use these codes to determine district accountable for student.
Note: All students at a charter school should have an Attribution Code of 01 and Campus ID of Residence must NOT be blank.
TABLE C161
|00 |No attribution required for this student |
|01 |Student attends an open enrollment charter school as authorized under TEC, Chapter 12, Subchapter D |
|02 |Student is served in a JJAEP as authorized under TEC, Section 37.011 |
|03 |Student attends school in the district through a Public Education Grant (PEG) as authorized by TEC, Chapter 29, Subchapter G |
|06 |Student attends school in the district by means of a transfer between Texas school districts as authorized by TEC, Chapter 25, |
| |Subchapter B, and none of the other codes apply |
|07 |Student attends school in the district, lives outside the boundaries of the state of Texas, is not an inter-district transfer under|
| |TEC, Chapter 25, Subchapter B, and is not eligible for state FSP funds. |
|10 |Parent referral to the Texas School for the Deaf (TSD). (For TSD use only.) |
|12 |Private School; Student is a student with a disability enrolled by their parent(s) in a private school (including a home school) |
| |but who receives special education and/or related services from the public school district under an individualized services plan |
| |(ISP). [For Special Education Use Only] |
|13 |TJPC, court ordered, not regularly assigned to district |
|14 |TJPC, court ordered, regularly assigned to district |
|15 |TJPC, not court ordered, not regularly assigned to district |
|16 |TJPC, not court ordered, regularly assigned to district |
|17 |TYC, court ordered, not regularly assigned to district |
|18 |TYC, court ordered, regularly assigned to district |
|19 |TYC, not court ordered, not regularly assigned to district |
|20 |TYC, not court ordered, regularly assigned to district |
|21 |Residential treatment facility, court ordered, not regularly assigned to district |
|22 |Residential treatment facility, regularly assigned to district |
|23 |Residential treatment facility, not regularly assigned to district |
|24 |Residential treatment facility, regularly assigned to district |
o Last Date of Enrollment – This PEIMS 101 data element is generated by the Student Summer PEIMS extract and is based upon the student’s instructional track, the school calendar and the student’s last date of attendance. Verification will occur in the PEIMS application.
Federal Ethnicity and Race data elements reporting in PEIMS began Fall 2009. Two-part reporting required.
Ethnicity:
o Hispanic Latino Code
Race: At least one of the following MUST be selected (multiples are allowed)
o American Indian – Alaska Native Code
o Asian Code
o Black African American Code
o Native Hawaiian Pacific Islander Code
o White Code
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o Demographic Revision Confirmation Code – This code defaults to “0” (blank) when a student is added to the database. The demographic revision field can be made to automatically update when information is changed for any of the following fields: (Last Name, First Name, Middle Name, Generation Code, Sex, Ethnicity, Date of Birth or one of the six federal race and ethnicity fields).
1. Go to - Registration > Maintenance > Campus Profile > Campus Information Maintenance > Campus Information Control Info Tab and check the Demo Revision Warning field. This will generate a warning any time you make a change to one of the demographic fields.
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The program will prompt you upon a change in Registration on the Demo 1 tab to any of the major demographic fields listed above.
NOTE: Clearing the Demo Revision flags should be the last step after every PEIMS submission is finalized to TEA.
The following 101 record data elements are located on the Demo3 tab of the Registration Application:
o Migrant Indicator – Migrant students are identified in one of two ways. Either the district has their own recruitment program to self-identify Migrants (ex: Karnes City) or they use the Region’s co-op to identify Migrants. If the latter is true, our Migrant secretary Darlene King will send a listing of these students to both the Migrant coordinator and your district PEIMS coordinator.
▪ The information submitted through PEIMS must match the data on the NGS (New Generation System) computer. . The dollars are generated based on info from NGS. Therefore it is very important to achieve a match.
▪ Migrant students mean $$$ for your district. Must have a certificate of eligibility before you can code the student.
▪ Leaver Note: If a migrant student returns to school after the school start window, you will be required to submit a 203 record for him or her. TEA will reconcile these students for the district and will not count the students as dropouts ONLY IF: a) the students are coded Migrant in PEIMS; and b) the students are in NGS. If the students are missing one or the other, they will be counted as dropouts. Verify all students are appropriately coded.
o Career & Technical Indicator – For Submission 3, this indicator is reported based upon the end of year status for the Secondary student. This indicator is tied to the reporting of 415 Course Completion record for a CTE course in the Summer Submission. (Reference CTE Summer Decision chart in PEIMS Data Standards on 101 record.)
▪ If Grade level is 09-12 and CTE indicator is ‘1’, there must be a 415 record with a service id footnoted on C022 table with one asterisk. (FATAL edit 1011J)
o Campus ID of Accountability – is reported because some students attend only DAEP and/or JJAEP campuses. This field determines attendance and/or leaver attribution for campus accountability. This field is only reported during the summer submission.
▪ If the district is required to report a Campus ID of Accountability, it must be a campus within the reporting district.
▪ The type of student for which this field can be used is limited to students who were only enrolled at a DAEP and/or a JJAEP during the school year.
2. Asylee/Refugee Indicator -- select the code indicating if the student's initial enrollment in a school in the United States in grade levels 7-12 was as an unschooled Asylee or refugee per TEC Section 39.027 (a-1). : See a further explanation on the use of this code in the PEIMS Data Standards definition E1076. Allowable codes are
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DEMO3 TAB – REGISTRATION APPLICATION
Registration > Maintenance > Student Enrollment> Demo3 tab ► enter Student ID, perform a Search or click Directory to retrieve a student.
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3. Last Day of Enrollment – This information is automatically calculated by the program during the Attendance Extract in the PEIMS application. If the student has been withdrawn, the program uses the withdrawal date for this information. If the student has not been withdrawn, the program uses the last good Membership day from the appropriate Attendance calendar (looks at Track information to know which calendar to use).
Reports for verifying the 101 record data:
2. Print Registration reports to verify data. From Registration > Reports > Registration Reports> SRG0200 Student Listing and> enter parameter values, including Y for Print Student SSN> click Run Preview. See page 10 for a sample report.
3. Print the Attendance File Proof List (SAT0300) for additional edits on age and birth date. This report is printed for each cycle. This report shows you demographic information as well as special population participation. The report will show all status changes made up based on the parameters you entered.
SAT0300 ATTENDANCE FILE PROOF LISTING
Attendance > Reports > SAT0300 Attendance Proof List
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4. Create a Demographic Report from Registration for the selected fields you wish to verify.
• This report can be used to verify all of the data required for the 100 & 101 records.
• You would use this report to verify the federal race & ethnicity reporting.
• The report generated may be filtered and sorted as needed after being opened as an Excel file OR may be saved as an Excel spreadsheet for additional data disaggregation. (sample below is the Excel format)
CREATE DEMO REPORT
Registration > Reports > Create Demo Report
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NOTE: IF you wish to limit this report to just certain students, remember to choose the appropriate field. After the information is displayed on the screen, choose the Excel icon to open the report and select the Filter icon (ex: Migrant = 1) on the Data ribbon. You may also choose the whole set of data and select Sort for both the Last Name & First Name (use the Add a Level button to get the additional sort).
5. You can also use SRG1200 Student Status Change Report to verify Eligibility, Attribution Code, Campus ID of Residence, and CTE Indicator (specifically 2’s and 3’s).
SRG1200 Student Status Change Report
Registration > Reports > SRG1200 Student Status Changes by Program > select enrollment information only
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6. Use SRG1800 Enrollment by District of Residence to verify Campus ID of Residence. This report can be run every cycle and shows students without a district of residence (first six digits of Campus ID of Residence), students by district of residence, and a summary of district totals and percentages of total enrollment.
SRG1800 Enrollment by District of Residence
Registration > Reports > SRG1800 Enrollment by District of Residence > select campus and attendance cycle
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7. Verify that the information on the 105 record (Student ID Number change) is correct. The data elements for the 105 record are: Student ID and Prior ID.
The Prior ID indicates that the last time the student was reported to PEIMS the number reported for that student was a different number. The PEIMS Student ID and PEIMS Prior ID are located in Registration on the Demo1 Tab (see sample on page 10). If the student has never been reported to PEIMS there cannot be a prior ID. If the IDs are the same, a 105 record will NOT be created by the PEIMS extract.
The prior ID should have been reset for all of your students after the Fall PEIMS submission. See Preliminary Steps page 1.
PID Processing
PID (Person Identification Database)
The Texas Education Agency has updated the Dynamic PID database with all of the changes from the Fall Submission, creation of new PID records by PET, online PID Maintenance updates and TEA manual PID corrections. The PID database is a database of all students in the State of Texas. A PID error is generated when you send in data on a student that does not match the previous reported data for that student on 5 major demographics (Student ID, Last Name, First Name, Sex and Date of Birth). PID Discrepancies are reported on mismatched ethnicity (including federal race and ethnicity) and middle names, although these discrepancies alone do NOT generate a PID error count on PIDP0100 they indicate data with potential impact on other data reporting between the district and TEA.
Step 1: Submitting a PID Run
o You must have PID access within EDIT+ in order to have the authority to submit PID edits and perform PID searches.
o You will need to perform the first steps of PEIMS processing in order to submit the data for a PID run. The main steps are in the Attendance extract section of this document.
8. To submit your PID run, From the EDIT+ menu ► Send Data ► Browse for and add the TEA format file you created for your PID run ► Under Validation Options, select PID Edit ► Click Send for Validation
9. PID validation, for student, will run against the 100, 101, and 105 demographic records.
Step 2: Generate and View PID Discrepancy Reports
10. Once your file has been successfully submitted, PID Error Reports are generated.
11. To view these reports, From the EDIT+ menu ► View Reports ► Special Reports ► Student PID Discrepancy Reports (PID Verify Only) ► Click the On Demand button next to each report or click the Bundle Reports button.
12. The following reports are available: PIDP0100 – PID Daily District Person Submission Totals, PIDP0200 – PID Statement of Attendance Discrepancies, PIDP0409 – PID Statement of Student Ethnicity/Gender Discrepancies, PIDP0410 – PID Student Ethnicity/Gender Submission Totals. The last two do NOT count as part of a district’s Accountability rating.
Step 3: Corrections to PID Discrepancies - District corrections
13. Attempt to make all corrections possible.
14. All of the appropriate corrections should be made to the student file in Registration so that all data files and reports saved at the end of the year for audit purposes will match with the PEIMS data submitted.
15. Corrections that can be made to the files include: Correcting names, dates of birth, sex and ethnicity codes, and student social security numbers.
16. Do not forget to set the Demographic Revision Code (or clear it as necessary), or to enter/remove a prior student ID (105 record) if necessary.
TEA Manual corrections - DEADLINE TO TEA May 31, 2012
17. Obtain and verify the appropriate documentation needed to clear PID errors that cannot be cleared by making corrections to the data file.
18. On copies of the PID listing, make a notation next to each PID error needing to be manually corrected at TEA.
19. Describe briefly why the problem exists, and what manual correction TEA should make (manual update, special add, etc).
20. Attach a copy of the appropriate student documentation (SSN card, birth certificate) to the PID page (the error will NOT be manually updated by TEA unless the documentation is attached, and is legible).
21. If there are multiple corrections on a single page, be sure to attach ALL of the documentation that corresponds to the corrections on that page.
PLEASE NOTE:
• Only send in PID pages that require TEA to manually update the PID file. This includes PIDs that you cannot clear by using a demographic revision code or a prior ID.
• Each copied form of documentation (SSN card, birth certificate) MUST be attached to the copy of the PID listing page that shows the error for that person. If documentation for more than one person on a page is sent, put a big, bold reference number on the PID listing next to the error, and write that number on the corresponding documentation. You must clearly show which piece of documentation goes with which error.
• For legal name changes, please do not submit the entire court document. Only attach a copy of the signature page and the page which indicates the name change.
• ONLY use yellow highlighters when highlighting documents. All documents are scanned when received at TEA, and all non-yellow highlighting becomes non-readable.
• Send in all PID correction documentation to ESC PEIMS Coordinator as soon as possible before the submission is due. The documentation has to be sent in early enough to be reviewed at the ESC before being forwarded to TEA. Also, TEA staff needs time to make the corrections. Otherwise, the corrections will not show up on the final PID report listing from TEA. See the PID correction deadlines for further planning.
• Check the final PID error listing from TEA to make sure any corrections that you expected to be made, either by your file changes, or by manual updates made by TEA staff using your documentation, were actually made. Keep copies of the documentation submitted to correct PID errors. Keep the copies filed by the dates they were submitted to Region 3. TEA keeps copies of all PID documentation sent to them—they can reference it if there are any questions.
REMEMBER - if you are sending in a manual correction, you need to remove the Demographic Revision Code and the prior ID if either one is present.
PID Error Listing Headings
|Column Heading |Explanation |
|SOURCE |DST = the data currently being submitted by the district |
| |PID = the data currently in the PID database at TEA |
|SSN |Social Security Number or State ID number of the student or staff member |
|ALT ID | |
|PRV SSN |If present, will be on the DST line. This number is listed if a PEIMS record 105 (for students) or record 045 (for |
| |staff) is being submitted for the person. |
|LOCAL ID |The DST line shows the student’s LOCAL ID, if one is being reported (it is optional data). |
|PRV CAMP |The PID line shows the “previous campus” (county-district + campus number)—this is last campus to report or update |
| |this person. |
|FIRST, MIDDLE, LAST |DST line shows the person’s name as the district is currently submitting it. |
|NAME |PID line shows the person’s name as it currently exists on the TEA PID database. |
|GEN |If present, indicates person GENERATION CODE (Jr., Sr., III, etc). |
|DOB |DST line shows the person’s date-of-birth as the district is currently submitting it. |
| |PID line shows the person’s date-of-birth, as it currently exists on the TEA PID database. |
|S-E |DST line shows the person’s sex and ethnicity as the district is currently submitting it. |
| |PID line shows the person’s sex and ethnicity as it currently exists on the TEA PID database. |
|R |On the DST line only—shows if the demographic Revision Code is set to “1” (indicating a change) or “0” (indicating no |
|C |change). Only printed on Discrepancy Reports. |
|I |On the DST line only—identifies whether an ID number change will be attempted. Shows “Y” if a 105 or 045 record is |
|D |being submitted for the person. |
|APL |Indicates the last application, which actually made a change to the PID data for this person. |
| |AUD = Audit Division; DBA = Database Administration; GED = General Equivalency Degree; PEI = batch PEIMS (district |
| |PEIMS file); PIM = on-line change made by TEA staff (EDIT+ and PET online); TCT = Teacher and College Testing; PID = |
| |District submitted updates to PID; ARC = PID Archive; PET = PID Enrollment Tracking (PET Batch); ONL = Online PID |
| |Maintenance |
Demographic Revision Code: Set to “1” if any of the seven demographic elements (first name, middle name, last name, generation code, date-of-birth, sex, ethnicity) submitted by the DISTRICT is different than the data in the PID database, and the district wants the PID demographic data for the person updated to match the District data.
NOTE: SSN is NOT considered a DEMOGRAPHIC ELEMENT—Do not use the demo revision code to show a SSN change.
Previous ID (105-student & 045-staff): If the student ID on the PID file needs to be changed to the current student ID being reported, set the PRV SSN (“Prior ID”) to match the SSN/ALT ID listed on the PID line (see notes below before setting the Prior ID).
NOTE 1: “Prior ID” is reported on the 105 record for students, or on the 045 record for staff.
NOTE 2: Verify that the student on the PID line is actually the same student as the one listed on the DST line. If it is actually two different students, DO NOT set the PRV SSN—submit a copy of the DST student’s SSN, write “SPECIAL ADD” on the PID listing, and return the documentation to the service center.
(Hint: Check to see if the student on the DST line was ever enrolled at the PRV CAMP shown on the PID line).
The “BIG THREE” demographic elements: LAST NAME, FIRST NAME, DATE-OF-BIRTH.
If two or more of these 3 elements need to be updated for a person, documentation (a copy of the SSN card) MUST be submitted to TEA with the PID error (setting the demographic revision code will not work in these cases).
SPECIAL NOTE REGARDING PID PROCESSING:
PIDs are processed one more time when the data is sent to TEA. When the ESC PEIMS Coordinator accepts the file it is sent to TEA’s mainframe, and the PID is run one last time. That is why the PID error rate may be different in the Special Reports than it is in the PID ERROR RATE Reports.
If you run a “final” PID and wait several days to complete the Superintendent Approval Form (SAF) process, you are increasing the possibility of receiving unexpected PID errors.
To avoid surprises, run a final PID very close to the date that the superintendent approves your data. Then have the superintendent approve the file via the SAF process.
ATTENDANCE VERIFICATION CHECKLIST
FOR REPORTING RECORD TYPE 400
District / Campus: __________________ Date Completed: _________________
Verify that the attendance data for the 400 record is correct. The 400 record consists of the following data elements: Campus ID of Enrollment, Instructional Track, Reporting Period, Number of Days Taught, Grade Level, Total Days Absent, Total Ineligible Days Present, Total Eligible Days Present, Total Eligible Bilingual/ESL Days Present, Total Eligible Pregnancy Related Services Days Present, Total Eligible Special ED Mainstream Days Present, Gifted Talented Indicator Code, PEP Indicator Code, Primary Disability Code, Multiply Disabled Indicator Code, LEP indicator code, PK Program Funding Type, Primary PK Funding Source Code, Secondary PK Funding Source Code.
1. Verify Campus Calendars (all tracks). Make sure that any bad weather days have been recorded. Make sure all holidays and teacher workdays are accounted for in the calendar.
Attendance >Maintenance > Campus > Campus Calendar. Check all tracks and campuses.
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2. Verify that the Attendance Codes and types are correct in the Attendance Headers.
Attendance > Maintenance > District > Posting Codes.
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3. Absences should be recorded on a daily basis in the Attendance Application on one of the Student Posting Screens. You may also have teachers post attendance via a grade book & then use the Attendance Application to make corrections. The Daily Attendance Summary (SAT0400) report should be run every day and the absences compared with the teacher’s source document. If there are changes to the data, the report must be printed again.
SAT0400 Daily Attendance Summary
Attendance > Reports > SAT0400 Daily Attendance Summary
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SAT0500 Campus Attendance Summary
Attendance > Reports > SAT0500 Campus Attendance Summary
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The report can be used to verify the attendance for each day, period, and code.
4. Entries and withdrawals must be entered as they occur in the Registration application.
• New entries must be supported by registration or enrollment forms.
• Withdrawals must be supported by withdrawal forms, signed and dated by the parent and/or the authorized representative of the school (see the section on Leavers for additional information).
• Every day the entries & withdrawals entered in Registration should be compared with the source documentation. If there are changes to the data, the reports must be printed again. Print the Daily Attendance Summary (see report above) OR print the Entry/Withdrawal Summary (SAT1700) to verify that all entry and withdrawal dates into school are correct. Enter the beginning and ending of school in order to get a year-to-date report:
SAT1700 Entry/Withdrawal Summary
Attendance > Reports > SAT1700 Entry / Withdrawal Summary
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5. Record all entries and withdrawals for special populations as they occur. There must be a source document to support all entries and withdrawals into special programs. Data is entered in the Registration > Maintenance > Student Enrollment, select one of the following tabs:
► G/T Tab – for entries and withdrawals into the GT Program
► E/ESL Tab – for entries and withdrawals into the Bilingual or ESL Programs
► PRS/PEP Tab – for entries and withdrawals into Pregnancy Related Services or Pregnancy Education and Parenting Program
► SpecED Tab – for entries and withdrawals into Special ED Mainstream (discussed in the next section)
G/T Tab - for entries and withdrawals into the GT program
NOTE: Discussed in Section 8 of Student Attendance Accounting Handbook.
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$$$ This screen contains money for your district. If it is not completed correctly your district will lose funding. Currently GT dollars are calculated with the following formula: GT Enrollment X ABA X .12 (ABA stands for adjusted basic allotment)
BIL/ESL Tab – for entries and withdrawals into the Bilingual or ESL Programs
NOTE: Discussed in Section 6 of Student Attendance Accounting Handbook.
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$$$ The above screen contains money for your district. If it is not completed correctly your district will lose funding. Currently BIL dollars are calculated with the following formula: BIL ADA X ABA X .1 (ABA stands for adjusted basic allotment)
NOTE: If student is exiting program at end of school year, do NOT enter the last date of school as the withdrawal date. This would generate one less day of funding. Wait until after Move to Grade Reporting to delete the record & record what’s shown below. Also, the Texas Administrative Code says these students should be served until the end of the current year.
Another example shows a student who is no longer LEP, but is being monitored. This student will not generate any funding for BIL/ESL. This student also will not be reported on FALL or SUMMER PEIMS for BIL/ESL/LEP information. **Although this student is no longer LEP for PEIMS reporting, the student will be included in the LEP student group for Adequate Yearly Progress (AYP) during both the first and second year of monitoring.
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PRS/PEP Tab – for entries and withdrawals into Pregnancy Related Services or Pregnancy Education and Parenting Program.
NOTE: Discussed in Section 9 of Student Attendance Accounting Handbook.
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o PEP dollars are generated based on the terms of the grant proposal. Nm q lllllllllllllllllllllllllll` glhrkf Due to budget cuts…this grant is no longer valid. Do NOT code any students as this.
o In order to have PRS students your district must also offer Compensatory Education Home Instruction (CEHI) services.
o A district may claim CTE $’only IF the female student continues to receive the same amount of services from a CTE certified teacher. (NOTE: Student can still receive credit for course)
o To claim PRS, the district must have the services offered included in the campus and district improvement plan.
o If the data is not completed correctly your district will lose funding.
$$$ This screen contains money for your district. If it is not completed correctly your district will lose funding. Currently PRS dollars are calculated with the following formula: PRS FTEs X ABA X 2.41 (ABA stands for adjusted basic allotment)
PK Program Type and Funding Source Codes - -- ONLY for PK Grade Level students. All PK students should have a Program Type code, but only certain ones need Funding Source codes (see the final paragraph of page 2.164 of the PEIMS Data Standardss and also the chart on the following page.
)
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o PK Program Code: Type or click [pic] to select the code indicating the length of the prekindergarten instructional day for the student. See C185 in the PEIMS Data Standards.
o PK Funding Source: Type or click [pic] to select the code indicating the primary source of funding for the student. See C186 in the PEIMS Data Standards for this field and the next.
o PK Secondary Funding: Type or click [pic] to select the code indicating the secondary source of funding for the student. NOTE: A second funding source may not be necessary.
At this point in time, the only place to double-check this information is to print the 400 record report in the PEIMS report in the PEIMS applicationafter performing the Attendance Extract.
SpecED Tab – for entries and withdrawals into Special ED Mainstream (The 405 Special Ed Attendance Record will be discussed in the next section for all other instructional arrangement settings.)
NOTE: Discussed in Section 4 of Student Attendance Accounting Handbook.
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2011-2012 Regional Day School for the Deaf funding will be generated by the reporting of code 3 on the 405 record.
Note that the CTE Elig flag is unchecked on the second row. Students enrolled in a CTE course during the dates shown for Homebound may not earn Career and Technical contact hours UNLESS they get CTE instruction provided by a CTE certified teacher in addition to Homebound instruction provided by a Sp Ed certified teacher.
$$$ This screen contains money for your district. If it is not completed correctly your district will lose funding. Currently Mainstream dollars are calculated with the following formula: Mainstream ADA X ABA X 1.1 (ABA stands for adjusted basic allotment)
6. Print the Student Status Changes by Program (SRG1200) report to verify the SPECIAL PROGRAM data entered in the previous step. This is the best report to use for verifying special program data as the reports show entries and withdrawals to the program for the entire year.
SRG1200 Student Status Changes by Program
Registration > Reports > SRG1200 Student Status Changes by Program
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o You may select to print 1 or all of the special populations shown above. Print a report for each special population you need to verify. To print the particular special program you want, answer “N” to all the other populations. Answer “Y” to print the report you need.
Sample SRG1200 Student Status Changes by Program Report (BIL/ESL only):
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Sample SRG1200 Student Status Changes by Program Report (PRS/CEHI only):
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7. Use the Create Demo utility in Registration to give a list of LEP Monitored students to the district PEIMS coordinator. Make sure to save it in an Excel format & to use the Filter icon. Once you have that Column highlighted, use the drop-down arrow and choose Doesn’t Equal in the Operator option and leave the Value option blank to get a complete list of these students.
8. Multiply Disabled Indicator Code. The student is multiply disabled if the ARD committee determines that the code applies. It is possible for students to have more than one disability and not be recorded as multiply disabled. The Multiply Disabled Indicator is located in:
Program Information Tab – Special Education Application
Special Education > Maintenance > Student Sp Ed Data > Current Year > enter Student ID, perform search or click Directory to retrieve a student
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9. Verify the Multiply handicapped code by printing SEM0850 OR creating a User Defined Special Ed Report:
SEM0850 Student PEIMS Verification List
Special Education > Reports > Special Ed > Student PEIMS Verification List > enter Parameters > click Run Preview
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For additional data integrity edits, select Preview Errors.
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10. The LEP indicator is on the 400 record in addition to being reported in the Fall Submission. The best way to view this field is by looking at the 400 Reports in PEIMS Application. If a student has ever been identified as LEP at any time during the six weeks, the student will have a LEP indicator on the attendance row for that six weeks reporting period. See the PEIMS Application Maintenance Screens section of this checklist for an example. The indicator does not look at Parent Permission. You will not be required to make any special entries for this data element. Just make sure that your LEP information is current. See Summer PEIMS Reports area of this document for further details. This data is used to meet federal cumulative Title I, Part A reporting to the United State Department of Education (USDE).
11. Verify that the information contained within the reports printed in the previous steps is accurate. The reports should be printed at least every six weeks for verification. The person responsible for the program, i.e. Special Ed Director, BIL/ESL director, Special Programs Director etc, must verify every special program. The reports should be signed and dated. Reprint the reports if corrections are made.
12. Print the end of the year attendance reports for semester 1 & 2. (Do not print the final reports until you have verified the 405 (Special Ed Attendance) & 410 (Vocational Attendance) records which are discussed in the next section.) See Appendix A for additional notes on Auditable Reports.
❑ Print the Daily Register /Weekly Summary (SAT0600). Be sure to print this report by cycle rather than by semester. The daily register should be reviewed every 6 weeks. **Use report parameters for Special Ed only, Mainstream only and/or CTE eligible only as necessary to verify data.
SAT0600 Daily Register/Weekly Summary
Attendance > Reports > SAT0600 Daily Register / Weekly Summary
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This report lists individual student demographic and membership information and provides summary totals of membership and absences for a specified semester, cycle, or date range. The report is for the current year only.
Notes:
• The report is sorted by grade level and then student name. The report includes attendance for students with membership days for the semester, cycle, or date range selected.
• If errors are encountered, an error report is produced.
• A summary page prints after each grade level that displays totals for special education and Career and Technical Education (CTE) contact hours. The totals on the summary page should match the totals on SAT0900 - Pupil Attendance and Contact Hours (if the other report is run for the same semester, cycle, or date range).
• Another summary page prints after each grade level that displays a weekly summary of total membership, total absent, total present, total ineligible, and total eligible days. The totals on the page should match the totals on SAT0900.
• At the end of the report, the two summary pages are printed for all grade levels. The totals should match the totals on SAT0900.
The report is an auditable document and should be kept for five years according to Section 2 the Student Attendance Accounting Handbook.
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❑ Print the Pupil Attendance & Contact Hour (SAT0900) Report. This report should be run by campus and then by district.
SAT0900 Pupil Attendance and Contact Hours Report
Attendance > Reports > SAT0900 Pupil Attendance and Contact Hours
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Campus version of the report: Here is where the Principal will sign that the attendance data is accurate. A copy of the report should go to the central office AFTER it has been proofed.
District-Wide version of Report: Here is where the Superintendent will sign that the attendance data is accurate.
NOTE: It is a district decision as to who will be the Authorized Contact Person on each report.
The Superintendent’s report is similar to the Principal’s report except that it includes all campuses that have the same track in one report by cycle. Each of the Principal’s reports should add up to the totals shown on the Superintendent’s report. The superintendent’s report is also by Track.
AUDIT RED FLAGS
These are items that have generated desk audits over the past couple of years. Watch out for the following:
• Do not report a 400 record for any student who is served less than 2 hours per day. (ADA = 0)
• Check for excessive days for PRS participation and supporting documentation. NOTE: See chart on pages 188 & 189 of Student Attendance Accounting Handbook for example of correctly claiming days/$’s. Also, page 195 on how to count days.
• Verify that students with 100% attendance really are enrolled. Look at Perfect Attendance report (SAT1900) based on your official ADA period.
• Students in GRADE-LEVEL-CODE EE cannot report days in Bilingual/ESL.
• Students in EE with no special education instructional setting. Speech only does not qualify student for funding.
• Students reported to be enrolled in prekindergarten without an indicator showing the student to be Limited English Proficient (LEP), educationally disadvantaged or homeless. (Verify possible Military eligibility) MUST be carried as ADA Ineligible.
• Students enrolled in bilingual education without documentation showing parental approval.
• Students in kindergarten under the age of five. Must be 5 to be in kindergarten.
• Homebound students earning CTE ADA or Bilingual ADA for the period they were homebound.
• Reporting eligible days attendance for over age students.
• CEHI students earning CTE ADA or Bilingual ADA for the period they were coded CEHI
• Lack of documentation for entry and withdrawal records.
• In counties with a population of 125,000 or more mandatory expulsions are ineligible for ADA.
EDIT + REPORTS
Edit + provides reports that assist you with Audit problems. The District PEIMS Coordinator should print all of the Attendance Diagnostic Reports in order to verify that your data are correct. Edit + reports are useful for editing your data and verifying information, but they are not the coding verification accepted by auditors. Auditors want to see the documents produced from the TxEIS software.
Reconciling attendance reports (also see Appendix A & C in this document):
1. SAT0400 Daily Attendance Summary must be balanced daily. (Compare source document to printed report.)
2. SAT0600 Daily Register Weekly Summary must be balanced against the SAT0900 Principal/Superintendent Semester Report.
3. SAT0670/671 Teacher Membership Roster – must be reconciled twice a year during the first & fourth six weeks. Campus Membership must be balanced against district enrollment totals. Compare these reports to SAT1000 Campus Recap for the day selected. The District PEIMS Coordinator is responsible for verifying campus totals to district totals.
4. SAT0900 (district-wide version) must be balanced against the Edit + report PRF7D001 Principal/Superintendent’s Semester Report. SAT0900 (campus version) must be balanced against the Edit + report PRF7C001.
5. Compare the Special Ed calculations on the district-wide version of SAT0900 to Edit + report PRF7D004 Superintendents Semester Report of Special Ed eligible days. Compare the Special Ed calculations on the campus version of SAT0900 to Edit + report PRF7C004.
6. Review edit + report PRF7D007 Comparison of Current Year and Last Year ADA. Look for variances. Question differences.
Documentation required for audit purposes
❑ SAT0400 Daily Attendance Summary (printed every day)
❑ Second Period (or ADA accounting period) Attendance Collection Documents (source documents)
❑ Handwritten Attendance Summary if Used
❑ SAT0600 Daily Register printed by six weeks
❑ SAT0670/671 Teacher Membership Rosters & supporting documentation from teachers
❑ SAT0900 Principal’s Pupil Attendance and Contact Hours
❑ SAT0900 Superintendent’s Pupil Attendance and Contact Hours
❑ SAT1600 Daily Attendance Report II (shows absences by date – look out for “0” absences)
❑ Schedule changes or class lists to document program participation (or Teacher’s Grade Books)
❑ CEHI/Homebound teacher’s attendance logs
❑ Enrollment/Withdrawal forms
❑ ARD forms
❑ LPAC forms
❑ PRS forms (entry date, doctor statement, Delivery date, termination date, Dr. statement if beyond 6 weeks, ARD if beyond 11 weeks showing student has been homebound)
❑ Attendance Procedure Manual
Other Useful Documentation
❑ SAT 0500 Campus Attendance Summary (printed every day)
❑ SAT1700 Entry/Withdrawal Summary
❑ SRG1200 Student Status by Program Change (print each population separately)
❑ SAT1900 Perfect Attendance Report
SPECIAL EDUCATION ATTENDANCE DATA CHECKLIST
FOR REPORTING RECORD TYPE 405
District / Campus: __________________ Date Completed: _________________
Verify that the data for the 405 record (Special Education Attendance) is correct. The 405 record collects special education attendance data containing the following data elements; Campus ID of Enrollment, Instructional Track, Reporting Period Indicator, Number of Days Taught, Grade Level, Regional Day School for the Deaf Program Code, Instructional Setting Code, Eligible Days Present in Instructional Setting, Excess Hours in Instructional Setting. (Note that mainstream data is collected on the 400 record.)
The following 405 record data elements are located on the SpecEd Tab of the Registration Application
SpecEd Tab – Registration Application
Registration > Maintenance > Student Enrollment Special Ed Tab > enter a Student ID, perform a Search, or click Directory to retrieve a student
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o When a special education student is enrolled in Instructional Setting 01 – Homebound, if the CTE Eligible flag is selected, the following reminder displays to reset the flag.
o Click on “No” and the CTE Elig flag will be cleared. Click Yes and it will remain. Only leave it at YES if the student continues to receive the same amount of CTE instruction as when they are at school AND it is a CTE certified teacher providing the instruction (page 97 of the current year Student Attendance Accounting Handbook, paragraph 4.6.2.11, page 103).
$$$ This screen contains money for your district. If it is not completed correctly your district will lose funding. Currently Special Ed dollars are calculated with the following formula: Special Ed Weighted FTEs X ABA (ABA stands for adjusted basic allotment)
• Verify entry and withdrawal into the instructional setting for each Special Ed student. This can be verified by using the Student Program Status change report.
SRG1200 Student Status Change Report
Registration > Reports > SRG1200 Student Status Changes by Program > Parameters: enter a “Y” next to Special Ed and an “N” next to all other programs
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AUDIT RED FLAGS
These are items that have generated desk audits over the past couple of years. Check the following:
❑ Homebound students earning CTE ADA for the same period they were homebound. Additional CTE services were not received.
❑ Special Education contact hours may NOT be claimed when students with disabilities are placed in disciplinary settings (i.e. In School Suspension (ISS), Disciplinary Alternative Education Program (DAEP)) if the special education services prescribed in the IEP are NOT provided while the student is in the disciplinary setting. NOTE: If this happens, you MUST perform a “33” change status on the Sp Ed tab and set the Instructional Setting = 00 for the length of time the student is in the disciplinary setting.
DOCUMENTATION REQUIRED FOR AUDIT PURPOSES:
❑ Copy of the IEP and ARD
❑ Homebound teacher’s logs to support amount of time served for homebound students
❑ Physician’s statement confirming need for homebound
❑ Documentation confirming the need to place students in a Hospital Class or in a Residential Care & Treatment facility
❑ The attendance reports printed in the previous section
❑ SRG1200 Student Program Change information for special ed students only.
CAREER & TECHNICAL ATTENDANCE DATA CHECKLIST FOR
RECORD TYPES 410
District / Campus: __________________ Date Completed: _________________
Verify that the data for the 410 record is correct. The 410 record collects the data for career & technical attendance and contains the following data elements; Campus ID of Enrollment, Instructional Track, Reporting Period Indicator, Number of Days Taught, Grade Level, Eligible Days Present V1, V2, V3, V4, V5, V6. V1 refers to a student enrolled in a career & technical class for 1 hour; V2 refers to a student enrolled in a career & technical class for 2 hours, etc.
Career & Technical ADA is determined by the coding of the course in the District Master Schedule and the student’s schedule. If either is coded incorrectly, the Career & Technical ADA for your district will not be extracted correctly. The MASTER SCHEDULE CHECKLIST must be complete prior to verifying Career & Technical Attendance Data.
1 Verify that each Career & Technical course has been properly coded in the District Master Schedule. This should be done at the beginning of the year. As new courses are added, the CTE fields should be carefully checked. This is covered in the Master Schedule Checklist in this document.
2. Review student schedules. Once a student has been scheduled into a Career & Technical class, any withdrawals from that class must be maintained. Never delete a Career & Technical class from a student’s schedule unless you have made a mistake and the student was never in that class. To enter a student’s schedule:
CRS Assign Tab – Grade Reporting Application
Grade Reporting > Maintenance > Student > Individual Maint > Crs Assign Tab > enter a Student ID, perform a Search, or click Directory to retrieve a student
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$$$ This screen (in conjunction with correct district course coding) contains money for your district. If it is not completed correctly your district will lose funding. Currently CTE dollars are calculated with the following formula: Career & Technical FTEs X ABA X 1.35 (ABA stands for adjusted basic allotment)
3. Use the Crs/Sec Change Tab to make schedule changes. In the above example the student was removed from the ROTC course on 04/20/2012. The withdrawal date was entered on the course assign screen. Now the student’s schedule has a problem because the student no longer has a 4th period class.
NOTE: Normally, you will always use the Course/Section change to make a student’s schedule changes using the Entry/Withdrawal Method (date will be the first day of new course). If this is not done, “Incomplete” 415 records cannot be created during the Course Completion Extract. The original instructors would no longer be able to see the Assignment grades they entered on the student if the Drop/Add Method were used. The ONLY time you would use the Drop/Add Method is IF the student had never actually been in the original class.
4. You can view the Career and Technical hours using the CTE tab.
CTE Tab – Grade Reporting Application
Grade Reporting > Maintenance > Student > Individual Maint > CTE Tab > enter a Student ID, perform a Search, or click Directory to retrieve a student
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5. Identify the service Ids that can be used on the 410 (Career & Technical attendance record.) Print class rosters for classes with these service IDs to identify the students. Lists must be reviewed by the career & technical teacher and/or counselor to determine the appropriate service ID number.
Allowable Uses of Career and Technical Education Service Id Codes on Table C022
|Number of Asterisks Associated with SERVICE-IDs |090 Teacher Record|170 Student Record|410 or 510 Attendance Record |415 Course |
|on Code Table C022 | | |(for weighted funding) |Completion Record |
|* (Grade 9-12 CTE courses) |YES |YES |YES |YES |
| | | |(If ADA eligibility requirements | |
| | | |are met) | |
|** (Grade 6-8 or 7-8 CTE courses) |YES |YES |YES |YES |
| | | |(If course is CTE for the | |
| | | |Disabled) | |
SGR0000 Student Course Enrollment Listing
Grade Reporting > Reports > SGR0000 Student Course Enrollment Listing
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6. Print the Career and Tech Code Verification Report (SGR1600) to make sure that all entries and withdrawals into CTE courses have been coded correctly. Only students who are enrolled in a career and technical course will appear on the report.
SGR1600 Career and Tech Code Verification Report
Grade Reporting Reports > SGR1600 Career and Technology Code Verification
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o Service ID – See Code Table C022 in the PEIMS Data Standards. Verify that all the service IDs are correct.
o In order to earn weighted funding for a career & tech course the teacher has to be certified in Career & Technical, except for thirteen advanced science courses if taught by a certified science teacher.
As long as teacher is appropriately certified for Science or Health Science, and teaches the CTE/Science course, then the students should be coded at least with a CTE Indicator Code of 1, and should also be coded with the appropriate amount of contact hours on the 410 record. The following highlighted courses are the only CTE courses that appear to work this way. All of the other CTE courses should be taught by a CTE certified teacher.
|13020600* |Anatomy And Physiology (1 Science Unit) (ANAT&PHY) |
|13020700* |Medical Microbiology (1/2-1 Science Unit) (MICRO) |
|13020800* |Pathophysiology (1/2-1 Science Unit) (PATHO) |
|13037100* |Principles Of Technology I (1 Science Unit) (PTRINTECH) |
|13037200* |Scientific Research And Design I (1 Science Unit) (SCIRD) |
|13037210* |Scientific Research And Design II (1 Science Unit) (SCIRD2) |
|13037220* |Scientific Research And Design III (1 Science Unit) (SCIRD3) |
|13000700* |Advanced Animal Science (1 Science Unit) (ADVPSSCI) |
|13002100* |Advanced Plant and Soil Science (1 Science Unit) (ADVPSSSCU( |
|13023000* |Food Science (1 Science Unit) (FOODSCI) |
|13029500* |Forensic Science (1 Science Unit) (FORENSCI) |
|13036400* |Advanced Biotechnology (1 Science Unit) (ADVBIOT) |
|13037300* |Engineering Design and Problem Solving (1 Science Unit) (ENGDPRS) |
6. Another verification report is the Career and Technical Audit Report. This report displays the instructional setting, CEHI indicator and the CTE Elig flag on the student’s entry/withdrawal screen. If the report indicates that a student is in CEHI and has a CTE Elig flag of 1, you can easily see that there is a problem.
SGR1650 Career and Technology Audit Report
Grade Reporting > Reports > SGR1650 Career and Technology Audit
(This is a sample of the Career and Technology Audit Report without a filter applied.)
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NOTE: If any of the CTE Elig Flags = “0” no CTE credit will be earned.
This report may be saved as a CSV file to be opened in Excel and then you can choose the Filter icon on the Data ribbon. One recommend filter is on Instructional Setting Code = 01 which will allow you to double-check that the CTE Elig is set at 0 while the student is in Sp Ed Homebound. Another recommend filter is on CEHI = 1 which will allow you to double-check that the CTE Elig is set at 0 while the student is in Pregnancy Related Services Compensatory Education Home Instruction.
7. If necessary, make corrections to the students schedule or the Master Schedule and reprint the Career & Tech Code Verification Report SGR1600.
AUDIT RED FLAGS
These are items that have generated desk audits over the past couple of years. Watch out for the following:
22. Homebound students earning Career & Technical ADA for the period they were also coded homebound.
23. CEHI students earning Career & Technical ADA for the period they were also coded CEHI.
24. Students in the 7th & 8th grade earning career & technical ADA without attending CTED courses.
25. Students earning Career & Technical ADA when they have been in an alternative disciplinary setting for more than 5 days without receiving Career & Technical services.
26. Double-check that all criteria are met (teacher certification, minutes taught, etc.) for CTE Self-Paced courses.
DOCUMENTATION HELPFUL FOR AUDIT PURPOSES
o Career & Technical teacher’s grade book, student’s official grade report, students schedule changes or class rosters
o SGR1600 Career & Technical Verification Report is helpful for tracking information.
o SGR1650 Career & Technology Audit Report helpful for tracking information.
o SAT0600 Daily Register – This can be printed just for Career & Technical students
CHECKLIST FOR FLEXIBLE ATTENDANCE RECORDS (500, 505, 510)
District / Campus: __________________ Date Completed: _________________
Verify your district is TEA approved for Optional Flexible School Day Program (OFSDP) and/or High School Equivalency Program (HSEP) and is operating the program with eligible students.
Verify students enrolled in the OFSDP or HSEP programs are coded in Registration with ADA eligibility codes 7 or 8. These ADA eligibility codes on the Registration application – Demo1 tab are critical to the PEIMS attendance extract to create the PEIMS 100, 101 and 105 records for manual entry of the 500 series data in PEIMS application.
The Eligibility drop down was expanded to include eligibility codes of 7 and 8 last year.
• Eligibility Code 7 = Student who is eligible for participation in and is enrolled and served in an alternative attendance program such as OFSDP(Optional Flexible School Day Program) or HSEP (High School Equivalency Program).
• Eligibility Code 8 = Student who is ineligible for participation in and is enrolled and served in an alternative attendance program such as OFSDP(Optional Flexible School Day Program) or HSEP (High School Equivalency Program).
The following Demo1 tab displays the Eligibility codes:
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Once the demographic records are in the PEIMS application, you may begin entering the 500, 505 and 510 attendance data. Once data is entered in the PEIMS application for these records, none of the extracts will delete the records automatically. The only way these records can be deleted in TxEIS PEIMS is to run the Delete/Clear Tables utility. Refer to the extract steps for further information regarding entry and maintenance of this PEIMS data.
Program attendance reported in eligible minutes. Reference the Student Attendance Accounting Handbook, section 11, paragraphs 11.6 though 11.6.9 for program funding guidance in the Optional Flexible School Day Program and paragraphs 11.8 through 11.8.2 for program funding guidance in the High School Equivalency Program.
Data reported for attendance is maintained on manual logs and converted to minutes for submission reporting. No system attendance records and extracts to produce the 500 series attendance records.
CHECKLIST FOR TITLE 1 PART A RECORD TYPE 461
District / Campus: __________________ Date Completed: _________________
Verify that the information required for the 461 record (Title 1 Part A) is accurate. The data elements on the 461 record are; Campus ID of Enrollment, Title 1 Part A Indicator, Title I Part A Homeless Indicator, Title I Part A Reading Indicator, Title I Part A Mathematics Indicator, Title I Part A Science Indicator, Title I Part A Social studies Indicator, Title I Part A Guidance Counseling Services, Title I Part A Social Work Services, Title I Part A Health Services.
1. Enter Title I data on the Title I Tab in Registration. Note: If the campus is School wide Title I Part A (code 6), the Type of Services are not recorded. If the campus is Targeted Assistance (code 7) then at least one service must be coded.
Title I Tab – Registration Application
Registration > Maintenance > Student Enrollment ► Title l Tab > enter a Student ID. Perform a Search or click Directory to retrieve a student
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NOTE: It is possible for a student to have more than 1 Title I row in the PEIMS application. If a student moves from a targeted assistance campus to a school-wide campus there would be two entries for the student,
The applicable Title I codes for the 461 record are:
a) Title I, Part A (School-wide)
o All students attending a Title I, Part A school wide campus should have “6” as the Title I indicator code.
o Required for all students in membership ADA-Eligibility-Codes 1-8, on a school wide campus at any time from the beginning of the school year until the last day of school.
o Leave all the instructional and support service fields blank
o Submit the following data: Campus ID of Enrollment, Title I Part A Indicator Code, Title I Part A Homeless Indicator. The student may or may not be homeless., but this is decided by your district Homeless Liason.
b) Title I, Part A (Targeted assistance)
o All students attending a Title I, Part A targeted assistance campus and receiving services through Title I funds should have “7” as the Title I indicator code.
o Required for participating students in membership ADA-Eligibility-Code is 1-8, on a targeted assistance campus at any time from the beginning of the school year until the last day of school.
o If the student is on a targeted assistance campus and receiving services, the following fields must be submitted: Campus ID of Enrollment, Title I Part A Indicator Code, Title I Part A Homeless Indicator. (The student may or may not be homeless., but this is decided by your district Homeless Liason)
o In addition, you must report a “1” for each of the Title I, Part A services that has been provided, or is scheduled to be provided, before July 1 (check the appropriate box). All data elements listed above are mandatory and at least one of the following data elements must have a value of “1”:
• Title I Part A Reading Indicator Code
• Title I Part A Mathematics Indicator Code
• Title I Part A Science Indicator Code, Title I Part A Social Studies Indicator Code
• Title I Part A Guidance Counseling Services Indicator Code
• Title I Part A Social Work Services Indicator Code
• Title I Part A Health Services Indicator Code
c) Non-Title I, Part A
o If the student is on a Non Title I, Part A campus and is receiving services through Title I funds they can either be a Title I Code 9 or a Title I Code A. Title I Code “9” indicates that the student is homeless. The homeless indicator must also be marked. If the student is coded an “A” this indicates that the student is on a campus that receives a neglected share. The student resides in a residential placement facility. When using code 9 or A, any one of the services in b) above must also be marked.
2. Optional - you may use the Title 1 Code Conversion utility to mass update everyone on a school wide title 1 campus. Registration > Utilities > Title 1 Code Conversion. Select a campus and title 1 code 6. This utility is not recommended for updating any other title 1 code except for “0” or “6” and be very careful to NOT choose code 0 if yours is a school wide Title 1 campus. If you use the mass update to code all students with a “6”, and there are no title 1 rows in the student’s records a row will be added. When the Attendance extract is run, it will show all students with a “6” and with a homeless indicator of “0”. The mass update is not recommended for “7’s” as not all students at a Targeted Assistance campus are receiving services.
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For “targeted assistance” Title 1 campuses, you may use the Registration utility Reset Values utility. Perform this option By Campus. Choose All in the “from” option and Specific in the “to” option then choose either 0 IF you wish to clear old codes or 7 IF you wish to add codes for new students. A list of students will appear in the next dialog box. Click the Select All button and then the >>Select>> button before clicking the Reset button when clearing old codes. Click the checkbox next to the appropriate student(s) in the Students that Meet Criteria area and then the >>Select>> button before clicking the Reset button when coding the student(s). You will have to manually enter at least 1 service on the Title 1 tab.
3. Use the Student Status Change report to verify Title I information.
SRG1200 Student Status Changes by Program Report
Registration > Reports > SRG1200 Student Status Changes by Program > enter a “Y” for Title I and enter an “N” for all other programs > Run Preview
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4. Once changes or updates are noted, make changes to the data in the Title I tab.
AUDIT RED FLAGS
❑ A Title I Part A campus can be either school wide or targeted assistance - not both. You cannot have codes “6” and “7” at the same campus.
❑ If a student is coded “9” or “A” then no other title 1 codes can exist on that same campus.
DOCUMENTATION REQUIRED FOR AUDIT PURPOSES:
❑ SOURCE DOCUMENT
❑ Print the SRG1200 Student Status Changes by Program for Title 1 students.
• 425 DISCIPLINE RECORD
Checklist for PROCESSING STUDENT DISCIPLINE Record Type 425
District / Campus: ________________________Date Completed: _________________
Verify that the data for the 425 record (Discipline Action Data) is correct. The 425 record collects information on the following data elements; Campus ID of Enrollment, Campus ID of Disciplinary Assignment, Disciplinary Action Number, Disciplinary Action Code, Disciplinary Action Reason Code, Official Length of Disciplinary Assignment, Actual Length of Disciplinary Assignment, Disciplinary Length Difference Code, Disciplinary Incident Number, Reporting Period Indicator, Date of Disciplinary Action, & Campus ID of Disciplinary Responsibility
1. Ensure that Offense and Action Code Tables were reviewed at the beginning of the school year. Discipline forms should be updated each year to match existing codes. If any Local non-PEIMS codes are used where the student is removed from any regular academic program, ensure that they are cross walked to a valid PEIMS code.
NOTE: Sometimes a campus administrator will want to use local Offense (PEIMS Action Reason) codes so he/she can get a “detailed” report of all the different kinds of Violation of Student Code of Conduct. (Note: Valid user codes are 0121-0199, 0221-0299, etc., and 1321-9998) That’s fine ( just remember if you use these local codes they must have PEIMS equivalent codes (21) assigned to them if that is the ONLY offense code you use.
ACTION REASON CODES
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ACTION CODES
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2. Make sure all discipline data is maintained in the TxEIS discipline system. All removals from the classroom are to be reported to PEIMS. This will apply if the removal is for any length of time (even 1 period).
3. From the Discipline > Maintenance > Student > Maintenance > enter the student ID, perform a Search or use the Directory button and click on Retrieve.
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The Highlighted fields above are PEIMS fields:
a. Incident Number –Leave blank and update later using a Discipline Utility (unless Multi-Student Incident).
b. Reporting Period - Defaults to the reporting period of the Date field. ( uses Attendance Calendar
c. Offense – This is the Action Reason Code. If you are adding two PEIMS offenses, check the “Extract” box to designate which one you want to report to PEIMS. Always choose the more severe offense code when doing this. If the 2nd offense is not a PEIMS offense, it will not be extracted to PEIMS.
d. Action – This is the action Code. If you have a PEIMS Action, you must have a PEIMS offense.
e. Campus of Responsibility- This is the campus responsible for reviewing student information
f. Disciplinary Action Date – This is the date that the assignment was made
g. Official Length – The 3-digit number of days the student is supposed to serve.
h. Actual Length – The 3-digit number of days the student actually did serve.
i. Difference Code – If official length differs from actual length a difference code is required.
j. Campus of Assignment – This is the campus where the student is sent to be disciplined (blank for OSS and Expulsion of School)
k. Action Number – This is a count of particular student infractions. This is populated when the Discipline extract is run. Leave Blank.
The remainder of the fields displayed on the Incident Information screen, are non-PEIMS fields.
“Extract To PEIMS” box allows you to specify which PEIMS code is extracted when two PEIMS Offense codes are used. If you do not specify a particular code, the one with the lowest numerical value will be extracted and that may not be the code you wish to use.
4. Incident numbers 000001-999999 are available each school year and are automatically assigned when a record is saved. This feature of the program was added with TxEIS version 1.2.0003. If there are any incidents that were entered before that version of the program, you may still assign incident numbers, from the Discipline > Utilities > Assign Incident Numbers
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Notice in the sample above the starting incident number is left blank. The system will start assigning incident numbers based on the highest number already in the file. This utility will NOT overwrite existing numbers. If more incidents exist than there are available incident numbers, an error message is displayed. An incident number is not assigned. When you click on the Run Assign button, a one page report will print that repeats the selection criteria and provides the number of records updated. You may assign incident numbers on a periodic basis, or wait until the end of the year. If you manually pre-assign the incident numbers for those students involved in the same incident as other students, you should always use as the starting incident number a number higher than the numbers reserved for manual entries.
5. Print the Student Discipline PEIMS Report to verify that all discipline has been recorded. To print the Discipline Report, from the Discipline > Reports > Discipline > SDS1000 PEIMS Report
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Use this report to check for appropriate use of codes. This report can be saved as an excel spreadsheet. This would allow you to sort by different fields in order to check for data quality. For instance you could sort by incident number to look at like incidents. The word ERROR in the report indicates that there is a PEIMS action and a non-PEIMS offense. You can also filter this report for particular reasons to see if the actions are appropriate.
6. Print the Incidents Containing Multiple PEIMS Offenses (SDS1200). This report will show you if there is more than one action reason listed for a corresponding PEIMS action. This report is designed to allow you to verify that the most appropriate offense is extracted to PEIMS. From the Discipline > Reports > Discipline > SDS1200 Incident Records (Multi PEIMS Offenses)
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7. Print the Discipline Audit Report (PEIMS Edits) (SDS1300). The report displays students who will trigger PEIMS edit and/or Performance-Based Monitoring errors: 42508, 42509, 42526, 42533, 42534, 42560, 42567, 42568, and 9999 (the PEIMS action is missing the PEIMS offense code). From the Discipline > Reports > Discipline > Discipline Audit Report (PEIMS Edits)
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8. You can also use the Create Discipline Reports to review the data to get a listing of discipline information for Special Education students. In the example below the incidents were filtered to just show special ed students (Primary Handicap greater than blank). Use the Filter button, click on the Add button in the dialog box displayed and use the drop-down arrow to choose Primary Disability in the Column option, Doesn’t Equal in the Operator option and leave the Values option blank before clicking on the OK button.
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Click the OK button to make the filter take effect.
Use the Sort button and click on the Add button for as many sorts as you need. The program defaults to Ascending in the Sort Order column.
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Click the OK button to make the Sort take effect.
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Reports Available in Discipline
Note:
• Some parameters are explained for some of the reports.
• Reports can be run for a prior year unless otherwise noted.
|SDS0100 |Discipline – Detailed Incident Report |The report prints student offense records that include demographic, schedule, |
| | |offense, and action information. It can be printed for 1-10 students or for |
| | |all students. The report also shows which offense code will be extracted for |
| | |PEIMS. |
|SDS0200 |Special Ed Students in Discpln Settings |The report prints students who are in special education and in a disciplinary |
| | |setting. The report displays students with the specified official or actual |
| | |length of the disciplinary assignment and an equivalent PEIMS code for the |
| | |action. An error report will be printed for offense records that do not have |
| | |corresponding action records. |
|SDS0300 |Bil/ESL Students in Discpln Settings |The report prints students who are in a Bilingual/ESL program and in a |
| | |disciplinary setting. The report displays students with the specified official|
| | |or actual length of the disciplinary assignment and an equivalent PEIMS code |
| | |for the action. An error report will be printed for offense records that do |
| | |not have corresponding action records. |
|SDS0500 |Discipline Action Listing |The report prints the disciplinary actions taken against students who |
| | |committed offenses. It provides instructor and offense information. This |
| | |report can also be used as the ISS Notification report using the filter |
| | |function and action code 06 or B1. |
|SDS0700 |TEA DFSCA Evaluation Report |The report provides a summary of the number of offenses committed by |
| | |elementary, middle, and high school students and the disciplinary actions |
| | |taken against them. It also summarizes the number of weapons confiscated. The |
| | |following table displays the offense and action codes associated with the |
| | |counts for each local problem indicator. |
|SDS0800 |Offense Summary Report |The report summarizes the number of offenses per cycle and is sorted by |
| | |offense code. |
|SDS0900 |Action Summary Report |The report summarizes the number of actions taken per cycle and is sorted by |
| | |action code. |
|SDS1000 |PEIMS Report |The report prints PEIMS discipline data by grade level for a specific campus. |
| | |It displays the first action and offense with PEIMS codes in an incident. |
| | |Under the PEIMS Extract column, it also indicates which offense code will be |
| | |extracted for PEIMS. |
|SDS1100 |Incident Number Discipline Report |The report prints detailed incident information by incident number for each |
| | |student. It also shows which offense code will be extracted for PEIMS. |
|SDS1200 |Incident Records (Multi PEIMS Offenses) |The report displays all incidents with multiple PEIMS offenses and shows the |
| | |order in which PEIMS offenses will be extracted. It is used to validate the |
| | |data being submitted in the PEIMS Discipline Data Extract. |
| | |The report can be run for a specific campus or for the entire district. It |
| | |indicates which offense code will be extracted for PEIMS. It is sorted by |
| | |name, student ID, PEIMS extract, and then TxEIS offense code. |
|SDS1300 |Discipline Audit Report (PEIMS Edit) |The report displays students who will trigger PEIMS edit and/or |
| | |Performance-Based Monitoring errors: 42526, 42533, 42534, 42537, 42560, and |
| | |9999 (PEIMS action missing PEIMS offense code). If there is no incident number|
| | |for a record, an asterisk will print under Incident Number, and a warning |
| | |message will indicate that records with missing incident numbers will not have|
| | |a PEIMS 425 record. In the preview, the user can use the Filter function, but |
| | |the Sort function is disabled due to grouping within the report. |
|SDS 1400 |Offenses “Reported By” Summary Report |The report displays the percentage of offenses reported by those persons who |
| | |reported incidents. The percentage shown is based on the number of offenses |
| | |reported for an offense code by a particular person/group divided by the total|
| | |number of offenses reported for the whole campus. |
| | |The report is grouped by Reported By ID. The Reported By field on the incident|
| | |record can be blank, and all offenses reported without a Reported By |
| | |person/group will print on the "Reported By = blank" page. |
| | |The Sort and Filter functions are disabled for this report. |
AUDIT RED FLAGS
• Special Education contact hours may not be claimed when students with disabilities are placed in disciplinary settings (i.e. In School Suspension (ISS), Disciplinary Alternative Education Program (DAEP)) if the special education services prescribed in the IEP are not provided while the student is in the disciplinary setting. NOT EVEN FOR ONE DAY! If this should happen, a “33” Change Status MUST be done on the Sp Ed tab in Registration and the Instructional Setting changed to 00.
• A district may place a student in a disciplinary setting for up to and including 5 consecutive days and continue to claim Career and Technology contact hours even though no Career and Technology services are provided to the student. After 5 days the student may continue to earn credit for the class, but the district cannot claim additional funding. The funding clock has to be set back to the first day of the disciplinary assignment! If this should happen, a “33” Change Status MUST be done on the W/R Enroll tab in Registration and the CTE Elig field be unchecked starting with the first day of discipline.
• Students with mandatory placement in JJAEP are ineligible for ADA. (If county is larger than 125,000.)
• Districts with more than 100 warnings and specials on Edit+ in Discipline.
• Campuses that do not report any discipline.
Review the PEIMS error edit list very carefully. Most of the edits below will be part of the Data Integrity Indicators for Performance Based Monitoring. Have your administrators review the chart on page E.13 of the PEIMS Data Standards.
Edit 42526
Identifies those students that were reported as expelled from their regular education setting based on a “disciplinary reason” that is not allowed under TEC 37.007. Student was expelled for a reason that is not permitted by law.
Edit 42533
Identifies those students that were reported with a “Mandatory Disciplinary Alternative Education Program (DAEP) Placement Reason per TEC 37.006, but did not have data illustrating the required DAEP Placement.
Edit 42534
Identifies those students that were reported with a “Mandatory Expulsion Reason” as specified in TEC 37.007, but did not have data illustrating the required Expulsion. Student was not expelled as is required by law.
Edit 42551
Identifies unauthorized expulsions of students under the age of 10.
Edit 42552
Identifies unauthorized DAEP placement of students under the age of 6.
Edit 42560
Identifies those students that were enrolled in one of the 26 mandatory JJAEP counties and were reported with disciplinary reasons that require an expulsion to a JJAEP and were not shown in the data to have been expelled to the JJAEP. Student should have been expelled to a JJAEP and was not.
Edit 42568
Identifies those students that were reported as “Suspended Out of School” for more than three days. This edit checks both partial (25) and full day (05) actions.
**An additional PBM indicator includes any District that has 1 or more campuses with “0” incidents”. This indicator excludes DAEP or JJAEP campuses.
DOCUMENTATION REQUIRED FOR AUDIT PURPOSES:
❑ SDS1000 PEIMS Discipline Report
❑ SDS0100 Detailed Incident Report
❑ Source Documents
❑
Checklist for PROCESSING SPECIAL EDUCATION CHILD RESTRAINT
Record Type 435
District / Campus: ________________________Date Completed: _________________
Verify that the data for the 435 record is correct. The 435 record collects information on the following data elements; Campus ID of Restraint Event, Restraint Instance Number, Instructional Setting Code, Reporting Period Indicator Code, Restraint Reason Code, Primary Disability Code, and Date of Restraint event.
1. Make sure all restraint data is maintained in the TxEIS special education system. The date is entered in the Special Ed > Maintenance > Student Sp Ed Data > Current Year > Child Restraint Tab.
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o Campus of restraint – This is the campus where the student was restrained. It is not necessarily the campus where the student is enrolled.
o Restraint instance number – This is the unique number assigned to each incident. This is assigned by the system as the incident is entered.
o Restraint Date - The date of the restraint
o Reporting Period is based on the restraint date and is automatically generated when the record is entered.
o Restraint Reason reflects the reason for the restraint. The appropriate codes (C173)are :
• 01 - Imminent Serious Physical Harm to Themselves
• 02 - Imminent Serious Physical Harm to Others
• 03 - Imminent Serious Physical Harm to Themselves and Others
• 04 - Imminent Serious Property Destruction
• 05 - Imminent Serious Physical Harm to Themselves and Imminent Serious Property Destruction
• 06 - Imminent Serious Physical Harm to Others and Imminent Serious Property Destruction
• 07 - Imminent Serious Physical Harm to Themselves & Others & Imminent Serious Property Destruction
o Primary Disability and Instructional Setting are display only fields based on what is in the student’s record on the Sp Ed tab in Registration on the date of the restraint.
2. Print the Special Ed Restraint Listing SEM1100 to verify data. Special Ed > Reports > Special Ed > SEM1100 Student Special Ed Restraint List. NOTE: At this point in time, it is only generating for Active students.
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Grade Reporting End of Semester 2 & and
End of Year checklists* must be completed prior to processing Course Completion.
*The Grade Reporting & EOY Checklist documentation is downloadable from the TxEIS Student Document web page. Look for one under the Manual/External Grade book area and one each (Secondary & Elementary) under the TxEIS Internal Grade book area.
The Master Schedule checklist must be completed prior to processing this checklist.
Checklist for End of Year PROCESSING FOR COURSE COMPLETION CODES
(GRADES 01 – 12) FOR REPORTING RECORD TYPE 415
District / Campus: _______________________ Date Completed: _________________
The Master Schedule checklist and End of Year Grade Reporting procedures must be completed before you can begin the steps to assign course completion codes.
Verify that data required to report course completions is accurate. The 415 course completion record consists of the following data elements; Campus ID of Enrollment, Service ID, Course Sequence code, Pass/Fail Credit Indicator Code, Dual Credit Indicator Code, and Advanced Technical Credit (ATC) Indicator, Class ID #, Student Begin Date, Student End Date and for high school level courses Course Grade (Semester) and; if it exists Final Course Grade. Currently, Course completion codes are submitted for only those courses that were actually completed at your campus. Do not report course completion codes for service Ids that begin with SR, SS, 01, 02, 8, 9, or SA.
1. Make sure that all the steps necessary to complete the Master Schedule Checklist and the Grade Reporting end of year procedures have been completed.
2. Role of the transfer flag. Note that courses entered as transfer courses on the student course assign screen will not be extracted during the Course Completion Extract. If you entered a first semester course for a student who transferred into your school during the second semester you had to update the transfer flag on the grade course assign screen in order to record the 1st semester grades. Although the grades are used in grade computations and in grade point averaging, these courses are not extracted during the course completion extract. Only courses completed at your district are reported to PEIMS.
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3. Clear any old Pass/Fail Indicator. From the Grade Reporting > Utilities > Clear Pass/Fail Indicators. This option will clear any existing Pass / Fail indicator codes except those on self-paced courses. Repeat this option for each semester that applies.
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4. Assign the pass/fail credit indicator can also happen during the Course Completion Extract in the PEIMS application IF a default Passing code is entered. However, if grades exist,..it is better to run this utility. Utilities > Assign Pass Fail Indicators
• It is recommended that high schools run the Grade Computation and Credit Assignment utility first.
• Courses with Local Service IDs (8 or 9 #’s) and non-graded courses are not processed.
• The utility uses the following information from the Maintenance > Tables > Campus Control Options page to assign codes “01 – 12” (C136) for high school level courses (includes courses taken by 06-08 grade level students):
o The Grading Concept and Don’t Allow Credit if Failed Last Sem fields on the Computation tab
o The Highest Non-Passing Grade field on the Ranges & Conversions tab
• The utility uses the Highest Non-Passing Grade field on the Ranges & Conversions tab to assign code 13 if the student passed the semester, 14 if the student failed the semester, and 00 if the student did not complete the semester.
Settings are displayed under Other Information Considered from the Campus Control Information.
• Allow Partial Credit and Credit Sequence fields on the Maintenance > Master Schedule > District Schedule page. These
The pass/fail indicator codes for high school level courses "" are described in table C136 in the PEIMS Data Standards. This program will automatically update the pass/fail codes for each semester of a course if all required semester and/or final grades are updated in the student grade course records (schedules). The program awards pass/fail codes in the same manner as the program that awards credits for high school level courses. Blanks or zeroes in the semester and/or final grade fields will not be updated with a pass/fail code. For all other courses, the program will use the Highest Non-Passing grade (Grade Reporting > Maintenance > Tables > Campus Control Options > Ranges and Conversions tab) to know which Non-High school code to use. The program will not update existing pass/fail codes. The program will only consider grade course records with a blank in the pass/fail indicator code. Therefore, carefully check the error listing for credit assignment before running the pass/fail assignment option. Semester/Final Grade Computation and Credit Assignment must be run first for any high school level courses.
Role of the Self-Paced Flag. When the pass fail assignment program is run it will assign a pass-fail indicator to a self-paced flag if:
a. The self-paced course has a semester grade and a withdrawal date.
b. The self-paced course has a semester grade and no withdrawal date.
The program will not assign a pass-fail indicator is there is no semester grade. Nor will it assign one if there is no semester grade, but there is a withdrawal date.
The Pass / Fail Assignment utility will produce an error listing for the student's courses that it could not determine the appropriate pass / fail code to assign. Verify students on error listing and make corrections if necessary, and rerun pass/fail assignment option to update the indicator fields that are still blank. Entering "NC" in the credit field will determine a pass/fail code of "04" or "05" (Course was passed, but credit was not received due to excessive absences, first occurrence or second occurrence).
5. If, after performing the Pass / Fail Assignment option, it is determined that the fields for awarding credits were incorrect then you may Clear Pass/Fail indicators from the student’s record again and repeat these steps or you may enter the correct code directly into the student’s grade-course record by choosing Grade Reporting > Maintenance > Student > Individual Maint > Grd/Crs Maint tab:
6. To verify that the codes have been assigned correctly, print the Pass/Fail Verification report. From the Grade Reporting >Reports > SGR1920 Pass/Fail Verification List
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□ Below is the same report opened in Excel filtered for P/F (in Column option) indicator Greater Than (in Operator option) 01 (in Value option). Filtering for a particular code may make it easier for a counselor to verify the report. Get him/her to sign and date the report.
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□ NOTE: Pass/Fail Indicators are awarded based on the parameters set forth in grade reporting:
□ Grade Reporting Campus Control Screen: Grading Concept & No Credit if fail last semester
□ District Course Maintenance: Credit Sequence
Examples of PASS/FAIL assignments are provided in Appendix B.
Audit Red Flags
• Students who have a 400 (attendance record) and do not have a 415 (course completion record) unless they are Local Credit courses.
• Course completions are required from DAEP & JJAEP campuses as well as regular campuses. NOTE: If you don’t have a Campus Master Schedule set up for your alternative campuses, you will have to manually enter this information into the PEIMS application. See the Region 20 document PEIMS Training Guide in the Maintenance area.
• Please note that the Advance Placement information on your AEIS report comes from this record type. SPECIAL NOTE: In order to use Advance Placement codes: 1) Instructors must have special training, and 2) teach the course(s) in a prescribed manner.
• Verify the eligibility on all students enrolled in Dual Credit courses. In order for such courses to be included in the count of contact hours , there has to be a written agreement between the district and the college AND if it’s the college personnel teaching the class, they have to be teaching the TEKS for those courses. NOTE: The high school counselor should be “in the know” on this. See the current year Student Attendance Accounting Handbook, page 224, paragraph 11.3.
DOCUMENTATION REQUIRED FOR AUDIT PURPOSES:
❑ SGR1175 or SGR1200 Principal’s Proof List OR
❑ SGR1920 Pass Fail Verification List
❑ Teacher’s Grade Book
Region 20 PEIMS Training Guide for
Summer/Extended Year PEIMS
Extracts, Maintenance,
Creating TEA Edit Files and Reports
• EDIT+
EXTRACT STEPS FOR PID PROCESSING
1. You do not have to complete any of the Checklists prior to doing a PID run. However, if you have not checked for social security numbers, the PID report will not be complete. You may choose to do an attendance extract before you have completed all of the checklists in the Demographic/Attendance Section. This would allow you to do an early PID edit. You do not need to be through with the end of year checklist or even with the attendance portion of the checklist. You may do a preliminary run so that you can correct as many PID errors as possible before the end of the year rush begins. It would be desirable to perform this process by the first of May.
2. You do not have to load the latest software update to do a PID run. However, you will have to update the software prior to submitting final data.
3. Delete Existing student data from the PEIMS application. To delete data, select from the PEIMS > Utilities > Delete/Clear Tables
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o Check the radial button to “Delete Selected Records”. This way you will be able to keep your Organization Data without having to reenter the data. NOTE: If yours is a district-wide database, more than likely there is data from the Mid-Year PEIMS submission in the PEIMS application so you will want to check the Delete Finance check boxes also.
o Select the 500, 505 and 510 records if necessary. Once you begin creating the 500 series records (if required), DO NOT delete using this utility.
o Be sure you have made a copy of your previous TEA Format file before running this procedure (NOTE; This may be downloaded from Edit+, if necessary). This step may be repeated as often as needed. This deletes all the data records selected from the PEIMS Application.
o This step may be done before each series of extracts. However, Once you start maintaining data in the PEIMS application, you will not want to delete any manually entered data.
1. Verify all PEIMS Organization Data in the PEIMS application (010 district name, 020 campus numbers and names). This only has to be done one time, unless you have to repeat step #3 and select to delete all record types. Don’t forget to add new campuses. All campuses must be registered with TEA as instructional campuses. To verify that all campuses are listed correctly you can check the TEA website “ASK TED.” The address is: . If any of your campuses are listed incorrectly, you will have to correct this prior to submitting PEIMS. It is also a good idea to check your campuses and grade levels as they are in Edit +. Check your campuses in the Lookup Tables under View Reports. Pay particular attention that the schools are in the correct category: Regular, DAEP, AEP or JJAEP. For information regarding how to enter this data refer to the PEIMS Application Maintenance Section of this manual.
5. Verify that the correct school year is set in the PEIMS application. : From the PEIMS > Options
and make sure the school ending year is correct as follows:
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NOTE: This may have already been done earlier in the year.
6. Run the Attendance extracts for both 1st and 2nd semester.
All Extracts, PEIMS Application Reports, File Maintenance of the PEIMS Data and Creation of TEA Edit Files are discussed in the Region 20 PEIMS Training Guide. Portions of that document will be given out during the TxEIS PEIMS Submission III sessions. It will be posted in its entirety at a later date to our website.
PEIMS SUMMER STUDENT EXTRACTS
100, 101, 105, 400, 405, 410,425, 435 & 461 Records
Before the final attendance extract is performed, you must have completed the DEMOGRAPHIC, ATTENDANCE & TITLE 1 CHECKLISTS.
Before the final extract is performed, you must have loaded the latest TxEIS software release (April Release).
1. Attendance extract must be performed first. Classroom Data Link extract must be performed before Course Completion extract.
2. Review Extract reports and correct errors as necessary. When correcting errors, if original data is corrected another extract should be processed OR make the changes in the PEIMS application and original data and proceed to step 4.
3. At this point you may Create a TEA Format File for submitting your data to Edit + OR you may proceed with the next extract. The steps for creating a TEA format file are explained at the end of this section.
Summer PEIMS Reports in TxEIS
IF there are any discrepancies between the reports printed in Edit+ and your attendance, discipline, Title 1, or Course Completion reports in TxEIS student (you may use these reports to see what actually extracted into the PEIMS area of your database. IF you should make manual changes in your PEIMS, you may want to at least view these reports again on the screen to see that those changes have been saved.
AT THIS POINT YOU WILL SWITCH TO THE REGION XX PEIMS TRAINING GUIDE.
Edit the file through TEA Edit + system.
This step may not be performed until at least the Attendance Extract has been run and a TEA Edit File has been created.
1. Log onto the TEA Edit + system using your TEASE ID and password.
Once you have LAUNCHED the program, verify that you are in the right submission. The black bar at the top of the screen should read 2011-2012 Summer Collection. If not, click on Home and use the select collection button.
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2. Select SEND DATA from the menu options on the left of the screen. Check first to see if there are any files listed under option 2. The last file you sent will be here – and it is probably from the prior submissions. Click on the box in front of the file and select the Remove button.
Click on the Browse button and locate the S2012CCCDDD file you created in step 1 and select it by either double-clicking it or clicking once and choosing the Open button. Click the Add button, and then Continue.
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3. At this point, select edits to process (PID Edit, Attendance, Course Completion, etc.) and Send for Validation.
• Note the FATALS ONLY box should only be used by districts when they are first submitting data. This feature speeds up the edit process. Remember to de-select this button after your Fatals have been cleared.
• Always select the PID EDIT every time you send a new file. Region III will not approve a file where this has not been done.
4. Once the edit has run, select View Reports from the menu bar on the left. Then select Special Reports. The PID errors are located in the Special Reports section.
5. Once your file has been edited you can check for your errors, from the Menu Bar on the left of the screen select Collection Status, then click on View button in the Error Report column. It is best to print just the Fatals first, then you can work on the other errors. Select report PRFCD011 to print fatal errors only from menu displayed.
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Special Errors – Indicate that you might have a problem with the data.
Warning Errors – Usually indicate that your data is not conforming to the rules or you are missing data elements
Fatal Errors – Must be corrected before the file can be accepted by TEA
❑ If you have Fatals they will have to be corrected in the appropirate TxEIS application. The data will have to be re-extracted and a new TEA format file created, and the data must be re-edited through Edit +.
❑ Once the data is error-free, the District PEIMS Coordinator must print all the Standard Reports for review. These should be compared with last year’s data for reasonableness and verified by the department responsible for the data, i.e. the Special Ed Department should review and sign off on all the special ed reports; the PRS department should review the Pregnancy Related Services Report, etc.
❑ Once the District PEIMS Coordinator is satisfied with the data (all reports have been verified by the appropriate department) the PEIMS Coordinator can “COMPLETE” the file. On the collections status screen, the complete button is to the far right. This allows the PEIMS Coordinator to send an e-mail to the ESC PEIMS Coordinator as an alert that the file is ready.
❑ After the District PEIMS Coordinator “COMPLETES” the file, the Superintendent must log in and accept the file by click the SAF acceptance button which is also on the Collections Status screen.
❑ The Region PEIMS Coordinator will then “ACCEPT” the file and it will be transmitted to TEA.
❑ After the file is sent, the collections status will read “Turnaround Reports Available.”
Preparing the 203 Leaver Record
NEXT YEAR LEAVER DATA ( 203)
The procedures to prepare the 2011-2012 leaver records at the end of the school for the Fall 2011 – 2012 Data Submission are listed below.
In the Fall 2012-2013 Submission, school districts will be reporting information on students who leave during the 2011-2012 school year. Therefore, the appropriate value for LEAVER-REASON-CODE must be captured during the current (2011-2012) school year.
The 203 record collects information on the following data elements:
o Leaver Reason
o Date of Graduation
o Graduation Type Code
o Local ID.
For non-graduates you will not have any information for date of graduation or the graduation type code. The guidelines to be followed can be found in Appendix D of the 2011-2012 Data Standards.
The "School Start Window" is enrollment at anytime between the first day of school and the last Friday in September.
a) Leaver records are submitted for students who left the district before the end of the school year, did not return in the same year, and did not return in the fall within the school-start window except for:
o Students who enrolled in other Texas public school districts, who are considered Movers
o Students identified by TEA as being prior year graduates
o Students identified by TEA who obtained GED certifications at Texas examination sites before August 31st. (certificate issue date must be prior to August 31)
b) Leaver records are submitted for students who finished the school year and did not return the following fall within the school start-window except for:
o Students who enrolled in other Texas public school districts, who are considered Movers
o Students identified by TEA as being prior year graduates
o Students identified by TEA who obtained GED certifications at Texas examination sites before August 31st. (certificate issue date must be prior to August 31)
c) Leaver records are submitted for all students who graduated during the prior school year, including the summer of the prior year.
d) Leaver records are not submitted for students who enroll in other Texas public school districts and students who obtain GED certificates at Texas examination sites by August 31st.
During Current School Year
1. Maintain / Monitor Leaver Data
Enter proper withdrawal codes and maintain documentation for all withdrawn students (in grades 7-12) throughout the school year, as they withdraw. Make sure all withdrawal forms are signed and dated by the appropriate personnel and by the parent/guardian. Change the reason for withdrawal if you obtain different information from that originally received. Monitor data for students with excessive consecutive absences. District policy should address procedures to locate these students, and should provide guidelines to determine the date of withdrawal from system for these students. Use the PID Enrollment Tracking System (PET) to assist in determining enrollment in other Texas public school districts of withdrawn students.
From the Registration > Maintenance > Student Enrollment > W/R Enroll Tab
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2. Print a student address list containing both active and inactive students. From the Registration > Reports > SRG0300 Student Address Listing. Keep this list for reference for next fall.
3. Print a withdrawn student’s report. From the Registration Reports > SGR1900 Student Withdrawal Report. Keep this list for reference for next fall
4. Before the end of school, assign Graduation Type Code and Date of Graduation to every student who graduates – regardless of the grade level. You can also assign the College Entry Indicator as an optional step if your district still desires to track this locally. There are two ways to do this.
▪ Method 1 is to enter the data on the Demo 3 Tab. From the Registration application ► Maintenance ► Student Enrollment ► Demo 3 Tab
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NOTE: Use this method for mid-year graduates or for making corrections to Method 2.
▪ Method 2 is to use the Registration utility “Reset Values”. From the Registration application ► Utilities ► Reset Values ► Reset Graduation Type, Date and College Entry.
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Make sure to check the Grade Level option box and then use the drop-down arrow to select grade 12.
Make sure to uncheck the Inactive Students option box.
Made sure to choose All in the From area and Specific in the To area and:
• If you chose Date of Graduation in the Item to Reset, you can enter the MMDDYYY information.
• If you chose Type of Graduation in the Item to Reset, you can enter 27 (Minimum HS Program), 28 (Recommended HS Program) or 29 (Distinguished HS Program). NOTE: Get this information from the counselor. You may run the procedure 3 times when working with the Type of Graduation, choosing the appropriate students.
When you click on Reset Values, all of the 12th grade students will be displayed. the students you wish to update. If wanting to choose all of the students (for Date of Graduation), click Select All OR check the checkbox next to just certain students (for Graduation Type). In either case, click >>Select>> which will move them to the right-hand side. Then click the Reset button. This is much faster than entering the data on the demo 3 tab.
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5. After updating all these fields, create a Demo Report for the counselors to verify the information.
▪ Make sure the counselors have a current copy of code table C062 and/or the charts on pages 2.139-2.141 of the current year PEIMS Data Standards. THIS IS VERY IMPORTANT – graduation type is an additional indicator on AEIS and PBMAS.
▪ Make corrections on the Demo 3 Tab and reprint the list.
▪ Be sure to show the End of Year Status Codes (should be 12), Graduation Code and Date of Graduation.
▪ You may also choose to show College Entry if desired.
From the Registration > Reports > Create Demo Report. Save this off as an Excel file which you can then use the Sort icon from the Data ribbon to put the students in Graduation Type order and the Filter icon based on the Graduation Type Not Equal to blank. Keep this list for reference for next fall. There may be 12th and 11th graders on the list.
• A: Auditable Reports
• B: Pass/Fail Assignment Examples
• C : Edit + Summer Data Checklist
APPENDIX A
SUMMARY OF AUDITABLE REPORTS
The specifications for reporting are outlined in the Student Attendance Accounting Handbook in Section II – Audit Requirements. All reports are to be maintained by Cycle by each individual track.
Reports to be maintained for Audit purposes are:
1. Student Detail Report. The equivalent TxEIS report is SAT0600 – Daily Register/Weekly Summary.
2. Campus Summary Report. The equivalent TxEIS report is SAT0900 – Principal’s Cycle report of Student Attendance & Contact Hours. When this report is run, if a campus is specified in the Parameters, a Principal’s or Campus report will be generated. Some of the audit requirements for this report are met in SAT0600. The Campus Summary Report must be signed by the Principal. The grade level totals from SAT0600 should balance against the grade level totals from SAT0900 – Principal’s report.
3. Absences by date (This is part of the Campus Summary Report requirements) This report is to show total number of absences reported by each date. The TxEIS report that provides this is SAT1600 – Daily Attendance Report II.
4. District Summary Report. The equivalent TxEIS report is SAT0900 – Superintendents Cycle report of Student Attendance & Contact Hours. When this report is run, if the campus parameter is left blank, a district report will be generated that combines all campuses that have the same track. The campus totals from all schools from SAT0900 – Principal’s report should balance against the totals from SAT0900 – Superintendent’s report. (Remember that these reports are all generated by track by cycle.)
5. Reconciliation Form. . Each district is to develop a reconciliation form to be completed by the teachers. The total number of students in membership (based on the teacher’s count) is to be balanced against the total number of students listed in the attendance accounting records. Each campus is to balance against the totals in TxEIS. Use TxEIS report SAT 0671& SAT0672 – Teacher Membership Roster - to assist in the reconciliation process. The PEIMS coordinator is to certify that the information is correct district-wide. This is to be done twice a year. Once within the 1st six weeks and again within the 4th six weeks.
6. Attendance Procedures. All districts are required to have a written attendance procedures manual.
SAT0600 DAILY REGISTER WEEKLY SUMMARY
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Eligibility Code
Days Membership
Days Absent
Days Present
Eligible Days Present
Ineligible Days Present
PRS Code & PRS Days Present
Bilingual Code & Bilingual Days Present
ESL Code & Esl Days Present
CTE Ed Hours, Days Present, Eligibility Code
Special Ed Code, Instructional Arrangement, Days Present, Speech Days
Excess Hours (Daily and for the time frame of the row)
GT Participation
EXPLANATION OF PROGRAM PARTICIPATION
This section of the report contains individual information on each student. The program participation for this student is explained below:
a. The student entered school on 08/19/2002.
b. From 08/19/2002 to 08/22/2002
1. Attendance – The student earned 3 eligible days present and had no absences
2. PRS – no eligible days
3. Bil – no eligible days
4. ESL – student earned 3 eligible days present
5. CTE – no eligible days
6. Special Education – the student earned 3 eligible days present with a handicapping condition of 06 and an instructional setting of 08. The student also earned 3 eligible days of Speech
7. There were no excess hours (combination of Special Ed & CTE Exceed 6 hours)
8. The student was not in GT
c. From 08/22/2002 to 08/27/2002
1. Attendance – student earned 2 eligible days present and had one absence
i. Absences – student was absent on August 23.
2. PRS – no eligible days
3. Bil – no eligible days
4. ESL – student earned 2 eligible days present
5. CTE – the student earned two days present for CTE code 3
6. Special Education – the student earned 2 eligible days present with a handicapping condition of 06 and an instructional setting of 08. The student also earned 2 eligible days of Speech
7. The combination of CTE and special ed resulted in excess hours
8. The student was not in GT
d. From 08/27/2002
1. Attendance – student earned 18 eligible days present and had no absences
2. PRS – student earned 18 eligible PRS days present
3. Bil – no eligible days
4. ESL – student earned 18 eligible ESL days present
5. CTE – the student earned 18 days present for Voc code 3
6. Special Education – the student earned 18 eligible days present with a handicapping condition of 06 and an instructional setting of 08. The student also earned 18 eligible days of Speech
7. The combination of vocational and special ed resulted in excess hours
8. The student was not in GT
EXPLANATION OF EXCESS HOURS
Excess hours are a result of combining the hours earned for special ed and CTE. The total combined limit is 6 hours. Anything above 6 is considered excess hours and is deducted from special ed FTEs.
a. In the example above, from 08/22/2002 to 08/27/2002, the student was in both CTE and special ed.
a. CTE weight + 3.00
b. Special Ed (VAC) + 5.50
c. Special Ed (Speech + .25
d. Total/day = 8.75
e. Allowed per day - 6.00
f. Excess/day = 2.75
g. 2 days present x 2
h. Excess/time frame 5.50
(08/22 – 08/26)
b. In the example above, from 08/27/2002 to 09/20/2002, the student was in both CTE and special ed.
a. CTE weight + 3.00
b. Special Ed (VAC) + 5.50
c. Special Ed (Speech + .25
d. Total/day = 8.75
e. Allowed per day - 6.00
f. Excess/day = 2.75
g. 18 days present x 18
h. Excess/time frame 49.50
(08/27 – 09/20)
APPENDIX B
PASS/FAIL ASSIGNMENT EXAMPLES (Grades 09-12 coding)
Parameters:
Campus Control Screen:
Grade Concept = Semester/Final
No credit if fail last semester = N
District file maintenance: credit sequence = 1 (Credit if 1st & final are passing)
| | | | | | | |
| |020 |Campus | | | | |
| |100 |Identification | | | | |
| |101 |Demographic | | | | |
| |105 |ID Number Change | | | | |
| |400 |Basic Attendance | | | | |
| |405 |Special Ed Attendance | | | | |
| |410 |CTE Attendance | | | | |
| |415 |Course Completion | | | | |
| |425 |Discipline | | | | |
| |435 |Special Ed Child Restraint| | | | |
| |461 |Title I, Part A | | | | |
| |500 |Flexible | | | | |
| | |Attendance | | | | |
| |505 |Flexible | | | | |
| | |Special Ed Attendance | | | | |
| |510 |Flexible CTE | | | | |
| | |Attendance | | | | |
STUDENT DATA
Review Edit+ Special Report PRF0A001 Data Element Summary
Check counts and compare to prior year for the following items:
|Item |Data Element |Counts |Notes |
| | |Current Year |Prior Year | |
|Service IDs – Check for anomalies, looking|E0724 | | | |
|for magnet or innovative courses. If Tech| | | | |
|prep, verify certified teacher. Check for | | | | |
|AP courses. If reporting CT courses that | | | | |
|don’t earn weighted funding, question if | | | | |
|funding flag has been removed. | | | | |
|# LEP Counts on 400 record |E0790 | | | |
|400 record counts by reporting period. |E0934 | | | |
|Counts for each 6 wks should be | | | | |
|comparable. Question major discrepancies. | | | | |
|Pass/Fail Indicator Code. Should have |E0949 | | | |
|codes other than 01, question if don’t. | | | | |
|Migrant Indicator counts on 101 record |E0984 | | | |
|Action Reason Code 01. Check for |E1006 | | | |
|inappropriate use. | | | | |
|Advanced Technical Credit Classes. Check |E1010 | | | |
|if teaching any. | | | | |
|Dual Credit Courses. Check if teaching |E1011 | | | |
|any. | | | | |
|Title I, A Coding. No homeless? |E1017-E1026 | | | |
|Inconsistent Services? | | | | |
Review Edit+ Standard Report PRF7D017 Students Participating in PEP
Compare counts to prior year
Does district have PEP grant?
|Item |Current Yr |Prior Yr |Notes |
|PEP Counts | | | |
Review Edit+ Standard Report PRFAD001 Survey of PRS
Notes:
Look for students who are pregnant for all weeks and also in C&T for all 6 weeks.
Review Edit+ Standard Report PRF7D007 Comparison of Current and Prior Year ADA
Notes:
Verify report and account for differences.
Look for big differences in Spec Ed, C&T, BIL, etc
Review Edit + Special Report PIDP0100 PID Error Rate. (File rejected if greater than 1%)
Notes:
If 2 of big 3 demographics (Lname, Fname, DOB), send copy of PID report and student SSN card to ESC for manual correction.
If sending manual correction, remove PRV SSN and RC
Review Error Report PRFCD012 Edit Error Summary Report
Notes:
Errors that will result in developing a corrective action plan: 42526, 42534, 42537, 42551, 42560. If present, check for coding errors.
Errors that will result in loss of funding
Review ALL error messages
Resolve all possible Special Errors
Resolve all possible Warning Errors
[pic]
-----------------------
PEIMS
PUBLIC EDUCATION INFORMATION MANAGEMENT SYSTEM
TxEIS
2011-2012
Summer Data
PEIMS Verification and Extract Processes
✓ Summer Submission Checklists
✓ Demographics Checklist
✓ Attendance Checklist
✓ Title I, Part A Checklist
✓ Discipline Checklist
✓ Child Restraint Checklist
✓ Course Completion Checklist
✓ Flexible Attendance Checklist
✓ Extracts - R20 PEIMS Training Guide
✓ PEIMS File Maintenance - R20 PEIMS Training Guide
✓ Creating TEA Edit File - R20 PEIMS Training Guide
✓ Submitting through Edit+
✓
Instructors: Becky Pullin
Charlyn Sciacca
1905 Leary Lane
Victoria, TX 77904
Phone: (361) 573-0731
Fax: (361) 576-4804
bhenrichs@
sciacca@
ESC PEIMS Coordinator:
Mary Beth Matula
mbmatula@
PRELIMINARY STEPS
Clear prior SSN & Demo Rev Codes
Click on Update and the utility will run. You will be given an option to print a report showing all students who were updated.
You may run for all campuses or just 1 campus.
Dropdown indicates number of recor[pic] ds to be reset.
Demographic & Attendance
No check in the CEHI field means the student may earn CTE hours because the student is not receiving CEHI.
A Check in the CEHI field means the student is receiving CEHI and cannot earn funding for CTE while in that situation.
The totals on this page should match the totals on SAT0900 (Pupil Attendance and Contact Hours) when the report is run for the same semester, cycle, or date range.
The PEIMS 2ðZð‚ðªð¬ðóóê6´kdh9$[pic]$[pic]If[pic][?]–lÖ[pic][pic][pic][pic][pic][pic]Örà[pic]
ù€0Ø'@
€Ù€‡€°€¨
tà[pic]öø%6[pic] input person must sign this report that all of the attendance data is as accurate as he/she can ensure, while the District PEIMS Coordinator and Superintendent will sign report SAT0900 (Pupil Attendance and Contact Hour report)
It’s OK if a warning appears saying the student is absent the same day as his/her Entry Date for any special program. However, entries like these should be corrected.
Reported from Grade Reporting District Master Schedule. Applicable for the 410 CTE ADA on the summer submission.
Reported from Registration – Demo3 tab. Must be verified to determine correct coding for summer submission. A dropped CT elective or change to the 4 year plan could have occurred since the fall submission.
Registration PRS/PEP W/R Enroll Tab
Registration Special Ed W/R Enroll Tab
Master Schedule
Registration W/R Enroll Tab
Discipline
Special Education
Child Restraint
Course Completion
PEIMS Extract & Submission
Leavers
Reason should be updated as new information received. This student was originally a “02”. Later the school received a request for records. The code should be changed to “80”.
This resets all 12th grade active students to “0”. Run the utility again to set specific students to “1”. OR set all to “1” and then run the utility again to set specific students to “0”.
Appendix
Header Record: Campus, Track, Cycle, Days in Cycle, Grade Level, beginning/ ending dates of cycle
Student Name, Parent/Guardian Name & Address
Demographic data: SSN, DOB, Age, Sex Ethnicity, Campus ID of Residence, Original Entry Date
Semester 1
EXAMPLE A
Semester 2
Semester 1
EXAMPLE B
1 Semester 1
Semester 2
EXAMPLE C
Semester 2
Semester 1
EXAMPLE D
Semester 1
Semester 2
EXAMPLE E
Semester 1
Semester 2
EXAMPLE F
Semester 1
Semester 2
EXAMPLE G
Semester 2
Semester 1
EXAMPLE H
Semester 1
Semester 2
Semester 1
................
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