ESSA PR1500 Reporting

1.Data Source #

The ESSA PR1500 Aide Reports use 2 different data sources:

  1. Staff certifications based on SBEC certification files
  2. Current year PEIMS Fall XML Student and Staff Interchange Files

Please note: This report should reflect a data snapshot of October 2 as per ESSA guidelines, whereas the TEA PEIMS TSDS system collects data using a snapshot of October 26, 2018 for fall PEIMS. In order to build the report using the October 2 date, we recommend the date in the Student Information System and/or Business Information System be changed briefly to October 2 as the snapshot. If you choose to use the October 26 snapshot instead, please ensure counts reported on the actual PR1500 reflects accurate data as per Oct 2nd. Contact your district PEIMS coordinator for assistance. Also please note, once data reflecting October 2 is loaded and the report is analyzed, we strongly advise you quickly reload your data using the State PEIMS snapshot of October 26 to minimize any potential confusion with your users.

1.1.File Center - Staff Certifications #

The certification data can be accessed in the TEA TEAL’s Educator Certification Online System (ECOS) using ECOS Entities access:
https://tea.texas.gov/Texas_Educators/Certification/Educator_Certification_Online_System/

TEA Quick Reference Guide:
https://tea.texas.gov/WorkArea/DownloadAsset.aspx?id=25769811991

Since manipulation to the files can occur, please see the file layout below needed to successfully upload the information.

  • This file is a CSV (Comma Separated) file
  • The file should not contain headers
  • The ‘Year’ selection should match to the year of the ESSA PR1500 reporting. For example, if you are working on the 2018-2019 ESSA PR1500 reports, click on ‘2018-2019’.

  • Only one file is allowed per year. If current file already exists for a particular year, a new file load for that same year will replace existing file.
  • The file format is as follows and needs to be in this order:
    • Social Security or Staff TX Unique ID
    • Cert Typ Code
    • Effective Date
    • Expire Date
    • Grade Level
    • Cert Lvl Code
    • Field Code

Note: It is not necessary to remove certifications that are expired or non-instructional.

Example data:

SS# or              
TX Unique       Cert Typ Code   Effective Date   Expire Date       Grade Level       Cert Lvl Code     Field Code

123456111 PRV 5/16/1976 Life Grades (PK-12) ALL HPE
123456222 PRV 5/16/1976 Life Grades (6-12) SEC HIS
123456333 PRV 5/16/1976 Life Grades (6-12) SEC HPE
123456444 STD 12/17/2013 1/31/2019 Grades (6-12) SEC BED
123456555 STD 1/1/2015 12/31/2020 Grades (EC-12) PRF PRN
123456666 PRV 2/14/1999 Life Grades (6-12) SEC BIO

1.2.File Center - PEIMS TSDS #

Ensure that both student and staff PEIMS Fall XML interchange files have been loaded in the File Center.

Click on the little i (Information) to the right of the submission to verify.

2.ESSA PR1500 Aides #

The ESSA PR1500 Aide reports can be found under the Accountability>Federal: Accountability Report Center>ESSA, Title I Equity Plan folder.

2.1.Report Notes #

Review Report Header Statement and Report Notes under Tools drop-down box, Report Info.

Report Notes will describe how the report is being pulled, what definitions are being used for the different fields, and other pertinent information related to the programming of the report.

Elementary Notes:

Summary: Districts that receive Title I funds are required to complete the ESSA PR1500 Equity Data Survey for each of their campuses, regardless of campus Title I status unless the campus meets certain exemptions including having no teachers of record. This report calculates Part 2 Total Teachers by Assignment for Credentials and Total Yrs Prof Experience for every campus with elementary students.

  • Note: You must load current year PEIMS Fall XML interchanges for staff and student. Student data does not need to be fatal free!

Usage: Used to aid with reporting ESSA PR1500 data through the eGrants system.

Data Sources:

  • File Center>Staff>Certifications for Credentials
  • PEIMS Fall records for current school year
    • Interchange Student Enrollment
      • Student School Association – 40110 (determines elementary vs secondary reporting)
    • Interchange Staff Association
      • Staff Extension Complex – 30040
      • Staff Responsibilities Complex – 30090
  • Special Note: Staff information for this report should be based on October 2nd snapshot. Many business and student information systems have the capability to create PEIMS XML files for a specific date.
    • If your systems do not have this option, the snapshot date for current year is October 26th, 2018 and you will need to:
      • subtract teachers who enter after October 2nd and
      • add teachers who leave after October 2nd

Part 2: General Education

Definitions:

  • Campus: Campuses who have elementary PK – 5 grade levels based on student enrollment records (40110) are included in the report. EE only campuses will not be included.
    • Special Note: Campuses who include 6th graders at the elementary level will be reported in both the elementary and secondary version of this report, denoted by an asterisk.
  • Assignment: Driven by Service-ID (E0724) on the teachers’ Responsibility record (30090) tied to an assignment. To review the table, click this link: 2019 PR1500 Elementary Service IDs
    • Special Notes:
      • Since Service IDs SE000001-SE000006 have no grade level range, they will be counted in the generalist assignment on both the elementary and secondary version of this report for campuses who include 6th graders at the elementary level.
      • There is no way to determine whether a campus is doing self-contained homeroom classes, team teaching, or specialized teaching. Counts are included under all appropriate assignments and must be reviewed with drill downs to determine if counts should be manipulated.
  • Total Teachers: Uses Responsibility record (30090) for counts in each assignment:
    • Role-ID (E0721) = 087
    • Number-Students-In-Class (E0170) is greater than zero-teacher of record
    • Campus-ID (E0266)-counted at every campus taught
    • Counted once in every assignment taught (Ex: 3 Math classes, 3 Science classes, count of 1 added to Assignment Math and Science)
  • Credential for the Teaching Assignment in Question: Uses staff certifications loaded to the File Center
    • Includes certifications with ‘Expire Date’ > 10/02/2018 or ‘Life’
    • Uses ‘Grade Level’ ranges to determine whether valid for elementary
    • Uses the Cert Typ Code to determine appropriate category
      • Standard = STD or PRV
      • Probationary = PRO or OYC
      • Intern = INT
      • Emergency = ECRT or EMP
      • District Permit = Local coding (included for exporting to Excel and manually recording)
      • VIT (Visiting International Teacher) = VIT
      • No Credential = Any teacher who was not included in the previous categories
    • Special Note:
      • Credential counts are purely placed in the assignment based on service ids (see Assignment above). There is no cross referencing with the TEA teacher assignment chart, so credentials should be reviewed with drill down to verify compliance.
      • If a teacher has more than one credential in the same category, they will be counted once; if a teacher has more than one credential in multiple categories, they will be counted under each. This could make the category counts higher than the Total Teachers count.
  • Teaching Experience: Uses Total-Years-Prof-Experience (E0130) from the staff record (30040) and adds count to appropriate years experience range. Total years under Teaching Experience should match Total Teachers field for each assignment.

Features:

  • Use Export to Excel to provide a template where counts can be modified upon further research and analysis.
  • Use drill downs to review appropriate ‘Assignment’ classifications.
  • Credential area: Use drill downs to review certification information including Cert Type, Effective Date, Expire Date, Grade Level, Cert Level, and Field

Resources for qualifications and calculations:

https://texasequitytoolkit.org/

  • Scroll to bottom of page to review Frequently Asked Questions for PR1500

Secondary Notes:

Summary: Districts that receive Title I funds are required to complete the ESSA PR1500 Equity Data Survey for each of their campuses, regardless of campus Title I status unless the campus meets certain exemptions including having no teachers of record. This report calculates Part 2 Total Teachers by Assignment for Credentials and Total Yrs Prof Experience for every campus with secondary students.

  • Note: You must load current year PEIMS Fall XML interchanges for staff and student. Student data does not need to be fatal free!

Usage: Used to aid with reporting ESSA PR1500 data through the eGrants system.

Data Sources:

  • File Center>Staff>Certifications for Credentials
  • PEIMS Fall records for current school year
    • Interchange Student Enrollment
      • Student School Association – 40110 (determines elementary vs secondary reporting)
    • Interchange Staff Association
      • Staff Extension Complex – 30040
      • Staff Responsibilities Complex – 30090
  • Special Note: Staff information for this report should be based on October 2nd snapshot. Many business and student information systems have the capability to create PEIMS XML files for a specific date.
    • If your systems do not have this option, the snapshot date for current year is October 26th, 2018 and you will need to:
      • subtract teachers who enter after October 2nd and
      • add teachers who leave after October 2nd

Part 2: General Education

Definitions:

  • Campus: Campuses who have secondary 6 – 12 grade levels based on student enrollment records (40110) are included in the report.
    • Special Note: Campuses who include 6th graders at the elementary level will also be reported in the secondary version of the report due to reporting 6th grade teachers in secondary, regardless of the composition of the campus on which they teach. The campuses will be denoted by an asterisk.
  • Assignment: Driven by Service-ID (E0724) on the teachers’ Responsibility record (30090) tied to an assignment. To review the table, click this link: 2019 PR1500 Secondary Service IDs
    • Special Note: Since Service IDs SE000001-SE000006 have no grade level range, they will be counted in the generalist assignment on both the elementary and secondary version of this report for campuses who include 6th graders at the elementary level.
  • Total Teachers: Uses Responsibility record (30090) for counts in each assignment:
    • Role-ID (E0721) = 087
    • Number-Students-In-Class (E0170) is greater than zero-teacher of record
    • Campus-ID (E0266)-counted at every campus taught
    • Counted once in every assignment taught (Ex: 3 Math classes, 3 Science classes, count of 1 added to Assignment Math and Science)
  • Credential for the Teaching Assignment in Question: Uses staff certifications loaded to the File Center
    • Includes certifications with ‘Expire Date’ > 10/02/2018 or ‘Life’
    • Uses ‘Grade Level’ ranges to determine whether valid for secondary
    • Uses the Cert Typ Code to determine appropriate category
      • Standard = STD or PRV
      • Probationary = PRO or OYC
      • Intern = INT
      • Emergency = ECRT or EMP
      • District Permit = Local coding (included for exporting to Excel and manually recording)
      • VIT (Visiting International Teacher) = VIT
      • No Credential = Any teacher who was not included in the previous categories
    • Special Note:
      • Credential counts are purely placed in the assignment based on service ids (see Assignment above). There is no cross referencing with the TEA teacher assignment chart, so credentials should be reviewed with drill down to verify compliance.
      • If a teacher has more than one credential in the same category, they will be counted once; if a teacher has more than one credential in multiple categories, they will be counted under each. This could make the category counts higher than the Total Teachers count.
  • Teaching Experience: Uses Total-Years-Prof-Experience (E0130) from the staff record (30040) and adds count to appropriate years experience range. Total years under Teaching Experience should match Total Teachers field for each assignment.

Features:

  • Use Export to Excel to provide a template where counts can be modified upon further research and analysis.
  • Use drill downs to review appropriate ‘Assignment’ classifications.
  • Credential area: Use drill downs to review certification information including Cert Type, Effective Date, Expire Date, Grade Level, Cert Level, and Field

Resources for qualifications and calculations:

https://texasequitytoolkit.org/

  • Scroll to bottom of page to review Frequently Asked Questions for PR1500

2.2.Export to Excel #

Export to Excel under the Tools drop-down to create an Excel template of the information.

Click on the Excel download file at the bottom right-hand side to open up the Excel template.  At this point, totals can be changed if necessary for a finalized version of summary data to submit through the eGrants system.

  • Note: If you change the Excel file totals in the Total Teachers column, make the same changes accordingly in the Credential category and Teaching Experience columns.

2.3.Data Review #

Some things to consider when reviewing the data:

  • A chart of service IDs can be found in the report notes if there is any question as to what Assignment was used for a specific course
  • Generalists might include teachers you might not consider a generalist (AVID service ids, etc.), so adjust your numbers accordingly
  • Teachers can be included in multiple Assignments according to their responsibility records
  • Teachers will only be counted if the number of students in the service id is > 0
  • Elementary teachers
    • Districts can report elementary teachers differently to PEIMS according to their practices
      • Campuses that team teach or have grade levels that are scheduled more like secondary can generally use the Assignment count as is
      • Campuses that have groups of students assigned to a homeroom teacher for all core course subjects might see equal counts in their math, science, social studies, and ELA/Reading assignments due to each subject being reported to PEIMS. In this case, one row of the totals (most accurate) should be moved to the Generalist assignment since the students are self-contained. Tip: Use your Excel template to record changes.

Credentials area

  • Teachers will count only once for a category regardless of how many certifications they have in that category.  Teachers who have multiple certificates in separate categories will count in each. This will require modification on the Excel spreadsheet so that the total for all the categories matches the total teachers.
  • Drill down on totals to get a list of staff members with their certification information including Cert Type, Effective Date, Expire Date, Grade Level, Cert Level, and Field

Tip: To see multiple certifications on separate rows

  • click on Column Options
  • click on Grouping on the certification fields
  • click on Submit Changes to return the multiple rows for display

To return to a single line of data,

  • click on Column Options again
  • uncheck Grouping on the fields
  • click on Submit Changes

Teaching Experience area

  • Drill down on totals to get a list of staff members with their total years of professional experience, number of students in class, and all service ids reported in the responsibility record.

Tip: To see multiple rows of information to tie the # Students in Class to the Service ID,

  • click on Column Options
  • click on Grouping on the # Students<br/>in Class and Service ID fields
  • click on Submit Changes to return the multiple rows for display

To return to a single line of data,

  • click on Column Options again
  • uncheck Grouping on the two fields
  • click on Submit Changes

3.Staff Ad Hoc Reporting #

PEIMS Staff Report Center

  • Staff Certification

Sample query:

Sample Output:

Drill down on individual or grand totals to display detailed staff list view

Use ‘Column Options’ to add other fields desired:

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