Reports in this section are meant to assist with data quality.

The * indicates the folders containing TEA desk audit queries.

LSA Of Kindergarten Students Under the Age of 5

Summary: This report will display a list of students who are coded as grade level KG, but are not yet 5 years old as of September 1st.

Usage: Use this report to locate students whose grade level or birth date is being reported inaccurately.

Data Source: Fall PEIMS

• 40110 Enrollment Sub-Category
  StudentSchoolAssociationExtension Complex Type (Grade Level)
• 40100 Student Basic Information Sub-Category
  StudentExtension Complex Type (Date of Birth)

NOTE: Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students without a SE Instructional setting or an instructional setting of Speech Only.

Usage: Verify EE student’s Instructional settings and ADA codes for funding.
NOTE: Documentation (ARD/IEP) should be in place to verify students coding for audit purposes.

Data Sources: Fall PEIMS

• 41163 Special Education Program Sub-Category
  StudentSpecialEdProgramAssociationExtension Complex Type (Instructional Setting)

Notes: To claim funding for EE students, they must qualify as per the SAAH:

• Special Education with an Instructional setting other than Speech Only
  • Age:0-2 must be visually or auditorily impaired or both
  • Age 3+: Any disabling condition other than Speech Only

If Instructional Setting is Speech Only (0), ADA code should either be ineligible (4, 5) or (0) if instruction time is less than 2 hours a day to indicate to that no FSP funding is being requested for the student being served.

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students with a SE Instructional setting of Mainstream.

Usage: Verify EE student’s Instructional settings and ADA codes for funding.
NOTE: Documentation (ARD/IEP) should be in place to verify students coding for audit purposes.

Data Sources: Fall PEIMS

• 41163 Special Education Program Sub-Category
• StudentSpecialEdProgramAssociationExtension Complex Type (Instructional Setting)

Notes: To claim funding for EE students, they must qualify as per the SAAH:

• For the mainstream code to be used, the majority of students in the class must be students who are not receiving special education
  services. For the student to generate ADA and weighted funding, a certified special education teacher
  must provide services under the 2-through-4-hour rule as applicable to meet the individual needs of the
  student.

LSA of Bilingual/ESL Education Eligibility Coding

Summary: This report is a reflection of the TEA desk audit that will provide a list of students coded Bil or ESL but do not have a parental consent indicator. ( Parental denial/no response/parent not contacted)

Usage: Verify coding for Bil/ESL student’s LEP codes and Parent Permission codes.

NOTE: Documentation should include – (Home Language Survey, Student Language Survey, LPAC recommendation, Parental consent)

Data Sources: Fall PEIMS

• 40110 Enrollment Sub-Category
  StudentProgramExtension Complex Type (Bil/ESL)
• 40100 Student Basic Information Sub-Category
  StudentExtension Complex Type (Parent Permission)

Summary: Report lists any student who has no absences for the days they were enrolled and who also has no course completion records.

Usage: Students on this report should be review to ensure the following:

• “No shows” are removed- students who were rolled over into the new year, but never showed up, will show up as being counted present all year long. District does not need to claim funding, so students should be removed from PEIMS file.
• Determine if students who have been verified as enrolled, need to have a course completion record. (Note: students who have had only a few days/weeks in attendance may not have a course completion record.)

Data Source: Summer PEIMS TSDS files

• 42400 Basic Attendance Sub-Category
• 42401 Special Programs Attendance
• 43415 Course Completion

CTE Class Service ID’s with less than 45 minutes

Summary: This report will trigger a list of CTE courses who do not appear to be meeting for the 45 min per days required for funding, along with the campus, teacher, service ID, and minutes associated with the class.

Usage: Locate CTE courses that are not eligible for funding. Check to ensure minutes were entered into SIS correctly for accurate reporting and if so, then strive to extend the length of minutes for each course in order to claim funding.

NOTES:

• Service ID for CTE courses from code table 022
• Minutes Per Day – Is calculated by taking the Monthly Minutes / 20 Days (number of days for the 4 weeks in Oct)
• If the district did not meet for 20 days in Oct, for example was off for Columbus day, then the results will be skewed. To adjust, take the total monthly minutes for each class on the report and divide by the number of days the district met in Oct.

Summary: A student will be displayed on this report if they have the special ed instructional setting of “Homebound” or “Hospital code” and CTE hours in the same six weeks reporting period.

Usage: Review coding and any funding attached to students who are both taking a CTE course with V codes attached and who are either Homebound or served in a hospital.

• Specifically, the dates of homebound or hospital status assigned by ARD, and the review the dates of Career and Technology participation via V codes.
• Common findings: Prior to being placed on Homebound or Hospital school status, the student may have been taking a Career and Technology (V1-V6) course. If same amount and type of CTE instructions is not provided, then the V code funding should be turned off in the SIS.

Data Source: Summer PEIMS

• 42401 – Special Programs Reporting Period Attendance Sub-Category
  SpecialProgramsReportingPeriodAttendanceExtension Complex Type
• 42410 – Career and Technical Education

NOTE: Since actual attendance dates are not available in PEIMS data it is possible a student could be listed and not actually have any overlapping days.

Example of student listed, but no error in reporting:

At Learning ISD, reporting cycle 4 was 27 days long (Jan 4 to Feb 8)
The ARD committee placed John Smith into the Homebound instructional setting for the first three days of the fourth reporting period cycle, (Jan 4,5,6). After returning to school on Jan 9 John was placed into a mainstream instructional setting. On Jan 10 John Smith then decided to enroll in a course that earned CTE hours.

Summary: This report will display a list of students who are coded as grade level KG, but are not yet 5 years old as of September 1st.

Usage: Use this report to locate students whose grade level or birth date is being reported inaccurately.

Data Source: Summer PEIMS

• 40100 Student Basic Information Sub-Category
  StudentExtension Complex Type (Grade Level – Summer, Date of Birth – Summer)

NOTE: Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

Summary: This report displays a list of students who had a mandatory expulsion to a JJAEP but are not being reported with corresponding ineligible days of attendance.

Usage: Utilize results of this query to find where ADA needs to be adjusted and accurately report days for funding.

Data Sources: Summer PEIMS

• D44425 Disciplinary Action Sub-Category
  DisciplineActionExtension Complex Type
  • Disciplinary-Action-Code of 02, 12, 15, 51, 59, or 61
  • Disciplinary-Reason-Code of 08, 11, 12, 13, 14, 16, 17, 18, 19, 29, 30, 31, 32, 36, 37, 46, 47, 48, or 57
• 42400 Basic Attendance Sub-Category
  BasicReportingPeriodAttendanceExtension Complex Type
  • E0936 TOTAL-INELIGIBLE-DAYS-PRESENT equals zero.
  • This report does not use ‘E0787 ADA-ELIGIBILITY-CODE’ from Fall PEIMS to filter students.

Note: If your district lies within a county with a population of less than 125,000, query does not apply.

Summary: Report will list students reported with excess contact hours. This is the number of hours above the allowable six hours per day of combined career and technical education and special education and related services in a designated instructional setting during a particular reporting period.

Usage: Review students who are coded with more than 6 contact hours (combination of SPED and CTE) and/or will trigger PEIMS fatal edit 40533.

Data Source(s): Summer PEIMS

42401 Special Programs Reporting Period Attendance Sub-Category

• 42410 – Career and Technical Education
• 42405 – Special Education Attendance
  • Excess hours (E0945)
  • Instructional setting (E0173)
  • Days present in instructional setting (E0944)

NOTE:

User may toggle to display all students with excess hours or display only students who meet conditions of fatal.

Best Practice: Drill down to student level dashboard/profile for Special Ed and Career Tech tabs to view granular level of data.

Enrolled Students Without Course Completion Record

Summary: This report will provide a list of students who are being reported as enrolled (using  attendance), but are not reported with any course completions.

Usage: Locate students who do not have course completion records reported to ensure accurate reporting.

Data Sources: Summer PEIMS

• 43415 Course Completion Sub-Category CourseTranscriptExtension Complex Type
• 42400 BasicReportingPeriodAttendanceExtension Complex Type

Notes: Students who have been enrolled for a short time may not have had a change to complete any courses and there for none can be reported.

Discipline Incidents For Mutual Fighting Only 1 Offender

Summary: This report will return a list of discipline incidents reported as “Mutual Fighting” action reason (41), but that have only 1 student tied to the incident number per campus. 

Usage: Review each discipline record associated with the incident number(s) displayed to ensure that 2 students are reported for the Mutual Fighting (41) event with the same incident number.

Data Sources: Summer PEIMS file

Discipline Interchange  – 44425 Disciplinary Action Sub-Categorys

• DisciplineIncident Complex Type
• StudentDisciplineIncidentAssociationExtension Complex Type
• DisciplineActionExtension Complex Type

Example: Bob and Joe are reported with discipline action reason code 41, mutual fighting, because they were caught fighting with each other. However, Bob is assigned a different incident number than Joe, when they both should have the same incident number. This report will reveal the inconsistency.

Summary: This report lists students who have been reported with a disciplinary action during a six weeks in which they do not have an attendance record.

Usage: Use this report to ensure accurate data entry for discipline and attendance dates. Even if a student is absent, they should have an attendance record reflecting the number of days absent, as well as the number of days present for that six weeks.

Data Sources: Summer PEIMS file Discipline Action (425) Record and Student Attendance (400) record.
NOTE: PEIMS student attendance is reported by number of days in a six weeks reporting period, and not by a daily count.

Summary: This report queries students who have a FHSP indicator of 1 (Participating), but have all 5 endorsements coded with 0 (not participating) for grade levels 9-12.

Usage: Find FHSP students who need to be coded with an endorsement(s)

Data Source(s): Summer/Fall PEIMS

• 48011 Student Graduation Program Sub-Category
  StudentGraduationProgramExtension Complex Type (FHSP data)
• 40110 Enrollment Sub-Category
  StudentSchoolAssociationExtension Complex Type (grade level data)

Columns:

• Two Summer Grade columns – Grade levels for students (prior/current year)
• FHSP Participant-Foundation High School Program
• STEM Endorsement- Science, Technology, Engineering and Mathematics