Leaver Data Review – Pre School Start Window

1.Introduction #

This workshop will assist users in identifying Leaver records contained in current year Fall PEIMS files prior to the close of the school start window.  The goal is to identify actual and potential leavers before the school start window (last Friday in September) closes and PEIMS Fall Leaver data is submitted.  

Getting Started: Log in to your OnDataSuite Account

  • Contact the District’s OnDataSuite Administrator to obtain:
    • URL to data warehouse
    • User Name/Password
    • Change in access
    • Password Reset

Chrome is the preferred browser

Use “Log In Assistance” if you are the OnDataSuite Admin (Manager), or you do not know who to contact.

2.File Center #

Data Source (s)

  • TSDS PEIMS – Student Information System (SIS)
    • Fall Submission (current year)
    • Summer Submission (prior year)
  • Check file uploads 
    • Scroll toward the bottom of the data sources screen to view list of files uploaded
    • PEIMS files – click on “Info” or “Data” to open up and see list of interchanges/sections

Loading instructions are found by using the blue hyperlink just above the upload bar.

3.Dashboard - Fall #

Data comes from Fall PEIMS file.

Note Year drop down option- right

Not Enrolled on Snapshot

  • As of Status Codes C, E, G = Not Enrolled on the “As of/Snapshot Day”
  • When reviewing data, prior to the snapshot date, the date the file was created will be used for the as of date.

Breakdown of As of Status codes – bottom right of Fall Dashboard

4.Student Report Center - Build AdHocReports #

 

Adhoc Reports to Create: 

(Student Report Center – left side)

 

Fall PEIMS/Leavers- Pulled from the Fall PEIMS file and reflect the year the student LEFT, NOT the year the data is reported. (7th -12th grades only)

  • Leaver School Years
    • 19-20, 20-21, 21-22
  •  Criteria 1= “Leaver Reason” 
    • State Accountability Leaver codes = Dropouts – 08, 98
    • Federal Accountability Leaver Codes = Dropouts – 08, 20, 88, 89, 98

Review longitudinal data for all Leaver Reason codes across three school years.

    • Any anomalies?
    • Edit report and filter for only State and Federal Accountability Leaver Codes.
    • View data by adding Line Graph.
    • Click on the 21-22 number of students with Leaver Reason ’98’.
    • Create a Focus List and save the list as ’98 Leavers 8-25-22′.
    • Share Focus List with other district users.
    • Export to Excel
    • Bookmark Report
    • Change Column Options on Leaver Reason to Display Code and Description

“Not Enrolled on Snapshot” – same students as Fall Dashboard

  • Notice for this category, the current school year 22-23 is displayed.
  • Pulls students who are not enrolled on snapshot.  The students have an As-Of-Status code of C, E, or G.

5.Student Data Validation Reports #

Student Data Validation Reports

Leaver Validation

  • Leaver Graduates Without Fall or Summer Enrollment Records

Summary: This report displays students who have a leaver graduate record (leaver reason code = 01) but have no fall or summer enrollment records for the year they graduated.
Note: Same report exists under the Student>Student Data Validation>Leaver Validation folder and the Accountability>State: Accountability Report Center>A-F Rating System>Domain: Companion Reports folder

Usage: Review coding to ensure that students should be coded as a leaver graduate or that graduates aren’t missing fall and/or summer enrollment records.
Note: Students coded ADA Eligibility (E0787) 0 who aren’t enrolled on snapshot will be included in this report.

Data Sources:

  • PEIMS Fall and Summer records
    • Interchange Student
      • 40100 – StudentExtension
    • Interchange Student Enrollment
      • 40203 – SchoolLeaverExtension

Definitions:

  • Students coded E1001-Leaver Reason Code = 01-Student Graduated who have a blank Fall Enrollment Campus and Summer Enrollment Campus for the year they graduated

Features:

  • Filter for
    • Single-select Year (Default most recent leaver year for the year the students graduated)

6.Student Custom Reports #

Student Custom Reports

Graduates / Dropouts / Cohorts folder

  • Leaver Dropout Recovery 7th – 12th
  • Leaver FHSP Distinguished With Endorsement Breakdown

 

REPORT

  • Leaver Dropout Recovery 7th – 12th

 

Summary: This report provides a count by campus, grade level, and all campuses summary for all prior year 7-12 grade students reported to PEIMS, along with counts for the current year statuses of those students.

Usage: Use this report to aid with the dropout recovery process prior to the end of the school-start window the last Friday in September. It can also be used to accurately report PEIMS information for the Fall submission.

Special Notes:

  • Totals for all subset columns might not add up to the Prior Year Students column due to students counting in more than one column. For example, a student could be recorded as a leaver and a return snapshot student. Column counts not summing to the Prior Year Students column could indicate an issue with PEIMS coding.
  • Additional Prior Year Students to Review* column will need to be compared to the SIS records for students who have moved to another Texas public school. These “movers” are not reported to PEIMS therefore they need to be eliminated. Students remaining could potentially be under-reported if no other updates are made to PEIMS records.

Data Source(s): PEIMS Fall and Summer records

  • Fall PEIMS
    • InterchangeStudent
      • 40100 – Student Extension
    • InterchangeStudentEnrollment
      • 40110 – Student School Association Extension
      • 40203 – School Leaver Extension
  • Summer PEIMS
    • InterchangeStudentAttendance
      • 42400 – Basic Attendance
      • 42500 – Flexible Attendance

Definitions:

  • Report includes student counts based on both prior year summer attendance records, including flex attendance, and prior year fall ADA eligibility code = 0 (E0787) students who are only reported in the fall.
  • Campus – Based on last campus attended in prior year summer attendance records or on campus enrolled in prior year fall snapshot for 0 ADA eligibility code (E0787) students
  • Prior Year (Summer PEIMS & Fall PEIMS ADA=0)
    • Grade Level – Based on last grade level in prior year summer attendance records or on grade level enrolled in prior year fall snapshot for 0 ADA eligibility code (E0787) students
    • Students – Student counts of prior year based on the last attendance record and 0 ADA eligibility (E0787) students only reported in the fall

Note: Remaining columns are a subset of the Prior Year Students column and only include the students found in this column

  • Fall PEIMS Leavers reported in current year (left prior year or over summer)
    • Graduates (code 01) – Prior Year Students who have a current year fall leaver reason code (E1001) = 01
    • Dropouts – Potential (code 98) – Prior Year Students who have a current year fall leaver reason code (E1001) = 98
    • All Other Codes – Prior Year Students who have a current year fall leaver record that does not have a leaver reason code (E1001) 01 or 98
  • Re-Enrolled Current Year
    • As of Snapshot – Prior Year Students who have a current year fall 40110 record
    • Within School Start Window, but Not enrolled on Snapshot – Prior Year Students who have a current year fall As of Status Code (E1002) = C
    • Not within School Start Window – Prior Year Students who have a current year fall As of Status Code (E1002) = D or E
  • Additional Prior Year Students to Review* – All Prior Year Students not already reported in another column

Features:

  • Filter on:
    • Multi-select Campus
    • Year
  • Use drill downs to review detailed student lists
  • Dropouts – Potential (code 98), Not within School Start Window, and Additional Prior Year Students to Review* columns are highlighted in red since these are the most important student populations concerning dropout recovery.

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REPORT

  • Leaver FHSP Distinguished With Endorsement Breakdown

Summary: This report displays fall leaver students at the LEA or a specific campus who have completed their FHSP Distinguished Level Achievement (code 2) and whether or not they have completed endorsements.

Usage: Check for proper coding on FHSP Distinguished level achievement and endorsements. Students who have completed FHSP Distinguished level must have at least 1 endorsement.

Special Note: Years prior to 2014-2015 PEIMS will not have results for this report, as this was the year implementation began.

Data Sources: Fall PEIMS (Leavers)

  • 40110 Enrollment Sub-Category
    • StudentSchoolAssociationExtension Complex Type (Grade Level)
  • 40203 School Leaver Sub-Category
    • SchoolLeaverExtension Complex Type
  • 48011 Student Graduation Program Sub-Category
    • StudentGraduationProgramExtension Complex Type

Definitions:

  • FHSP Distinguished Level = FHSP Disting Level Achieve Indicator Code – E1542 (C199)
  • STEM = STEM Endorsement Indicator Code – E1544 (C199)
  • Business and Industry = Business and Industry Endorsement Indicator Code – E1545 (C199)
  • Public Services = Public Services Endorsement Indicator Code – E1546 (C199)
  • Arts and Humanities = Arts and Humanities Endorsement Indicator Code – E1547 (C199)
  • Multi-Disciplinary = Multiple Disciplinary Studies Endorsement Indicator Code – E1548 (C199)
  • FHSP Distinguished Level ‘2’ with No Endorsements – These are potential data coding errors that should be verified
  • Not FHSP Distinguished level with Endorsements – Students with FHSP Distinguished level = 0 or null but have at least one endorsement = 2 (potential coding errors)
  • Not FHSP Distinguished level with No Endorsements – Students with FHSP Distinguished level = 0 or null and all endorsements = 0 or null

Features:

  • Filters:
    • Multi select Year (Default most recent 3 fall PEIMS years)
    • Multi select Grade (Default All Grades based on 09-12)
    • Single select Campus (Default All Campuses District view)
    • Single select Student Population filter
      • All Students – displays all leaver students

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REPORT

PEIMS Summary and Review Reports folder

  • Fall Leaver Data Review

Summary: The Fall Leaver Data Review Summary displays student Leaver counts and percentages as of the October snapshot date from the fall PEIMS submission. A difference column compares year to year increases/decreases.

Usage: Review Leaver by counts and percentages for multi year comparisons at the district level or by campus. This is very similar to the Fall dashboard student, but can be exported to Excel.

Data Sources: Fall PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type
  • 40203 School Leaver Sub-Category
    SchoolLeaverExtension Complex Type

Definitions:

  • Leavers are displayed in the year they occurred not the year they are reported to PEIMS.
  • Graduates = E1001 (C162) – Leaver Reason Code 01
  • Federal Dropouts = E1001 (C162) – Leaver Reason Code 08, 20, 88, 89 or 98
  • State Dropouts = E1001 (C162) – Leaver Reason Code 08 or 98

Calculations:

  • Percentages
    • All Percentages are rounded to the nearest tenth
    • Graduate Leavers – 01
      • Ethnicity = Total graduates in ethnicity / Total Graduates Reported
      • Total Graduates Reported = Total Graduates Reported / Prior Year Total Grade 12 Attendance
    • Dropout Leavers
      • Individual dropout leaver reason codes = Total in dropout leaver reason / Prior Year Total Grade 7-12 Attendance
      • Total Federal/State Dropouts Reported = Total Federal/State Dropouts Reported / Prior Year Total Grade 7-12 Attendance
    • All Other Leavers
      • Individual leaver reason codes = Total in leaver reason / Total Other Leavers
      • Total Other Leavers = Total Other Leavers / Total Leavers
      • Total Leavers = Total Leavers / Prior Year Total Grade 7-12 Attendance
    • State Dropouts by Grade
      • By grade (leaver 08 and 98) = By grade / Total state Dropouts
      • Total state dropouts = total / Prior Year Total Grade 7-12 Attendance
    • Graduation Type – E0806 (C062)
      • Graduation Type = Graduation Type / Total Graduates
      • Total = Total / Total Graduates
    • Graduate DLA/Endorsements Earned
      • Individual DLA/Endorsements on Graduates only (leaver 01) = Individual DLA/Endorsements / Total Graduates
        • Distinguished Level Achievement – E1542 (C199)
        • STEM – E1544 (C199)
        • Business & Industry – E1545 (C199)
        • Public Services – E1546 (C199)
        • Arts & Humanities – E1547 (C199)
        • Multi-Disciplinary Studies – E1548 (C199)
  • Miscellaneous
    • Associate Degree Indicator Code – E1596 (C088) = Associate Degree Indicator Code / Total Leavers with Grade Levels 11 and 12
    • Military Enlistment Indicator Code – E1589 (C088) = Military Enlistment Indicator Code / Total Graduates
    • IGC Graduate (Submission 1 Only) – E1562 (C201) = IGC Graduate / Total Graduates
  • Difference (column Diff)
    • By Indicator: Diff = Year Count – Prior Year Count
    • Two years minimum for a Diff to be displayed
    • A decrease is noted in red
    • An increase is noted in black

Features:

  • Filter on:
    • Multi-select Year (defaults to most current year)
    • Multi-select Campus (default to All)
  • Focus list to run counts and percentages on groups of students
  • Drill down on counts to see a detailed list of students
  • Tools drop-down:
    • Hide Zero Value Rows to hide null or zero value rows for years selected
    • Show Zero Value Rows to show null or zero value rows for years selected (default)
    • Turn on Heatmap to see hotspots/data swings at the district or campus level.

7.Student Profile #

How to locate an individual student’s data.

  • Search – top black menu bar

 

  • From a student list,  click on the link under “SID”,  located on the left column.

 

Student Information – Overview tab displays student 9th grade Cohort Status, that pulls from the Prelim 4yr Longitudinal File ( TEAL/Accountability Application)

Student Information Cohort 

 

Fall PEIMS – Leaver & Finalized Grad Status

 

8.Support - Tickets/Training #

Support>Training>Webinars

  • Past recorded and Future upcoming sessions

 

Submit Ticket – Use to enter a question, problem, or feature request with detailed information and click “Submit Ticket”.

As you type in the Subject box, the Knowledge base search results appear to the left to help with answering questions before submitting a ticket.

Knowledge Base – Use to search for information on the entire OnDataSuite system.

 

 

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