Bilingual/ESL Data Review and Audit

1.Introduction #

This workshop will assist in auditing and reviewing Bil/ESL and LEP data at the district and campus levels to ensure accuracy, maximum funding and minimum accountability triggers.

Getting Started:

Log in to your OnDataSuite Account

  •        Chrome is preferred browser.
  • URL:
  • User name/PW

NOTE: Contact the District’s OnDataSuite Administrator, if a new password is needed.


Data Source (s)

Data for the Bil/ESL and LEP reports comes from Fall and Summer PEIMS TSDS interchange files and TELPAS Assessment file (Pearson). 

If you have access to view the  “File Center”,  select “Data Sources”. Then use the blue  TSDS PEIMS tab and TELPAS tabs to see what data is loaded. 

NOTE: We recommend current year FALL and SUMMER PEIMS files be loaded , even as a “preliminary” file.

“PRELIMINARY file” means that the data is NOT the “FINAL” file that will be sent to TEA and therefore expect counts to change.

Contact your OnDataSuite Administrator if “fresh”, more current files need to be loaded.

2.Dashboards #

Utilize Dashboards to get a quick overview, at the district or campus level, of the Bil/ESL and LEP data.

2.1.Fall Dashboard #

The Fall Dashboard will provide a count and percent of the district or campus Bil/ESL and LEP students as of snapshot. (Last Friday in October)


Click on the links to provide a list of students. (Student details access required.)

Best Practice: Use the “list” of Bil/ESL or LEP students to create a Focus List.

This will enable only the students in this group to be pulled for selected reports.

2.2.Summer Dashboard #

Summer Cumulative tab will display counts of students for anyone who has at least 1 day of attendance. (Summer PEIMS)

Days Membership displays a count of the number of days in membership. (Summer PEIMS)

Click on the count to display the list of students. (Access to view student details required.)

NOTE:  Any student enrolled, but not in membership will not be included.

2.3.Campus List #

To view each campus dashboards individually, click on the campus name.

2.4.Individual Student Profile #

Locate the “Search” tab, at the end of the blue menu bar.

Enter “Search” criteria to pull up student(s)

Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard

NOTE: Must have “student profile” access to drill down to the individual student profile level.


The Student Information/Overview tab displays Bil/ESL and LEP status for the most recent Fall (Leave Icon) and Summer (Sun Icon) PEIMS data loads.

From the Enrollment tab of the dashboard, select the PEIMS Snapshot tab to view detailed multiyear LEP and Bil/ESL related information populated by the most current Fall PEIMS file loaded.

From the Enrollment tab of the dashboard, select the PEIMS Basic Attendance tab to view detailed attendance information for Bil/ESL days which is populated by the most recent Summer PEIMS file loaded into the system.


From the Assessment tab, select TELPAS to view test results for the student. Populated by the most recent TELPAS file loaded.


Select the PBM tab to view which PBMAS indicators this student is triggering based off of the most current Assessment files and PEIMS files loaded.

3.Student #

Locate  “Student” on the blue menu bar to view LEP, Bil/ESL and related reports.


NOTE: Use Search to assist in locating a report by title. 

3.1.Bil/ESL Validation Reports #

 “Fall Pre -Validation LSA” Folder

“Summer Pre-Validation LSA” Folder

Best Practice: Review Report Notes in “Tools”/ Report Info


Column Options-  (Located on any student list – enables columns to be added or removed)


To add a column of data to the list

  • Select a “Data Type” –  TELPAS
  • Select a “Record” –  Other Student Information
  • Select  “Criteria” –  Bilingual ( Also ESL) – may select multiple criteria
  •        Select “Year”

Click the “ Add Column” button and “Done

Best Practice: Check for students who are coded differently in PEIMS and on the test answer document.

To change the way a report/list is displayed, use the options provided for each row of data.

  • Change “Title” by typing in the free form box.
  • To select a different “Year”, use drop down options.
  • Data Set is informational to describe the type of data being pulled.
  • Record is informational to describe which area the data is being pulled.
  • To change the “Display Type” of the data in the column, use the drop down options.
  • Use the “Hidden” check box for any area that should not display on the report.
  • Use “Grouping” to allow the system to ungroup by the selected area.
  • To Remove a column of data, click the trash can.
  • Use blue arrows under ”Controls”  to move a row up or down.

Click “Done” to display changes in the report.

3.2.Bil/ESL and LEP Custom Reports #

  • Open the fold to view report titles.
  • Click on the report to run.


  • Open Bil/ESL Reports Folder
    • Select LEP Services Survey
    • Go to “Tools” drop down and review “Report Info” to familiarize yourself with the various aspects of the report.


Bil/ESL Filters – Example

 Example: Attendance Folder

Select ” Low Attendance” report

/>Notice filter options at the top of reports to change to a prior year, view by Campus, by Grade, by Race/Ethnicity, by Program, by Reporting Period and/or Percent (%).


Bil/ESL Information 

Example: PEIMS Summary and Review Reports folder.

Review each report above for the Bil/ESL and LEP population.


Bil/ESL or LEP Focus List

Example: Select “Fall PEIMS Historical Comparison

Notice the Focus List option which allows reports to be run using only the students on a Focus List.

Use Tools drop down options:

  • Export to Excel
  • Read Report Info to review a description of the report
  • Bookmark your favorite reports and enable sharing.


View Misc Folder Reports

Bil/ESL or LEP – Add a Column

Example: Misc. Folder: Retention Report

BEST Practice: Student lists can be “Customized” to review the Bil/ESL and LEP students by using a Focus List, a Special Pops filter or adding a column of Bil/ESL or LEP data.

3.3.Bil/ESL and LEP AdHoc Reports #

NOTE: The blue “?” displays help, which provides a description of the category.

Creating Ad Hoc Reports

Select Category: Fall Enrollment  (data as of PEIMS snapshot)

  • Check the year(s) needed for the report under “PEIMS Student Criteria Filters”.

NOTE: If years are left unchecked, all years will pull into the report.

  • Select Criteria 1- “Campus” An alphabetized list of all the elements available for the Category selected.
    • Search by scrolling down or begin typing the name of the element to enable auto fill.
    • Click Criteria label to select (optional)
  • Criteria 2 – LEP (repeat steps above)

NOTE: “Filter” link is located on the right side of the screen.

  1. Click the filter link to view
  2. Use Search box /Select All/ or hand pick any desired codes to include on the report.
  3.  If no filter is selected report will pull all codes listed.
  • Create Report- generates and displays report.


Bil/ESL and LEP Reports to Create:

Attendance– (Summer PEIMS)
use Criteria below to create a comparison with Bil/ESL students and non Bil/ESL students

  • Criteria 1=”Campus”
  • Criteria 2=”Bil” or “ESL” or “LEP”
  • Criteria 3= “Grade” (optional)


  • Criteria 1=”Bil” or “ESL” or “LEP”
  • Criteria 2= “Reporting Period”

Add “Total Eligible Days Bil/ESL Present” by using column options.


  • Criteria 1 = “Campus”
  • Criteria 2 = “ESL” – filter “2,3”
  • Criteria 3=”Discipline Action Code”


Fall Enrollment – (Fall PEIMS)

  • Criteria 1 = “Campus”
  • Criteria 2 =  “LEP”
  • Criteria 3 = “Student Language”


  • Criteria 1 = “Campus”
  • Criteria 2 =  “LEP”

  • Criteria 1 = “Campus”
  • Criteria 2 = “Bil” or “ESL” or “LEP”
  • Criteria 3 = “Grade”


  • Criteria 1 = “Campus”
  • Criteria 2 = “ESL”
  • Criteria 3 – ” S.E.” – filter =” 1″ receiving services


Use LEP focus list
Criteria 1 = “Home Language Survey”- filter out “98” – English

Use LEP focus list
Criteria 1 = “Parental Permission”


Best Practice: Use Adhoc reports to full fill data request and audit data across multiple years. Don’t be shy, experiment.


 “Report Options” 

  • Bookmark – saves the report and enables sharing
  • Export to Excel
  • Show Percents 
  • Turn on heatmap – aid in looking for data anomalies
  • Graph Control – provides options for visualizing data

Step 1 -Select the type of graph

Step 2 -Select the rows to include on the graph

Step 3 – Click “Graph”

Use “Print” to create a hard copy – Top left

Click the “X” to remove the graph – bottom right

4.Assessment #

4.1.TELPAS #

Custom Reports:


TELPAS Report Center:

-create adhoc reports using “Focus List” or criteria selections to view student group.

  • Select Category:
  • Selection Criteria(s) 1= “Subject Information”
    Criteria 2 = “Yearly Progress Indicator”

4.2.STAAR 3-8 and EOC #

STAAR Reports have filters and focus lists options to enable the viewing of Bil/ESL and/or LEP students as per their coding on the STAAR Answer docs.

  • Filter Example:

  • Focus List Example:


STAAR Report Center  -(STAAR EOC)

  • Algebra I – Category
  • ESL Program – Criteria 1
  • LEP – Criteria 2

5.Accountability #

Reports in Accountability are mainly manual specific.

Refer to Report Info for documentation regarding each manual and sections utilized to build each report.

Open PBMAS Summary 2018 Report folder and run the BE/ ESL All PBMAS report

Then open Indicators folder to display/run each of the Bil/ESL reports.

BEST Practice:

  • Run Indicators # 6 and #7 “PRIOR” to completing PEIMS data reporting to have the proactive advantage of projections.NOTE:The Actual District Data section is the district’s PBMAS data downloaded from the TEA website. (special analysis)The Estimated Results section is calculated by ODS and is based off the most current PBMAS Manual using the data uploaded by the district to ODS.                                                 

    Use “Tools” / “Toggle Difference” to find students who did NOT pass.



    • Drill down on link to produce a list of students.
    • Add columns of data to investigate common characteristics.
    • Review “Report Info” for new/updated indicators
    • Use Bookmark to save and share with colleagues.



6.Staff #


1. Payroll Accounting

  • Criteria 1 – “Payroll Activity” – filter = “15” (Bil/ESL TCHR Incent (FSP)


  • Criteria 1- “Function” – filter = “11” (Payroll)
  • Criteria 2= “Program Intent” – filter = “25” (Bil Ed)

2. Responsibility (record)

  • Criteria 1 = “Role ID”- filter = “87” (teacher)
  • Criteria 2 = “Pop Severed” = “02” (Bil) and “07” (ESL)

3. Staff

  • Criteria 1 = “Role ID”- filter = “87” (teacher)
  • Criteria 2 = “Program Intent” = “25” (Bilingual Ed/Special Language)

6.1.Individual Staff Profile #

If your account has been set up to view the staff profile(s) information, an individual staff can be view by:

  • Search


  • Drilling down from a list of staff, on the column labeled “SID” Staff Identification”


8.Best Practices #

To enhance data quality, we have provided some best practices.

Review the Bil/ESL data by the end of every six weeks and prior to each PEIMS submission.

The staff below should have access to review Bil/ESL and LEP data/reports:

  • Bil/ESL Coordinator and staff
  • Personnel responsible for inputting discipline
  • PEIMS staff
  • Human Resources
  • Financial Office

Use Bookmarks to share reports internally or export to excel for filtering/sorting.

Look for data swings and dive into the granular level to discover.

Be predictive and proactive when discovering issues.

Review policies and procedures.

Use data to support decisions.

View Pre- Release Reports (Under “Support” )

9.Support and Training #

Support link – top black menu bar

  • Training – recorded session and upcoming sessions
  • Ticket System– Enter a question or a problem with detailed information.



Submit Ticket Icon – Use to enter a question, problem, or feature request with detailed information and click “Submit Ticket”. To remove the box without submitting a ticket, simply click the top ‘Submit Ticket’ button again.


Manual Icon – Use to search for information on reports and functionality.



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