TEA Cohort and Leaver Data Review II(At Risk/ Dropout Recovery)

1.Introduction/Overview #

This session is designed to enable users to view data from the TEA Cohort List and Leavers coded in the Fall PEIMS file.

This will aid in identification of actual and potential leavers, as well as current At Risk students, through available reports, dashboards and creating ad-hoc reports that will include:

  1. Cohorts
  2. Leavers
  3. PBM Indicators for Dropouts and Completion Rates
  4. DVM Leaver Indicators
  5. CCMR

2.Access #

Log in

  • URL- districtname.ondatasuite.com
  • Login, password, and access provided by the District’s ODS Administrator
  • Chrome-preferred browser

User Account


3.File Center #

OnDataSuite Administrator should load most current files listed below.

Loading instructions for specified file types and locations are found in the Users Manual.

1) PEIMS Fall (Leaver) – TSDS Interchange files from SIS

2) Summer PEIMS – TSDS Interchange files from SIS

3) TEA Cohort List files – under TEASE/TEAL in the Accountability application

4) TEA CCMR file – under TEASE/TEAL in Accountability application.

NOTE: THERE are 2 sets of cohort files.

  • The first set are the “Preliminary Four-Year Longitudinal Information”. TEA releases these files usually in November. When these files are loaded, ODS alters and updates some of the information based on other PEIMS files which have been loaded, such as LEP, Leaver, and Enrollment. Before the “final” file is available, a Preliminary Cohort for 2016, in conjunction with the leavers from the 2016-17 Fall PEIMS file should be very close.


  • The second set are the Four-Year, Five-Year and Six-Year Longitudinal Information files. These files contain the “Status” column, that the prelim files do not contain and are considered final.  The information contained in those files will be locked and nothing will be changed, even if later PEIMS files are loaded because it is a finalized file.

Upload the Excel version of the Four-Year Longitudinal Information  when it is available.(Early June)

NOTE: Do not open the excel files between the down load from TEA and the upload to OnDataSuite. The opening & closing, or saving of these files make minor changes to the format of file, causing them not to load correctly. After files are loaded into OnDataSuite, feel free to open and view the excel files.

4.Dashboards #

Fall Dashboard may be viewed for current and/or previous years at the District or Campus level, depending on access.

  • Check the Late enrollments for students who may become “dropouts”.


  • Check students coded At-Risk of dropping out of school, as of Snapshot -last Friday in October.

Best Practice:

  • Click on the count (live link) to produce a list of students. (Student Detail Access Required)
  • From a student list, Create a Focus List by using Focus List Controls.
  • This will enable only the specified students to be pulled for selected reports.

5.Student Profile #

From a student list, drill down to an individual Student Profile by clicking on “View Profile” or “xxxxxxxxx”, located on the “SID” ( Student Identification) column. – left side

  • Student Information – Overview tab displays student Cohort Information, bottom left, as well as other student PEIMS data. Use Print at the top left corner to make a hard copy.

  • Student Information – Leaver tab 

  • Enrollment tab – Cohort information

  • PBM tab

  • CCMR

6.Student Custom Reports #


7.Student Report Center #


Reports to Create: 


General/9th Grade Cohort 

  • Criteria 1= “Reason Student Left Class”  (as per data in cohort file)

NOTE: There is no grade level criteria, but a focus list or add column maybe used.


  •  Criteria 1= “Reason Student Left Class” + Filter = “98” (other)
    • Criteria 2 = “Ethnicity / Race”
      • Add column-PEIMS/Leaver/Leaver reason/same year

Best Practice-Comparing TEA cohort list to PEIMS leaver record data


Reason Student Left Class Key

  • 8X- Possible Transfer = Students previously enrolled but final status never reported. No re- enrollment record or leaver record. Some students who left return and leave again may be       counted here.
  • XI – Possible Enrolled = Student who have reached their graduate year but are reported as enrolled on a PEIMS 110 record. (Rather than a PEIMS 203 leaver record)
  • XX- Possible Drop Out = Total of students submitted in Fall PEIMS with an as of status of “C, G or E” and students reported in Summer PEIMS with as of status of “I”


General/4 year Longitudinal Cohort  (select year filter, if desired)

  • Criteria 1= Grad Status


Fall/ Leavers-  Pulled from the Fall PEIMS file.

NOTE: Leaver year, refers to the year the student left the district, NOT the year in which the data was submitted. Also, the data only pulls for 7-12th grades.

  •  Criteria 1= “Leaver Reason” – report following year

(Look for data anomalies)


  • Criteria 1= “Leaver Reason”– filter for “graduates” (01)
    • Criteria 2= “Graduation Type”

(Codes 04,05, 54, 55 = CCMR)


  • Criteria 1= “Special Ed”– Filter = “1”
    • Criteria 2= “Grad Type”

( For SPED department review)


  • Criteria 1=” Leaver Reason”– filter for “Other” (98)
    •  Criteria 2= “As of Status”



  • Criteria 1= “First Post Secondary Licensure”

(CCMR – Industry Based Certification )

  • Criteria 1= “Military Enlisted”

(CCMR = US Armed Forces)

  • Criteria 1= “Campus” or “Grade Level”


At Risk Reports

  • Criteria 1 = “At Risk” (filter for At Risk code 1)
    • Criteria 2 = “LEP’
      • Criteria 3 = “Homeless”
        • Criteria 4 = “Foster”
          • Criteria 5 = “PRS”

SPED Attendance (Under Summer PEIMS)

  • Criteria 1 = “At Risk” (filter for At Risk code 1)
    • Criteria 1 = “Instructional Setting A” – filter for Residential Treatment Facilities

 FALL  – CTE Enrollment

  • Criteria 1 = “At Risk” (filter for At Risk code 1)
    • Criteria 2 = Single Parent/Pregnant Teen



Report Options for use with ad hoc reports (Located in upper right corner of the report)

  • Graph Control (Pie, line or bar graphs can be created.)
  • Heatmap On/Off (Color gradients highlight data variances.)
  • Export to Excel
  • Bookmark (To save the parameters of the report to use later or to share report with other ODS users)
  • Show Percents
  • Toggle Zeros

8.Accountability #

CCMR – College, Career, Military Ready


PBMAS Reports
Bil/ESL folder and review reports.

CTE folder and review reports.

ESSA Folder and review reports.

SPED folder and review reports.

NOTE: These reports are updated with the release of the most current manual.

Actual District Data:TEA releases this data and it is uploaded automatically.

Estimated Results :Counts are based on the Fall/Summer PEIMS data loaded into the file center.


“Tools” drop down provide “Report Info” which consists of the information from the manual for the corresponding indicator.


Data Validation Monitoring:

State Accountability: A-F/CCMR and Graduation Rates




This report finds all current year students coded in PEIMS as At-Risk, that had a failing grade in the prior year STAAR assessment file.



9.Focus List #

Create a Focus list:

  • From a list of student or staff names, select the “Focus List Controls” button.

  • Users have the option to create a “New” focus list or to “Append” (add) the names in this list to an already existing focus list.


  • An ad hoc report may be created using a Focus List in the Report Center.

The report will ONLY pull data for the students on the Focus List.

  • Select a Focus List from the Focus List drop down box.


  • Continue by using the Report Center to build an ad hoc report.  If the Focus List is displayed in the Focus List box when you click the Create Report button, the Focus List will be the data source for the ad hoc report.


  • Some custom reports also have the option to choose a Focus List as the data source.


  • To find a complete listing of the focus groups you have created, select “Focus List” from the black menu bar.


From here you have the option to:

  • Edit the title of the Focus List,
  • Delete the Focus List
  • Duplicate the Focus List
  • Share the Focus List
  • Add new members to a Focus List
  • Upload a Focus List manually

10.Column Options #

Located above all students lists:


Allows the user to add a column(s) of data to the report.

  1. To add a column(s) of data to the list

  • Select a “Data Type” – File
  • Select a “Record” – Category
  • Select a “Criteria” – Element ( option to choose more than 1)
  • Select a “Year” – for any file available

Click the green“Submit Changes” button 


2. To change the display of the report/list, use the options provided for each row of data.

  • To “Hide” a column  – Column will not display in list, but is not deleted.
  • To change the “Display” of the data in the column, use the drop down options for code/details or both.
  • Use “Group” the data to actually “UNGROUP” the criterion, and affect the display.
  • To Delete a column of data, click the trash can icon
  • To change the “Order” of columns (Click blue arrow in “Order” column and move arrow up or down and “Load Changes”.)


  • To save column(s) of data to add to a subsequent report, check the box(es) by the data under “Save” and click green “Save Column Set” tab. 

Upon  “Adding New Columns” use “Load Column” set to the next report that needs these fields.

11.Bookmarks #

This functionality is found on ALL Validation/Custom/Adhoc/Custom Reports:

See top right screen to locate Report Options and Tools tabs for “Bookmark” feature


It allows the user to:

  • Save the report and its parameters.

NOTE: Data on report stays updated with new data loads


Go to Bookmarks located in top black menu bar left side.

All reports will be initially saved in the My Report folder section, included any reports that have been shared with you.

User can create folders for special topics/projects to keep reports organized.

Click on report title to view options below:


  • Open allows the user to open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load.
  • Share allows the user to share the report with any other OnDataSuite User or User Group that has been created. The user with whom the report is shared will receive an email notification.
  • Edit allows the user to edit the title of the report only
  • Delete enables to user to delete obsolete reports.

12.Support - Tickets/Training #

Training, both upcoming and past, are available for registration and viewing.

Located on the Support tab in the top black menu bar.


Create a ticket to report a problem, ask a question, or request a new feature/report.

BEST Practice: Be VERY specific and detailed. We recommend including a screen shot and/or the URL to help us locate any issues as quick as possible.


Use the Manual to help locate user information.

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