1.Introduction/Overview
This session is designed to enable users to view data from the Preliminary TEA Cohort List (9th grade cohorts) 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 pre designed “canned” reports, dashboards and by creating ad-hoc reports that will include:
- Cohorts
- Leavers
- At Risk
- RDA Indicators for Dropouts and Completion Rates
- DVM Leaver Indicators
- CCR
- PEIMS
- STAAR
2.Access
Log in
- URL, Login, password, and account permissions provided by the District’s ODS Administrator
- Chrome-preferred browser
User Account
3.File Center
OnDataSuite Administrator should load most current files listed below.
- Fall PEIMS (includes Leavers) – TSDS Interchange files from SIS
- Summer PEIMS – TSDS Interchange files from SIS
- Preliminary Cohort List files – TEAL / Accountability
- Longitudinal Cohort files – TEAL/Accountability
- STAAR files – Cambium
Differences in the Cohort files
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- “Preliminary 9th grade Cohorts”. TEA releases these files usually in November.
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- Four-Year, Five-Year and Six-Year Longitudinal Cohort files. These files contain the “Status” column, that the prelim files do not contain and are considered final. TEA usually releases these during the summer.
NOTE: Do not open the excel files between the down load from TEA and the upload to OnDataSuite.
4.Dashboards
Fall Dashboard may be viewed for current and/or previous years at the District or Campus level, depending on access.
- Check the Not Enrolled on Snapshot 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 (link) to produce a list of students. (Student Detail Access Required)
- From a student list, Create a Focus List by using Focus List Controls.
- Use Focus Lists in Student Report Center and/or Custom Reports to only view these students on the report.
5.Student
5.1.Student Profile
Methods to reach the Student Profile
- “Search” for a Student – Top Blue Menu bar
- From a Student List, select “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.
- Cohort
- Post Secondary Licensures – IBC
- Fall PEIMS – Leaver & Final Grad Status
5.2.Student Custom Reports
- Attendance Reports folder
- Low Attendance Report (Summer PEIMS File) – Look for students who may be at risk of dropping out of school from attendance issues.
- Graduates / Dropouts / Cohorts folder
- Cohort Preliminary Preview
- Uses 9th grade cohort file
- Dropout Early Warning System
- Uses Summer PEIMS Attendance/Disc/Course Completion
- FHSP Distinguished With Endorsement Breakdown
- Uses Fall PEIMS Leaver data
- Leaver Dropout Recovery 7th – 12th
- Uses Fall PEIMS and prior year Summer PEIMS
- Preliminary Special Programs Graduation Rates
- Fall PEIMS
- Cohort Preliminary Preview
- PEIMS Summary and Review Reports
- Retention
- Over-age Student Report
- Focus List
- Retention Report
- Filter/Focus List
- Student Retention Rate By Campus/Grade
- Over-age Student Report
- Special Programs
- Miscellaneous
Custom Reports with “At Risk” Criteria
- Percentage in Attendance Comparison by Ethn, Gender, and Special Pop
- Discipline Action Student Counts and Days by Gender/Ethn/Spec Pops
- Discipline Action Group Summary
Custom Reports with “Focus List” option – Use At Risk Focus List
- Refined ADA Report
- Discipline Action Reason Code Trend Analysis
- Discipline Action Code Trend Analysis
- Students Continuously Enrolled Fall Snapshot
5.3.Student Report Center
Reports to Create:
General/Prelim Longitudinal (9th Grade) Cohort – (TEA file)
- 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
- Criteria 2 = “Ethnicity / Race”
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 PEIMS / 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”
(Look for data anomalies)
- Criteria 1= “Leaver Reason”– filter for “graduates” (01)
- Criteria 2= “Graduation Type”
(Codes 04, 05, 54, 55 = CCR)
- Criteria 1= “Special Ed”– Filter = “1”
- Criteria 2= “Grad Type”
( For SPED department review)
- Criteria 1=” Leaver Reason”– filter for potential dropouts
- State Accountability Leaver codes = Dropouts – 08, 98
- Federal Accountability Leaver Codes = Dropouts – 08, 20, 88, 89, 98
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- Criteria 2= “As of Status”
- Criteria 1= “Post Secondary Licensure” (CCR – Industry Based Certification )
- Criteria 1= “Campus” or “Grade Level”
At Risk Reports
- Criteria 1 = “At Risk”
- Criteria 2 = Grade Level or Campus ( Race/gender…ect)
Report Options for use with ad hoc reports (Located in Black box- left)
- 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
6.Assessment
- Summary: This report compares 2 years of STAAR 3-8 grade level achievement results by subject for at risk compared to non at risk populations with a gap breakdown and percentage difference between the two.
- Usage: Information aids with SCE evaluation preparation to TEA when staged for improvement.
- Data- STAAR
- Summary: This report compares 2 years of STAAR EOC achievement results by subject for at risk compared to non at risk populations with a gap breakdown and percentage difference between the two.
- Usage: Information aids with SCE evaluation preparation to TEA when staged for improvement.
- Data -STAAR
7.Accountability
7.1.CCR
CCR – College, Career, Military Ready
- CCR PEIMS Checklist
- Filter for Fall Leavers and look for “Graduates” coded/not coded
7.2.RDA
RDA- Results Driven Accountability
Indicators: Bilingual Education / English as a Second Language
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- Leaver code = 01
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- Leaver codes = 98, 08
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Indicators Other Special Pops
- OSP Indicator #4: OSP Graduation Rate
- Foster Care = 1 (E1528, foster indicator code 1) or
- Homeless = 2,3,4,5 (E1082) or
- Military-connected = 1,2,3,4,5,6 (E1529) and
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- Leaver code = Dropout (98) (08)
- OSP Indicator #5: OSP Annual Dropout Rate (Grades 7-12)
- Foster Care = 1 (E1528, foster indicator code 1) or
- Homeless = 2,3,4,5 (E1082) or
- Military-connected = 1,2,3,4,5,6 (E1529) and
- Leaver code = Graduate (01)
Indicators: Special Education
- SPED Indicator #6: SPED Graduation Rate
- Leaver code = Dropout (98) (08)
- SPED = 01
- SPED Indicator #7: SPED Annual Dropout Rate (Grades 7-12)
- Leaver code = Graduate (01)
- SPED = 01
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.
7.3.DVM - Leaver
Open Leaver Data Analysis folder and review reports.
- Leaver Data Analysis
- Leaver Records: Indicator #1: Leaver Data Analysis
- All Leaver Codes
- Grade Levels = 7-12
- Leaver Records Data Validation Indicator #3: Use of Leaver Reason Codes by Districts with No Dropouts
- See Leaver codes used via “Report Info” or DVM manual
- Leaver Records Data Validation Indicator #4: Use of One or More Leaver Reason Codes
- See Leaver codes used via “Report Info” or DVM manual
- Leaver Records Data Validation Indicator #5: Use of Certain Leaver Reason Dropout Codes
- See Leaver codes used via “Report Info” or DVM manual
- Leaver Records Data Validation Indicator #8: Continuing Students Dropout Rate
- ADA codes = Enrolled
- See Report Notes
- Uses Longitudinal Cohort File and Summer PEIMS files, as well.
- Leaver Records: Indicator #1: Leaver Data Analysis
8.Support - Tickets/Training
Support tab located in the top black menu bar.
Training/Webinars
- Register for upcoming training (right)
- View Recorded trainings/handouts (left)
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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