Summer PEIMS Training (Data Review)

1.Training Overview #

This training will cover the review of Summer PEIMS data before submitting it to TEA. It will include:

  • Loading PEIMS files
  • TSDS Edits
  • TEA desk audits for Summer Attendance
  • Multi year comparison
  • Drilling down into details to find/resolve data quality issues

2.File Center #

The Summer PEIMS TSDS interchange files must be uploaded into the file center in order to review the data.

These TSDS Summer PEIMS interchange files can either originate from the SIS, or be retrieved from TSDS PEIMS module.

Log into OnDataSuite using Chrome as the browser.


Uploading Summer PEIMS TSDS Interchange files

  • Go to the ‘File Center’ link located at the top of the screen in the black menu bar.
  •  Click on the ‘Data Sources’ link located in the black sub-menu bar.
  • Select the PEIMS – TSDS blue button
  • Use the green “Click to upload PEIMS- TSDS files” tab to browse to the Summer TSDS PEIMS interchange files created by the Student Information System (SIS)


NOTE: User must have access to load files in order to see the upload tab

  • Browse to either a zipped (not password protected) or unzipped file.
    • Make sure the file type is “All” at the bottom right of the browse screen.
    • Select ALL interchange files to be loaded at once
    • The order does NOT matter.

NOTE: Subsequent file uploads will completely wipe and replace all files currently loaded for this submission/year. (Functions like EDIT+)


Select upload “options”

  •  Upload labels/options:
    • Year = 2018-19
    • Submission =  Summer
    • Preliminary  =Flags the file to remind users that changes are to be expected. If unchecked, file will be labeled as “Final”.
    • Reporting Period – Available only for Summer files to indicate how many six weeks of data are included in the file.
    • Process
      • Load data and Run Edits – data will be applied to all reports and the edits.
      • Run Edits Only – data will only be applied to edits portion of the system.
    • Review Only – to send file to programmers, but will not load data into system
    • Delete – a specific file before processing.

START Upload

When the file upload process is complete, the system will automatically combine all interchange files into 1 Summer PEIMS file and parse the various elements to the appropriate tables.


Review Uploaded File(s)

Scroll  toward the bottom of the screen to view a list of all the files that have been uploaded by Submission and date. The file status will show  final or preliminary according to the selection made when loading the file. The administrator that uploaded the file is also listed.

Locate the information ‘i’ icon located to the right of each field name.

  • This screen shows the interchange files that have and have not been loaded.
    • “Not Found” – interchange file was not included in data load
    • “Dependency error” – part of the data for the interchange file is missing
  • User may rename the file using the “Edit File Name” tab at the top right
  • User may  change the status of “Final/Preliminary”, as well as the number of 6 weeks included in the file using the “Click to change file status tab” at the bottom left.

3.PEIMS TSDS Edits #

User must have rights to see Social Security Numbers in order to view Edits.

  • Export/Excel workbook to download all edits at once. NEW!
  • Click the Edit count to view which edits are being triggered in this area.


  • Filter by Campus
  • Edit count listed on right
  • Export to excel
  • Drill down to who/what is “triggering” the edit using the blue hyperlink on the left.


Edit details, also provide export to excel option under the tools drop down.

4.Dashboards #

SUMMER DASHBOARDS – Available at District and/or Campus levels.

Drill down, using hyper links, to find the list of students who made up the counts.

  • Cumulative Information-Any student who had at least 1 day of attendance in an area listed below will be counted. (Example- A student served 1 day at any time during year in SPED, will be in the SPED count.)

  • Days Membership – Total number of student days in membership, present, and/or absent in dissagregated areas.

  • Membership total – compare to prior year using year drop down, top right corner
  • Membership by Special Populations- affect additional funding sources.

  • Days Absent – look for low student performance and lost funding issues.
  • Ineligible Days Present – look for lost funding



Campus Dashboard– Fall and Summer PEIMS data are used to populate the counts for these  dashboards. Only available to district level users. (Not available for campus level users.)

  • Campus List– All hyper links  drill down to staff and student lists, as well as view individual campus level Dashboards. (if access to details is allowed in the users account)


ACADEMIC – Attendance and Discipline information available by District/Campus levels

  • Goals set by administrators for district/campus levels trigger the red or green goals met or not met.
  • Count of total absences/discipline incidences.
  • Trends show comparison to prior year, during the same six weeks period.


Student Profile – Dashboard and Granular Data

  • Student Information


  • Enrollment


  • Attendance & Discipline

5.Student Data Review #

5.1.Student Validation Reports #

Located on the Student tab-blue menu bar


* TEA Desk Audit Queries

Summer Limited Scope Attendance Audit Review (folder) –(Report Notes)

  •  Kindergarten Students Enrolled Under the Age of 5

Each student appearing on this list should be checked to make sure they are coded with the appropriate birth date and grade level. Children who reach age 5 on September 1 are most appropriately served in kindergarten. The law specifically established the PK program to serve students who have not reached age 5. If a student under the age of 5 on September 1 is served in Kindergarten the student should be coded ADA ineligible. See Report Info for exception.


  • PK Students Enrolled Without Proper PEIMS code -Prekindergarten (PK) Eligibility

If the student enrolled in PK does not meet the qualifications for PK, be sure they are coded ineligible for ADA. Eligibility requirements listed in Report Info and SAAH.

This report displays the student’s ADA code from the Fall PEIMS.  The ADA code will be blank for students who enrolled in district after fall snapshot.  The ADA code is not collected in the Summer PEIMS submission.

  •  Early Education (EE) Students with no SPED Setting or Speech Therapy Only

This report returns grade level EE students who are coded without a special education Instructional Setting or with a code of speech therapy only during any six weeks reporting period.

See Report Info and SAAH for detailed information.


  •  Early Education Students with a Special Education Setting of Mainstream

This report provides a list of students who have at least 1  day of eligible attendance for FSP funding with a S.E. IEP and  mainstream instructional arrangement/setting.

The 1998-99 school year was the first year that attendance accounting rules allowed mainstream to be claimed in the Early Education grade level. There are only a few situations that allow an Early Education student to be claimed in mainstream.

The first example list in the Student Attendance Accounting Handbook is of students served at a non-public daycare facility where the ARD committee determined that the student is best served in the facility by a certified special education teacher at least two hours per day for half day attendance and four hours per day for full day attendance.

A second example would be students “team-taught” in a prekindergarten classroom by both a prekindergarten teacher and a certified special education teacher. If the student was pulled out of the class for instruction in special education, this would not be an appropriate instructional setting.

  •  Students Receiving Pregnancy Related Services

This report identifies the students who participated in Pregnancy Related Services (PRS) program during the school year. Make sure you have all documentation verifying entry dates, dates of birth for the baby, dates of Compensatory Education Home Instruction (CEHI), and exit dates.

Students assigned to CEHI are not eligible to earn CTE contact hours unless the student continues to receive the same amount and type of CTE service that she was receiving before she began receiving CEHI. Because attendance by day are not available in the summer PEIMS, check each student’s daily register to see if she should be earning CTE contact hours while assigned to CEHI.  If CTE hours were reported during the CEHI time, but the same amount and time of serveries were not provided, CTE contact hours should be removed for those days.


  • LSA Of Parental Denial Of Students With Eligible Bilingual ESL Days

Summary: This report will reflect the TEA desk audit results that identify students reported with Bilingual or ESL days of attendance, but who do not have a parental consent indicator being report.

Usage: Review student’s parent permission codes. If non consent is the accurate code, then Bil/ESL weighted funding must be removed by exiting the student from the Bil or ESL programs.

NOTE: Student may remain coded LEP.


  •  LSA Of Tracks Reporting Less Than Allowable Minutes 

Summary: This report provides a district summary, a campus summary and a daily summary for the operational minutes by track, reporting period, and waiver type, including reported waiver types.

Usage: Check for campus/tracks reporting less than 75,600 total minutes per year. Less than 75,600 minutes will result in reduced funding for certain tracks of students.

Also see number of days reported for each campus, such as JJ’s and some Charters, since they still report days instead of minutes for funding.



Funding Data Validation (folder)

(Report Notes)

  • Students with Perfect Attendance and No Course Completion Indicator

Students appearing on this list should be investigated.  Check to make sure the student was enrolled during the year. Often “no-show” students from the beginning of the year are not removed and are counted present all year. If the student was enrolled, verify if the student should or should not have course completion records.

  • Students with Homebound or Hospital Code and CTE Hours In Same Six Weeks Period

 A student will be displayed on this list if they have the special ed instructional setting of “Homebound” or “Hospital code” and Career and Technical Education (CTE) contact hours in the same six weeks reporting period. Since actual attendance dates are not available in PEIMS data, it is possible a student could be on the list and not actually have any overlapping days.  If the dates overlap, the CTE contact hours should be adjusted. See Report Info for an Example.

  • Pre-K students with September 1st Age of 5 years old or older and showing eligible days
    • PK is a grade level for children 3 and 4 years old on September 1. Check the date of birth and ADA code for students on this list to verify whether or not they are eligible for funding.
  • Students with Sept 1st Age Over 21 and Showing Eligible Days.

Verify these students are eligible for ADA funding.  Special Ed students who are 21 on September 1st of the school year are eligible until the end of the school year or graduation. Students over 21 who have been admitted to complete their diploma are also eligible up to the age of 26. More information is available in the SAAH.

  • Students Coded Ineligible/ Enrolled not in Membership on Snapshot & Showing Eligible Days
    • This report is checking for students coded with ADA code 0, 4, or 5 on Fall Snapshot and have eligible days attendance on the summer PEIMS submission. The objective of this audit is to determine if the student changed from ineligible in October to eligible for funding by the end of the year. If the change is NOT valid, student should be adjusted to reflect no ADA $.
  • Examples of a student coded as ineligible on snapshot and have eligible days attendance on the summer submission:

    1. Student was a non-resident of the district on snapshot but later moved into the district.
    2. Student was NOT eligible for ADA on snapshot, but became eligible later in the year.
    3. Student was attending a JJAEP on snapshot but later enrolled at a regular campus.


  • Students Expelled to a County JJAEP with No Report of Ineligible Attendance

If a school district is in a county with a population greater than 125,000, the county juvenile board is required to develop a JJAEP.  When placed at the county JJAEP, these students are to be reported by the sending district as eligibility code “4” ineligible full day or code “5” ineligible half day.

This query will list ALL students who have a Discipline record with a Disciplinary Action Code 02, 12, 15, 51, 59, or 61 – expulsion with placement in a JJAEP as a result of a formal expulsion hearing regardless of the student’s ADA eligibility code. Use the chart below to determine the correct ADA eligibility code for students being served by a JJAEP.  Change the ADA code for any student on this list who is not coded correctly.

ADA Eligibility of Students Being Served by a JJAEP

Student Attendance Accounting Handbook excerpt

The student is being served by a JJAEP on the basis of: Population of County in Which District Is Located Is the student eligible for ADA?
a mandatory expulsion under the
TEC, §37.007 (a), (d), or (e).
Greater than 125,000 No, unless specifically authorized in writing by TEA (ADA code 0, 4, or 5 unless otherwise authorized)
a mandatory expulsion under the
TEC, §37.007 (a), (d), or (e).
At least 72,000 but less than 125,001 Yes (ADA code 0, 1, or 2), unless the county has created a JJAEP
approved by TJJD, then use
ADA code 0, 4, or 5
a mandatory expulsion under the
TEC, §37.007 (a), (d), or (e).
Less than 72,000 Yes (ADA code 0, 1, or 2)
an expulsion other than a mandatory expulsion under the TEC, §37.007 (b), (c), or (f). Population of any size Yes (ADA code 0, 1, or 2)
being assigned to attend the JJAEP by a court (student was not expelled). Population of any size Yes (ADA code 0, 1, or 2)
being placed in the JJAEP under the TEC, §37.309(b). Population of any size Yes (ADA code 0, 1, or 2)


  • Student Excess Contact Hour Summary
    • This report lists students who have been reported in PEIMS with excess contact hours. Toggle the “Fatals” button “ON” to display students who meet the conditions of the Fatal Edit 40533–            “for students who’s reported excess contact hours for an instructional setting on the S.E. Attendance record (per reporting period) is less than or equal to the Eligible Days Present in the same instructional  setting times 5.75.”
  • Students CTE Course Completion Matrix with No CTE Contact Hours
    • Check any student on this list to make sure they have the proper CTE contact hours coded.
  • Students with a CTE Course Completion Matrix Record but No CTE Contact Hours
    • Check any student on this list to make sure they have the proper CTE contact hours coded.



Course Completion Validation (folder)  – (report notes)

  • Enrolled Students Without A Course Completion Record

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

Note: Students who have been enrolled for a short time may not have had a chance to complete any courses and therefore none can be reported.


Discipline Validation (folder) (report notes)

  • Discipline Incidents For Mutual Fighting Only 1 Offender

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.

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.

  • Discipline Records Without A Matching Attendance Record

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.

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. NOTE: PEIMS student attendance is reported by number of days in a six weeks reporting period, and not by a daily count.

  • Unauthorized Suspensions For Grade Levels Less Than 3rd Grade New Report

 This report displays students who are below the grade level of three and have one of the unallowable suspensions.


FHSP Validation – (report notes)

  • FHSP Participation with no Endorsements

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.


5.2.Student Custom Reports #

STUDENT CUSTOM REPORTS –with Filters and various “Tools” available for each report

  • Attendance Reports: Folder

Low Attendance Report

Perfect Attendance in a Reporting Period

Flexible Attendance Report 


  • Average Daily Attendance (ADA) Reports: Folder

Refined ADA Report 

Bilingual / ESL Refined ADA Report

Special Education Mainstream Refined ADA Report

NOTE: When running the ADA Reports , change the report filter from “All Campuses– Display None” to “All Campuses – Display All” and the report will list all campuses and display the information by six weeks reporting period.


  • CTE: Folder

CTE Contact Hours

CTE Coding Summary

CTE Eligible Days

CTE enrollment by V Code


  • Discipline Reports: Folder

Out of School Suspension Summary

In School Suspension Summary

Discipline Action Summary

Classroom Removals by Ethnicity

OSS And ISS Report

Students Receiving Special Ed / CTE / Bilingual ESL Services With Short Term Discipline Removals

Students with Excessive ISS Placements

Student Accumulated Discipline Incidents

Custom DAEP Report

Discipline Action Reason Code Trend Analysis

Discipline Action Group Summary

Discipline Action Student Counts and Days by Gender/Ethn/Spec Pops New Report


  • FTE Reports: Folder

Pregnancy Related Services FTE Report

Career & Technical Education FTE Report

Career and Technical Education Advanced Courses FTE Report

Special Education FTE Report

ADA FTE Summary

NOTE: When running the FTE Reports , change the report filter from “All Campuses– Display None” to “All Campuses – Display All” and the report will list all campuses and display the information by six weeks reporting period.


  •  PEIMS Summary and Review Reports: Folder

Summer PEIMS Checklist  

This report displays data used in the Summer TSDS PEIMS data reported across multiple years. Each report number and title from TSDS is displayed to use for audit/comparison  purposes. Use the drop down to select multiple years for comparison. Utilize the”Material Change” to increase or decrease the percent desired for highlighting changes in data.  Inconsistencies should be investigated.


  • SPED: Folder 

Regional Day School for the Deaf (RDSPD) Student List

Report will display a list of students who were submitted in the summer PEIMS submission for the year selected with a “Special Education Attendance Data” record (PEIMS 405 record) where the “Regional Day School Program Deaf Code” (PEIMS Element E0833)  is not blank.

NOTE: Regional Day School Program Deaf Code= indicates the student is receiving instructional services from the regional day school program for the deaf.

Student Special Education Contact Hours

SPED Student Instructional Settings by Six Weeks New Report

  • Miscellaneous: Folder

Dual Credit Report

Ethnicity & Special Program Trends 

5.3.Student Report Center #

Summer Related Ad-Hoc Reports– to audit data, current year and across multiple years

Best Practices: Data Review

  • Run the reports outlined below
  • Turn on the “Heat Map”look for any significant increases/decreases of usage in any particular codes.
  • Look for areas with significant increases or decreases. If found:
    • Return to the student report center and choose “Load Last Report”.
    • Filter for just the code(s) showing significant change
    • Add additional criteria for the code. For example, add additional criteria such as “Campus” or”Grade Level”, and re-run the report.
    • Repeat the process by choosing different criteria to isolate what is causing the change.
  • Share reports, using Bookmarking or exports to Excel, with other staff members to assist with verification.

NOTE: Bookmarking saves the reports so they do not have to be recreated. Leave the years “unchecked” to allow system to add subsequent years.

All Reports will produce counts that are clickable and provide ability to drill down to the student/staff list that make up the count.



*  – Denotes area’s that affect “Accountability”

$ –  Denotes areas that affect “Funding”


Attendance Audits – $ 

  • Criteria 1 = “As of Status”  (Drill down to student list.)
  • Criteria 1 = “Campus”
  • Criteria 1= “Campus”  
    • Criteria 2= “Grade”
  • Criteria 1 = “Reporting Period”
  • Criteria 1= “Reporting Period”
    •  Criteria 2= “Campus”
  • Criteria 1= “Campus ID of Accountability” – used to determine attendance and/or leaver data attribution for a student who was only enrolled at a DAEP and/or a JJAEP. It cannot be the DAEP or JJAEP.


Course Completion Audits  

Build the queries below for multiple years, and then for 2018-19 only.

  • *Criteria = “Associates Degree” – Click on count to produce a list of students


  • *Criteria 1= “Dual Credit Indicator” w/ Filter= “1”
    • Criteria 2= “Service ID”

Next,  Add Columns  – Course Sequence/College Credit Hours/Pass Fail Indicators

  • *Criteria 1= “Dual Credit Indicator” w/ Filter= “1”
    • Criteria 2= “Campus”
      •  Criteria 3= “Grade”

Note: Dual Credit Indicator should only be reported when a student is eligible to receive both high school and college credit for a Service ID listed in C022.


  • Criteria 1= “Grade”
    • Criteria 2= “Pass/Fail Indicator” 
      •  Criteria 3= “Service ID”

 NOTE: Service ID’s beginning with SA, SE, SR, SS, 01, 8, or 9 and PK/KG beginning with 02 are not reported through Summer PEIMS.


  • Criteria 1= “ATC Indicator” w/ Filter= “1”
    • Criteria 2= “Campus”
      • Criteria 3= “Grade”
  • Criteria 1= “ATC Indicator” w/ Filter= “1”
    • Criteria 2= “Service ID”

Note:  ATC Indicator indicates a high school course for which college credit may be awarded by a post-secondary institution under the conditions of a local articulation agreement or the statewide Advanced Technical Credit program agreement.


  •  *Criteria 1 = “Service ID” w/ Filters – “CP Math”(CP110100) & ” CP ELA” (CP111200)
    • Criteria 2= “Course Sequence Codes”. NOTE: CCMR indicators (0,2,5,9)
    • Criteria 3= “Pass/Fail”. NOTE: CCMR indicators (01,08)
    • Criteria 4= ” FHSP” . NOTE:  FHSP is required for these 2 courses.
  •  *$Criteria 1 = “Service ID” Filters Groups – CTE/AP selections
  • $Criteria 1 = “Service ID”  – Filter for “Fundamentals of Computer Science, Computer Science I, AP Computer Science Principals” – NEW! ( 2018-19 weighted Funding)- HB3593


  • Criteria= “Non Campus Based Instruction”
  • Criteria 1 for 2018-19 = “Non Campus Based Instruction” – filter for all except “00” (not applicable)
    • Criteria 2 = “Service ID


Discipline Incidents Audits

Note:  Ad-hoc reports created using the category “Discipline Incidents” is a count of disciplinary incidents based on the incident number, not a count of students involved in the disciplinary incidents. For example, if multiple students are reported with the same incident number ,such as fighting, the incident count is 1.    

  • Criteria = “Disciplinary Action Reason” -All Years (look for trends)
  • Criteria = “Disciplinary Action Code”- All Years (look for trends)
    • Select Year 2018-19 Criteria 1= “Disciplinary Action Code”
      •  Criteria 2= “Reporting Period”


  • Criteria = “Campus”- All Years (look for trends)
  • Criteria 1= “Campus”
    • Criteria 2= “Reporting Period”
  • Criteria 1= “Behavior Location Code”
    • Criteria 2= “Discipline Action Reason Code”



Graduation Program Audit

  •  Graduation Program for 2018-19
    • Criteria 1= “FHSP Participation”
      • Criteria 2= “FHSP Distinguished Achievement
        •   Criteria 3= “Grade”

Look for:

  • 9th, 10th , 11th grade students who do not have a FHSP Participant code of 1(pursuing)
  • 12th grade students who are FHSP Participant 1- (still pursuing)-not graduating
  • 12th grade students who are FHSP Participant 2(completed), but are FHSP Distinguished 1 (still pursuing)


  • Criteria = “IGC Review”
  • Criteria 1 = “IGC Review”
    • Criteria 2 = “Grade”

 Coded if an Individual Graduation Committee (IGC) has been established for 11th and 12th grade students only



Student Restraint – All Years (look for trends)

Note:  Ad-hoc reports created using the category “Student Restraint” is a count of restraint incidents not a count of students involved in the restraint incidents.

  • Criteria = “Campus” – All Years (look for trends)
    •  Select Year 2018-19 Criteria 1= “Restraint Reason”
      • Criteria 2= “Campus” or “Reporting Period”

Click on the count of Restraint Reason or Total to create a list of students

  • Then Use Column Options
    • Data Type= “PEIMS”
    • Record= “Student Restraint ”
    • Criteria= “Restraint Incident #”
    • Year= “2018-19”

“Add” and “Submit Changes”

  • Restraint elements to check via ad hoc queries.


Summer Enrollment Audits

“Summer Enrollment” is a custom field created by OnDataSuite designed to answer the question of “What program indicators were turned on for this student at some point during the school year?”

  • *Criteria = ” Associates Degree”


  • Criteria = “Career and Technology Ed”-All Years (look for trends)


  • Criteria = “Early Reading Indicator”- All Years (look for trends)
  • For 2018-19 -Criteria 1= “Early Reading Indicator”
    • Criteria 2= “Grade”  

     NOTE: Check for KG-2nd grade students not coded =”!”


  • Criteria = “Foster Care Indicator”
    • For 2018-19- Criteria = “Foster Care Indicator” w/ filters =”1-4 & a”
      • Load Last Report-  add Criteria 2= “Eco Disadvantaged”    

 Foster Care (code 1) students should have Eco Dis code of 01 or 99

    • For 2018-19- Criteria 1= “Foster Care Indicator” w/ Filter =”2”
      • Criteria 2= “Grade”  

  Note:  Foster Care Indicator Code 2 can only be reported for PK students.


  • Criteria = “Homeless Status” – All Years (look for trends)
    • For 2018-19 Criteria 1= “Homeless Status” w/ Filters “1-4”
      • Criteria 2= “Eco Disadvantaged”  

  Note: Homeless Status Indicator 1, 2, 3, 4 students should have Eco Disad code of 01 or 99


  • Criteria = “Instructional Track”- All Years


  • Criteria = “Intervention Strategy  Indicator” – Click on count to produce a list of students – NEW! (2018-19 )


  • Criteria = “LEP”- All Years
    • Load Last report – filter year ( 2017-18 and 2018-19)


  • Criteria = “Migrant” – All Years (look for trends)
    • For 2018-19- Criteria 1 = “Migrant” w/ Filter= “1”
      • Criteria 2= “Eco Disadvantaged”

 Migrant Indicator 1 students should have Eco Disad code of 01 or 99


  • Criteria = “Military Connected Student” – All Years (look for trends)
    • For 2018-19 Criteria 1= “Military Connected Student” Filter= “4
      • Criteria 2= “Grade”    

  Military Connected Student code 4 can only be reported for PK students.


  • Criteria = “PK Program Type” – All Years (look for trends)
    • For 2018-19 Criteria 1= “PK Program Type
      • Criteria 2= “Grade”     

Check Grade level = PK, verify PK Program types and check Null / Not applicable

    • For 2018-19- Criteria 1= “PK Program Type” w/ Filter= “1-5”     
    • Note: Add ADA codes and check for $$.
    • Click on the count of one of the PK Program Types to create a list of students
    •  Then Use Column Options
    • Data Type= “PEIMS”
    • Record= “Fall Enrollment”
    • Criteria= “ADA Fall Enrollment”
    • Year= “2018-19”
      •  Click “Add” and “Submit Changes”
        • Look for:
          • Students with no ADA
          • ADA that does not “match” the PK program type

Repeat steps above for each PK program type

  • Criteria = “T-STEM” – Click on count to produce a list of students
  • Criteria = “Section 504” – Click on count to produce a list of students – NEW! (2018-19 reporting)
  • Criteria = “ECHS” 
  • Criteria = “OnRamps Dual Enrollment”
  • Criteria = “Unschooled Assylee/Refugee” 
  • Criteria = “Unaccompanied Youth” 


  • Criteria = “Student Attribution Code”

Indicate students enrolled in a charter school or students who are not legal residents of the district but are served by the district. These students  have Attribution Cd other than “00”. Charter school students should not have Attribution Cd 00 or 03 ( PEG – Public Education Grant).

  • Criteria = “Campus ID of Residence”

Defines the Campus ID that corresponds to the campus attendance area in which the student currently resides. The field is required for all students who do not legally reside in the district, and for all students attending charter schools and JJAEPs.


Title I Part A Program Enrollment – All Years (look for trends)

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

If the Title I Program indicator is “6” for a campus, there can be no other Title I Program codes on that campus. Investigate any students on that campus with a code other than a “6”.

If the Title I Program indicator is “7” for a campus, there can be no other Title I Program codes on that campus. Investigate any students on that campus with a code other than a “7”.

If the Title I Program indicator is “9” or “A” for a campus, there can be no other Title I Program codes on that campus. Investigate any students on that campus with a code other than a “9” or “A”.

6.Staff Data Review #

STAFF TAB – Audit data submitted on teachers from Summer PEIMS


Best Practice: Create and Bookmark each report below leaving the year filter unchecked, for use in subsequent years.

  • PEIMS Staff Report Center

Teacher Class Assignment – See “?” (Help)

  1.  Criteria = “Campus”
  2.  Criteria = “Class Role”
  3.  Criteria = “Service ID”
  4.  *Criteria = “Role ID” (Report 087/047/033-PK Aides only)
    • Add Column for Fall Role ID (to compare to summer)



Criteria 1 = “Submission” – filter for 3-Summer Submission

  1.  Criteria 2 = “Ethnicity”
  2.  Criteria 2 = “Gender”
  3.  Criteria 2 = “Highest Degree Level”
  4.  Criteria 2 = “PK Teacher Requirement”
  5.  Criteria 2 = “Total Years Prof Experience”
  6.  Criteria 2 = “Years Experience in District”


*Best Practice: Create a Roster for role ID 087 and 047 – ( Teachers/subs).

Drill down to see the teacher list, and then add columns suggested below for a detailed look at each:

  • “Number of Days Employed”
  • “Percent of Days Employed”


  • “Service ID”
  • “Class ID Number”


  • “Assignment Begin Date”
  • “Assignment End Date”

7.Support #


  • Icon -top right portion of the OnDataSuite screen
  • “Support Tab” – Black menu bar/Ticket System

  • Ticket Type
    • Enhancement Request -Example: Add Staff Cert to Staff profile
    • General Question – Example: How to build/locate a report
    • Issue – Example: Data is not loading properly
    • New Report Request – Example: New a report to display teacher absences


  • Category – Staff/Student/Assessment/File Center...ect
  • Sub Category – Report/Profile/Other
  • Phone


MANUAL – Icon 

  • Directs user to the OnDataSuite User Manual that includes a search feature to enable user to quickly locate area(s) of information.


Support tab

  • PRE RELEASE – tab

  • TRAINING – tab

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