Leaver Data Review

1.Introduction/Overview #

This session is designed to enable users to view Leaver records contained in current year Fall PEIMS files.

The goal is to aid in identify actual and potential leavers before school start window closes and PEIMS Fall Leaver data is submitted. Also, students At Risk of becoming Drop Outs will be discussed.

2.Access #

Log in

  • URL- districtname.ondatasuite.com
  • Login, password, and permission levels are provided by the district’s ODS Administrator(s).
  • Chrome preferred browser

User Account

Job Title/ Areas of Interest – used to create listsev. Does NOT affect access.

3.File Center #

(Black menu bar)

File Center/Data Sources

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 (current year)

2) Summer PEIMS – TSDS Interchange files from SIS (current year)

3) TEA Cohort Preliminary files  –  Obtained from TEA’s TEAL account in the Accountability application

4) TEA Cohort Longitudinal files  –  Obtained from TEA’s TEAL account in the Accountability application.

  • The  “Preliminary Four-Year Cohort files” will include 4 separate years and a file for each. TEA usually releases these files in November. When these files are loaded, the reports which had based on PEIMS files, initially, such as LEP, Leaver, and Enrollment information, will now also pull in Preliminary Cohort data.
  • The  Four-Year, Five-Year and Six-Year FINAL Longitudinal files contain the “Status” column, which will provide an even more accurate results for the reports.


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 previous school years on the District or Campus level, depending on your access. Also, user must have Student Detail access in order to drill down on counts.

Late enrollments  – refer to snapshot

(Add Column to show – As of Status Codes)

  • Check students coded At-Risk of dropping out of school.

Add Columns to identify  some “At Risk” criteria.

Example: Pregnancy Related services (PRS), LEP, Foster Care, Homeless, Residential Treatment Facility, retained status…ect


Create Focus List

5.Student Custom Reports #

6.Student Report Center - Build Reports #


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” (Dropouts?)
    • (Add Columns of TEA Cohort data to compare)


  • 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

7.Student Profile #

From a student list, drill down to an individual Student Profileby clicking on “View Profile”, located on the left column of a student list.

  • Student Information – Overview tab displays student Cohort Information, as well as other student information.

Use Print, at the top left corner, to make a hard copy.

Student Information – Leaver tab 

Enrollment tab – Cohort information.

8.Accountability #

CCMR – College, Career, Military Ready


A-F Rating System / Domain Companion Reports folder


PBMAS reports values are located in the bottom left blue box titled Performance Based Monitoring

Bil/ESL Folder

CTE Folder

ESSA Folder .

SPED Folder



Actual District Data:

  • TEA releases this data and it is uploaded automatically.
  • It is used as a comparison to the Estimated Results

Estimated Results:

  • Counts are based on the specifications in the manual and pulled from Fall/Summer PEIMS data loaded into the file center.
  • Click on live link to drill down to the student level. (See section below for Student Level Review)


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



Data Validation Monitoring:

 Leaver Data Analysis folder .

9.Support - Tickets/Training #


TEDS Appendix D – Leaver Reasons and Documentation

Leaver Reason Code Table C162 – TEDS

State Compensatory Education – FAQ from TEA

GED = TxCHSE look up


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

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


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


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

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

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