We will be reviewing both the Fall and Summer PEIMS data that affects funding,  including attendance, minutes, and special populations. This will help you to your efforts to maximize revenue for your LEA.

System Log In Screen  

Preferred Browser-Chrome version 44 or higher 

Forgotten Username / Password
For assistance with the URL, your user username or password, please contact the OnDataSuite Administrator for your LEA.

Attendance data comes from the PEIMS SUMMER interchange files, however other data that affects funding can come from the FALL PEIMS TSDS interchange files.

Locate the “File Center” on the black menu bar at the top of the screen. Select “Data Sources” and PEIMS – TSDS tab.

• Scroll toward the bottom of the screen to verify the current year PEIMS Summer and Fall files have been loaded.
  • Current year Preliminary files should be loaded until the Submission is Final.
  • File center accepts
    •  PEIMS TSDS interchange files (perfered) extracted from the SIS or edm(zipped or unzipped)
    • CVS retrieve data from TSDS

 

• BEST PRACTICE: Keeping data current is key to accurate reports. Please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded. 
• Load multiple Summer PEIMS files, if desired…
  • One for “Edits Only” – for PEIMS TSDS Business Rule review
  • Another for end users – “Load Data Only”.

 

Click on the file to open and confirm what data loaded/not loaded.

If the interchange is not loaded, or there is not data in the interchange file, then the “Not Found” message will display.

NOTE: Upload must contain dependency file – Student Program Interchange

InterchangeStudentProgram

Student Program

TSDS Rules ( aka-Edits) – located on Blue Menu Bar

• Must have access to see SSN’s to view edits/TSDS Rules.
• Only xml files will trigger edits- CSV files do not.

 

Use Navigator tool- black box/left- to find “Summer PEIMS”

• Scroll down to the “Attendance” Interchange files

• Click on Fatal Counts (red), Warnings (yellow) and/or Specials ( blue) to view the Business Rules

• Select the hyperlinked Business Rule to view the list of students. (Edit Count)

• • Option to “Export to Excel” via Tools.
    • Use TX Unique ID to locate students in SIS (source) and make changes.

 

OnDataSuite Admin can set up Business Rules notifications/exclusions to district/campus users.

• (2) Site Settings
  • (3) TSDS Business Rules Notifications

 

• • (4)TSDS Business Rules Exclusions

Student Custom Reports 

Attendance Reports 

• ADA FTE Summary
• Attendance Contact Hour Summary
• Campus Attendance New Report
• Low Attendance Report
• Percentage in Attendance Comparison by Ethn, Gender, and Special Pop
• Perfect Attendance in a Reporting Period
• Six Weeks Attendance Report
• Summer Days Membership and Enrollment Counts by Grade

 

See the “Report Notes” ( under Tools)  for each report to see if the Remote Attendance will appear as a separate row and/or be included in the total.

 

Report Center

• The following elements updated/added for Remote Attendance.
  • Plus a Slider for Eligible Days’ Elements
  • Move slider to minimum .5 to only see students who have values

Summer PEIMS/Attendance

• RA/RS Bilingual/ESL Funding Code
• RA/RS Total Elig Bilingual/ESL Days Present
• RA/RS Total Elig Preg Rel Svcs Days Present
• RA/RS Total Elig Residential Facility Days Present
• RA/RS Total Elig SPED Mainstream Days Present
• RA/RS Total Eligible Days Present

Summer PEIMS / CTE Attendance

• RA V1-V6 and RS V1-V6 Codes

Summer PEIMS/ SPED Attendance

• RA/RS Instructional Setting
• RA/RS Eligible Days Present in Instr Setting
• RA/RS Excess Hours in Instr Setting

 

Bookmarks/LEA Cloud Sharing

• Search for “Attendance”
• Find recently created reports (March 2021 by MB)
• Description of each report on right
• Reports update each time a new Summer PEIMS file is loaded containing Attendance data.

 

Check program areas from Fall PEIMS snapshot counts that affect funding! $$$

 

Select the Subtab/ Days Membership to locate a count of days.

• Check Days Membership by Special Programs

• Check Total Days Absent
  • Drill-down and sort student list by “Total Days Absent” column to see high to low range (click arrow twice).
  • NOTE: Student detail access needed to “drill down” to view student list.

• Check Total Ineligible Days
  • Drill-down and sort students by grade level to investigate possible reasons for ineligible coding
    • PK students – served but do not qualify for $$.
    • KG students who are not yet 5 as of September 1st but were allowed to attend
    • Higher grade levels expelled for disciplinary mandatory reasons to JJAEPs

Select Campus Student subtab to locate ADA/Attendance Rates.

Compare Campuses:

NOTE: Hover over titles to activate the pop up definition of each.

Click on links to drill down to the student list. (student detail access required)

• Attendance percentage by reporting periods
• District and campus goals set by administrator
  • Green-goals met
  • Red with Flag-goals not met
• Trend arrows indicate increased or decreased absences from the prior six weeks.

NOTE: Graph at bottom can be set to display attendance only if desired.

 

BEST PRACTICE:

Set Attendance Goals to match amounts allocated for funding. If short falls occur, budget amendments could be necessary.

Check “Gift Box” for updates on when Student Profiles will include Remote Attendance.

View student profile by:

• Option 1: Clicking on the “Student ID” or “View Profile” (left column hyperlink) on a student list
• Options 2:  Use “Search” on the top black menu bar

 

• Student Information>Overview tab
  • Attendance Rate graph displays attendance information from most recent summer PEIMS file loaded. Goals set by ODS Admin.

 

• Summer PEIMS / Attendance & Discipline
  • NOTE: Toggle Attendance Details link
• 

 

• Summer PEIMS / Attendance
• 

 

• Summer PEIMS / CTE Attendance
• 

 

• Summer PEIMS / SPED Attendance

Create Attendance related charts/graphs by Adding Widget / PEIMS / Attendance.

Click on the graph to drill down to the report.

Select the “Student” tab to see PEIMS Student Data Validation reports

 

Summer Limited Scope Attendance Audit Review (TEA Desk Audit) folder

• LSA Of Dyslexia Services Coded 02 Or 03 Without Code 01 New Report
• LSA Of Early Education Students With A Special Education Setting Of Mainstream
• LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only
• LSA Of Kindergarten Students Enrolled Under The Age Of Five
• LSA Of Parental Denial Of Students With Eligible Bilingual ESL Days
• LSA Of Pregnancy Related Services
• LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code
• LSA Of Tracks Reporting Less Than Allowable Minutes Or Days

 

Funding Data Validation Reports

• Students With Perfect Attendance And No Course Completion Indicator
• Students With Homebound Or Hospital Code And CTE Hours In Same Six Weeks Period
• PK Students With September 1st Age of 5 Years Old Or Older Showing Eligible Days
• Students With September 1st Age Over 21 And Showing Eligible Days
• Students Coded Ineligible Or Not In Membership On Snapshot And Showing Eligible Days
• Students Expelled To A County JJAEP That Do Not Report Ineligible Attendance
• Student Excess Contact Hour Summary
• CTE/Tech Apps Course Completion Matrix with No CTE Contact Hours

Run Discipline Validation Report highlighted below.

• • NOTE:
    • Students who have been assigned to a disciplinary setting in which attendance is taken, may receive funding when student is present.
    • Maximize funding by ensuring that all attendance is accurately reported for student in a discipline assignment.
    • IF Students who are Expelled to “street” or OSS, are present during attendance taking time, attendance/funding can be counted. (Example: 1/2 day OSS)

Open “Gift Box” for updates on Remote Attendance. 

( top right)

Then, review the attendance/funding reports in folders below.

• Attendance Reports folder
  • ADA FTE Summary
  • Attendance Contact Hour Summary
  • Campus Attendance New Report
  • Low Attendance Report
  • Percentage in Attendance Comparison by Ethn, Gender, and Special Pop
  • Perfect Attendance in a Reporting Period
  • Six Weeks Attendance Report
  • Summer Days Membership and Enrollment Counts by Grade

 

• Average Daily Attendance (ADA) Reports folder
  • Refined ADA Report
  • Bilingual / ESL Refined ADA Report Post 2019
  • Early Education Refined ADA Report
  • Flexible Attendance Refined ADA Report
  • Special Education Mainstream Refined ADA Report
  • Bilingual / ESL Refined ADA Report Pre 2020

 

 

• CTE Reports – V codes not yet updated

 

• Discipline folder
  • Special Education Discipline Removals
  • Students Receiving CTE or Bilingual ESL Services With Short Term Discipline Removals

 

 

• Economic Disadvantage Reports
  • Economic Disadvantage Year Comparison Percentages
  • Erate Report
  • Fall Eco Dis Percent in Membership

 

• Emergent Bilingual / English Learner
  • EB / EL Services Survey

 

• FTE Reports
  • Pregnancy Related Services FTE Report
  • Career & Technical Education FTE Report
  • Career and Technical Education Advanced Courses FTE Report
  • Special Education FTE Report

  NOTE: ADA FTE Summary This report has been moved to the Attendance Reports folder

 

• HB3 Funding
  • HB3 Compensatory Education – Eco Dis/Census Tiers .
  • HB3 Student ADA – Refined, HS, SPED Mainstrm, Bil, Early Ed, PEG, Res Facility 
  • HB3 Student Count – Dyslexia Services Report
  • HB3 Student FTE – Spec Ed, CTE, Adv CTE, PRS

 

• LEA / Campus
  • Campus Calendar Number Days by Reporting Periods

 

• PEIMS Summary and Review Reports
  • Summer PEIMS Checklist

 

• SPED  Reports
  • Student Special Education Contact Hours
  • SPED Student Instructional Settings by Six Weeks
  • Special Education Discipline Removals
  • Special Education Year Comparison Percentages 
  • Special Education Eligible Days and Contact Hours

 

• Miscellaneous
  • Student Attribution/ADA Report

 

Review “hidden” areas of potentially missed attendance coding = missed funding.

PEIMS Student Report Center – Ad Hoc Report  Building

• Located on the left side of the “Student” tab

 

SUMMER PEIMS 

Attendance Category –  returns a %(percent) of attendance based on Summer PEIMS files.

Queries to run:

• • Criteria 1= “ADA (Fall Enrollment)”
  • Criteria 1 = “Bil/ESL Funding”
  • Criteria 1 = ” Dyslexia Services”
  • Criteria 1 = “Campus”  +  Criteria 2 = “Reporting Period” (reverse criteria)
  • Criteria 1= “Instructional Track”
  • Criteria 1= “RAs”
  • 

NOTE: Criteria below (best if used in Adding Columns)

• • Percent in attendance
  • 

 

BEST Practice: Review all student groups (Special Pops/weighted funding) to review attendance rates. NOTE: Some student may affect more than 1 program area. 

• Criteria 1 = “At Risk”
• Criteria 1= “Bilingual”
• Criteria 1= “Dyslexia”
• Criteria 1= “Economic Disadvantage”
•  Criteria 1= “ESL”
•  Criteria 1= “Ethnicity/ Race”
• Criteria 1= “Foster Care”
•  Criteria 1= “Gifted and Talented”
•  Criteria 1= “Homeless Status”
•  Criteria 1= “Immigrant”
•  Criteria 1= “LEP”
•  Criteria 1= “Migrant”

 

CTE Attendance will return count of students who are being funded for CTE. (NOTE: V Codes are not updated to the 2021-22 TSDS Data Standards)

• CTE Attendance – Criteria 1= “Grade Level”
  • CTE Attendance – Criteria 1= “Reporting Period”                 
•                  ( use additional Criteria listed above, as needed)

BEST Practice: Add V codes as a “column option”, instead of a criteria for a neater, cleaner report.

 

CTE Flexible Attendance- Criteria 1 = “Reporting Period” (if applicable)

 

Flexible Attendance – Criteria 1= “Grade” (if applicable)

Special Education Attendance will return results for students who have SPED attendance records and have weighted funded applied.

• Criteria 1= “Grade”
• Criteria 1= “Instructional Setting”
• Criteria 1= “Regional Day School”

 

SPED Flexible Attendance –Criteria 1=”Grade” ( if applicable)

 

 

FALL PEIMS

Fall Enrollment Category -affects funding as well.

• Fall Enrollment Category provides a count of student enrolled on snapshot as reported by Fall PEIMS data.
  • Criteria 1 = “ADA” (Average Daily Attendance)
    •  Criteria 2= “Grade”  – (Check PK)
  •  Criteria 1= “CTE”
    • Criteria 2 = “Grade”
    • Criteria 3 = “CTE Course Service ID”
  • Criteria 1 = “Dyslexia”
  • Criteria 1= “GTE”
  • Criteria 1= “Economically Disadvantaged” ( ERATE / Comp Ed Funding/HB3)
  • Criteria 1= “SPED”
  • Criteria 1= “LEP”

Best Practice: Review ADA and various counts of students enrolled as some state and federal grants and allocations are based on snapshot counts rather than attendance.

 

 

Summer Enrollment – Any student who has an attendance record

• Criteria 1 = “Grade”
  • Criteria 2 = “Instructional Track”

 

• Criteria 1=”SPED” -summer – (filter Sped =1)
  • Criteria 2 =”Instructional Setting”
  • Add columns- Total Days eligible Mainstream

 

• Criteria 1 = “SPED”
  • Criteria 2=”CTE”
  • Criteria 3 = “LEP”
  • Criteria 4 = “PRS”

 

Discipline – returns a count of incidences

• Criteria 1= “Discipline Action Code” – filter for 25 (Partial Day OSS)

Best Practice: If students are sent to OSS AFTER attendance taking time, the district receives full day attendance.