Summer PEIMS Training 2019-20 (Data Review)

1.Training Overview #

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

  • Loading TSDS PEIMS files
  • TSDS PEIMS Edits
  • TEA desk audits for Summer Attendance
  • New Elements/Codes for 2019-20
  • 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, (recommended) or be retrieved from TSDS.

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 = 2019-20
    • 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.
      • NOTE:  Load 1 of each!
        • First upload a file for “Load Data & Run Edits” 
        • Next upload a file for “Run Edits Only”
    • 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.

Edits are available ONLY for xml files, not CSV.

  • Edits Notifications –NEW!
  • Export/Excel workbook to download all edits at once.
  • 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

 

NOTE: 

Campus Dashboard–Look for columns populated by Summer PEIMS data.

  • Review patterns/trends
  • Review campuses with “0” attendance/discipline.
  • Campus List– Hyper links drill down to individual campus level Dashboards, as well as staff and student lists.(Access to details required)

 

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

NOTE: “Search for a Report” option by title.

 

* TEA Desk Audit Queries

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

 

Funding Data Validation (folder)

    •  

Course Completion Validation (folder)

 

Discipline Validation (folder) 

 

FHSP Validation 

 

5.2.Student Custom Reports #

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

  • Attendance Reports: Folder

 

  • Average Daily Attendance (ADA) Reports: Folder

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

 

  • Discipline Reports: 

 

 

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.

 

 

 

 

  • SPED: Folder 

5.3.Student Report Center #

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

Best Practices: Data Review

  • Check for “new” elements/codes.
    • Bil/ESL Funding Code
    • Crisis Code -(As of Status = H)
    • Dyslexia Risk Code 
      • KG and 1st grades only
      • If not assessed = code 3
    • Dyslexia Services – can report multiple
    • Effective Dates
      • SPED
      • Disabilities
      • Services
    • Flex Attend 
      • Days Eligible in Instructional Setting
      • Excess Min in Instructional Setting
      • Residential Facility Days Eligible
    • New Tech
    • PK Eligible Previous Year
    • Post Secondary Certification Licensure
    • Residential Facility Indicator
    • Course Sequence Codes-Dual Credit

 

  • 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.

 

STUDENT REPORT CENTER

*  – 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” ( Open Instructing= 100% attendance 5th six weeks, and “0” attendance 6th six weeks)
  • Criteria 1= “Reporting Period”
    •  Criteria 2= “Campus”

 

  • Criteria 1= “Sept 1st Age” – filter for >21

 

  • 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 2019-20 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”
    • Criteria 3= Course Sequence ( New “D” codes)

Next,  Add Columns  -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”  NOTE: (HS courses only- new 2019-20)
    • 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” 
  • Criteria 1 = “Non Campus Based Instruction”
  • Criteria 1  = “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 
    • 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
    • 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 
    • 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= “2019-20”

“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 2019-20 -Criteria 1= “Early Reading Indicator”
    • Criteria 2= “Grade”  

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

 

  • Criteria = “Foster Care Indicator”
    •  Criteria = “Foster Care Indicator” w/ filters =”1-4 & a”
      • Criteria 2= “Eco Disadvantaged”    

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

    • 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)
    • 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

 

  • 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 –
  • 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 #

No Staff data will be reported in Summer PEIMS 2019-20.

7.Pre-Release Reports #

Summer PEIMS-

See “Report Notes” under “Tools”

8.Support #

MANUAL – Icon 

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

TICKET SYSTEM  

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

 

Support tab

  • PRE RELEASE

  • TRAINING

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