Fall PEIMS Student “Snapshot” Data Review

1.Training Overview #

This training will cover the review of student Fall PEIMS data prior to the TSDS submission. It will include:

  • TSDS Edits
  • Preliminary Audits and Validations
  • Multi year comparisons
  • Drilling down into details to find/resolve data quality issues

1.1.File Center #

Before using OnPoint to review the Fall PEIMS data, the Fall PEIMS interchange files must be uploaded into the file center.

  • The TSDS Fall PEIMS interchange files are extracted from the SIS.
  • NOTE: Use CHROME to upload files into OnDataSuite.

Uploading Fall PEIMS TSDS Interchange files – click on blue hyper link above the upload tab to be directed to the manual.

  • 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 Fall TSDS PEIMS interchange files created by the SIS

 

  • Select ALL interchange files to be loaded at once – the order does NOT matter.
  • If LEA has separate SIS/Business Information System – put all files in 1 folder to load.

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

    • Make sure each interchange file is “labeled” correctly
      • Year: 2021-22
      • Submission: Fall
      • Preliminary: If this is NOT the final file going to TEA, check the box. (If left blank it will default to “Final”.  A “Final” file may also be overwritten in case of a resubmission.
      • Process
        • Load data and run edits – fire edits, update reports/dashboards.
        • Run edits only – will not update reports/dashboards.
        • Load Data – will not run edits, only update reports/dashboards
    • Use the ” Start Upload” tab to add files to your database. “Cancel Upload” will remove the files.

 

When the file upload process is complete, the system will automatically combine all interchange files into one 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.

  • 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  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 right.

1.2.TSDS Rules - PEIMS Edits #

TSDS PEIMS Edits are located under the “TSDS Rules” tab – blue menu bar.

“.

NOTE: Must have access to view Social Security Numbers in order to access Edits.

 

  • Excel Workbook – exports all to excel workbook
  • Campus – filter option

Click on the count of Fatals to see the list of business rules triggered.

User may excel ALL

or

Select 1 business rule (hyperlink) to see the names that triggered this edit. Use tools drop down to export to excel this list.

1.3.Dashboards #

FALL DASHBOARD – Available at District and/or Campus levels. Provides a disaggregated count of students/staff in various groupings.

  • Year drop down selector
  • Programs of Study (+)
  • GT Programs
  • Admin – list
  • NOTE: Use live links to drill down to the set of students creating the count.

CAMPUS Dashboards 

  • Campus Org – Displays Campus Enrollment Type and NSLP

 

  • Campus Student – See Fall Columns for each campus

Click on the campus to see each individually.

Click on counts/% to drill down to list of students.

1.4.Student Validation Reports #

Located on the Student tab-blue menu bar

 

STUDENT DATA VALIDATION

“Fall STUDENT ATTENDANCE QUERIES” folder

* Fall Pre-Validation Limited Scope Attendance Audit Review -TEA audits

 

FOR ESC LEVEL ONLY:

 

“Funding Data Validation” folder

1.6.Student Report Center #

Fall Related Ad-Hoc Reports– audit/review data for current year and multiple year trends.

NOTE: Use “?” for information on each category/record.

 

Reports to Create   

            Use New Fall PEIMS Student Elements 21-22:   

  • Fall Enrollment
    • Criteria – “Parent Request Retention Indicator” -E1729

 

  • Fall Enrollment – Snapshot counts
    • Criteria 1 = “Campus”
    • Criteria 1 = “Grade”
    • Criteria 1 = “Gender”
    • Criteria 1 = “Ethnicity/Race”
    • Criteria 1= “Adult Previous Attendance
    • Criteria 1= “At Risk
    • Criteria 1= “ADA” Fall Enrollment
      • Criteria 2 = “Grade”
        • (Check KG for full day)
        • (Check PK for 1/2 day)
    • Criteria 1 =”Alternative Language Program”
    • Criteria 1= “As of Status”
      • Criteria 2 = “Grade” (Check 1st or 2nd time 7th grader for As of Status of X or A-G)
    • Criteria 1= “Bilingual
    • Criteria 1 = “Census Block”
    • Criteria 1 = “Dyslexia”
    • Criteria 1 = “Early Reading Indicator”
    • Criteria 1 = “Eco Dis”-(Filter for 1, 2, 99)
      •  Criteria 2 = Census Block Group
    • Criteria 1 = “Emergent Bilingual”
    • Criteria 1 = “Ethnicity/Race”
    • Criteria 1 = “Foster”
    • Criteria 1 = “GT”
    • Criteria 1 = “Homeless”
    • Criteria 1 = “Home Language”
    • Criteria 1 = “Intervention Strategy Indicator Code”
    • Criteria 1 = “Migrant”
    • Criteria 1 = “Military Connected”
    • Criteria 1 = “Parent Permission Code”
    • Criteria 1 = “PK Type Code”
    • Criteria 1 = “Primary PK Funding Source”
    • Criteria 1 = “Secondary PK Funding Source”
    • Criteria 1 = “Section 504”                                              
    • Criteria 1= “STAR Of Texas
    • Criteria 1 = “T-STEM”
    • Criteria 1 = “Title 1”
    • Criteria 1 = “Unaccompanied Youth”

 

  • Leaver – Report list year that student actually left district – not the year reported
    • Criteria 1 = “Leaver Reason”
      •  Criteria 2 = “As of Status”
    •  Criteria 1 = “Military Enlistment”- CCMR
      • Criteria 2 = “Grade Level”
    • Criteria 1= “First Post Secondary Certification Licensure” –CCMR!
    • Criteria 1= “Associate Degree Indicator” –CCMR
    • Criteria 1 = “Graduation Type”
      • Criteria 2 = “SPED -Fall” -(filter 01)- CCMR

 

 

  • Special Education Program Enrollment 
    • Criteria 1= “Grade
    • Criteria 1 = “Child Count Funding”
    • Criteria 1= “Instructional Setting
    • Criteria 1= “Primary Disability
    • Criteria 1 = “PPCD Location code”
    • Criteria 1= “Speech Therapy
    • NOTE:  “Effective Date” recommend using Column Options to add the column(s) to the report.

1.7.Student Profiles #

To Locate either:

  1. Go to search and enter student information:

   2.       Student profiles may also be accessed from a student list. Click on the “View Profile” sub link or the students SID #, located in the first row of a student list.

 

Student Information tab

Overview

Leaver/ Grad Data

2.SUPPORT #

NOTE:  Please describe specific details including the URL and a “full” screen shot to enable the support team to respond efficiently.

 

Training – Past/Upcoming

 

 – provides user with searchable resource

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