This workshop will assist in the review and audit of students coded to various special population groups to help ensure accuracy, maximized funding and minimum accountability triggers. Getting Started: Log in to your OnDataSuite Account

• Contact the District’s OnDataSuite Administrator to obtain:
  •        URL to data warehouse
  • User Name/Password 
  • Change in access
  •        Password Reset
• Chrome is the preferred browser

Use “Log In Assistance” if you are the OnDataSuite Admin (Manager), or you do not know who to contact.

Data Sources

• PEIMS TSDS – xml interchange files are created in the Student Information System (SIS)
  • Summer  

NOTE: Current year SUMMER PEIMS files will be in “preliminary” status until this data collection is complete and sent to TEA.

Contact your OnDataSuite Administrator if current files need to be loaded.

• Check file uploads 
  • Scroll toward the bottom of the data sources screen to view list of files uploaded
  • PEIMS files – click on “Info” or “Data” to open up and see list of interchanges/sections

• Note the year and status of the file (final or preliminary).
• This data will populate the dashboards/reports you are about to view.
• We recommend a current year SUMMER PEIMS file be loaded as soon as possible, even though it may be a “preliminary” file.

 “PRELIMINARY file” means that the data is NOT the “FINAL” file that will be sent to TEA and therefore expect counts to change.

NOTE: Contact your OnDataSuite Administrator if  “fresh”, more current file(s) need to be loaded.

Check TSDS Rules>PEIMS SUMR for Fatals, Warnings, Specials – access to SSN required.

Fatals/Warnings/Specials

• Drill down on any button to Business Rules Summary:

• Drill down on business rules to student level:

• Option to Export to Excel at multiple levels.
• Corrections should be made in the SIS (the source) and new files uploaded

Utilize Dashboards to get a quick aggregated overview, at the district or campus level of the student group you need to review.

• Select the Dashboard/Year Desired

• NOTE: if Year desired is NOT available in the drop down, the PEIMS file for that year has not been successfully loaded into the file center.

• 1st – Cumulative Information tab will display a count of students who have had at least 1 day of attendance during the school year. (Summer PEIMS)

• 2nd -Days Membership displays a count of the number of days in membership. (Summer PEIMS)

• Click on the count to display the list of students. (Access to view student details required.)
• NOTE:  Any student enrolled, but not in membership will not be included.

Each Student has a profile that users who have “Student Detail” access can review.

Two ways to locate a student’s profile.

• Click on the hyperlink of the SID row of any student list.

• “Search” tab – top black menu bar.

• Enter “Search” criteria to pull up student(s)
• Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard

Best Practice: Right Click on SID to open Student Profile in new window.

      NOTE: Must have “student profile” access to drill down to the individual student profile level.

Student Information>Overview

• Displays Program status for the most recent Summer PEIMS data loads.  Leaf Icon indicates Fall; Sun Icon indicates Summer.

 

 

 

 

 

 

 

 

 

 

Summer PEIMS>Summer Enrollment

• Displays Dyslexia Risk Code, Dyslexia Services Code, Economic Disadvantage, Foster Care, Gifted Talented, Intervention Strategy, Migrant, Pregnancy Related Services, Section 504 and Title 1 Part A indicators across multiple years.

Summer PEIMS>Title I Part A Program Enrollment

• Displays Title I Part A Program information for multiple year program coding.

Summer PEIMS>Attendance

• Displays the student’s attendance data for each reporting period including total days present for special program services.

Create widgets applicable to Special Program Populations

Add Widget

• PEIMS
  • Percentage in Attendance by Eco Dis
  • Percentage in Attendance by Homeless
• Choose Campus and Year if desired
• Click Done to add widget

• Click inside graph to drill down into corresponding queries/reports

Locate  “Student” on the blue menu bar to view Special Populations information including querying and reports.

NOTE: Use Report Search to assist in locating a report by title.

• Summer Limited Scope Attendance Audit Review (TEA Desk Audit)
  • LSA Of Dyslexia Services Coded 02 or 03 Without Code 01
  • LSA of Pregnancy Related Services
  • LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code

Best Practice: Review Report Notes in “Tools”/ Report Info

• Search for specific Reports
• Open folders to view reports
  • Example:  Discipline Validation – Homeless OSS

Student Custom Reports for Special Populations:

• Attendance Reports>Attendance Summary
  • ADA FTE Summary
  • Attendance Contact Hour Summary
    • Select Categories filter: Special Programs Attendance and ADA
  • Percentage in Attendance Comparison by Ethn, Gender, and Special Pop
    • Select Category filter: Special Population

• Attendance Reports>Attendance Student Detail
  • Low Attendance Report
    •  Select Program Code filter

• Average Daily Attendance (ADA) Reports
  • Refined ADA Report
    • Focus List
  • Gifted/Talented (GT) Funding (HB1525)

• Discipline Reports>Action Reason Summary
  • Discipline Action Reason Code Trend Analysis
    • Focus List

• Discipline Reports>Action Summary
  • Discipline Action Code Trend Analysis
    • Focus List

• Discipline Reports>Special Programs
  • Discipline Action Reason Student Counts and Days by Gender/Ethn/Spec Pops
    • Economic Disadvantage Filter
    • Gifted and Talented Filter
    • Section 504 Filter
    • Focus List
  • Discipline Action Student Counts and Days by Gender/Ethn/Spec Pops
    • Economic Disadvantage Filter
    • Gifted and Talented Filter
    • Section 504 Filter
    • Focus List
  • Section 504 Discipline Removals

• Economic Disadvantage Reports
  • Economic Disadvantage Year Comparison Percentages
    • Summer Filter

• FTE Reports
  • Pregnancy Related Services FTE Report

• HB3 Funding 
  • 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, PRS Post 2021

• PEIMS Summary and Review Reports
  • Summer PEIMS Checklist
    • ADA, PRS FTE, Dyslexia Risk, Title 1 Part A, Student Dyslexia or Related Services Roster, Homeless, Unaccompanied Youth, GT Enrollment, Migrant, Foster, Eco Dis

• Special Programs
  • Ethnicity & Special Program Trends
    • Filter Special Programs

 Use Filter(s) or Focus List options at the top of reports to be student group specific.

• Use Tools drop down options:
  • Export to Excel
  • Bookmark your favorite reports and enable sharing
  • Read Report Info to review a description of the report

Student Report Center – Create Ad Hoc Report

Summer PEIMS / Summer Enrollment

1. Criteria 1=”Dyslexia Risk”
2. Criteria 2= “Grade”

Summer PEIMS / Summer Enrollment

1. Criteria 1=”Dyslexia Services Code”
2. Criteria 2= “Dyslexia Risk Code”

Report Options – black box left side

 “Report Options”  – black box (left)

• Export to Excel
• Edit Report – make year, criteria or filter changes
• Bookmark – saves the report and enables sharing
• Show Percents
• Zeroes – shows codes with zero counts
• Graphing – provides options for visualizing data
• Turn on Heatmap – aid in looking for data anomalies

Column Options

• Add Emergent Bilingual data via Column Options to any Student Detail Listing

• Use “Add New Column” and select appropriate information

• Click “Add” and elements selected will appear at end of query
• Click “Submit Changes” and the student detail list will run again with the additions

• To change the way a report/list is displayed, use the options provided for each row of data.
  • Change “Title” by typing in the free form box.
  • To select a different “Year”, use drop down options.
  • Data Set is informational to describe the type of data being pulled.
  • Record is informational to describe which area the data is being pulled from.
  • To change the “Display Type” of the data in the column, use the drop down options.
  • Use the “Hidden” check box for any area that should not display on the report.
  • Use “Grouping” to allow the system to ungroup by the selected area.
  • To Remove a column of data, click the trash can.
  • Use double arrows under ”Controls”  to move a row up or down.
• Click “Submit Changes” to display changes in the report.

 

• Use Tools drop down options:
  • Export to Excel
  • Bookmark your favorite reports and enable sharing

Focus List

• Create a Focus List of a student detail report to use in other reports and ad hoc querying

STAAR Reports ( clickable “canned reports”) have filters and focus lists options to enable the viewing of students as per their Special Population coding on the STAAR Answer docs.

• STAAR 3-8 Custom Reports

  • STAAR 3-8 Longitudinal Summary

    • STAAR 3-8 Academic Performance – Special Pop/Focus List
• Filter Example
  

NOTE: Use Focus List or Special Pop drop down, but not both.

• Focus List Example:

STAAR Report Center  -(STAAR EOC)

• Algebra I – Category
•  Criteria 1 = “Academic Readiness – Did Not Meet”
•  Criteria 2 =”Gifted Talented”

TAPR data to compare with other LEA’s.

• Student Information
  • Students by Instructional Program
  •  GT
  • Add Peers

 

• Student Information
  • Students by Special Program
  • Dyslexia
  • Add Peer List

Support>Training>Webinars

• Past recorded and Future upcoming sessions

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

As you type in the Subject box, the Knowledge base search results appear to the left to help with answering questions before submitting a ticket.

Help – Use to search the Knowledge Base for information on the entire OnDataSuite system.