Course Completion/Graduation Data Review

1.Introduction #

This workshop will assist in auditing and reviewing Course Completion and Graduation data at the LEA to help ensure accuracy on Transcripts and in Summer PEIMS reporting. 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.

2.File Center #

Data Sources

TSDS
- PEIMS – Student Information System (SIS)
  - Summer

Check file uploads

Scroll toward the bottom of the Data Sources screen to view list of files uploaded

PEIMS files

Click on “Info“, “Data” or “Edits” 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.

3.TSDS Rules - Edits #

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

4.Student Reports #

4.1.Student Data Validation #

Funding Data Validation
- CTE/Tech Apps Course Completion Matrix with No CTE Contact Hours
- Student CTE Attendance Service ID and Course Completion CTE Service ID Mismatches
- Students With Perfect Attendance And No Course Completion Indicator
Course Completion Validation
- Enrolled Students Without A Course Completion Record
- No High School Fine Arts Courses
- Course Credit Duplicates
FHSP Validation
- FHSP Distinguished Level Algebra II Validation
- FHSP Distinguished – No Endorsements

Best Practice: Review Report Notes in Tools>Report Info

4.2.Student Custom Reports #

Folders and Reports in the Student Custom Reports section related to Course Completion:

Course Completion
- Dual Credit Report
  - Displays counts of students enrolled in a Dual Credit course by grade level for the LEA or campuses
  - Review trends and locate data anomalies in reporting
  - Drill down to student level
- Dual Credit Service ID Count Based on Pass/Fail Indicator (New Report)
  - Comprehensive report of all students with Dual Credit courses both Pass / Fail
  - Review students with Fail indicator to identify students lagging in credits to graduate
  - Report only looks at the completed portion of the course (course sequence codes 0, 2, 5, 9, D0, D2, D5 or D9)
- Fine Arts Courses Coding Summary
  - Lists students who have either a current or prior year high school credited Fine Arts course in the summer submission and displays current and prior year Fine Arts course data
- Student Course Completion Records
  - Use report to display PEIMS student course completion records tied to the class roster winter enrollment teacher with greater flexibility due to numerous filtering capabilities

CTE
- CTE Coding Summary
  - Most comprehensive report on CTE students
  - Lists students who have a current year or prior year CTE course(s) in the summer submission and displays current and prior year CTE data
  - Verify CTE students’ endorsement coding along with CTE courses currently enrolled in and/or previously completed.
  - Can also be used to predict the CTE and Program of Study Codes given out by TEA after the first Summer Submission
    - See Report Info for more details
    - See CTE Training Webinar under Support > Training > Webinars > CTE Data Review – Summer PEIMS (recorded on 5/18/23)

Graduation / Dropouts / Cohorts
- Summer FHSP Distinguished Completed With Endorsement Breakdown
  - Displays students at LEA or a specific campus who have completed their FHSP Distinguished Level Achievement and whether or not they have completed endorsements. (If DLA then at least 1 endorsement is reported.)

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

4.3.Student Report Center - Adhoc #

Reporting Elements in Summer PEIMS category:

Course Completion Record -Details on right (count of course completion records, not a count of students)

- Create Reports – use the following:
  - Select Year(s)
  - Criteria Options
    - Service ID – (E0724)
    - Grade – (E0017)
    - Pass/Fail – (E0949)
    - Dual Credit – (E1011)
    - ATC – (e1058)
    - College Credit Hours -(E1081)
    - Campus – (0782)
    - Course Sequence Code -(E0948)
    - Course Sequence Code (Student Section Association)
    - Class ID – (E1056)
Examples: (from previous school year – choose CURRENT YEAR and previous years for longitudinal review)

CTE Career Cluster and Level – Details on right (Pulls CTE career clusters and levels based on service IDs and program of study codes.)
- Create Reports – use the following:
  - Select Year(s)
  - Criteria Options
    - CTE Service ID Career Cluster*
    - Service ID
    - Program of Study*

Summer Enrollment – Details on right (Count of students)
- Create Reports – use the following:
  - Select Year(s)
  - Criteria Options
    - Dual Credit Indicator – (E1011)
    - Service ID – (E0724)
    - Grade – (E0017)
    - Course Sequence – (E0948)

Examples:

Graduation Program – Details on right (Count of FHSP graduation program students)
- Create Reports – use the following:
  - Select Year(s)
  - Criteria Options
    - Individual Graduation Committee Review – (E1563)
    - FHSP Participant – (E1541)
    - FHSP Distinguished Level of Achievement – (E1542)