This training is primarily focused on Fall PEIMS data and OnDataSuite Compensatory Education Funding reports and verification tools.  Explore reconciliation of PEIMS data reporting to Census Tier Mapping and impact on funding. 

• State Compensatory Education Funding Eligibility and Reporting Requirements
• Fall PEIMS Data Reconciliations and Validations
• HB3 Compensatory Education – Eco Dis/Census Tiers Report
• Pregnancy Related Services Reports  (Summer PEIMS )
• Preview Next Year Census Tiers (“What if”)
• Support/Training

   

STEP 1:  Log in to your OnDataSuite Account

 

Please request any log in credentials- URL, username or password – from your local OnDataSuite System Administrator or click “log in assistance” on the log in screen.

Chrome is the preferred browser.

 

 

Step 2: Verify Data is available for current year to review.

• Check Fall Dashboard 
  • Verify Year is the current year  **If current year is not displaying or available to select,  contact ODS Administrator to request a current year Fall PEIMS file is loaded with the minimum data as noted in the File Center section of this handout. 
  • Check for a Fall PEIMS loaded message and the date of the latest upload.  **Note:  Verify with your ODS Administrator the frequency of file uploads. 
  • Scroll the page to verify student counts are reporting and Economic Disadvantage totals are reported under the Student Indicators section.   If this data is missing, contact your ODS Administrator to have a corrected file loaded. 

If Step 2 verifications are good – this section is for additional reference only.  

If any issues are identified verifying data available in Step 2, this step may provide additional information for the ODS Administrator as to the possible issue.

 

File Center/ Data Sources –

NOTE: If any of the files are missing, or data is missing from the files, the reports will still generate but have incomplete, inaccurate or no data.

• • Fall PEIMS – Student
    • Routine uploads of Student data prior to submission/resubmission dates for verification is recommended.
    • After resubmission, ensure final file that went to TEA is uploaded in ODS.

File Center > Data Sources > PEIMS – scroll to file list below the green “Click to upload” button.

Locate the current year file section and look for a Fall PEIMS file loaded.  If none, contact your ODS Administrator.

Select the Info link on the current Fall file loaded (note date loaded)

Verify the following interchanges are loaded and the complex types indicate OK:  *Note if any of the interchanges are missing or did not load OK, contact your ODS Administrator. 

• • • InterchangeEducationOrganization
    • InterchangeStudent
    • InterchangeStudentEnrollment
    • InterchangeStudentProgram

State Compensatory Education (SCE)/Comp Ed Funding (reference TEC 48.104)

SCE Allotments are state funds, for supplemental programs and services, allocated to LEAs for 3 primary subpopulations:

• Individual Student coding determines funding eligibility:

1. For each student who does not have a disability and resides in a residential placement facility in a district in which the student’s parent or legal guardian does not reside, a district is entitled to an annual allotment equal to the basic allotment multiplied by 0.2 or, if the student is educationally disadvantaged, 0.275.
2. For each full-time equivalent student who is in a remedial and support program under Section 29.081 because the student is pregnant, a district is entitled to an annual allotment equal to the basic allotment multiplied by 2.41.
3. For each student who is educationally disadvantaged (economically disadvantaged)
   AND resides in an economically disadvantaged census block group as determined by the commissioner is entitled to an annual allotment equal to the Basic Allotment x the weighted tier (Census Block Tiers) assigned to the individual student’s census block group.

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• Eligible students are determined to be educationally disadvantaged and are reported in the PEIMS Fall submission with a Student Census Block Group as defined in the TSDS Web-Enabled Data Standards  (Reference section DR44)
• STUDENT-CENSUS-BLOCK-GROUP must be reported for students who are:
  • economically disadvantaged (ECONOMIC-DISADVANTAGE-CODE 01, 02 or 99),
  • AND enrolled on the PEIMS Fall snapshot date (last Friday in October) date (AS-OF-STATUS-CODE B, D, F, or X),
  • AND eligible for ADA (ADA-ELIGIBILITY-CODE 1, 2, 3, 6, 7 or 9)
  • AND student is not homeless (HOMELESS-STATUS-CODE 0)
  • AND includes students (with or without a disability) who reside in a residential facility if they are regularly assigned to the LEA (STUDENT-ATTRIBUTION-CODE <> 21 or 23)
• STUDENT-CENSUS-BLOCK-GROUP must NOT be reported for students who are:
  • not economically disadvantaged (ECONOMIC-DISADVANTAGE-CODE 01, 02 or 99)
  • OR not enrolled on the PEIMS Fall snapshot date (last Friday in October),(AS-OF-STATUS-CODE A, C, E G, or X),
  • OR not in membership, (except students enrolled, not in membership due to virtual learning)
  • OR ineligible for ADA,
  • OR homeless,
  • OR residing in a residential facility but are not regularly assigned to the district.

 

• Economically disadvantaged students’ census block groups are determined from student’s home address.
  • If a census block group is not identified for an address (ie. new addresses/developments), eligible student(s) will be assigned the lowest funded tier weight (0.225) (Tier 1)

 

• Homeless students and students residing in residential placement facilities not regularly assigned to the LEA are automatically assigned to the highest funded tier weight (0.275) (Tier 5).  Census Block Groups are NOT reported on these students as they do not have a home address. 

 

• Census Block Tiers are assigned to Census Block Groups based upon the severity of poverty using the following factors:
  (1) poverty measured by median household income,
  (2) average educational attainment of population,
  (3) percentage of single parent households, and
  (4) the rate of home-ownership
  (5) Other criteria determined to likely disadvantage students’ success (e.g., automatic Tier 5 for
  homeless students and students in residential facility not regularly assigned to LEA)

    Lowest Funding   <————————————————————————–>   Highest Funding

• • By law TEA is required to annually review the Census Block Group mapping to Census Tiers and publish updated mapping by March 1 for the subsequent year funding.
  • https://tea.texas.gov/texas-schools/general-information/census-block-group-tools

 

 

OnDataSuite loads the new Census Block Tier Mapping each spring when it is released for the subsequent year reporting.

Timeline:

• Fall PEIMS  (2022-2023)
  • Fall Snapshot Date————————————————-October 28, 2022
  • PEIMS Fall first submission due date for LEAs and ESCs —–December 8, 2022
  • PEIMS Fall resubmission due date for LEAs and ESCs———January 19, 2023
  • PEIMS Fall data available to customers————————— February 16, 2023

Fall PEIMS Data Reconciliations and Validations

The majority of the SCE funding is determined in Fall PEIMS reporting, primarily the SCE Census Tier weighted funding student counts. 

1. For each student who is educationally disadvantaged (economically disadvantaged)
   AND resides in an economically disadvantaged census block group as determined by the commissioner is entitled to an annual allotment equal to the Basic Allotment x the weighted tier (Census Block Tiers) assigned to the individual student’s census block group.

OnDataSuite HELP is a Knowledge Base (KB) of articles and reports you may search for information.   Frequently Asked Questions are addresed in KB articles.  Use keywords in the Search feature to narrow the menu to relevant articles.  Details on several articles relevant to the Census Block Groups and Census Tiers are noted below.

Frequently Asked Questions:

1.  State Compensatory Education (SCE) Census Block Groups 2022-2023  KB article posted in May 2022 as a follow up to TEA’s letter notifying LEAs of major realignment of the Census Block Group numbering and mapping to Census Tiers beginning in 2022-2023.
   • “Since this year’s SCE tier assignments rely on U.S. Census decennial years 2020 data, the total number of block groups in Texas was updated from 15, 811 for previous years to 18,638 block groups, and all individual block group assignments across the state were renumbered.”
   • Census Block Group mapping to Census Tiers for 2022-2023

1.   Why are Census Tiers different this year when the Census Block did not change?  Quick reference to ODS LEA Cloud Sharing reports for longitudinal review of Census Block Number changes and Tier mappings.
   • Bookmarks > LEA Cloud Sharing (search Census) > 22-23 Fall Enrollment by Census Block Group by Census Tiers (GEOID)
   • 
     • Review the None rows with counts in the current year – ensure your Census Block Groups have been updated with the latest TEA Census Block Group Tool. 
     • Verify Census Block Group where Tier changes from one year to the next.
     • Check Total Census Block Group counts by year for reasonableness.
2. Reconciling Fall Dashboard Eco Dis Student Count with the HB3 Comp Ed – Eco Dis/Census Tiers Report
   • Common question is Why doesn’t the Eco Dis Student count on my Fall Dashboard match the total Student count on my HB3 Comp Ed – Eco Dis/Census Tier report? 
   • Verify TSDS Fall Fatal Business Rules 40100-0190 or 40100-0191 are NOT triggered as the first step of reconciliation with the Fall Dashboard count.

     • Fatal Edit : 40100-0190 checks for missing Student Census Block Group numbers on eligible students: Students triggering this edit will result in potential underreported Tier counts for HB3 Comp Ed. Add this count to the HB3 Grand Total and ensure the students have a valid Census Block Group number in the next TSDS PEIMS Fall File uploaded into ODS.

       Fatal Edit : 40100-0191 checks for Student Census Block Group numbers reported on ineligible students:  Students triggering this edit will result in potential overreported Tier counts for HB3 Comp Ed. Subtract this count from the HB3 Grand Total and ensure the students Census Block Group number is removed OR correct the Student criteria coding as required for reporting a Census Block Group in the next TSDS PEIMS Fall File uploaded into ODS

   • Utilize the Bookmark > LEA Cloud Sharing (Fall Dashboard) > 22-23 Fall Dashboard Eco Dis Student List with State Comp Ed Criteria report to analyze all Economically Disadvantaged reported students and their reported criteria as it relates to SCE eligibility.
     • Most Common coding discrepancy is student is ADA ineligible.   

1. Reconciling Fall Dashboard Homeless Student Count with the HB3 Comp Ed Eco Dis/Census Tiers report
   • Common question is Why doesn’t my Homeless Status count on my Fall Dashboard match the Tier 5 Homeless count on my HB3 Comp Ed – Eco Dis/Census Tier report? 
   • Utilize the Bookmark > LEA Cloud Sharing (Fall Dashboard) > 22-23 Fall Dashboard Homeless Student List with State Comp Ed Criteria report to analyze all Economically Disadvantaged reported students and their reported criteria as it relates to SCE eligibility.
     • Most Common coding discrepancies are missing Eco Dis coding and/or ADA coded as ineligible. 

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• Correct any coding errors in your Student Information System (SIS) and re-extact and load a new file in ODS for changes to be reflected on reports. 

HB3 Student Compensatory Education – Eco Dis/Census Tiers   (Fall PEIMS file required)

Report Location: Located under Finance and Student

• Finance – Finance Custom Reports > Summary of Finance (SOF) Reports > Student Funding Detail Reports > HB3 Compensatory Education – Eco Dis/Census Tiers
• Student – Student Custom Reports > HB3 Funding > HB3 Compensatory Education – Eco Dis/Census Tiers

• Only includes students who have been reported with a Census Block Group in the Fall PEIMS file loaded in ODS PLUS Homeless students and Residential Facility out of district that meet the Comp Ed criteria. 
  • If Grand Total looks significanlty less than prior year or significanlty highter, be sure to check the TSDS rules for Fatal edits (40100-0190 and 40100-0191) which will also impact whether students are on this report or not.
  • Reference Fall PEIMS Data Reconciliation and Validation section for methods to identify students potentially missing from the report.  

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• Use this report to assist with the Summary of Finance(SOF) template funding projections for state compensatory education.

• • Defaults to Year of most recent Fall File in the File Center.  *Note if you review a prior year file, the Census Tier reporting is based upon the respective year Census Block Group Mapping  as posted by TEA for that year.  
  • Default view is by Grade.
  • Total column by row for quick analysis of SCE total counts across all tiers.

 

• The Campus Summary toggle view allows for reconciliation with the TEA Summary of Finance(SOF).  *Note from this view the toggle is now Grade Summary to return to the default view.

 

• Tools Menu
  • Export to Excel functionality will export the data into an Excel report and maintains the report format.
  • Bookmark allows you to send the report to your bookmark section and SHARE it with other OnDataSuite users.
  • Report Info will provide a pop-up with details on the use, data sources, calculations and special features of the report.  * Note: Anytime you print the report, the Report Info will print at the end of the report.  

• Report Filters: 
  • Year (Default most current year of Fall PEIMS data)
  • Campus (Default All Campuses)
  • Grade Level (Default All Grades)
  • Focus List (Default none)

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IMPORTANT Data Validation Check only reflected on this report:  Tier 1 – Census Block (Geoid) Reported – Lowest Tier Default*

• Reminder from the SCE Rules and Guidelines:
  • Economically disadvantaged students’ census block groups are determined from student’s home address.
    • If a census block group is not identified for an address (ie. new addresses/developments), eligible student(s) will be assigned the lowest funded tier weight (0.225) (Tier 1)

• With the TEA renumbering and realignment for 2022-2023, large numbers in this column indicate the Fall file loaded does not contain the new 2022-2023 Census Block Group numbers.
• BEST PRACTICE:  Drill into the total and review the Census Block Group number on each student in the list.

• • Tips on analyzing :
    • Sort the Census Block Group.
    • Export to Excel, set filters on export file and identify how many different Census Block Group numbers are listed to investigate.  (Check it with the TSDS Census Block Tool and/or on the Census Block Tier Mapping for 2023)
    • Verify student address and 22-23 Census Block Group number has been updated.
    • Valid Texas Census Block Group numbers begin with 48, any other leading digits should be verified.

Only Texas (48) Census Block Group numbers are Mapped to Census Tiers for funding in the Census Block Tier Mapping located on https://tea.texas.gov/texas-schools/general-information/census-block-group-tools.
Reconciliations to TEA Final SOF have revealed students that report Census Block Group numbers from Arkansas (05), Louisiana (22), New Mexico (35) or Oklahoma (40) are NOT included in the Tier 1 default funding.

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REMINDER: Homeless students do not report a Census Block Group number.  TEA automatically assigns them to Tier 5 for SCE funding.

• BEST PRACTICE:  Crosscheck Total Tier 5  Homeless student count with Fall Dashboard Homeless Status Total. Reference Fall PEIMS Data Reconciliation and Validation section for methods to identify students potentially missing from the report. 

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ODS Update for No Tier Assigned column in progress:   (report update due by October 31)

1. For each student who does not have a disability and resides in a residential placement facility in a district in which the student’s parent or legal guardian does not reside, a district is entitled to an annual allotment equal to the basic allotment multiplied by 0.2 or, if the student is educationally disadvantaged, 0.275.

• • This column is being moved to report under Tier 5 and any students reported in this column will be included in the Tier 5 total.
  • Students included in this SCE funding count:
    • Student resides in a residential facility and is not regularly assigned to the LEA (parent’s do not reside in the district) (STUDENT-ATTRIBUTION-CODE = 21 or 23)
    • AND student is without a disability (PRIMARY-DISABILITY-CODE 00)
    • AND Economically Disadvantaged (ECONOMIC-DISADVANTAGE-CODE 01, 02 or 99),
    • AND enrolled on the PEIMS Fall snapshot date (last Friday in October) date (AS-OF-STATUS-CODE B, D, F, or X),
    • AND eligible for ADA (ADA-ELIGIBILITY-CODE 1, 2, 3, 6, 7 or 9)
    • AND student is not homeless (HOMELESS-STATUS-CODE 0)

 

Per the SCE Guidelines and Funding Requirements:

For each full-time equivalent student who is in a remedial and support program under Section 29.081 because the student is pregnant, a district is entitled to an annual allotment equal to the basic allotment multiplied by 2.41.

ODS has two reports that may be used to identify the Pregnancy Releated Services FTE for the Summary of Finance (SOF) template.

This data is calculated based upon Summer PEIMS Attendance reporting and will not populate for the current year until a preliminary Summer PEIMS file is loaded.

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• Pregnancy Related Services FTE Report 

Report Location: Student > Student Custom Reports > FTE Reports > Pregnancy Related Service FTE Report

• Filters:
  • Year
  • Campus
  • Grades ( *Note – this filter is not available on the HB3 Student FTE report below)
  • Instructional Tracks
  • Focus List

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• HB3 Student FTE – Spec Ed, CTE, PRS Post 2021  

Report Location: Located under Finance and Student

• Finance – Finance Custom Reports > Summary of Finance (SOF) Reports > Student Funding Detail Reports > HB3 Student FTE – Spec Ed, CTE, PRS Post 2021
• Student – Student Custom Reports > HB3 Funding > B3 Student FTE – Spec Ed, CTE, PRS Post 2021

This report provides Student FTE data for HB3 and changes by HB1525 (21-22) program funding related to Special Education, Career and Technical Education , Career and Technical Incentive Allotment and Pregnancy Related Services on a single report. Use this report to assist with the Summary of Finance(SOF) template funding projections.

• Special Education – by Instructional Setting by Six weeks and Refined Total
• Career and Technical Education – By Funding Tiers (1, 2 or 3) by Six Weeks and Refined Total
• Career and Technology Incentive reporting – $50 per FTE/student allotments on 3 student groups:
  • Students enrolled in a P-Tech Campus (Fall PEIMS Snapshot count)
  • Student enrolled in a New Tech Campus (Fall PEIMS Snapshot count)
• Pregnancy Related Services. – by Instructional Tracks by Six Weeks and Refined Total

 

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Preview Next Year Census Tiers 

ODS released a new report (Preview Next Year Census Tiers) earlier this year in response to numerous client requests.

The report is a “what if” of your Current year Fall PEIMS census block group reporting with the NEXT YEAR TEA Census Tier Mapping for early preview of potential impact to funding. 

It compares your current Census Block Groups reported to next year Census Tiers from TEA for and early estimate of TEA changes in the Tier mapping with the assumption your Census Block Group numbers will change minimally. *Recommended timeframe for report relevancy is April – September after TEA has released the next year Census Tier Mapping (and ODS has it loaded) and prior to LEA updating next year Census Block Group for Fall PEIMS reporting.     The Preview Next Year Census Tiers report is located in Finance. Finance – Finance Custom Reports – Summary of Finance (SOF) Reports – Student Funding Detail Reports – Preview Next Year Census Tiers

The report is based upon the latest year Fall PEIMS (2022-2023) Census Block Group loaded in ODS and the next year (2023-2024) TEA Census Tier Mapping regarding State Compensatory Education (SCE) Program .

This example shows no mapping since the 2023-2024 TEA Census Block Group Mapping is not due until March of 2023.  Therefore all students with Census Block Groups are reported in the default lowest funded tier 1.

Support > Training > Webinars

• • Register for upcoming sessions (Future – default to top of the list)
  • View previous recorded sessions and Handouts (select Past filter and use Keyword Search or scroll to recording and Handout)

 

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Ticket (upper right on blue menu bar)  OR Support > Ticket System>Submit Ticket

Use the Ticket System to enter a question, problem or feature request with detailed description.

As you type in the Subject box, the Knowledge base search results display to the left and potentially answer you are looking for.

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

 

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