This workshop will assist in auditing and reviewing data at the LEA for RF Tracker (Residential Facility Tracker) information, counts, codes to help ensure accuracy, prior to submitting file to TSDS/TEA. The TSDS Residential Facility Tracker Collection captures students receiving special education services that reside at a residential facility in the boundaries of a LEA and that are being served by the LEA.  The data must be tracked as soon as educational services begin. This collection requires data to be uploaded into both Summer Submission as well as the RF Tracker Collection portal.  OnDataSuite is the perfect tool to allow users to merge this data together into reports to ensure all student data reporting requirements have been met. Getting Started: Log in to your OnDataSuite Account

•        Chrome is preferred browser.
• URL/User name/PW – provided by your local OnDataSuite Manager/Admin

RF Tracker Collection 

The purpose of the RF Tracker Collection is to oversee and monitor the programs provided to student with disabilities who reside in residential facilities.  A residential facility, for this purpose, is defined as a facility that provides 24-hour custody or care of students 22 years of age or younger who reside in the facility for detention, treatment, foster care, or any non-educational purpose.

RF Tracker Interchanges

TSDS PEIMS Summer: (The RF Tracker collection will leverage data that is already being submitted in the current year PEIMS Summer submission including organization information, campus information, student basic information for Special Education students residing at a Residential Facility and served by the LEA – including ADA 0 students.

• Education Organization Interchange
• Student Extension Interchange
• Student Program Interchange
  • Student Special Education Program Association Extension
  • Student Program Extension

***Additional data elements that will be reported in the PEIMS Summer submission include

• E1629 – Residential Facility Indicator on the Student Extension Complex
• E1632 – Effective Date for the following:
  • Instructional Setting Code
  • Primary, Secondary, Tertiary Disability Codes
  • Special Education Related Services

TSDS RF Tracker Collection:

• Education Organization Interchange
• Student Parent Interchange
• Student Enrollment Interchange
  • Student Residential Facility Association Extension

***Additional data element that will be reported in the RF Tracker collection includes:

• E1627 – Residential Facility ID on the Education Organization Interchange so LEAs can report the residential facilities in the LEA’s geographic boundaries.

File Center

Data Sources

• Summer PEIMS TSDS – Student Information System (SIS) / State Reporting / xml files (extracted)
• RF Tracker TSDS – SIS / State Reporting / xml files (extracted)

• Check file uploads 
  • scroll toward the bottom of the upload screen to view list of files uploaded
  • PEIMS files – click on file to open up and see list of interchanges/sections.

 

NOTE: Current year Summer PEIMS and RF Tracker TSDS files will be in “preliminary” status until this data collection is complete.

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

 

TSDS Rules/RF Tracker – 2022-23

Once you load RF Tracker and Summer PEIMS interchanges (preliminary), navigate to TSDS Rules to view the status of the business rules.

Fatals/Warnings/Specials

• Drill down to Business Rules:
• Excel ALL details – for the TSDS view of ALL edits

Or

• Select Edit # to Drill down to details for just this edit

Tools ( top right) -export to excel and make corrections in the “source” – SIS

 

Business Validations for RF Tracker Submission include:

Locate  “Student” on the blue menu bar to view RF Tracker data.

Student Residential Facilities / Student Report Center

• Choose any of the following Criteria to search the data.

Cast Net – #1

Criteria 1 – Residential Facility ID

• Click on hyperlink for number of students identified at each facility

 

Cast Net #2

Criteria 1 – Attendance Zone Campus

Criteria 2 – Date Entered RF

• notice the breakout of data by campus and by date entered

 “Report Options” 

• Bookmark – saves the report and enables sharing
• Export to Excel
• Show Percents 
• Turn on heatmap – aid in looking for data anomalies
• Graph Control – provides options for visualizing data

 

**RF Tracker includes Summer PEIMS data – you can run Adhoc Reports on the Summer PEIMS Data as well

Summer PEIMS / Summer Enrollment / Student Report Center

Cast Net

Criteria 1 – Residential Facility Indicator

Summer PEIMS / Summer SPED Program Enrollment / Student Report Center

Cast Net

Criteria 1 – Campus (filter for campus RF students enrolled)

Criteria 2 – Grade (filter for grade RF students enrolled)

Find RF Tracker Student to see the connection of RF Collection and Summer PEIMS data.

 

Bring It All Together

Adhoc – Summer PEIMS / Summer Enrollment

Criteria 1 – Residential Facility Indicator (no filter)

• Click on hyperlink in row “true”
• Click on Column Options
• Click on Add New Column
• Click on Data Set (add Student)
• Click on Record (add Summer PEIMS / Summer SPED Program Enrollment)
• Click on Column (add 5 columns: Effective Date SPED, Instructional Setting, Primary Disability, Secondary Disability, Tertiary Disability)
• Click on Year (add current year)
• Click Add
• Click Submit Changes

All added columns will now display on the right hand side of your report.

But wait…there is more!!!

Once again…

• Click on Column Options
• Click on Add New Column
• Click on Data Set (add Student)
• Click on Record (add Residential Facilities / Student Residential Facilities)
• Click on Column (add 2 columns: Date Entered RF, Date Exited RF)
• Click on Year (add current year)
• Click Add
• Click Submit Changes

You have now successfully combined Summer PEIMS data with RF Tracker Collection data into one report for review.

 

 

Individual Student Dashboard

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.

• Click on Summer PEIMS Tab
• Click on Summer SPED Program Enrollment to review SPED information associated with RF Tracker reporting

 

Focus Lists – are stored on the Black Menu Bar at top but you must create a Focus List first.

From any adhoc report that you create, click on the Focus List button on your report.

• Create New Focus List name and Click Submit
• Now you can navigate on the Black Menu Bar to Focus Lists

• All Focus Lists that you have created will be listed there.
• Click on the hyperlinked name for the report to open the report.

*Focus List reports are static reports the moment they are created meaning that even if you upload updated information into OnDataSuite, the Focus List report will not update.  The report is frozen the moment it is created.

Best Practice: add the Date Created in the title of your reports so that you can easily delete reports you know are no longer relevant.

 

Support>Training>Webinars

• Past recorded and Future upcoming sessions

 

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

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