Users Manual

This is the user manual page

 

OnPoint Users Manual

  1. About OnDataSuite
  2. Intro to OnPoint
    1. Logging Into OnDataSuite
    2. Accessing An Account
      1. Password - Personal Reset
      2. Password - Administrative Reset 
    3. My Account
      1. Your Profile
      2. Job Title / Areas of Interest
      3. User Settings
      4. Completed Trainings
  3. Administrator
    1. Users
      1. List & Edit
        1. Add New Users
        2. Edit Users
        3. Delete Users
      2. Add User
      3. Batch Upload
      4. Changes
      5. Roles and Responsibilities
    2. Site Settings
      1. Authentication Settings (LDAP)
        1. LDAP Administration vs OnDataSuite Admin
        2. LDAP Access Fields
        3. Assigning Access by LDAP Group
        4. Assigning Access Privileges by LDAP Individual User
        5. Conflicting LDAP Group vs Individual Access Privileges
      2. Connection Status
        1. Ticket Email System Requirements
        2. Charts and Graphs System Requirements
        3. Help Desk and Training Videos System Requirements
        4. Manuals System Requirements
      3. TSDS Business Rules Notifications
    3. Overrides
      1. Campus Type
      2. Grade Level Age Ranges
      3. Superintendent
    4. Logs
      1. User Access
      2. File Upload History
      3. Training Certification Progress
    5. Goals
      1. HB3 Historical Trend Data
      2. HB3 Goal Settings
      3. District Goals
  4. What's New
  5. File Center
    1. Redaction Policy
    2. Loading District Files
      1. TSDS - PEIMS
      2. TSDS - Class Roster
      3. TSDS - ECDS
      4. PEIMS (Legacy)
      5. Profile Images
      6. Section 504 - Pre 2019
      7. General Ledger
      8. CCMR EWS Supplement Files
    3. Loading CRDC Files
    4. Loading TEA Files
      1. CCMR
      2. Cohort Preliminary Four Year Files
      3. Cohort Longitudinal 4, 5, 6 Yr Final Graduation Files
      4. Testing Issues Roster
      5. Staff Certifications
    5. Loading ACT Files
    6. Loading TSIA (Accuplacer Files)
    7. Loading Other Exam Files
      1. IB (International Baccalaureate)
      2. NWEA MAP files
    8. Loading College Board Files
      1. SAT
        1. SAT - Data File - TXT Option
      2. AP
        1. Downloading AP files from College Board
        2. Understanding AP Reporting Dates in ODS
      3. PSAT10/NMSQT
      4. PSAT 8/9
      5. PSAT (pre 2016)
      6. SAT (pre 2016)
      7. ReadiStep (Now PSAT 8/9)
    9. Loading State Testing Files
      1. STAAR 3-8 & 3-8 ALT
      2. STAAR EOC & EOC ALT
      3. Interim Assessment
      4. TELPAS
      5. TELPAS ALT
      6. TAKS
      7. CAF
      8. SIRS
    10. Data Reconciliation
    11. PEIMS Edits
      1. Edits Notifications
      2. Edits File Record Count Summary
    12. OnSync
    13. Student ID Merge
  6. Bookmarks
    1. My Bookmarks
    2. Shared with me
    3. LEA Cloud Sharing
  7. User Groups
  8. My Custom Reports
  9. Focus List
  10. Dashboards
    1. Fall Dashboard
    2. Summer Dashboard
    3. Campus Dashboard
    4. Academic Dashboard
    5. Student Profile Dashboard
      1. Student Information
      2. Enrollment
      3. Attendance & Discipline
      4. RDA
  11. Student
    1. Student Data Validation
      1. Fall Pre-Validation Limited Scope Attendance Audit Review
        1. LSA Of Kindergarten Students Enrolled Under The Age Of Five
        2. LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code
        3. LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only
        4. LSA Of Early Education Students With A Special Education Setting Of Mainstream
        5. LSA Of Bilingual ESL Education Eligibility Coding On The Snapshot
      2. Summer Limited Scope Attendance Audit Review
        1. LSA Of Kindergarten Students Enrolled Under The Age Of Five
        2. LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code
        3. LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only
        4. LSA Of Early Education Students With A Special Education Setting Of Mainstream
        5. LSA Of Pregnancy Related Services
        6. LSA Of Parental Denial Of Students With Eligible Bilingual ESL Days
        7. LSA Of Tracks Reporting Less Than Allowable Minutes Or Days
      3. Funding Data Validation
        1. Students With Perfect Attendance And No Course Completion Indicator
        2. Fall-CTE Class Service IDs With Less Than 45 Minutes
        3. Students With Homebound Or Hospital Code And CTE Hours In Same Six Weeks Period
        4. PK Students With September 1st Age of 5 Years Old Or Older Showing Eligible Days
        5. Students With September 1st Age Over 21 And Showing Eligible Days
        6. Students Coded Ineligible Or Not In Membership On Snapshot And Showing Eligible Days
        7. Students Expelled To A County JJAEP That Do Not Report Ineligible Attendance
        8. Student Excess Contact Hour Summary
        9. CTE/Tech Apps Course Completion Matrix with No CTE Contact Hours
        10. Campus Calendar Number Days by Reporting Periods
      4. Course Completion Validation
        1. Enrolled Students Without A Course Completion Record
      5. Discipline Validation
        1. Discipline Incidents For Mutual Fighting Only 1 Offender
        2. Discipline Records Without A Matching Attendance Record
        3. Unauthorized Suspensions For Grade Levels Less Than 3rd Grade
        4. Homeless Out of School Suspensions
      6. FHSP Validation
        1. FHSP No Endorsements
    2. Student Custom Reports
      1. Attendance Reports
        1. ADA FTE Summary
        2. Attendance Contact Hour Summary
        3. Six Weeks Attendance Report
        4. Low Attendance Report
        5. Percentage in Attendance Comparison By Ethn, Gender, and Special Pop
        6. Perfect Attendance in a Reporting Period
      2. Average Daily Attendance (ADA) Reports
        1. Refined ADA Report
        2. Bilingual / ESL Refined ADA Report
        3. Special Education Mainstream Refined ADA Report
        4. Bilingual/ESL Refined ADA Report Post 2019
      3. LEP / EL Reports
        1. LEP/EL Services Survey
        2. English Learner Year Comparison Percentages
      4. Course Completion
        1. Dual Credit Report
        2. Student Course Completion Records
      5. CTE
        1. CTE Contact Hours
        2. CTE Coding Summary
        3. CTE Eligible Days
        4. CTE enrollment by V Code
      6. Discipline Reports
        1. Out of School Suspension Summary
        2. In School Suspension Summary
        3. Discipline Action Summary
        4. Classroom Removals by Ethnicity
        5. OSS And ISS Report
        6. Students Receiving CTE or Bilingual ESL Services With Short Term Discipline Removals
        7. Students with Excessive ISS Placements
        8. Student Accumulated Discipline Incidents
        9. Student Discipline Records
        10. Custom DAEP Report
        11. Discipline Action Reason Code Trend Analysis
        12. Discipline Action Code Trend Analysis
        13. Discipline Action Group Summary
        14. Discipline Action Student Counts and Days by Gender/Ethn/Special Ed
        15. Discipline Action Reason and Action Comparisons By Gender & Ethnicity
      7. Economic Disadvantage Reports
        1. Economic Disadvantage Year Comparison Percentages
        2. ERATE Report
        3. Fall - Eco Dis Percent in Membership
      8. FTE Reports
        1. Pregnancy Related Services FTE Report
        2. Career & Technical Education FTE Report
        3. Career and Technical Education Advanced Courses FTE Report
        4. Special Education FTE Report
      9. Graduates / Dropouts / Cohorts
        1. Cohort Preliminary Preview
        2. Dropout Early Warning System
        3. FHSP Distinguished With Endorsement Breakdown
        4. Leaver Dropout Recovery 7th-12th
        5. Over-age Student Report
        6. Retention Report
      10. HB3 Funding
        1. HB3 Compensatory Education - Eco Dis/Census Tiers
        2. HB3 Student ADA Report - Refined, HS, SPED Mainstrm, Bil, Early Ed, PEG, Res Facility (Revision)
        3. HB3 Student Counts - Dyslexia Services Report
        4. HB3 Student FTE -Spec Ed, CTE, Adv CTE, PRS
      11. PEIMS Summary and Review Reports
        1. Snapshot Enrollment Detail
        2. Student Data Review
        3. Fall PEIMS Historical Comparison
        4. Summer PEIMS Checklist
        5. Fall PEIMS Checklist
      12. Section 504
        1. Section 504 Discipline Removals
      13. SPED
        1. Regional Day School for the Deaf (RDSPD) Student List
        2. SPED Students who took STAAR and did not pass any test
        3. Student Special Education Contact Hours
        4. SPED Student Instructional Settings by Six Weeks
        5. Special Education Discipline Removals
        6. Special Education Year Comparison Percentages
        7. Special Education Eligible Days and Contact Hours
      14. Early Childhood Data System (ECDS)
        1. ECDS Student Class List
      15. Miscellaneous
        1. Student Attribution/ADA
        2. Ethnicity & Special Program Trends
        3. Students Continuously Enrolled Fall Snapshot
        4. Student Mobility Rate Report
        5. Special Program Counts - Fall
        6. ESC Only-Region District Campus Summary Report
        7. ESC Only - Regional Transfer Report
    3. Student Report Center
  12. Staff
    1. Staff Data Validation
      1. Inaccurate Role ID Reporting to PEIMS
      2. Payroll to Responsibility Campus Mismatch
    2. Staff Custom Reports
      1. Staff FTE Reports
        1. Staff FTE Counts and Salary Report
        2. Indicators of Financial Problems - Student/Teacher FTE Ratio
        3. FTE by Function Code
        4. FTE by Role
      2. Teacher Summary Reports
        1. Elementary Teacher Counts by Grade Level Ranges
        2. High Quality Prekindergarten Average Teacher to Student Ratio
        3. Teacher by Service ID - FTE Percentage
        4. Teacher Classroom Link Report
        5. Teacher Years of Experience
      3. Miscellaneous Staff Reports
        1. Responsibility Record List ( Most Recent Year )
        2. Role/Auxiliary Role ID Gender/Ethn Summary Report
        3. Staff Responsibility Review
        4. Fall PEIMS Checklist
        5. Contracted Staff Report
        6. Staff Total Monthly Minutes
        7. Staff Retention Rate
    3. Staff Report Center
  13. Assessment
    1. STAAR 3_8 Custom Reports
      1. STAAR 3-8 Accommodations
      2. STAAR 3-8 Summary Report
      3. STAAR 3-8 Combined Summary Report (English and Spanish)
      4. STAAR 3-8 Analysis Report
      5. STAAR 3-8 Achievement vs. Growth Matrix
      6. STAAR Frequency Distributions
      7. STAAR Test Administered
      8. STAAR 3-8 Differential
      9. STAAR 3-8 Academic Performance
      10. STAAR 3-8 Performance Levels
      11. STAAR 3-8 SCE At Risk Report
    2. STAAR 3_8 ALT Custom Reports
      1. STAAR 3_8 Alt Performance Levels
      2. STAAR Frequency Distributions
    3. STAAR EOC Custom Reports
      1. EOC Accommodations
      2. EOC Performance Level
      3. Repeaters, Course Completion Comparison
      4. EOC Summary
      5. EOC Analysis
      6. Achievement vs. Growth Matrix
      7. All Students who took STAAR EOC
      8. Cumulative Performance Analysis
      9. Students Met Standard Counts
      10. Frequency Distributions
      11. Test Administered
      12. EOC Academic Performance
      13. EOC Differential Report
    4. STAAR EOC ALT Custom Reports
      1. Alt Performance Levels
      2. Alt Frequency Distributions
    5. STAAR Interim Assessment Custom Reports
      1. Interim Assessment Lists
    6. AP Custom Reports
      1. AP Course Completion to AP Exam Scores Summary
  14. Finance
    1. Finance Data Sources
    2. Finance Report Center
    3. Finance Custom Reports
      1. Financial Integrity Rating System Of Texas (FIRST) Aide
      2. SSA Membership
      3. SSA Fiscal Arrangement
      4. M & O Tax Rate and Fund Balance in the General Fund By Fiscal Year
      5. Total Staff and Total Student By School Year
      6. Per Pupil Expenditures All Funds
      7. General Fund Revenues and Expenditures Compared to Enrollment
  15. Accountability
    1. Federal Accountability Report Center
      1. CRDC Report Center
      2. 98 Category Significant Disproportionality Report
      3. School Safety Choice Option (SSCO)
      4. Texas Education for Homeless Children and Youth (TEHCY) Reports
        1. TEHCY Review
        2. TEHCY Homeless Assessment Results
      5. TEXSHEP Reports
        1. Homeless Student Assessment Results
      6. Disproportionate Representation and Significant Disproportionality(IDEA reports)
      7. EEOC
        1. EEO-5 Survey Aide
      8. ESSA Compliance Aide Reports
        1. ESSA PR1000 Aide - Title I, Part A
        2. ESSA PR3002 Aide - Title III, Part A
      9. ESSA Title I Equity Plan
    2. State Accountability Report Center
      1. CCMR - College, Career, Military Ready
        1. CCMR PEIMS Checklist
        2. Accuplacer Highest Score Analysis
        3. ACT High School Highest Score Analysis
        4. SAT Highest Score Analysis
      2. A-F Rating System
      3. STAAR Historical Summary Reports
      4. 110 Percent Report
      5. TAPR
        1. Cohort Longitudinal Rates
        2. Student Mobility Rate Report
    3. Equity Gap Report
    4. RDA - Results Driven Accountability
      1. RDA Manual 2019
      2. RDA Difference List Report
    5. Data Validation Monitoring
      1. Leaver Data Analysis
  16. Search
  17. Features
    1. Report Search
    2. Column Options
  18. Tools/Report Options
  19. Support
    1. Ticket System
    2. Pre Release Reports
      1. Flexible Attendance Report
      2. HB3 Student Compensatory Education - Eco Dis/Census Tiers (Revision)
      3. Performance Acknowledgements
      4. Summer Student Special Ed Program Information for PEIMS/RF Tracker
      5. STAAR 3-8 Academic Performance to Discipline Correlation
      6. STAAR EOC Academic Performance to Discipline Correlation
      7. Flexible Attendance Regular
      8. Payroll PIC to Responsibility Pop Served Mismatch
      9. Responsibility Pop Served to Payroll PIC Mismatch
      10. Student Retention Rates by Campus/Grade
    3. Release History
    4. Training
      1. Webinars
      2. Training Videos
      3. Certificates
    5. Appendix A-ESC Regional Level Reports

1.About OnDataSuite #

OnDataSuite is a 4 piece data warehouse solution that allows districts to securely view student information and create custom research queries based on their uploaded PEIMS, State Student Assessment, ACT, AP, PSAT, TSI, SAT files and more.

OnPoint enables users to pull data from files across years, test administrations and collections, to provide unprecedented access to multiple data sets in one system. It features PEIMS and Assessment data, but crosses over into Accountability, Federal Programs, CCMR and PBM/RDA.

OnPar provides is a powerful multiyear trend analysis and projection tool that allows you to compare your district or campus assessment and financial data side by side with other Texas districts or campuses. It provides over 1,000+ reports using the well-known public released Texas Academic Performance (TAPR) reports as its data source.

OnView provides a link for districts to display their TAPR data on their websites in an interactive graphical form.

OnBoard provides a dashboard view of key performance indicators for board members, including the HB3 Board Goal progress monitoring.

2.Intro to OnPoint #

OnPoint® is a data warehouse that aggregates data from multiple educational data sources and presents them in the form of detailed reports, interactive dashboards, and other visualization tools using a powerful analytics software. Data can be used  to measure the progress of each student, school and district against various district, state, and federal performance criteria.

2.1.Logging Into OnDataSuite #

To log into your OnDataSuite account you must be granted access by your district system administrator.

Begin by directing your web browser to your district designated OnDataSuite URL. In most cases users accounts should follow the logic listed below. If this is not the case you may need to check with your district administrator:

https://yourdistrictname.ondatasuite.com

Please note that the URL begins with the secured hypertext Transfer Protocol Secure (HTTPS).

When you have directed your web browser to the secured login web page you should see the OnDataSuite Login Name and Password page. All Login Names, Passwords and system wide access privileges will be assigned by your district administrator.

 

2.2.Accessing An Account #

There are two levels of access from within the user account settings. Users assigned as administrators within the OnDataSuite system will have different access to system setup sections whereas users assigned as ‘end users’ will only have access to their personal profile area that allows them to change their passwords or update their roles and responsibilities.

To access an account, look for the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”

 

2.2.1.Password - Personal Reset #

As a registered user in OnDataSuite you may change your password at any time by following the steps outlined below. This process requires that the user already knows their current password.

To reset your password, log into to OnDataSuite and locate the 3 horizontal bars at the top right of the page by your name. (Also called the hamburger menu).

1. Click to view the drop down options and select “My Account”
NOTE: Only users with Administrative Access will have the “Administrator” option.

2. Select  “Your Profile”

3.  Enter the “New Password” and “Confirm Password” in the second open field.

4. Make sure to click the “Update” button at the bottom.

IMPORTANT NOTE:  OnDataSuite does not have a record of “saved” passwords. Therefore, if you have forgotten your password, you will need to contact another designated OnDataSuite user from within your organization with Administrative rights to help you reset your password. This process is covered under the section title:  Password – Administrative Reset 

2.2.2.Password - Administrative Reset  #

The process below outlines the steps that a system administrator will need to follow to reassign a new password to a current user. This process requires that the user be designated as a system administrator from within OnDataSuite 

OnDataSuite does not retain a record of saved passwords. Registered users in OnDataSuite who have forgotten their password will need to contact a local OnDataSuite designated system administrator to have a new password reassigned.

Resetting a user password
To reset a password for a user that has forgotten their password, you will need to log into OnDataSuite and locate the 3 horizontal bars at the top right of the page by your name.

1. Click to view the drop down options and select “Administrator”
NOTE: Only users with Administrative Access will have the “Administrator” option.

2. Click on the “Users Center” button.

3. Locate the user account from within the list. You may use the search box located at the top right corner of the list to search for keywords like first name or email address.

4. Click on the blue “Edit User” button

5. Create a new password in the first open box and then confirm the password in the following open box area.

6. Click the blue “Update User” button.

Important Tip:  The password you have created will provide immediate access to the system. For security purposes, please follow your district’s standard protocol for password resets. Additionally, you may require that the requester follow the Password – Personal Reset instructions upon receiving their new password.

2.3.My Account #

Individual users without full administration privileges can update their passwords and user profiles independently from the administration area.

Users without full administrative privileges will only have access to the following five options.

2.3.1.Your Profile #

User Profile Setup
Users can make changes to their Name, Email Address and Passwords from within their ‘Your Profile’ section. This section also provides them with an overview of the permissions the administrator has given them in the system.

Changing Password – User Level
Users can change their passwords by entering their ‘Your Profile’ section of the menu.

2.3.2.Job Title / Areas of Interest #

Administrators are encouraged to ask users to visit this section and indicate job titles and/or individual areas of interest.

Selections made here by the individual user will serve as a notification system, and they will receive email correspondence regarding system updates or trainings.

Deselecting a row will remove the user from the email correspondence.

A user can also completely remove themselves from any emails sent by OnDataSuite, even if they are an administrator, by deselecting “Subscribe to emails”.  This can be changed at any time.

Be sure to click on “Update Settings” at the bottom of the page after changes are made.

2.3.3.User Settings #

Description of codes and elements

These options allow a user to enable/disable the description of codes and elements on the fall and summer dashboards.  The default is to hide the codes, Disabled, but by clicking Show Me, you can see an example of what the dashboard will display if Enabled.

Enabled will turn on the codes which can be useful if printing the dashboard for certain roles, for example principals, where an explanation of the data source is valuable.

Open reports in new tabs

The default to open reports in new tabs is Disabled.  Changing the option to Enabled will allow data validation, custom, and accountability reports to run in a separate tab so that you can continue to work in the system without waiting for a report to complete.  You can run as many reports desired and each will open up in a new browser tab.

2.3.4.Completed Trainings #

This area allows to review your progress viewing Webinar training videos found under Support>Training>Webinars>Past Webinars. It also allows you to view or print a certificate if desired.

Note: If you watch a Webinar training live via Zoom, this will not be tracked in completed trainings. However, you will receive an email for participating upon completion of the Webinar training.

The screen displays:

  • Training title
  • Length of the Webinar video
  • Status – Completed or percentage of video viewed
  • Date Completed
  • Download Certificate
    • Training in Completed Status-Certificate with your name, title of Webinar, completed date, and length can be viewed or printed (Note: certificate is not in PDF format since it is stored in the system for easy retrieval)
    • Training not complete-Resume Training button will direct you to the appropriate Webinar video to continue viewing

Individual or multiple columns can be sorted using the up/down arrows.

Search can be utilized for all columns.

Change the ‘Show’ entries to view more rows on the screen.

3.Administrator #

To access Administrator rights, click on the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”.

3.1.Users #

This section contains menus related to user accounts.

3.1.1.List & Edit #

This area is restricted to system administrators and allow them to add, edit, or delete user accounts in the OnDataSuite System.

  • List is displayed in order according to Email Address
  • First row with User Name is frozen so when sliding to the right to view Action buttons (Edit, Delete), it will still appear
  • Columns can be sorted using the up/down arrows
  • “Search” for data in any column from User Name to Campuses
  • “Export List” to view list in Excel
  • “Inactive Days Setting” allows revoking access rights to inactive users who have not logged in for a set number of days

3.1.1.1.Add New Users #

Add and assign system wide access levels to New Users

 

Required information for creation of new user

  • First Name
  • Last Name
  • User Name
  • Email
  • Password/Confirm
  • Access Level Assignment
    • District Wide
    • Campus Specific
    • Teacher Only
    • OnBoard Account
    • Show SSN – allow user to view Social Security Numbers
  • Access List – List of available Access Privileges that can be assigned by the system administrator by clicking on individual items or Add all at bottom of box.  Items on the left are accessible; items on the right are not.
    • ODS Administrator – access to the Administrator menu
    • File Upload – ability to upload files in the File Center
  • Reports
    • Student Aggregate Totals – access to Student tab for reports that only contain counts
    • Staff Aggregate Totals – access to Staff tab for reports that only contain counts
    • Finance – access to Finance tab
    • Assessment – access to Assessment tab
  • Profiles
    • Student Details – Reports that display student lists plus student level granular profiles
    • Staff Details – Reports that include staff lists plus staff level granular profiles
  • Accountability
    • Other – access to Accountability tab
    • BEESL – access to Results Driven Accountability Bilingual Education / English as a Second Language
    • CTE – access to Results Driven Accountability Career and Technical Education
    • ESSA – access to Results Driven Accountability Every Student Succeeds Act
    • SPED – access to Results Driven Accountability Special Education
  • Campus Specific Access – only needed if Campus Specific chosen under Access Level
  • Job Title – will be used for communication purposes
  • Restricted Areas
    • Staff DOB
    • Staff Payroll
  • Areas of Interest – select to determine what areas of communication from the system is desired for the user

Click “Submit & Add Another” button when completed.

3.1.1.2.Edit Users #

To “Edit” the users access, select the “Edit User” tab at the end of the user’s row that is to be edited.

The following screen, with the user’s name is displayed.

The left side can be updated to reflect:

  • Name changes
  • User Name change
  • Changes in email addresses (there is NOT a test to validate this entry)
  • Access to District or Campuses
  • Social Security Numbers for both student and staff (Default unchecked-access denied).
  • Teacher Only- is access for a classroom teacher. This access will be dependent on the teachers “Classroom Link” information, which will connect the SSN of the teacher to the classes taught by the “teacher of record”, and the students who are in this class.

NOTE: Passwords can also be changed here. Passwords are NOT saved in the system, and if lost or forgotten by the user must be reset.

  • Minimum of 6 characters
  • Case Sensitive
  • Any combination of letters, numbers and special characters

The right side can be updated to reflect:

  • Access List
    • Changes to Access for admin tasks, tabs, reports, and profiles
  • Campus Access
    • Can add or remove campuses by single click if “Campus Specific” chosen under Access Level
  • Job Title and Areas of Interest
    • Can add or remove according to communication desires for user roles
  • Restricted Areas
    • Can allow or deny access to Staff DOB and Payroll information (defaults to ‘Denied’)

Click “Update User” button once all changes have been made.

3.1.1.3.Delete Users #

User accounts can be deleted from the system by clicking on the red ‘X’ button in the user account list.

 

When selected a security feature will open a warning prompt on your screen to confirm that you do wish to perform this action.

3.1.2.Add User #

System administrators may choose to Add User accounts to the system from this section rather than from the List & Edit menu. Both function in the exact same way but using the ‘Add Users’ takes the administrator directly to a blank user record that must be created on both sides of the screen.

This area is restricted to system administrators and allow them to assign or restrict access to new users of the OnDataSuite System. 

Required information for creation of new user

  • First Name
  • Last Name
  • User Name
  • Email
  • Password/Confirm
  • Access Level Assignment
    • District Wide
    • Campus Specific
    • Teacher Only
    • OnBoard Account
    • Show SSN – allow user to view Social Security Numbers
  • Access List – List of available Access Privileges that can be assigned by the system administrator by clicking on individual items or Add all at bottom of box.  Items on the left are accessible; items on the right are not.
    • ODS Administrator – access to the Administrator menu
    • File Upload – ability to upload files in the File Center
  • Reports
    • Student Aggregate Totals – access to Student tab for reports that only contain counts
    • Staff Aggregate Totals – access to Staff tab for reports that only contain counts
    • Finance – access to Finance tab
    • Assessment – access to Assessment tab
  • Profiles
    • Student Details – Reports that display student lists plus student level granular profiles
    • Staff Details – Reports that include staff lists plus staff level granular profiles
  • Accountability
    • Other – access to Accountability tab
    • BEESL – access to Results Driven Accountability Bilingual Education / English as a Second Language
    • CTE – access to Results Driven Accountability Career and Technical Education
    • ESSA – access to Results Driven Accountability Every Student Succeeds Act
    • SPED – access to Results Driven Accountability Special Education
  • Campus Specific Access – only needed if Campus Specific chosen under Access Level
  • Job Title – will be used for communication purposes
  • Restricted Areas
    • Staff DOB
    • Staff Payroll
  • Areas of Interest – select to determine what areas of communication from the system is desired for the user

Click “Submit & Add Another” button when completed.

3.1.3.Batch Upload #

This screen allows you to add multiple new users at one time.  Please see the blue hyperlinked “User file upload template.” or the orange button right-hand side for an Excel file that shows the requirements along with examples.

 

After file has successfully been uploaded, it will show at the bottom under the “User Upload History”.

 

3.1.4.Changes #

This feature allows you to review user adds, user deletes, and user information that has been changed.  It includes what has been changed, who did the change, and the change date.

Columns can be sorted, and there is a search feature that applies to all columns.  The Tools drop-down includes an Export to Excel.

3.1.5.Roles and Responsibilities #

This tab will show which Roles and Responsibilities correlate with which users.  This is NOT connected to access, only to the interests and district/campus roles the user or admin has “self checked” on the end user “Job Title / Areas of Interest” screen.

3.2.Site Settings #

This section contains information related to technical requirements including authentication (LDAP) set up.

3.2.1.Authentication Settings (LDAP) #

Locating LDAP Menu

To locate the LDAP menu begin by logging into OnDataSuite and click on the three bar icon (Hamburger Menu) located at the top right hand corner of the screen and select Administrator

 

Next click on the Authentication settings icon to enter the LDAP setup location

 

Default Authentication

The default authentication is set to On Point. To change this to LDAP you must click on the LDAP AD box to initiate the setup process.

 

 

 

 

 

 

Entering Required LDAP Authentication Information

Upon clicking the LDAP AD box, it will display text input boxes (Shown in the screen shot below). The Bind DN and User search base input fields are filled automatically as the administrator enters the information for the Server IP/Name, User Email and Password fields.

Automatic adjustment is provided for ease of use however; both those boxes may be adjusted individually in order to establish a connection and they are also both required.

 

 

 

 

 

 

 

 

 

 

 

Requires SSL:  When selected will encrypt the data between OnPoint and your districts LDAP server.  (Higher Security Level)

Authentication Only: When selected will only check the user name and the password from the districts LDAP server and it will not account for any LDAP user or Group Settings. It will only verify the user name and password.

 

After the LDAP connection parameters have been provided, the administrator must “Save” the information.

 

 

 

 

Upon clicking the “Save” button the page will test connection to the LDAP server. If connection fails with the provided information, the system will revert to the “On Point” user authentication method.

Administrators must establish a successful LDAP connection upon submitting this form in order to keep LDAP as a user authentication method.

 

 

3.2.1.1.LDAP Administration vs OnDataSuite Admin #

If a district chooses to use LDAP authentication services vs manually entering users through the OnDataSuite admin site they need to be aware of a few items

  1. If a user is active in your district LDAP they will have access to OnDataSuite but will not see be able to access or view any data.
  2. Even though users will have access they still will need to have permissions set to view any data.
  3. All permissions will have to be granted from within the OnDataSuite/ LDAP Access Fields page.

 

 

3.2.1.2.LDAP Access Fields #

Access Fields
When the LDAP method is chosen as the user authentication method, a new menu item will appear under the “Administrator” page labeled as “Access Fields”.

 

 

 

 

 

 

Querying LDAP Server for Global LDAP Groups
After selecting an access field to edit, onPoint will query your LDAP server for global LDAP groups and display them within boxes on the screen.  Click on any of the available LDAP group boxes to start the process.

The LDAP Access Fields page will list all the editable access fields available within OnPoint. Upon clicking any of the buttons within this page, you will see access settings for both users and for LDAP Groups

 

 

 

 

 

 

3.2.1.3.Assigning Access by LDAP Group #

While all available LDAP groups will be displayed, access privileges for each group must be selected by the administrator by clicking on the group.

  • Groups that have not been selected or that are not applicable to the administrative setting will appear as WHITE
  • Groups that have been been GRANTED access will appear as GREEN
  • Groups that have been been DENIED access will appear as RED

 

 

 

Saving selections
All edits to the group settings MUST be saved prior to exiting the screen.

3.2.1.4.Assigning Access Privileges by LDAP Individual User #


Administrators can add users individually to access points by first clicking on the “Users Settings” button at the top of the screen.

Users that have previously been granted access to the selected fields will appear in green.

To add users that are not already shown:

  1. Enter a name into the search box and a list of available names will appear.
  2. Select the name from the list and click the ‘Add User’ button that will appear to the right.
  3. After you have added all the individual users you need to this access point make sure you click the ‘Submit Changes’ button at the top of the screen.

 

3.2.1.5.Conflicting LDAP Group vs Individual Access Privileges #

When users are assigned multiple access points from within multiple OnDataSuite LDAP groups, the system will default access rights to the lowest assigned group privilege in the system unless otherwise specified in the individual user settings.

This means that if a user has been denied access in any group, then they will be denied access in ALL groups their associated LDAP name is attached to.

 

Example of issue
Dave Simmons is assigned to two groups. One is ‘Example Group 3’ and the other is ‘Example Group 6’

Both groups are listed under the Edit Access settings for: ODS Administrator.

All users under the ‘Example Group 3’ have been denied access but all users under the ‘Example Group 6’ have been granted

 

 

Even though Dave Simmons should have access privileges to the OnDataSuite Administrator section of OnDatSuite in ‘Example Group 6’, those rights have been cancelled out by ‘Example Group 3’ .

 

Fixing issue of multiple access permissions canceling out individual user permissions. 

To address this the OnPoint administrator will need to go into the individual user settings and follow the steps outlined in section 5. (Assigning Access Privileges by LDAP Individual User) to assign access privileges at the individual user level. Setting at this level will override user levels no matter the group level permission settings.

 

 

3.2.2.Connection Status #

Your OnDataSuite system may require the use of an external service to provide functionality and may not function correctly if access is not allowed to these external services. If you are having difficulty with any of the features mentioned within this section, please contact your district technical support and provide them with the link location to any of the following items within this section.

3.2.2.1.Ticket Email System Requirements #

The OnDataSuite ticket support system relies upon emails to be sent to users in order to work properly.

Your server must be configured to allow for outbound emails to flow through “Port 25”.

Additional In order to use the OnDataSuite support ticket system your network must allow access to “https://redmine.aloesoft.com/“.

3.2.2.2.Charts and Graphs System Requirements #

OnDataSuite generates charts and graphs using the Google Content Delivery Network (CDN).

Your server must allow this ability to load charts for certain pages. Your network administrator must allow access to “https://www.gstatic.com” from this server.

3.2.2.3.Help Desk and Training Videos System Requirements #

In order to view training videos in OnDataSuite your network must allow access to “https://vimeo.com”.

3.2.2.4.Manuals System Requirements #

In order to review Report Info report notes, your network must allow access to “https://manuals.ondatasuite.com/”.

3.2.3.TSDS Business Rules Notifications #

Note: Only users who have ‘ODS Administrator’ rights will be able to access this screen.

This is the same functionality as provided on the PEIMS Edits screen.


To provide ease of access for Administrator roles in ODS, it has been duplicated under the Administrator screen and labeled as TSDS Business Rules Notification.

This functionality allows you to set up district or campus level users to receive an email when a new TSDS PEIMS file is loaded through the Edits process. It works for all file center submission loads (Fall, Mid Year, Summer, Extended Year).  The changes made on this page in any submission will be applied to all submissions.
     Note: If a file does not load correctly (highlighted red in the File Center), an email will not be sent.

When the user logs into their OnDataSuite system, they will only be able to see the PEIMS Edits they have access to (Student, Staff, and/or Finance) and the campus(es) they have access for.

To start email notifications:

  • Click the the ‘Off’ toggle (default) to ‘On’ (green) for users who should receive an email when a TSDS PEIMS file is submitted through the edits process.
    • Tip: Change the ‘Show 10 entries’ drop-down to a higher number to see more users on the screen
  • Campuses column
    • District Level User
      • will automatically choose ‘All Campuses’
        • Note: includes non-instructional campuses due to finance edits
      • use drop-down box to select/deselect specific campuses
    • Campus Level User
      • will automatically choose all campuses with access
      • use drop-down box to select/deselect specific campuses

To stop email notifications:

  • Click the ‘On’ green toggle to ‘Off’

3.3.Overrides #

This section contains items that override information in reports and dashboards.

3.3.1.Campus Type #

If the campus ID number does not follow AskTed’s recommendation, see chart below, use this function to update whether the campus is a High School, Middle School, Elem, ect, manually, as this affects areas calculated in accountability and other reports.

.

3.3.2.Grade Level Age Ranges #

Minimum and Maximum Ages used for the Student Custom Reports>Graduates / Dropouts>Over-age Student Report can be overridden on this screen.

  • Select Year applicable to
  • Be sure to click ‘Save’ if you make changes!
  • Click ‘Go to Over-age Student Report’ to immediately go to the student custom report
  • Click ‘Reset to Default’ to change all the ages back to the defaults

3.3.3.Superintendent #

This screen allows you to override the fall and/or summer superintendent name by year on the Dashboards from what was reported in fall PEIMS in the case of a superintendent change.

Type in new name in the appropriate Fall and/or Summer Override and click ‘Save’.

Appropriate Dashboards (Fall and/or Summer Dashboard) will be updated with the name in the Override column.

3.4.Logs #

This section contains logs of various items including user access, File Center file upload history, and progress of users towards training along with certificates downloads.

3.4.1.User Access #

 

Search system access logs and Export to Excel

  • User Statistics – Default 1 month view
    • View bar graph demonstrating daily number of users accessing system
    • View longitudinal line graph demonstrating page views over time
      • Hover over graph area to see daily Users and Page Views
      • Use 3 line horizontal button on far right side to print or download graphs
    • Use Zoom buttons to view 3 months, 6 months, YTD, 1y, or All

      • From and To dates are displayed showing time period displayed
      • Slider bar below adjusts to show selected time period
    • Use slider bar to manually select time range
      • Graphs readjust to slider bar date range
    • Update Table From Date Range

      • Updates user detailed list below graphs to selected date ranges
      • Click on Tools drop-down to Export to Excel
      • Use Search to find users or page title/URLs
      • Change number of display records to see more information in the detailed list

 

  • Administration Log Summary Viewer – Default Current date
    • Toggle to Log Summary On to view summary count of page views by user
    • Click on ‘Choose range date(s):‘ to display calendar
      • From date is first date clicked
      • To date is next date clicked
      • Click ‘Apply‘ button to apply from-to date to user list
      • Note: To view a single day, click on the date twice and Apply
    • Click on Tools drop-down to Export to Excel

3.4.2.File Upload History #

View files that have been uploaded in the past.

Note:  Current files will not appear in the File Upload History. To see files currently loaded, go to File Center.

Example:

3.4.3.Training Certification Progress #

This administrator area allows you to review end user progress of viewing Webinar training videos found under Support>Training>Webinars>Past Webinars.  It also allows for certificates to be viewed or printed if desired.

Note: End users will not receive a certificate for trainings that are viewed live but will receive an email upon completion of the training if they participated.

It includes:

  • Last and First name of the user
  • Username
  • Title of the training hyperlinked to the actual video
  • Length of the webinar
  • Status –  Completed or percentage of video viewed
  • Date Started
  • Date Completed
  • Download Certificate displays a certificate with the user’s name, the title of the Webinar training, date completed, and the length of the webinar
    • Only displays once Webinar is in ‘Completed’ status
    • End user can also download their certificate
    • Certificate can be viewed or printed
      • Not in PDF format since it is stored in the system for easy retrieval

Individual or multiple columns can be sorted using the up/down arrows.

Search can be utilized for all columns.

Change the ‘Show’ entries to view more rows on the screen.

3.5.Goals #

This section allows for goal setting at the district level for HB3, attendance, discipline, STAAR and TELPAS.

3.5.1.HB3 Historical Trend Data #

Summary: This report provides 4 years worth of historical STAAR assessment data as defined by the A-F Accountability standards.

Usage: Use this report to evaluate the historical averages and trends across the disaggregated Accountability subgroups in setting HB3 Board Goals and/or district or campus improvement planning.

Special Notes: This report looks back 5 years to calculate the averages and requires multiple files to be loaded:

It requires both the PEIMS Fall and Summer interchange files beginning with 2014-2015 to current year in order to calculate the subgroups : EL (Current and Monitored), Special Ed (Current and Former, Continuously Enrolled and Non-Continuously Enrolled).

It requires all STAAR 3-8 assessment files to be loaded beginning with 2014-2015.

 

Data Source(s):

  • STAAR Assessment 3-8
  • PEIMS Fall
  • PEIMS Summer

 

Definitions:

  • A-F Targets: Reference TEA 2019 Accountability Manual, Chapter 4 – Closing the Gaps Performance Targets (pg 45).
  • 4 Yr Avg: Percentage is the average of the 2015-2016 through 2018-2019 values. The +/- value is the average of the 2015-2016 through 2018-2019 +/- change in point value.
    • *Note the 4 Yr AVG only calculates if all of the 4 prior year data is available.
    • The 2015-2016 +/- is based upon the 2014-2015 dataset if loaded.
  • STAAR Rates by student group, sub population and year is the STAAR value as calculcated in the TEA 2019 Accountability Manual for Meets or Above Standard.

 

Calculations:

  • STAAR Rates
    • Number of passers/Number of Takers

Views:

  • HB3 Analysis is the default view for the report. This view is only for 3rd grade reading and 3rd grade math and includes the A-F Targets for the accountability goal and a graphical representation of the four year trend calculated. This view is designed for district level analysis in the HB3 Board Goal Setting Process.
    • *Note the 4 Yr AVG only calculates if all of the 4 prior year data is available.
    • *Note the graph will only display if there is a 4 year avg calculated.
  • Show All Performance Levels & Grades toggles to all grades and all subjects with additional filters for campus and “Jump to” focus on specific grade level and performance standard. Recommended view for district and campus improvement planning.

Features:

  • Toggle Details: displays the numerator/denominator values for each STAAR calculation. The linked numerator and denominator allow drill down to the student list in the respective category.
  • Toggle Summary: hides the numerator/denominator details.
  • Filters by Campus on the Show All Performance Levels & Grades view only.
  • Jump to selection to focus the report on a specific grade level and performance standard in the Show All Performance Levels & Grades view only.
  • Quick navigation reset to top of the page on the Show All Performance Levels & Grades (up arrow in top right blue header).

Resources for qualifications and calculations:

3.5.2.HB3 Goal Settings #

Summary: HB3 Goal Settings addresses the HB3 Board Goal requirements in TEC, Sections 11.185 and 11.186.

  • The three required areas to set goals in are:
    • Early childhood literacy proficiency – aligned to 3rd grade STAAR results
    • Early childhood mathematics proficiency – aligned to 3rd grade STAAR results
    • College, career, and military readiness (CCMR) – aligned to graduates that meet readiness requirements

Usage: This report provides a tool to enter the 5 year HB3 board goals across the designated student groups in the three required areas, save the goals and publish the goals into OnBoard for board member views.

  • Goals by student group, sub population and year is to be set for A-F Targets Meets or Above Standard as published on page 45 of TEA 2019 Accountability Manual.

Data Source(s):

Calculations:

  • Enter the final year target goal and the prior 4 years goal will auto calculate and equally distribute the annual incremental goal.
    • The formula used to determine the incremental targets for each year is as follows:
      1. The minimum incremental value needed to achieve final year target = (2024 target – 2019 target) / 5
      2. Add minimum incremental value to prior year target to determine next year target. (minimum incremental value +2019 target = 2020 target; minimum incremental value + 2020 target = 2021 target, etc.)
  • Individual subject, year and student group goal may be manually entered to overwrite any auto calculation.

Features:

  • Save Goals: Click to save the calculated or entered goals on the HB3 Goal Settings page. This allows work in progress to be set or updated in the HB3 Goal Setting page only.
  • Set Board Goals: Click to set or update the OnBoard HB3 tab and widget for board views. A message is displayed “Board Goals Set on:…” when the Set Board Goals is clicked.

Resources:

3.5.3.District Goals #

Users with Administrative access can set goals for the district or for campuses in the following areas:

  • Student Attendance
  • Student Disciplinary
  • STAAR 3-8
  • STAAR EOC
  • TELPAS

Click the specific option in the area to open up the page to set the goal(s).

  • Enter the desired goal(s). If all goals for the area selected will be the same for the district and every campus/every year, use the top left box to populate every box.
  • If the all the goals for a year will be the same for the district and every campus, use the yellow box under the year, to populate all the boxes in the column below that year. (See example below for 2011-12)
  • If all the goals for the district will be the same across all the years, use the yellow box beside the district number to populate all the boxes across the row of years. (See example below for 999001)
  • If all the goals for a campus will be the same across all the years, use the yellow box beside the campus number to populate all the boxes across the row of year. (See example below for 999001002 – Luke Skywalker HS)

NOTE:

  • User may overwrite any populated box manually by selecting the box.
  • Also, every goal for every year for the district and for every campus may be manually entered.
  • Goals may be in decimal format. (See example below under 11-12; 85.5)
  • Click “Save” before leaving the screen!

  • Goals will display on the Dashboards>Academic sub tab. It provides information as to whether the goal has been met – green, or not met – red.
  • Goals can also be set on this screen by clicking on the individual goal percentage hyperlink to navigate to the Administrator Goals screen.  Note: This will only work if you have Administrator rights.  

4.What's New #

When the gift icon is blue and shakes repeatedly, there are new announcements.

Once you click on the blue present, it will be outlined in white and will no longer shake.

5.File Center #

Your OnDataSuite data warehouse requires that you upload files into the system. You can access this upload area in the system by clicking on the File Center link located at in the top black menu bar.   This section of the manual describes the process of how to upload your files as well as the file requirements for each destination folder for each Data Source.

 

Locating the File Center
Users may enter the file center upload page by clicking on the “File Center” link located in the black menu bar at the top of the screen.

 

 

How to upload a file into Data Center
To upload a file into the File Center begin by selecting the ‘Data Sources’ link located in the black sub-menu located in the File Center web page.


Data file types accepted
OnDataSuite uploads require that the uploaded data be formatted to each specific Data Source requirement.
Please reference the “Loading” data files sections contained within this section to determine the proper placement and file type of your data file upload.
Select your destination folder
Click on the blue menu tab that describes where your destination file will reside.
Menu buttons that do not have any data uploaded into the system will not show the white paper icon.

Upload your file

Once you have selected your destination folder, a red “Attention” message (linked to the Manual with specifics regarding that specific file upload) and a green “Upload” button will appear below the blue menu tabs.

Recommendation: take time to review the notes in red to ensure that the file is in the correct format so that it may be received by the file center.

Click on the green “Upload” button to search for your file on your local system.

 


Selecting your file

Click once on your selected file and then click on the ‘Open’ button in the dialog box.
Note: If you do not see your file, please verify that the “All Files” option is selected within your dialog box as shown in the example below.

 

Complete the upload process
After you have selected your file for upload, you may choose to cancel this process at this time by clicking the orange “Cancel Upload” button while you prepare your file for upload.

Some files require the user to input additional information about the file PRIOR to uploading. If this is the case with your file, you will see a dialog box with drop down menu items or check boxes that must be filled out. Make sure to fill out all required open field items before you begin the upload process.

If you are sure that your file is ready for the upload, click on the green “Start Upload” button to complete the process.  Processing time is dependent on the size and type of file loading.  Some files, for example the PEIMS TSDS files, are populating quite a bit of information into the database and could take some time to process.

 

Upload Confirmation
During the upload, you will see the various stages the file is processing through (i.e. Populating fall dashboard, Updating STAAR EOC information, Updating PBMAS).  Once all queued files have completed loading successfully, the page will refresh, and the files will display in the history area below.

 

Upload Error
If there has been an error in your upload, the progress bar will turn red and you will receive a red error message. If this is the case, please revisit the requirements of the file that you are trying to upload into the system.

There are some instances where the file completes the processes but fails while parsing the data.  In these cases, the file will appear in the history area below shaded in red.  A ticket will need to be submitted for further assistance.

Uploaded By
There are some instances where ODS staff must manually reload a particular file.  In these cases, the Uploaded By column will display “ODS Admin”.  An example might be testing files loaded to the wrong content area that we manually process to the correct spot.

 

Info

The Info button (far right) opens a detail display directly below the file in the list.  Information displayed will vary with the file type.  Reference the specific file type loading section of the manual for details on the information and sections displayed.  All file Info displays will contain an “Event Viewer” section listing specific processes and file upload processing time and an “Edit file name section”.

 

5.1.Redaction Policy #

Data Redaction Policy:

The best solution for redacting individual records from your On Data Suite is to remove the records manually from the file.

On Data Suite is a Data Warehouse, therefore, it is our policy to not directly alter data once it is in our data store.
You will need to have the previous file removed from our system via the ticket system before uploading the altered file.
This also insures that if your file is reloaded from your original file in your data store, the redacted data is not going to be loaded again.

NOTE: Any individual data reconciliation results will not transfer with a newly edited file. This means if we remove a file by request and a new file is uploaded later with the same student data it will once again be placed into your data warehouse and you will have to repeat the removal request. 

5.2.Loading District Files #

5.2.1.TSDS - PEIMS #

  • Strongly recommend using Chrome for loading files
  • Format should be TSDS PEIMS Interchange files in XML (recommended) or CSV .
  • Files can be loaded either zipped or unzipped.
    •  If zipped:
      • Ensure interchanges are directly in the zipped file and not in a parent folder within the zipped file.
      • Special Note: ESCs can load multiple district zipped files within a single parent zipped file

    • If unzipped:
      • Multi select all the files that you desire to load. The order the files are loaded does not matter.
  • When using a different SIS than Business:
    • Opt 1- put all unzipped files in a folder and upload them all at once. OnDataSuite will merge the data together.
    • Opt 2 – merge together using SIS or Bus Software then extract into TSDS interchange files (zipped or unzipped).
  • NOTE: Subsequent uploads will overwrite the previously loaded file for the same year and collection.
    • Therefore do not attempt to just load student data and then follow it with staff/finance data. All desired files must be loaded at the same time. However, you may just load certain interchange files, as long as the “dependency” files are loaded with them.
    • The files may be re-named before or after the data is uploaded.
    • Student Information Systems (SIS) and Business Information Systems (BIS) are designed to create PEIMS XML submission files. This xml format is the recommended format for files to be loaded in OnDataSuite!

 

If XML files cannot be extracted from the SIS or BIS (prior years) or found on the network or other local device, PEIMS files can be extracted from TSDS.

  • ESCs will most often retrieve data in a CSV format from TSDS in the PEIMS Data Mart (PDM)

Note: Any report in OnDataSuite that uses the Student Section Association complex, including the ESSA Equity Report, will not work with CSV files due to this particular complex not being included in the CSV downloads in TSDS.

Other items not currently on CSV downloads due to being unbound or multiples:

    • Program of Study E1643 (Fall-10010)
    • Gifted Talented Program Code E1645 (Fall-10010)
    • Campus Expanded Learning Opportunity Information (Summer-10020)
    • Post Secondary Certification Licensure Code E1640  and Effective Date E1632 (Fall/Summer-40100)
    • Special Education Program Effective Dates-All E1632 (Summer-41163)
      • Summer Student Special Ed Program Information for PEIMS/RF Tracker report
    • Residential Facility Indicator E1629 (Summer-40100)

TSDS Retrieval Instructions: Log into TSDS

Option 1- Retrieve data from PDM   (CSV Format)

  • Log in and go to PEIMS/View Reports

  • Locate the “Retrieve Submission Data” functionality under Access Data.

  • Select All Categories and click “ADD”. Create a name for the file in the “Submission Retrieval Name” field, and click “Next”.

  • Confirm Year, collect and categories, then click “Submit”.

NOTE: If changes are needed, “Cancel” and find the correct Year/Submission using the drop downs located at the top of the TSDS screen.

  •  When Data is ready to download, the status will show COMPLETED and Retrieve will be hyperlinked to the file. (Use refresh, as needed.)

  • Click “Save” and a zipped file will appear on the bottom right of the screen.
  • Save zipped file in desired location/folder. It is ready to upload into OnDataSuite.

 

Option 2: TSDS EDM BATCH FILE  (XML Format-last resort)

  • TSDS edm/batch file – pulls the interchange files out of TSDS
    Example- ECDS data elements that are included in the Summer PEIMS file, but are NOT loaded into the PDM.

edm instructions:

  • Log into TSDS and go to the Batch Manager- EDM
  • Locate your “Batch”

  • Select the “Spyglass” ( on the right)
  • Under “actions”, you should be able to see all your interchange files for the batch

  • This should send you to the ETL
    • Scroll to the top and locate the “Validation Info” tab
    • Click on Validation Information tab

  • Toward the bottom see the “Source File” and “Download File”.
  • Use the “Download file” to pull up your interchange files for the collection and download to your local drive!

 

TSDS PEIMS File uploading steps:

  1. Once files have been created/retrieved, select the green “upload TSDS-PEIMS files” button.

NOTE: Must have administrative rights to load files.

2. Browse to either a zipped or unzipped file.  Make sure the file type is “All” at the bottom right of the browse screen.

If unzipped, select all files, the order does not matter.

Note: Multiple files of the same interchange, for example, Interchange Staff Association Extension-one from business side and one from student side, can be loaded at once.  The load will merge the records.

3. Files will be inserted. Check each column to ensure proper data load.

  • Year
  • Submission – Fall, Mid Year, Summer, Extended
    • Note: Year and Submission will automatically be filtered if using the TSDS naming structure
  • Preliminary – Flags the file to remind users that changes are to be expected. If unchecked, file will be labeled as “Final”.
  • Rep Period – Available only for Summer files to indicate how many six weeks of data are included in the file.
  • Process
    • Load data and run edits – data will be updated in the database and applied to all reports and the edits.
    • Run edits only – data will only be applied to edits portion of the system (no updates to the database).
    • Load data only – data will be updated in the database and applied to all reports except for the edits (depending on size of file, could save significant time).
      • Note: These processes can be run without files replacing each other. They all will be stored in the history area below.  ‘Run edits only’ files will have a Status of “Edits only file” and an indicator on the far-right hand side labeled “Edits”. ‘Load data only’ will have a Status of “Load data only file” and an indicator labeled “Data”.
  • Delete – a specific file before processing.        

4. Start Upload – green tab

5. When data load is complete scroll down to view all the files loaded.

6. Click on the Info, Edits, or Data link, far right-hand side, to see individual interchanges and/or to change the “status” of the file.
NOTE: The file status may be changed from final to preliminary or from preliminary to final on this screen

BEST Practice: While a file is loading, you may retrieve other files and start the upload process.

5.2.2.TSDS - Class Roster #

The following TSDS Interchange files are required for Class Roster:

  • Interchange Education Organization Extension
  • Interchange Master Schedule Extension
  • Interchange Student Parent Extension
  • Interchange Student Enrollment Extension
  • Interchange Staff Association Extension

Note: Multiple files of the same interchange, for example, Interchange Staff Association Extension-one from business side and one from student side, can be loaded at once. The load will merge the records.

Click on the green upload button to upload the interchanges (must have administrative rights).

  1. Browse to either a zipped or unzipped file.  Make sure the file type is “All Files” at the bottom right of the browse screen.
    • If zipped, ensure interchanges are directly in the zipped file and not in a parent folder within the zipped file.
    • If unzipped, select all files, the order does not matter.
    • If you have multiple interchanges of the same file, i.e. Staff Association, the upload will merge them together.
  2. Click Open after selecting all interchange or zipped files.
    • File(s) will be inserted.
  3. Select the appropriate
    • Year
    • Submission
      • Class Roster Winter (CRW)
  4. Click the green ‘Start Upload’ button
    • OR Click the black X to delete file(s)
    • OR ‘Cancel Upload’ to completely stop the upload process
  5. When data load is complete scroll down to view all the files loaded.
  6. Click on the Info link, far right-hand side, to see process information including interchange files loaded.

Note: While a file is loading, you may continue to work throughout the rest of the system, including file uploads for other areas.

5.2.3.TSDS - ECDS #

The following TSDS Interchange files are required for ECDS:

  • Interchange Education Organization Extension
  • Interchange Master Schedule Extension
  • Interchange Student Parent Extension
  • Interchange Student Enrollment Extension
  • Interchange Staff Association Extension
  • Interchange Assessment Metadata
  • Interchange Student Assessment

Note: Multiple files of the same interchange, for example, Interchange Staff Association Extension-one from business side and one from student side, can be loaded at once. The load will merge the records.

Click on the green upload button to upload the interchanges (must have administrative rights).

  1. Browse to either a zipped or unzipped file.  Make sure the file type is “All Files” at the bottom right of the browse screen.
    • If zipped, ensure interchanges are directly in the zipped file and not in a parent folder within the zipped file.
    • If unzipped, select all files, the order does not matter.
    • If you have multiple interchanges of the same file, i.e. Staff Association, the upload will merge them together.
  2. Click Open after selecting all interchange or zipped files.
    • File(s) will be inserted.
  3. Select the appropriate
    • Year
    • Submission
      • KG or PK
  4. Click the green ‘Start Upload’ button
    • OR Click the black X to delete file(s)
    • OR ‘Cancel Upload’ to completely stop the upload process
  5. When data load is complete scroll down to view all the files loaded.
  6. Click on the Info link, far right-hand side, to see process information including interchange files loaded.

Note: While a file is loading, you may continue to work throughout the rest of the system, including file uploads for other areas.

5.2.4.PEIMS (Legacy) #

PEIMS (Legacy)
File cannot be zipped.
Please only upload PEIMS EDIT+ files in the ASCII format.
File name must contain no spaces
When naming a file, only use letters, numbers, dashes or underscores.
Select the school year in the drop down that matches the year of the file you are uploading.
If a PEIMS file has not been finalized and accepted by TEA, you may label the file as a “Preliminary” file. Please make sure to check the preliminary check box for the file.
If you are loading a Preliminary summer PEIMS file, make sure to select the most recent reporting period containing attendance data.
Default value for the reporting period for PEIMS files is 6.

Recommended file name format is as follows; <submission><year><district>. Ex: F2014999002, S2015999002 …

Legacy (Edit+) PEIMS File uploading steps:

  1. Once file has been created/retrieved, select the green “PEIMS (Legacy)” upload tab.

NOTE: Must have administrative rights to load files.

2. Locate the file, click on it, and select “Open”

3. File will be displayed in upload area. Check each column to ensure proper data load.

  • Year
  • Submission Options- Fall, Mid Year, Summer, Extended
  • Preliminary Option – Flags the file to remind users that changes are to be expected. If unchecked, file will be labeled as “Final”.
  • Reporting Period – Available only for Summer files to indicate how many six weeks of data are included in the file.
  • Delete – a specific file before processing.        

4. Start Upload – green tab

5. When data load is complete scroll down to history area to view the loaded file.

6. Click on the Info link, far right-hand side to see individual interchanges and/or to change the “status” of the file.
NOTE: The file status may be changed from final to preliminary or from preliminary to final on this screen.

BEST Practice: While a file is loading, you may retrieve other files and start the upload process.

5.2.5.Profile Images #

Student and staff images can usually be provided through the company used to take student and Staff Fall/Spring pictures.

Click on the green “Click to upload Profile Images files” button.


Locate the zipped file on the desktop or network and once found, click on it, and then click Open

    • Only GIF or JPG files are allowed.
    • Image names within the folder requirement:
      • Student image names must be Local ID numbers, Social Security numbers or TX Unique Student ID numbers.
        • Note: If using Local ID numbers, be sure format matches to how Local ID is stored in the PEIMS XML interchange.
        • Drill down to a student profile – local IDs may have the campus code as a prefix or other modifications to bring it to a standard length.

Staff image names must be Social Security numbers or TX Unique Staff ID numbers.

    • Files must be in zip format:
      • Once your images are in a folder and images have been renamed (if necessary),
        right click the folder and make sure the size is less than 25Mb. If it is larger than
        25Mb, split the images into 2 or more folders so that no image folder is larger
        than 25Mb.
      • When you are ready to upload images, open an image folder, select
        all images in it, then right click your selected files and choose Send To >
        Compressed (zipped) folder if using Windows or choose Compress files if using a Mac.
      • Make sure the zipped file you create has a recognizable name with no
        spaces in the name.

Once you have opened the file, it will appear in the loading area below.

  • Choose ‘Staff’ or ‘Student’ under ‘Type’ drop-down box
  • Click the green “Start Upload” button to begin the upload

  • Note: You can also “Cancel Upload” or Delete a file if desired at this time

After the upload is complete, you will see the file under the upload history area at the bottom.

  • Note: Since year is not contained in the upload process, the most recent file match to a student or staff is utilized.

If you load a file that needs to be deleted, please “Submit Ticket” with the file name(s) that need to be removed.

 

5.2.6.Section 504 - Pre 2019 #

Section 504
File must be a single column containing one of the following: State ID (SSN), or TX Unique ID, or Local ID
File cannot be compressed or zipped
File should be in DAT, TXT OR CSV formats
File name must contain no spaces
When naming a file, only use letters, numbers, dashes or underscores

5.2.7.General Ledger #

Most if not all LEA financial software products contain a feature where the user may create a general ledger extract file. The extract contains a general ledger account balances at the moment of extract. OnDataSuite users may upload the extract file into OnDataSuite and query the data in the PEIMS Finance report center. The extract file is most often used annually during the LEA financial audit.  The file is typically extracted and given to the auditor who then uses it for evaluation purposes. The general ledger extract file fields are listed below (PEIMS Element ID referenced in parenthesis)

  • Year
  • County District ID (E0212)
  • Fund Code (E0316)
  • Function (E0317)
  • Object Code (E0318)
  • Sub Object Code – Local Option Code 1 and 2
  • Campus/Organization (E0319)
  • Fiscal Year (E0974)
  • Program Intent (E0320)
  • Local Option Code 3
  • Local Option code 4
  • Actual Amount (E0774)
  • Budget Amount (E0321)

5.2.8.CCMR EWS Supplement Files #

OnDataSuite CCMR EWS Supplemental File – Data file Template (7/20)
Please use the linked excel template to ensure your data file format is aligned to our parser.
ODS CCMR EWS Supplemental Excel Template

 

Understanding What This File Is For
The following columns displayed in the CCMR Early Warning System are dependent upon a future PEIMS upload files to determine if a student is eligible for CCMR point accumulation:

  • Industry Certification
  • IEP
  • Armed Forces
  • OnRamps (Added 07/20)
  • Level I/II Certification (Added 07/20)

As these files are typically uploaded and confirmed by the following year’s October Fall PEIMS submission as leaver graduates, these areas may not form an association in time for districts to have a preliminary view of their upcoming affect on accountability.

OnDataSuite has developed an other ( ‘S’ ) alternative file upload procedure for districts who would like to create an indicator to show preliminary point accrual for these areas.

Understanding What This File Affects
The uploading of this file will only affect the CCMR EWS report. Upon its upload it will create an column indicator value of ‘S’  to signify that the district has uploaded a place holder value other than the standard Yes (‘Y’) or No (‘N’) column value associated with a PEIMS confirmed record on file.

By its nature the CCMR EWS report was created to only show associated values from confirmed data sources such as PEIMS or the College Board data files that meet the CCMR benchmark requirements and display results as either a Yes ‘Y’ or No ‘N’ in the columns.  The association of the CCMR EWS Supplement file will thus display a value of ‘S’  on the report and will grant a point value of ‘1’ in the CCMR EWS Met column indicating that this value has been granted from an over-ride and not from a calculation.

Note: Once a PEIMS file for the following year’s Fall submission has been loaded with leaver graduates, the ‘S’ values will no longer be utilized.


Where To Get Your Data
This file will be created at the local level and will most likely be derived from your local Student Information System.


Accepted Data File Layout
This file is an excel format (.XLS) and must contain the exact column order and data as displayed below.  Header rows are required.

Example: CCMR EWS Supplement Excel spreadsheet

 

Expected values in file
While it is understood that most students will not have an indicator value for all three areas the uploaded file must contain both the Year and Student ID data in order for the file to form the proper association.

  • Year = Accountability year you wish the student value to be attributed to (Cell value cannot be blank )
    • The accepted value for this field is a four digit year (YYYY): Example: 2019
    • Example: Students that affect 2019 accountability are prior year (2017-18) 12th grade students, so the first column should represent the prior year as 2018. This will upload the file into the 2017-18 Data Year in the file center.
  • Student ID = SS# OR Local ID OR TX-Unique ID# (Cell value cannot be blank )
    • The accepted value for this field is a 9 digit value with no dashes or spaces: Example: 453659874
  • Industry Cert = PEIMS CODE – Data taken from PEIMS e1586  (Cell value may be left blank)

    • The accepted value for this field is any ONE of the following: is not blank, not set to ‘000’ and is not null
  • IEP = PEIMS CODE – Data taken from PEIMS e0806  (Cell value may be left blank)
    • The accepted value for this field is any ONE of the following IEP codes: “04”,“05″,“54”,“55″

  • Armed Forces =  PEIMS CODE – Data taken from PEIMS e1589 (Cell value may be left blank)
    • The accepted value for this field is a ‘1’  to indicate yes. A zero can be used to indicate no but is not necessary.
  • OnRamps =  Data cannot be determined from PEIMS association. 
    • The accepted value for this field is ‘Y’ to indicate yes or ‘N’ to indicate no.
  • Level I/II Certification =  Data cannot be determined from PEIMS association. 
    • The accepted value for this field is ‘Y’ to indicate yes or ‘N’ to indicate no.
  • Student Last Name =  This data is not used in the association process but has been included to help with local documentation and record keeping
    • The accepted value for this field is a text value
  • Level I/II Certification = This data is not used in the association process but has been included to help with local documentation and record keeping
    • The accepted value for this field is a text value

Example: 2019 Accountability = Column A Year of 2019

 

Updating or Removing Association To Supplemental Files

Updating an associated student record
In instances where an error was made in the creation of a student record or an update needs to be made to a students CCMR EWS Supplemental file, create a new file and make the necessary update to that students data row.

Example: In November the supplemental file was uploaded to show John Sager with an Armed Forces code of ‘1’. In January a review of the files reveals that this was uploaded in error. A new supplemental file can be uploaded with the field updated from a ‘1’ to a ‘0’ and it will wipe and replace the association. 

Removing an associated student record
If a student record has previously been uploaded in the supplemental file that was either uploaded in error or has been determined to not have any association to any of the three areas (Industry Cert, IEP or Armed Forces), create a new file and update that students data row by leaving each column blank.

Please note that once a PEIMS file for the following year’s Fall submission has been loaded with leaver graduates, the ‘S’ values will no longer be utilized.

 

 

5.3.Loading CRDC Files #

Accepted CRDC File Uploads

The CRDC requirements change from year to year. Please Create a support ticket in the OnDataSuite System to and indicate that the ticket item is a “question” in the drop down selection to request more information about the current year CRDC requirements.

Within the “Details” field please state your detailed CRDC question(s) so that we can respond with detailed information.

5.4.Loading TEA Files #

5.4.1.CCMR #

Where to get College Career Military Readiness (CCMR) files

The CCMR data fields required for upload into the OnDataSuite file center are derived from the Accountability Application under TEAL/TEASE account.

Click here to see the TEA TEASE/TEAL information page:  https://tea.texas.gov/About_TEA/Other_Services/Secure_Applications/TEAL_account_and_password_help/

Once the link has been selected from the TEAL Accountability items list you will need to scroll down to the bottom of the page and download the excel file to a local location on your computer.

NOTE: CCMR files are used in the reporting of the A-F domain sections listed below.  As of April 2019 TEA is now providing districts with CCMR Preview files as well as Final files.

 

System File Type (xls vs xlsx format)
TEA has specified that the CCMR file will be available as an ‘Excel’ download but does not specify if the available file will be in xls or xlsx format.  For the purpose of uploading into the OnDataSuite CCMR file center location please do not attempt to change the format but rather search for the file that you have downloaded locally and load the file in the format that was provided.

 

Finding the file for upload

If you cannot see the file that you downloaded to your local location please make sure to check for all file types in your location as shown in the examples below:

 

On a PC you can use the drop down to select ‘All Files’ shown next to the file name open field

 

On a Mac you can use the drop down to select ‘All Files’ shown next to the file name open field

 

 

 

 

Steps to Upload CCMR File

Download file from your TEA account and save to your local desktop. The current data file provided by TEA is in an Excel format. (.xls) and should NOT be opened or saved as any other type of file. If you need to view the file it is recommended that you save the original and open a copy.

1. Log into  OnDataSuite account, go to “File Center” and then to “Data Sources”. Locate the blue CCMR button.

2. Once you have selected the CCMR tab, click the big green button titled ‘Click to upload CCMR files’

3. You will be prompted to locate the CCMR file that you downloaded from your TEAL account. Find the file, select it for submission.

Note: If you do not see the file on your local drive, make sure the file type selector is selected as ‘All Files’ 

4. You should now see your selected file for CCMR upload listed at the bottom of the screen. You must provide the following Year and Prelim/Final data information before the file can be uploaded

NOTE: In 2019 TEA has already provided 2 PRELIMINARY files and will follow up with the FINAL file later in the year. If you have already uploaded your 1st prelim file make sure you select Prelim 1. If you are uploading the second file you will upload to Prelim 2.

  • Year Selection = Associated Accountability Year
    Provide a year the file is to be attributed to that aligns to the associated accountability year.Example: If you click on the 2019 CCMR Preview listing as in the example below, your list is associated to the 2017-18 CCMR Graduates but your associating this file to the 2019 Accountability year so your associated file center drop down selection should be year 2018-19.
  • Prelim/Final Selection
    Indicate if this file is a CCMR Preview file or if it is the Final file you are to receive from TEA.Example: Using the example above, the file is listed as 2019 CCMR PREVIEW student listing, so the associated file center drop down selection should be Prelim
  • Both selections must be made or you will not be allowed to start your upload.

    Example: The file below shows a 2018 CCMR file that was provided on July 17, 2018. The graduates listed on this file will be used in the reporting of the 2019 accountability year. 

 

5. Click the green Start Upload button and your file will be parsed into the system. Depending on the size of the file this could take a few seconds.

Example of TEA CCMR File table from TEA

 

System areas affected by uploading of CCMR file
The CCMR files are being accepted to facilitate the reporting of A-F under the accountability tab. In the absence of this file being uploaded, the following reports will default to calculated values based on the “raw” data files districts have uploaded into the file center. Once CCMR file has been uploaded, all A-F results that require CCMR data will be calculated to the state released values and the letters “TEA” will appear.

Locating CCMR Data under the Accountability section of OnDataSuite
The files uploaded can now be viewed by selecting the following areas of the A-F accountability

  • Student Achievement Domain – Summary
    Located under the A-F Rating System 2018 Folder >>Student Achievement Domain – Summary Report
  • Student Achievement Domain – Detail 
    Located under the A-F Rating System 2018 Folder >>Student Achievement Domain – Detail Report

The top portion of the report displays an overall summary. Scroll down to see CCMR details. After the CCMR data file has been uploaded, two calculations for Domain I Student Achievement CCMR section are available.

  • (CCMR) College, Career, Military Ready From: TEA
    Data represents the TEA CCMR file.
  • (CCMR) College, Career, Military Ready From: ODS – Raw Data Files
    Data represents the OnDataSuite calculated values which will display the CCMR values as calculated using the raw data files (PEIMS, IB, AP, SAT, TSIA) uploaded into OnDataSuite.

(scroll down to see itemized CCMR count/percentages) OnDataSuite =ODS (prelim “raw”) / TEA = CCMR file

 

  • Closing the Gaps Performance Targets
    Located under the A-F Rating System 2018 Folder >>Closing the Gaps Domain

After the CCMR data file the College, Career, and Military Readiness Performance Status (High Schools, K-12 and Districts) has been uploaded, system will default to the TEA CCMR file data and will supersede any individual raw uploaded file calculations.

5.4.2.Cohort Preliminary Four Year Files #

Files loaded in this area are used for:

  • PEIMS Student Report Center>General>9th Grade Cohort
  • Student>Student Custom Reports>Graduates / Dropouts>Cohort Follow-Up Report
  • Pre-Release Reports>Cohort Preliminary Preview

Retrieve files posted first of November from the TEAL>Accountability system.  In order to obtain the cohort data file, you must have access to your district’s TEAL Accountability account.

Retrieve data from TEA

  1. Log into the TEAL account and go to the Accountability Application- must have user access.
  2. Click on “RES” (Research and Analysis) link
  3. Preliminary (November) lists will appear at the top

Select the “Updated Preliminary Four-Year Longitudinal Cohorts Lists”

Locate the 4 “Preliminary Cohort files” at the VERY BOTTOM of the page, listed by year.

Click on the link for each of the 4 years to download. “Excel” option

NOTE: Do not open the file before uploading to OnDataSuite.
Opening the file and then saving it causes some changes that do not allow it to upload properly.

Load data into OnDataSuite

In order to load files into OnDataSuite, user must have administrative rights/access.

1. Log into OnDataSuite using Chrome as your browser

2. Locate the “File Center” in the top black menu bar

3. Click the “Data Sources” tab

4. Select the blue “Cohort Preliminary” button

 

 

5. Click the green “Click to upload ” button

6. Browse to location of file and ‘Open’

7. Select ‘Submission’ drop-down box and choose ‘Preliminary’

8. Select green “Start Upload” tab to continue or “Cancel Upload” or Delete the file.

9. Your data upload can be confirmed at the bottom of the screen and will be ready to review.

10. Click the “i”, located at the end of the row for a loaded file to:

·         Edit the title of the file
·         See the date/time stamp

5.4.3.Cohort Longitudinal 4, 5, 6 Yr Final Graduation Files #

Files loaded in this area are used for:

  • PEIMS Student Report Center>General
    • 4 Year Longitudinal Cohort
    • 5 Year Longitudinal Cohort
    • 6 Year Longitudinal Cohort
  • Student>Student Custom Reports>Graduates / Dropouts>Cohort Follow-Up Report
  • A-F Graduation Rate Reporting
  • Accountability>State: Accountability Report Center>TAPR>Cohort Longitudinal Rates (4, 5, and 6 Year)
  • Accountability>Data Validation Monitoring>Leaver Data Analysis>Leaver Records Data Validation Indicator #8: Continuing Students Dropout Rate (4 Year Longitudinal Cohort)

GRADUATION RATES –Final Graduation 4, 5, and 6 year Longitudinal files posted first of June found in TEAL/Accountability/Final Graduation and Dropout Information/RES-Research and Analysis tab.

Retrieve the files from the Accountability Application via TEASE/TEAL

Click on “RES” – Resources

Locate “Final Graduation and Dropout Information” link

Select the 3(three) following files to download:

  • Four – Year Longitudinal Information
  • Five- Year Extended Longitudinal Information
  • Six-Year Extended Longitudinal Information

NOTE: Do NOT open the files once they have been downloaded.

  • Graduation Rate calculation:

  • Statuses used in TEA Longitudinal Files
    • Numerator (Graduates) ‘GRADUATED’
    • Denominator (Class) ‘GRADUATED’, ‘RECEIVED GED’, ‘CONTINUED H.S.’, ‘DROPPED OUT’

 

Load data into OnDataSuite

In order to load files into OnDataSuite, user must have administrative rights/access.

1. Log into OnDataSuite using Chrome, as your browser

2. Locate the “File Center” in the top black menu bar

3. Click the “Data Sources” tab

4. Select the blue “Cohort Longitudinal” button under the TEA area

5. Click the green “Click to upload ” button

6. Browse to location of files and ‘Open’ (Multi select all files at once)

7. Select ‘Listing years’ drop-down box and choose 4, 5, or 6 Year Longitudinal

8. Select green “Start Upload” tab to continue or “Cancel Upload” or Delete the file.

9. Your data upload can be confirmed at the bottom of the screen and will be ready to review.

10. Click the “i”, located at the end of the row for a loaded file to:

·         Edit the title of the file
·         See the date/time stamp
·         Review number of records

5.4.4.Testing Issues Roster #

Testing Issue Roster

This section has been added to the file center in response to districts who were affected by online testing issues during the 2017-18 assessment year. 

As stated in the TEA TAA Correspondence on May 24, 2018:

“Districts with students who were affected by the online testing issues will receive the roster via files that will be emailed from ETS to the primary district testing coordinator later today.

The flags for these students will also be available in the final Consolidated Accountability File (CAF) for 2018 and will not be provided in the individual assessment administration files posted for districts”

Due to the issue of timeliness in preparation of our reports, OnDataSuite does not rely on the CAF files to calculate accountability values so we will need any district that was affected by online testing issues to provide this file to offset the variance between our calculated values and the final reported values of the state.  

Click here to view the  TEA correspondence in full

 

5.4.5.Staff Certifications #

Staff Certifications can be uploaded to assist with the Accountability>Federal: Accountability Report Center>ESSA, Title I Equity Plan>ESSA PR1500 reports.

The certification data can be accessed in the TEA TEAL’s Educator Certification Online System (ECOS) using ECOS Entities access:
https://tea.texas.gov/Texas_Educators/Certification/Educator_Certification_Online_System/

TEA Quick Reference Guide:
https://tea.texas.gov/WorkArea/DownloadAsset.aspx?id=25769811991

Since manipulation to the files can occur, please see the file layout below needed to successfully upload the information.

  • This file is a CSV (Comma Separated) file
  • The file should not contain headers
  • The ‘Year’ selection should match to the year of the ESSA PR1500 reporting. For example, if you are working on the 2018-2019 ESSA PR1500 reports, click on ‘2018-2019’.
  • Only one file is allowed per year. If current file already exists for a particular year, a new file load for that same year will replace existing file.
  • The file format is as follows and needs to be in this order:
    • Social Security or Staff TX Unique ID
    • Cert Typ Code
    • Effective Date
    • Expire Date
    • Grade Level
    • Cert Lvl Code
    • Field Code

Note: It is not necessary to remove certifications that are expired or non-instructional.

Example data:

SS# or              
TX Unique       Cert Typ Code   Effective Date   Expire Date       Grade Level       Cert Lvl Code     Field Code

123456111 PRV 5/16/1976 Life Grades (PK-12) ALL HPE
123456222 PRV 5/16/1976 Life Grades (6-12) SEC HIS
123456333 PRV 5/16/1976 Life Grades (6-12) SEC HPE
123456444 STD 12/17/2013 1/31/2019 Grades (6-12) SEC BED
123456555 STD 1/1/2015 12/31/2020 Grades (EC-12) PRF PRN
123456666 PRV 2/14/1999 Life Grades (6-12) SEC BIO

 

5.5.Loading ACT Files #

ACT Website Information
Because the file formats change from year to year we recommend visiting the most recent ACT Resources page for each administration to ensure your data file matches the yearly file format specifications.

IMPORTANT NOTE ABOUT THE ACCEPTED 2020 ACT DATA FILE  (Posted 02/06/2020)
As of the 2020 calendar year ACT has started to provide some districts with a portal option to download their files. At this time OnDataSuite DOES NOT accept files created through this system. Districts will need to locate and upload the data CD provided by the college board.

Due to annual changes in the ACT data file format, OnDataSuite requires users to specify an associated testing year during the upload process. The year ranges the ACT file provides are specified within a date range that may not correspond to a districts calendar year.  Please use caution when assigning an associated year.

 

 

ACT 2019-20 Electronic Student Record Layout High School (Excel & PDF)
Updated 02/06/2020
ACT_HighSchoolStudentRecordLayout

 

To order ACT Electronic Score Reporting Results under Reports>Ordering
http://www.act.org/content/act/en/products-and-services/the-act-educator/resources.html

 

Accepted ACT File Uploads

ACT (High School)
File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
Typically, ACT files will be on a CD, compressed and password protected.
This file is a fixed length file (TXT)
First uncompress the file from the CD, and enter the relevant password.
There should now be two files available, a .txt file and a .dht file.
Upload the .txt file.
The .dht file will not be accepted.Currently, only files from 2011-12 and beyond are supported

ACT Explore
File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
Typically, ACT files will be on a CD, compressed and password protected.
This file is a fixed length file (TXT)
First uncompress the file from the CD, and enter the relevant password.
There should now be two files available, a .txt file and a .dht file.
Upload the .txt file.
The .dht file will not be accepted. “;i:9;s:59:”  Currently, only files from 2011-12 and beyond are supported

ACT Plan
File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
Typically, ACT files will be on a CD, compressed and password protected.
This file is a fixed length file (TXT)
First uncompress the file from the CD, and enter the relevant password.
There should now be two files available, a .txt file and a .dht file.
Upload the .txt file.
The .dht file will not be accepted.

5.6.Loading TSIA (Accuplacer Files) #

Loading (TSIA Accuplacer) Data

 

Where to get your TSIA Accuplacer data

The TSIA data fields required for upload into the OnDataSuite file center are derived from the College Board (CB) reporting center. There are several report creation options provided through the CB reporting tool that will allow you to pull the necessary data needed to upload into the file center. For more information on how to generate reports please see the attached 2017 College Board Accuplacer Guide and review the Custom Reports section starting on page 155.

Click here to see the College Board accuplacer-user-guide

You may also visit the official College Board website by clicking this link:   https://accuplacer.collegeboard.org/educator/about-accuplacer

 

TSIA Accuplacer data fields accepted in OnDataSuite
Due to the fact that reports derived from within the College Board report building tool can vary from user to user and are not created to follow a specific output data file format in their creation, each user uploading TSIA data into the file center must export their report in the College Board reporting tool to contain ONLY the following fields in the EXACT ORDER displayed below with the correct field names:

List of Accepted TSIA (Accuplacer) College Board Elements

  • Test Start (MM/DD/YYYY; ex: 01/01/2017, not 1/1/2017)
  • Last Name
  • First Name
  • Middle Initial
  • Student ID  (Use 10-digit number. Texas Unique ID) (This should not be a made up number)
  • Date of Birth (MM/DD/YYYY; ex: 06/05/2002, not 6/5/2002)
  • Site ID
  • Inst ID
  • Site Name
  • TSI Mathematics Placement
  • TSI Reading Placement
  • TSI Writing Placement
  • TSI WritePlacer {year} w/Word Count On
  • ABE Mathematics Diagnostics *
  • ABE Writing Diagnostics *
  • ABE Reading Diagnostics *
  • Adult Basic Education Math Placement *
  • Adult Basic Education Writing Placement *
  • Adult Basic Education Reading Placement *

    *fields added as of 06/01/2018 (Are not required but some districts have said that they would like these included)

 

TSIA (Accuplacer)
File cannot be compressed or zipped
This file is a fixed length file provided by College Board. (CSV)
File name must contain no spaces
When naming files, only use letters, numbers, dashes or underscores
We strongly recommend Google Chrome or Mozilla Firefox while using OnDataSuite products

5.7.Loading Other Exam Files #

Other Exam files

Other exam files provide an opportunity for districts to upload files that do not fit a specified data format criteria but that may be used for other associated reporting purposes. When creating these files for upload please follow the required file specifications when creating your data file prior to upload.

5.7.1.IB (International Baccalaureate) #

International Baccalaureate (IB) File

File cannot be compressed or zipped
This file is a CSV comma delimited file
File name cannot contain spaces
File name cannot contain an apostrophe, comma or parenthesis
When naming files, only use letters, numbers, dashes or underscores

Expected column layout is the following in order: 
Year (4 digits) 
Student ID (Can be State ID, TX Unique ID, or Local ID)
District ID (6 digits)
Session (Accepted values – Fall or Spring)
Subject (free form text)
Exam Grade (Accepted values of 1,2,3,4,5,6 or 7)
Predicted Grade (Accepted values – 1,2,3,4,5,6 or 7)

5.7.2.NWEA MAP files #

NWEA MAP files
File cannot be compressed or zipped.
This file is a CSV file provided by NWEA MAP.
File name must contain no spaces.
When naming files, only use letters, numbers, dashes or underscores.

Where to locate your MAP Data files
For more information on where to download your MAP data files please visit the following page:
https://teach.mapnwea.org/impl/maphelp/Content/Data/AboutExportingTestResultData.htm


Current Data file format accepted by OnDataSuite into file center

We are currently only accepting the combined data file.

There are three types of export from NWEA MAP so please make sure you download the combostudentassessment.csv file as described in the image below.

 

 

 

5.8.Loading College Board Files #


College Board Website Information
All College Board related data files are derived from the College Board website.

Several files are uploaded into the OnDataSuite file center from the College Board. The information in this section has been provided to help guide our users to the correct location within the College Board website for each file upload.

If while using this page you encounter any broken links or have a suggestion for other items that need to be added please submit a ticket from within the OnDataSuite ticket system and provide us with detailed information on any changes that we do not have shown in this section.

 

 

5.8.1.SAT #

SAT
File cannot be compressed or zipped.
This file is a TXT file provided by College Board.
File name must contain no spaces.
When naming files, only use letters, numbers, dashes or underscores.
Different file layouts exist for this type of file you must choose the time period and/or year the data file was obtained.
If your data is not present after uploading your file, you may re-upload and choose a different time period.

 

Where to locate your SAT Data files
Your SAT files can be downloaded directly from your college board portal page.
https://k12reports.collegeboard.org/login  (As of 04/28/2017)

 

Current Data file format accepted by OnDataSuite into file center
The current college board data file format that OnDataSuite is accepting can be located at the following link: https://collegereadiness.collegeboard.org/pdf/data-layout-sat-subject-tests-esr.pdf


More information about your SAT scores
For more information about when and where to get your scores, help understanding your scores, quick facts about your SAT scores and file layout crosswalks and data layouts you can visit the college board website here: https://collegereadiness.collegeboard.org/sat/k12-educators/score-reports/electronic-score-data   (As of 04/28/2017)

For additional information about SAT calendar release dates visit the college board score release schedule here:
https://collegereadiness.collegeboard.org/educators/k-12/score-schedule

 

5.8.1.1.SAT - Data File - TXT Option #

Selecting TXT files for upload into OnDataSuite – We do not accept CSV
The college board provides SAT data files in two file formats (.txt and.csv) for each score release. For upload into the OnDataSuite file center please locate and upload the .txt file into the SAT file center area. Do not upload both.

After you have saved the file locally, please note where it is located and DO NOT open the file prior to uploading into the system.  From within the file center upload process, search for the file location and select the unopened file.

Screenshot of College Board SAT (.TXT) file download option 

5.8.2.AP #

AP
File cannot be compressed or zipped.
This file is a CSV file provided by College Board.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
Different file layouts exist for this type of file you must choose the time period and/or year the data file was obtained.
If your data is not present after uploading your file, you may re-upload and choose a different time period.
If an AP files “Student Identifier” section contains either a SSN or Local IDs that 100% matches to an existing PEIMS record in your onPoint client system. The AP parser will now use this section to help identify whom the records belong to.

 

More information about accessing your AP Score Reports
For more information about your AP Score Reports please visit the college board website:
https://apcentral.collegeboard.org/scores/available-reports/student-datafile(As of 03/05/2020)

 

2020 AP Data File Format
https://apcentral.collegeboard.org/pdf/ap-datafile-layout-2020.pdf (As of 03/05/2020)

 

2019 AP Data File Format
https://apcentral.collegeboard.org/pdf/ap-student-datafile-format-2019-0.pdf (As of 03/05/2020)

5.8.2.1.Downloading AP files from College Board #

Step 1. Locate AP Student Data File
From within the College Board AP reports website, scroll to the very bottom of the page and locate the ‘Student Datafile’. At the bottom of the report you will see a ‘Download File’ link. Click on the link and proceed to the next step. 

Step 1. Download the AP Student Data File 
After you click the ‘Download File’ link as shown in the example above, a box will open up asking where you want to save the file. 

 

DO NOT select the ‘open with’  file option. Choose the ‘Save File’ option and save the file to a local location. Remember this location and when prompted by the OnDataSuite AP file center, upload directly from the location of the saved file.

 

 

 

 

5.8.2.2.Understanding AP Reporting Dates in ODS #

Understanding College Board Reporting Dates in OnDataSuite (As of 01/10/2019)
When uploading your college board AP files into the file center, the system will no longer require the user to select an associated testing year. Because this report can be generated at any time throughout a school year and can include multiple past year results per student, the associated testing year will now utilize the College Board specified “Admin Year” column (59) to determine and categorize the file center associated testing year.

 

NOTE: AP file issue for 2019
We are currently aware that the current file provided by the college board as a download to districts is generated as an excel (XLS / XLSX). However the file is actually mislabeled by the college board as it is a CSV file saved as an XLS file. We have made adjustments in our file center upload to accept the current XLS file. Please download this file locally to your computer and DO NOT attempt to open or change it. Just upload it directly into the file center.

 

Example of display in File Center of assigned year

5.8.3.PSAT10/NMSQT #

PSAT10 and PSAT NMSQT
File cannot be compressed or zipped.
This is either a text (.txt) or comma delimited (.csv) file provided by College Board.
The file should be comma separated, not tabbed.
File name must contain no spaces.
If your data is not present after uploading your file, you may re-upload and choose a different time period.
When naming a file, only use letters, numbers, dashes or underscores.

PSAT 10 and PSAT NMSQT files should both be loaded under the PSAT 10 File Center section

Selecting files for upload into OnDataSuite
The college board provides PSAT/NMSQT and PSAT 10 data files in two file formats (.txt and.csv). For upload into the OnDataSuite file center please upload either the .txt file or the .csv file into the PSAT 10/NMSQT file center area. Do not upload both and do not attempt to open or edit the file prior to upload.

Where to locate your PSAT/NMSQT and PSAT 10 Data Files
Your PSAT/NMSQT and PSAT 10 files can be downloaded directly from your college board login page.
https://k12reports.collegeboard.org/login  (As of 01/18/2018)

Data Layout for PSAT 10 and PSAT/NMSQT Electronic Score Reports
For the most recent data file layout please visit the following link:
https://collegereadiness.collegeboard.org/pdf/data-layout-psat-nmsqt-psat-10-esr.pdf

Information about your PSAT/NMSQT and PSAT 10 scores
For more information about signing in to get your scores, score ranges, understanding your scores please visit the college board website here:   https://collegereadiness.collegeboard.org/psat-nmsqt-psat-10/scores/structure
(As of 04/28/2017)

 

5.8.4.PSAT 8/9 #

PSAT 8/9
File cannot be compressed or zipped.
This file is a CSV file provided by College Board.
File name must contain no spaces.
If your data is not present after uploading your file, you may re-upload and choose a different time period.
When naming a file, only use letters, numbers, dashes or underscores.

 

For more information about the PSAT 8/9 file data file format please visit the college board external here:
College Board Data File Format

 

 

5.8.5.PSAT (pre 2016) #

PSAT (pre 2016)
File cannot be compressed or zipped.
This file is a CSV file provided by College Board.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
If your data is not present after uploading your file, you may re-upload and choose a different time period.

5.8.6.SAT (pre 2016) #

SAT (pre 2016)
File cannot be compressed or zipped.
This file is a CSV file provided by College Board.
File name must contain no spaces.
When naming files, only use letters, numbers, dashes or underscores.
Different file layouts exist for this type of file you must choose the time period and/or year the data file was obtained.
If your data is not present after uploading your file, you may re-upload and choose a different time period.

5.8.7.ReadiStep (Now PSAT 8/9) #

ReadiStep ( Now PSAT 8/9)
File cannot be compressed or zipped.
This file is a CSV or TXT file provided by College Board.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
Different file layouts exist for this type of file you must choose the time period and/or year the data file was obtained.
If your data is not present after uploading your file, you may re-upload and choose a different time period.

5.9.Loading State Testing Files #

Accepted ETS / Pearson File Uploads

 

5.9.1.STAAR 3-8 & 3-8 ALT #

File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)

For detailed data file format information provided by the Texas Education Agency (TEA) please visit their data file format website location here: https://tea.texas.gov/student-assessment/testing/student-assessment-overview/data-file-formats

If you have a STAAR bridge file, upload it here.
STAAR bridge files contain transitional data between TAKS and STAAR.

 

 

5.9.2.STAAR EOC & EOC ALT #

File cannot be compressed or zipped
File name must contain no spaces
When naming a file, only use letters, numbers, dashes or underscores.
This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)

For detailed data file format information provided by the Texas Education Agency (TEA) please visit their data file format website location here: https://tea.texas.gov/student-assessment/testing/student-assessment-overview/data-file-formats

If you have a STAAR bridge file, upload it here.
STAAR bridge files contain transitional data between TAKS and STAAR.

5.9.3.Interim Assessment #

File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
This file is a fixed length file provided by ETS. (DAT or TXT)

5.9.4.TELPAS #

File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)

For detailed data file format information provided by the Texas Education Agency (TEA) please visit their data file format website location here: https://tea.texas.gov/student-assessment/testing/student-assessment-overview/data-file-formats

Only Pearson TELPAS files from school year 2006-2007 and beyond can be uploaded.

5.9.5.TELPAS ALT #

This file format is different than the regular TELPAS File. Please make sure to load it into the appropriate location in your file center. 

File cannot be compressed or zipped.
File name must contain no spaces.
When naming a file, only use letters, numbers, dashes or underscores.
This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)

For detailed data file format information provided by the Texas Education Agency (TEA) please visit their data file format website location here: https://tea.texas.gov/student-assessment/testing/student-assessment-overview/data-file-formats

.

5.9.6.TAKS #

Files cannot be compressed or zipped
File name must contain no spaces
When naming files, only use letters, numbers, dashes or underscores
This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)
If this is a Pearson Update File, you must check the box to mark your file as such.

5.9.7.CAF #

CAF file is currently for review, CAF files will be exclusive for PBMAS results.

This upload area provides OnDataSuite users with a secure method of uploading their CAF file into the system for internal auditing purposes only.

Please note that the Consolidated Accountability File (CAF) IS NOT a required file upload and IS NOT used in any calculation within OnDataSuite and the uploading of your CAF will not result in any changes to your assessment or accountability reporting.

5.9.8.SIRS #

LOADING Student Interchange Retrieval System (SIRS) Files
 
Because the data file format for SIRS files is exactly the same as your regular STAAR and EOC files, the system will allow the upload into the regular location. SIRS files incorrectly loaded here may cause issues with your reports.
Do NOT load SIRS files into your STAAR 3-8 or EOC sections. They must be loaded into the SIRS sections only.



  • STAAR 3-8 SIRS
    • File cannot be compressed or zipped.
    • File name must contain no spaces.
    • When naming a file, only use letters, numbers, dashes or underscores.
    • This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)
  • STAAR EOC SIRS
    • File cannot be compressed or zipped.
    • File name must contain no spaces.
    • When naming a file, only use letters, numbers, dashes or underscores.
    • This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)
  • STAAR TELPAS SIRS
    • File cannot be compressed or zipped.
    • File name must contain no spaces.
    • When naming a file, only use letters, numbers, dashes or underscores.
    • This file is a fixed length file provided by ETS or Pearson. (DAT or TXT)

5.10.Data Reconciliation #

Data Reconciliation

Need Reconciliation
Student records contained in the ACT, SAT, PSAT, AP and Readistep files may not contain student identification numbers. The matching process will occur during the file upload.  If student records can’t be matched due to a lack of a student id number, it will try to match on First Name, Last Name and Date of Birth.  If all three of these elements do not match a record in OnDataSuite, the student will be assigned a temporary ID and will be listed on the Data Reconciliation page.

  • Reconciliation Matching Steps
    • Step 1: Match id number in assessment results file to SSN, TX Unique ID, or Local ID
    • Step 2: No match on step 1, exact match on all three elements: First Name, Last Name, and Date of Birth
    • Step 3: No match on step 2, student assigned ‘Temp Assigned SID’ and listed on the Data Reconciliation page

Using the Reconciliation Process
To link an existing student in your OnDataSuite database to the information from the file. Click on the temp ID assigned to the student below to display available data and then complete the record by typing in the matching students SS#. The data from the file will then be added to OnDataSuite.

Please note to ensure the highest match rate when loading data make sure you have loaded up to date TSDS PEIMS files into your OnDataSuite database. The TSDS PEIMS files contain the most accurate matching data.

5.11.PEIMS Edits #

  • Tabs by Submission
  • By District or Campus
    • Note: Campus level users must have access to the SSN and may only access edits depending on the Reports authorization in the Administrator Access List (Student Aggregate Totals, Staff Aggregate Totals, and/or Finance)
  • Fatals, Warnings, and Special Warnings
    • Click on button to see edits triggered in a summary format
    • Drill down on a specific edit to see who/what is triggering the edit
  • Data Category Type
    • Click on a particular Data Category Type link to see all edits in a summary format with appropriate color coding for fatals, warnings, and special warnings
  • Export to Excel available for all edits (Excel Workbook) or individual records (Tools>Export list to Excel)

5.11.1.Edits Notifications #

Note: Only users who have ‘ODS Administrator’ rights will be able to access this screen.

The same functionality is available under Administrator – Site Settings- TSDS Business Rules Notifications.


This functionality allows you to set up district or campus level users to receive an email when a new TSDS PEIMS file is loaded through the Edits process. It works for all file center submission loads (Fall, Mid Year, Summer, Extended Year).  The changes made on this page in any submission will be applied to all submissions.
     Note: If a file does not load correctly (highlighted red in the File Center), an email will not be sent.

When the user logs into their OnDataSuite system, they will only be able to see the PEIMS Edits they have access to (Student, Staff, and/or Finance) and the campus(es) they have access for.

To start email notifications:

  • Click the the ‘Off’ toggle (default) to ‘On’ (green) for users who should receive an email when a TSDS PEIMS file is submitted through the edits process.
    • Tip: Change the ‘Show 10 entries’ drop-down to a higher number to see more users on the screen
  • Campuses column
    • District Level User
      • will automatically choose ‘All Campuses’
        • Note: includes non-instructional campuses due to finance edits
      • use drop-down box to select/deselect specific campuses
    • Campus Level User
      • will automatically choose all campuses with access
      • use drop-down box to select/deselect specific campuses

To stop email notifications:

  • Click the ‘On’ green toggle to ‘Off’

5.11.2.Edits File Record Count Summary #

This screen displays each interchange and it’s sub-category along with the number of records processed.

Processed EDITS Record Count indicates the number of records that are being used successfully by the PEIMS Edits process.

Review record counts for reasonableness. If record counts are zero when they shouldn’t be or are unexpectedly low, it typically indicates issues with the file structure including missing tags, badly formatted strings, etc.

Resolution for inaccurate counts can include reviewing XML files with SIS and Business vendors and/or Submitting a Ticket.

5.12.OnSync #

OnSync allows an LEA to transfer their student and staff PEIMS interchanges, and/or their CCMR EWS Supplemental files to an SFTP server set up by OnDataSuite that automatically uploads these files nightly if they exist.

Note: For PEIMS XML Interchanges:

  • the LEA must set up the processing of their SIS or Business/ERP exports to XML interchange files.  Depending on your software, this might be a manual process, or can be set as a scheduled task.
  • There are no “partial loads”.  All necessary XML interchange files depending on the submission must be on the SFTP server for the nightly upload.

DATA SOURCES

  • The “Uploaded By” in the history area of the Data Sources tab will display “OnSync” if a file was loaded by the OnSync SFTP upload process.

5.13.Student ID Merge #

Student ID Merge

The Student ID Merge is based upon the Tx Unique ID. This report lists student records that have been merged due to matching TX Unique ID’s on multiple record types across different years, yet their student ID was different.

Original ID and Current ID are the student’s social security number or state-approved alternative identification number.

 

6.Bookmarks #

Bookmark functionality is found on ALL Validation/Custom/Adhoc/Custom Reports in the “Tools” drop-down or ad hoc “Report Options” pop-up box.

    

 

Bookmark enables the user to:

  • Save the report and its parameters.
    • NOTE: New data loads update data in the report
  • Share reports with other ODS users
  • Create folders for organization
  • Establish a platform of consistent reports and data analysis
  • Open reports from this tab

Locate reports that have been Bookmarked under the Bookmarks tab, top black menu bar.

Best Practice:

  • Bookmark reports that will be used repeatedly.
  • When creating the report to be bookmarked, filters used will be retained. This will also ensure that only the data filtered for the report will be displayed regardless of new data files loaded.

Example: An enrollment report filtered for 2018-19, will only display 2018-19, even when a data file for 2019-20 is loaded.

  • Leaving years unfiltered will allow any new year of data loaded to appear in the bookmarked report.
  • Heatmaps, graphs, and percentages will be stored when bookmarking, so if report is shared, these will appear for the shared user as well.
  • Use Bookmarks as a platform for sharing reports with other OnDataSuite users.

6.1.My Bookmarks #

  • My Reports
    • All reports you bookmark will initially save to the “My Reports” section.
    • Click on up/down arrows to sort by Title, Date Saved or Shared.
    • Shared indicates if a report is shared with others
      • Green check-mark shared
      • Red X-not shared
    • Action items (menu or right click on appropriate report row):
      • Open – Open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load. Report can also be opened by clicking on the report title hyperlink.
      • Share – Share the report with any other OnDataSuite User(s) or User Group that has been created.
        • Drag users or click on the green arrow to add users to the Shared Users list, and click Share.
        • The user(s) with whom the report is shared will receive an email notification.

      • LEA Cloud Sharing – Share an ad hoc bookmarked report in the ‘cloud’ where any OnDataSuite client from any LEA can run or grab the report. Note: This action only works for ad hoc reports, not custom or data validation reports.
        • Name – Report Title
        • Tags – Tags help categorize for searching capabilities
          • Can share the report with multiple tags by using a comma to separate
          • As you type, review the dropdown box below to see if there are already some tags to associate the report with
        • Description – Be as descriptive as possible so that others will know what the ad hoc report contains
        • Attribute Author Including Email Address – If you want to be identified as the author along with your email address, check this box
        • Click Post to save ad hoc report to the cloud
      • Note: Once report has been posted, it is stored permanently. Currently, there is no option to delete the report from the cloud.

      • Rename – Rename the bookmarked report title. Bookmark title will also be changed for shared users.
      • Delete – Delete the report. Report will also be deleted for shared users.
    • Bookmark Info – Displays detailed bookmark information including who report has been shared with.
  • Add Folder
    • Use folders to organize reports into categories.
    • Click + Add Folder, Name the folder, and click Create Folder
    • After creating a new folder, drag and drop report into the folder.
    • The bookmarked report will move from the My Reports area to the new folder.
  • Folder Options
    • Action items (menu or right click on appropriate folder):
      • Share – Share the folder (includes all reports contained in the folder) with any other OnDataSuite User(s) or User Group that has been created.
        • Drag users or click on the green arrow to add users to the Shared Users list, and click Share.
        • The user(s) with whom the folder is shared will receive an email notification.
      • Rename – Rename the folder title. Folder title will also be changed for shared users.
      • Delete – Delete the folder. Folder will also be deleted for shared users.
        • Note: Rename and Delete are not available for the system My Reports folder

6.2.Shared with me #

  • Shared Reports
    • Displays bookmarked reports that have been shared with you.
    • Action items (menu or right click on appropriate folder):
      • Open – Open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load. Report can also be opened by clicking on the report title hyperlink.
      • Save – Allows you to save the shared report to your My Bookmarks in the appropriate folder (My Reports or other folders you have built).  Once in My Bookmarks, the report is no longer a shared link and you are the owner of the report.
        • Note: You can also drag and drop the report to the My Bookmarks area which will open up the My Reports and any other folders you have built.
      • Delete – Delete the report.
      • Bookmark Info – Displays detailed bookmark information including Owner’s name.
  • Right click on report rows- Open in new tab is one other feature that can be utilized when running reports.  This allows the user to process the report in a separate web browser tab.

6.3.LEA Cloud Sharing #

Add a report to LEA Cloud Sharing

1. Create an ad-hoc report (only works with ad-hoc reports)
2. Bookmark the report
3. Go to bookmarks page and find the report

Then either:
– Left click on the table for the row the report is on to highlight. (Do not click on the report title)
– When the row is highlighted, click on the Cloud Icon, located at the top light blue menu bar between share and edit.
– Fill out the form and click “Post”.
– Report should show up in the LEA Cloud Sharing Section

OR:

– Right click on the table row the report is on. This will open a menu
– Select LEA Cloud Sharing
– Fill out the form and click Post.
– Report should show up in the LEA Cloud Sharing Section

 

NOTE: This only works with are reports with the index.php/report/ in the url. 

  • The reason a list report is not  cloud shareable has to do with how some custom report create drill-down links. The way ad-hoc report’s drill-down creates the list is it will give list the same parameters it used to create the report and list uses that to figure out which students to display. However, with some of the custom reports, list can’t figure out which students it needs to show, so instead  it tells the list to get info for students with these Student ID’s. The only way to create that on another district would be to run the custom report again and click on the drill-down link. SO, some list’s are shareable and some not.

 

Once a report is part of “LEA Cloud Sharing” functionality options are available.

  • Review ad hoc reports saved to the cloud by you or other LEAs
  • Title, Author, Tags, or Date Shared
    • Click on up/down arrows to sort ascending/descending
    • Search finds data in any of the columns
  • Action items (menu or right click on appropriate folder):
    • Open – Open the report with the same parameters/filters with which it was saved on the cloud. Report can also be opened by clicking on the report title hyperlink.
      • Note: Security access is applied to all reports stored in the cloud.  If you try to run a report for which you do not have access, it will not run.
    • Save – Allows you to save the shared report to your My Bookmarks in the appropriate folder (My Reports or other folders you have built).  Once in My Bookmarks, the report is no longer a shared link and you are the owner of the report.
      • Note: You can also drag and drop the report to the My Bookmarks area which will open up the My Reports and any other folders you have built.
  • Bookmark Info – Displays detailed bookmark information including report creator and email address if author designated to be recognized.
  • Right click on report rows – Open in new tab is one other feature that can be utilized when running reports.  This allows the user to process the report in a separate web browser tab.

7.User Groups #

User Groups Used in conjunction with bookmarks to share reports with multiple users at once.

Example: Principals

Locate: Find the tab in the top black menu bar “User Groups”.

  • Select the “Create Group” button and enter a title for the User Group in the box.
  • Drag and drop user names from the “Active User” box to the “Group Members” box.
  • Message will display that “member” has been added to the group.

Best Practice: Once the group is complete, go to “Bookmarks” and use “Share” tab to locate the user group.

NOTE: Upon moving the “User Group” to “Shared Users”, everyone included in this group will have access to the report consistent with the users account permissions. 

8.My Custom Reports #

Users can create a custom report by combining rows of data from different ad hoc reports into a single new report. The rows of data used for the custom report may come from different data sources such as student, assessment, staff or finance.

Creating a Custom Report

  • First build an ad hoc report containing at least one piece of the data desired for the custom report.

  • From the “Report Options” box, click Custom Report to On

  • The “Add” button to the left of each row of data, is now displayed.

  • Select the “Add” button to move/copy a single row of data to the custom report
  • “User Report Wizard” box will display with the row in the Report Preview

Follow the steps below to insert the row of data into a custom report.

  • Step 1 – Is this a new or existing custom report?
    • If New, provide a Report Name
      • As you type the report name, it will appear in the Report Preview below
    • If Existing, select the report in the drop-down box
    • Click ‘Next’

  • Step 2 – Are you adding this row to a new or existing Column in the custom report?
    • If New, provide a Column Label which will be the title for the column
      • As you type the Column Label, it will appear in the Report Preview below
    • If Existing, select the appropriate Column for the row to be inserted. (Use this to add the same type of data to an existing column, i.e. all of the grade level rows.)
    • Click ‘Next’

  • Step 3 – Row title will default to the row selected from the adhoc report, but it may be relabeled at this time, if desired.
    • Default
    • Relabeled
      • As you type the Row Title, it will appear in the Report Preview below

    • Click ‘Submit’
  • Step 4 – Close Wizard to add another row of data from the existing ad hoc or Go to report to view the report created with the wizard so far.

Continue to add additional rows of data to the custom report from this adhoc report or create another ad-hoc report.

NOTE: Rows can come from different ad hoc data sources.

Example: Use student to determine counts of students, use staff, to obtain counts of staff, and/or use finance to pull amounts.

Accessing My Custom Reports

The custom reports created will be located in “My Custom Reports” (black menu bar)

From the My Custom Reports center, open the report by clicking on the hyperlinked title

  • Edit the report
    • Be sure to click ‘Save’ at top once changes are made
  • Tools drop-down
    • Export to Excel
    • Bookmark
    • Heatmap On
  • Select a Focus List to run the report with and click ‘Submit’

9.Focus List #

Use focus lists to isolate a group of staff or students in order to look at the data pertaining to them more specifically.

Creating:

  • Option 1: From a generated “list” of student or staff names, locate the “Focus List” tab just below the title of the report.  

    • Create New Focus List
      • The title may be edited
      • Select Submit
    • Append or ADD to an Existing Focus List – This feature will add the students/staff to an already existing focus list
      • Browse to a current focus list
      • Select Submit to add
  • Option 2: From a student’s profile dashboard page, locate the “Focus List” section at the bottom right corner

 

  • Option 3: From the ‘Focus List’ tab (top black menu bar), use ‘Upload Focus List’ to upload a list of TX Unique IDs, Local IDs or SSNs.

  • Step 1: Use the drop down to select ‘Focus List Type’:
    • Student
    • Staff
  • Step 2: Use drop down to select ‘ID Type’:
    • TX Unique ID
    • Local ID’s (Student Only)
    • Social Security No.
  • Step 3: Title focus list in ‘Focus List Name’
  • Step 4: Use ‘Browse’ to find file and ‘Upload’ to load IDs to the data entry box
    • NOTE: The file to be uploaded should be a CSV file
  • Step 5: Data Entry Box
    • Update IDs loaded from CSV file if desired
      • and/or
    • Type IDs into the blank box with commas separating each number
      • Tip: Use for small focus lists
  • Step 6: Create Focus List

Utilization:

An ad hoc report may now be created using a Focus List in the Report Center for Student, Assessment, or Staff. The report will ONLY pull data for the staff/students on the Focus List.

  • Select a Focus List from the Focus List drop down box.

  • Then, create report as usual. (Select Category/Criteria)

Some custom reports also have the option to choose a Focus List as the data source.

Staff/Student Overview tab on Profile/Dashboard – access to profile levels required.

  • A Staff or Student can be added to or removed from an already existing focus list from the Staff/Student profile Overview tab.
  • The Profile Overview will also show any focus lists for which this person is a member.

 

Locate:

To find a complete listing of the focus groups created, select “Focus List” from the black menu bar.

From here, options include:

 

  • Edit 
    • Select members of the Focus list to remove
    • Share Focus list with other ODS users
    • Edit the Title of the Focus List
    • Delete the Focus List
    • Duplicate the Focus List
    • Share the Focus List 
  • Upload Focus list:
    • Add new members to a Focus List
    • Upload a Focus List manually – (see above)

NOTE: Click on the title to display members of the Focus List

10.Dashboards #

Dashboards

Dashboards provide easy to read, at a glance, summary reporting information culled from your uploaded student information files. When viewing information from a dashboard view, all listed aggregate data can be clicked on to drill down to the student level.

District and Campus views- multi year

 

Drill down to Student or Staff Level Data 

Click on any link to produce a list (student/staff)

Sort by column(s)/Create Focus List/Export to Excel/Bookmark/ Modify/Add to /View profile

To sort multiple columns, hold the shift key and click on the additional column(s)’ arrows one at a time. Sorting will be done by the order in which columns are clicked, not by the order of the display.  To reset, click on a single column.

 

View profile by Student or Staff

View student or staff profile dashboards by drilling down from a student list or search.(permission required)

Add District or Campus Logos

Click on the Logo area either at the district or campus level to open up the Upload feature. Note: Fall and Summer Dashboards Only

 

 

 

 

 

 

 

 

 

10.1.Fall Dashboard #

 

Fall Dashboard– student counts from PEIMS Snapshot data (last Friday in October)

Drill down to Student or Staff Level Data 

Click on any link to produce a list (student/staff)

Sort by column(s)/Export to Excel/Bookmark/ Modify/Add to /View profile

To sort multiple columns, hold the shift key and click on the additional column(s)’ arrows one at a time. Sorting will be done by the order in which columns are clicked, not by the order of the display.  To reset, click on a single column.

View profile by Student 

View student profile dashboards by drilling down from a student list or search (access required).

 

 

 

10.2.Summer Dashboard #

Summer PEIMS Attendance records populate various disaggreated counts for student groups on these Summer Dashboard views.

Drill down, using hyper links, to find the list of students who made up the counts.

  • Cumulative Information-Any student who had at least 1 day of attendance in an area listed below will be counted. (Example- A student served 1 day at any time during year in SPED, will be in the SPED count.)

  • Days Membership – Total number of student days in membership, present, and/or absent in dissagregated areas.

10.3.Campus Dashboard #

Fall and Summer PEIMS data are used to populate the counts for these dashboards. Only available to district level users. (Not available for campus level users.)

Campus Organization

Campus Student

Campus Staff

  • Click on blue hyperlinks in columns to enable drill down to staff and student detailed lists
  • Click Campus hyperlink to view an individual campus’ Fall, Summer, and/or Academic Dashboards
  • Hover over column headings to see definitions along with PEIMS submission source
  • Hover over codes to see code descriptions

10.4.Academic Dashboard #

Academic Dashboard
Attendance/Discipline percentage by reporting periods

10.5.Student Profile Dashboard #

NOTE: Access to the Student Profile must be granted by the OnDataSuite Administrator.

Locate the Student Profile Dashboard for a student by drilling down on a hyperlinked number on a report. This provides a student list level, and if the user has access, one of the following items will be clickable in the left column.

  • View Profile
  • xxxxxxx
  • 999-99-9999 (the students social) depending on access

Selecting the hyperlink will open the Student Profile Dashboard.

10.5.1.Student Information #

Overview 

  • Pulls data from PEIMS (Summer/Fall), STAAR (ETS), and 9th Grade Cohort files
    • Fall = Leaf Icon
    • Summer = Sun Icon
  • Use the Print tab (top left corner) to print out a hard copy

Leaver

  • Provides information from a students Leaver Record (40203)

Graduation

  • Provides multi year information on the student’s Graduation plan status from summer (intent)

Certifications

  • Displays post secondary certification licensures starting with the 2019-2020 school year including the submission period (fall or summer)
    • Note: Both fall snapshot and leavers’ certifications will be denoted as Fall Submission; review the Leaver tab for confirmation of whether or not a student is a leaver

Title 1

  • Lists whether the student was enrolled in a title 1 Campus and any Title 1 Indicators from summer

Course Completion

  • Displays the multi semester, multi year information from the student’s transcript record (43415)
  • The teacher of record will be tied to this class via the teacher class assignment record (30305)
  • Extended year course completion records will be shown at the end of each year’s courses
  • NOTE: the link to Staff Profile Dashboard is hyperlinked, if the user has access to view staff profiles

CTE Hours

  • Displays the multi year data by six weeks and instructional track for each V code as per the students CTE record (42410)

SPED Hours

  • Displays multi year data by six weeks and instructional track for students Instructional Setting(s)

10.5.2.Enrollment #

PEIMS Snapshot

  • This screen displays multi year student coding from snapshot
  • Best Practice: View this screen to ensure consistent coding

PEIMS Summer

  • Displays summer special programs information

PEIMS Basic Attendance

  • Each year will be displayed by Reporting Period. (Scroll down to locate subsequent years.)
  • Best Practice: Utilize for locating data anomalies

SPED

  • Displays multi year coding for Special Education Students
  • Best Practice: Useful for locating changes in coding

Restraint

  • Displays restraint information being reported for the student in Summer PEIMS.
  • Includes whether or not the student is SPED and if so, related SPED information.

CTE

  • Displays information reported on the CTE record from Fall PEIMS Snapshot.

COHORT

  • Data on this tab is populated from the TEA Cohort filed.
  • View which year a student is expected to graduated and related information.

Reason Student Left Class Key

  • 8X- Possible Transfer = Students previously enrolled but final status never reported. No re- enrollment record or leaver record. Some students who left return and leave again may be       counted here.
  • XI – Possible Enrolled = Student who have reached their graduate year but are reported as enrolled on a PEIMS Snapshot. (Rather than a PEIMS leaver record)
  • XX- Possible Drop Out = Total of students submitted in Fall PEIMS with an as of status of “C, G or E” and students reported in Summer PEIMS with as of status of “I”

10.5.3.Attendance & Discipline #

Attendance & Discipline

  • Displays separate screens for attendance and discipline for the most current year of data loaded, by six weeks.
  • Each percent is triggered according to the goal that was set and a flag will appear if goal is not met.
  • Count of Absences and Disciplinary Incidences (not a count of students) is listed by reporting period. The arrow indicates whether there are more or less being reported than in the prior reporting period.

OEYP Attendance

ESY Attendance

10.5.4.RDA #

Results Driven Accountability

This screen displays by year the monitoring flags the student has triggered for RDA (prior to 2019-2020-PBMAS).

It indicates if the student is in the denominator (shaded light yellow), and if so, if they are in the numerator (shaded light red). Those students in the numerator are a failure on the indicators for STAAR assessments or a trigger for other indicators, i.e. dropout or graduation rate.

 

11.Student #

The Student tab primarily contains reports based on PEIMS and other TEA information and contains a focus list drop-down, a report search and three areas of reporting:

  • Data Validation Reports
  • Custom Reports
  • Report Center

For further information regarding the focus list drop-down and report search, see sections Focus List and Features

  • Click on any folder to display reports in folder
  • Click on title of report to run the report
  • Note any available filter options and tools

11.1.Student Data Validation #

Student Data Validation reports proactively audit data anomalies including TEA Limited Scope Attendance Audits prior to TSDS PEIMS submissions. The reports contained in this section typically contain detailed lists of students who could potentially have incorrect values in certain fields or areas in PEIMS reporting.

11.1.1.Fall Pre-Validation Limited Scope Attendance Audit Review #

TEA Audit queries

11.1.1.1.LSA Of Kindergarten Students Enrolled Under The Age Of Five #

Summary: This report will display a list of students who are coded as grade level KG, but are not yet 5 years old as of September 1st.

Usage: Use this report to locate students whose grade level or birth date is being reported inaccurately.

Data Source: Fall PEIMS

  • 40110 Enrollment Sub-Category
  • StudentSchoolAssociationExtension Complex Type (Grade Level)
  • 40100 Student Basic Information Sub-Category
  • StudentExtension Complex Type (Date of Birth)

NOTE: Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

11.1.1.2.LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code #

Summary: This report will display a list of students who are coded as PK, but have no special program coded that would qualify them as eligible for PK funding.

Usage: Use this report to ensure proper coding for students’ grade level, special program codes, and ADA eligibility. It includes all students who have no special programs coded regardless of the ADA eligibility code in order to validate all information.

Data Source(s): Fall PEIMS

  • 40110 Enrollment Sub-Category
    • StudentSchoolAssociationExtension Complex Type
  • 40100 Student Basic Information Sub-Category
    • StudentExtension Complex Type

Definitions:

  • LEP – E0790 (C061)
  • Eco Dis – E0785 (C054)
  • Military Connected Student – E1529 (C197)
  • Foster Care Indicator – E1528 (C196)
  • Homeless Status – E1082 (C189)
  • Star of Texas Indicator Code – E1601 (C088)
  • PK Eligible Prev Year Indicator – E1649 (C088)
  • ADA Eligibility (100 Record) – E0787 (C059)

Calculations:

  • Includes students who:
    • LEP not equal 1 AND
    • Eco Dis = 00 AND
    • Military Connected Student not equal 4 AND
    • Foster Care Indicator equal 0 AND
    • Homeless Status equal 0 AND
    • Star of Texas Indicator Code equal 0 AND
    • PK Eligible Prev Year Indicator equal 0

Special Notes:

  • If student does not qualify for PK funding, than an ineligible ADA code should be reflected.
    • Example: 5 year old in the PK program
  • If student is served less than 2 hours daily, than an ADA code of 0-enrolled, but not in membership- may be used.

Resources for qualifications:

11.1.1.3.LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only #

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students without a SE Instructional setting or an instructional setting of Speech Only.

NOTE: Students marked as EE but not SPED will have no Instructional setting and display”blanks”.

Usage: Verify EE student’s Instructional settings and ADA codes for funding.
NOTE: Documentation (ARD/IEP) should be in place to verify students coding for audit purposes.

Data Sources: Fall PEIMS

  • 41163 Special Education Program Sub-Category
  • StudentSpecialEdProgramAssociationExtension Complex Type (Instructional Setting)

Notes: To claim funding for EE students, they must qualify as per the SAAH:

Special Education with an Instructional setting other than Speech Only.
Age: 0-2 must be visually or auditorily impaired or both.
Age 3+: Any disabling condition other than Speech Only
If Instructional Setting is Speech Only (0), ADA code should either be ineligible (4,5) or (0) if instruction time is less than 2 hours a day to indicate to that no FSP funding is being requested for the student being served.

11.1.1.4.LSA Of Early Education Students With A Special Education Setting Of Mainstream #

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students with a SE Instructional setting of Mainstream.

Usage: Verify EE student’s Instructional settings and ADA codes for funding.
NOTE: Documentation (ARD/IEP) should be in place to verify students coding for audit purposes.

Data Sources: Fall PEIMS

  • 41163 Special Education Program Sub-Category
  • StudentSpecialEdProgramAssociationExtension Complex Type (Instructional Setting)

Notes: To claim funding for EE students, they must qualify as per the SAAH:

For the mainstream code to be used, the majority of students in the class must be students who are not receiving special education
services. For the student to generate ADA and weighted funding, a certified special education teacher
must provide services under the 2-through-4-hour rule as applicable to meet the individual needs of the
student.

11.1.1.5.LSA Of Bilingual ESL Education Eligibility Coding On The Snapshot #

Summary: This report is a reflection of the TEA desk audit that will provide a list of students coded Bil or ESL but do not have a parental consent indicator. ( Parental denial/no response/parent not contacted)

Usage: Verify coding for Bil/ESL student’s LEP codes and Parent Permission codes.

NOTE: Documentation should include – (Home Language Survey, Student Language Survey, LPAC recommendation, Parental consent)

Data Sources: Fall PEIMS

  • 40110 Enrollment Sub-Category
  • StudentProgramExtension Complex Type (Bil/ESL)
  • 40100 Student Basic Information Sub-Category
  • StudentExtension Complex Type (Parent Permission)

11.1.2.Summer Limited Scope Attendance Audit Review #

TEA Audit Queries

11.1.2.1.LSA Of Kindergarten Students Enrolled Under The Age Of Five #

Summary: This report will display a list of students who are coded as grade level KG, but are not yet 5 years old as of September 1st.

Usage: Use this report to locate students whose grade level or birth date is being reported inaccurately.

Data Source: Summer PEIMS

  • 40110 Enrollment Sub-Category
  • StudentSchoolAssociationExtension Complex Type (Grade Level)
  • 40100 Student Basic Information Sub-Category
  • StudentExtension Complex Type (Date of Birth)

NOTE: Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

11.1.2.2.LSA Of Prekindergarten Students Enrolled Without Proper PEIMS Code #

Summary: This report will display a list of students who are coded as PK, but have no special program coded that would qualify them as eligible for PK funding and have eligible days present.

Usage: Use this report to ensure that PK students who have eligible days present also have at least one special program coded to qualify for funding, or the reverse, that ineligible PK students do not receive eligible days present.

Data Source(s): Summer PEIMS

  • 40100 Student Basic Information Sub-Category
    • StudentExtension Complex Type
  • 42400 Basic Attendance Sub-Category
    • BasicReportingPeriodAttendanceExtension Complex Type

Definitions:

  • LEP – E0790 (C061)
  • Eco Dis – E0785 (C054)
  • Military Connected Student – E1529 (C197)
  • Foster Care Indicator – E1528 (C196)
  • Homeless Status – E1082 (C189)
  • Star of Texas Indicator Code – E1601 (C088)
  • PK Eligible Prev Year Indicator – E1649 (C088)
  • Total Eligible Days Present – E0937

Calculations:

  • Includes students who:
    • LEP not equal 1 AND
    • Eco Dis = 00 AND
    • Military Connected Student not equal 4 AND
    • Foster Care Indicator equal 0 AND
    • Homeless Status equal 0 AND
    • Star of Texas Indicator Code equal 0 AND
    • PK Eligible Prev Year Indicator equal 0 AND
    • Total Eligible Days Present E0937 > 0

Resources for qualifications:

11.1.2.3.LSA Of Early Education Students With No SPED Setting Or Speech Therapy Only #

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students without a SPED Instructional Setting or without an instructional setting of Speech Only (00).

Usage: Verify EE student’s Instructional settings and eligible/ineligible days reported (Summer PEIMS)
NOTE: Documentation (ARD/IEP) should be in place to verify students coding for audit purposes.

Students marked as EE but not SPED should have no Instructional setting, display”blanks” and report only ineligible days.

For EE students who are coded instructional setting 00 (speech therapy only) verify the following:

That the student is coded appropriately for funding if meeting the 2-4 hour rule or is not included in summer PEIMS reporting if attending less than 2 hours a day
That the student is mainstream and also receives speech therapy services.
That the student is not mistakenly coded as speech therapy only when they should be coded mainstream

Data Sources:

  • Summer PEIMS Attendance
    • 42400 Basic Attendance Sub-Category
      BasicReportingPeriodAttendanceExtension Complex Type
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type

      • 42405 Special Education Attendance
    • 40110 Student Program Extension

Students reported are either:

  • EE students with no Special Education record (405)
  • EE students with Special Education Mainstream Days = 0 and Instructional Setting of 00 – Speech Only.

 

Notes: To claim funding for EE students, they must qualify as per the Student Attendance Accounting Handbook (SAAH).

  • Special Education with an Instructional setting other than Speech Only.
    • Age: 0-2 must be visually or auditorily impaired or both.
    • Age 3+ can be any disabling condition other than Speech Only

 

11.1.2.4.LSA Of Early Education Students With A Special Education Setting Of Mainstream #

Summary: This report is a reflection of the TEA desk audit that will provide a list of EE students who have SPED Mainstream days.

Usage: Verify EE student’s SPED Instructional Setting(s) and days eligible for funding.
NOTE: To generate SPED funding, a certified special education teacher must provide services to the student under the 2-through-4-hour rule as applicable to meet the individual needs of the student.

Data Sources:

  • Summer PEIMS Attendance
    • 42400 Basic Attendance Sub-Category
      BasicReportingPeriodAttendanceExtension Complex Type
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type

      • 42405 Special Education Attendance

Students reported are :

  • EE students with Special Education Mainstream Days > 0

 

Notes: To claim funding for EE students, they must qualify as per the Student Attendance Accounting Handbook (SAAH).

  • Special Education with an Instructional setting other than Speech Only.
    • Age: 0-2 must be visually or auditorily impaired or both.
    • Age 3+ can be any disabling condition other than Speech Only

11.1.2.6.LSA Of Parental Denial Of Students With Eligible Bilingual ESL Days #

Summary: This report will reflect the TEA desk audit results that identify students reported with Bilingual or ESL days of attendance, but who do not have a parental consent indicator being report.

Usage: Review student’s parent permission codes. If non consent is the accurate code, then Bil/ESL weighted funding must be removed by exiting the student from the Bil or ESL programs.

NOTE: Student may remain coded LEP.

Data Sources:

  • Summer PEIMS
  • 42400 Basic Attendance
  • 42401 Special Programs Reporting Period Attendance
  • Fall PEIMS
  • 40100 Student Basic Information
  • 40110 Enrollment

11.1.2.7.LSA Of Tracks Reporting Less Than Allowable Minutes Or Days #

Summary: This report provides a district summary, a campus summary and a daily summary for the operational minutes or days by track, instructional program type, reporting period, and waiver type, including reported waiver types.

Usage: Check for campus/tracks reporting less than allowable minutes or days per the “Instructional Program Calendar Reporting” chart in the PEIMS TEDS. Less than allowable minutes or days could result in reduced funding for certain tracks of students.

Data Sources: Summer PEIMS files

  • Interchange Education Org Calendar
    • 10200 Calendar Sub-Category
    • CalendarDateExtension Complex Type

Features:

  • Toggle between tracks < Allowable Minutes or Days, all instructional tracks or specific tracks
  • Toggle between district, campus and daily minutes by using drill down on minutes’ links
  • Filter by
    • Year
    • Campus
    • Instructional Tracks
    • Reporting Periods (daily minutes only)

Special Notes:

  • Instructional program types 03-Charter School before 1/1/2015 and 13-JJAEP
    • use sum of Number Days Taught (E0935) and if < 180, displays campus
  • For JJAEPs operating less than 180 days
    • Be sure there is a waiver on file from your JJAEP where they attest their calendar was approved by TX Dept. of Juvenile Justice

Resources for qualifications and calculations:

  • PEIMS TEDS “Instructional Program Calendar Reporting” chart found in 8.2.1

 

 

11.1.3.Funding Data Validation #

11.1.3.1.Students With Perfect Attendance And No Course Completion Indicator #

Summary: Report lists any student who has no absences for the days they were enrolled and no course completion records. NOTE: As of 2019-20 only students taking HS courses will have a course completion record.

Usage: Students on this report should be reviewed to ensure the following:

  • “No shows” are removed for students taking HS courses.
  • Determine if students taking HS course who have been verified as enrolled need to have a course completion record.
  • NOTE: Filters will allow user to pull ANY student, including those who do NOT have a course complete record because they aren’t taking a HS Course. It is accurate as of 2019-20 that students NOT taking a HS course will not have a course completion record.

Data Sources: Summer PEIMS records

  • 43415 CourseTranscriptExtension Complex Type
  • 42400 BasicReportingPeriodAttendanceExtension Complex Type
  • 40110 StudentProgramExtension Complex Type

Definitions:

  • BasicReportingPeriodAttendance
    • Campus – E0782
    • Grade – E0017
    • Total Days Absent – Sum of E0036
    • Reporting Period – E0934
  • StudentProgram
    • SPED – Summer – E0794
      • Code 1 indicates student is in special education and might only have locally credited courses which are not reported to summer PEIMS.

Features:

  • Filter for
    • Single-select Year (Default Most Recent Year)
    • Single-select Campus (Default All Campuses)
    • Multi-select Grade Level (Default Grades 09-12)

11.1.3.2.Fall-CTE Class Service IDs With Less Than 45 Minutes #

Summary: This report will trigger a list of CTE courses who do not appear to be meeting for the 45 min per days required for funding, along with the campus, teacher, service ID, and minutes associated with the class.

Usage: Locate CTE courses that are not eligible for funding. Check to ensure minutes were entered into SIS correctly for accurate reporting and if so, then strive to extend the length of minutes for each course in order to claim funding.

Data Source: Fall PEIMS

  • 30090 Responsibility Sub-CategoryStaffResponsibilitiesExtension

Special Notes:

  • Service ID for CTE courses from code table 022
  • Minutes Per Day – Is calculated by taking the 30090 Responsibility Monthly Minutes (E1057) / 20 Days (number of days for the 4 weeks in Oct)
    If the district did not meet for 20 days in October, for example was off for Columbus day, and the number of monthly minutes has been adjusted for this, then the results will be skewed. To calculate correctly, take the total monthly minutes for each class on the report and divide by the number of days the district met in October.

11.1.3.3.Students With Homebound Or Hospital Code And CTE Hours In Same Six Weeks Period #

Summary: A student will be displayed on this report if they have the special ed instructional setting of “Homebound” or “Hospital code” and CTE hours in the same six weeks reporting period.

Usage:Review coding and any funding attached to students who are both taking a CTE course with V codes attached and who are either Homebound or served in a hospital.

Specifically, the dates of homebound or hospital status assigned by ARD, and the review the dates of Career and Technology participation via V codes.
Common findings: Prior to being placed on Homebound or Hospital school status, the student may have been taking a Career and Technology (V1-V6) course. If same amount and type of CTE instructions is not provided, then the V code funding should be turned off in the SIS.

Data Source: Summer PEIMS

  • 42401 Special Programs Reporting Period Attendance Sub-Category
    SpecialProgramsReportingPeriodAttendanceExtension Complex Type
  • 42410 – Career and Technical Education

NOTE: Since actual attendance dates are not available in PEIMS data it is possible a student could be listed and not actually have any overlapping days.

Example of student listed, but no error in reporting:

At Learning ISD, reporting cycle 4 was 27 days long (Jan 4 to Feb 8)
The ARD committee placed John Smith into the Homebound instructional setting for the first three days of the fourth reporting period cycle, (Jan 4,5,6). After returning to school on Jan 9 John was placed into a mainstream instructional setting. On Jan 10 John smith then decided to enroll in a course that earned CTE hours.

11.1.3.4.PK Students With September 1st Age of 5 Years Old Or Older Showing Eligible Days #

Summary: This report will display a list of students who are coded as grade level PK, but 5 years old, or above, as of September 1st.

Usage: Use this report to locate students whose grade level or birth date is being reported inaccurately and could cause a funding issue.

Data Source: Summer PEIMS

  • 40110 Enrollment Sub-Category
    StudentSchoolAssociationExtension Complex Type (Grade Level)
  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type (Date of Birth)

NOTE: Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

11.1.3.5.Students With September 1st Age Over 21 And Showing Eligible Days #

Summary: This report will display a list of SPED students who are showing to be over 21 years old, as of September 1st.

Usage: Use this report to locate students who are and are not eligible for ADA Funding.

Data Source: Summer PEIMS

  • 40110 Enrollment Sub-Category
    StudentSchoolAssociationExtension Complex Type (Grade Level)
  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type (Date of Birth)

NOTE:

Special Education students who are 21 on September 1st of the school year are eligible till the end of the school year or graduation. Students over 21 who have been admitted to complete their diploma are also eligible up to the age of 26.

Best practice to use Column Options to add the ADA column from Fall PEIMS to ensure proper funding code is being reported as well.

11.1.3.6.Students Coded Ineligible Or Not In Membership On Snapshot And Showing Eligible Days #

Summary: This report will display a list of students who are coded as fall snapshot ADA eligibility ineligible-half day or full day or not in membership and have summer eligible days present.

Usage: Use this report to locate students who may be receiving funding who should not be.
Special Note: It is possible to fall into this category and have accurate reporting but the number of days present for funding for the reporting period when the student is ineligible or not in membership should be lower than number of days taught or zero.

Data Source(s): PEIMS Fall and Summer records

  • 40100 Student Basic Information Sub-Category
    • StudentExtension Complex Type
  • 42400 Basic Attendance Sub-Category
    • BasicReportingPeriodAttendanceExtension Complex Type

Definitions:

  • Only display students who have:
    • E0787 ADA-ELIGIBILITY-CODE = 0, 4 or 5 AND
    • E0937 TOTAL-ELIGIBLE-DAYS-PRESENT (sum of all reporting periods) > 0

11.1.3.7.Students Expelled To A County JJAEP That Do Not Report Ineligible Attendance #

Summary: This report displays a list of students who had a mandatory expulsion to a JJAEP but are not being reported with corresponding ineligible days of attendance.

Usage:Utilize results of this query to find where ADA needs to be adjusted and accurately report days for funding.

Data Sources:Summer PEIMS

  • D44425 Disciplinary Action Sub-Category
    DisciplineActionExtension Complex Type

    • Disciplinary-Action-Code of 02, 12, 15, 51, 59, or 61
    • Disciplinary-Reason-Code of 08, 11, 12, 13, 14, 16, 17, 18, 19, 29, 30, 31, 32, 36, 37, 46, 47, 48, or 57
  • 42400 Basic Attendance Sub-Category
    BasicReportingPeriodAttendanceExtension Complex Type

    • E0936 TOTAL-INELIGIBLE-DAYS-PRESENT equals zero.
    • This report does not use ‘E0787 ADA-ELIGIBILITY-CODE’ from Fall PEIMS to filter students.

Note:If your district lies within a county with a population of less than 125,000, query does not apply.

11.1.3.8.Student Excess Contact Hour Summary #

Summary: Report will list students reported with excess contact hours. This is the number of hours above the allowable six hours per day of combined career and technical education and special education and related services in a designated instructional setting during a particular reporting period.

Usage: Review students who are coded with more than 6 contact hours (combination of SPED and CTE) and/or will trigger PEIMS fatal edit 40533.

Data Source(s): Summer PEIMS

  • 42401 Special Programs Reporting Period Attendance Sub-Category
  • 42410 Career and Technical Education
  • 42405 Special Education Attendance
    • Excess hours (E0945)
    • Instructional setting (E0173)
    • Days present in instructional setting (E0944)

NOTE: User may toggle to display all students with excess hours or display only students who meet conditions of fatal.

Best Practice: Drill down to student level dashboard/profile for Special Ed and Career Tech tabs to view granular level of data.

11.1.3.9.CTE/Tech Apps Course Completion Matrix with No CTE Contact Hours #

Summary: This query displays course completion CTE and Tech Apps service IDs along with the course sequence code that contain students who do not have corresponding CTE contact hours.

Usage: The students on this report need to be reviewed to ensure they have the proper CTE contact hours to enable the district to claim funding if applicable (V1 – V6 codes).

Data Sources: Summer PEIMS records

  • Interchange Student Transcript Extension
    • 43415 Course Completion Sub-Category
      CourseTranscriptExtension Complex Type
  • Interchange Student Attendance Extension
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type
      The SpecialProgramsReportingPeriodAttendanceExtension Complex Type is used to report the following attendance sub-categories:
    • 42410 – Career and Technical Education
    • 42510 – Career and Technical Flexible Attendance

Features:

  • Filter on:
    • Multi-select Year (default most recent year loaded for Summer PEIMS)
    • Campus
    • Multi-select Grade Level (default 9th – 12th grades)
  • Drill down on Students # to see detailed student list

Special Notes: Examples to consider – See SAAH

  • 7th and 8th CTED students only may claim funding if qualifications are met.
  • CTE courses taught by non certified/qualified teachers may not claim funding.
  • Districts not offering at least one coherent sequence of CTE courses in at least three different Career Cluster may not claim funding.

11.1.3.10.Campus Calendar Number Days by Reporting Periods #

Summary: This report provides the number of days taught by semester and total for all campuses’ instructional tracks and program types. It also includes the six weeks reporting period begin and end dates and six weeks number of days taught at the Details level.

Usage: Review campus number of days taught for all categories – reporting period, semester, total – at the instructional track and/or instructional program type level. This can also be used to review 2019-2020 second semester calendar reporting changes due to Covid-19.

Data Sources: Summer PEIMS

  • InterchangeEducationOrgCalendar
    • 10200 Calendar Sub-Category
      • ReportingPeriodExtension Complex Type

Definitions:

  • E0975 – Instructional Track
  • E1600 (C215) – Instructional Program Type
  • E0934 (C130) – Reporting Period
  • E1568 – Reporting Period Begin Date
  • E1569 – Reporting Period End Date
  • E0935 – Number of Days Taught

Calculations:

  • First Semester Total – Sum of Number of Days Taught for Reporting Period 1, 2, 3
  • Second Semester Total – Sum of Number of Days Taught for Reporting Period 4, 5, 6
  • Total – Sum of First Semester Total and Second Semester Total
    • Note: Totals will reflect Reporting Periods selected in the filter.
      • Ex: Reporting Period 1, 2 will only show First Semester Total and Total for these two reporting periods

Features:

  • Filter by
    • Multi-select Instructional Tracks (Default All)
    • Multi-select Instructional Program Types (Default All)
    • Multi-select Reporting Periods (Default All)
    • Multi-select Campus (Default All)
    • Year (Default most recent summer year with an InterchangeEducationOrgCalendar file loaded)
  • Summary/Details Toggle
    • Summary (default) – Shows semester and total number of days taught by campus/instructional track/instructional program type
    • Details – Additionally shows reporting period number of days taught and begin/end dates.

11.1.4.Course Completion Validation #

11.1.4.1.Enrolled Students Without A Course Completion Record #

Summary: This report will provide a list of students who are being reported as enrolled during the 3rd or 6th six weeks attendance reporting period but have no course completion records.

Usage: Locate students who do not have course completion records reported to ensure accurate reporting. Note: students who have had only a few days/weeks in attendance may not have a course completion record.

Data Sources: Summer PEIMS records

  • 43415 CourseTranscriptExtension Complex Type
  • 42400 BasicReportingPeriodAttendanceExtension Complex Type
  • 40110 StudentProgramExtension & StudentSchoolAssociationExtension Complex Types

Definitions:

  • BasicReportingPeriodAttendance
    • Campus – E0782
    • Reporting Period – E0934
  • StudentProgram
    • SPED – E0794
      • Code 1 indicates student is in special education and might only have locally credited courses which are not reported to summer PEIMS.
  • StudentSchoolAssociation
    • Last Date of Enrollment – E1044

Features:

  • Filter for
    • Single-select Year (Default Most Recent Year)
    • Single-select Campus (Default All Campuses)
    • Multi-select Grade Level (Default Grades 09-12 from 2019-2020 forward)

11.1.5.Discipline Validation #

11.1.5.1.Discipline Incidents For Mutual Fighting Only 1 Offender #

Summary: This report will return a list of discipline incidents reported as “Mutual Fighting” action reason (41), but that have only 1 student tied to the incident number per campus.

Usage: Review each discipline record associated with the incident number(s) displayed to ensure that 2 students are reported for the Mutual Fighting (41) event with the same incident number.

Data Sources: Summer PEIMS file

  • Discipline Interchange – 44425 Disciplinary Action Sub-Categorys
  • DisciplineIncident Complex Type
  • StudentDisciplineIncidentAssociationExtension Complex Type
  • DisciplineActionExtension Complex Type

Special Notes:

  • Example: Bob and Joe are reported with discipline action reason code 41, mutual fighting, because they were caught fighting with each other. However, Bob is assigned a different incident number than Joe, when they both should have the same incident number. This report will reveal the inconsistency.
  • In some instances, the student cannot be eliminated from the report. For example, if two students had a fight, but one student had a PEIMS reportable action, while the other student had a non-PEIMS reportable action (D-hall, parent call, etc.), the student with the PEIMS reportable action will continue to display.

11.1.5.2.Discipline Records Without A Matching Attendance Record #

Summary: This report lists students who have been reported with a disciplinary action during a six weeks in which they do not have an attendance record.

Usage: Use this report to ensure accurate data entry for discipline and attendance dates. Even if a student is absent, they should have an attendance record reflecting the number of days absent, as well as the number of days present for that six weeks.

Data Sources: PEIMS Summer Records

  • Interchange Student Discipline – 44425
  • Interchange Student Attendance
    • 42400 – Basic Attendance
    • 42500 – Flexible Attendance

Special Notes:

  • PEIMS student attendance is reported by number of days in a six weeks reporting period, and not by a daily count.

11.1.5.3.Unauthorized Suspensions For Grade Levels Less Than 3rd Grade #

Summary: New to 2017-2018 school year, HB674 states that a student who is enrolled in a grade level below grade three may not be placed in out of school suspensions with the exception of some action reason codes. This report displays students who are below the grade level of three and have one of the unallowable suspensions.

Usage: Review the report to see students below the grade level of 03 being suspended for unallowable action reason codes and determine causes such as coding or training issues.

Data Sources: PEIMS Summer Submission

  • Interchange Student Enrollment
  • Interchange Student Discipline

Definitions:

  • 40110 – Student School Association Extension Complex Type
    • Grade E0017
  • 44425 – Discipline Incident Complex Type
    • Campus E0782
    • Disciplinary Incident Number E1016
  • 44425 – Discipline Action Extension Complex Type
    • Disciplinary Action Code E1005 C164
  • 44425 – Student Discipline Incident Association Extension Complex Type
    • Disciplinary Action Reason E1006 C165

Calculations:

  • Grade < 03 (EE, PK, KG, 01, and 02) AND
  • At least one disciplinary record with a Disciplinary Action Code of 05 or 25 AND
  • Disciplinary Action Reason code not equal 04, 05, 11, 12, 13, 14, 27, 28, 29, 30, 31, or 32

Features: Filter on year and discipline campus id of enrollment

Special Notes: Report displays all disciplinary incidents for informational purposes, but uses the criteria listed above to create the list.

Resources for qualifications and calculations:

11.1.5.4.Homeless Out of School Suspensions #

Summary: This report displays students who trigger the PEIMS edit 44425-0073 stating that a homeless student should not receive an out of school suspension unless being disciplined for certain disciplinary action reason codes. Every discipline record meeting the criteria is displayed on a separate line.

Usage: Review the report to identify homeless students who should not be receiving OSS.

Data Sources: PEIMS Summer Submission

  • Interchange Student
  • Interchange Student Discipline

Definitions:

  • Only includes students who meet the following criteria on any single disciplinary record:
    • Homeless Status Code = 2, 3, 4, 5 AND
    • Disciplinary Action Code = 05 or 25 AND
    • Disciplinary Action Reason not equal 04, 05, 11, 12, 13, 14, 27, 28, 29, 30, 31, or 32
  • 40100 – StudentExtension Complex Type
    • E1082 Homeless Status Code (C189)
  • 44425 – Discipline Incident Complex Type
    • E0782 Campus
    • E1016 Disciplinary Incident Number
  • 44425 – Discipline Action Extension Complex Type
    • E1005 Disciplinary Action Code (C164)
  • 44425 – Student Discipline Incident Association Extension Complex Type
    • E1006 Disciplinary Action Reason (C165)

Features:

  • Filter:
    • Year
    • Multi-Select Campus (Default All Campuses)

Resources for qualifications and calculations:

  • TEDS Business Rules & Validations Section 5 Edit 44425-0073

11.1.6.FHSP Validation #

11.1.6.1.FHSP No Endorsements #

Summary: This report queries students who have a FHSP indicator of 1 (Participating), but have all 5 endorsements coded with 0 (not participating) for grade levels 9-12.

Usage: Find FHSP students who need to be coded with an endorsement(s)

Data Source(s): Summer PEIMS records

  • 48011 Student Graduation Program Sub-Category
    StudentGraduationProgramExtension Complex Type (FHSP data)
  • 40110 Enrollment Sub-Category
    StudentSchoolAssociationExtension Complex Type (grade level data)

Columns:

  • Two Summer Grade columns – Grade levels for students (prior/current year)
  • FHSP Participant-Foundation High School Program
  • STEM Endorsement- Science, Technology, Engineering and Mathematics

11.2.Student Custom Reports #

Student Custom Reports are organized into topical folders and allow users to review information in many areas with a single click.  These reports have been built based on client feedback and typically cannot be replicated in the Student Report Center ad hoc reporting area.  They often have complicated calculations such as attendance FTEs and many are at a summary level with drill-down capabilities to detailed student level lists.

11.2.1.Attendance Reports #

11.2.1.1.ADA FTE Summary #

Summary: This report is comparable to the superintendent/principals 6 weeks reports in which various programs with weighted funded are displayed by grade level for each six weeks, as well as for the year.

Usage: Review current year or prior years attendance trends to check for funding issues on the district or campus levels per six weeks and/or for the year total.

Data Sources: Summer PEIMS records

Definitions and Calculations:

  • Rows Include the following:
    • Reporting Period Total
      • Total summarizes the values for grades EE-12 for the selected Six Week reporting period.
      • Total displayed on the Reporting Period Total tab summarizes the Totals for all Six Week reporting periods.
    • Grade Total
      • ADA and FTE values show the average of the Six Week values across all Six Week reporting periods for each grade.
      • Percent in Attendance values show the percent in attendance for each grade.
    • Days Membership
      • Total Days Absent + Total Eligible Days Present + Total Ineligible Days Present
    • Total Days Absent
      • Total Days Absent for each grade within the reporting period and instructional track.
    • Total Days Present
      • Total Eligible Days Present + Total Ineligible Days Present
    • Total Ineligible Days
      • Total Days Present but Ineligible for Foundation School Program funding for each grade within the reporting period and instructional track.
    • Total Eligible Days
      • Total Days Present and Eligible for Foundation School Program funding for each grade within the reporting period and instructional track.
    • BE – Elig Days Bilingual/ESL
      • Students coded Bilingual/ESL Funding Code = BE and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present for each grade within the reporting period and instructional track.
    • D1 – Elig Days Bil Dual Lang
      • Students coded Bilingual/ESL Funding Code = D1 and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present for each grade within the reporting period and instructional track.
    • D2 (EL) – Elig Days Bil Dual Lang
      • Students coded Bilingual/ESL Funding Code = D2 and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present for each grade within the reporting period and instructional track.
    • D2 (EP) – Elig Days Bil Dual Lang
      • Students coded Bilingual/ESL Funding Code = D2 and LEP = 0, F, S, 3, 4, 5:
        • Total Eligible Bilingual/ESL Days Present for each grade within the reporting period and instructional track.
    • Early Ed Eco Dis Elig Days
      • Students coded Grade Level = KG, 01, 02, 03 and Economic Disadvantaged = 01, 02, 99
        • Total Eligible Days Present for each grade within the reporting period and instructional track.
    • Early Ed Lang Elig Days
      • Students coded Grade Level = KG, 01, 02, 03 and LEP = 1:
        • Total Eligible Days Present for each grade within the reporting period and instructional track.
    • Early Ed Eco Dis & Lang Elig Days
      • Sum of Early Ed Eco Dis Elig Days & Early Ed Lang Elig Days
        • Note: Students can be counted in both
    • Elig Days Res Fac
      • Total Eligible Residential Facility Days Present for each grade within the reporting period and instructional track.
    • Elig Days Preg Rel Serv
      • Total Eligible Pregnancy Related Services Days Present for each grade within the reporting period and instructional track.
    • Elig Days SpecEd Main
      • Total Special Education Mainstream Days for each grade within the reporting period and instructional track.
    • BE – Biling/ESL Refined ADA
      • Students coded Bilingual/ESL Funding Code = BE and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • D1 – Bil Dual Lang Refined ADA
      • Students coded Bilingual/ESL Funding Code = D1 and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • D2 (EL) – Bil Dual Lang Refined ADA
      • Students coded Bilingual/ESL Funding Code = D2 and LEP = 1:
        • Total Eligible Bilingual/ESL Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • D2 (EP) – Bil Dual Lang Refined ADA
      • Students coded Bilingual/ESL Funding Code = D2 and LEP = 0, F, S, 3, 4, 5:
        • Total Eligible Bilingual/ESL Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • Res Fac Refined ADA
      • Total Eligible Residential Facility Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • SpecEd Main Refined ADA
      • Total Eligible Special Education Mainstream Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • Early Ed Eco Dis Refined ADA
      • Students coded Grade Level = KG, 01, 02, 03 and Economic Disadvantaged = 01, 02, 99
        • Total Eligible Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • Early Ed Lang Refined ADA
      • Students coded Grade Level = KG, 01, 02, 03 and LEP = 1:
        • Total Eligible Days Present / Number Days Taught for each grade within the reporting period and instructional track.
    • Early Ed Eco Dis & Lang Refined ADA
      • Sum of Early Ed Eco Dis Elig Days & Early Ed Lang Elig Days / Number Days Taught for each grade within the reporting period and instructional track.
    • Preg Related Serv FTE
      • (Total Eligible Pregnancy Related Services Days Present * 0.2936) / Number Days Taught for each grade within the reporting period and instructional track.
    • Career & Technical Ed FTE
      • Contact Hours = CTE Eligible Days Present (Sum V1 through V6) * WEIGHT(V1 through V6)
      • Career & Technical Education FTE = Total Contact Hours / (Number Days Taught * 6) for each grade within the reporting period and instructional track.
    • Special Education FTE
      • Contact Hours = (Total Eligible Days Present in Instructional Setting * WEIGHT) – Excess Hours in Instructional Setting
      • Special Education FTE = Total Contact Hours / (Number Days Taught * 6) for each grade within the reporting period and instructional track.
    • Regular Program Ref ADA
      • Total Refined ADA – Career & Technical Ed FTE – Special Education FTE for each grade within the reporting period and instructional track.
    • Total Refined ADA
      • Total Eligible Days Present / Number Days Taught
    • Percent In Attendance
      • (Total Days Present / Days Membership) * 100

Features:

  • Filter by
    • Year
    • Campus
    • Instructional Track
  • Hover over columns or rows to display colored slide selector for ease of reading data values.
  • Use Reporting Period tabs to view data by each six weeks or cumulatively.

Special Notes:

  • Report utilizes ‘Preliminary’ 6 weeks selection in File Center to calculate through the designated six weeks.

11.2.1.2.Attendance Contact Hour Summary #

Summary: This report displays cumulative totals by year found in principals and superintendents contact hour reports including regular attendance, special programs attendance, ADA and FTE results. It also shows each reporting period totals for campuses selected, both as a summary and for each individual campus.

Usage: Review attendance trends longitudinally across years to check for funding issues at the district or individual campus level.

Data Source(s): PEIMS Summer records

  • Interchange Student Extension
    • 40100 – Student Extension Complex Type
  • Interchange Student Attendance
    • 42400 – BasicReportingPeriodAttendanceExtension
    • 42401 – SpecialProgramsReportingPeriodAttendanceExtension
      • 42405 – Special Education Attendance
      • 42410 – Career and Technical Education
      • 42500 – Flexible Attendance

Definitions and Calculations:

  • Total Days Eligible Present (E0937)
    • Total Days Present and Eligible for Foundation School Program funding
  • Total Days Ineligible Present (E0936)
    • Total Days Present but Ineligible for Foundation School Program funding
  • Total Days Present
    • Total Days Eligible Present + Total Ineligible Present
  • Total Days Absent (E0036)
    • Total Days Absent not eligible for Foundation School Program funding
  • Total Days Membership
    • Total Days Eligible Present + Total Days Ineligible Present + Total Days Absent
  • Flex Total Days Eligible Present
    • Lesser of Flex Attend Equivalent Days Present (Flex Attend Total Eligible Minutes Present (E1046) /240) or Number Days Taught
  • (Total + Flex Total) Days Eligible Present
    • Total Days Eligible Present + Flex Total Days Eligible Present
      • Note: Allows districts who offer flex attendance to have a better idea of their total eligible days present for FSP funding and be able to compare true eligible days present longitudinally across years
  • Percent in Attendance
    • (Total Days Present / Total Days Membership) * 100
      • Note: Percent in Attendance does not include flex attendance
  • Days Eligible Bilingual/ESL (E0938) *Pre 2019-2020
    • Total Eligible Bilingual/ESL Days Present
  • BE – Elig Days Bilingual/ESL (E1651) and LEP (E0790 = 1) *new HB3 19-20
    • Total Eligible Bilingual/ESL Days Present
  • D1 – Elig Days Bil Dual Lang (E1651) and LEP (E0790 = 1) *new HB3 19-20
    • Total Eligible Bilingual/ESL Days Present
  • D2(EL) – Elig Days Bil Dual Lang (E1651) and LEP (E0790 = 1) *EL = English Learner) *new HB3 19-20
    • Total Eligible Bilingual/ESL Days Present
  • D2(EP) – Elig Days Bil Dual Lang (E1651) and non-LEP (E0790 = 0, F, S, 3, 4 , 5) * EP = English Proficient) *new HB3 19-20
    • Total Eligible Bilingual/ESL Days Present
  • Early Ed Eco Dis Elig Days (E0017 = KG, 01, 02, 03) and Eco Dis (E0785 = 01, 02, 99) *new HB3 19-20
    • Total Eligible Days Present
  • Early Ed Lang Elig Days (E0017 = KG, 01, 02, 03) and LEP (E0790 = 1) *new HB3 19-20
    • Total Eligible Days Present
  • Early Ed Eco Dis & Lang Elig Days (Early Ed Eco Dis Elig Days + Early Ed Lang Elig Days) *new HB3 19-20
    • Total Eligible Days Present
  • Days Eligible Pregnancy Rel Serv (E0939)
    • Total Eligible Pregnancy Related Services Days Present
  • Days Eligible Spec Ed Mainstream (E0940)
    • Total Eligible Special Education Mainstream Days Present
  • Elig Days Residential Facility (E1652)) *new HB3 19-20
    • Total Eligible Days Present
  • Bilingual/ESL Refined ADA * Pre 2019-2020
    • Days Eligible Bilingual/ESL / Number Days Taught (E0935)
  • BE – Bilingual/ESL Refined ADA *new HB3 19-20
    • BE-Elig Days Bilingual/ESL / Number Days Taught (E0935)
  • D1 – Bil Dual Lang Refined ADA *new HB3 19-20
    • D1-Elig Days Bil Dual Lang / Number Days Taught (E0935)
  • D2(EL) – Bil Dual Lang Refined ADA *new HB3 19-20
    • D2(EL)-Elig Days Bil Dual Lang / Number Days Taught (E0935)
  • D2(EP) – Bil Dual Lang Refined ADA *new HB3 19-20
    • D2(EP)-Elig Days Bil Dual Lang / Number Days Taught (E0935)
  • Early Ed Eco Dis Refined ADA *new HB3 19-20
    • Early Ed Eco Dis Elig Days / Number Days Taught (E0935)
  • Early Ed Lang Refined ADA *new HB3 19-20
    • Early Ed Lang Elig Days / Number Days Taught (E0935)
  • Early Ed Eco Dis & Lang Refined ADA *new HB3 19-20
    • (Early Ed Eco Dis Elig Days + Early Ed Lang Elig Days) / Number Days Taught (E0935)
  • Spec Ed Mainstream Refined ADA
    • Days Eligible Spec Ed Mainstream / Number Days Taught
  • Residential Facility Refined ADA *new HB3 19-20
    • Elig Days Residential Facility / Number Days Taught (E0935)
  • Regular Program Refined ADA
    • Total Refined ADA – Career & Technical Ed FTE – Special Education FTE
  • Total Refined ADA
    • Total Days Eligible Present / Number Days Taught
  • Career & Technical Ed FTE (E0950, E0951, E0952, E0953, E0954, E0955)
    • Contact Hours = Total Eligible Days Present V1, V2, V3, V4, V5, V6 * Weighted value (V1 – V6)
    • Career & Technical Ed FTE = Total Contact Hours / (Number Days Taught * 6)
  • Pregnancy Rel Serv FTE (E0939)
    • (Total Eligible Pregnancy Related Services Days Present) * 0.2936) / Number Days Taught
  • Special Education FTE (E0944)
    • Contact Hours = (Total Eligible Days Present In Instr Setting * Weighted value) – Excess Hours in Instructional Setting (E0945)
    • Special Education FTE = Total Contact Hours / (Number Days Taught * 6)

Summary and Reporting Period Totals for ADA and FTE calculations = (Sum(ADA or FTE reporting period 1 – 6)) / 6

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1.

  • Only reporting periods 1 – 4 are used in the 19-20 calculations, any 5-6 reporting period data is ignored.

 

“N/A” columns indicate the data was not collected by TEA for the respective year.

“-” columns indicate no data reported by the LEA for the respective element and/or year.

 

 

Features:

  • Filter on:
    • Attendance Categories
      • Regular Attendance
      • Special Programs Attendance
      • ADA
      • FTE
    • Multi-select Instructional Track
    • Multi-select Campus
    • Multi-select Grade Level
      • Elementary
      • Middle
      • High School
    • Multi-select Year (default most recent 3 years)
  • Export to Excel contains the campus at the beginning of each campus row to enable sorting elements by campus (sort column B, then column A)
  • Graph Control under ‘Tools’
    • Trend Line or Bar Graph
    • Apply selection to all tables
      • Leave checked to apply selections on top chart to all charts below
      • Click to remove check and individually select elements in every chart
    • Graph Zooming

11.2.1.3.Six Weeks Attendance Report #

Summary: This report displays percent in attendance by grade level for each six weeks reporting period and cumulative total. It also displays a longitudinal line graph for percentage of attendance and refined ADA for current year and the previous 4 years.

Usage: Allows administrators to see how percent in attendance has changed over time and develop strategies for improving ADA during certain six weeks reporting periods.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42400-Basic Reporting Period Attendance Extension

Calculations:

  • Days Absent – E0036
  • Days Ineligible Present – E0936
  • Days Eligible Present – E0937
  • Number Days Taught – E0935
  • Percent in Attendance by six weeks reporting period = ((Total Days Eligible Present + Total Days Ineligible Present) / (Total Days Eligible Present + Total Days Ineligible Present + Total Days Absent)) * 100 rounded to 1 decimal
  • Refined ADA by year – Refined ADA Total – Sum of all six-week periods, divided by six, and rounded to 3 decimals.
    • (Total Eligible Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Eligible Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Eligible Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Eligible Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Eligible Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Eligible Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / 6 = Refined ADA Total

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1.

  • Only reporting periods 1 – 4 are used in the 19-20 calculations, any 5-6 reporting period data is ignored.

Features:

  • Filter on:
    • Year
    • Campus
      • Cnt/District Number – all campus totals combined (Default)
      • Campus Summary – summary of individual campuses selected
      • Multi-select campus – each campus displayed separately
      • Note: Options can be selected at the same time
  • Tools drop-down:
    • Hide Zero Value Rows/Show Zero Value Rows allows display of grade levels with no data to be turned off/on
    • Note: Default for District Summary is Show Zero Value Rows; default once a campus(es) is selected is Hide Zero Value Rows
  • Graph zooming

11.2.1.4.Low Attendance Report #

Summary: This report allows the user to select a specific % attendance rate and list all students who have a percentage in attendance rate below what is selected. The default is 10%.

Usage: Use this report to find students who have low percentage in attendance rates in order to validate enrollment data or create interventions for chronically absent students.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42400-Basic Reporting Period Attendance Extension Complex

Definitions:

  • Total Eligible Days Present-E0937
  • Total Days Absent-E0036
  • Total Ineligible Days Present-E0936

Calculations: All values are summed for all reporting periods (*note 2019-2020 COVID-19 exception below).

  • Total Days Present = Total Eligible Days Present + Total Ineligible Days Present
  • Total Days Membership = Total Eligible Days Present + Total Ineligible Days Present + Total Days Absent
  • Percentage in Attendance = (Total Days Present/Total Days Membership) * 100

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1.

  • Only reporting periods 1 – 4 are used in the 19-20 calculation, any 5-6 reporting period data is ignored.

Features:

  • Existing filters
    • Year
    • Campus
    • Grade Level
    • Ethnicity
    • Special program codes
    • Reporting period
    • % in attendance rate

Special Notes: To run this report for all students regardless of their percentage in attendance rate, change the % to 100%.

11.2.1.5.Percentage in Attendance Comparison By Ethn, Gender, and Special Pop #

Summary: This report displays percentage of attendance across multiple years by ethnicity, gender, and special populations for each six weeks reporting period and cumulative YTD totals.

Usage: Review attendance trends longitudinally across years to check for funding issues at the district or campus level.

Data Source(s):

  • Summer PEIMS records
    • Interchange Student
      • 40100 – StudentExtension
    • Interchange Student Program
      • 40110 – StudentProgramExtension
      • 41163 – StudentSpecialEdProgramAssociationExtension
    • Interchange Student Attendance
      • 42400 – BasicReportingPeriodAttendanceExtension
  • Fall PEIMS records
    • Interchange Student
      • 40100 – StudentExtension
        • E0919 – At Risk

Definitions:

  • Special Population
    • Special Education – E0794 = 1 (C088)
    • Economic Disadvantage – E0785 > 00 (C054)
    • LEP – E0790 = 1 (C061)
    • At Risk – E0919 = 1 (C088)
    • Gifted and Talented – E0034 = 1 (C088)
    • Migrant – E0984 = 1 (C088)
    • Homeless Status – E1082 > 0 (C189)
    • Unaccompanied Youth – E1084 = 1, 2, or 4 (C192)
    • Early Reading Indicator – E1522 = 1 (C195)
    • Military Connected – E1529 > 0 (C197)
    • Foster Care – E1528 = 1, 2, or a (C196)
    • RDSPD – E0833 > 0 (C067)

Calculations:

  • Percentage of Attendance (PIA) calculations are all based on the 42400 day elements
    • Sum of (E0937 Total Eligible Days Present + E0936 Total Ineligible Days Present) / Sum of (E0937 Total Eligible Days Present + E0936 Total Ineligible Days Present + E0036 Total Days Absent) * 100

Features:

    • Filter on:
      • Category (Default All)
        • Ethnicity
        • Gender
        • Special Population
      • Multi-select Year (Default most recent 3 years)
      • Multi-select Instructional Track (Default All)
      • Multi-select Campus (Default All)
        • High Schools
        • Middle Schools
        • Elementary Schools
      • Multi-select Grade Level (Default All)
        • High Schools
        • Middle Schools
        • Elementary Schools
      • Multi-select Year (default most recent 3 years)
    • Hide/Show Reporting Periods
      • Show Reporting Periods (Default) shows each six weeks reporting periods plus the cumulative percentage in attendance
      • Hide Reporting Periods shows only the cumulative percentage in attendance column
    • Tools drop-down:
      • Heatmap
        • Highlight anomalies
        • Click Show/Hide Heatmap Options to adjust display
      • Graph Control
        • Pie, Bubble, Trend Line, or Bar Graph
        • Apply selection to all rows using ‘Select All’ check box above categories
        • Apply selection to all rows within each category by clicking the check box next to the category title (Ethnicity, Gender, Special Population)
        • Individually select rows within the categories
      • Graph Zooming

11.2.1.6.Perfect Attendance in a Reporting Period #

Summary: This report displays students who have had perfect attendance in at least 1 six week period.

Usage: Find students for 6 weeks perfect attendance awards. You can also use Excel to filter for perfect attendance during a semester or entire year.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42400-Basic Reporting Period Attendance Extension

Definitions:

  • Days Absent – E0036*
  • Inelig Days Present – E0936*
  • Days Present – E0937*

Calculations:

  • Attendance Percent for each reporting period (six weeks) = ((Total Days Eligible Present + Total Days Ineligible Present) / (Total Days Eligible Present + Total Days Ineligible Present + Total Days Absent)) * 100 rounded to 1 decimal
  • 2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1.
    • Only reporting periods 1 – 4 are used in the 19-20 calculation, any 5-6 reporting period data is ignored.

Features: Filters include:

  • specific year
  • a particular campus
  • include further days’ details if desired. Default is to only display the Attendance Percent for every reporting period (‘Details’ set to OFF).

*Special Notes: These fields only appear when the ‘Details’ button is set to ON.

11.2.2.Average Daily Attendance (ADA) Reports #

Average Daily Attendance Reporting

11.2.2.1.Refined ADA Report #

Summary: This report displays refined average daily attendance and percent in attendance for each six weeks and total.

Usage: Use this report to verify funding projections for current year and to compare six weeks percentages between campuses or grade levels.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42400-Basic Reporting Period Attendance Extension Complex

Calculations:

  • Refined ADA by six weeks – Sum of all students’ total eligible days present (E0937) in a six-week period / number days taught (E0935) in the six week period
  • Refined ADA Total – Sum of all six-week periods, divided by six, and rounded to 3 decimals.
    • (Total Eligible Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Eligible Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Eligible Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Eligible Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Eligible Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Eligible Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / 6 = Refined ADA Total
  • PIA (Percent in Attendance) – Sum of all students’ (total eligible days present (E0937) / total days membership – see calculation below) * 100 for each six weeks and cumulative year to date
    • Total Days Membership = Total Eligible Days Present (E0937) + Total Ineligible Days Present (E0936) + Total Days Absent (E0036)
    • Note: This PIA is different than other official attendance reports since it only includes total eligible days present in the numerator instead of total eligible + total ineligible days present

Special Notes:

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded into OnDataSuite for this calculation to accurately compute.

  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display near the end of every 2020 row.
    • It will be used in the Covid-19 Adjusted Refined Total calculation.
  • 2019-2020 rows will be shaded red to highlight the differences once future years are added.
  • 2019-2020 5th and 6th six weeks data will display Covid-19 and will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total ADA = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4))
  • 2019-2020 Refined Total PIA = 1st – 4th six weeks PIA
  • 2019-2020 Covid-19 Adjusted Refined Total = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4)) multiplied by the 2018-2019 Historical Ratio.

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)
  • Focus List to pull a group of students
  • Use ‘Heatmap On’ and choose ADA or PIA with a minimum and maximum limit to highlight specific areas of concern.

11.2.2.2.Bilingual / ESL Refined ADA Report #

Summary: This report displays bilingual/ESL refined average daily attendance for each six weeks and total and also includes the snapshot enrollment count.

Usage: Use this report to verify bilingual/ESL funding projections for current year and to compare six weeks and total ADAs with prior years.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Extension Complex Type
      • Attendance Event Indicator E1085 = 02 Regular – Bilingual/ESL

Calculations:

  • Refined ADA by six weeks – Sum of all students’ total eligible bilingual/ESL days present (E0938) in a six-week period / number days taught (E0935) in the six week period
  • Refined ADA Total – Sum of all six-week periods, divided by six, and rounded to 3 decimals.
    • (Total Elig Bilingual/ESL Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / 6 = Refined ADA Total

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)
  • Focus List to pull a group of students
  • Use ‘Heatmap On’ with a minimum and maximum limit to highlight specific areas of concern.

11.2.2.3.Special Education Mainstream Refined ADA Report #

Summary: This report displays special education mainstream refined average daily attendance and percent in attendance for each six weeks and total.

Usage: Use this report to verify special education mainstream funding projections for current year and to compare six weeks and total ADAs with prior years.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Extension Complex Type
      • Attendance Event Indicator E1085 = 11 Regular – SpecialEd Mainstream

Calculations:

  • Refined ADA by six weeks – Sum of all students’ total eligible special ed mainstream days present (E0940) in a six-week period / number days taught (E0935) in the six week period
  • Refined ADA Total – Sum of all six-week periods, divided by six, and rounded to 3 decimals.
    • (Total Elig Sp Ed Mainstream Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Elig Sp Ed Mainstream Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Elig Sp Ed Mainstream Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Elig Sp Ed Mainstream Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Elig Sp Ed Mainstream Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Elig Sp Ed Mainstream Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / 6 = Refined ADA Total
  • PIA (Percent in Attendance) by six weeks and total = ((Total Eligible Days Present E0937 + Total Ineligible Days Present E0936) / (Total Eligible Days Present E0937 + Total Ineligible Days Present E0936 + Total Days Absent E0036)) * 100

Special Notes:

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded into OnDataSuite for this calculation to accurately compute.

  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display near the end of every 2019-2020 row.
    • It will be used in the Covid-19 Adjusted Refined Total calculation.
  • 2019-2020 rows will be shaded red to highlight the differences once future years are added.
  • 2019-2020 5th and 6th six weeks data will display Covid-19 and will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total ADA = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4))
  • 2019-2020 Refined Total PIA = 1st – 4th six weeks PIA
  • 2019-2020 Covid-19 Adjusted Refined Total = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4)) multiplied by the 2018-2019 Historical Ratio.

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)
    • Focus List to pull a group of students
  • Drill down on ADA counts to see detailed student lists
  • Use ‘Heatmap On’ with a minimum and maximum limit to highlight specific areas of concern.

11.2.2.4.Bilingual/ESL Refined ADA Report Post 2019 #

Summary: This report displays bilingual/ESL refined average daily attendance and percent in attendance for each six weeks and total by the different types of programs that started tracking during the 2019-2020 school year.

Usage: Use this report to verify bilingual/ESL attendance for current year, review PIA for the different programs, and to eventually compare six weeks and total ADA and PIA with prior years.

Data Source(s): PEIMS Summer records

  • Interchange Student Extension
    • 40100 – Student Extension Complex Type
  • Interchange Student Attendance Extension
    • 42400 – Basic Reporting Period Attendance Extension Complex Type (for PIA calculation)
    • 42401 – Special Programs Reporting Period Attendance Extension Complex Type
      • Attendance Event Indicator (E1085) = 02 Regular – Bilingual/ESL

Definitions:

  • BE-Biling/ESL
    • Students reported with Bilingual/ESL Funding Code (E1651) = “BE” AND LEP (E0790) = 1
  • D1-Bil Dual Lang
    • Students reported with Bilingual/ESL Funding Code (E1651) = “D1” AND LEP (E0790) = 1
  • D2 (EL)-Bil Dual Lang
    • Students reported with Bilingual/ESL Funding Code (E1651) = “D2” AND LEP (E0790) = 1
  • D2 (EP)-Bil Dual Lang
    • Students reported with Bilingual/ESL Funding Code (E1651) = “D2” AND LEP (E0790) = 0, F, S, 3, 4 or 5

Calculations:

  • Refined ADA by six weeks – Sum of all students’ total eligible bilingual/ESL days present (E0938) in a six-week period / number days taught (E0935) in the six week period
  • Refined ADA Total – Sum of all six-week periods, divided by six, and rounded to 3 decimals.
    • (Total Elig Bilingual/ESL Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Elig Bilingual/ESL Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / 6 = Refined Total ADA
  • PIA (Percent in Attendance) by six weeks and total = ((Total Eligible Days Present E0937 + Total Ineligible Days Present E0936) / (Total Eligible Days Present E0937 + Total Ineligible Days Present E0936 + Total Days Absent E0036)) * 100

Special Notes:

2019-2020 COVID-19 ADA Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded into OnDataSuite for this calculation to accurately compute.

  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display near the end of every 2019-2020 row.
    • It will be used in the Covid-19 Adjusted Refined Total calculation.
  • 2019-2020 rows will be shaded red to highlight the differences once future years are added.
  • 2019-2020 5th and 6th six weeks data will display Covid-19 and will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total ADA = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4))
  • 2019-2020 Refined Total PIA = 1st – 4th six weeks PIA
  • 2019-2020 Covid-19 Adjusted Refined Total = 1st – 4th six weeks Refined ADA ((Sum of 1st – 4th six weeks)/4)) multiplied by the 2018-2019 Historical Ratio.

Features:

  • Filter on:
    • Multi-select Years (Default most recent PEIMS summer file loaded)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)
    • Focus List
  • Drill down on ADA counts to see detailed student lists

11.2.3.LEP / EL Reports #

11.2.3.1.LEP/EL Services Survey #

Summary: The LEP/EL Services Survey report gives the user a snapshot of all LEP/Bilingual/ESL service related PEIMS fall reporting.

Usage: Use the report to verify coding related to LEP, ESL, Bilingual and Parental Permission. The report includes percentages and can be run for multiple years for longitudinal study.

Data Source(s): PEIMS Fall records

  • Interchange Student
    • 40100-Student Extension
      • LEP Indicator Code E0790 (C061)
      • Parental Permission Code E0896 (C093)
  • Interchange Student Program
    • 40110-Student Program Extension
      • Bilingual Program Type Code E1042 (C175)
      • ESL Program Type Code E1043 (C176)
      • Alternative Language Program Code E1642 (C221)

Definitions:

  • LEP/EL Student Summary
    • LEP/EL Students – LEP = 1
    • LEP/EL Monitored 1 – LEP = F
    • LEP/EL Monitored 2 – LEP = S
    • LEP/EL Monitored 3 – LEP = 3
    • LEP/EL Monitored 4 – LEP = 4
    • Former LEP/EL – LEP = 5
    • Alternative Bilingual Language Program – Alternative Language Program = 01
    • Alternative ESL Language Program – Alternative Language Program = 02
    • LEP/EL Students Served – LEP students who are in the Bilingual, ESL, or Alternative Language Program
    • LEP/EL Students Not Served – LEP students who are not in the Bilingual, ESL, or Alternative Language Program
  • ESL Services Survey
    • English as a Second Language/content-based – ESL = 2 and LEP = 1
    • English as a Second Language/pull-out – ESL = 3 and LEP = 1
    • English as a Second Language (Code no longer used after 07-08) – ESL = 1 and LEP = 1
  • Bilingual Services Survey
    • Transitional bilingual/early exit – Bilingual = 2 and LEP = 1
    • Transitional bilingual/late exit – Bilingual = 3 and LEP = 1
    • Dual language immersion/two-way = 4 and LEP = 1
    • Dual language immersion/one-way = 5 and LEP = 1
    • Bilingual Student (Code no longer used after 07-08) – Bilingual = 1 and LEP = 1
  • Parental Permission Summary
    • Disallowing Eligible Days Present
      • Parental Permission Codes 7, 8, C, H
      • Pre 2019-2020 Parental Permission Codes 3 and G
      • Post 2018-2019 Parental Permission Codes 3 and G who are not coded bilingual = 4 (dual language immersion/two way)
    • Allowing Eligible Days Present
      • Parental Permission Codes A, D, E, J, K
      • Pre 2019-2020 Parental Permission Codes B, F
      • Post 2018-2019 Parental Permission Codes 3 and G who are coded bilingual = 4 (dual language immersion/two way)

Calculations:

  • LEP/EL Student Summary percentages
    • percentage of specific LEP monitored, former LEP, and Alternative Language Program statuses compared to LEP = 1 students
    • percentage of LEP/EL Students Served or Not Served compared to total LEP = 1 students
  • ESL Services Survey percentages represent percentage of ESL students compared to total LEP = 1 students
  • Bilingual Services Survey percentages represent percentage of Bilingual students compared to total LEP = 1 students
  • Parental Permission Summary percentages represent percentage of parental permission statuses compared to snapshot enrollment

Features:

  • Filters include:
    • specific campus
    • specific grade level
    • multiple years display (default most recent 5 years)
  • Drill into hyperlinked totals to view list of students

11.2.3.2.English Learner Year Comparison Percentages #

Summary: This report counts students coded EL (LEP) from Fall or Summer PEIMS, along with the percentage of EL students compared to the total population for each campus and district.
Note: ESC version displays counts and percentages by district.

Usage: Identify students coded as EL (LEP) for Fall snapshot or cumulative Summer count, and review the total population along with percents from each data collection. Can also be used for accountability measures. Use the drop down to change from Fall to Summer. Select the year dropdown to choose how many years of data to display.

Data Source(s): Fall and Summer PEIMS

  • 40100 Student Basic Information Sub-Category StudentExtension Complex Type

Definitions:

  • EL Pop – E0790 (C061) = 1
  • Total Pop – Total count of 40100 records

Calculations:

  • Percent = (EL Pop / Total Pop) * 100 Rounded

Features:

  • Filter on:
    • Submission – Fall or Summer
    • Number of Years to Display
      • Default ‘5 Years Displayed’
      • Utilizes most recent year back to earliest year for number of years selected
  • Drill down on EL Pop or Total Pop counts to see a detailed list of students

11.2.4.Course Completion #

11.2.4.1.Dual Credit Report #

Summary: This report displays counts of students enrolled in a Dual Credit course in PEIMS summer, extended or both submissions by grade level for the district or campus(es).

Usage: Check students who should/should NOT be coded as taking 1 or more dual credit courses, as well as to review trends and locate data anomalies in reporting.

Data Sources:

  • Summer and Extended Year PEIMS records
    • 43415 Course Completion Sub-Category
      • CourseTranscriptExtension Complex Type

Definitions:

  • Summer and Extended counts combine students into one row. The count might not equal the separate Summer + Extended counts due to a student being in both areas.

Features:

  • Filter on:
    • Multi-select Year (default 5 years)
    • Campus
  • Tools drop-down
    • Show Zero Values allows grade levels with zero dual credit students for all years to display.
      • To turn off the zero values, choose Hide Zero Values (default).

11.2.4.2.Student Course Completion Records #

Summary: This report displays student course completion records from PEIMS summer submission along with teacher TX-unique ID and teacher name from the Class Roster Winter Enrollment collection. Records are attached between collections via Class ID Number.

  • Note: Must have both student and staff access to run report

Usage: 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.

Data Sources:

  • PEIMS Summer records
    • 40100 – Interchange Student
    • 43415 – Interchange Student Transcript
  • Class Roster Winter Enrollment
    • 30040 – Interchange Staff

Definitions:

  • PEIMS Summer
    • Campus – Course Completion Campus ID of Enrollment E0782
    • Class ID Number – E1056
    • Service ID – E0724 (C022)
    • Non-Campus Based Instruction – E1072 (C182)
    • Pass/Fail Indicator – E0949 (C136)
    • Dual Credit Indicator – E1011 (C088)
    • OnRamps Dual Enrollment Indicator Code – E1597 (C088)
    • ATC Indicator – E1058 (C088)
    • College Credit Hours – E1081
  • Class Roster Winter Enrollment
    • Teacher TX UID – E1524
    • Teacher First – E0703
    • Teacher Last – E0705

Features:

  • Filter on:
    • Year (Default Current Year)
    • Multi-select Campuses (Default first campus in drop-down)
    • Multi-select Grades (Default All)
    • Multi-select Service IDs (Default All)
      • Allows 4 groups of courses to be chosen independently or in combination
        • CTE Courses excluding Tech Apps
        • CTE Technical Application Courses
        • CTE Approved Certification Courses (TEA IBC)
        • Advanced Placement (AP) Courses
    • Multi-select Teachers (Default All)
    • Multi-select Course Sequences (Default All)
    • Multi-select Pass/Fail Indicators (Default All)
  • Drill down:
    • Student ID to see Student Profile
    • Teacher TXUID to see Staff Profile

Special Note(s):

  • Ensure that both TSDS – PEIMS and TSDS – Class Roster for Winter Enrollment are loaded in the File Center for the appropriate year.
  • Student Course Completion records with blank teachers are either Non-Campus Based Instruction codes other than 00 or were not reported in the Class Roster Winter Enrollment collection.
  • Due to the cascading effect of the filters, when changing any filter, be sure to revisit each filter to make sure all selections desired are checked.

11.2.5.CTE #

11.2.5.1.CTE Contact Hours #

 

Summary: This report displays career and technical education contact hours by years, semesters, and V codes with a graphical representation of the V contact hour totals.

Usage: Review report to verify proper coding of career and technical education V codes ensuring full CTE funding by comparing current year contact hours by semester to prior years’ data.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Extension Complex Type
      • 42410-Career and Technical Education
        • E1085 – Attendance Event Indicator = 03 Regular – CTE

Calculations:

  • Total career and technical education eligible days present in each semester by V code x contact hour weight factor
    • E0950 – CTE Eligible Days Present V1 Sum of all days x 1
    • E0951 – CTE Eligible Days Present V2 Sum of all days x 2
    • E0952 – CTE Eligible Days Present V3 Sum of all days x 3
    • E0953 – CTE Eligible Days Present V4 Sum of all days x 4
    • E0954 – CTE Eligible Days Present V5 Sum of all days x 5
    • E0955 – CTE Eligible Days Present V6 Sum of all days x 6

Features:

  • Filter on specific campus

11.2.5.2.CTE Coding Summary #

 

Summary: This report lists students who have taken 1 or more CTE courses within the last 4 years and/or are currently enrolled in a fall CTE course.

Usage: Verify CTE students’ CTE and endorsement coding along with CTE courses currently enrolled in and completed.

Data Sources:

  • PEIMS Fall and Summer records
    • Interchange Student
    • Interchange Student Enrollment
    • Interchange Student Transcript

Definitions:

  • Campus – Campus of enrollment from most recent PEIMS Fall
  • Grade – Grade of enrollment from most recent PEIMS Fall
  • Most Recent Endorsements – Endorsements from current year 48011-Student Graduation Program reported in PEIMS Summer
    • Note: If current year PEIMS Summer file has not been loaded, endorsements will be pulled from most recent prior summer submission loaded.
  • Prior 4 years
    • CTE Courses Completed – List of courses completed. Pulled from 43415-Course Completion record submitted in PEIMS Summer
    • # CTE Courses Completed – Total number of courses listed
    • # CTE Courses where credit was received – Total number of CTE course parts for each sequence where Pass/Fail code = 01 or 08 (ex: 2 semester courses will display as 2 if student passes both parts)
  • Current Year
    • CTE Courses Enrolled in – List of courses completed. Pulled from PEIMS 40170 record submitted in PEIMS Fall
    • # CTE Courses Enrolled in – Total number courses listed
    • CTE Code Fall – E0031 CTE Indicator code submitted in PEIMS Fall
  • Summer PEIMS (Current Year)
    • CTE Code Summer – E0031
    • LEP – E0790
    • SPED – E0794
    • Eco Dis – E0785
    • Course ID – CTE courses only from 43415-Course Completion

Special Notes:

  • In order to change the current year data to the year you are currently working in, load PEIMS fall interchanges. The prior 4 years data will be updated to include CTE courses completed for the most recent prior year loaded.

Service IDs Used:

19-20 School Year

0358XXXX excluding 03580100, 03580110, 03580120, 03580130
A358XXXX
I358XXXX
1270XXXX, 130XXXXX, N127XXXX, N130XXXX

18-19 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX

17-18 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX

16-17 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX

15-16 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX

14-15 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX, LOTES012, LOTES013

13-14 School Year

1270XXXX, 130XXXXX, N127XXXX, N130XXXX

12-13 School Year

1270XXXX, 130XXXXX, N130XXXX

11-12 School Year

1270XXXX, 130XXXXX, N130XXXX, N9999997, N9999998, N9999999

10-11 School Year

1270XXXX, 130XXXXX, N130XXXX, N9999997, N9999998, N9999999

09-10 School Year
119XXXXX, 120XXXXX, 1211XXXX, 122XXXXX, 123XXXXX, 124XXXXX, 125XXXXX, 127XXXXX,M1211XXX, M123XXXX, M9999993, M9999994, M9999995,N119XXXX, N120XXXX, N122XXXX, N123XXXX, N125XXXX, N127XXXX, N1295XXX, N9999997, N9999998, N9999999

08-09 School Year
119XXXXX, 120XXXXX, 121XXXXX, 122XXXXX, 123XXXXX, 124XXXXX, 125XXXXX, 127XXXXX, M121XXXX, M122XXXX, M123XXXX, M9999993, M9999994, M9999995, N119XXXX, N120XXXX, N121XXXX, N122XXXX, N123XXXX, N124XXXX, N125XXXX, N127XXXX

11.2.5.3.CTE Eligible Days #

 

Summary: This report displays career and technical education eligible days and contact hours by each six weeks.

Usage: Review report to verify proper coding of career and technical education V codes across six weeks to ensure full CTE funding.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Extension Complex Type
      • 42410-Career and Technical Education
        • E1085 – Attendance Event Indicator = 03 Regular – CTE

Definitions:

  • CTE Elig Days by each six weeks, sum of:
    • Sixweek 1 – E0950 – CTE Eligible Days Present V1
    • Sixweek 2 – E0951 – CTE Eligible Days Present V2
    • Sixweek 3 – E0952 – CTE Eligible Days Present V3
    • Sixweek 4 – E0953 – CTE Eligible Days Present V4
    • Sixweek 5 – E0954 – CTE Eligible Days Present V5
    • Sixweek 6 – E0955 – CTE Eligible Days Present V6

Calculations:

  • Contact Hours by each six weeks = Total career and technical education eligible days present by V code x contact hour weight factor

Features:

  • Filter on:
    • Year
    • Campus
    • Multi-Select Instructional Tracks
  • Drill down on eligible days totals to view career and technical education students with their V codes listed

11.2.5.4.CTE enrollment by V Code #

 

Summary: This report provides a graphical trend line of CTE V codes across multiple years and a chart with counts of students with at least 1 day of attendance in a CTE course coded as V1-V6.

Usage: Complete the student enrollment projection template for TEA – due December. Utilize live links to drill down to the student list for each V code count and verify coding.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Complex
      • 42410 – Career and Technical Education

Definitions:

  • E1085 (C188) – Attendance Event Indicator = 03 Regular – CTE
    • V1 – E0950
    • V2 – E0951
    • V3 – E0952
    • V4 – E0953
    • V5 – E0954
    • V6 – E0955

Special Note: CTE counts will include any student who has a V code for that particular column and students may show under multiple V columns for a single year if they have eligible days in more than one V code.

11.2.6.Discipline Reports #

11.2.6.1.Out of School Suspension Summary #

Summary: This report lists all students who have been reported with a disciplinary action code of 05-Out of School Suspension; 25-Half Day OSS; or the combination of 05&25. The students are listed by campus then grouped by gender and ethnicity and include student counts, total days assigned, and total days served for each group.

Usage: Review information for accurate counts and use drill downs to display detailed student lists. Report can also be used to see how many days assigned and how many days actually served for different action codes and groups for various requests.

Data Source(s):

  • PEIMS Summer Records
    • Interchange Student
    • Interchange Student Discipline

Definitions and Calculations:

  • SC – Student Count based on unique students involved in the selected Disciplinary Action Code (E1005) from the Discipline Action Extension Complex Type
  • DA – Days Assigned totaled for all incidents with the selected Disciplinary Action Code (E1005) using Official Length of Disciplinary Assignment (E1007) from the DisciplineActionExtension Complex Type
  • DS – Days Served totaled for all incidents with the selected Disciplinary Action Code (E1005) using Actual Length of Disciplinary Assignment (E1008) from the DisciplineActionExtension Complex Type
  • Special Education – unique count of special education students with the selected Disciplinary Action Code (E1005) based on Primary Disability Code (E0041) from the StudentDisciplineIncidentAssociation Extension Complex Type

Features:

  • Filter on
    • Year
    • Disciplinary Action Code
  • Select a Focus List to see a particular group of students (ex: Economic Disadvantage)

11.2.6.2.In School Suspension Summary #

Summary: This report lists all students who have been reported with a disciplinary action code of 06-In School Suspension; 26-Half Day ISS; or the combination of 06&26. The students are listed by campus then grouped by gender and ethnicity and include student counts, total days assigned, and total days served for each group.

Usage: Review information for accurate counts and use drill downs to display detailed student lists. Report can also be used to see how many days assigned and how many days actually served for different action codes and groups for various requests.

Data Source(s):

  • PEIMS Summer Records
    • Interchange Student
    • Interchange Student Discipline

Definitions and Calculations:

  • SC – Student Count based on unique students involved in the selected Disciplinary Action Code (E1005) from the Discipline Action Extension Complex Type
  • DA – Days Assigned totaled for all incidents with the selected Disciplinary Action Code (E1005) using Official Length of Disciplinary Assignment (E1007) from the DisciplineActionExtension Complex Type
  • DS – Days Served totaled for all incidents with the selected Disciplinary Action Code (E1005) using Actual Length of Disciplinary Assignment (E1008) from the DisciplineActionExtension Complex Type
  • Special Education – unique count of special education students with the selected Disciplinary Action Code (E1005) based on Primary Disability Code (E0041) from the StudentDisciplineIncidentAssociation Extension Complex Type

Features:

  • Filter on
    • Year
    • Disciplinary Action Code
  • Select a Focus List to see a particular group of students (ex: Economic Disadvantage)

11.2.6.3.Discipline Action Summary #

Summary: This report displays a count of all action reason codes within every action code along with totals for action reason and action codes.

Usage: Review report for accuracy in discipline reporting for specific action reason and action codes. This report will closely model TSDS report PDM3-132-003.

Data Source(s): PEIMS Summer records

  • 44425-Interchange Student Discipline-all complexes

Definitions:

  • Reason Code – Count of each Disciplinary Action Reason Code E1006 C165
  • Action Codes – Count of each Disciplinary Action Code E1005 C164

Calculations:

  • Total Reason Code – Sum of Disciplinary Action Reason Code for all Disciplinary Actions (vertical Total)
  • Total Action Code – Sum of Disciplinary Action Code for all Disciplinary Action Reason Codes (horizontal Total)

Features:

  • Filter on a specific year or specific disciplinary campus id of enrollment
  • Drill down on counts to see a list of students who meet the criteria with their action reason and action code displayed
    • Note: Many times the student list count will be less than the action reason/action code count due to students having multiple incidents for the same action reason and/or action code.

11.2.6.4.Classroom Removals by Ethnicity #

Summary: For each six weeks reporting period and cumulative year total, this report lists by district or by campus:

  • Enrollment counts and percentages
  • Enrollment counts and percentages by ethnicity (White, African American, Hispanic, Other)
  • ISS, OSS, and discretionary DAEP counts and percentages
  • ISS, OSS, and discretionary DAEP counts and percentages by ethnicity (White, African American, Hispanic, Other)

Usage: Use this report to compare disciplinary removals by ethnicity for ISS, OSS, and Discretionary DAEP placements.

Data Sources: PEIMS Summer records

  • 40100 – Interchange Student Extension
    • Student Extension Complex
  • 42400 – Interchange Student Attendance Extension
    • BasicReportingPeriodAttendanceExtension Complex
  • 44425 – Interchange Student Discipline Extension
    • DisciplineIncidentExtension Complex
    • StudentDisciplineIncidentAssociationExtension Complex
    • DisciplineActionExtension Complex

Definitions:

  • Enrollment is a unique count of students with a 42400 record in that 6 weeks.
  • ISS-In School Suspension = Disciplinary Action Codes (E1005) 06 and 26
  • OSS-Out of School Suspension = Disciplinary Action Codes 05 and 25
  • Discretionary DAEP placements = Disciplinary Action Codes (E1005) 07, 08, and 10 AND Disciplinary Action Reason Codes (E1006) 01, 02 (if reported with Behavior Location Code-E1083 04 or 05), 10, 21, 23, 33, 34, 41, 49, 50, and/or 56.
  • Other Ethnicity includes American Indian or Alaska Native, Asian, Native Hawaiian or Other Pacific Islander, and Two or More Races

Calculations:

  • Percentages are derived by the particular category enrollment (ethnicity and disciplinary actions) divided by the total enrollment for the district or campus

Features:

  • Filter by:
    • Year
    • Campus

 

11.2.6.5.OSS And ISS Report #

Summary: This report queries students who have a disciplinary action code of 06 (In-School Suspension), 26 (Partial Day In-School Suspension), 05 (Out of School Suspension), or 25 (Partial Day Out of School Suspension).

Usage: Use this report to view the number of days a student has been removed from the classroom for In School Suspension (ISS) and Out of School Suspension (OSS).

Data Sources: PEIMS Summer records

  • 40100-Student Extenstion
    • StudentExtension
  • 44425-Interchange Student Discipline Extension
    • DisciplineIncidentExtension
    • StudentDisciplineIncidentAssociationExtension
    • DisciplineActionExtension

Definitions:

  • Eco Dis – Economic Disadvantage Code (40100 record – E0785) which is reported in both Fall and Summer PEIMS submissions. If a student has two Eco Dis codes, the student was reported with a different Eco Dis code in the fall and the summer submission.
    • 00 – Not identified as economic disadvantaged
    • 01 – Eligible For Free Meals Under The National School Lunch And Child Nutrition Program
    • 02 – Eligible For Reduced-price Meals Under The National School Lunch And Child Nutrition Program
    • 99 – Other Economic Disadvantage
  • ISS Official Length – total of the Official Length of Disciplinary Assignment (E1007) for ISS incidents (Disciplinary Action Codes – E1005 = 06 and 26)
  • ISS Actual Length – total of the Actual Length of Disciplinary Assignment (E1008) for ISS incidents (Disciplinary Action Codes – E1005 = 06 and 26)
  • OSS Official Length – total of the Official Length of Disciplinary Assignment (E1007) for OSS incidents (Disciplinary Action Codes – E1005 = 05 and 25)
  • OSS Actual Length – total of the Actual Length of Disciplinary Assignment (E1008) for OSS incidents (Disciplinary Action Codes – E1005 = 05 and 25)

Features:

  • Filter on:
    • Year
    • Campus

11.2.6.6.Students Receiving CTE or Bilingual ESL Services With Short Term Discipline Removals #

Summary: This report lists students who are receiving Career and Tech and/or Bilingual/ESL services that have had disciplinary actions in any particular six weeks attendance cycle for removals of 6 days or more.

Usage: Use drill-downs to detailed student list and individual student dashboards to review students who might need weighted funding removed from appropriate special program(s) based on services provided during the disciplinary assignment.

Data Sources: PEIMS Summer records

  • Interchange Student Attendance Extension
    • 42400 – Basic Reporting Period Attendance Extension Complex
    • 42401 – Special Programs Reporting Period Attendance Extension Complex
      • 42410 – Career and Technical Education Attendance
  • 44425 – Interchange Student Discipline Extension
    • Discipline Action Extension Complex

Definitions:

  • Students Receiving Career and Technical Related Services Any student with career tech attendance (42410) who has a discipline record (44425) with a Disciplinary Action Code (E1005) removing the student from their regular educational setting for 6 days or more in the same 6 weeks attendance cycle.
  • Students Receiving Bilingual / ESL Services Any student with an attendance record (42400) indicating Total Elig Bilingual/ESL Days Present (E0938) who has a discipline record (44425) with a Disciplinary Action Code removing the student from their regular educational setting for 6 days or more in the same 6 weeks attendance cycle.

Disciplinary Action Codes (E1005-C164) used:
06 – In-School Suspension
07 – Placement In An On-Campus Or Off-Campus
08 – Continuation Of Other District’s DAEP Placement
10 – Continuation Of The District’s DAEP Placement From The Prior School Year
14 – Placement in a DAEP by Court Order
26 – Partial Day In-School Suspension
54 – Placement In An Alternative Education Program Established
55 – Continuation Of Other District’s DAEP Placement
57 – Continuation Of The District’s DAEP Placement From The Prior School Year As a result of a determination by a special education hearing officer

Features:

  • Filter by Campus
  • Use a focus list to display a specific group of students

Resources for Qualifications:

TEA Student Attendance Accounting Handbook

See sections:

  • Career and Technical Education
    • 5.4 Withdrawal Procedures
  • Bilingual/ESL Related Services
    • 6.5.1 Eligible Days Present and Students Placed in a Disciplinary Setting

11.2.6.7.Students with Excessive ISS Placements #

 

Summary: This report lists campuses with total number of students who meet the selected ISS actual length days accumulated range.

Usage: Review students who have accumulated a high number of ISS disciplinary placements. The report can be used to identify students where intervention would be possible to prevent further placements.

Data Source(s): PEIMS Summer records

  • 44425 – Interchange Student Discipline
    • Discipline Action Extension Complex Type

Definitions:

  • Disciplinary Action Code – E1005 (C164) = 06 or 26 and Actual Length Of Disciplinary Assignment – E1008 within selected filters

Calculations:

  • Actual Length of Disciplinary Assignment days are totaled for all ISS disciplinary incidents

Features:

  • Filters:
    • Actual Days sliding range
    • School Year
    • Actual Days ‘Or more’ checkbox operation
      • Not checked – Result will display only those students with ISS Actual Length days greater than or equal to the lower range selection and less than or equal to the greater range selection.
        • Example: If you select a range of 5-30 and leave the check box unchecked, you will be presented with results for students with 5 to 30 ISS Actual Length days.
      • Checked – Result will display students with ISS Actual Length days greater than or equal to the lower range selected.
        • Example: If you select a range of 5-30 and check the check box, you will be presented with results for students with 5 or more ISS Actual Length days (ignores the greater range selection).
  • Drill down on counts to review students with the accumulated Actual Length days
    • Drill down on students to see individual student profile’s Discipline information (Student Information>Attendance & Discipline>Toggle Discipline Details)

11.2.6.8.Student Accumulated Discipline Incidents #

Summary: This report lists students with discipline incidents within a selected range of total number of actions taken.

Usage: Data quality check for students who have multiple incidents and actions.

Data Sources: PEIMS Summer records

  • 44425 – Interchange Student Discipline
    • Student Discipline Incident Association Extension
    • Discipline Action Extension
      • Disciplinary Action Code E1005 (C164)

Special Features:

  • Disc Incidents: Slider is based on total number of actions for all incidents
  • Filter:
    • Year
    • Campus

11.2.6.9.Student Discipline Records #

Summary: This report displays student discipline records for every single discipline action.

Usage: Review records to ensure accurate 44425 discipline reporting to PEIMS. Can also be used to export to Excel for counts on various information such as action codes, incident numbers, etc.

Data Sources: PEIMS Summer records

  • 40100 – Interchange Student
  • 44425 – Interchange Student Discipline

Definitions:

  • Campus – Disciplinary Campus ID of Enrollment E0782
  • Disciplinary Incident Number – E1016
  • Disciplinary Action Num. – E1004
  • Reporting Period – Disciplinary Reporting Period Indicator E0934
  • Disciplinary Action Reason – E1006 (C165)
  • Disciplinary Action Code – E1005 (C164)
  • Official Length – E1007
  • Actual Length – E1008
  • Disciplinary Length Difference Reason – E1009 (C166)
  • Date of Disciplinary Action – E1036

Features:

  • Filter on:
    • Year
    • Multi-select Campuses (default All)
    • Multi-select Discipline Action Reason (default All)
    • Multi-select Discipline Action Code (default All)
    • Multi-select Reporting Period (default All)

Special Note(s):

  • Due to the cascading effect of the filters, when changing any filter, be sure to revisit each filter to make sure all selections desired are checked.

11.2.6.10.Custom DAEP Report #

 

Summary: This report lists detailed disciplinary incident information along with eligible days present each six weeks for DAEP placements (disciplinary action codes 07, 08 and 10).
Usage: Data Quality-To determine if students are being counted present or absent during their disciplinary DAEP placement.
Data Sources: PEIMS Summer records

  • 42400 – Interchange Student Attendance Extension
    • Basic Reporting Period Attendance Extension Complex
  • 44425 – Interchange Student Discipline Extension
    • Discipline Incident Extension Complex
    • Student Discipline Incident Association Extension Complex
    • Discipline Action Extension Complex

Definitions:

  • One row per incident. Student could have multiple rows.
  • Incident Code – Identifies and ties together the related disciplinary action(s) for one or more students. Example: If, on a single campus, more than one student is involved in an incident that results in disciplinary action(s), all the students should show the same incident number for each of their disciplinary actions.
    • 44425 – Discipline Incident Extension Complex
      • Disciplinary Incident Number – E1016
  • Reporting Period – The period of the school year, also often referred to as “cycle”, in which the disciplinary action was assigned.
    • 44425 – Discipline Action Extension Complex
      • Reporting Period Indicator Code – E0934
  • Disc. Action Code- The type of disciplinary action taken for a student
    • 44425 – Discipline Action Extension Complex
      • Disciplinary Action Code – E1005 (C164)
  • Disc. Action Reason – The reason a student was given a disciplinary action
    • 44425 – Student Discipline Incident Association Extension Complex
      • Disciplinary Action Reason Code – E1006 (C165)
  • Official Len. – The official length of instructional days of a student’s disciplinary assignment.
    • 44425 – Discipline Action Extension Complex
      • Official Length of Disciplinary Assignment – E1007
  • Actual Len. – The actual number of instructional days the student served of a disciplinary assignment. Days absent should not be included.
    • 44425 – Discipline Action Extension Complex
      • Actual Length of Disciplinary Assignment – E1008
  • Total Eligible Days Present during reporting period – The total number of days the student was present and eligible for FSP funding during a particular reporting period/cycle.
    • 42400 – Basic Reporting Period Attendance Extension Complex
      • Total Eligible Days Present – E0937

Features:

  • Filters
    • Year
    • Single campus select (no district level selection) based on Campus ID of Disciplinary Assignment (E1003)-The campus where the student was placed for disciplinary reasons, not necessarily the student’s “regular” campus

Special Notes:

  • ND = No Data – Student was not enrolled during that reporting period/cycle
  • Drill down on student id to review individual student dashboard

11.2.6.11.Discipline Action Reason Code Trend Analysis #

Summary: Trend line graphs and chart representation for unique incident counts by student of disciplinary action reason codes. It compares consecutive years of data for all six weeks or totals only.

Usage: Compare years of information of discipline action reason code data for data quality review and potential district interventions.

Data Sources: Summer PEIMS Records

  • Interchange Student Discipline Extension
    • Discipline Incident Complex
    • Student Discipline Incident Association Extension Complex

Definitions:

  • This report shows the totals for each selected Disciplinary Action Reason Code – E1006 (C165) that was reported in each disciplinary reporting period or totals only for the selected years.

Features:

  • Filter by:
    • Multi-select Action Reason Codes (default All action reason codes)
    • Ethnicity (default All ethnicities)
    • Multi-select Campus (default All campuses)
    • Multi-select Years (default most recent 3 years)
    • Display Type
      • Detail – displays all 6 weeks reporting periods for years selected (default)
      • Summary – displays totals for years selected
  • Focus List to see results by special program, attendance instructional track, grade level, etc.
  • Zoom graphing to narrow results by number of incidents

11.2.6.12.Discipline Action Code Trend Analysis #

Summary: Trend line graphs and chart representation for each unique disciplinary action count. It compares consecutive years of data for all six weeks or totals only.

Usage: Compare years of information of discipline action code data for data quality review and potential district interventions.

Data Sources: Summer PEIMS Records

  • Interchange Student Discipline Extension
    • DisciplineActionExtension Complex Type

Definitions:

  • This report shows the totals for each selected Disciplinary Action Code – E1005 (C164) that was reported in each disciplinary reporting period or totals only for the selected years.

Filters:

  • Filter by:
    • Multi-select Action Codes (default All action codes)
    • Ethnicity (default All ethnicities)
    • Multi-select Campus (default All campuses)
    • Multi-select Years (default most recent 3 years)
    • Display Type
      • Detail – displays all 6 weeks reporting periods for years selected (default)
      • Summary – displays totals for years selected
  • Focus List to see results by special program, attendance instructional track, grade level, etc.
  • Zoom graphing to narrow results by number of actions

11.2.6.13.Discipline Action Group Summary #

Summary: This report provides counts and percentages of students and disciplinary actions by student groups and disciplinary action categories. Student group include ethnicity, gender, special education, economic disadvantage, and at risk. Disciplinary action categories include ISS, OSS, DAEP and JJAEP placements/expulsions along with a total summary.

Usage: Review report in current year for predictive analysis of report published on the TEA website under discipline data products. Report can also be used to review percentages of disciplinary action groups in relation to population totals.

Data Sources:

  • Fall PEIMS for At Risk, Economic Disadvantage – Fall, Bilingual, and ESL
    • Interchange Student
      • 40100-Student Extension
        • At Risk Indicator Code E0919 C088 = 1
        • Economic Disadvantage Code E0785 C054 = 01, 02 or 99
    • Interchange Student Program
      • 40110-Student Program Extension
        • Bilingual Program Type Code E1042 C175 = 2, 3, 4, or 5
        • ESL Program Type Code E1043 C176 = 2 or 3
  • Summer PEIMS for student groups including all students, ethnicity, gender, Special Education – Summer, and Economic Disadvantage – Summer
    • Interchange Student
      • 40100-Student Extension
        • Economic Disadvantage Code E0785 C054 = 01, 02, or 99
    • Interchange Student Program
      • 40110-Student Program Extension
        • Special Ed Indicator Code E0794 C088 = 1
  • Summer PEIMS for Discipline counts and percentages
    • Interchange Student Discipline
      • 44425-Discipline Action Extension
        • Disciplinary Action Code E1005 C164
  • Discipline Actions:
    • ISS Actions: Disciplinary Action Code = 06 or 26
    • OSS Actions: Disciplinary Action Code = 05 or 25
    • DAEP Actions: Disciplinary Action Code = 03, 04, 07, 08, 10, 14, 52, 53, 55, or 57
    • JJAEP Actions: Disciplinary Action Code = 02, 12, 13, 15, 51, 60, or 61
    • Total Actions: All actions summed together

Calculations:

  • Actions: Count of each disciplinary action
  • Students: Unique count of students with that disciplinary action category
  • Percent: Discipline students/Total number of students in that student group

Features:

  • Filter on a specific year
  • Select ‘District’ for cumulative counts; ‘All Campuses’ to display all campuses separately; Campus Level (Elementary, High, Middle, Other); or choose an individual campus
  • Drill down on Actions columns to see all discipline actions on a separate line for exporting to Excel
  • Drill down on Students columns to see all students with their discipline information on a single line

Special Notes:

  • Campus level reports-Students are counted at the campus where they last attended, not by the disciplinary campus id of enrollment, since the report contains students who do not have a disciplinary record (All Student Group count).

Resources for qualifications and calculations:

TEA Discipline Data Products>Discipline Action Group Summary Reports

11.2.6.14.Discipline Action Student Counts and Days by Gender/Ethn/Special Ed #

Summary: This report lists all students who have been reported with the selected action code(s) – default is OSS codes 05 & 25. The students are listed by campus then grouped by gender and ethnicity and include student counts, total days assigned, and total days served for each group and for special programs.

Usage: Review information for accurate counts and use drill downs to display detailed student lists. Report can also be used to see how many days assigned and how many days actually served for different action codes and special program groups for various data requests.

Data Source(s):

  • PEIMS Summer Records
    • Interchange Student
    • Interchange Student Program
    • Interchange Student Discipline

Definitions and Calculations:

  • SC – Student Count based on unique students involved in the selected Disciplinary Action Code (E1005) from the Discipline Action Extension Complex Type
  • DA – Days Assigned totaled for all incidents with the selected Disciplinary Action Code (E1005) using Official Length of Disciplinary Assignment (E1007) from the DisciplineActionExtension Complex Type
  • DS – Days Served totaled for all incidents with the selected Disciplinary Action Code (E1005) using Actual Length of Disciplinary Assignment (E1008) from the DisciplineActionExtension Complex Type
  • Special Education – E0794 C088 SPECIAL-ED-INDICATOR-CODE TX = 1
  • LEP – E0790 C061 LEP-INDICATOR-CODE = 1
  • CTE – E0031 C142 CAREER-AND-TECHNICAL-ED-IND-CD = 1, 2 or 3
  • Eco Dis – E0785 C054 ECONOMIC-DISADVANTAGE-CODE = 01, 02, or 99
  • GT – E0034 C088 GIFTED-TALENTED-INDICATOR-CODE = 1
  • Section 504
    • 2018-2019 and Beyond:
      • E1603 SECTION-504-INDICATOR-CODE = 1
    • Prior 2018-2019:
      • File Center Section 504 – Pre 2019

Features:

  • Filter on
    • Multi-select Disciplinary Action Code (Default OSS 05 & 25)
    • Multi-select Special Programs (Default All)
    • Year
    • Multi-select Disciplinary Reporting Periods
  • Select a Focus List to see a particular group of students (ex: Bilingual, ESL, At Risk, etc.)

11.2.6.15.Discipline Action Reason and Action Comparisons By Gender & Ethnicity #

 

Summary: This report displays disciplinary action code counts and percentages by action reason codes with a breakdown by gender and ethnicity within each action and grand total. The report can be run at the district or individual campus level.

Usage: Use this report to compare consequences for specific action reasons across campuses, genders and ethnicities to ensure consequences assigned are uniform.

Data Source(s): PEIMS Summer records

  • Interchange Student Discipline Extension

Definitions:

  • Action counts based on every single action
    • For example, if two students involved in same incident receive same action, the action is counted once for each student (2 total)

Calculations:

  • Percentages:
    • Action % = Action count for that Action code in that row/Total Action count for that Action code and row
      • Each gender and ethnicity code looked at independently
    • Total Action % = Sum of all Action counts in that row (displayed or not)/Total Action counts within the category
      • Gender category
      • Ethnicity category
    • Grand Total Action % = Sum of all Action counts for that particular Action/Total Action counts for that action reason

Features:

  • Filter on:
    • Multi-select Action Reason Codes
    • Multi-select Action Codes
    • Year
    • Campus
    • Material Change
      • Uses lowest percentage within each category (gender and ethnicity) and highlights those that are greater than the material change % number
      • Allows decimals to the tenth (ex: 3.5)
  • Drill down on action counts to review detailed student list including the disciplinary incident number

11.2.7.Economic Disadvantage Reports #

11.2.7.1.Economic Disadvantage Year Comparison Percentages #

Summary: This report counts students coded Economic Disadvantage (codes 01, 02, 99) from Fall or Summer PEIMS, along with the percentage of eco dis students compared to the total population for each campus and district.
Note: ESC version displays counts and percentages by district.

Usage: Identify students coded as economic disadvantage for Fall snapshot or cumulative Summer count, and review the total population along with percents from each data collection. Can also be used for accountability measures. Use the drop down to change from Fall to Summer. Select the year dropdown to choose how many years of data to display.

Data Source(s): Fall and Summer PEIMS

40100 Student Basic Information Sub-Category StudentExtension Complex Type

Definitions:

  • Eco Dis Pop – E0785 (C054) = 01, 02, 99
  • Total Pop – Total count of 40100 records

Calculations:

  • Percent = (Eco Dis Pop / Total Pop) * 100 Rounded

Features:

  • Filter on:
    • Submission – Fall or Summer
    • Number of Years to Display
      • Default ‘5 Years Displayed’
      • Utilizes most recent year back to earliest year for number of years selected
  • Drill down on Eco Dis Pop or Total Pop counts to see a detailed list of students

11.2.7.2.ERATE Report #

Summary: This report will display total students and students coded Economic Disadvantage via the free and reduced lunch (codes ’01’ , ’02’ and ’99’) from Fall PEIMS, and includes percentages by campus.

Usage: Use this report to help with ERATE

Data Source(s): Fall PEIMS

40100 Student Basic Information Sub-Category StudentExtension Complex Type

11.2.7.3.Fall - Eco Dis Percent in Membership #

Summary: Report will display a percent of students who were “in membership” (ADA codes 1-8) on Fall Snapshot that were also coded Economic Disadvantage (codes 01, 02, 99).

Usage: Some areas in Accountability evaluates percentage of students coded as being in membership who are also economic disadvantage at Fall snapshot.

Data Source(s): Fall PEIMS

40100 Student Basic Information Sub-Category StudentExtension Complex Type

Definitions:

  • Eco Dis – E0785 (C054) = 01, 02, 99
  • ADA – (Codes 1-8)

Calculations:

  • Percent = (Eco Dis Pop in membership/ Total Membership) ADA 1-8)

Features:

  • Filters:
    • Campus
    • Year
    • Grade Level
  • Drill down on counts to see a detailed list of students

11.2.8.FTE Reports #

11.2.8.2.Career & Technical Education FTE Report #

Summary: Report produces CTE FTEs by each six weeks with a refined total and snapshot total.

Usage: Data quality/funding – review report at district level and use filter to change to “All Campuses: Display All” to view by campus to verify reasonableness.

Data Sources:

  • Summer PEIMS Attendance
    • 42400 Basic Attendance Sub-Category
      BasicReportingPeriodAttendanceExtension Complex Type
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type
    • 42410 – Career and Technical Education
  • Fall PEIMS Career and Technical Program
    • 41169 – StudentCTEProgramAssociationExtension Complex Type

Definitions:

  • Snapshot Total – Students in the Refined Total who also have a 41169 Career and Technical Program record.

Calculations:

  • Campus-Level – Career and Technical Education FTE is calculated by:
  1. Multiplying the sum of Career and Technical Education eligible days present (V1, V2, etc.) for each grade by the corresponding weight factor to calculate contact hours.

Contact Hours = (DAYS_ELIG * WEIGHT)

  1. Adding together the contact hours for all Career and Technical Education codes within the track.
  2. Dividing the total contact hours for each track by 6 times the number of days taught to yield the Career and Technical Education FTE for the track.

Career & Technical Education FTE = Total Track Contact Hours / (DAYS_TAUGHT * 6)

  • District-Level – Career and Technical Education FTE is calculated by adding the campus-level Career and Technical Education FTE for each grade for all tracks within each reporting period.

 

2019-2020 COVID-19 ADA/FTE Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded for this calculation to accurately compute.

  • 2019-2020 5th and 6th six weeks data will display Covid-19 per TEA guidance that it will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total = 1st – 4th six weeks FTE ((Sum of 1st – 4th six weeks)/4)). This total is the 19-20 FTE total without the Historical Ratio applied.
  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display on the 2019-2020 year ONLY.
  • 2019-2020 Covid-19 Adjusted Refined Total = 2019-2020 Refined Total multiplied by the Historical Ratio. *Note – predictive final FTE for settle-up funding.

 

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)

11.2.8.3.Career and Technical Education Advanced Courses FTE Report #

Summary: Report produces CTE FTEs eligible for a flat amount of $50.00 per FTE by each six weeks with a refined total and CTE funding calculation.

Usage: Data quality/funding – review report for CTE funding based on students in advanced CTE courses.

Data Sources: Summer PEIMS records

  • Interchange Student Attendance
      • 42400 Basic Attendance Sub-Category
        BasicReportingPeriodAttendanceExtension Complex Type
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type

      • 42410 Career and Technical Education
  • Interchange Student Transcript
    • 43415 Course Completion Sub-Category
      CourseTranscriptExtension Complex Type

Definitions:

  • Students who are enrolled in two or more advanced CTE courses are included (Service ID E0724) when the sum of the course credits/units is equal to or greater than 3. (red text indicates the update to the report released 6/18/20)

Calculations:

  • Campus-Level – Career and Technical Education FTE is calculated by:
  1. Multiplying the sum of Career and Technical Education eligible days present (V1, V2, etc.) for each grade by the corresponding weight factor to calculate contact hours.
    Contact Hours = (DAYS_ELIG * WEIGHT)
  2. Adding together the contact hours for all Career and Technical Education codes within the track.
  3. Dividing the total contact hours for each track by 6 times the number of days taught to yield the Career and Technical Education FTE for the track.
    Career & Technical Education FTE = Total Track Contact Hours / (DAYS_TAUGHT * 6)
  • District-Level – Career and Technical Education FTE is calculated by adding the campus-level Career and Technical Education FTE for each grade for all tracks within each reporting period.
  • CTE Funding – Refined Total x 50.00 (dollars)

2019-2020 COVID-19 ADA/FTE Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded for this calculation to accurately compute.

  • 2019-2020 5th and 6th six weeks data will display Covid-19 per TEA guidance that it will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total = 1st – 4th six weeks FTE ((Sum of 1st – 4th six weeks)/4)) multiplied by the 2018-2019 Historical Ratio.
  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display on the 2019-2020 year ONLY.

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default All Grades Summary)
      • Multi-Select Grades
      • Check All Grades Summary in conjunction with grade level(s) to display a grade level summary and each individual grade level
    • Multi-select Instructional Tracks (Default All Tracks)
  • Drill down on FTE figures to review detailed student list view including the advanced service id(s) the student is taking
  • Heatmap – select on and click submit to apply. Minimum and Maximum counts may be reset as needed.

Resources for qualifications and calculations:

  • TEA Career and Technology Education Allotment

https://tea.texas.gov/Finance_and_Grants/State_Funding/Additional_Finance_Resources/Career__and_Technology_Education_Allotment/

11.2.8.4.Special Education FTE Report #

Summary: Report will display SPED FTEs by six weeks for all instructional settings except Mainstream (40).

Usage: Review current year and prior year FTEs for reasonableness, by Instructional Setting, Campus and/or Grade.

Data Sources: Summer PEIMS

  • 42400 Basic Attendance Sub-Category
    BasicReportingPeriodAttendanceExtension Complex Type
  • 42401 Special Programs Reporting Period Attendance Sub-Category
    SpecialProgramsReportingPeriodAttendanceExtension Complex Type

    • 42405 Special Education Attendance

Calculations:

1. Multiplying the sum of eligible days present for each grade within each Special Education instructional setting by the corresponding weight factor, then subtracting the hours excess to calculate the contact hours.
Contact Hours = (DAYS_ELIG * WEIGHT) HRS_EXCESS
2. Adding together the contact hours for all Special Education instructional settings.
3. Dividing the contact hours by 6 times the number of days taught to yield the Special Education FTE.
Special Education FTE = Total Contact Hours / (DAYS_TAUGHT * 6)

2019-2020 COVID-19 ADA/FTE Adjustments per TEA Guidance: General Funding Question 1. – Steps 1 – Steps 2 applied on this report. Step 3 is outside the scope of this report at this time.

REQUIRED: 2018-2019 Summer PEIMS files and 2019-2020 Summer PEIMS files uploaded for this calculation to accurately compute.

  • 2019-2020 5th and 6th six weeks data will display Covid-19 per TEA guidance that it will be ignored for 19-20 calculations.
  • 2019-2020 Refined Total = 1st – 4th six weeks FTE ((Sum of 1st – 4th six weeks)/4)). This total is the 19-20 FTE total without the Historical Ratio applied.
  • Historical Ratio =2018-2019 Refined ADA (1-6 six weeks) divided by 2018-2019 Refined ADA (1-4 six weeks).
    • Reference Step 1 in TEA’s guidance.
    • This ratio will display on the 2019-2020 year ONLY.
  • 2019-2020 Covid-19 Adjusted Refined Total = 2019-2020 Refined Total multiplied by the Historical Ratio. *Note – predictive final FTE for settle-up funding.

Features:

  • Filter on:
    • Multi-select Years (Default Current Year)
    • Multi-select Instructional Settings (Default All Settings)
    • District/Campus Summary (Default District Summary)
      • Multi-select Campuses
      • Check District/Campus Summary in conjunction with campus(es) to display a campus summary and each individual campus
    • All Grades Summary (Default Al