Users Manual

This is the user manual page

 

Users Manual

  1. About On OnDataSuite
  2. Logging Into OnDataSuite
  3. Intro to OnPoint
    1. Accessing Your Account
      1. Password - Personal Reset
      2. Password - Administrative Reset 
    2. Administrator Rights
      1. Add Users - Manual Individual Entry
        1. Edit/Delete User Accounts - Manually
      2. Authentication via 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
      3. Access Logs
      4. File Upload History
      5. Roles and Responsibilities - Admin
      6. Update Campus Type - Admin
    3. My Accounts
      1. Your Profile - End User
      2. Roles and Responsibilities - End User
  4. File Center
    1. Redaction Policy
    2. Loading District Files
      1. PEIMS (TSDS)
      2. PEIMS Legacy
      3. Student Images
      4. Section 504 - Pre 2019
      5. General Ledger
    3. Loading CRDC Files
    4. Loading TEA Files
      1. CCMR
      2. CCMR EWS Supplement Files
      3. Cohort Preliminary Four Year Files
      4. Cohort Longitudinal 4, 5, 6 Yr Final Graduation Files
      5. Testing Issues Roster
      6. Staff Certifications
    5. Loading ACT Files
    6. Loading TSIA (Accuplacer Files)
    7. Loading Other Exam Files
      1. IB (International Baccalaureate)
    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
    10. Data Reconciliation
    11. PEIMS Edits
      1. Edits File Record Count Summary
  5. Bookmarks
  6. User Groups
  7. My Custom Reports
  8. Focus List
  9. Support
  10. Calendar
  11. 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
  12. 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
      3. Funding Data Validation
        1. LSA Of 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. Student CTE Course Completion Matrix with No CTE Contact Hours
        10. Students With A CTE Course Completion Record But No CTE Contact Hours
      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
      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. Perfect Attendance in a Reporting Period
        6. Flexible Attendance Report
      2. Average Daily Attendance ADA Reports
        1. Refined ADA Report
        2. Bilingual / ESL Refined ADA Report
        3. Special Education Mainstream Refined ADA Report
      3. Bilingual ESL Reports
        1. LEP Services Survey
        2. English Learner Year Comparison Percentages
      4. CTE
        1. CTE Contact Hours
        2. CTE Coding Summary
        3. CTE Eligible Days
        4. CTE enrollment by V Code
      5. 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 Group Summary
        13. Discipline Action Student Counts and Days by Gender/Ethn/Special Ed
        14. Discipline Action Reason and Action Comparisons By Gender & Ethnicity
      6. Economic Disadvantage Reports
        1. Economic Disadvantage Year Comparison Percentages
        2. ERATE Report
        3. Fall - Eco Dis Percent in Membership
      7. 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
      8. Graduates / Dropouts
        1. Dropout Early Warning System
        2. Cohort Follow-Up Report
        3. FHSP Distinguished With Endorsement Breakdown
        4. Retention Report
      9. 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
      10. SPED
        1. Regional Day School for the Deaf (RDSPD) Student List
        2. Has PEIMS record for 504 results
        3. No PEIMS record found for 504 results
        4. Residential Facility Monitoring Report
        5. SPED Students who took STAAR and did not pass any test
        6. Student Special Education Contact Hours
        7. SPED Student Instructional Settings by Six Weeks
        8. Special Education Discipline Removals
        9. Special Education Year Comparison Percentages
      11. Early Childhood Data System (ECDS)
        1. ECDS Student Class List
      12. Miscellaneous
        1. Dual Credit Report
        2. Student Attribution/ADA
        3. Ethnicity & Special Program Trends
        4. ESC Only-Region District Campus Summary Report
        5. ESC Only - Regional Transfer Report
    3. Student Report Center
  13. Staff
    1. Staff Data Validation
      1. Inaccurate Role ID Reporting to PEIMS
      2. Teacher Fall and Summer Comparison
    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. Teacher Class List
        2. Teacher Classroom Link Report
        3. Teacher/Educational Aide Retention Rate
        4. Teacher by Service ID - FTE Percentage
        5. Teacher Years of Experience
      3. Miscellaneous Staff Reports
        1. Responsibility Record List ( Most Recent Year )
        2. Role ID Summary Report
        3. Staff Responsibility Review
        4. Fall PEIMS Checklist
        5. Contracted Staff Report
    3. Staff Report Center
  14. Assessment
    1. STAAR 3_8 Reports
      1. STAAR 3-8 Accommodations
      2. STAAR 3-8 Summary Report
      3. STAAR 3-8 Analysis Report
      4. STAAR 3-8 Achievement vs. Growth Matrix
      5. STAAR Frequency Distributions
      6. STAAR Test Administered
      7. STAAR 3-8 Differential
      8. STAAR 3-8 Academic Performance
      9. STAAR 3-8 Performance Levels
    2. STAAR 3_8 ALT Reports
      1. STAAR 3_8 Alt Performance Levels
      2. STAAR Frequency Distributions
    3. STAAR EOC 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. AP Custom Reports
      1. AP Course Completion to AP Exam Scores Summary
  15. 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
  16. 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. Homeless Students by Age and Grade
        2. Homeless Student Assessment Results
      5. Disproportionate Representation and Significant Disproportionality(IDEA reports)
      6. ESSA Compliance Aide Reports
        1. ESSA PR1000 Aide - Title I, Part A
        2. ESSA PR3002 Aide - Title III, Part A
      7. ESSA Title I Equity Plan
    2. State Accountability Report Center
      1. CCMR - College, Career, Military Ready
        1. CCMR PEIMS Checklist
      2. A-F Rating System
      3. TAPR
        1. Cohort Longitudinal Rates
        2. Student Mobility Rate Report
    3. Performance Based Monitoring
      1. PBMAS Reports Location
      2. Viewing By Summary
      3. Viewing By Individual Indicator
      4. Locating Failing Students Within An Indicator
    4. Data Validation Monitoring
  17. Search
  18. Features
    1. Report Search
    2. Column Options
  19. Tools/Report Options
  20. Support tab
    1. Pre Release Reports
      1. STAAR 3-8 Combined Summary Report
      2. Leaver Dropout Recovery 7th-12th
      3. Staff Total Monthly Minutes
      4. EEOC Form 168A Elementary-Secondary Staff Information (EEO-5) Aide

1.About On OnDataSuite #

OnDataSuite is a 3 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 and SAT files.
OnPoint enables users to pull data from files across years, test administrations and collections, to provide unprecedented access to multiple datasets in one system. It features PEIMS and Assessment data, but crosses over into Accountability, Federal Programs, and PBM.

OnPar contains publicly released data such as the TAPR, to enable users to compare their data with other districts/campuses in the state.

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

2.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.

 

3.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.

3.1.Accessing Your 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 your account, look for the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”

 

3.1.1.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 

3.1.2.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.

3.2.Administrator Rights #

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”.

Users Center – Administrative Overview

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


Adding New Users
Add and assign system wide access levels to New Users

Required fields for creation of new user
First Name
Last Name
User Name
Email
Password
Access Level Assignment
District Wide
Campus Specific
Teacher Only
Allow user to view Social Security Numbers
List of available Access Privileges that can be edited by the system administrator
System administrators can edit, assign, restrict or remove system wide access levels to New Users in the following areas:

Access List
ODS Administrator
File Center

Reports
Assessment
Finance
Staff
Student

Profiles
Staff
Student

Accountability
SPED
NCLB
CTE
BE/ESL
Other

Campus Specific

User Roles
Accountability
Bilingual ESL
Business Office
Career and Technology
Curriculum
Discipline
Drop Out / At Risk
Enrollment / Registration
Federal Programs
Human Resources
PEIMS
Principal / Assistant Principal
Special Ed
Technology
Testing Coordinator

Restricted Areas
Staff DOB
Staff Payroll
Changing user names and passwords – Administrator view

Administrators can edit and change users names passwords by clicking the blue ‘Edit’ button in the user account list.

 

 

Make the adjustments in the fields and click on the blue ‘Update User’ button at the bottom of the open field boxes to update the user information.

 

Deleting User Accounts
User accounts can be deleted from the system by clicking on the ‘red’ user 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.

 

 

 

3.2.1.Add Users - Individual Entry #

System administrators may choose to Add User accounts to the system from this section rather than from the Administrator View. 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 all users of the OnDataSuite System. 

Add Users Individual Entry
Add and assign access levels to individual users
Edit individual user access
Change Passwords

Adding New Users

Create user accounts and assign system access levels.

Required fields for creation of new user

  • First Name
  • Last Name
  • User Name
  • Email
  • Password
  • Access Level Assignment
  • District Wide
  • Campus Specific
  • Teacher Only
    Allow user to view Social Security Numbers

List of available Access Privileges that can be edited by the system administrator
System administrators can edit, assign, restrict or remove system wide access levels to New Users in the following areas:

Access List

  • ODS Administrator
  • File Center

Reports

  • Assessment
  • Finance
  • Staff Aggregated Totals – counts only
  • Student Aggregated Totals – counts only

Profiles

  • Staff Details – Reports that include staff lists and, plus staff level granular profiles
  • Student Details – Reports that display student lists, plus student level granular profiles

Accountability

  • SPED
  • NCLB
  • CTE
  • BE/ESL
  • Other

Campus Specific

User Roles – select to determine what areas of communication from they system is desired for the user.

Restricted Areas

  • Staff DOB
  • Staff Payroll

3.2.1.1.Edit/Delete User Accounts #

Select the “User Center”.

The following screen will display.

Locate the Users Account. List is alphabetized by users first name.

There is also a “Search” feature available to assist in finding the desired users account, if needed. (top right corner of screen)

 

Once User Account is located:

  • Select the “Delete User” button, for the user you wish to delete.

The User’s account will be removed.

 

 

 

 

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

The following screen, with the users name is displayed.

The left side can be updated to reflect:

  • Name changes
  • Changes in email addresses (there is NOT a test to validate this entry)
  • “User Names”
  • Access to District or Campuses
  • Social Security Numbers for both student and staff.
  • 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 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 of Report Areas

Admin and Report Access

  • ODS Administrator-enables user to edit user accounts and load data.
  • File Center – provides access to the File Center
  • Reports – Correlates to areas in which Custom and User Created Report functions reside

Student, Assessment, Staff, Finance

  •  Profiles- provides access to staff and student granular level data
  • Accountability – options to provide PBMAS access by specific area, ( NCLB, SPED, Bil/ESC, or CTE)

– “Other” grants access to all other areas not specified above

Campus Access -only needed, if the “Campus Specif” button was selected on the left side.

User Roles – Provides a “label” for the users access field (s)

Restricted Areas – default to “Access Denied”

  • Staff Date of Birth (DoB)
  • Staff Payroll

3.2.2.Authentication via 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.

 

 

3.2.2.1.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.

 

 

3.2.2.2.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

 

 

 

 

 

 

3.2.2.3.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.

3.2.2.4.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.

 

3.2.2.5.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.

 

 

3.2.3.Access Logs #

Access Log Search and Export
Search system access logs and export to excel

3.2.4.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:

3.2.5.Roles and Responsibilities - Admin #

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”.

3.2.6.Update Campus Type - Admin #

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.My Accounts #

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 three options. 

3.3.1.Your Profile - End User #

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 be entering their ‘Your Profile’ section of the menu.

 

 

3.3.2.Roles and Responsibilities - End User #

Roles and Responsibilities  – For End Users
Administrators are encouraged to ask users to enter their ‘Your Profile’ Section and indicate individual areas of job responsibility or interest. Selections made in this section will serve as a notification system and the user will receive email correspondence regarding system updates or training’s.

4.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 green “Upload” button will appear below the blue menu tabs. Click on this 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, take time to review the notes in blue to ensure that the file is in the correct format so that it may be received by the file center. You may chose 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. Depending on the size of the uploaded file, results can take anywhere from 1 to 5 minutes to process through the system and populate your reports in the OnDataSuite reporting sections.

 

Upload Confirmation
You will receive a on screen confirmation message letting you know that your file is being processed.

Upload Error
If there has been an error in your upload, you will receive a large red error message. If this is the case, please revisit the requirements of the file that you are trying to upload into the system. If there is still an issue please contact customer support for further assistance.

4.1.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. 

4.2.Loading District Files #

4.2.1.PEIMS (TSDS) #

District 

PEIMS (TSDS)

  • 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 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 unzpipped 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) 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 (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 and ECDS Reporting, will not work with CSV files due to this particular complex not being included in the CSV downloads in TSDS.

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 “PEIMS TSDS Upload” tab.

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.

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

  • Year
  • Submission Options- Fall, Summer, Mid Year, Extended year
  • 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.
  • Process
    • Load data and Run Edits – data will be applied to all reports and the edits.
    • Run Edits Only – data will only be applied to edits portion of the system.
  • 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 informational “i” 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 on more than one at a time.

4.2.2.PEIMS Legacy #

PEIMS (Legacy)
File can not 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 …

4.2.3.Student Images #

Student Images

File must be in zip format, and cannot contain folders.
Please only upload files in GIF or JPEG formats.
The file name must contain no spaces.
Image names must be Local ID numbers or Social Security numbers.
The zip file cannot be larger than 25MB.
If your total upload is larger than 25MB, compress it into multiple smaller chunks.

4.2.4.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

4.2.5.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)

4.3.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.

4.4.Loading TEA Files #

4.4.1.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.

 

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.

4.4.2.CCMR EWS Supplement Files #

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

As these files are typically uploaded and confirmed by the following years October PEIMS submission, 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 ( ‘O’ ) 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.


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 may be included but are not 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.

 

 


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.

 

 

4.4.3.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
  • Accountability>Data Validation Monitoring>Leaver Data Analysis>Leaver Records Data Validation Indicator #8: Continuing Students Dropout Rate

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

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

Files loaded in this area are used for:

  • A-F Graduation Rate Reporting
  • Accountability>State: Accountability Report Center>TAPR>Cohort Longitudinal Rates

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

4.4.5.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

 

4.4.6.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

 

4.5.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.

NOTE: ACT required upload date selection
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 2017-18 Electronic Student Record Layout High School (Excel)
Updated 12/17/2018
ACT-College-and-University-Student-Record-Layout-2017-18

ACT 2018-19 Electronic Student Record Layout High School (Excel)
Updated 12/17/2018
ACT-College-and-University-Student-Record-Layout-2018-19

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.

4.6.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

4.7.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.

4.7.1.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)

4.8.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.

 

 

4.8.1.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

 

4.8.1.1.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 

4.8.2.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 04/16/2019)

 

2019 AP Data File Format
https://apcentral.collegeboard.org/pdf/ap-student-datafile-format-2019-0.pdf (As of 08/05/2019)

4.8.2.1.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.

 

 

 

 

4.8.2.2.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

4.8.3.PSAT10/NMSQT #

PSAT10 and PSAT NMSQT
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.

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

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

 

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 SAT file center area. Do not upload both and do not attempt to open or edit the file prior to upload.

 

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)

 

4.8.4.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

 

 

4.8.5.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.

4.8.6.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.

4.8.7.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.

4.9.Loading State Testing Files #

Accepted ETS / Pearson File Uploads

  • 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)
    • If you have a STAAR bridge file, upload it here.
    • STAAR bridge files contain transitional data between TAKS and STAAR.
  • 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)
    • If you have a STAAR bridge file, upload it here.
    • STAAR bridge files contain transitional data between TAKS and STAAR.
  • 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)
    • More Information
  • 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)
    • Only Pearson TELPAS files from school year 2006-2007 and beyond can be uploaded.
  • TELPAS ALT
  • 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.
  • 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.

4.10.Data Reconciliation #

Data Reconciliation

Need Reconciliation
Student records contained in the ACT, SAT, PSAT, AP and Readistep files do not contain Social Security numbers. Due to the lack of a unique student identifier such as SS#, OnDataSuite will match student records from these files based on First name, Last Name and Date of Birth. The matching process will occur during the file upload.

For a student record from any one of these files to be added to your OnDataSuite database all three of these fields must match an existing student in your OnDataSuite database.Students that do not match all three fields during the upload process will be listed here.

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 PEIMS files into your OnDataSuite database. The PEIMS files contain the most accurate SS#’s and matching data.

4.11.PEIMS Edits #

  • Locate PEIMS edits
    • By District or Campus
    • For Fatals, Warnings, and Specials
    • Select to see edits triggered in a summary format
    • Drill down on a specific edit to see who/what is triggering the edit
    • Export to Excel available for all edits (Excel Workbook) or individual records (Tools>Export list to Excel)

4.11.1.Edits File Record Count Summary #

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

Record‘ indicates the number of Complex Types found in the sub-category of the interchange.

Processed‘ 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.Bookmarks #

Bookmark functionality is found on ALL Validation/Custom/Adhoc/Custom Reports in the “Tools” or “Report Options” drop down.

    

 

Bookmarks enables the user to:

  • Save the report and its parameters.
  • NOTE: Data on report stays updated with new data loads
  • Share reports with other ODS users
  • Create folders for organization
  • Establish a platform of consistent reports and data analysis
  • Keep reports up to date as of the last data set loaded.
  • Open reports from this tab

Locate reports that have been Bookmarked at the top black menu bar on the left side.

Utilize: All reports will be initially saved in the “My Report” folder section, including any reports that have been shared with you.

User can create folders for special topics/projects to keep reports organized using “Create Folder”.

 

Click on report title to view options:

  • Open- allows the user to open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load.
  • Share- allows the user to share the report with any other OnDataSuite User or User Group that has been created. The user with whom the report is shared will receive an email notification. Shared reports will be in the “My Reports” folder.
  • Edit -allows the user to edit the title of the report.
  • Delete- enables to user to delete obsolete reports.

Best Practice:

  • Bookmark Reports that will be used repeatedly.
  • Using Filters when creating the report to be bookmarked, 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 2016-17, will only display 2016-17, even when a data file for 2017-18 is loaded.

  • Use Bookmarks as a platform for sharing reports with other OnDataSuite users.

6.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. 

7.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.

To create 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” menu, choose “Add to User Reports”.

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

  • Select the “Add” button to move/copy this row of data to the custom report.
  • “User Report Wizard” box will display

Follow the 4 steps below (also listed in the User Report Wizard) to insert rows of data the custom report.

  • Step 1 – Is this a new or existing custom report?
    If new, provide a title for the report.
    If an existing report, select the report title.

  • Step 2 – Is this a new or existing Category for the custom report?
    If new, provide a category label to describe the data. (Usually the first time to add this “type” of data will require a new category.)
    If existing, select the appropriate label for the data waiting to be entered into the report. (After this type of data has been entered once and a label was given, select existing to add the same type of data to this category)

  • Step 3 – Row label will default to the criteria selected on the adhoc report, but it may be relabeled at this time, if desired.

  • Step 4 – Return to (an ad-hoc) report to add another row of data or view the custom report is being created by 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: Adhoc reports can come from different data sources.

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

Locate “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, then:

  • Edit the report (filter options)
  • Turn on the heatmap

Tools

  • Export the report to Excel
  • Bookmark the report.

8.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

9.Support #

Support link – top black menu bar

 

Training

  • Upcoming Training- Calendar view of upcoming workshops linked to registration.
  • Recorded Training- View past webex sessions and the accompanying handouts.

Pre-Release Reports-view/run reports in beta version and still in the process of being audited. Please let us know if you find any issues.

Ticket System-use to create a support ticket

Useful information when submitting a ticket:

  • Which tab you are using? (Student, Finance, etc.)
  • Which report category you are choosing? (Attendance, Enrollment, etc.)
  • Which criteria you are selecting?
  • Are you filtering the criteria? If yes what codes are you filtering?
  • What issue are you experiencing with the resulting report or data? (Appears inaccurate, missing etc…)

10.Calendar #

Provides a list of dates to be aware of for running specific reports.

11.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/Export to Excel/Bookmark/ Modify/Add to /View profile

 

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

 

 

 

 

 

 

 

 

 

11.1.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/Export to Excel/Bookmark/ Modify/Add to /View profile

View profile by Student 

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

 

 

11.2.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.

11.3.Campus Dashboard #

Campus Dashboard– available only for users with district level access

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 List – All hyperlink to enable drill down to staff and student lists, as well as view individual campus level Fall, Summer, and/or Academic Dashboards.

  • Campus Teachers Dashboard – displays counts, retention and mobility rates for teachers, as well as FTE’s.

NOTE: Hover over titles to view more info about each column.

Drill down on blue hyperlinks to view list of students or staff contained in the count or the FTE.

11.4.Academic Dashboard #

Academic Dashboard
Attendance/Discipline percentage by reporting periods

11.5.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.

11.5.1.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.

 

Graduation

  • Provides multi year information on the student’s Graduation plan status.

 

Title 1

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

 

Course Completion

  • Displays the multi semester, multi year information from the student’s transcript record (415)
  • The teacher of record will be tied to this class via the teacher class assignment record (305)
  • 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 (410)

SPED Hours

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

11.5.2.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”

11.5.3.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

12.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

12.1.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.

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

TEA Audit queries

12.1.1.1.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.

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

Summary: This report will display a list of students who are coded as PK, but are coded as “0” with all of the elements that would qualify them as eligible for PK funding.

Usage: Use this report to ensure proper coding for the students grade level, eligibility, and ADA funding codes. (Review edits along with this report to find students who may be PK but have a “blank” for one of the elements.)

Example: If Star of Texas element is blank, the student will not be on this query, but will be caught in an edit.

NOTE: If student does not qualify for PK funding, then and ineligible ADA code should be reflected. (If student is served less than 2 hours an ADA of 0 enrolled, but not in membership, maybe used.)

If the district enrolls a 5-year-old student in the PK program, the student must be reported as ineligible for average
daily attendance (ADA) (ADA eligibility code 4 or 5).

SAAH states eligibility requirements:

1. be unable to speak and comprehend the English language. – LEP
2. be educationally disadvantaged (eligible to participate in the National School Lunch Program
[NSLP].

3. be homeless.
4. be the child of an active duty member of the armed forces of the United States, including the
state military forces or a reserved component of the armed forces, who is ordered to active duty
by proper authority.
5. be the child of a member of the armed forces of the United States, including the state military
forces or a reserved component of the armed forces, who was injured or killed while serving on
active duty.
6. have ever been in the conservatorship of the Texas DFPS (foster care) following an adversary
hearing.
7. is the child of a person eligible for the Star of Texas Award as:

a. a peace officer under Section 3106.002, Government Code
b. a firefighter under section 3106.003, Government Code or
c. an emergency medical first responder under Section 3106.004, Government Code

Data Source: Fall PEIMS

  • 40110 Enrollment Sub-Category
    • StudentSchoolAssociationExtension Complex Type (grade level)
  • 40100 Student Basic Information Sub-Category
    • StudentExtension Complex Type ( Lep, Eco Dis, Homeless, Foster, Military Connected, Star T)

12.1.1.3.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.

12.1.1.4.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.

12.1.1.5.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)

12.1.2.Summer Limited Scope Attendance Audit Review #

TEA Audit Queries

12.1.2.1.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.

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

Summary: This report will display a list of students who are coded as PK, but are coded as “0” with all of the elements that would qualify them as eligible for PK funding.

Usage: Use this report to ensure proper coding for the students grade level, their eligibility, and their ADA funding codes. (Review edits along with this report to find students who may be PK but have a “blank” for one of the elements.)

Example: If Star of Texas element is blank, the student will not be on this query, but will be caught in an edit.

NOTE: If student does not qualify for PK funding, then and ineligible ADA code should be reflected. (If student is served less than 2 hours an ADA of 0 – enrolled, but not in membership, maybe used.)

If the district enrolls a 5-year-old student in the PK program, the student must be reported as ineligible for average
daily attendance (ADA) (ADA eligibility code 4 or 5)- from Fall PEIMS

SAAH states eligibility requirements:

1. be unable to speak and comprehend the English language; – LEP
2. be educationally disadvantaged – (eligible to participate in the National School Lunch Program
[NSLP];

3. be homeless;
4. be the child of an active duty member of the armed forces of the United States, including the
state military forces or a reserved component of the armed forces, who is ordered to active duty
by proper authority;
5. be the child of a member of the armed forces of the United States, including the state military
forces or a reserved component of the armed forces, who was injured or killed while serving on
active duty;
6. have ever been in the conservatorship of the Texas DFPS (foster care) following an adversary
hearing.
7. is the child of a person eligible for the Star of Texas Award as:

a. a peace officer under Section 3106.002, Government Code;
b. a firefighter under section 3106.003, Government Code; or
c. an emergency medical first responder under Section 3106.004, Government Code

Data Source: Summer PEIMS – Attendance Record

12.1.2.3.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 an instructional setting of Speech Only (00).

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

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

That the student is coded ineligible 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 Interchange / Student Program Extension files

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+ can be 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. (Fall PEIMS)

12.1.2.4.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 Interchange / Special Programs (Regular and Flex attendance)

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

12.1.2.6.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

12.1.2.7.LSA Of Tracks Reporting Less Than Allowable Minutes #

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

Usage: Check for campus/tracks reporting less than allowable minutes per the “Instructional Program Calendar Reporting” chart in the PEIMS TEDS. Less than allowable minutes 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, 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

Resources for qualifications and calculations:

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

 

 

12.1.3.Funding Data Validation #

12.1.3.1.LSA Of 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 who also has no course completion records.

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

  • “No shows” are removed- students who were rolled over into the new year, but ever showed up, will show up as being counted present all year long. District does not need to claim funding, so students should be removed from PEIMS file.
  • Determine if students who have been verified as enrolled, need to have a course completion record. (Note: students who have had only a few days/weeks in attendance may not have a course completion record.)

Data Source: Summer PEIMS TSDS files

  • 42400 Basic Attendance Sub-Category
  • 42401 Special Programs Attendance
  • 43415 Course Completion

12.1.3.2.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.

12.1.3.3.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.

12.1.3.4.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.

12.1.3.5.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.

12.1.3.6.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

12.1.3.7.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.

12.1.3.8.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.

12.1.3.9.Student CTE Course Completion Matrix with No CTE Contact Hours #

Summary: This query displays course completion CTE 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 3 years)
    • 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.

12.1.3.10.Students With A CTE Course Completion Record But No CTE Contact Hours #

Summary: This query displays a list of students who are reported with a course completion/transcript record on a CTE course, but 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:
    • Year
    • Campus
    • Grade Level (default 9th – 12th grades)

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.

12.1.4.Course Completion Validation #

12.1.4.1.Enrolled Students Without A Course Completion Record #

Summary: This report will provide a list of students who are being reported as enrolled (using attendance), but are not reported with any course completions.

Usage: Locate students who do not have course completion records reported to ensure accurate reporting.

Data Sources: Summer PEIMS

  • 43415 Course Completion Sub-Category CourseTranscriptExtension Complex Type
  • 42400 BasicReportingPeriodAttendanceExtension Complex Type

Notes: Students who have been enrolled for a short time may not have had a change to complete any courses, and therefore none can be reported.

12.1.5.Discipline Validation #

12.1.5.1.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.

12.1.5.2.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.

12.1.6.FHSP Validation #

12.1.6.1.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

12.2.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.

12.2.1.Attendance Reports #

12.2.1.1.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
      • Calculated by adding together the number of days absent, number of eligible days present, and number of ineligible days present for each grade within the reporting period.
        • DAYS_ABS + DAYS_ELIG + DAYS INEL
    • Total Days Absent
      • Each grade within the reporting period and instructional track.
    • Total Days Present
      • Calculated as the number of ineligible days present plus the number of eligible days present for each grade within the reporting period and instructional track.
        • DAYS_INEL + DAYS_ELIG
    • 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.
    • Elig Days Bilingual/ESL
      • Total Bilingual/ESL Eligible Days Present for each grade within the reporting period and instructional track.
    • Elig Days Preg Rel Svc
      • Total Pregnancy Related Services Days 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.
    • Bilingual /ESL Refined ADA
      • Calculated by dividing the number of Bilingual/ESL Eligible Days Present by the number of Days Taught for each grade within the reporting period and instructional track.
        • DAYS_BIL / DAYS_TAUGHT
    • SpecEd Main Refined ADA
      • Calculated by dividing the number of Special Education Mainstream Eligible Days Present by the number of days taught for each grade within the reporting period and instructional track.
        • DAYS_MAIN / DAYS_TAUGHT
    • Preg Related Serv FTE
      • Calculated as the number of pregnancy-related services days multiplied by 0.2936. The result is divided by the number of days taught for each grade within the reporting period and instructional track.
        • [DAYS_PREG * 0.2936] / DAYS_TAUGHT
    • Career & Technical Ed FTE
      • Calculated by multiplying the sum of Career and Technical Education Eligible Days Present (V1, V2, V3, V4, V5, and V6) for each grade by the corresponding weight factor to calculate contact hours. Add together the contact hours for all Career and Technical Education codes within the track. Divide 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.
        • Contact Hours = (DAYS_ELIG(V1 through V6) * WEIGHT(V1 through V6)
        • Career & Technical Education FTE = Total Track Contact Hours (DAYS_TAUGHT * 6)
    • Special Education FTE
      • Calculated by 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. Add together the contact hours for all Special Education instructional settings within the track. Divide the contact hours for each track by 6 times the number of days taught to yield the Special Education FTE for the track.
        • Contact Hours = (DAYS_ELIG * WEIGHT) – HRS_EXCESS
        • Special Education FTE = Total Track Contact Hours / (DAYS_TAUGHT * 6)
    • Regular Program Ref ADA
      • Calculated by deducting Career and Technical Education FTE and Special Education FTE from Total Refined ADA.
        • Total Refined ADA – Career & Technical Education FTE – Special Education FTE
    • Total Refined ADA
      • Calculated by dividing the number of eligible days present by the number of days taught for each grade within the reporting period and track.
        • DAYS_ELIG / DAYS_TAUGHT
    • Percent In Attendance
      • Calculated by dividing the Days Present by the Days Membership, then multiplying by 100.
        • (DAYS_PRES / DAYS_MEMB) * 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.

12.2.1.2.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): Summer PEIMS records

Definitions and Calculations:

  • Interchange Student Attendance
    • 42400 – BasicReportingPeriodAttendanceExtension
    • 42401 – SpecialProgramsReportingPeriodAttendanceExtension
  • 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)
    • Total Eligible Bilingual/ESL 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
  • Bilingual/ESL Refined ADA
    • Days Eligible Bilingual/ESL / Number Days Taught
  • Spec Ed Mainstream Refined ADA
    • Days Eligible Spec Ed Mainstream / Number Days Taught
  • 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)

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

12.2.1.3.Six Weeks Attendance Report #

Report Notes coming soon

12.2.1.4.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.

  • 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

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%.

12.2.1.5.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

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.

12.2.1.6.Flexible Attendance Report #

 

Summary: Report displays Flexible Attendance by grade level, Minutes and Eligible Days, as well as any CTE, PRS, SPED, Bil/ESL and GT days. Lastly, the Refined ADA is calculated.

Usage: Review amount of minutes/days in each field for accuratcy, as related to funding. If your LEA/School is not approved for this program, there should not be any minutes/days/ADA claimed.

Data Sources: Summer PEIMS file – Flexible Attendance Codes and Flexible Attendance Program Type Codes on the Student Program Extension (500, 505, 510 records)

OFSDP-Submission 3 only

HSEP-Submission 3 only

OFSDP-Submission 4 only

Resources for qualifications and calculations:

TEC 39.0822 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.29.htm#29.0822

Student Attendance Accounting Handbook

  • Min of 45 min a day
  • Max of 600 min a day
  • 2 hr= 1/2 day
  • 4 hr = full day
  • 720 hrs = 1 fte
  • Total student minutes/ (number days taught x 60 min) = Days Present
  • Days Present/number of days taught = ADA

12.2.2.Average Daily Attendance ADA Reports #

Average Daily Attendance Reporting

12.2.2.1.Refined ADA Report #

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

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
  • Percentage 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

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.

12.2.2.2.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.

12.2.2.3.Special Education Mainstream Refined ADA Report #

Summary: This report displays special education mainstream refined average daily attendance for each six weeks and total and also includes the snapshot enrollment count.

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

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.

12.2.3.Bilingual ESL Reports #

12.2.3.1.LEP Services Survey #

Summary: The LEP 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
  • Interchange Student Program
    • 40110-Student Program Extension

Definitions:

  • LEP Student Summary-LEP Indicator Code E0790 (C061) and Parental Permission Code E0896 (C093)
    • LEP Students – LEP = 1
    • LEP Students Served – LEP students who have a Parental Permission Code = A, B, D, E, F, or J
    • LEP Monitored 1 – LEP = F
    • LEP Monitored 2 – LEP = S
    • LEP Monitored 3 – LEP = 3
    • LEP Monitored 4 – LEP = 4
    • LEP Students not Served – LEP students who have a Parental Permission Code = 3, 7, 8, C, G, or H
  • ESL Services Summary-ESL Program Type Code E1043 (C176)
    • English as a Second Language/content-based – ESL = 2 and LEP = 1
    • English as a Second Language/pull-out – ESL = 3 and LEP = 1
  • Bilingual Services Survey-Bilingual Program Type Code E1042 (C175)
    • 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
  • Parental Permission Summary-Parental Permission Code E0896 (C093)

Calculations:

  • LEP Student Summary percentages represent percentage of specific LEP status to all LEP statuses (including monitored students)
  • ESL Services Summary percentages represent percentage of ESL students to all LEP = 1 students
  • Bilingual Services Summary percentages represent percentage of Bilingual students to all LEP = 1 students
  • Parental Permission Summary percentages represent percentage of specific parental permission code to snapshot enrollment

Features:

  • Filters include:
    • specific campus
    • specific grade level
    • multiple years display
  • Drill into hyperlinked totals to view list of students

12.2.3.2.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

12.2.4.CTE #

12.2.4.1.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

12.2.4.2.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 PEIMS 415 or 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- CTE Indicator code submitted in PEIMS Fall
  • Summer PEIMS (Current Year)
    • LEP – E0790
    • SPED – E0794
    • Eco Dis – E0785
    • Course ID – CTE courses only

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:

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

12.2.4.3.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

12.2.4.4.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.

12.2.5.Discipline Reports #

12.2.5.1.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)

12.2.5.2.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)

12.2.5.3.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.

12.2.5.4.Classroom Removals by Ethnicity #

Summary: For each six weeks reporting period, 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

 

12.2.5.5.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

12.2.5.6.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

12.2.5.7.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)

12.2.5.8.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

12.2.5.9.Student Discipline Records #

Coming soon

12.2.5.10.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

12.2.5.11.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 two consecutive years of data for all six weeks and instructional tracks.

Usage: Compare two 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
    • 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 for the selected years.

Filters:

  • Filter by:
    • Multi-select Action Reason Codes
    • Ethnicity
    • Multi-select Campus
    • Comparison Years
  • Focus List to see results by special program, attendance instructional track, grade level, etc.
  • Zoom graphing to narrow results by number of incidents

12.2.5.12.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.

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

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

12.2.5.13.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
  • Select a Focus List to see a particular group of students (ex: Bilingual, ESL, At Risk, etc.)

12.2.5.14.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

12.2.6.Economic Disadvantage Reports #

12.2.6.1.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

12.2.6.2.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

12.2.6.3.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

12.2.7.FTE Reports #

12.2.7.2.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

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.

Features:

  • Filters:
    • By Year
    • By Campus
      • Display none = combines all for a district level
      • Display all = Show each campus
      • Select a specific campus
    • By Grade
      • Display none = combines all for a district level
      • Display all = Shows each grade level
      • Select a specific grade
    • By Instructional Tracks
      • multi-select
  • Heatmap – select on and click submit to apply. Minimum and Maximum counts may be reset as needed.

12.2.7.3.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:

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)

Features:

  • Filters:
    • By year
    • By campus
      • Display none = combines all for a district level
      • Display all = Show each campus
      • Select a specific campus
    • By grade
      • Display none = combines all for a district level
      • Display all = Shows each grade level
      • Select a specific grade
    • By Instructional Tracks
      • multi-select
  • 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/

12.2.7.4.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 Education

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)

Features:

  • Filters:
    • By year
    • By Instructional Setting
      • Display none = Overall
      • Display All = Each instructional setting
      • Select specific Instructional Setting
    • By campus
      • Display none = district
      • Display all = lists each campus
      • Select a specific campus
    • By grade
      • Display none = district
      • Display all = List each grade
      • Select a specific grade
    • By Instructional Tracks
      • multi-select
  • Heatmap select on and click submit to apply. Minimum and Maximum counts may be reset as needed.

12.2.8.Graduates / Dropouts #

12.2.8.1.Dropout Early Warning System #

Summary: Students listed will be flagged if they meet any of the following criteria:

  • The student has an absentee rate of more than 10% for any reporting period or semester.
  • The student has failed more than 5 classes over the course the year.

Usage: Locate students who have the potential of being dropouts and identify causes in order to find solutions.

Data Source: Summer PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type
  • 42400 Basic Attendance Sub-Category
    BasicReportingPeriodAttendanceExtension Complex Type
  • 44425 Disciplinary Action Sub-Category
    StudentDisciplineIncidentAssociationExtension Complex Type
  • 43415 Course Completion Sub-Category
    CourseTranscriptExtension Complex Type

Note:

  • The “Show All Students” switch set to the “On” position will display all students matching the selected options.
  • The “Show All Students” switch set to the “Off” position will display only flagged students whom also match the selected options.

12.2.8.2.Cohort Follow-Up Report #

Basic Report Logic = The report list all students in a respective TEA preliminary cohort file, then places students in their respective categories (columns) category based on student status as reported in PEIMS files. District should have the most recent five years of Fall and Summer PEIMS Files along with TEA>Cohort Preliminary files.

1) Student Groups – Student status is based on what is reported in most recent PEIMS file. For example a student whose ethnicity has changed from year to year will be placed in the row based on how they were reported in their most recent PEIMS submission.

2) Graduates Number = Total from TEA Cohort fie reported with PEIMS 203 record as a graduate.

3) Graduates Rate = Total in Class / Graduates Number

4) Continuers – Currently Enrolled = Student who have reached their graduate year but are reported as enrolled on a PEIMS 110 record. (Rather than a PEIMS 203 leaver record)

5) Continuers – Enrolled Possible Transfer/Dropout = 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”

6) GED Recipients = Students Listed in Cohort file as earning a GED.

7) Completion I Number = Graduates + Continuers.

8) Completion I Rate = Completion I Number / Total in Class

9) Completion II Number = Graduates + Continuers + GED

10) Completion II Rate = Completion Rate II / Total in Class

11) Dropouts (4-yr) Number = Students submitted in Fall PEIMS with a 203 as a dropout.

12) Dropouts (4-yr) Rate = Dropouts (4yr) Number / Total in Class.

13) Total In Class = Total students in TEA Cohort file.

14) 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.

15) Other Leavers = All other leavers that are not dropouts.

ADDITIONAL NOTES

A four-year longitudinal graduation rate is the percentage of students from a class of beginning ninth graders who graduate by their anticipated graduation date, or within four years of beginning ninth grade.

A four-year longitudinal completion rate is the percentage of students from the same class who complete their high school education by their anticipated graduation date. Completion may be defined as graduating, continuing in high school in the fall after graduation was expected, or receiving a General Educational Development (GED) certificate.

The completion I rate consists of students who have graduated or continued in high school. The completion II rate consists of students who have graduated, continued in high school, or received GED certificates.

Students who enter the Texas public school system over the years are added to the class, and students who leave the system for reasons other than graduating, receiving a GED certificate, or dropping out, or who could not be tracked from year to year, are subtracted.

A four-year longitudinal dropout rate is the percentage of students from the same class who drop out before completing their high school education.

Dropouts are counted according to the definitions in place the years they drop out.

The definition changed in 2005-06. Longitudinal rates for the classes of 2009 and 2010 are comparable to one another. Rates for classes in which the national dropout definition was phased in (i.e., classes of 2006, 2007, and 2008) are not comparable from one class to another, nor are they comparable to rates for prior or later classes.

As an example, the four-year longitudinal rate for graduates is calculated by dividing the number of students who graduated by the number of students in

The class:

Longitudinal Graduation Rate = Graduates

—————————————————-

Graduates + Continuers + Ged Recipients + Dropouts

12.2.8.3.FHSP Distinguished With Endorsement Breakdown #

 

Summary: This report displays CTE and Non-CTE students in regards to their FHSP Distinguished Participation Level and whether or not they have endorsements.

Usage: Check for proper coding on FHSP Distinguished level students must have at least 1 endorsement and CTE student’s endorsements at district or campus level.

Data Sources: Fall PEIMS (leavers)

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

NOTE: Years prior to 2014-2015 PEIMS will not have results for this report, as this was the year implementation began.

12.2.8.4.Retention Report #

Summary: The Retention Report displays a list of students who have the same grade level reported in Fall PEIMS, as was reported in the prior year’s Summer PEIMS data.

Usage: Locate students who have been retained to aid with current year success, as well as to verify data accuracy.

Data Sources: Fall & Summer PEIMS records

40110 Enrollment Sub-Category
StudentSchoolAssociationExtension Complex Type (grade level)

Features:

  • Filter on:
    • Multi-select year – allows year ranges to be selected
    • Campus
    • Multi-select grades – applies to the fall grade of the years selected
    • Gender
    • Ethnicity
    • Student Population – special program selection such as At Risk, Eco Dis, Sped, etc.
  • Focus List

Special Notes: Retentions are calculated by comparing each student’s grade level as submitted in the Fall PEIMS submission to the most recent grade level submitted in the Summer PEIMS submission from the prior school year.

  • Example:
    • Bob Smith attended Learning High School (LISD) as a 9th grader in the 10-11 school year. Bob Smith’s attendance was submitted in the 10-11 PEIMS Summer submission for LISD. Bob Smith returned to LISD in the fall of 11-12 and was submitted in the LISD Fall PEIMS submission as a 9th grader. Bob Smith would be listed on the retention report.
  • Exceptions:
    1. Jake Gonzales attended Neighbor High School (NISD) as a 9th grader in the 10-11 school year. Jake transferred to Learning High School (LISD) in the fall of 11-12. Jake was enrolled in LISD as a 9th grader. Even though Jake was retained he would not show up on the retained list because LISD does not have access to summer PEIMS attendance data from Neighbor ISD.
    2. Steve Smith attended Learning High School (LISD) as a 9th grader in the 10-11 school year. Steve Smith’s attendance was submitted in the 10-11 PEIMS Summer submission for LISD. Steve Smith returned to LISD in the fall of 11-12 and was placed in the 9th grade. Prior to the snapshot date, Steve was promoted to the 10th grade. Steve Smith would not be listed on the retention report.

12.2.9.PEIMS Summary and Review Reports #

12.2.9.1.Snapshot Enrollment Detail #

Summary: This report lists student special program coding as reported in the Fall PEIMS submission. Some student data will be color coded if they are coded with certain multiple coding criteria. (See the legend at the top left of the report list the criteria.)

Usage: View students alongside how they are coded for various program areas as of the PEIMS snapshot. Review for accuracy. Locate students who are included in multiple program areas, thus affecting funding and accountability for multiple student groups.

Data Source: Fall PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type
  • 40110 Enrollment Sub-Category
    StudentProgramExtension Complex Type
  • 41461 Title I, Part A Program Sub-Category
    StudentTitleIPartAProgramAssociationExtension Complex Type

Notes: Report displays the following data in columns.

12.2.9.2.Student Data Review #

Summary: The Student Data Review Report displays student counts and percentages as of the October snapshot date from the fall PEIMS submission, as well as Leaver data from prior year.

Usage: Review student groups by counts and percentages for multi year/current year comparisons for entire district or by campus. This is very similar to the Fall dashboard data, but can be exported to excel.

Data Sources: Fall PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type
  • 40110 Enrollment Sub-Category
    StudentProgramExtension Complex Type
  • 41461 Title I, Part A Program Sub-Category
    StudentTitleIPartAProgramAssociationExtension Complex Type
  • 40203 School Leaver Sub-Category
    SchoolLeaverExtension Complex Type

NOTE:

  • Enrollment is the total number of students.
  • Membership is the number of students who are receiving instruction at least 2 hours a day as reflected by their ADA code in Fall PEIMS.
  • Students can be enrolled but not in membership (ADA code = 0)

12.2.9.3.Fall PEIMS Historical Comparison #

Summary: The Fall (Snapshot) PEIMS Historical Comparison report displays totals for most snapshot demographics for both student and staff collected in the Fall PEIMS snapshot. The report displays all years of snapshot data and contains a difference column to compare year to year increases/decreases.

Usage: Compare data counts from year to year using the difference column(s) to find anomalies and ensure data quality.

Data Sources: Fall PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type
  • 40110 Enrollment Sub-Category
    StudentProgramExtension Complex Type
  • 41163 Special Education Program Sub-Category
    StudentSpecialEdProgramAssociationExtension Complex Type
  • 41461 Title I, Part A Program Sub-Category
    StudentTitleIPartAProgramAssociationExtension Complex Type
  • 40203 School Leaver Sub-Category
    SchoolLeaverExtension Complex Type
  • 30090 Responsibility Sub-Category
    StaffResponsibilitiesExtension Complex Type

Features:

  • Turn on “Heatmap” to see hotspots/data swings at the district or campus level.
  • Filter on specific campuses
  • Choose specific years to narrow the scope
  • Use the “Focus” list to pull in a specific group of students. Example: SPED

12.2.9.4.Summer PEIMS Checklist #

Summary: This report displays data used in TSDS PEIMS reports from Summer PEIMS across multiple years.
Each report number and title is displayed to use for comparison purposes.

Usage: Audit Summer PEIMS data by looking at how data was reported in prior years. Inconsistencies should be investigated.

Data Sources: Summer PEIMS files

Definitions:

  • District PEIMS Coordinator is pulled from AskTed. If the name is incorrect, please contact your AskTed administrator to have the PEIMS Coordinator data updated in AskTed.

Features:

  • Choose multiple years to compare
  • Campus filter
  • Material change – Year to year results exceeding the percent entered will be highlighted in the report. Default 5%

Special Notes:

  • Blank fields are free form to allow manual entry in areas such as EDIT counts and PID errors. The variables entered will be saved for all users, not just the user who entered them.
  • Saving – When the report is saved the variables entered by the user will retrieve automatically each time the report is run.

12.2.9.5.Fall PEIMS Checklist #

Summary: This report displays data from Fall PEIMS across multiple years.

Usage: Audit Fall PEIMS data by reviewing prior year(s) reporting. Inconsistencies should be investigated.

Data Sources: PEIMS Fall records

Definitions:

  • District PEIMS Coordinator is pulled from AskTed. If the name is incorrect, please contact your AskTed administrator to have the PEIMS Coordinator data updated in AskTed.

Features:

  • Choose multiple years to compare
  • Campus filter
  • Material change – Year to year results exceeding the percent entered will be highlighted in the report. Default 5%

Special Notes:

  • The TSDS report number and title is displayed to use for comparison purposes.
  • Blank fields are free form to allow manual entry in areas such as EDIT counts and PID errors. The variables entered will be saved for all users, not just the user who entered them.
  • Saving – When the report is saved the variables entered by the user will retrieve automatically each time the report is run.

12.2.10.SPED #

12.2.10.1.Regional Day School for the Deaf (RDSPD) Student List #

Summary: Report will display a list of students who were submitted in the summer PEIMS submission for the year selected .

Usage: Ensure all RDSPD students are listed to prevent over or under reporting.

Data Sources: Summer PEIMS

42401 Special Programs Reporting Period Attendance Sub-Category
SpecialProgramsReportingPeriodAttendanceExtension Complex Type
The SpecialProgramsReportingPeriodAtt

Where the “Regional Day School Program Deaf Code” (PEIMS Element E0833) field is not blank.

NOTE: Regional Day School Program Deaf Code= indicates the student is receiving instructional services from the regional day school program for the deaf.

12.2.10.2.Has PEIMS record for 504 results #

Summary: The report will display a list of students who have both 504 information and PEIMS data from either Fall or Summer

Usage: Find students who will be reported on CRDC (OCR) from PEIMS and that also have a 504 indicator.

Data Sources:

  • Fall PEIMS
  • SummerPEIMS
  • 504 file

NOTE: Does not indicate inclusion in final result set for CRDC questions

12.2.10.3.No PEIMS record found for 504 results #

Summary: This report will produce a list of students who are included in the 504 data set, but are NOT included in the PEIMS Fall or Summer files.

Usage: To locate students who are not going to be included in the CRDC (OCR) data set.

Data Sources:

  • Fall and Summer PEIMS files
  • 504 data upload

12.2.10.4.Residential Facility Monitoring Report #

Summary: This report displays counts of students who are in a Residential Facility with ADA of 1 or 2 and an instructional setting of 01, 02, 30, 43, 44, 84, 85, 94, 95, 86, and 96 to provide the Percent, the Points, and the RF staging Determination.

Usage: To determine where the district stands for RF Staging

Data Sources: Fall PEIMS

  • 40100 Student Basic Information Sub-Category
    StudentExtension Complex Type (ADA)
  • 41163 Special Education Program Sub-Category
    StudentSpecialEdProgramAssociationExtension Complex Type ( Instructional Setting)

Feature: Option to Complete RF tracker on Time

NOTE: 2013 Discipline Data Validation Manual used for calculations

12.2.10.5.SPED Students who took STAAR and did not pass any test #

Summary: Report will display a list of SPED students who took STAAR, but did not pass any.

Usage: Identify SPED students who are struggling with STAAR tests

Data Sources:

  • Fall PEIMS
    • 41163 Special Education Program Sub-Category
      StudentSpecialEdProgramAssociationExtension Complex Type
  • Summer PEIMS
    • 42401 Special Programs Reporting Period Attendance Sub-Category
      SpecialProgramsReportingPeriodAttendanceExtension Complex Type
      42405 – Special Education Attendance
  • STAAR files

12.2.10.6.Student Special Education Contact Hours #

Summary: This report displays special education students’ instructional setting(s), total eligible special education mainstream days if applicable, total special education eligible days, and total special education contact hours.

Usage: Use this report to view special education contact hours by student with additional selections by instructional setting for verifying accurate special education coding. The report can also be used to highlight how each individual student’s instructional settings and eligible days affect special education funding and the necessity of accurate reporting.

Data Source(s): PEIMS Summer records

  • Interchange Student Attendance
    • 42401-Special Programs Reporting Period Attendance Extension Complex Type
      • 42405-Special Education Attendance

Definitions:

  • E1085 (C188) Attendance Event Indicator = 05 for Regular – SpecialEd
    • Instructional Setting(s) – E0173
    • Total Special Education Eligible Days – E0944 Sum of all days
  • E1085 (C188) Attendance Event Indicator = 11 for Regular – SpecialEd Mainstream
    • Total Eligible Special Ed Mainstream Days Present – E0940 Sum of all days

Calculations:

  • Total Special Education Contact Hours = Sum of all Instructional Setting Contact Hour Multipliers * Total Special Education Eligible Days

Special Notes: Mainstream students do not receive contact hour funding (only ADA) so their days are not utilized in any of the calculations, however, they are included on the report to capture ALL special education students.

Features:

  • Filter on:
    • specific year
    • all campuses or specific campus
    • all instructional settings or multi-select instructional setting(s)

12.2.10.7.SPED Student Instructional Settings by Six Weeks #

Summary: This report displays special education students’ special education information by six weeks reporting. It includes the primary disability, instructional setting(s), total special education eligible days, and total eligible special education mainstream days if applicable for every reporting period.

Usage: Use this report to view special education instructional setting changes throughout the school year for individual students. Select multiple years to review information longitudinally. The report can also be used to highlight how each individual student’s instructional settings and eligible days affect special education funding and the necessity of accurate reporting.
Additionally, use a focus list to narrow down to a specific instructional setting and review changes across time for evaluation of effective programs that increase education time in regular classrooms (State Performance Plan-SPP 5).

Data Source(s): PEIMS Fall and Summer records

  • Interchange Student Enrollment
    • 40110 – StudentSchoolAssociation Complex Type
  • Interchange Student Program
    • 41163 StudentSpecialEdProgramAssociationExtension Complex Type
  • Interchange Student Attendance
    • 42401 SpecialProgramsReportingPeriodAttendanceExtension Complex Type
      • 42405 Special Education Attendance

Definitions:

  • Fall: Primary Disability – E0041 (C053)
  • Summer-By Reporting Period:
    • Instructional Setting – E0173 (C035)
    • Eligible Days Present – E0944
    • Mainstream Days Present – E0940

Features:

  • Filter on:
    • Multi-select campus
    • Multi-select year
    • Focus List

12.2.10.8.Special Education Discipline Removals #

Summary: This report displays summer special education students with a specific range of either official or actual days length cumulative totals according to a slider. It shows the individual details for each discipline incident number, action reason code, action code, offense length, and actual length and cumulative totals for the official and actual length.

Usage: Use this report to evaluate when special education students are getting close to needing an ARD meeting based on discipline referral days. Also can be used for any number of reasons to analyze special education discipline incidents by action reason, action codes, or length of days.

Data Source(s): Summer PEIMS records

  • Interchange Student
    • 40100 – StudentExtenstion Complex Type
  • Interchange Student Program
    • 40110 – StudentProgramExtension Complex Type
  • Interchange Student Discipline
    • 44425
      • DisciplineIncidentExtension Complex Type
      • StudentDisciplineIncidentAssociationExtension
      • DisciplineActionExtension

Definitions:

  • Campus – E0782 from 44425 – Discipline
  • Disciplinary Incident Number – E1016
  • Disciplinary Action Reason – E1006 C165
  • Disciplinary Action Code – E1005 C164
  • Official Length – E1007
  • Actual Length – E1008

Calculations:

  • Total Lengths – Cumulative totals of official and actual length of days
  • Total Students – Total students on report according to filter selections

Features:

  • Filter on:
    • Detail/Summary Switch (default Details)
      • Details – displays details along with totals row
      • Totals Only – only displays total row
    • Length of Discipline Assignments slider (default 1 -10)
      • Applies to both Official Length and Actual Length cumulative totals
    • Multi-select Action Reason Codes (default All)
    • Multi-select Action Codes (default All)
    • Year
    • Multi-select Campus (default All)

Special Notes:

  • Official or Actual Lengths that fall between the slider values are highlighted in red.

12.2.10.9.Special Education Year Comparison Percentages #

Summary: This report counts students coded special education from Fall or Summer PEIMS, along with the percentage of special education 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 special education 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
  • 40110 Enrollment Sub-Category StudentProgramExtension Complex Type

Definitions:

  • SPED Pop – E0794 (C088) = 1
  • Total Pop – Total count of 40100 records

Calculations:

  • Percent = (SPED 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 SPED Pop or Total Pop counts to see a detailed list of students

12.2.11.Early Childhood Data System (ECDS) #

12.2.11.1.ECDS Student Class List #

 

Summary: This report provides a listing of PK and KG students along with the class ids, service ids, and teachers for PEIMS ECDS reporting.

Usage: Use the report to review ECDS reporting for grades PK and KG. Verify that classes and teachers are accurate or use for analysis of PK and KG teacher information.

Data Source(s): PEIMS Summer records

  • Interchange Student
    • 40100-Student Extension
  • Interchange Student Enrollment
    • 40110-Student School Association
    • 40110-Student Section Association
  • Interchange Staff
    • 30040-Staff Extension
    • 30050-Staff Education Org Employment Association Extension
    • 50300/30305-Teacher Section Association Extension

Definitions:

  • Grade levels PK and KG only
    • Student School Association Extension
      • Grade Level Code E0017 = PK or KG
  • Teachers’ years of experience:
    • Yr Prof Expr
      • Staff Extension
        • Total Years Prof Experience E0130
    • Dist Yr Expr
      • Staff Extension
        • Years Experience in District E0161

Features: Filter on year and campus

Special Note(s):

  • Service IDs used:

18-19 School Year

01010000, 01020000, 01110000, 01120000, 01400000, 01410000, 01420000, 01430000, 01440000, 01450000, 01470000, 01490000, 01511000, 01521000, 01531000, 01980000, 11400000, 11401800, 02497009, 02502000, 02510001, 02520004, 02530002, 02540005, 02550020, 02560005, 02561005, 02620001, 02630001, 02640005, 02650000, 02660009, 02670000

17-18 School Year

01010000, 01020000, 01110000, 01120000, 01400000, 01410000, 01420000, 01430000, 01440000, 01450000, 01470000, 01490000, 01511000, 01521000, 01531000, 01980000, 11400000, 11401800, 02497009, 02502000, 02510001, 02520004, 02530002, 02540005, 02550020, 02560005, 02561005, 02620001, 02630001, 02640005, 02650000, 02660009, 02670000

16-17 School Year

01010000, 01020000, 01110000, 01120000, 01400000, 01410000, 01420000, 01430000, 01440000, 01450000, 01470000, 01490000, 01980000, 11400000, 11401800, 02497009, 02510001, 02520004, 02530002, 02540005, 02550020, 02560005, 02561005, 02620001, 02630001, 02640005, 02650000, 02660009, 02670000, 01460000, 01480000, 11403600

12.2.12.Miscellaneous #

12.2.12.1.Dual Credit Report #

Summary: This report displays counts of students enrolled in a Dual Credit course by grade level for the district or filter by campus.

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 PEIMS file/Course completion record

43415 Course Completion Sub-Category
CourseTranscriptExtension Complex Type

Features:

  • Campus Filter
  • 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).

12.2.12.2.Student Attribution/ADA #

Summary: This report will create a count of students by Campus ID of Residence, Attribution code and ADA status from Fall PEIMS data.

Usage:

  • Use filters to identify students coded with PEG (Attribution Code) to see if additional funding is available.
  • Use filters to identify students coded as JJAEP (Attribution Code) to ensure proper ADA and campus identification.

Data Source(s): Fall PEIMS – TSDS Interchange files

12.2.12.4.ESC Only-Region District Campus Summary Report #

Summary: This report displays a list of districts (for ESC Level) and their campuses with grade ranges for each, as well as total teacher/admin count and total students for district, each campus and grade level in your region.

Usage: Review district/campus information grade ranges and student counts by grade, as well as staff count and whether they are participating in Title 1.

Data Sources: Fall PEIMS file

  • AskTED
  • 10010 Local Education Agency Sub-Category
    LocalEducationAgencyExtension Complex Type
  • 10020 Campus Sub-Category
    SchoolExtension Complex Type
  • 30090 Responsibility Sub-Category
    StaffResponsibilitiesExtension Complex Type
  • 40110 Enrollment Sub-Category
    StudentSchoolAssociationExtension Complex Type

Features: All columns can be sorted.

12.2.12.5.ESC Only - Regional Transfer Report #

Summary: This report will display a count of students who are transferring into a district and/or transferring out of a district with in the region only.

Usage: Use this report to verify transfer data and review patterns/trends.

Data Source(s): Fall PEIMS

  • 40110 Enrollment/Student School Association – E1000 & E0903

E1000- Student Attribution Code 06-(Transfer between districts) and E0903 -(Campus ID of Residence) for all districts with in the region are used to determine students who transferred out of their “home district/campus”, as well as students who have transferred into districts/campus other than their “home district/campus”.

12.3.Student Report Center #

The Student Report Center area allows for ad hoc reporting on PEIMS and other TEA categories’ data elements.

The categories are divided into TEA general, fall PEIMS, and summer PEIMS reporting and often contain elements in other categories for cross-referencing.

The reports are built using criteria fields for the y-axis (vertical) and years of data loaded in the file center for the x-axis (horizontal) with aggregate totals for each criteria selected (summary level).  The totals also allow drill-down to the detailed student lists.

For information about the categories click on the blue question mark

To create an ad-hoc report:

  1. Select a Category
  2. Select “Criteria” from drop down box(es)
  3. Select appropriate Years on right side
  4. Select “Filter” for criteria on right side
    1. Leave blank-all codes displayed OR
    2. Select specific codes
      • Use Display drop-down box to view more codes at one time on the screen
      • Individually click on each code’s box
      • Use Select All/None to auto check all fields or deselect all fields
      • Use search to find specific codes for selection
  5. Click “Create Report
  • Click on aggregate totals to drill down to detailed student list view

Example Ad Hoc Report

Use Load Last Report to display previously created report and make updates

13.Staff #

The Staff tab consists of reports based on PEIMS and other sources and contains a focus list drop-down, a report search and three areas of reporting:

  • Staff Data Validation
  • Staff Custom Reports
  • Staff 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 available reports
  • Click on the title of a report to run it
  • Note any available filter options and tools found at the top of the report

13.1.Staff Data Validation #

Staff Data Validation reports are written to ensure data integrity in staff information for PEIMS and other reporting.  They contain detailed list of staff who could potentially have incorrect values or records and may need coding corrections.

13.1.1.Inaccurate Role ID Reporting to PEIMS #

Summary: This report produces an error listing of staff members who have inaccurate role id reporting.

Usage: Review report to see who is being inaccurately coded in either Role ID or Auxiliary Role ID according to the combination of staff object codes and role ids being reported in the PEIMS fall submission. It is possible that payroll object codes might also need to be modified to eliminate inaccurate coding.

Data Sources: This report utilizes the Fall PEIMS data

  • InterchangeStaffAssociation
    • Staff Extension Complex Type – 30040
    • Staff Education Org Employment Association Extension Complex Type – 30050
    • Payroll Extension Complex Type – 30060
    • Staff Responsibilities Extension Complex Type – 30090

Definitions:

  • Staff Type – E1073 on 30040
  • Object – E0318 on 30060
  • Role ID – E0721 on 30090
  • Auxiliary Role ID – E1594 on 30050

Calculations:

  • Staff members who have the following error conditions will appear on the report
    • Both Role ID and Auxiliary Role ID Blank
    • Staff type = 3 and an Auxiliary Role ID
    • Only Object 6119 and an Auxiliary Role ID
    • Only Object 6129 and a Role ID that is not equal 033 or 036
    • Object 6119 and 6129 and Only Role ID (not equal 033 or 036) or Only Auxiliary Role ID
    • Object 6119 and 6129 and Role ID = 033 or 036 and an Auxiliary Role ID

Resources for qualifications and calculations:

Texas Education Data Standards

13.1.2.Teacher Fall and Summer Comparison #

Summary: This report lists teachers who have either

  1. fall responsibility record(s) – 30090, but no summer teacher record – 30305
  2. summer teacher record(s) – 30305, but no fall responsibility record – 30090

Usage: Review report to ensure that all teachers are being reported accurately for the summer submission. In some cases, having two different systems for reporting staff information (different student system than business system) can cause reporting issues. In other situations, master schedule coding could leave off or add extra summer teacher records.

Data Source(s): Both PEIMS Fall and Summer records

  • Interchange Staff Association
    • Fall and Summer – 30040 StaffExtension complex
    • Fall – 30090 StaffResponsibilitiesExtension complex
    • Summer – 30305 TeacherSectionAssociationExtension complex
  • Interchange Education Organization
    • Summer – 10070 Course complex

Definitions:

  • Report only includes Role IDs (E0721) 087 or 047 from the fall or summer
  • Campus – E0266 from either fall or summer
  • Role ID – E0721 from either fall or summer
  • Service ID – E0724 from either fall or summer
  • # Students in Class – E0170 from fall responsibility record

Calculations:

  • Comparison
    • If situation #1 listed in summary, will display ‘Fall Teacher Responsibility-No Summer Teacher Record’
    • If situation #2 listed in summary, will display ‘Summer Teacher Record-No Fall Teacher Responsibility’

Features: Filter on year

Special Notes:

  • Works for PK and KG level teachers (ECDS reporting)
  • Includes service ids from fall that might not be reported in summer such as local service ids, service ids starting with SR, SE, etc. in order to ensure all summer records are accurate
    • Tip: Use export to Excel to filter out, sort, etc. on specific service ids

13.2.Staff Custom Reports #

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

13.2.1.Staff FTE Reports #

13.2.1.1.Staff FTE Counts and Salary Report #

Summary: This report produces a listing of staff FTE totals with a total base pay and average base pay for both professional role ids and auxiliary role ids. The report closely models the same staff information found in the TAPR.

Usage: Review report to ensure appropriate coding of various role ids and that FTEs seem reasonable (number of days employed and percent day employed accurate). This report can also be used to review average salaries across professional, paraprofessional, and auxiliary staff. Selecting multiple years allows for longitudinal checks of information.
See Special Notes below for running the report at a regional level.

Data Sources: This report utilizes the Fall PEIMS data

  • InterchangeStaffAssociation
    • Staff Education Org Employment Association Extension Complex Type – 30050
    • Payroll Extension Complex Type – 30060
    • Staff Responsibilities Extension Complex Type – 30090

Definitions:

  • Total Staff – The sum of Professional Staff, Educational Aides, and Auxiliary Staff
  • Professional Staff – The sum of Teachers, Professional Support, Campus Administration, and Central Administration
  • Teachers – The sum of Role ID – E0721 on 30090:
    • 047 – Substitute Teacher – Serves in a classroom in the absence of a teacher certified for that assignment where the teacher
      has quit, died, or been terminated; or, a person who is permanently hired to substitute on an as-needed basis
    • 087 – Teacher – A professional employee who is required to hold a valid teacher certificate or permit in order to perform some
      type of instruction to students
  • Professional Support – The sum of Role ID – E0721 on 30090:
    • 002 – Art Therapist – Serves as Art Therapist
    • 005 – Psychological Associate – Serves under the Licensed Specialist in School Psychology (LSSP) or psychologist to provide guidance and counseling services to students
    • 006 – Audiologist – The person who provides audiological services to students with hearing impairments
    • 007 – Corrective Therapist – Serves as Corrective Therapist
    • 008 – Counselor – Provides guidance and counseling services to students
    • 011 – Educational Diagnostician – Provides educational diagnostic services and individualized education program development
    • 013 – Librarian – Supervises library/learning resources center, or functions as one of several librarians, or learning resource specialists, on a major campus
    • 015 – Music Therapist – Serves as Music Therapist
    • 016 – Occupational Therapist – Serves as Occupational Therapist
    • 017 – Certified Orientation and Mobility Specialist (COMS)
    • 018 – Physical Therapist – Serves as Physical Therapist
    • 019 – Physician – Serves as school Physician
    • 021 – Recreational Therapist – Serves as Recreational Therapist
    • 022 – School Nurse – A person that complies with TEC 21.003(b), ‘is licensed by the state agency that licenses that profession’, [Nurse Practitioner (NP), Registered Nurse (RN), Licensed Vocational Nurse (LVN)] is employed/contracted by the school district, and whose primary job responsibility is that of school nurse. Only persons licensed by the state agency that licenses nurses may be employed as a school nurse
    • 023 – LSSP/Psychologist – Serves as Licensed Specialist in School Psychology/Psychologist
    • 024 – Social Worker – Serves as the school social worker to provide comprehensive social services as a part of an education team. Social workers must be licensed by the Texas State Board of Examiners and must hold a bachelor’s or master’s degree
    • 026 – Speech Therapist/Speech-Language Pathologist – Serves as provider of speech-language pathology/speech therapy services
    • 030 – Truant Officer/Visiting Teacher – Directs activities related to promoting and improving school attendance. Such certified staff members provide home, school, and community liaison services
    • 032 – Work-Based Learning Site Coordinator – The code for a Career and Technical Education teacher (087) assigned to career preparation work-based learning experiences is changed from 087 to 032 when visiting a student training site for the purpose of evaluating the student and consulting the employer
    • 041 – Teacher Facilitator – Serves as an exemplary role model in assisting teachers with improving their classroom performance
    • 042 – Teacher Appraiser – Serves as an appraiser in the Texas Teacher Appraisal System
    • 054 – Department Head – Serves as head or chairman of a subject area department on a campus
    • 056 – Athletic Trainer – Serves as a trainer in the athletics program
    • 058 – Other Campus Professional Personnel – Serves as a professional staff member at one or more campuses
    • 064 – Specialist/Consultant – Provides technical assistance and professional development in various areas of an education service center
    • 065 – Field Service Agent – Provides coordinated assistance to districts and campuses
    • 100 – Instructional Materials Coordinator
    • 101 – Legal Services
    • 102 – Communications Professional (Including but not limited to Public Information Officer, Community Liaison)
    • 103 – Research/Evaluation Professional (Including but not limited to Analysis, Grant Writers)
    • 104 – Internal Auditor
    • 105 – Security (Including but not limited to Chief of Police, Investigators, Police Officers)
    • 106 – District/Campus Information Technology Professional (Including but not limited to Programmer/Analyst, Network Specialist, Database Administrator, PEIMS Coordinator, Other)
    • 107 – Food Service Professional (including but not limited to Dietician)
    • 108 – Transportation
    • 109 – Athletics (Other than Athletic Director)
    • 110 – Custodial
    • 111 – Maintenance
    • 112 – Business Services Professional (Including but not limited to Accounting, Budget, Professional Payroll Staff)
    • 113 – Other District Exempt Professional Auxiliary – Assign this role to district staff who are professional-level, noninstructional staff who cannot be classified in any other role regardless of where assigned. Physical work location is not a determining factor.
    • 114 – Other Campus Exempt Professional Auxiliary – Serves as a professional staff member at one or more campuses. Do not use this role unless no other role applies to the staff member. Some examples of staff who are to be shown with this role are:
      • campus/community liaisons
      • campus volunteer coordinators
      • dean and
      • instructional officers assigned to a campus
  • Campus Administration (School Leadership) – Role ID – E0721 on 30090:
    • 003 – Assistant Principal – Assists the principal of a particular campus in any duties the principal may deem appropriate
  • Central Administration – Role ID – E0721 on 30090
    • 027 – Superintendent/Chief Administrative Officer/Chief Executive Officer/President – The educational leader and administrative manager of the school district
  • Either Campus or Central Administration – Role ID – E0721 on 30090 (see special notes)
    • 004 – Assistant/Associate/Deputy Superintendent – Assists the superintendent of a particular school district in any duties the superintendent may deem appropriate. Persons assigned to this role usually perform functions associated with more than one campus
    • 012 – District Instructional Program Director or Executive Director – Serves under the superintendent, or higher grade instructional administrative officer, as the key specialist for a major instructional, instructional related, or pupil service program. Responsibilities may include curriculum development or supervision of programs or personnel whose assignments require certification or licensure. Only degreed, certified personnel may be placed in this category. Examples include, but are not limited to, staff serving as Director of Guidance and Counseling, Director of Curriculum, Director of Librarians, Director of Bilingual/ESL, Career and Technical Director, Director of Special Education, and Director of Social Studies
    • 020 – Principal – Serves as the instructional leader of the school whose duties include selecting teachers for the campus, setting education objectives, developing budgets for the campus, and working with school professionals to prepare individual development plans
    • 028 – Teacher Supervisor – Provides consultant services to teachers in a grade level, adjacent grades, in a teaching field, or group of related fields
    • 040 – Athletic Director – Used only when the staff member with such a title is performing administrative tasks directing the athletic program. Responsibilities may include supervision of coaches and other personnel in the athletic program. It is not used when coaching duties are being performed
    • 043 – Business Manager – Serves as business manager or Chief Financial Officer (CFO)
    • 044 – Tax Assessor and/or Collector – Serves as district tax assessor, tax collector, or tax assessor-collector
    • 045 – Director of Personnel/Human Resources – Serves as personnel or human resources director
    • 055 – Registrar – Serves as school or district registrar
  • Educational Aides – The sum of Role ID – E0721 on 30090:
    • 033 – Educational Aide – Performs routine classroom tasks under the general supervision of a certified teacher or teaching team
    • 036 – Certified Interpreter – A state or nationally certified interpreter for the deaf who translates/transliterates for students who are deaf or hard of hearing, according to ARD committee recommendations. (Certified interpreters may be either professional or para-professional, depending on district classification)
  • Auxiliary Staff – The sum of Role ID – E1594 on 30050:
    • 201 – Business/Finance (Accounting Clerk, Accounts Payable Clerk, Payroll Clerk, Purchasing Clerk)
    • 202 – Campus Office/Clerical (Receptionist, Secretary, Certification Specialist, Bookkeeper, Data Clerk, PEIMS Data
      Clerk, Registrar)
    • 203 – Central Office/Clerical (Receptionist, Secretary)
    • 204 – Child Nutrition
    • 205 – Human Resources (Certification Specialist, Human Resources Specialist)
    • 206 – Information Technology (Computer Technician, District PEIMS Data Coordinator, Help Desk Technician,
      Telecommunications Technician)
    • 207 – Campus Technology Specialist
    • 213 – Custodial
    • 214 – Maintenance
    • 215 – Plumber
    • 216 – Painter
    • 217 – HVAC
    • 218 – Electrician
    • 219 – Warehouse
    • 220 – Safety/Security
    • 221 – Transportation
    • 222 – Other Non-Exempt Auxiliary (Volunteers)
  • FTE Total – The measure of the extent to which a person occupies a full-time position, or the portion of time spent in that role by part-time staff
  • Total Base Pay – Includes base pay only and does not include any supplemental pay

Calculations:

  • FTE Total – 30050 record
    • If the number of days employed (E0160) is greater than or equal to 187, the FTE is a decimal number created by taking the percent of day employed (E0760) divided by 100
    • If the number of days employed is less than 187, the FTE is a decimal number created by taking (percent of the day employed / 100) x (the number of days employed) all divided by 187
  • Total Base Pay – 30060 record Sum of all staff’s base pay for each particular category and role id
  • Average Base Pay – Total base pay divided by FTE count for each category and role id
    • Note: FTE rounding may cause discrepancies in totals

Features:

  • Can be run at the district level or for a single campus
  • Can be run for a specific year or multiple years
  • Details On/Off for detailed rows or summary level data by the categories
  • Drill down on FTE totals for detailed staff list

Special Notes:

  • Some role ids can be categorized as either campus or central administration depending on their Organization Code (E0319) found on the 30060-Payroll Extension record
    • Organization Code < 700 = Campus Administration (School Leadership)
    • Organization Code > 699 = Central Administration
  • Regional Version – Region in drop-down
    • Summary level only
    • Filter
      • Multi-select districts
      • Multi-select Staff categories (Total Staff, Teachers, Professional Support, Campus Admin, Central Admin, Educational Aides, Auxiliary)
      • Multi-select years
    • Drill downs on staff

Resources for qualifications and calculations:

Matches closely to the TAPR

https://tea.texas.gov/perfreport/tapr/index.html

13.2.1.2.Indicators of Financial Problems - Student/Teacher FTE Ratio #

Summary: This report contains a graphical representation and chart of the student enrollment to teacher/non teacher FTE ratios for all Fall PEIMS years stored in the File Center back to the 2009-2010 year (see special notes).

Usage: Use this report to review student to staff ratios of all staff, teacher and non-teacher FTEs over time.

Data Source(s): Fall PEIMS Records

  • Interchange Staff
    • 30050 – StaffEducationOrgEmploymentAssociationExtension
    • 30090 – StaffResponsibilitiesExtension
  • Interchange Student
    • 40110 – Enrollment

Definitions:

  • Enrollment – Total Student Enrollment on Snapshot
  • All Staff FTE – Total FTEs for Teachers and Non Teacher Role IDs (E0721) as reported on the 30090 & 30050 (Auxiliary Role ID – E1594) records
  • Teachers FTE – Total FTEs for Role IDs (E0721) 047 & 087 as reported on the 30090 record
  • Non Teachers FTE – Total FTEs for the following Role IDs as reported on the 30090 & 30050 (Auxiliary Role ID – E1594) records:
    • 002 – Art Therapist – Serves as Art Therapist
    • 003 – Assistant Principal – Assists the principal of a particular campus in any duties the principal may deem appropriate
    • 004 – Assistant/Associate/Deputy Superintendent – Assists the superintendent of a particular school district in any duties the superintendent may deem appropriate. Persons assigned to this role usually perform functions associated with more than one campus
    • 005 – Psychological Associate – Serves under the Licensed Specialist in School Psychology (LSSP) or psychologist to provide guidance and counseling services to students
    • 006 – Audiologist – The person who provides audiological services to students with hearing impairments
    • 007 – Corrective Therapist – Serves as Corrective Therapist
    • 008 – Counselor – Provides guidance and counseling services to students
    • 011 – Educational Diagnostician – Provides educational diagnostic services and individualized education program development
    • 012 – District Instructional Program Director or Executive Director – Serves under the superintendent, or higher grade instructional administrative officer, as the key specialist for a major instructional, instructional related, or pupil service program. Responsibilities may include curriculum development or supervision of programs or personnel whose assignments require certification or licensure. Only degreed, certified personnel may be placed in this category. Examples include, but are not limited to, staff serving as Director of Guidance and Counseling, Director of Curriculum, Director of Librarians, Director of Bilingual/ESL, Career and Technical Director, Director of Special Education, and Director of Social Studies
    • 013 – Librarian – Supervises library/learning resources center, or functions as one of several librarians, or learning resource specialists, on a major campus
    • 015 – Music Therapist – Serves as Music Therapist
    • 016 – Occupational Therapist – Serves as Occupational Therapist
    • 017 – Certified Orientation and Mobility Specialist (COMS)
    • 018 – Physical Therapist – Serves as Physical Therapist
    • 019 – Physician – Serves as school Physician
    • 020 – Principal – Serves as the instructional leader of the school whose duties include selecting teachers for the campus, setting education objectives, developing budgets for the campus, and working with school professionals to prepare individual development plans
    • 021 – Recreational Therapist – Serves as Recreational Therapist
    • 022 – School Nurse – A person that complies with TEC 21.003(b), ‘is licensed by the state agency that licenses that profession’, [Nurse Practitioner (NP), Registered Nurse (RN), Licensed Vocational Nurse (LVN)] is employed/contracted by the school district, and whose primary job responsibility is that of school nurse. Only persons licensed by the state agency that licenses nurses may be employed as a school nurse
    • 023 – LSSP/Psychologist – Serves as Licensed Specialist in School Psychology/Psychologist
    • 024 – Social Worker – Serves as the school social worker to provide comprehensive social services as a part of an education team. Social workers must be licensed by the Texas State Board of Examiners and must hold a bachelor’s or master’s degree
    • 026 – Speech Therapist/Speech-Language Pathologist – Serves as provider of speech-language pathology/speech therapy services
    • 027 – Superintendent/Chief Administrative Officer/Chief Executive Officer/President – The educational leader and administrative manager of the school district
    • 028 – Teacher Supervisor – Provides consultant services to teachers in a grade level, adjacent grades, in a teaching field, or group of related fields
    • 030 – Truant Officer/Visiting Teacher – Directs activities related to promoting and improving school attendance. Such certified staff members provide home, school, and community liaison services
    • 032 – Work-Based Learning Site Coordinator – The code for a Career and Technical Education teacher (087) assigned to career preparation work-based learning experiences is changed from 087 to 032 when visiting a student training site for the purpose of evaluating the student and consulting the employer
    • 033 – Educational Aide – Performs routine classroom tasks under the general supervision of a certified teacher or teaching team
    • 036 – Certified Interpreter – A state or nationally certified interpreter for the deaf who translates/transliterates for students who are deaf or hard of hearing, according to ARD committee recommendations. (Certified interpreters may be either professional or para-professional, depending on district classification)
    • 040 – Athletic Director – Used only when the staff member with such a title is performing administrative tasks directing the athletic program. Responsibilities may include supervision of coaches and other personnel in the athletic program. It is not used when coaching duties are being performed
    • 041 – Teacher Facilitator – Serves as an exemplary role model in assisting teachers with improving their classroom performance
    • 042 – Teacher Appraiser – Serves as an appraiser in the Texas Teacher Appraisal System
    • 043 – Business Manager – Serves as business manager or Chief Financial Officer (CFO)
    • 044 – Tax Assessor and/or Collector – Serves as district tax assessor, tax collector, or tax assessor-collector
    • 045 – Director of Personnel/Human Resources – Serves as personnel or human resources director055 – Registrar – Serves as school or district registrar
    • 054 – Department Head – Serves as head or chairman of a subject area department on a campus
    • 056 – Athletic Trainer – Serves as a trainer in the athletics program
    • 058 – Other Campus Professional Personnel – Serves as a professional staff member at one or more campuses
    • 064 – Specialist/Consultant – Provides technical assistance and professional development in various areas of an education service center
    • 065 – Field Service Agent – Provides coordinated assistance to districts and campuses
    • 100 – Instructional Materials Coordinator
    • 101 – Legal Services
    • 102 – Communications Professional (Including but not limited to Public Information Officer, Community Liaison)
    • 103 – Research/Evaluation Professional (Including but not limited to Analysis, Grant Writers)
    • 104 – Internal Auditor
    • 105 – Security (Including but not limited to Chief of Police, Investigators, Police Officers)
    • 106 – District/Campus Information Technology Professional (Including but not limited to Programmer/Analyst, Network Specialist, Database Administrator, PEIMS Coordinator, Other)
    • 107 – Food Service Professional (including but not limited to Dietician)
    • 108 – Transportation
    • 109 – Athletics (Other than Athletic Director)
    • 110 – Custodial
    • 111 – Maintenance
    • 112 – Business Services Professional (Including but not limited to Accounting, Budget, Professional Payroll Staff)
    • 113 – Other District Exempt Professional Auxiliary – Assign this role to district staff who are professional-level, noninstructional staff who cannot be classified in any other role regardless of where assigned. Physical work location is not a determining factor.
    • 114 – Other Campus Exempt Professional Auxiliary – Serves as a professional staff member at one or more campuses. Do not use this role unless no other role applies to the staff member.
    • Auxiliary Personnel:
    • 201 – Business/Finance (Accounting Clerk, Accounts Payable Clerk, Payroll Clerk, Purchasing Clerk)
    • 202 – Campus Office/Clerical (Receptionist, Secretary, Certification Specialist, Bookkeeper, Data Clerk, PEIMS Data
      Clerk, Registrar)
    • 203 – Central Office/Clerical (Receptionist, Secretary)
    • 204 – Child Nutrition
    • 205 – Human Resources (Certification Specialist, Human Resources Specialist)
    • 206 – Information Technology (Computer Technician, District PEIMS Data Coordinator, Help Desk Technician,
      Telecommunications Technician)
    • 207 – Campus Technology Specialist
    • 213 – Custodial
    • 214 – Maintenance
    • 215 – Plumber
    • 216 – Painter
    • 217 – HVAC
    • 218 – Electrician
    • 219 – Warehouse
    • 220 – Safety/Security
    • 221 – Transportation
    • 222 – Other Non-Exempt Auxiliary (Volunteers)

Calculations:

  • Student / Staff FTE Ratio = Enrollment / All Staff FTE
  • Student / Teacher FTE Ratio = Enrollment / Teacher FTE
  • Student / Non Teacher FTE Ratio = Enrollment / Non Teacher FTE

Features:

  • Campus Filter
  • Zoom Graphing
  • Print or download Graph

Special Notes:

  • Full-Time Equivalents (FTEs) measure the extent to which a person (or responsibility) occupies a full-time position and are calculated for each staff member reported through PEIMS. Example: Two different employees who each work half time would equal one Full Time Equivalent.
  • FTEs are calculated in OnDataSuite for school years 2009-2010 and beyond. The current FTE Calculation will only process Staff Responsibilities which contain Monthly Minutes. Prior to 2009-2010, Staff Responsibilities were not reported with Monthly Minutes.
  • There are two types of calculations of FTE:
    • If the number of days employed is equal to or greater than 187, then:
      • Employee FTE – % Day Employed / 100
    • If the number of days employed is less than 187, then:
      • Employee FTE – ((% Day Employed / 100) X (# Days Employed)) / 187

13.2.1.3.FTE by Function Code #

Summary: This report displays several items including payroll information and FTEs by payroll function code and separates the information into professional (object 6119) and support personnel (object 6129).

Usage: Review report to ensure reasonableness of payroll information by function code. This report can also be used to review student to staff ratios.

Data Source(s): Fall PEIMS records

  • InterchangeStaffAssociation
    • Staff Education Org Employment Association Extension Complex Type – 30050
    • Payroll Extension Complex Type – 30060
    • Responsibilities Extension Complex Type – 30090
  • InterchangeStudent
    • Student Extension Complex Type – 40110

Definitions:

  • Enrollment – Total student enrollment reported on Fall PEIMS Snapshot

Calculations:

  • Pay Amount – Sum of all payroll amounts (E0425) with that payroll function code (E0317)
  • FTE – Sum of all FTEs reported with that payroll function code (E0317)
    • If the number of days employed (E0160) is greater than or equal to 187, the FTE is a decimal number created by taking the percent of day employed (E0760) divided by 100
    • If the number of days employed (E0160) is less than 187, the FTE is a decimal number created by taking (percent of the day employed / 100) x (the number of days employed) all divided by 187
  • Average Pay – Pay Amount / FTE
  • Student/Staff FTE Ratio – Total Student Enrollment / Total Staff

Features: Can be run for individual campuses and for prior years

Special Notes: Only staff who have both a payroll-30060 and at least one responsibility-30090 record will be reported.

13.2.1.4.FTE by Role #

Summary: This report displays total FTEs by fall responsibility role id along with student/staff ratios and the fall snapshot enrollment.

Usage: Review report to ensure FTEs by role id look reasonable. This report can also be used to review student to staff ratios.

Data Source(s): Fall PEIMS records

  • InterchangeStaffAssociation
    • Staff Education Org Employment Association Extension Complex Type – 30050
    • Responsibilities Extension Complex Type – 30090
  • InterchangeStudent
    • Student Extension Complex Type – 40110

Definitions:

  • Enrollment – Total student enrollment reported on Fall PEIMS Snapshot

Calculations:

  • FTE – Sum of all FTEs reported with that role id (E0721)
    • If the number of days employed (E0160) is greater than or equal to 187, the FTE is a decimal number created by taking the percent of day employed (E0760) divided by 100
    • If the number of days employed (E0160) is less than 187, the FTE is a decimal number created by taking (percent of the day employed / 100) x (the number of days employed) all divided by 187
  • Student/Staff FTE Ratio – Total Student Enrollment / Total Staff

Features: Can be run for individual campuses and for prior years

13.2.2.Teacher Summary Reports #

13.2.2.1.Teacher Class List #

Summary: This report displays teachers’ fall PEIMS responsibility records.

Usage: Use this report to review fall PEIMS reporting for teachers.

Data Source(s): Fall PEIMS records

  • Interchange Staff Association Extension
    • 30040 – StaffExtension Complex Type
    • 30090 – StaffResponsibilitiesExtension Complex Type

Definitions:

  • Role ID – E0721 (C021)
  • Service ID – E0724 (C022)
  • Class id – E1056
  • Population Served – E0747 (C030)
  • No. of Students – E0170
  • Class Type – E1055 (C179)
  • Monthly Minutes – E1057

Calculations:

  • Converts Monthly Minutes to Hours

Features:

  • Filter on:
    • Year
    • Campus

13.2.2.3.Teacher/Educational Aide Retention Rate #

Summary:

  • Report provides retention rates for the district and campus levels for either teachers (role ID 087) or educational aides (role ID 033). The rate can be calculated using a count or FTE and multiple years can be selected for longitudinal comparisons.
  • The report will initially load showing the teacher retention rates, by count, for the current year.

Usage: Review report across years to see trends in retention rates at both the district and campus levels.

Data Sources: PEIMS Fall records

  • 30090 – Interchange Staff Association>Staff Responsibilities Extension

Calculations:

  • The calculation is the number (or FTE) of teachers (role ID 087) or educational aides (role ID 033) who returned the subsequent year/the number (or FTE) of teachers or educational aides in the prior year.
    • Note: It requires that a staff member must have been labeled as a teacher or Educational Aide in both the prior and current year’s Fall PEIMS Submission to be included in the retention rate.
  • Note that the report at the campus level includes both teachers who have returned, and teachers who have moved from another campus in the district. This could potentially result in calculations greater than 100%.

Features:

  • Graph button displays bar graph of retention rates across years
  • Multi-select Campus filter
  • Use selection dropdown boxes to toggle between:
    • By Count and By FTE
    • Teacher and Educational Aide
  • A ‘year’ multiple selection dropdown box allows any year to be added or removed from the report as long as data has been submitted for the specific year.
  • A heatmap allows minimum and maximum ranges for highlighting results to narrow in on possible issues or concerns.

Special Notes:

  • Table cells that do not contain data are shown as two dashes. [–] = No Data
  • If there is no data for each of the selected years for a particular campus, that campus will not be shown in the report.

13.2.2.4.Teacher by Service ID - FTE Percentage #

13.2.2.5.Teacher Years of Experience #

Summary: This report displays teacher years of experience ranges by core subjects with FTE counts and percentages for multiple years along with graphical representations of the data.

Usage: Use this report to analyze teacher year’s experience rates by core subjects at the district or campus level.

Data Source(s): PEIMS Fall records

  • Interchange Staff
    • 30040 – Staff Extension Complex Type
    • 30050 – Staff Education Org Employment Association Extension Complex Type
    • 30090 – Staff Responsibilities Extension Complex Type

Definitions:

  • Teachers Only – Role ID E0721 = 087 or 047
  • Years of Experience – E0130
    • Beginning Teachers – E0130 = 00
    • 1-5 Years Experience – E0130 Between 01 and 05
    • 6-10 Years Experience – E0130 Between 06 and 10
    • 11-20 Years Experience – E0130 Between 11 and 20
    • Over 20 Years Experience – E0130 > 20
  • Subjects – Uses predefined table with core subjects attached to teacher responsibilities service IDs (E0724)

Calculations:

  • FTE Count – Uses 30090-Responsibilities records to calculate FTE based on core subject type
  • Percentages
    • By Years of Experience = (Teacher FTE Count / Total Teacher FTEs) * 100
    • By Core Subjects
      • All Core Subjects = (Teacher FTE Count for All Core Subjects / Total Teacher FTE Count for that experience range) * 100
      • Each Subject = (Teacher FTE Count / Total Teacher FTE Count for that experience range) * 100

Features:

  • Filter on:
    • Multiple Years
    • Campus
  • Graphs
    • Pie Graph
      • Year Selector
      • Print/Download
      • Drill down on Years of Experience ranges to see Subject percentages
    • Line Graph to compare multiple years of experience range percentages
      • Print/Download
  • Drill down on FTE counts to see detailed list of teachers with their service IDs and Years of Experience

Special Notes:

  • Drill down staff detailed list totals will typically be higher than the FTE counts since the FTE count is calculated using the 30090 records. Teachers who are not teaching that subject 100% will have a lower FTE count calculation, but will still count as 1 in the detailed staff list.
    • For example, elementaries where teachers have all 4 core subjects in their responsibility records will be split on their FTE calculation between the 4 core subject types which lowers the FTE count considerably.

13.2.3.Miscellaneous Staff Reports #

13.2.3.1.Responsibility Record List ( Most Recent Year ) #

13.2.3.2.Role ID Summary Report #

Role ID Summary

Totals by PEIMS Role ID’s reported on the 090 record in the fall PEIMS submission.

For each ethnic category and sex category.

13.2.3.3.Staff Responsibility Review #

13.2.3.4.Fall PEIMS Checklist #

Summary: This report displays data from Fall PEIMS across multiple years.

Usage: Audit Fall PEIMS data by reviewing prior year(s) reporting. Inconsistencies should be investigated.

Data Sources: PEIMS Fall records

Special Notes:

  • Blank fields are free form to allow manual entry in areas such as EDIT counts and PID errors.
  • The TSDS report number and title is displayed to use for comparison purposes.
  • Saving – When the report is saved the variables entered by the user will retrieve automatically each time the report is run. The variables entered will be saved for all users, not just the user who entered them.
  • Material change – Year to year results exceeding the amount entered will be highlighted in the report.

13.2.3.5.Contracted Staff Report #

Summary: This report provides a list of campuses that have a Contracted Instructional Staff by Program Intent Code and the total Contracted Instructional Staff FTEs.

Usage: Review current year data for Contracted Instructional Staff and compare to prior year for accuracy.

Data Sources: PEIMS Fall records

13.3.Staff Report Center #

The Staff Report Center area allows for ad hoc reporting on PEIMS and other categories’ data elements.

The categories are divided into TEA general and PEIMS reporting and often contain elements in other categories for cross-referencing.

The reports are built using criteria fields for the y-axis (vertical) and years of data loaded in the file center for the x-axis (horizontal) with aggregate totals for each criteria selected (summary level).  The totals also allow drill-down to the detailed staff lists.

For information about the categories click on the blue question mark

To create an ad-hoc report:

  1. Select a Category
  2. Select “Criteria” from drop down box(es)
  3. Select appropriate Years on right side
  4. Select “Filter” for criteria on right side
    1. Leave blank-all codes displayed OR
    2. Select specific codes
      • Use Display drop-down box to view more codes at one time on the screen
      • Individually click on each code’s box
      • Use Select All/None to auto check all fields or deselect all fields
      • Use search to find specific codes for selection
  5. Click “Create Report

Example Ad Hoc Report:

  • Click on aggregate totals to drill down to detailed staff list view

Use Load Last Report to display previously created report and make updates

 

14.Assessment #

Assessment Tab

The Assessment tab is the entry point in OnPoint to view all assessment files uploaded into the file center.  All reporting sections that have at least one year’s worth of data will appear as white links when the Assessment tab  is clicked.  If a reporting section appears as a grey link you will need to enter the file center to upload at least one file to activate the link.  For more information about the file center click here.

 

Assessment Window Section Items

Every section listed under the assessment tab is structured into the same three separate sections. Each section provides the user with a different ability to view and query their uploaded data and all layouts for all sections found under the assessment tab function the same way.

 

Assessment Layout Section 1: Focus List

The initial option available is the Focus List drop down selector.  Using this option provides a filtered report center search of focus list students only as opposed to an all found set search.
If you select this option prior to creating an ad-hoc report in your report center it will filter and limit the results of any report to only the students grouped within your focus list. For more information about
creating and using a focus list please see the focus list section of the manual click here.

 

Assessment Layout Section 2: Report Center

The report centers of each assessment section allow the user to query specific table items from within the data table uploaded into the file center and are dependent on the file structure uploaded.  Additionally, the number of available historical files is dependent on the number of prior year files uploaded into the system.

Reports created using the report center provide aggregate overview data reports that can be drilled down to the student level from their aggregate totals.

 

Creating a Report from the Report Center

Report Center Step 1 – Initial Selection 

The process of creating a report from within the report center follows a sequential order. The initial step requires that you make a selection from an available table. Upon making this first selection, you will see a ‘calendar years’ selector appear to the right of the screen. The number of available years will depend on what you have uploaded into the system. If you do not make a year selection using the check box field your returned selection will default to all years available.

 

Report Center Step 2 – Criteria Selection

The second step requires that you select a field from the initial selected table using the  ‘Criteria 1’ drop down selector.  After selecting your criteria, you should see a box appear to the right that will allow you to select filtered returned values based on that fields contents.  To see your filtering options click on the blue ‘filter’ link.

The available filtered options are dependent upon the contents of that field and will return every available code found within that field and will have a description of each code.  The system will also include a ‘!’ Null or Missing code option if there are fields that do not find any values.

Multiple criteria selections can be made and arranged in the report to provide detailed query results.

 

 

Report Center Step 3 – Creating/Viewing your report

The last step in creating a report using the report center is to click the ‘create report’ button found at the bottom of the report center box.  Upon clicking this button, the system will create your aggregate report.

 

Report Center Step 4 – Modifying your report

After you have seen your generated report it is common to want to update or change your initial search criteria selections.   The process to update / change any report is to simply click the browser back button. This will take you to the report center screen where you should now see the option to make changes to report selection by clicking the ‘Load Last Report’ button. Click on this button and it will reload your previously selected search criteria and you can continue to refine your query.

 

Assessment Layout Section 3: Custom Reports

Sections under each assessment category selected will have a Custom Report section. When selected, custom reports return calculated report values in a predetermined layout and do not require that the user create a query. Several reports allow the user to filter their results and all aggregate results can be drilled down to the student dashboard level.

 


Custom Reports – Report Information

For more information about a custom report users may click on the ‘Tools’ button at the top of the report and select ‘Report Info’ to read more about the report and its creation.

 

14.1.STAAR 3_8 Custom Reports #

STAAR Grades 3_8 Custom Reports

There are several custom report listed under the STAAR 3-8 Custom Reports Section of OnPoint. Each report uses the uploaded STAAR 3-8  files in the calculation of the final reports provided. Users are encouraged to review their updated STAAR 3-8 files in their file center to ensure that their reports are as accurate as possible.

14.1.1.STAAR 3-8 Accommodations #

STAAR 3-8 Accommodations Report

This report provides an aggregate overview of all students testing accommodations as coded in their uploaded STAAR 3-8  assessment files.

Results can be filtered by campus or record as well as focus list.

 

Reported results are broken down by the following Accommodations:

General
Braille
Large Print
Extra Day
Text-To-Speech
Language and Vocabulary Supports
Content Supports

14.1.2.STAAR 3-8 Summary Report #

STAAR 3-8 Summary Report

The STAAR 3-8 Summary Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR 3-8 Data File.

Data Source (Test Subject)
Year
Grade Level
Administration (Month)
Teacher
Language
Test Version
Accommodation (Default is All Students regardless of accommodation)

 

The returned summary report will break down the tested results by reporting category and demographic status just like the TEA released summary report.

Each item in this report can be drilled down from the aggregate level to the student level.

 

14.1.3.STAAR 3-8 Analysis Report #

STAAR 3-8 Analysis Report

The STAAR 3-8 Analysis Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR 3-8 Data File.

Data Types (Defaults to District)
Data Source (Test Subject)
Year
Grade
Campus (Defaults to All)
Teacher (Teacher of Record – Must have summer PEIMS 305 record uploaded)
Language
Percent (Determines returned values heat map baseline)
Test Version
Report Type ( Described below for each item)

 

Report Type 1: Reporting Categories

STAAR 3-8 Analysis Report
This report provides district and campus level summary reports aggregated by Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP

 

 

Report Type 2: Content Student Expectations

This report provides district and campus level summary reports aggregated by Content Student Expectation within each Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP. For detailed information on CSE users can click on the hyperlinked CSE column value and a pop-up window will provide the CSE reported value.

       

 

 

Report Type 3: Individual Items

This report provides district and campus level summary reports aggregated Item Number within each Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP. For detailed information on CSE users can click on the hyperlinked CSE column value and a pop-up window will provide the CSE reported value.

14.1.4.STAAR 3-8 Achievement vs. Growth Matrix #

Achievement Vs. Growth

The STAAR 3-8 Achievement Vs. Growth Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR 3-8 Data File.

Subject (Test Subject)
Year
Grade
Campus
Version (Test Version)
Admin Month
Teacher
Ethnicity
Special Population (Optional defaults to no selection)

Achievement Vs. STAAR Growth Matrix

The Achievement vs. STAAR Growth Matrix report displays a matrix of Student Performance Level by STAAR Growth. Students are listed in the matrix depending on where how they performed on the assessment.

Students scale score will be provided in parenthesis and a ‘+’ value may be provided as well to display how many more scale score points the student needed to achieve the next growth level.

Note; In Order for the system to calculate the points needed for the student to move to the next level the user must run the report for a specific grade level. There must also be data present for each of the following fields, subjectyearscale score and language. If any of these fields are blank in the data file the system cannot calculate the needed points.

14.1.5.STAAR Frequency Distributions #

STAAR 3-8 Frequency Distribution Report

The STAAR 3-8 Frequency Distribution Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR 3-8 Data File.

Subject (Test Subject)
Year
Grade
Campus
Version (Test Version)
Admin Month
Language (Defaults to English)
Test Admin Mode (Paper/Online)
Ethnicity (Defaults to All)
Special Population (Optional / Defaults to No Selection)

 

This report provides a graphical representation of your results by scale score and includes watermark indicators that show the approaches, meets and masters levels within the displayed scale score values. Additionally, each bar charted graph can be clicked on to take the user to the student list view or the graphically represented scale score aggregate.

 

14.1.6.STAAR Test Administered #

STAAR 3-8 Test Administered

The STAAR 3-8 Test Administered allows users to view all student assessment results by teacher of record. This field creates an association between the PEIMS files uploaded into the file center by course ID code.

Once the retrieved list has been populated the listed results can then be further filtered by all listed items

Raw and Scale score values can use the values of greater than, less than or equal (>,<,+)  to further refine their search.

 

14.1.7.STAAR 3-8 Differential #

STAAR 3-8 Differential Report

The STAAR 3-8 Differential Report provides a side by side comparison for each campus by grade level, by subject for the last two years. The %Met value is color coded by met level and the +/- value shows if there were any gains or losses per subject from the Prior to 2016-17 Standard scores. Consideration of any yearly state changes to subject scoring should be considered at the local level when reviewing these results.

Overview of report item results as displayed:

Total Tested Column= Total number of students scored as STAAR (S) and Scored (S)

Total Met Column = Total number of students scored as STAAR (S) and Scored (S) with a met value of (1) for any Approaches, Meets or Masters.

% Met Column = Total Met / Total Tested

+/- Column = Difference between % Met Columns

 

Filter Options

Report results can be filtered by any combination of the following categories:

Gender
Ethnicity
Special Populations
Test Year

 

14.1.8.STAAR 3-8 Academic Performance #

STAAR 3-8 Academic Performance

The STAAR 3-8 Academic Performance Report provides up to a 5-year display of academic performance at the all campus level that can be filtered to specific campus, grade level, student population, ethnicity and gender.

Normalization of previous years standards to current standard

Readiness standards have been normalized across years for Prior to 2016-17 Standards that were not reported using the new state standard of Did Not Meet, Approaches, Meets and Masters as follows:

Prior to 2016-17 Standard Not Met = Did Not Meet
Prior to 2016-17 Standard Level II Phase in I = Approaches
Prior to 2016-17 Standard Level II Phase in II = Meets
Prior to 2016-17 Standard Masters = Masters

 

Explanation of represented readiness values

Aggregated values for each tested subject are not calculated by scale score but rather by subject readiness standards coded in the data file. Due to the new standards reported within the data file for tested students, there are students that can be counted more than once within the reported values of readiness.

Example:

John Doe scored a 1732 scale score in his grade 8 reading exam which falls under the “Meets” category. In the data file he is scored as a “1” in both “Approaches” as well as “Meets”.
So you will see John Doe counted once under the Approaches Category and once under the Meets Category.

 

Data file value representation on report for all subjects

Meets Grade Level in (subject) = No (0); Reported Academic Readiness = Did Not Meet

Meets Grade Level in (subject) = Yes (1); Reported Academic Readiness = Meets

Approaches Grade Level in (subject) = Yes (1); Reported Academic Readiness = Approaches

Masters Grade Level in (subject) = Yes (1); Reported Academic Readiness = Masters

Total Tested (Non-Duplicate Count) This count does not count each instance per student per subject. If a student is counted as tested in a subject they are counted only once and represented in this count.

 

Represented Percentage Values

Represented percentage values per subject are calculated by taking the subject academic readiness value divided by the total non-duplicate total tested count.

 

Filter Options

Report results can be filtered by any combination of the following categories:

Gender
Ethnicity
Special Populations
Grade Level
Campus

 

 

14.1.9.STAAR 3-8 Performance Levels #

STAAR 3-8 Performance Level Report

This report provides an aggregate multi year overview of all students tested performance level.

Overall results are displayed at the all campus level but can be filtered by campus and also by focus group.

14.2.STAAR 3_8 ALT Custom Reports #

STAAR 3_8 ALT Custom Reports

There are several custom report listed under the STAAR ALT 3-8 Custom Reports Section of OnPoint. Each report uses the uploaded STAAR ALT 3-8  files in the calculation of the final reports provided. Users are encouraged to review their updated STAAR ALT 3-8 files in their file center to ensure that their reports are as accurate as possible.

14.2.1.STAAR 3_8 Alt Performance Levels #

STAAR ALT 3-8 Performance Level Report

This report provides an aggregate multi year overview of all alt students tested performance level.

Overall results are displayed at the all campus level but can be filtered by campus and also by focus group.

14.2.2.STAAR Frequency Distributions #

STAAR ALT 3-8 Frequency Distribution Report

The STAAR ALT 3-8 Frequency Distribution Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR ALT 3-8 Data File.

Subject (Test Subject)
Year
Grade
Campus
Version (Select STAAR A for Alt Only)
Admin Month
Language (Defaults to English)
Test Admin Mode (Paper/Online)
Ethnicity (Defaults to All)
Special Population (Optional / Defaults to No Selection)

 

This report provides a graphical representation of your results by scale score and includes watermark indicators that show the approaches, meets and masters levels within the displayed scale score values. Additionally, each bar charted graph can be clicked on to take the user to the student list view or the graphically represented scale score aggregate.

 

14.3.STAAR EOC Custom Reports #

14.3.1.EOC Accommodations #

STAAR EOC Accommodations Report

This report provides an aggregate overview of all students testing accommodations as coded in their uploaded STAAR EOC  assessment files.

Results can be filtered by campus or record as well as focus list.

Reported results are broken down by the following Accommodations:

General
Braille
Large Print
Extra Day
Text-To-Speech
Language and Vocabulary Supports
Content Supports

14.3.2.EOC Performance Levels #

STAAR EOC Performance Level Report

This report provides an aggregate multi year overview of all students tested performance level.

Overall results are displayed at the all campus level but can be filtered by campus and also by focus group.

14.3.3.Repeaters, Course Completion Comparison #

EOC Repeaters, Course Completion Comparison

Only the most recent score for a student in each of spring, summer or fall will be displayed.

Example 1
Johnny has taken the EOC Algebra I test 3 times.
Test 1  Spring
Test 2  Summer
Test 3  Summer
The results of test 1 would be displayed in the Spring Column. The results of test 3 would be displayed in the summer column. Test 2 results would not be displayed. The fall column would be blank.

Example 2-
If a student took an EOC test 5 times, 1 in the spring and 2 times in the summer and 3 times in the fall.
The results of the first test would be displayed in the Spring Administration column and results of the third would be displayed in the summer column, the results of the fifth test would be displayed in the fall columns. (Results of first summer test and first and third fall would not be displayed) Only the most recent score for an administration will be displayed.

Student Name

Spring Administration 15
Scale Score
Did Not Meet
Approaches
Meets
Masters

Summer Administration 16
Scale Score
Did Not Meet
Approaches
Meets
Masters

Fall Administration 13
Scale Score
Did Not Meet
Approaches
Meets
Masters

Pass Fail Indicator Code
Course Sequence
00 – Not Applicable
01 – Course Was Passed And Credit Was Received
02 – Course Was Failed And No Credit Was Received – First Occurrence This School Year
03 – Course Was Failed And No Credit Was Received –  Second Occurrence This School Year
04 – Course Was Passed, But Credit Was Not Received Due To Excessive Absences – First Occurrence This School Year
05 – Course Was Passed, But Credit Was Not Received Due To Excessive Absences – Second Occurrence This School Year
06 – Course As Passed, But Credit Was Not Received (other parts of the course have not been taken)
07 – Course Was Passed, But Credit Was Not Received (other parts of the course have been taken but not passed)
08 – Course Was Failed, But Credit Was Received (other parts of the course have been passed and credit was awarded based on the grades in those parts)
09 – Course Work Is Incomplete And No Credit Has Been Awarded
10 – Course Was Passed, But Credit Was Not Received (course had previously been passed, and was repeated for better mastery)
11 – Course Was Failed And No Credit Was Received – Third occurrence this school year
12 – Course Was Passed, But Credit Was Not Received Due To Excessive Absences Third occurrence this school year
13 – Non-High School Course Passed
14 – Non-High School Course Failed

 

14.3.4.EOC Summary #

STAAR EOC Summary Report

The STAAR EOC Summary Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR EOC Data File.

Data Source (Test Subject)
Year
Grade Level
Administration (Month)
Teacher
Language
Test Version
Accommodation (Default is All Students regardless of accommodation)

The returned summary report will break down the tested results by reporting category and demographic status just like the TEA released summary report.

Each item in this report can be drilled down from the aggregate level to the student level.

 

14.3.5.EOC Analysis #

STAAR EOC Analysis Report

The STAAR EOC Analysis Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR EOC Data File.

Data Types (Defaults to District)
Data Source (Test Subject)
Year
Grade
Campus (Defaults to All)
Teacher
Language
Percent (Determines returned values heat map baseline)
Test Version
Report Type ( Described below for each item)

 

Report Type 1: Reporting Categories

STAAR EOC Analysis Report
This report provides district and campus level summary reports aggregated by Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP

 

 

Report Type 2: Content Student Expectations

This report provides district and campus level summary reports aggregated by Content Student Expectation within each Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP. For detailed information on CSE users can click on the hyperlinked CSE column value and a pop-up window will provide the CSE reported value.

     

 

Report Type 3: Individual Items

This report provides district and campus level summary reports aggregated Item Number within each Reporting Category for all students, broken down by ethnicity as well as SPED, Eco Dis and LEP. For detailed information on CSE users can click on the hyperlinked CSE column value and a pop-up window will provide the CSE reported value.

14.3.6.Achievement vs. Growth Matrix #

Achievement Vs. Growth

The STAAR EOC Achievement Vs. Growth Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR EOC Data File.

Subject (Test Subject)
Year
Grade
Campus
Version (Test Version)
Admin Month
Teacher
Ethnicity
Special Population (Optional defaults to no selection)

Achievement Vs. STAAR Growth Matrix

The Achievement vs. STAAR Growth Matrix report displays a matrix of Student Performance Level by STAAR Growth. Students are listed in the matrix depending on where how they performed on the assessment.

Students scale score will be provided in parenthesis and a ‘+’ value may be provided as well to display how many more scale score points the student needed to achieve the next growth level.

Note; In Order for the system to calculate the points needed for the student to move to the next level the user must run the report for a specific grade level. There must also be data present for each of the following fields, subjectyearscale score and language. If any of these fields are blank in the data file the system cannot calculate the needed points.

14.3.7.All Students who took STAAR EOC #

All Students Who Took A STAAR Exam

This report looks across all uploaded STAAR files that have been uploaded into the file center and provides a list of the highest achieved scale score in each subject by student for a selected year.

This report does not look across by cohort year.

 

14.3.8.Cumulative Performance Analysis #

STAAR EOC Cumulative Performance Analysis Report

This list evaluates every administrated testing file that has been uploaded to the file center and displays the Pass/Fail indicator as well as the highest scale score the student has achieved within that given subject up to the filtered year selected. The Pass/Fail status is determined by the yearly data file format location of met or not met.

Results can be filtered by year, number of tests failed and by focus list.

 

14.3.9.Students Met Standard Counts #

STAAR EOC Students Who Met Standard Counts

This report provides a list all students who have been reported in the Fall PEIMS submission of the selected year and who are eligible to take an EOC exam. (Grades 7 and up).

0=Failed EOC Exam,
1=Passed EOC Exam,
Blank = Test not taken.

E1=English 1
E2=English 2
A1=Algebra 1
B1=Biology
US=US History
Total Passed test

14.3.10.Frequency Distributions #

STAAR EOC Frequency Distribution Report

The STAAR EOC Frequency Distribution Report requires that the user enter the following initial criteria prior to the report being run. All query criteria entered is generated from the uploaded STAAR EOC Data File.

Subject (Test Subject)
Year
Grade
Campus
Version (Test Version)
Admin Month
Language (Defaults to English)
Test Admin Mode (Paper/Online)
Ethnicity (Defaults to All)
Special Population (Optional / Defaults to No Selection)

 

This report provides a graphical representation of your results by scale score and includes watermark indicators that show the approaches, meets and masters levels within the displayed scale score values. Additionally, each bar charted graph can be clicked on to take the user to the student list view or the graphically represented scale score aggregate.

 

14.3.11.Test Administered #

STAAR EOC Test Administered

The STAAR EOC Test Administered allows users to view all student assessment results by teacher of record. This field creates an association between the PEIMS files uploaded into the file center by course ID code.

Once the retrieved list has been populated the listed results can then be further filtered by all listed items

Raw and Scale score values can use the values of greater than, less than or equal (>,<,+)  to further refine their search.