tsds peims fall submission 2018 - data processing fall peim… · 2018/10/11 13:06 9 tsds peims...

TxEIS State Reporting

2018/10/11 13:06 I TSDS PEIMS Fall Submission 2018

TSDS PEIMS Fall Submission 2018


2018/10/11 13:06 II TSDS PEIMS Fall Submission 2018


2018/10/11 13:06 III TSDS PEIMS Fall Submission 2018

Table of ContentsPrerequisites 1 ................................................................................................................................. Checklist Overview 2 ....................................................................................................................... Before You Extract Data 2 ..............................................................................................................

Create 042 - Responsibilities - From Campus/Period to Minutes crosswalk: 6 .............................. Create 043 - Responsibilities - From Campus/Service ID to Minutes crosswalk: 8 ........................ Create 044 - PE Responsibilities - Campus/Crs/Sec crosswalk: 8 ..................................................

Verify Master Schedule Data 10 .................................................................................................... Grade Reporting 10 ......................................................................................................................

Verify TxEIS Student Data 19 ......................................................................................................... Common Elements 19 .................................................................................................................. Graduation Plan 20 ....................................................................................................................... Registration 22 ............................................................................................................................. Special Education 54 ....................................................................................................................

Verify TxEIS Business Data 60 ....................................................................................................... Finance 60 .................................................................................................................................... Human Resources 62 ....................................................................................................................

Extract or Import Data 71 ............................................................................................................... After you Extract Data 91 ...............................................................................................................


2018/10/11 13:06 IV TSDS PEIMS Fall Submission 2018


2018/10/11 13:06 1 TSDS PEIMS Fall Submission 2018

TxEIS State Reporting - PEIMS TSDS FallSubmission 2018

The TxEIS State Reporting application provides programs to extract the appropriate data for eachcollection from the TxEIS Business and Student systems. These programs are reviewed andmodified annually, per the published Texas Education Data Standards (TEDS), to ensure that thedata extracted to the district database is as accurate as possible. The extracts provide many of theedits as defined in the TEDS.

The PEIMS fall Submission (Submission 1) includes program data for organization, staff, budget,shared service arrangement, and student enrollment and program data records as of (andincluding) the fall snapshot date.

The extract programs create the appropriate records in the district database, taking into accountthe school-start window and the fall snapshot date. The as-of-status code is automaticallygenerated for each student record.

Staff data can be extracted from the Business system, the Student system, or both.

For a complete list of extract rules and edits for 2018-2019, seehttp://castro.tea.state.tx.us/tsds/teds/2019A/teds-ds5.pdf.

Prerequisites

Prerequisites:

Ensure that TxEIS is up to date on all PCs for all users who will be working on the fallsubmission.

Verify that all roles and users are correct in TxEIS Security Administration.

All staff responsible for extracting data must coordinate activities with each other. This isespecially important when deleting data from the frozen file, extracting data, and manuallyentering data.

NOTE:

If the district does NOT have a pay date row on Human Resources > Tables > Pay Dates wherethe Begin Date is after the School Start Window (SSW) Date, the district is consideredStudent-only for that school year.

If the district does NOT have a student enrollment record for the school year, the district isconsidered Business-only for that school year.

http://castro.tea.state.tx.us/tsds/teds/2019A/teds-ds5.pdf



Checklist Overview

Checklist Overview:

❏ Verify and update TxEIS State Reporting options.

❏ Clear all previous data.

❏ Build and update crosswalk tables.

❏ Verify data in TxEIS (Master Schedule, Student, and Business).

❏ Extract the data. Or, import data from an external file.

❏ Update frozen Organization data as needed.

❏ Update extracted fall data as needed.

❏ Run fall extract reports, and verify report data.

❏ Create the State Reporting Interchanges xml file.

Before You Extract Data

Verify State Reporting options.

State Reporting > Options

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Verify that the following is set correctly:

Submission Year For the 2018-2019 school year, the field must be set to 2019.As-of Date For the 2018-2019 school year, the as-of date is October 26,

2018.School Start Window(SSW) Date

For the 2018-2019 school year, this date is September 28, 2018.This is the closing date for the window.

Verify that generic codes are properly set for all applicable generic programs. These codesshould exactly match the codes on Registration > Maintenance > District Profile >Generic Ent/Wd Program Codes.

Click Save.

Clear data from the previous year.

State Reporting > Utilities > Delete/Clear Tables

Prior to extracting any data, all previous fall submission data must be cleared. The Delete/ClearTables utility allows you to delete all selected previous year data from the frozen file. Use thisutility very carefully.

IMPORTANT:Be sure all activities are coordinated so that one group’s data is not inadvertently

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overwritten. For example, if the Budget office has already created its file and updated thefrozen files, their data will be deleted if this utility is run for the fall submission.

Do not delete Responsibilities or Staff Type 3 data if you are still working on themaintenance pages.

Organization data is manually updated and should not be deleted.

Select the Fall Collection group box heading which will select all check boxes in that1.group.

CAUTION! Do not select to delete Student Data if the student data for classroomresponsibilities has already been extracted.

Click Delete.2.

You are prompted to confirm that you want to delete the records.3.

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Click OK. The records are deleted.

Build and update crosswalk tables.

Crosswalk tables allow you to define periods and service IDs and used to calculate monthlyminutes. Using crosswalks is recommended, particularly for campuses that use a modifiedblock schedule.

Crosswalks are retained from year to year. If tables exist from prior years, ensure that theyare up to date.

Crosswalk tables must be created or updated before they are used. The service ID andperiod at the campus must be unique in the table. You can only create one record perperiod per campus in each crosswalk table, and you can only create one record perservice ID per campus in each table.

If you use crosswalk tables to calculate instructional minutes, leave the Time Beginand Time End fields blank on Grade Reporting > Maintenance > MasterSchedule > Campus Schedule > Section for each section at the campus. When thefields are blank, the crosswalk tables are used.

You can enter Time Begin and Time End for some sections and leave others blank.The staff responsibility extract will always use data from the section record if it exists,even if a crosswalk exists.

If the Time Begin and Time End fields are blank, the extract program looks at theResponsibilities - From Campus/Service ID to Minutes crosswalk. If that crosswalk isblank, the program looks at the Responsibilities - From Campus/Period to Minutescrosswalk.

The monthly minutes value is calculated as follows:

(Number of minutes of the class (period)) x (number of days in the week the classmeets) x (Number of weeks in the month the class meets)

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Examples:

A class taught for one hour every day:

(60 minutes of the class) x (5 days per week) x (4 weeks per month) = 1200

A class taught for one hour three times per week:

(60 minutes of the class) x (3 days per week) x (4 weeks per month) = 720

Note that four weeks per month is the default, because there are generally four weeksprior to the fall snapshot date.

Build any necessary crosswalk tables. For Fall submission, the following tables can be used:

Budget:

040 - From Org to Org045 - Fund/SO to Prog046 - Fund to Fund047 - Obj to Obj048 - Func to Func049 - Funds to Omit055 - Fund/Func/SO to Prog056 - Fund to Prog069 - Fund/Prog to Prog

Staff:

042 - Responsibilities - From Campus/Period to Minutes043 - Responsibilities - From Campus/Service ID to MinutesNEW: 044 - PE Responsibilities - Campus/Crs/Sec (not available for Business-onlyusers)

State Reporting > Crosswalks

Create 042 - Responsibilities - From Campus/Period to Minutescrosswalk:

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In the Crosswalk Table field, select 042-Responsibilities - From Campus/Period to1.Minutes.

Any existing data is displayed. Add and delete data as needed.2.

In the From field, type the three-digit campus ID and a two-digit period (e.g., forcampus 001 and period 01, type 001/01).

In the To field, type the monthly minutes value. Zero-fill the value to five digits(e.g., 000940).

Click Save.3.

Block Schedule Example (A/B bell schedule):

A Day: Periods are 1-4. In weeks 1 and 3, classes meet 3 days per week. In weeks 2 and 4,classes meet 2 days per week.

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B Day: Periods are 5-8. In weeks 1 and 3, classes meet 2 days per week. In weeks 2 and 4,classes meet 3 days per week.

Classes are 85 minutes each day.

Monthly minutes calculation:

(85 x 3 days x 2 weeks) + (85 x 2 days x 2 weeks)

85 x 5 x 2 = 850 minutes

Create 043 - Responsibilities - From Campus/Service ID to Minutescrosswalk:

In the Crosswalk Table field, select 043-Responsibilities - From Campus/Service ID to1.Minutes. Click Retrieve.

Any existing data is displayed. Add and delete data as needed.2.

In the From field, type the three-digit campus ID and the service ID (e.g.,101/02010000).

In the To field, type the monthly minutes value. Zero-fill the value to five digits(e.g., 04800).

Click Save.3.

Create 044 - PE Responsibilities - Campus/Crs/Sec crosswalk:

NOTE: This crosswalk is not used for Business-only districts whose responsibility records

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come from Human Resources, or if PE service IDs are not used for PE courses, or if your PEservice ID courses do not have students. All other districts should use this crosswalk.

In the Crosswalk Table field, select 044-PE Responsibilities - Campus/Crs/Sec.1.

The first time you access the page, there will be no rows displayed. Click Create.2.

A list of course-sections associated with physical education (PE) service IDs is listed. Thislist is predefined and cannot be changed.

The From column lists course-sections in the campus-course-section format, where:The first three digits are the campus ID.The next digits are the course number, which may contain between four and eightdigits.The last two digits are the section number.The course-sections are for semester 1.

For the Teacher of Record for each course-section listed, enter the following information3.for the four weeks in October that include the last Friday in October:

In the Day Week 1-4 fields, type the number of days in which the employeeprovides physical education instruction each week at the campus. Valid entries areone digit between 0-5.

In the Mins Week 1-4 fields, type the number of minutes the employee providesphysical education instruction each week at the campus. Valid entries are up to fourdigits between 0-1800.

Click Save.4.

Click Print to print the data displayed.5.

If new PE responsibilities records are found the next time you access the page, the6.Create button will be replaced with the Refresh button. Click Refresh to add new

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records to the grid.

NOTE: You cannot delete data row by row. You must click Delete to delete all rows on thepage. Then, click Create to populate the page with PE course-sections. Then, you can re-enter all data.

WARNING: If you click Delete, all rows are deleted.

Verify Master Schedule Data

Verify TSDS data in the district and campus master schedules. This data must be correct to ensurethat Career & Technical Education, Staff Responsibilities, and other data is extracted correctly forthe fall submission. It is recommended that you run applicable reports first, and then use theGrade Reporting maintenance pages to update data where needed.

Grade Reporting

Grade Reporting > Maintenance > Master Schedule > District Schedule

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NOTE: To display the PEIMS fields in the grid, click the PEIMS heading below the grid.An arrow is displayed next to the PEIMS heading to indicate that those fields aredisplayed above.

Category: EducationOrganizationInterchange: EducationOrganizationComplex Type: Course (10070)Description: Campus course-section. The organization of subject matter and related learningexperiences provided for the instruction of students on a regular or systematic basis. This isthe course catalog of all courses offered at each school.

The following element from the Course complex type is included in the fall submission:

❏ SERVICE-ID Service ID (E0724) refers to the services supplied by staff. Verify that theservice ID corresponds to the TEKS for the course. The values for SERVICE-ID listed in CodeTable C022 include both courses and non-teaching responsibilities.

Verify that the following are correct for all courses in the district master schedule:

❏ Pop Srvd - Verify that the population served code indicates the population for which thecourse was designed. The default code is 01 (i.e., Regular students).

❏ Class Type - Verify that the code correctly indicates if the instruction for the class isprovided in a regular or non-regular classroom.

❏ Role ID - Verify that the role ID is appropriate for the course. In most cases, the code is087 (i.e., Teacher).

RUN REPORTS FOR VERIFICATION:

Data in the district master schedule can be verified by running the following reports:

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules >SGR0050 - District Master List (Grd Rpting)



SGR0050 allows you to verify that district course information is correct. Verify data in theService ID, Pop Srv, Role ID, and Class Type columns.

You can also use SGR0050 to identify service IDs in the C022 code table that are notappropriate for the CTE course. Sort the report by service ID so that all CTE courses aredisplayed together.

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules >SGR0220 - Invalid Service ID

SGR0220 compares the district course service IDs to the C022 table for the current year andidentifies any courses that have service IDs not found in the C022 table. Any courses with

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invalid service IDs are listed in the report.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section

Several fields exist on both the district and campus master schedules. These fields only needto be updated in the campus master schedule if they require different values than thedistrict master schedule.

If the field in the campus master schedule (section record) contains data, that value isextracted.

If the field is blank in the campus master schedule (section record), the district value isextracted.

Under District Information, district-level settings are displayed for your information.

NOTE: To display the applicable fields in the grid, click the Section Informationheading below the grid. An arrow is displayed next to the heading to indicate that thosefields are displayed above.

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❏ Pop Srvd - Verify the field for all course-sections.

❏ Class Type - Verify the field for all course-sections.

❏ Role ID - Verify the field for all course-sections.

The following fields must be entered in the campus master schedule (section record); theydo not exist in the district master schedule:

❏ Days (of the week), Time Begin, and Time End - Used to calculate monthly minutes forextracting staff responsibility data.

If Time Begin and Time End are blank, the crosswalk tables are used to calculatemonthly minutes, as described previously in this guide. Using crosswalks isrecommended.

If Time Begin and Time End have values, the extract uses the values whether or notthere is a crosswalk for service ID or monthly minutes. To use the crosswalks,these fields must be blank.

❏ Class Role - Verify the field for all course-sections. This value is used when extractingstaff responsibility data to identify the teacher of record.

Category: StudentInterchange: StudentEnrollmentExtensionComplex Type: CareerAndTechnicalEducationCourseExtension (40170)Description: Student career and technical education (CTE) course. The career and technicalcourse(s) in which a student in grade level 6-12 is enrolled.

Ensure that CTE is set correctly for each section meeting time, as this affects funding.

Category: StaffInterchange: StaffAssociationExtensionComplex Type: StaffResponsibilitiesExtension (30090)Description: Staff associated with their responsibilities within the LEA and/or school.

The following elements from the StaffResponsibilitiesExtension complex type are included inthe fall submission:



NOTE: For instructional staff, these records may come from staff demo record in HR orfrom the master schedule in TxEIS Grade Reporting, or both, depending on how yourdistrict is set up.

❏ SERVICE-ID Svc ID (E0724) indicates the services supplied by staff, including both coursesand non-teaching responsibilities. Responsibilities such as lunch monitoring duty orplayground supervision are not reported.

❏ NUMBER-STUDENTS-IN-CLASS Enrolled Students Sem # (E0170) is the count ofstudents in membership in the class as of the reporting date. Only the Teacher of Record isreported with this number; all other staff members are reported with NUMBER-STUDENTS-IN-CLASS as 0.

❏ POPULATION-SERVED-CODE Pop Srvd (E0747) identifies the student population for whicha service was designed or intended. It does not necessarily identify program eligibility. Onlyone code can be reported per course-section. If intent cannot be determined, use code 01(i.e., Regular Students).

❏ CLASS-TYPE-CODE Class Type(s) (E1055) is the type of class providing instruction tostudents in particular class settings and is used to differentiate classes providing instructionin a regular setting classroom from non-regular classrooms. CLASS-TYPE-CODE is based onthe INSTRUCTIONAL-SETTING-CODE reported on the staff responsibility record.

❏ CLASS-ID-NUMBER (E1056) is a 14-character, alphanumeric, district-defined ID identifyinga unique course-section that is unique for a particular school year, campus, and service ID.This unique ID is assigned to the instructor’s duties for a particular class. The class IDnumber can be repeated at a campus if multiple teachers are assigned to the same course-section. When extracting from the master schedule, the class ID number is set tothe course number (four to eight digits) + two-digit section number + one-digitsemester number + padding with zeros. Example: 0901-11-1-0000000

RUN REPORTS FOR VERIFYING DATA:

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules >SGR0110 - Master Schedule PEIMS (Grd Rpting)



SGR0110 allows you to verify that campus course information is correct at the section level.Section-level settings override district information, so ensure that the information is correct.The report also indicates invalid service IDs that must be corrected.

Grade Reporting > Reports > Grade Reporting Reports > Student Verification >SGR1600 - Career and Technology Code Verification

SGR1600 lists the students enrolled in CTE courses, equivalent TEA course numbers, andentry and withdrawal dates. You can run SGR0400 to identify students in the course, andthen compare data in SGR1600 for students enrolled in the course.

Grade Reporting > Reports > Create Grade Reporting Reports

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You can create a custom report to verify master schedule data.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor

❏ If the district has converted staff IDs (SSNs) to employee IDs, the Staff ID column will nolonger display SSNs. Employee IDs should be displayed instead. Ensure that an employee IDis displayed for all staff hired after the utility was run.

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❏ Select Excl From Fall PEIMS if the instructor should not be extracted when staffresponsibility data is extracted.


Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR0140 -Instructor List (Grd Rpting)

SGR0140 allows you to verify that staff IDs are correct.

Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR2500 -Schedule of Classes (Grd Rpting)

Be sure to run SGR2500 before staff responsibilities data is extracted. The report provides acount of students in each instructor’s class, as well as service ID and total students. You cancompare data to the database after the staff data is extracted.


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For elementary campuses:

Each student’s schedule must have at least one class in order for staff responsibilitiesdata to be extracted.

For districts that use the multi-period scheduling for elementary grade reporting, eachsubject must have a unique period (01-07). This is recommended by the TEA forclassroom linking.

Verify TxEIS Student Data

Verify data for each element in the following TxEIS Student applications. It is suggested that yourun reports first, and then use the maintenance pages in the Student applications to update datawhere needed.

Common Elements

Common elements

The following elements are used in multiple complex types for the fall submission.

❏ ORGANIZATION-CATEGORY (E1240) is the classification of the education agency according tothe level of administrative and operational control granted by the state. This is hard coded inthe program as “ESC,” “LEA,” or “School” according to the county-district number.

❏ DISTRICT-ID (E0212) is the county-district ID registered with the TEA.

❏ CAMPUS-ID (E0266) is the unique campus ID number registered with the TEA. It is the linking ofDISTRICT-ID with the campus identification number. A campus ID cannot be greater than 698. Thefirst six characters of CAMPUS-ID must match the value of the DISTRICT-ID in the LEA’sLocalEducationAgencyExtension complex type.

❏ CAMPUS-NAME (E0267) is the name of the campus registered with the TEA as of the reportingdate.

❏ CAMPUS-ID-OF-ENROLLMENT (E0782) is required for students with as-of-status codes C, E, or G.This is the campus at which the student was enrolled. The field cannot be updated from any pagein TxEIS.

As-of-status code C - Enrolled in the district within the school-start window, and not enrolledin the district on the fall snapshot date.

As-of-status code E - Enrolled in the district in the prior school year, enrolled in the district in



the current year but not within the school-start window and not on the fall snapshot date.

As-of-status code G - Not enrolled in the district in the prior school year, enrolled in thedistrict in the current year but not within the school-start window and not on the fallsnapshot date.

❏ LOCAL-STUDENT-ID (E0923) is the student’s local ID assigned by the district (optional).

❏ AS-OF-STATUS-CODE (E1002) is generated by the program during the extracts. The code isbased on the student’s current year status within the school start window (i.e., first day of schoolthru the last Friday in September) and the snapshot date (i.e., last Friday in October).

❏ COURSE-IDENTIFICATION-SYSTEM (E1089) is the system used to identify the organization ofsubject matter and related learning experiences provided for the instruction of students. This ishard coded in the program as “State Course Code.”

❏ STUDENT-IDENTIFICATION-SYSTEM (E1090) is the coding scheme used for identification andrecord-keeping purposes by schools, social services, or other agencies to refer to a student. Thisis hard coded in the program as “State” and the student’s SSN is used.

❏ TX-UNIQUE-STUDENT-ID (E1523) is the unique number assigned to a student by the TEA.

❏ FISCAL-YEAR (E0974) is the last digit of the current fiscal year for the fund (e.g., the fiscal yearis 9 for the 2018-2019 fiscal year).

Graduation Plan

Graduation Plan > Maintenance > Student > Individual Maintenance > PerformanceAcknowledgement



Category: StudentInterchange: StudentExtensionComplex Type: StudentExtension (40100/49010)Description: Student ID and demographics. Represents a student for whom instructionand/or services are provided in an elementary, secondary, or post-secondary educationalprogram under the jurisdiction of an LEA.

The following element from the StudentExtension complex type is included in the fallsubmission:

❏ ASSOCIATE-DEGREE-INDICATOR-CODE Associate Degree (E1596) indicates if thestudent earned an associate degree prior to graduation from high school.

NOTE: For last year’s graduates, the ASSOCIATE-DEGREE-INDICATOR-CODE can only beupdated on State Reporting > Maintenance > Fall > Student > Demographic in theAssociate Degree field. Note that if you re-extract fall student data, the data on theState Reporting maintenance page will be overwritten with any data in the historicalgraduation plan and will need to be re-entered.

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Registration

Registration > Maintenance > Student Enrollment > Demo1


The following elements from the StudentExtension complex type are included in the fallsubmission:

❏ FIRST-NAME Name - First (E0703) is the student’s legal first name. Do not use an initialunless an initial is the legal first name.

❏ MIDDLE-NAME Name - Middle (E0704) is the student’s legal middle name as shown onthe identification documentation used for school enrollment. If the student has no middlename, the field must be blank. The middle name can be reported as blank for students onlywhen the student does not have a middle name on his identification documentation. Do notuse text such as NONE or NA.

❏ LAST-NAME Name - Last (E0705) is the student’s legal last name.

❏ GENERATION-CODE Name - Gen (E0706) is the suffix attached to the student’s name.The field can be blank. The field must be blank if the student does not have a generationsuffix on his name based on the identification documentation used for enrollment at thecampus.

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❏ STUDENT-ID SSN (E0001) is the student’s SSN or state-approved alternate ID. The firstcharacter of the ID must be S or 0-8.

❏ SEX-CODE Sex (E0004) indicates the student’s gender.

❏ DATE-OF-BIRTH DOB (E0006) is the month, day, and year of the student’s birth.

❏ HISPANIC-LATINO-CODE Hispanic/Latino (E1064) indicates a person of Cuban, Mexican,Puerto Rican, South or Central American, or other Spanish culture or origin, regardless ofrace.

❏ WHITE-CODE White (E1063) indicates a person having origins in any of the originalpeoples of Europe, the Middle East, or North Africa.

❏ BLACK-AFRICAN-AMERICAN-CODE Black/African American (E1061) indicates a personhaving origins in any of the black racial groups of Africa.

❏ ASIAN-CODE Asian (E1060) indicates a person having origins in any of the originalpeoples of the Far East, Southeast Asia, or the Indian subcontinent.

❏ AMERICAN-INDIAN-ALASKA-NATIVE-CODE American Indian/ Alaskan Native (E1059)indicates a person having origins in any of the original peoples of North and South America(including Central America), and who maintains a tribal affiliation or community attachment.

❏ NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE Hawaiian/Pacific Isl (E1062) indicates aperson having origins in any of the original peoples of Hawaii, Guam, Samoa, or other PacificIslands.

❏ ADA-ELIGIBILITY-CODE Elig Code (E0787) is the student’s level of membership andAverage Daily Attendance eligibility as reflected in the district’s attendance accountingrecords. See Section 3 of the Student Attendance Accounting Handbook for moreinformation.

❏ ECONOMIC-DISADVANTAGE-CODE Eco Disadvan (E0785) is the student’s economicdisadvantage status at the time of enrollment. The status may be derived from NationalSchool Lunch Program (NSLP) indicators such as family income or eligibility for free orreduced meals.

❏ MILITARY-CONNECTED-STUDENT-CODE Military Connected (E1529) indicates a PK-12student who is a dependent of a member of the United States armed forces.

❏ FOSTER-CARE-INDICATOR-CODE Foster Care (E1528) indicates if the student is in theconservatorship of the Department of Family and Protective Services (DFPS).

❏ NEW: STAR-OF-TEXAS-INDICATOR-CODE Star of Texas (E1601) indicates if the student(at least three years old) is the child of a first responder who was awarded the Star of TexasAward and is therefore eligible for free public prekindergarten (HB 357 Section 29.153).



Category: StudentInterchange: StudentEnrollmentExtensionComplex Type: StudentSchoolAssociationExtension (40110/43415)Description: Campus enrollment and withdrawal. The school(s) in which a student is enrolledand/or withdrawn.

The following elements from the StudentSchoolAssociationExtension complex type areincluded in the fall submission:

❏ GRADE-LEVEL-CODE Grade (E0017) is the student’s current grade level.

NOTE: Grade level accuracy is very important when reporting 9th grade entry datebecause it identifies the student’s cohort for the Accountability Completion Rateindicator, and it determines graduation type codes used for future reporting of leaverrecords upon graduation.

❏ CAMPUS-ID-OF-RESIDENCE Camp Id Resid (E0903) is the campus ID that corresponds tothe campus attendance area in which the student currently resides. The field is required forall students who do not legally reside in the district (regardless of where his parent/guardianresides), and for all students attending charter schools and JJAEPs.

All students with Elig Code 3 (i.e., Eligible Transfer - Full Day) or 6 (i.e., EligibleTransfer Half Day) must have a Camp Id Resid, and the Attribution Cd must be 06(i.e., Transfer Between Public School Districts).

A student whose current address is outside Texas must be reported with Camp IdResid 255000000, and Attribution Cd must be 07 (i.e., Out of State).

All students at a charter school must have a Camp Id Resid, and Attribution Cdmust be 01 (i.e., Open Enrollment Charter School).

All students at a JJAEP must have a Camp Id Resid, and Attribution Cd must be 02(i.e., JJAEP - Juvenile Justice Alternative Ed Program).

❏ STUDENT-ATTRIBUTION-CODE Attribution Cd (E1000) indicates students enrolled in acharter school or students who are not legal residents of the district but are served by thedistrict. Any student enrolled in a charter school or not a legal resident of the district butserved by the district cannot have Attribution Cd 00 (i.e., No Attribution Code).

Charter school students cannot have Attribution Cd 00 or 03 (i.e., PEG - Public EducationGrant).




Demo1 data can be verified by running the following reports:

Registration > Reports > Create Registration Report

Registration > Reports > Registration Reports > Program > SRG0600 - StudentSpecial Program Listing

Set the Check if At Risk Year parameter to C=Current.

Registration > Reports > Registration Reports > Program > SRG1200 - StudentStatus Changes by Program

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To verify eligibility, attribution code, and campus of residence, set the Print EnrollRecords parameter to Y, and set all other parameters to blank or N. The report is run bycampus.

Registration > Reports > Registration Reports > Student > SRG1800 - Enrollmentby District of Residence

SRG1800 provides a list of students who were enrolled during the selected attendancecycle, grouped by district of residence. Use the report to verify campus ID of residence(CIR).

The report is sorted by campus ID of residence (CIR). If the Exclude Blank District OfResidence Detail parameter is blank or N, all students with a blank CIR are listed at thebeginning of the report. Summary totals by CIR are listed at the end of the report.

Registration > Maintenance > Student Enrollment > Demo3

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❏ SSI-PROMOTION-RETENTION-CODE SSI Promotion (E1030) indicates if the student waspromoted or retained as a result of participation in the Student Success Initiative (SSI).

❏ MIGRANT-INDICATOR-CODE Migrant (E0984) indicates if the student, or the student’sparent, spouse, or guardian, is a migratory agricultural worker. LEAs identify the studentsusing their own recruitment program for self-identifying migrants, or they use the ESC co-opto identify migrants. Students coded as a migrant must provide a Certificate of Eligibility(COE).

❏ IMMIGRANT-INDICATOR-CODE Immigrant (E0797) indicates if the student is an identifiedimmigrant per Title III of the No Child Left Behind Act of 2001 (NCLB).

❏ UNSCHOOLED-ASYLEE/REFUGEE-CODE Asylee/Refugee Cd (E1076) applies only tostudents initially enrolled in grade levels 7-12 in the United States as unschooled asylees orrefugees.

❏ HOMELESS-STATUS-CODE Homeless Status Cd (E1082) indicates if the student is

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homeless and, if homeless, what his primary nighttime residence is at the time ofidentification (shelter, doubled up, unsheltered, motel/hotel). The student’s status must bedetermined upon enrollment and/or at the start of each new school year.

❏ UNACCOMPANIED-YOUTH-STATUS-CODE Unaccomp Youth Status Cd (E1084) indicatesa youth (under 21 as of September 1) who is homeless, whether in or not in the physicalcustody of a parent or guardian. The student’s status must be determined upon enrollmentand/or at the start of each new school year.

❏ EARLY-READING-INDICATOR-CODE Early Reading Cd (E1522) indicates if the student iseligible for accelerated reading instruction. This field applies only to grade levels KG-2 and isrequired for those students. For the fall submission, report the grade level reading statusbased on assessment results at the beginning of the year.

You can use the Reset Values utility to set the early reading indicator code forall students in grade levels KG-2:

Go to Registration > Utilities > Reset Values.1.

In the Item to Reset field select Early Reading Code.2.

Click Reset Values.3.

NOTES

See online Help for specific instructions for running this utility.The utility may need to be run multiple times to assign different codes to differentgroups of students.

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The following element from the StudentSchoolAssociationExtension complex type is includedin the fall submission:

❏ CAMPUS-ID-OF-ACCOUNTABILITY Campus of Account (E1027) is only required forstudents enrolled in DAEP or JJAEP on the snapshot date and is used to determineattendance and leaver accountability data. The data is extracted by the extract programonly when it is required. The CAMPUS-ID-OF-ACCOUNTABILITY cannot be a DAEP and/or aJJAEP.

Category: StudentInterchange: StudentProgramComplex Type: StudentProgramExtension (40110)Description: Student programs. Any program designed to work in conjunction with or tosupplement the main academic program.

The following element from the StudentProgramExtension complex type is included in thefall submission:

❏ CAREER-AND-TECHNICAL-ED-IND-CD Career and Technology Ind (E0031) indicates ifthe student is enrolled in a state-approved career and technical education (CTE) course asan elective, or as a participant in the district’s career and technical coherent sequence ofcourses.

For the fall submission, the code must be reported as 1 (i.e., enrolled in a course) or 2(i.e., enrolled in a coherent sequence of courses) only for students enrolled on thesnapshot date (AS-OF-STATUS-CODEs B, D, or F).

The student does not need to be enrolled in a CTE course on the snapshot date tohave code 2.

Students in grade levels 6-8 can only have code 1 if they are taking a course identifiedas a CTE course in the service ID table (code table C022). Students in grade levels6-8 cannot be reported with code 2 (Coherent Sequence of Courses).

You can use the Set Student CTE Indicators utility to automatically setthe code to 1 for 6-12 grade students based on the student’s enrollmenton the fall snapshot date:



Go to Registration > Utilities > Set Student CTE Indicators.1.

Select the campus. Select Set CTE Indicators for Fall PEIMS, and verify2.that the As-of Date field displays the last Friday of October.

Click Execute.3.

When completed, the Preview Report button is displayed allowing you to4.view a list of students whose CTE indicator was set to 1.

NOTE: Students whose CTE indicator is 2 are not updated. The indicator must bemanually updated for these students.

Category: StudentInterchange: StudentProgramComplex Type: StudentCTEProgramAssociationExtension (41169)Description: The career and technical education (CTE) program that a student participates inor receives services from.

The following elements from the StudentCTEProgramAssociationExtension complex type areincluded in the fall submission:

❏ TRANSPORTATION-CTE-SUPPORT-SERVICE Transport CTE Support Service (E0917)indicates if the economically disadvantaged student enrolled in a CTE course receivesspecial transportation services to enable the student to commence or continue career andtechnical training.

❏ DISPLACED-HOMEMAKER-CODE Displaced Homemaker (E1039) indicates an individualwho meets TEDS standards for this condition. The code is only reported for students whoreceive CTE services.

❏ SGL-PARENT-PREG-TEEN-CODE Single Parent/Pregnant Teen (E0829) indicates if thestudent in the CTE program is: 1) unmarried or legally separated from a spouse; and has aminor child(ren) for which the parent has either custody or joint custody, or 2) is pregnant.

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RUN REPORT FOR VERIFYING DATA:

Demo3 data can be verified by running the following report:


Registration > Maintenance > Student Enrollment > At Risk



❏ AT-RISK-INDICATOR-CODE At Risk (E0919) indicates if the student is currently identifiedas “at-risk” of not meeting standards or dropping out of school using state-defined criteria.Local criteria are not included in this indicator code.

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You can use the Set Student At Risk Indicators utility to set at-risk indicatorsfor the fall submission:

Go to Registration > Utilities > Set Student At Risk Indicators.1.

Select the campus, and set the As-of Date field to the last Friday of October.2.

Click Execute.3.

When the utility is run, the following PEIMS at-risk criteria fields onRegistration > Maintenance > Student Enrollment > At Risk are setor changed:

2. Did not maintain avg of 70 in 2 or more subjects (07-12)3. Not promoted for one or more school years4. Unsatisfactory performance on assessment instrument5. Pregnant/parent6. Placed in a DAEP (TEC37.006)7. Expelled (TEC37.007)11. Is in the custody or care of the DFPS or has been referredto DFPS12. Homeless

The following PEIMS at-risk criteria fields must be manually maintained:1. Unsatisfactory performance on readiness test (PK - 03)8. On parole,probation,deferred prosecution or otherconditional release9. Previous PEIMS dropout13. Residential Placement

If any of these fields are selected, the At-Risk indicator is not clearedby the utility.

The following PEIMS at-risk criteria fields are automatically set by theprogram:

3. Not promoted for one or more school years - This indicator isselected if the student did not advance from one grade level to thenext for one or more school years. (Note that grade levels EE and KGare excluded; KG must manually be entered.) If selected, the LastGrade Failed and Last Year Failed fields on the At Risk tab alsodisplay data.10. LEP - This field is selected if the student has an LEP row on theBil/ESL tab.

See online Help for additional information.




At Risk data can be verified by running the following reports:

Registration > Reports > Registration Reports > Program > SRG1500 - Student AtRisk Listing

SRG1500 is required for state compensatory audits.

You must enter a year for the At Risk Year (Ending School Year) parameter toprint district and campus cumulative counts for all indicators.

Leave the Campus ID parameter blank to obtain district cumulative counts.Campus totals are displayed at the end of each campus.

District totals are displayed at the end of the report.

Registration > Reports > Registration Reports > Program > SRG1600 - Student AtRisk Profile




(Optional) SRG1600 displays at-risk criteria per student. One page is printed per student.

Registration > Maintenance > Student Enrollment > SpecEd



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The following element from the StudentProgramExtension complex type is included in thefall submission:

❏ SPECIAL-ED-INDICATOR-CODE (E0794) indicates if the student is participating in a specialeducation instructional and related services program or a general education program usingspecial education support services, supplementary aids, or other special arrangements.

Category: StudentInterchange: StudentProgramComplex Type: StudentSpecialEdProgramAssociationExtension (41163)Description: The special education program(s) that a student participates in or receivesservices from.

The following elements from the StudentSpecialEdProgramAssociationExtension complextype are included in the fall submission:

❏ PRIMARY-DISABILITY-CODE Primary Dis (E0041) is the type of primary disability asdetermined by the Admission, Review, & Dismissal (ARD) committee and recorded in thestudent’s individualized education program (IEP).

For the fall submission, you must report this code for each special education studentwho is enrolled in school on the snapshot date.

A student’s primary disability cannot be the same as his secondary disability.

❏ INSTRUCTIONAL-SETTING-CODE Instrl Set (E0173) is the setting used in providinginstruction to students.

❏ SPEECH-THERAPY-INDICATOR-CODE Speech (E0857) indicates if the student is receivingspeech pathology/speech therapy services through the special education program in aspeech therapy instructional arrangement.

❏ REG-DAY-SCH-PROG-DEAF-CODE Regional Day School Deaf (E0833) indicates if thestudent is receiving instructional services from the regional day school program for the deaf(RDSPD).

Only one LEA can report data for an RDSPD student. If there are sending and receivingLEAs involved, an agreement should be made between the LEAs regarding which LEAwill report the data. It is recommended that the RDSPD fiscal agent report the data forstudents served, except for itinerant students. Verify the terms of the shared servicesarrangement (SSA).

If the field is set to 3 (i.e., enrolled in RDSD), you must enter the RDSD Fiscal Agent.



❏ DISTRICT-OF-RDSPD-SERVICE RDSD Fiscal Agent (E1527) is the LEA identificationnumber (i.e., county-district) of the RDSPD fiscal agent providing RDSPD services.


Special education data can be verified by running the following report:


Set the Print Special Ed Records parameter to Y, and set all other parameters to blankor N.

Registration > Maintenance > Student Enrollment > G/T


The following element from the StudentProgramExtension complex type is included in the

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fall submission:

❏ GIFTED-TALENTED-INDICATOR-CODE Gift/Talent (E0034) indicates if the student isparticipating in a state-approved gifted and talented (GT) program, as defined in 19 TAC§89.1. For the fall submission, you must report the GT status of each student who is enrolledon the snapshot date.


GT enrollment data can be verified by running the following report:


Set the Print Gifted/Talented Records parameter to Y, and set all other parameters toblank or N.

Registration > Maintenance > Student Enrollment > Bil/ESL

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❏ HOME-LANGUAGE-CODE Home Lang (E0895) is the language spoken in the student’shome, as determined by the student’s home language survey. (See 19 TAC §89.1215.)

❏ STUDENT-LANGUAGE-CODE Student Language (E1590) is the language spoken by thestudent, as determined by the student’s home language survey.

❏ LEP-INDICATOR-CODE LEP Cd (E0790) indicates if the student has been identified aslimited English proficient by the Language Proficiency Assessment Committee (LPAC), orEnglish proficient (19 TAC §89.1220), according to criteria established in 19 TAC §89.1225.

❏ PARENTAL-PERMISSION-CODE Par Perm Cd (E0896) indicates if the student’s parent orlegal guardian has approved placement of the student in the required bilingual or English asa Second Language (ESL) program. (See 19 TAC §89.1240.)

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The following elements from the StudentProgramExtension complex type are included in thefall submission:

❏ BILINGUAL-PROGRAM-TYPE-CODE BIL Type/Bilingual (E1042) indicates if the student isparticipating in a state-approved bilingual education program which is a full-time program ofdual-language instruction through the TEKS in the content areas (mathematics, science,health and social studies) in the primary language of limited English proficient (LEP) studentsand also for carefully structured and sequenced mastery of English cognitive academiclanguage development.

❏ ESL-PROGRAM-TYPE-CODE ESL Type\ESL (E1043) indicates if the student is participatingin a state-approved English as a Second Language (ESL) program.


Bilingual/ESL enrollment data can be verified by running the following reports:



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Set the Print Bilingual/ESL Records parameter to Y, and set all other parameters toblank or N.

Registration > Maintenance > Student Enrollment > Title I

Category: StudentInterchange: StudentProgramComplex Type: StudentTitleIPartAProgramAssociationExtension (41461)Description: The Title I Part A program(s) that the student participates in or receives servicesfrom.

The following element from the StudentTitleIPartAProgramAssociationExtension complextype is included in the fall submission:

❏ TITLE-I-PART-A-INDICATOR-CODE Title I (E0894) indicates if the student is participating ina program authorized under ESEA, Title I, Part A of the Improving America’s Schools Act.

If Schoolwide Title 1 is selected on Attendance > Maintenance > Campus >Campus Options (indicating campus-wide Title I), a Title I record is automaticallycreated with code 6 for all students at the campus.

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All students attending a Title I, Part A Schoolwide Program School must be reportedwith code 6.


Title I enrollment data can be verified by running the following report:


Set the Print Title I Records parameter to Y, and set all other parameters to blank or N.

Registration > Maintenance > Student Enrollment > Generic

Category: Student

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Interchange: StudentExtensionComplex Type: StudentExtension (40100/49010)Description: Student ID and demographics. Represents a student for whom instructionand/or services are provided in an elementary, secondary, or post-secondary educationalprogram under the jurisdiction of an LEA.

If the student is enrolled in the program, the Other Spc Pgms field will be set to thedistrict-defined code for the program.

For a student to be enrolled in a generic program, the program must be set up at thedistrict level on Registration > Maintenance > District Profile > Generic Ent/WdProgram Codes. Then, the program must be selected at the campus level onRegistration > Maintenance > Campus Profile > Campus Generic Ent/WdProgram Codes to make it available at the campus.


❏ T-STEM-INDICATOR-CODE (E1559) indicates if the student is enrolled in a Texas Science,Technology, Engineering, and Mathematics (T-STEM) Academy as of the snapshot date.

❏ ECHS-INDICATOR-CODE (E1560) indicates if the student is enrolled in an Early CollegeHigh School (ECHS) as of the snapshot date.

❏ DYSLEXIA-INDICATOR-CODE (E1530) indicates if a student is identified as having dyslexiaor related disorders as of the snapshot date.

❏ CRISIS-CODE (E1054) is used when a state health or weather related event impacts agroup of students, and may or may not cause a student to leave the district or campus ofresidence. A crisis event is designated by the Commissioner of Education. In TxEIS, a genericprogram code should be created for a crisis, and the student is enrolled in the program onthe Generic tab.

❏ NEW: P-TECH-INDICATOR-CODE (E1612) indicates if a student in grade level 9-12 isparticipating in the Pathways in Technology (P-TECH) Early College High School program.

❏ NEW: INTERVENTION-STRATEGY-INDICATOR-CODE (E1602) indicates if a studentparticipated in an intervention strategy at any time during the school year (TEC 26.004).

❏ NEW: SECTION-504-INDICATOR-CODE (E1603) indicates if the student received assistancethrough either an aid, accommodation, or service under Section 504 Rehabilitation Act of1973 at any time during the school year. (TEC 26.004)




Generic program data can be verified by running the following reports:


Registration > Reports > Registration Reports > Program > SRG1900 - GenericPrograms Enrollment Count

Set the Generic Special Program Code parameter to the code for the specific genericprogram. Run the report for each generic program code.

Registration > Maintenance > Student Enrollment > PK Enroll

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The PK Enroll tab is only enabled to campuses that serve grade level PK as indicated inthe grade level range specified on Registration > Maintenance > Campus Profile >Campus Information Maintenance > Control Info.

If a student transfers to a different campus within the district, you must manually createthe PK enrollment record at the new campus. You can only create PK enrollment recordsfor PK students.

Refer to the charts in the TEDS for additional information about student codes.

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The following elements from the StudentSchoolAssociationExtension complex type areincluded in the fall submission:

❏ PK-PROGRAM-TYPE-CODE PK Program Cd (E1078) is the code indicating the length of theinstructional day for the PK student.

You can use the Reset Values Utility to create PK enrollment records for all PKstudents:

Go to Registration > Utilities > Reset Values.1.

In the Item to Reset field select PK Funding.2.

See online Help for specific instructions on running this utility.

Click Reset Values.3.

❏ PRIMARY-PK-FUNDING-SOURCE PK Funding Source (E1079) indicates the primary sourceof funding for the PK student.

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❏ SECONDARY-PK-FUNDING-SOURCE PK Secondary Funding (E1080) indicates thesecondary source of funding for the PK student.


PK enrollment data can be verified by running the following report:


Set the Print PK Enroll Records parameter to Y, and set all other parameters to blankor N.

Graduates, Leavers, & No Shows:

A graduate is a student who met graduation requirements by August 31.

A leaver is a student who was enrolled at least one day at a Texas public school in grade level7-12 during the prior year and did not enroll in a Texas public school the following Fall by theend of the school start window due to a specific reason defined by the leaver reason code table(C162).

A No Show is a student who did not withdraw last year but is not attending this year.

Ensure that all data is accurate for graduates, leavers, and No Shows.

If the student has a prior year leaver tracking record only, update the existing record; donot add a new record. This record is extracted.

If the student has a current year No Show record only, update the No Show record once

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the correct code is determined. You do not need to create a record on the Prior YearLeaver Tracking page. The No Show record is extracted unless the student has a re-entrydate within the school start window.

If a student has a prior year leaver tracking record and a current year No Show record,only the leaver record is extracted. Update only the leaver record; do not add a newleaver record. Do not update the current year No Show record.

NOTE:

Leaver data is reported for all students who were in grade level 7-12 in the prior year andwere withdrawn or No Show in the current year, except for those who earned a GED,enrolled in another district in the school-start window, or were otherwise accounted for.

Graduation data is reported for all students who graduated during the prior school year,including summer graduates up through August 31.

No Show students

Registration > Maintenance > Student Enrollment > W/R Enroll

Every student who is withdrawn with Reason code 44 (i.e., No Show) willautomatically be set to code 98 (i.e., Dropout) when the fall data is extracted. If this isnot correct for the student, you must change the student’s status code from 44 to theappropriate code once the correct code is determined.

NOTE: The following withdrawal codes are also set to code 98 when the fall datais extracted: 02, 04, 08, 09, 10, 14, 15, 19, 22, 30, 44, 61, 72, 79, and 84.

The following codes are set to blank and are not extracted: 31, 33, 49, 63, 64, 80,and EP.

Any user-defined codes that do not get set to blank will be set to code 98.

If the student met graduation requirements by August 31, change the Reason codefrom 44 (i.e., No Show) to 01 (i.e., Graduated from a campus in this district or charter)and enter the student’s graduation date. It is not necessary to create a leaver recordon the Prior Year Leaver Tracking page.



Registration > Reports > Registration Reports > Withdrawal > SRG2200 -Student No Show Report

Use SRG2200 to determine the students for whom you need to update code 44. TheEnding School Year parameter should be set to the ending year of the currentschool year (i.e., 2019).

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Leaver tracking

Registration > Utilities > Create Leaver Tracking Records

This utility creates leaver tracking records for the current school year for graduates,withdrawn students, and No Show students as part of the Move to Grade Reportingprocess. Any existing leaver tracking records for the current school year are deleted.

For the for the 2018-2019 school year, type 09282018 for School Start Window (SSW)Date.

Click Create Tracking Records to run the utility.

If errors are encountered, the number of errors is displayed. Otherwise, “No LeaverTracking errors out of xxxx students” is displayed.

The Print Tracking Report button is displayed. Click Print Tracking Report toview the errors and total leaver records created.

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Registration > Reports > Registration Reports > Withdrawal > SRG1700 -Leaver Tracking Report

SRG1700 reflects the changes made when the Create Leaver Tracking Records utilityis run. It provides a list of all students to students who will potentially be reported asleavers.

Any students on this list will extracted when the fall extract is run.Review the graduation type and graduation date for all students. Note thatgraduation type code is specific by year.Refer to TEDS for additional information.

Registration > Maintenance > Prior Year Leaver Tracking

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This page allows you to add or update leaver data for prior year leavers. This data isinitially created when you run the Create Leaver Tracking Records utility. Leaverrecords cannot be deleted.

Leaver data is extracted for all students who withdraw during the school year. Thedata is extracted from the student demographic and enrollment tables during Move toGrade Reporting and saved to a leaver tracking table. In the fall of each school year,prior year leaver data is submitted to PEIMS along with No Show leaver data for thecurrent school year. The prior year leaver data is extracted from the leaver trackingtable, and current No Shows are written to the leaver tracking table when the fallPEIMS extract is run.

If a student was excluded from leaver tracking by mistake, the Prior Year LeaverTracking page can be used add the student. Use this page carefully.

NOTE: No Show leaver data, which is current year data, must be updated onMaintenance > Student Enrollment > W/R Enroll.

IMPORTANT: If you change any data for a student on the Prior Year LeaverTracking page, you must also change the data in the prior year records on theRegistration > Maintenance > Student Enrollment tabs.



Add a student to leaver tracking:

Type the student ID and click Retrieve. A message is displayed indicating that the1.student is not a leaver.

Click Yes to continue.2.

The Leaver Year field is set to the ending year of the prior school year.3.

Update data as needed.4.

Click Save.5.

Note that you cannot delete a student from leaver tracking, but you can exclude thestudent from being extracted.

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Category: StudentInterchange: StudentEnrollmentExtensionComplex Type: SchoolLeaverExtension (40203)Description: Student leavers in grade levels 7-12 during the prior school year.

The following elements from the SchoolLeaverExtension complex type are included in theFall submission:

❏ MILITARY-ENLISTMENT-INDICATOR-CODE Military Enlistment (E1589) indicates if thestudent has graduated from high school and has enlisted in the United States ArmedForces after graduation.

❏ LEAVER-REASON-CODE Withdrawal Code (E1001) indicates the reason a prior yearstudent in grade level 7-12 is not enrolled in the district during the current school year. ALEAVER-REASON-CODE is not required for students in grade levels 7-12 who wereenrolled during the prior year and enrolled in the school-start window of the current year.Students in grade levels EE-6 in the prior school year are never reported with a LEAVER-REASON-CODE.

❏ GRADUATION-TYPE-CODE Graduation Type (E0806) is the type of plan under whichthe student graduated.

❏ DATE-OF-GRADUATION Graduation Date (E0791) is the month and year the studentgraduated from high school.

❏ INDIVIDUAL-GRADUATION-COMMITTEE-GRADUATE-CODE IGC (E1562) indicateswhether a student for whom an IGC was established has graduated based on an IGCdecision.

Category: StudentInterchange: StudentEnrollmentExtensionComplex Type: StudentGraduationProgramExtension (48011)Description: Students who are pursuing or have completed a graduation program such asthe Foundation High School Program (FHSP). For the fall submission, this complex type isreported students who have graduated in the prior school year.

The following elements from the StudentGraduationProgramExtension complex type areincluded in the fall submission:

❏ FHSP-DISTING-LEVEL-ACHIEVE-INDICATOR-CODE Distinguished Coursework (E1542)indicates if the student completed the distinguished level of achievement program underthe FHSP.

❏ FIRST-POST-SECONDARY-CERTIFICATION-LICENSURE First IndustryCertification/License (E1586) is the first nationally or internationally recognizedbusiness or industry certification or license earned by a student graduate.



❏ SECOND-POST-SECONDARY-CERTIFICATION-LICENSURE Second IndustryCertification/License (E1592) is the second nationally or internationally recognizedbusiness or industry certification or license earned by a student graduate.

❏ THIRD-POST-SECONDARY-CERTIFICATION-LICENSURE Third IndustryCertification/License (E1593) is the third nationally or internationally recognizedbusiness or industry certification or license earned by a student graduate.

❏ STEM-ENDORSEMENT-INDICATOR-CODE STEM (E1544) indicates if the studentcompleted a Science, Technology, Engineering, and Mathematics Endorsement.

❏ PUBLIC-SERVICES-ENDORSEMENT-INDICATOR-CODE Public Services (E1546)indicates if the student completed a Public Services Endorsement.

❏ BUSINESS-AND-INDUSTRY-ENDORSEMENT-INDICATOR-CODE Business and Industry(E1545) indicates if the student completed a Business and Industry Endorsement.

❏ MULTI-DISCIPLINARY-STUDIES-ENDORSEMENT-INDICATOR-CODE Multi DisciplinaryStudies (E1548) indicates if the student completed a Multi-Disciplinary StudiesEndorsement.

❏ ARTS-AND-HUMANITIES-ENDORSEMENT-INDICATOR-CODE Arts and Humanities(E1547) indicates if the student completed an Arts and Humanities Endorsement.

Special Education

Special Education > Maintenance > Student Sp Ed Data > Current Year > ProgramInformation





❏ IEP-CONTINUER-INDICATOR-CODE IEP Continuer (E1564) indicates if the student is atleast 18 years old as of September 1 and has satisfied the credit requirements for highschool graduation, has not completed his individualized education program (IEP), and isenrolled and receiving IEP services.

Category: StudentInterchange: StudentProgramComplex Type: StudentSpecialEdProgramAssociationExtension (41163)Description: The special education program(s) that a student participates in or receivesservices from.

The following elements from the StudentSpecialEdProgramAssociationExtension complextype are included in the fall submission:

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❏ SECONDARY-DISABILITY-CODE Secondary Disability (E0834 ) is the secondary type ofdisability recorded in the student’s IEP.

This code is not required unless the special education student has been identified witha secondary disability code by the ARD committee.

You cannot report disability code 14 (i.e., Non-Categorical Early Childhood).

❏ TERTIARY-DISABILITY-CODE Tertiary Disability (E0835) is the third disability recorded inthe student’s IEP.

This code is not required unless the special education student has been identified witha third disability by the ARD committee.

You cannot report disability code 14 (i.e., Non-Categorical Early Childhood).

The code must be blank if SECONDARY-DISABILITY-CODE is blank.

❏ MULTIPLY-DISABLED-INDICATOR-CODE Multi Disability (E0882) indicates if the studenthas been designated as multiply disabled by the ARD committee. Not all students who havemore than one disability are multiply disabled.

A student should not be coded as multiply disabled unless it is determined by the ARDcommittee.

If a special education student is reported as multiply disabled, the student must alsobe reported with a SECONDARY-DISABILITY-CODE other than 00.

❏ CHILD-COUNT-FUNDING-TYPE-CODE Child Count Funding Code (E0832) indicates thefederal program under which the student receiving special education and related services iscounted.

Report code 0 for special education students who are not yet 3 years old on the fallsnapshot date or more than 21 years old on September 1.

Report code 3 for special education students are at least 3 years old on the fallsnapshot date and less than 22 years old on September 1.

❏ EARLY-CHILDHOOD-INTERV-IND-CODE Early Childhood Intervention (E0900) indicatesif the infant or toddler (birth through age 2 as of the fall snapshot date), is participating inthe early childhood intervention (ECI) program.

The student’s grade level must be EE.



The program must be operated by the Interagency Council on Early ChildhoodIntervention and the TEA.

❏ PRESCHL-PROG-CHLDRN-WITH-DISAB-IND-CD Preschool Program (PPCD) (E0899)indicates if the preschool student, age 3 through 5 as of the fall snapshot date, is receivingany special education and related services (including AI and VI) from the school district orcharter school in any setting or environment. Code 1 can only be reported for specialeducation students who are at least 3 and not yet 6 year old on the fall snapshot date. Allstudents receiving special education services under IDEA Part B who are ages 3-5 as of thefall snapshot date and are participating in the Preschool Program for Children withDisabilities (PPCD) program and must be coded as 1 regardless of disability or instructionalsetting.

❏ PPCD-SERVICE-LOCATION-CODE PPCD Service Location Code (E1077) indicates if thePPCD student received the majority of his special education services in a regular earlychildhood program (code table C184).

❏ ASSISTIVE-TECH-INDICATOR-CODE Assistive Technology (E0997) indicates if thestudent receiving special education and related services received, or is scheduled to receive,an assistive technology device or service during the current semester.

❏ AUDIOLOGICAL-SERV-IND-CODE Audiological Services (E0838) indicates if the studentreceiving special education and related services received, or is scheduled to receive,audiological services during the current semester.

❏ COUNSELING-SERVICES-IND-CODE Counseling Services (E0840) indicates if the studentreceiving special education and related services received, or is scheduled to receive,counseling services during the current semester.

❏ INTERPRETING-SERVICES-TYPE-CODE Interpretive Services (E1040) indicates if the deafstudent who is receiving special education and related services received, or is scheduled toreceive, interpreting services during the current semester.

❏ MEDICAL-DIAGNOSTIC-SERV-IND-CODE Medical Diag Services (E0841) indicates if thestudent receiving special education and related services received, or is scheduled to receive,medical diagnostic services during the current semester.

❏ MEDICALLY-FRAGILE-IND-CODE Medically Fragile (E0999) indicates if the studentreceiving special education and related services meets the conditions of being medicallyfragile.

❏ OCCUPATIONAL-THERAPY-IND-CODE Occupational Therapy (E0843) indicates if thestudent receiving special education and related services received, or is scheduled to receive,occupational therapy services during the current semester.

❏ ORIENT-MOBILITY-TRNG-IND-CODE Orient Mobility Trng (E0844) indicates if the studentreceiving special education and related services received, or is scheduled to receive,orientation and mobility training services during the current semester. Orientation andmobility training includes aids, methods, services, and skills which enable visually impairedindividuals to move from one place to another with confidence, safety, and purpose.



❏ PHYSICAL-THERAPY-IND-CODE Physical Therapy (E0845) indicates if the studentreceiving special education and related services received, or is scheduled to receive,physical therapy services during the current semester.

❏ PSYCHOLOGICAL-SERVICES-IND-CODE Psychological Services (E0846) indicates if thestudent receiving special education and related services received, or is scheduled to receive,psychological services during the current semester.

❏ RECREATION-IND-CODE Recreation Therapy (E0847) indicates if the student receivingspecial education and related services received, or is scheduled to receive, recreationservices during the current semester.

❏ SCHOOL-HEALTH-SERVICES-IND-CODE School Health Services (E0848) indicates if thestudent receiving special education and related services received, or is scheduled to receive,school health services during the current semester.

❏ SOCIAL-WORK-SERVICES-IND-CODE Social Work Services (E0849) indicates if thestudent receiving special education and related services received, or is scheduled to receive,social work services during the current semester.

❏ TRANSPORTATION-INDICATOR-CODE Transportation (E0851) indicates if the studentreceiving special education and related services received, or is scheduled to receive, specialtransportation services (due to his or her disability) during the current semester.

The code must be reported for all special education students who received, or arescheduled to receive, special transportation services (due to his or her disability)during the current semester.

Only one LEA can report data on for the student. If there are sending and receivingLEAs involved, an agreement should be made between the LEAs regarding which LEAwill report the data.


Special education data can be verified by running the following reports:

Special Education > Reports > Special Ed > Program > SEM0800 - PEIMS RelatedServices List

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SEM0800 allows you to verify the related services received by special education students.The As-of Date parameter must be set to the fall snapshot date.

Special Education > Reports > Special Ed > Program > SEM0850 - PEIMSVerification List

SEM0850 allows you to verify disability, speech therapy indicator, Child Count Funding, EarlyChildhood indicator, Regional Day School for the Deaf, and PPCD. The As-of Date parametermust be set to the fall snapshot date.

Special Education > Reports > Create Special Ed CY

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You can create a custom report to verify program and related services data.

Verify TxEIS Business Data

Verify data for each element in the following TxEIS Business applications. It is suggested that yourun reports first, and then use the maintenance pages in the Business applications to update datawhere needed.

IMPORTANT: Districts that do not use TxEIS Business can import data, which is described inthe next chapter. Skip this section.

Finance

Finance > Maintenance > Create Chart of Accounts

Category: FinanceInterchange: FinanceComplex Type: BudgetExtension (20030)Description: Education organization’s budget. The amount of monies allocated to be spent orreceived by an education organization as related to a specific account.

The following elements from the BudgetExtension complex type are included in the fallsubmission:

❏ BUDGET-AMOUNT (E0321) is the dollar value associated with budget financial account

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information rounded to the nearest dollar. This amount comes from the general ledger.

The following elements are extracted from the chart of accounts (Account Code field):

❏ FUND-CODE (E0316) is the fund group and specific fund (when applicable) for actualfinancial data for budget and payroll.

❏ FUNCTION-CODE (E0317) is a general operational area which groups together relatedactivities.

❏ OBJECT-CODE (E0318) is an account, transaction, or source of funds, indicating the majoraccount group to which a transaction is posted or to which the associated monies arerelated.

❏ ORGANIZATION-CODE (E0319) is the unique organizational unit within the district withwhich the account is associated. For campuses, this is the three-digit campus numberregistered with the TEA. For non-campuses, this must be one of the administrative unitsrequired in the Resource Guide, or 998 or 999.

❏ PROGRAM-INTENT-CODE (E0320) is the cost of instruction and other services directedtoward a particular need of a specific set of students, but not the demographic makeup ofthe students served.


Budget data can be verified by running the following reports:

Finance > Inquiry > General Ledger Inquiry > General Ledger Account Summary

Reports > Finance Reports > Summary/Miscellaneous Reports > FIN3000 -

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Summary General Ledger

Human Resources

Human Resources > Maintenance > Staff Demo > Demographic Information

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For the fall submission, report the following:

Staff who are employees or volunteers providing professional service as of the fallsnapshot dateContracted classroom teachers assigned to a classroom on the fall snapshot date

Exclude the following:

Staff who left employment before the fall snapshot dateStaff who have not begun employment as of the fall snapshot date

Category: StaffInterchange: StaffAssociationExtensionComplex Type: StaffExtension (30040)Description: Staff ID and demographics. An individual who performs specified activities forthe education institution or agency that provides instructional and/or support services tostudents or staff at the early childhood level through high school completion.

The following elements from the StaffExtension complex type are included in the fall

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submission:

❏ FIRST-NAME Name - Legal - First (E0703) is the person’s legal first name which mustmatch the first name as shown on the identification documentation (social security card).

❏ MIDDLE-NAME Name - Legal - Middle (E0704) is a person’s legal middle name whichmust match the middle name as shown on the identification documentation (social securitycard). If, and only if, the person has no middle name, the field must be left blank. Do not useany other text such as NONE or NA. Do not use punctuation other than a hyphen, space, orsingle apostrophe.

❏ LAST-NAME Name - Legal - Last (E0705) is a person’s legal last name which must matchthe last name as shown on the identification documentation (social security card).

❏ GENERATION-CODE Name - Legal - Generation (E0706) is the generation suffix, if any,which the person attaches to his name. If the person has no generation code, the field mustbe left blank.

❏ SEX-CODE Sex (E0004) is the person’s gender.

❏ DATE-OF-BIRTH DOB (E0006) is the month, day, and year of the person’s birth.

❏ HISPANIC-LATINO-CODE Ethnicity - Hispanic/Latino (E1064) indicates a person ofCuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin,regardless of race.

❏ AMERICAN-INDIAN-ALASKA-NATIVE-CODE Race - American Indian Alaskan Native(E1059) indicates a person having origins in any of the original peoples of North and SouthAmerica (including Central America).

❏ ASIAN-CODE Race - Asian (E1060) indicates a person having origins in any of the originalpeoples of the Far East, Southeast Asia, or the Indian subcontinent, including, for example,Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,and Vietnam.

❏ BLACK-AFRICAN-AMERICAN-CODE Race - Black African American (E1061) indicates aperson having origins in any of the black racial groups of Africa.

❏ NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE Race - Native Hawaiian Pacific Islander(E1062) indicates a person having origins in any of the original peoples of Hawaii, Guam,Samoa, or other Pacific Islands.

❏ WHITE-CODE Race - White (E1063) indicates a person having origins in any of theoriginal peoples of Europe, the Middle East, or North Africa.

Human Resources > Maintenance > Staff Demo > Responsibility



Category: StaffInterchange: StaffAssociationExtensionComplex Type: StaffResponsibilitiesExtension (30090)Description: Staff associated with their responsibilities within the LEA and/or school.

NOTE: For instructional staff, the 30090 records may come from staff demo record inHR or from the master schedule in TxEIS Grade Reporting, or both, depending on howyour district is set up.

The following elements from the StaffResponsibilitiesExtension complex type are included inthe fall submission:

❏ ROLE-ID Role ID (E0721) is the capacity in which a person serves (e.g., teacher, arttherapist, or superintendent). If a person’s actual role is not listed in code table C021,choose the closest approximation. Instructional Educational Aides are reported as role 033.

❏ SERVICE-ID Service ID (E0724) indicates the services supplied by staff, including bothcourses and non-teaching responsibilities. Responsibilities such as lunch monitoring duty orplayground supervision are not reported.

❏ POPULATION-SERVED-CODE Pop Served (E0747) identifies the student population forwhich a service was designed or intended. It does not necessarily identify program eligibility.Only one code can be reported per course-section. If intent cannot be determined, use code01 (i.e., Regular Students).

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❏ NUMBER-STUDENTS-IN-CLASS # of Students (E0170) is the count of students inmembership in the class as of the reporting date. Only the Teacher of Record is reportedwith this number; all other staff members are reported with NUMBER-STUDENTS-IN-CLASS as0.

❏ CLASS-ID-NUMBER Class ID (E1056) is a 14-character, alphanumeric, district-defined IDidentifying a unique course-section that is unique for a particular school year, campus, andservice ID. This unique ID is assigned to the instructor’s duties for a particular class. Theclass ID number can be repeated at a campus if multiple teachers are assigned to the samecourse-section. When extracting from the master schedule, the class ID number isset to the course number (four to eight digits) + two-digit section number + one-digit semester number + padding with zeros. Example: 0901-11-1-0000000

❏ CLASS-TYPE-CODE Class Type (E1055) is the type of class providing instruction tostudents in particular class settings and is used to differentiate classes providing instructionin a regular setting classroom from non-regular classrooms. CLASS-TYPE-CODE is based onthe INSTRUCTIONAL-SETTING-CODE reported on the staff responsibility record.

❏ MONTHLY-MINUTES Monthly Minutes (E1057) is the total number of minutes in a monthdevoted to a particular service. A month is generally considered to be the four weeks prior tothe fall snapshot date. The total MONTHLY-MINUTES are reported for each service. The fourweeks preceding the snapshot date must be considered to calculate the monthly minutes.Examples:

A class taught for one hour every day would report 1,200 monthly minutes (60minutes x 5 days x 4 weeks).A class taught one hour three times each week would report 720 monthly minutes (60minutes x 3 days x 4 weeks).A class taught for different amounts of time each week would be reported with acumulative monthly minute total.

NEW FOR FALL 2018: Monthly Minutes is required for counselors.

❏ ESC-SSA-STAFF-INDICATOR-CODE ESC/SSA (E1015) indicates if the ESC staffresponsibility being reported is part of a shared services arrangement for which the ESC isthe fiscal agent. This is reported by ESCs only; the field is not valid for schooldistricts.

❏ NEW: NUMBER-DAYS-TAUGHT-WEEK-1 Days Wk 1 (E1604), NUMBER-DAYS-TAUGHT-WEEK-2 Days Wk 2 (E1605), NUMBER-DAYS-TAUGHT-WEEK-3 Days Wk 3 (E1606),NUMBER-DAYS-TAUGHT-WEEK-4 Days Wk 4 (E1607) is the number of days the employeeprovides physical education (PE) instruction each week at the campus. This information iscollected for the four weeks in October that include the last Friday in October. Valid entriesare one digit between 0-7. These fields only apply to instructors who are the Teacherof Record for a course-section associated with a PE service ID.

❏ NEW: NUMBER-MINUTES-TAUGHT-WEEK-1 Min Wk 1 (E1608), NUMBER-MINUTES-TAUGHT-WEEK-2 Min Wk 2 (E1609), NUMBER-MINUTES-TAUGHT-WEEK-3 Min Wk 3



(E1610), NUMBER-MINUTES-TAUGHT-WEEK-4 Min Wk 4 (E1611) is the number of minutesthe employee provides physical education (PE) instruction each week at the campus. Thisinformation is collected for the four weeks in October that include the last Friday in October.Valid entries are up to four digits between 0-3000. These fields only apply to instructorswho are the Teacher of Record for a course-section associated with a PE serviceID.

Human Resources > Maintenance > Staff Job/Pay Data > Employment Info


The following elements from the StaffExtension complex type are included in the fallsubmission:

❏ HIGHEST-DEGREE-LEVEL-CODE Highest Degree (E0730) is the highest grade level inschool completed or its equivalent, or the highest degree received.

❏ TOTAL-YEARS-PROF-EXPERIENCE Years Experience - Professional - Total (E0130) isthe number of verifiable years of creditable experience. Only completed years ofprofessional experience (not including the current year) are counted. This is only reportedfor professional staff.

❏ YEARS-EXPERIENCE-IN-DISTRICT Years Experience - Professional - In District (E0161)is the number of completed years that a person has been employed in any professional

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position in the current district or education service center, whether or not there has beenany interruption in service.

Category: StaffInterchange: StaffAssociationExtensionComplex Type: StaffEducationOrgEmploymentAssociationExtension (30050)Description: Staff employment. The education organization an employee, contractor,volunteer or other service provider is formally associated with.

The following elements from the StaffEducationOrgEmploymentAssociationExtensioncomplex type are included in the fall submission:

❏ PERCENT-DAY-EMPLOYED Percent Day Employed (E0760) is the percentage of astandard district work day for which the employee is hired to work. For an employee oncontract, the percentage can be determined directly from the contract: full-time = 100, half-time=“050, and so on. For a non-contract employee, the percentage can be determined asfollows.

Example: The standard work day for the district is 7 hours. An employee is hired to work for4 hours per day. This data element is coded as 057 for the employee because 4/7 = .571,which is rounded down.

Employees such as cafeteria workers and bus drivers who work only a few hours each dayshould not be reported as 100 in this field. Consider the number of hours worked in relationto the standard district work day, not the job.

❏ AUXILIARY-ROLE-ID PEIMS Auxiliary Role ID (E1594) is the capacity in which a non-exempt auxiliary employee serves. This must be reported for all employees who serve in anon-professional or non-paraprofessional role. Employees reported with an Auxiliary Role IDare reported with the base pay associated with object code 6129.

NOTE: Professional and paraprofessional staff may also be reported with an AuxiliaryRole ID if they serve the LEA in a non-professional or non-paraprofessional role. Aclassroom teacher (Role ID 087) who also drives a bus route for the school wouldrequire an Auxiliary Role ID to be reported. In this case, the employee would have atleast two payroll accounting entries: one with object code 6119, and one with objectcode 6129.

Because there may be duplication between Role ID and Auxiliary Role ID, the districtmust use its discretion in determining if the employee is serving in a professional ornon-professional capacity.



Human Resources > Maintenance > Staff Job/Pay Data > Job Info


The following element from the StaffExtension complex type is included in the fallsubmission:

❏ STAFF-TYPE-CODE Pay Type (E1073) indicates if the staff person is on the district payrollor is a contracted instructional staff person. All staff working at a public school must bereported to the TEA for the fall submission.

Category: StaffInterchange: StaffAssociationExtensionComplex Type: StaffEducationOrgEmploymentAssociationExtension (30050)Description: Staff employment. The education organization an employee, contractor,volunteer or other service provider is formally associated with.

The following element from the StaffEducationOrgEmploymentAssociationExtension complex

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type is included in the fall submission:

❏ NUMBER-DAYS-EMPLOYED Calendar/Local Info - # of Days Empld (E0160) is the actualnumber of at-work days within the school year the person is scheduled to work in thedistrict. This number does not include holidays, weekends, and any other days the employeeis not scheduled to work. If a person does not work the same amount of days as shown onthe contract (e.g., the person does not begin work at the start of the school year), the actualnumber of days the employee will work must be reported.

If a workday calendar is set up on HR > Tables > Workday Calendars, the # ofDays Empld field is set according to the selected calendar using the Begin Date andEnd Date fields.If a calendar is not set up, the # of Days Empld field should be manually entered.

HRS1250

Human Resources > Maintenance > Staff Job/Pay Data > Distributions

Category: Staff

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Interchange: StaffAssociationExtensionComplex Type: PayrollExtension (30060)Description: Staff pay. The sum of the financial transactions to date for employeecompensation. An “employee” who performs services under the direction of the employinginstitution or agency, is compensated for such services by the employer, and is eligible foremployee benefits and wage or salary tax withholdings.

The following element from the PayrollExtension complex type is included in the fallsubmission:

❏ PAYROLL-AMOUNT Amount (E0425) is the dollar value that is paid to a staff member for agiven payroll activity per year, rounded to the nearest dollar.

PAYROLL-ACTIVITY-CODE Activity Code (0424) is the types of duty for which a staffmember receives salary, salary supplements, or bonuses. It does NOT include fringe benefitssuch as group health and life insurance, workmen’s compensation, sick leave, and othersunder OBJECT-CODE 6140.

The following are extracted from the Account Code field:

❏ FUND-CODE (E0316) is the fund group and specific fund (when applicable) for actualfinancial data for budget and payroll.

❏ FUNCTION-CODE (E0317) is a general operational area which groups together relatedactivities.

❏ OBJECT-CODE (E0318) is an account, transaction, or source of funds, indicating the majoraccount group to which a transaction is posted or to which the associated monies arerelated.

❏ ORGANIZATION-CODE (E0319) is the unique organizational unit within the district withwhich the account is associated. For campuses, this is the three-digit campus numberregistered with the TEA. For non-campuses, this must be one of the administrative unitsrequired in the Resource Guide, or 998 or 999. Conversions must be made prior to reportingto TEA.

Extract or Import Data

Extract fall data.



CAUTION: Each time you extract data, you overwrite the data in the frozen files (i.e., StateReporting maintenance pages), including any data that was manually entered.

For a complete list of extract rules and edits for 2018-2019, seehttp://castro.tea.state.tx.us/tsds/teds/2019A/teds-ds5.pdf.

Budget extract:

State Reporting > Extracts > Fall > Finance Budget

The Fall Budget Extract page extracts data for the FinanceExtension interchange.

Method DeleteALL andAdd

(Recommended) Select to delete all existing data for thisfiscal year from the State Reporting tables before extractingand adding new data to the State Reporting tables.

Add New Select if you are re-extracting data. This option adds data tothe State Reporting tables.

CAUTION: If any Finance data exists in the State Reportingtables for this fiscal year; there is a risk of duplicating data ifthis option is selected.

http://castro.tea.state.tx.us/tsds/teds/2019A/teds-ds5.pdf

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Year 1Year 2

AcctPeriod

Select the beginning accounting period for the 1st year and 2ndyear. The number corresponds to the month in which the fiscalyear begins (e.g., 9 for September).

Thru Select the ending accounting period for the 1st year and 2ndyear. The number corresponds to the month in which the fiscalyear ends (e.g., 8 for August).

FiscalYear

Select the ending year of the fiscal year for the 1st fiscal yearand 2nd fiscal year.

For the 2018-2019 school year, select 9.Leave the Year 2 fields blank unless your fiscal year is September thruAugust and you opened federal funds in July.

CrosswalkOptions

Select Replace 00 in 6XXX with 99.

Select Crosswalk 046 if locally defined funds exist in your budget/finance.

Select any other crosswalk tables you are using. The crosswalk tables mustbe built prior to running the extract.Crosswalk 049 Select to omit a specific fund from the fall submission.Crosswalk 045 Select to convert a specific fund/subobject combination

to a program code.Crosswalk 046 Select to convert one fund code to another fund code.Crosswalk 047 Select to convert one object code to another object

code.Crosswalk 048 Select to convert one function code to another function

code.Crosswalk 055 Select to convert a specific fund/function/subobject

combination to a program code.Crosswalk 056 Select to convert a specific fund code to a program

code.Crosswalk 069 Select to convert a specific fund/program combination

to a program code.Crosswalk 040 Select to convert one organization code to another

organization code.Replace 00 in6XXX with 99

Select to replace program intent codes 00 in 6XXX with99, provided the function code is not equal to 11.

Click Run to extract the selected records. A message is displayed indicating thatthe extract is complete.

Click Save to write the records to TxEIS State Reporting tables.

IMPORTANT! You must click Save to add the budget data to the frozen files. If

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you do not click Save, you will need to re-extract the data.

Print View the report.Review the accuracy of the budget data. Finance budget codes are listed on theleft, and the collapsed PEIMS records are listed on the right.

WARNING! If you navigate away from the extract page, the Print button will nolonger be available.

NOTE: Data can be re-extracted, but you will overwrite any existing data in thefrozen files when you click Save, unless you select Add New under Method whenre-extracting data.

Staff extract:

If you will be manually entering the staff responsibility data on the TxEIS State Reportingmaintenance pages, skip the following steps.

Import Staff Data (for Student-only Districts)

Districts that do not use TxEIS Business applications can import basic staff demographicdata to be used for the TSDS Staff Interchange records (i.e., to join the unique staff IDwith a teacher/staff record). The import adds “non-employee” data to HR that will be readby the extract, along with data from TxEIS Grade Reporting. This utility must be runbefore running the staff extract.

State Reporting > Utilities > Import Staff File

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File layout

The utility accepts data from a comma-delimited text or CSV file (e.g., provided by a third-party business application vendor) and inserts the records into HR tables which allows youto maintain this data in the TxEIS TSDS application.

The file must only contain the following five columns, comma delimited, and values mustbe inserted in this order:

Field ValidationUnique staff ID Must be ten digits.

Staff ID/SSN

Required.First character must be S or 0-8.First three characters must not be 000.Middle characters (3rd-4th digit) must not be 00.Last four characters must not be 0000.First seven characters must not be same.

Last Name RequiredFirst Name RequiredMiddle Name RequiredGender One character (M or F)

Example:

0133884198,24646664,Bacon,Jason,Donald,M0133884199,24646665,Hannover,Renee,Keen,F0133884189,24646663,Nimitz,Clark,Mason,M0133884179,24646662,Hernandez,Joe,Lee,M

File Click Browse to locate and select the file to import.

Click Import.

The results of the import are displayed, including a count of records with errors, and totalrecords read, updated, and imported.

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Print Report Print the error report. If errors occurred, the line number in the file willcorrespond to the record that caused the error.

Before Extracting Staff Data:

❏ Verify and correct data in the master schedule as described in the Verify MasterSchedule Data section of this guide.

❏ Ensure that all inactive employees have a termination date entered (Termination -Date and Reason fields on Human Resources > Maintenance > Staff Job/Pay Data> Employment Info). If the Reason field is blank, the employee is not extracted.

❏ Ensure that all Type 3 (hourly) employees have one of the following:

A payroll activity code with a budget number and estimated amount (EstimatedAnnual Salary (Hourly Employees Only fields on Human Resources >Maintenance > Staff Job/Pay Data > Employment Info)

An annual salary (Human Resources > Maintenance > Staff Job/Pay Data >Job Info)

The fall Staff Extract page will extract data for the StaffAssociationExtension interchange,including staff demographic, payroll accounting, and responsibility data from the masterschedule and the Human Resources (HR) application. You can extract subsets of data,multiple times. You can extract from HR only, master schedule only, or both at the sametime.

Districts with contracted instructional staff serving as classroom teachers (i.e., PEIMS type3) will also enter data on TxEIS District Administration > Maintenance > Non-Employee.

NOTE:

When extracting from the master schedule, class ID is set to the course number (fourto eight digits) + two-digit section number + one-digit semester number + paddingwith zeros.

Class ID is only repeated if more that one instructor is assigned to the samecourse-section (e.g., assistant or support teacher).

If Class Type is blank in the district master schedule, the extract will use 01 -Regular.



Monthly minutes are determined as follows:

If Time Begin and Time End on Grade Reporting > Maintenance >Master Schedule > Campus Schedule > Section contain values, monthlyminutes are calculated from the begin and end times, days of week, and weeksof month code.

If Time Begin and Time End are blank, monthly minutes are set to the valuein the Campus/Service ID crosswalk table.

If Time Begin and Time End are blank and the Campus/Service ID crosswalktable does not exist, the monthly minutes are set to the value in theCampus/Period crosswalk table.

If Time Begin and Time End are blank and neither the Campus/Service IDcrosswalk table nor the Campus/Period crosswalk table exist, an error messageis displayed.

See the Verify Master Schedule Data section of this guide for more information.

If a district has responsibility data in both HR and the master schedule, and theoptions to extract from both sources are selected, the following occurs:

Existing staff responsibility records in TSDS are deleted (unless you selectedthe option to update class counts only).

Staff responsibility records are extracted from the master schedule.

Staff responsibility records are extracted from Human Resources. Only newrecords are added. If a record with the same key already exists in TSDS, therecord from HR is not written, an error is displayed the summary report for theHuman Resources record.

Extract staff data:

State Reporting > Extracts > Fall > Staff

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Ending SchoolYear

(Display only) The submission year, as entered in the SubmissionYear field on State Reporting > Options, is displayed.

PEIMS Fall As-ofDate

(Display only) The fall as-of date is displayed, as entered in the As-ofDate field on State Reporting > Options.

Under Demographic Data:

Staff DemoRecords fromHR

This option is only displayed if you have access to HR.

Select to delete all existing staff data and extract demographic datafrom HR. If selected, all existing staff records are deleted from thefollowing tables: Staff Demo and Experience, Payroll, ClassroomResponsibilities, and Nonclassroom Responsibilities.

• Staff records with pay type 1 are extracted.

• Staff records with pay type 2 or 3 are extracted if the employee statusis 1 - active professional, 2 - active auxiliary per, 3 - retired, or 8 -temporary.

• Staff records with pay type 4 are extracted if the employee status is A- long term substitute and the TRS Member Position is 02.

This option may only need to be selected the first time you extract data,unless changes in HR have occurred since the last time you extracteddata.

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Under Responsibilities:

Extractfrom GradeReporting

These option is only available if you have access to TxEIS Grade Reporting.ClassroomResponsibilitiesfrom MasterSchedule

Select to delete all existing classroom responsibilityrecords in State Reporting and extract records fromthe master schedule. The role ID and populationserved data is extracted from the campus sectionrecords. If these do not exist at the campus level,they are extracted from the district records.

If selected, you cannot select Retain ClassroomResponsibility Records; you must select one orthe other.

Update ClassCounts from MasterSchedule

(Optional) Select to update the number of studentsin the classroom responsibility records for theteacher of record (i.e., class role=01) according tothe number of students enrolled in the section onthe fall snapshot date. For teachers with class role02 (i.e., assistant teacher) or 03 (i.e., supportteacher), the number of students is set to 0.

Retain ClassroomResponsibilityRecords

Select to re-extract demographic data withoutdeleting and re-extracting classroom responsibilitydata. A district would select this option if it hasextracted responsibility records from the masterschedule, and the records are ready to submit toTEA, but the district needs to re-extract staff datafrom HR. This option is only available if you haveaccess to the HR application.

Select this option if Staff Responsibilities recordshave been extracted from either HR or GradeReporting.

Select this option if Staff Responsibilities recordsare not extracted from both HR and GradeReporting at the same time. If you do not select thisoption, previously extracted records will be deleted.

If selected, you cannot select ClassroomResponsibilities from Master Schedule; youmust select one or the other.

Use Max Seats if NoStudents Enrolled

(Optional) Select to extract the maximum numberof seats on the section record if no students areenrolled in the section. This field is used bycampuses that create responsibility records fromthe master schedule, but do not assign schedules tostudents. Leave blank if you do not want to createresponsibility records for sections with no studentsenrolled.



ExtractfromHumanResources

This data is extracted from HR for both Student and Business users. Theseoptions are only displayed if you have access to TxEIS HR.Nonclassroom responsibilities data should be entered in HR.

If the district does not use the master schedule to create classroomresponsibilities data, the classroom responsibilities data should also beentered in HR.Non-ClassroomResponsibilities

Select to delete all existing non-classroomresponsibility data in State Reporting and extractdata from Human Resources.

ClassroomResponsibilities

Select to extract classroom responsibilities fromHR. If selected, records are only added to thefrozen records; existing responsibilities are notdeleted or updated, unless:

Staff Demographic Records from HumanResources is selected and Retain ClassroomResponsibility Records is not selected, or

Classroom Responsibilities from MasterSchedule is selected.

Only role IDs with instructional responsibilities(002, 007, 015, 016, 017, 018, 021, 026, 032, 033,036, 047, and 087 (e.g., instructional aides,speech therapists, etc)) are extracted. You mustselect this option if any instructionalresponsibilities are entered in HR.

Under Payroll Data:

This section is only available if you have access to the TxEIS Business system. To use thecrosswalk tables, the tables must be built prior to extracting data.

Fiscal Year Select the ending year of the fiscal year that you are reporting. Forthe 2018-2019 school year, select 9.

Payroll Records Select to delete all existing payroll records and extract recordsfrom Payroll.

Payroll Freq Select the payroll frequency to include in the extract. Onlyfrequencies you have access to are listed.

Include Acct Type'S' Distrib Select to extract supplemental distributions (account type S).

Crosswalks:

Select any crosswalk tables you are using. The crosswalk tables must be built prior torunning the extract.

Use 80 for BlankActivity

Select to change the payroll activity code to 80 for all payrolldistribution records whose activity codes are blank.

Use 80 for LargestActivity

Select to change the payroll activity code to 80 for theemployee's largest or only payroll distribution record.

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Crosswalk 049 Select to omit a specific fund from the fall submission.Crosswalk 045 Select to convert a specific fund/subobject combination to a

program code.Crosswalk 046 Select to convert one fund code to another fund code.Crosswalk 047 Select to convert one object code to another object code.Crosswalk 048 Select to convert one function code to another function code.Crosswalk 055 Select to convert a specific fund/function/subobject combination

to a program code.Crosswalk 056 Select to convert a specific fund code to a program code.Crosswalk 069 Select to convert a specific fund/program combination to a

program code.Crosswalk 040 Select to convert one organization code to another organization

code.Replace 00 in 6XXXwith 99

Select to replace program intent codes 00 in 6XXX with 99, whenthe function code is not 11.

Click Run to extract the selected records. A message is displayed indicating thatthe extract is complete, and the Print button is enabled.

Click Print to print the report. The Print Options window opens allowing you toselect a report.

Select a report and click OK. The report opens in a new tab/window.

Summary report - Lists errors by campus then employee/teacher ID.Demo report - Lists staff alphabetically with demo and experience data.Payroll report - Lists instructors by staff ID with activity code, account code,and amount.Responsibility report - Lists staff by ID with responsibility records.

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Correct any errors. Errors are usually caused by errors in the crosswalk, teacher file, ormaster schedule.

Student extract:

Ending School Year (Display only) The submission year, as entered in theSubmission Year field on State Reporting > Options, isdisplayed.

PEIMS Fall As-ofDate

(Display only) The fall as-of date is displayed, as entered in theAs-of Date field on State Reporting > Options.

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School Start Window(SSW) Date

(Display only) The TEA school-start window date is displayed asentered in the School Start Window (SSW) Date field on StateReporting > Options.

Generic Program forDyslexia Reporting

(Display only) The district generic program code used to trackdyslexic students is displayed, as entered in the GenericProgram for Dyslexia Reporting field on State Reporting >Options.

Generic Program forEarly College HighSchool Reporting

(Display only) The district generic program code used to trackstudents participating in the Early College High School (ECHS)program is displayed, as entered in the Generic Program forEarly College High School Reporting field on State Reporting> Options.

Generic Program forIGC Reporting

(Display only) The district generic program code used to trackstudents assigned to an Individual Graduation Committee (IGC) isdisplayed, as entered in the Generic Program for IGCReporting field on State Reporting > Options.

Generic ProgramCode forInterventionStrategy

(Display only) The district generic program code used to trackstudents participating in an intervention strategy at any time ofthe year is displayed, as entered in the Generic Program forIntervention Strategy field on State Reporting > Options.

Generic Program forPathways inTechnology

(Display only) The district generic program code used to trackstudents in grade levels 9-12 who are participating in thePathways in Technology (P-TECH) Early College High Schoolprogram is displayed, as entered in the Generic Program forPathways in Technology field on State Reporting > Options.

Generic ProgramCode for Section 504

(Display only) The district generic program code used to trackstudents who receive assistance through either an aid,accommodation, or service under Section 504 Rehabilitation Actof 1973 at any time during the school year is displayed, asentered in the Generic Program for Section 504 field on StateReporting > Options.

Generic Program forT-STEM AcademyReporting

(Display only) The district generic program code used to trackstudents participating in the Texas Science, Technology,Engineering and Mathematics (T-STEM) Initiative program isdisplayed, as entered in the Generic Program for T-STEMAcademy Reporting field on State Reporting > Options.

Default Valuesfor Prior YearLeavers

The following values are used if either the Graduation Type and/orGraduation Date field is blank on Registration > Maintenance > PriorYear Leaver Tracking:Graduation Date Type the month and year of the graduation date.Graduation Type Type the plan under which the student graduated

(e.g., 34 - Foundation High School Program).These fields must contain values if you are reporting any graduates(i.e., students with leaver code 01 - Graduate).

Email (Optional) Type your email address if you wish to receive emailnotification when the extract is complete.

Click Run. A message is displayed indicating that the extract has started.













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You can either wait for an email notification that the extract is complete, or view thestatus of the extract on Extracts > Extracts Status.

The email message is delivered to your Inbox once the extract is completed, if youentered an email address.

When your extract is complete, you can view the associated error reports fromExtracts > Extracts Status.

NOTE: You cannot maintain data on State Reporting maintenance pages whilerunning an extract; a message is displayed on all fall maintenance pages indicatingthat the extract is in progress, and the Save button is disabled.

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Extract status:

State Reporting > Extracts > Extract Status

ExtractType

Select the extract type for which you want to check job status or completion.

The list of jobs for the selected extract type is displayed, sorted by date indescending order.The data can be re-sorted.

A white triangle is displayed in the heading row next to the column by which thegrid is currently sorted. If the column is sorted in ascending order, the trianglepoints up. If the column is sorted in descending order, the triangle points down.

To re-sort data in the grid, click the underlined column heading. It will sort inascending order.Click it again to sort in descending order.

Job ID The unique ID for each job is displayed. The number is automaticallygenerated.

Job Status “In Progress,” “Failed,” or “Completed” is displayed for each job listed.

“In Progress” is displayed until the extract is complete.

Once the extract is complete, “Completed” is displayed, and the Job Endfield displays the date and time at which the extract was completed.

NOTE: Click Refresh to see the updated status.Job Start The date and time when the job was run is displayed.Job End The date and time when the job was completed is displayed.User Name The name of the person who submitted the job, according to the user ID, is

displayed.User Email The user's email address is displayed, as entered on the Extract page.


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School Year The school year for which the extract was run is displayed.

Various error reports may be displayed if errors are encountered. Review and correct allerrors.

Student records are not extracted if the following conditions exist:

Blank or invalid SSN, including 000000000

Blank Texas Unique Student ID

Invalid student record status

Duplicate SSNs (The first student encountered with the SSN is extracted; all otherswith the same SSN are not extracted.)

Verify the counts for each record type, and determine the reason for each bypassedstudent.

If students are bypassed:

a. Correct data in the student files.b. Run the Delete/Clear Tables utility to delete or clear previous data for the desiredtables.c. Re-extract the data.d. Verify the data.e. Repeat until no students are bypassed.

Stu Fall Error Summary:




Final page:

Leaver Error Summary:

Or, import data from an external file.

State Reporting > Utilities > Import External File

Some districts may update data in TSDS tables from a text flat file created outside TxEIS

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where each row in the file corresponds to a TSDS record.

The only TSDS record types available for importing are:

Organization-District (010) (10010 - LocalEducationAgencyExtension complex type)Organization-Campus (020) (10020 - SchoolExtension complex type)Finance-Budget (030) (20030 - BudgetExtension complex type)Finance-Actual (032) (20032 - ActualExtension complex type) (not used for Fall)Finance-SSA Actual (033) (20033 - SharedServiceArrangementExtension complex type)(not used for Fall)

IMPORTANT! Only these record types can be imported. All other records areskipped.

File layout

010 Records (10010 - LocalEducationAgencyExtension Complex Type):

RecordType Code

District ID DistrictName

blank Total NumSchool BoardRequests

Total CostSchool BoardRequests

Filler

E0755 E0212 E0213 E1556 E1557C042 C200

Cols 1-3 Cols 4-9 Cols 10-43 Cols44-62 Cols 63-65 Cols 66-71 Cols

72-80

020 Records (10020 - SchoolExtension Complex Type):

Input Record Type Code Campus ID Campus Name blank NSLP CodeE0755 E0266 E0267 E1591C042 C212Cols 1-3 Cols 4-12 Cols 13-46 Cols 47-65 Cols 66-69

030 Records (20030 - BudgetExtension Complex Type):

InputRecordTypeCode

DistrictID

FundCode

FunctionCode

ObjectCode

OrganizationCode

FiscalYear

ProgramIntentCode

BudgetAmount

Filler

E0755 E0212 E0316 E0317 E0318 E0319 E0974 E0320 E0321C042 C145 C146 C159 C147

Cols 1-3 Cols 4-9 Cols10-12

Cols13-14

Cols15-18 Cols 19-21 Col 22 Cols

23-24Cols25-35

Cols36-80



032 Records (20032 - ActualExtension Complex Type):

InputRecordTypeCode

DistrictID

FundCode

FunctionCode

ObjectCode

OrganizationCode

FiscalYear

ProgramIntentCode

ActualAmount

Filler

E0755 E0212 E0316 E0317 E0318 E0319 E0974 E0320 E0774C042 C145 C146 C159 C147

Cols 1-3 Cols 4-9 Cols10-12

Cols13-14

Cols15-18 Cols 19-21 Col 22 Cols

23-24Cols25-35

Cols36-80

033 Records (20033 - SharedServiceArrangementExtension Complex Type):

InputRecordTypeCode

DistrictID

SharedSvcsArrMemberDist ID

Shared-Svcs-Arrangemt-Type-Code FundCode

FiscalYear

ActualAmount

Filler

E0755 E0212 E0981 E0776 E0316 E0974 E0774C042 C049 C145Cols1-3 Cols 4-9 Cols

10-15 Cols 16-17 Cols18-20 Col 21 Cols

22-32Cols33-80

File Click Browse to select the file to import.

The first letter of the filename indicates the submission period and must be one the following in order to be imported:

F (fall)M (mid-year)S (summer)E (extended)

Once a file has been selected the Import button is enabled.

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Click Import.

When the import is complete, results are displayed, including counts of errors, records read,records skipped, and records by type.

Valid records are imported. Records marked with errors are not imported.

Correct any errors, and then run the Delete Tables utility to clear out the imported data;otherwise duplicate record errors will occur when you attempt to import a second time forthe valid records that were imported originally.

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PrintReport

Click to print the PEIMS Import External File Report.Records that resulted in an error are listed. The line number in the file corresponding tothe record that caused an error is displayed in the first column, and the record itself isdisplayed in the second column. A summary of the import is printed on the last page ofthe report.

Contact the TSDS PEIMS Coordinator at your regional education service center for furtherassistance.

After you Extract Data

Verify and update frozen organization data.1.

The following Organization data is always maintained from the maintenance pages; there isno extract, unless you used the Import External File utility.

State Reporting > Maintenance > Organization > County District

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Update data for the LocalEducationAgencyExtension complex type as needed. The following arerequired for the fall submission:

❏ DISTRICT-ID District ID (E0212)

❏ DISTRICT-NAME District Name (E0213)

❏ NEW FOR FALL 2018: ARMED-SERVICES-VOC-APT-BATTERY-INDICATOR-CODE ASVAB(E1625) indicates if a school district or open-enrollment charter school provides students ingrade levels 10-12 an opportunity to take the Armed Services Vocational Aptitude Battery(ASVAB) test or a comparable substitute.

REMOVED FOR FALL 2018: Fine Arts, Wellness and Physical Ed, Community andParental Involvement, 21st Century Workforce Devel Pgm, Second LangAcquisition Pgm, Digital Learning Environment, Dropout Prevention Strategies,Educational Pgm for GT Students, Overall Rating, Statutory Reporting and PolicyCompliance, First-Third Case Choice, Case Ratings Criteria Link, and Case RtngsCriteria Link fields.

State Reporting > Maintenance > Organization > Campus ID

Update data for the School complex type as needed. All fields are required for the fallsubmission:

❏ CAMPUS-ID Campus (E0266)

❏ CAMPUS-NAME Campus Name (E0267)

❏ NSLP-TYPE-CODE NSLP (E1591) indicates the National School Lunch Program (NSLP)participation status of the campus.

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IMPORTANT: Campus Name must match the name in the TEA Directory in AskTED.

REMOVED FOR FALL 2018: Fine Arts, Wellness and Physical Ed, Community andParental Involvement, 21st Century Workforce Devel Pgm, Second LangAcquisition Pgm, Digital Learning Environment, Dropout Prevention Strategies,Educational Pgm for GT Students, Overall Rating, Statutory Reporting and PolicyCompliance, First-Third Case Choice, Case Ratings Criteria Link, and Case RtngsCriteria Link fields.

State Reporting > Maintenance > Organization > Shared Services Arrangement

Update data for the SSAOrgAssociationExtension complex type as needed. All fields arerequired for the fall submission if you are using shared services. Create a record for each SSA inwhich the district is a party or the fiscal agent.

❏ SHARED-SVC-ARRANGEMT-TYPE-CODE Shared Services Type (E0776) is the type ofprogram or service provided by an SSA. Code table: C049

❏ FISCAL-AGENT-DISTRICT-ID Fiscal Agent District ID (E0777) is the county-district numberof the SSA fiscal agent registered with the TEA.

NOTE: For the fall submission, Shared Service Arrangements are not reported for charter

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schools.

State Reporting > Maintenance > Organization > Contracted Instructional Staff

Update data for the ContractedInstructionalStaffFTEExtension complex type as needed. Allfields are required for the fall submission. Do not include staff paid through HumanResources/Payroll.

❏ PROGRAM-INTENT-CODE Program Intent Code (E0320) is the cost of instruction and otherservices directed toward a particular need of a specific set of students, but not the demographicmakeup of the students served. This is part of the account code.

❏ TOTAL-CONTRACTED-INSTR-STAFF-FTES Total Contracted Instru Staff (E0980) is astandard measurement of the portion of professional contracted instructional staff, expressedas a multiple of the standard work day, such as 7.7 FTEs. Round up to the nearest hundredth(e.g., 9.721 FTEs is reported as 00973).

When calculating contracted instructional staff FTEs, the following items must be considered:

The percent of the day worked (number of hours worked divided by the number of workhours in the standard day),The percent of days per week worked (number of days worked divided by 5), andThe percentage of weeks worked (the number of weeks worked divided by the number ofweeks in the work year).

For example, Mrs. Ramirez is hired on a contracted instructional staff basis to teach the tuba tothree tuba players. Her contract specifies that she will work two hours each Monday and eachFriday for the entire school year. Her FTE is 0.25 (two hours worked divided by the eight hourwork day in the district) multiplied by 0.40 (two days divided by five days) multiplied by 1.0 (36weeks worked divided by the 36 week instructional year), for a reported FTE of 0.10.

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/organization/staff

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maintenance_campus_contracted_staff_fall.png?id=academy%3Afall_submission



Correct frozen data.2.

You may find extracted or merged records containing incomplete or inaccurate information.Use the TxEIS State Reporting fall maintenance pages to update and correct the data savedin the district database (i.e., frozen data). These pages provide many of the rules defined inthe TEDS to help ensure that the data entered will be accepted.

NOTE: Data on these pages is updated every time data is extracted, including data thatis manually entered.

See online Help for information about each field.

Correct Budget data.

State Reporting > Maintenance > Fall > Finance Budget

Update data for the BudgetExtension complex type as needed.

Correct Staff data.

NOTE:

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/finance

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_budget_fall.png?id=academy%3Afall_submission



Non-employee data imported from the Import Staff File utility can also bemaintained in District Admin.

If you make changes on a TxEIS State Reporting maintenance page, such aschanging a staff ID, you should verify that the change was also made in HR(Human Resources > Maintenance > Staff Demo > DemographicInformation and Human Resources > Utilities > Change Staff ID).

State Reporting > Maintenance > Fall > Staff > Demo and Experience

Update data for the StaffExtension and PayrollExtension complex types as needed.

State Reporting > Maintenance > Fall > Staff > Payroll

https://tcc-help.net/txeistest/tsds/doku.php/utilities/importstaff

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/staff/demo

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_staff_demo.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/staff/payroll



Update data for the PayrollExtension complex type as needed.

State Reporting > Maintenance > Fall > Staff > Classroom Responsibilities

Update data for the StaffResponsibilitiesExtension complex type as needed.

NEW FOR FALL 2018:

Days Wk 1-4Min Wk 1-4

State Reporting > Maintenance > Fall > Staff > Nonclassroom Responsibilities

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_staff_payroll.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/staff/class

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_staff_classroom_resp.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/staff/nonclass



Update data for the StaffResponsibilitiesExtension complex type as needed.

NEW FOR FALL 2018:

Monthly Minutes

Correct Student data.

Any student data that is updated in TxEIS State Reporting should also be updated in theTxEIS Student applications.

NOTE: Click Delete to completely delete the student from the frozen files.

State Reporting > Maintenance > Fall > Student > Demographic

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_staff_nonclassroom_resp.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/student/demo



Update data for the StudentExtension complex type as needed.

NEW FOR FALL 2018:

Star of Texas AwardP-TECH

NOTE: Campus of Enrollment should be blank unless you are reporting studentswith as-of-status codes C, E, or G.

State Reporting > Maintenance > Fall > Student > Enrollment

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_student_demo.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/student/enrollment



Update data for the StudentExtension, StudentProgramExtension, andStudentSchoolAssociation complex types as needed.

Update data for the StudentExtension complex type as needed.

NEW FOR FALL 2018:

Intervention StrategySection 504

State Reporting > Maintenance > Fall > Student > Special Ed

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_student_enrollment.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/student/specialed



Update data for the StudentSpecialEdProgramAssociationExtension complex type asneeded.

To add a special education record for a student, be sure Special Ed is selected on theEnrollment tab.

State Reporting > Maintenance > Fall > Student > Career And Technical Ed

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_student_sped.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/student/cte



Update data for the StudentCTEProgramAssociation complex type as needed.

State Reporting > Maintenance > Fall > Student > Leaver

Update data for the SchoolLeaverExtension and StudentGraduationProgramExtensioncomplex types as needed.

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_student_cte.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/doku.php/maintenance/fall/student/leaver

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/maint_fall_student_leaver.png?id=academy%3Afall_submission



Run extract reports.3.

Once you have completed the extracts, run the reports and review all data for accuracy. Ifnecessary, correct the data and rerun the reports.

Print the final reports for your records.

State Reporting > Reports > Fall

Create XML file.4.

If you are using TSDS PEIMS, the Create State Reporting Interchanges utility creates the

https://tcc-help.net/txeistest/tsds/doku.php/reports/fall

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/reports_fall.png?id=academy%3Afall_submission



Texas Student Data System (TSDS) Interchanges from the data in the TxEIS State Reportingtables. You can create all of the interchanges at once, or you can individually select theinterchange you wish to create.

You must submit the created interchanges to TSDS in the following order:

1. Education Organization - Education organizations (ESC, LEA, and Campus) and theirstructure.2. Student - Student basic information and demographics.3. StudentEnrollment - Student enrollment data for a campus.4. StaffAssociation - Exchange standard for reporting staff data.5. StudentProgram - Links students to programs.6. SharedServicesArrangementOrganization - The education organization to which anothereducation organization (fiscal agent) provides services7. Finance - The educational organization’s financial data.

State Reporting > Utilities > Create State Reporting Interchanges

Collection Select the submission period.

For example, select Fall1 if this is the first fall submission. If you areresubmitting fall data, select Fall2.

Ending SchoolYear

(Display only) The submission year, as entered in the Submission Yearfield on State Reporting > Options, is displayed.

The interchanges are listed according to the Collection field.

Select All Collection Interchanges (e.g., All Fall Interchanges) to create allinterchanges for the selected collection period.Or, select the individual interchange you want to create.

https://tcc-help.net/txeistest/tsds/doku.php/utilities/createinterchanges

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/screenshots/utility_create_interchange.png?id=academy%3Afall_submission




SelectedStudents

The field is enabled if you selected all interchanges or a student-relatedinterchange. Type or click to select the students for whom you want to createan interchange. Separate multiple students (Texas unique student IDs) with acomma (e.g., 6895409515,1628657282,2986961713). Leave blank to select allstudents.

SelectedStaff

The field is enabled if you selected all interchanges or a staff-related interchange.Type or click to select the employees for whom you want to create aninterchange. Separate multiple employees (Texas unique staff IDs) with a comma(e.g., 4732877094,2568052155). Leave blank to select all staff.

Click Run. When the process is complete, you are prompted to save a .zip file containing theindividual files for the completed interchanges.

The default name of the zipped folder is District_YYYY-MM-DD.HH-MM-SS.TSDS.zip, where:

District is the six-digit county-district numberYYYY-MM-DD is the date when the folder was createdHH-MM-SS is the hour, minute, and second when the folder was created

Example: 015102-2018-11-11.15-30-22.TSDS.zip

The default name for the individual files isDistrict_Campus_Collection_TimeStamp_Interchange.xml, where:

District is the six-digit county-district numberCampus is the three-digit campus IDCollection is the nine-character collection (ending school year & submission)TimeStamp is the 12-digit date-time-stamp when the interchange was created(YYYYMMDDHHMM)Interchange is the name of the interchange created.

Example:015116_000_2019FALL1_201811111420_InterchangeStudentProgramExtension.xml

If errors are encountered:

Correct the data in TxEIS.1.Run the Delete/Clear Tables utility to delete or clear previous data for the desired tables.2.Re-extract the data.3.

Submit the data to TSDS.

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/ellipsis_blue.png?id=academy%3Afall_submission

https://tcc-help.net/txeistest/tsds/lib/exe/detail.php/images/ellipsis_blue.png?id=academy%3Afall_submission



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tsds peims fall submission 2018 - data processing fall peim… · 2018/10/11 13:06 9 tsds peims...

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