PEIMS Submission 3 list

Campus PEIMS Preparation SPRING 2014-2015 D E P A R T M E N T O F T E C H N O L O G Y ( D O T ) - P E I M S D I V I S I O N PEIMS Submission 3 list The information on this page provides instructions for checking your Submission 3 PEIMS data and answers the following questions. 1. What is PEIMS? 3. When is PEIMS submitted? 2. Who should run PEIMS? 4. Why is PEIMS submitted? What is PEIMS? The Public Education Information Management System (PEIMS) encompasses all data requested and received by TEA about public education, including student demographic and academic performance, personnel, financial, and organizational information. The following two links will take you to the online version of the PEIMS Data Standards. One link will show you the data standards for the current school year and the other link will show you the data standards for the previous school year. When you click on a link make sure you are viewing the proper school year for your intentions. http://ritter.tea.state.tx.us/peims/standards/wedspre/index.html http://ritter.tea.state.tx.us/peims/standards/weds/index.html Who should run PEIMS? At this website, the campus PEIMS Administrator that is responsible for clearing up PEIMS data can find the data elements that are required for each PEIMS data record for all PEIMS submissions. At the top of the PEIMS Data Standards Web site, you can select a certain Record-type, Element, or Code, and the bottom will display links to the values that are accepted by PEIMS. Use this website to understand the type of data required and to assist with troubleshooting errors by locating the definition of the various PEIMS errors you may encounter. When is PEIMS submitted? PEIMS is submitted 4 times per year. The Region One ESC PEIMS Handbook has a submission list on page 1. Submission 1 = FALL This contains student enrollment data and is a snapshot of the data in your Skyward system AS OF the 4th Friday in October. It is DUE to TEA by late November or early December. Submission 2 = MID YEAR This submission contains actual audited data from the previous school year. This data is only reported by the districts Financial Department and is due by late January or early February. Submission 3 = ATTENDANCE This submission contains student data such as Attendance, Course Completion, Discipline, etc., for the entire school year. It is due to TEA by late June to early July. Submission 4 = ESY-EXTENDED SCHOOL YEAR This submission contains: Extended School Year services & Bilingual / ESL Summer School Program data. This submission is due to TEA by late August to Mid-September. Why is PEIMS submitted? MONEY! School districts in the state of Texas receive funding from the state based on the data submitted through each of the PEIMS submissions. The state uses this data to track student progress and teacher performance. INSTRUCTIONS: Use this document to complete the steps that apply to your campus. First read through the entire checklist and mark off the steps that are not relevant for your campus. You do not have to follow all of these steps in the order listed. Contents: Verify PEIMS ID & 100, 101 Data Records 2 Course Completion Transfer Grades & 415 Data 8 102 Data Record & Program Activity 3 Manual Pass/Fail, 425 & 435 Data Records 9 203 & 300 Data Records 4 Title I Part A, 461 & 500 Data Records 10 305, 400 & 405 Data Records 5 505 & 510 Data Records 11 CTE Contact Hours & 410 Data Record 6 Appendix A, B, C & D 12-15 Work Station Service ID, GPA Calc & Pass/Fail 7 Department Contact Phone Numbers 16

Step 1. Verify that all students have a PEIMS IDs Student Management\Federal State Reporting\TX\RE\OT\PI Grade/Grad Yr: Leave blank Print: Students with no IDs Status: Both Run the report and enter or assign a PEIMS ID for students that do not have one. Step 2. Verify the 100 Student Identification Record Information Student Management\Federal State Reporting\TX\PE\PP\IR PEIMS Submission : 3 Step 3. Verify the 101 Student Demographic Record Information Student Management\Federal State Reporting\TX\PE\PP\DR PEIMS Submission : 3 Page 2 PEI MS S U BMIS SION 3 LI ST

Step 4. Verify the 102 TX-Unique Student ID Information Student Management\Federal State Reporting\TX\PE\PP\UR PEIMS Submission : 3 Run the report and address/correct all Fatal Errors, Special Warnings and Warnings or report any special issues to the PEIMS department. This report will not produce any results for students that do not have an assigned TSDS ID number. In Skyward students that do not have an assigned TSDS number will show all zero's for this field. Step 5. Verify All Program Activity Information Student Management\Federal State Reporting\TX\RE\AT\RP Default Entity: Leave Blank Calendar: Leave Blank Race: Leave Blank Student Type: Leave Blank Status: Both Next Year Status: Both Date: Low = Start of the school year High = End of the school year Include Students: Run report with all options and as needed. Special Education Vocational Education Gifted / Talented Education Bilingual Education ESL Education Pregnancy Related Services Pregnancy, Education, and Parenting Note: Verify all entries and withdrawals for all programs offered at your campus. For Special Education, include all instructional settings, verify all entries, instructional setting changes, and withdrawals. Check for Mainstream Attendance. For Vocational Education students verify all entries, changes in contact hour values, and withdrawals for all vocational education students. Make appropriate corrections. Re-run the utility from Step 10 if you have to make corrections. Page 3 PEI MS S U BMIS SION 3 LI ST

Step 6. Verify the 203 School Leaver Record Information Student Management\Federal State Reporting\TX\PE\PP\SL (SECONDARY CAMPUSES ONLY) Print Edits: Fatals Only & check Print Errors Only - Once Fatals have been eliminated or minimized then run for All & Do not check Print Errors Only School Year: The four digit year when this school year ends. Fall PEIMS As-Of Date: Enter the PEIMS Snapshot date which is the last Friday in October. STUDENTS TO PRINT Print Leavers: Check this box Print Students with Non-Leaver Reasons: Do not check this box Include students for whom this entity is the Campus ID of Accountability: Check this box Print students Local Withdrawal Code: Check this box Run the report and address/correct all Warnings, Special Warnings and Fatal Errors. A leaver is a student who: 1. Was enrolled in grade 07-12 during the previous school year. 2. Has not enrolled in the current school year during the school-start window. (The School Start window is always the last Friday in September). 3. Has not enrolled in the current school year at anytime and has not been documented as enrolling at any other location including home school or with any valid mover reason code. 4. Was enrolled during the last school year and whose last withdrawal during the year has a valid PEIMS Leaver Reason code. Step 7. Verify the 300 Campus Course Section Record Information Student Management\Federal State Reporting\TX\PE\PP\CO Submission Period: 3 Records to Print: 300 Course Section Page 4 PEI MS S U BMIS SION 3 LI ST

Step 8. Verify the 305 Teacher Class Assignment Record Information Student Management\Federal State Reporting\TX\PE\PP\TC Submission Period: 3 Records to Print: 305 Teacher Class Assignment Step 9. Verify the 400 Basic Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\BA Six Weeks: Use 1 for Low & 6 for High. Step 10. Verify the 405 Special Ed Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\SA Six Weeks: Use 1 for Low & 6 for High. Page 5 PEI MS S U BMIS SION 3 LI ST

Step 11. If your campus generates CTE contact hours, recalculate the contact hours for the entire Year. Student Management\Students\ST\Setup\UT\TM\CV (SECONDARY CAMPUSES ONLY) PROCESS SUMMARY Report Only: Always check this box in order to create a report so you can review the changes that will be made. Once you are satisfied with the changes on the report then run the process again without a check in this box to actually process the changes. Dates: Start of the school year to End of the school year Overwrite Manual Records: Click on the help icon to determine which option to use. Continue to calculate hours after any manually entered records: Click on the help icon to determine which option to use. Ignore students with manual records: Click on the help icon to determine which option to use. DAEP & JJAEP Absence Types: Click this button to select excused absence types. Verify the CTE contact hours recalculation by running and reviewing the Contact Hours Report. Student Management\Federal State Reporting\TX\RE\AT\CH School Year: Leave this at the default value which should be the four digit year when this school year ends. Report to Print: Principal s 6-wk report Reporting Period: Run the report once for reporting periods 1-6 Step 12. Verify the 410 CTE Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\CA Six Weeks: Use 1 for Low & 6 for High. (SECONDARY CAMPUSES ONLY) Page 6 PEI MS S U BMIS SION 3 LI ST

Step 13. (Check with CTE Department first.) If your campus has students in grades 9 to 12 and offer vocational courses where students participate in work -based learning then enter the Work Station Service IDs for those students before you begin working on the 415 Course Completion record. Student Management\Students\ST\Setup\UT\TM\WS Utility Instructions: Refer to the Appendix-B document titled: Service ID-CTE Work-Based Learning Indicator Code Step 14. Run GPA Calculations BEFORE Step 15 Student Management\Office\GR\Setup\UT\GP\GC (SECONDARY CAMPUSES ONLY) (HIGH SCHOOLS ONLY) Utility Instructions: Run this process for Semester 1 and Semester 2 only after the selected semester has completed and all grades have been finalized. Highlight 06. Term 3/Semester 1 after Semester 1 has completed and all grades have been finalized and then click on the Run button and wait for the process to finish before proceeding to Step 14. Highlight 12. Term 6/Semester 2 after Semester 2 has completed and all grades have been finalized and then click on the Run button and wait for the process to finish before proceeding to Step 14. Step 15. If your campus has students in grades 1 to 12 then run the utility to set the PASS/FAIL Credit Indicators. Student Management\Students\ST\Setup\UT\TM\SP Utility Instructions: PROCESS SUMMARY Report Only: Always check this box in order to create a report so you can review the changes that will be made. Once you are satisfied with the changes on the report then run the process again without a check in this box to actually process the changes. Grade Mark Indicator: Set to an asterisks * Grade Mark Indicator for Credit Not Received - Course Previously Passed and was Repeated (code 10): Check with your campus principal to determine if you want to have use a Grade Mark indicator and if so mark the check box and enter an indicator in the other box. Do not use an asterisks * since that indicator is being used for Denied Credit. RANGES * This options sets the pass-fail credit indicator for courses completed. All grades for the year must be entered and High Schools must calculate GPA before running this option. Any previously set pass-failcredit indicators will be replaced. Page 7 PEI MS S U BMIS SION 3 LI ST

Step 16. Verify that the Course Completion records flagged as Transfer Grades are indeed grades earned at another district. Student Management\Federal State Reporting\TX\RE\GR\PF REPORT TYPE Select Range and leave the Ranges button set to the default values. GRADING PERIOD Click on the Grading Period link to choose a specific grading period to run the report for or chose Always Use Last Completed from the drop down box. If a specific grading period is selected you can choose to have the GPA calculated by checking off the Run GPA Calc check box. OTHER OPTIONS Sort: You may choose to sort by grade level by selecting Yes or No in the drop down box. Print: Chose Transfers Courses Only Print GPA: Check this box if you want to print each student s cumulative GPA. Run an Entry/Withdrawal report only for students that print on the Pass/Fail Credit Report. Check the Entry dates to verify that the student is enrolled in Semester 2. Check any alternative programs to verify that none of the students enrolled in Semester 2 completed a first semester course. Step 17. Verify the 415 Course Completion Record Information Student Management\Federal State Reporting\TX\PE\PP\CC Submission Period: 3 Records to Print: 415 Course Completion If you have large numbers of errors (e.g., with Course Sequence codes), you may want to correct your setup errors, rerun the utility to Set Pass-Fail Credit Indicators, and edit your information again. Page 8 PEI MS S U BMIS SION 3 LI ST

Step 18. Make any necessary manual corrections on the PASS/FAIL Credit Indicator Screen Student Management\Students\ST\PR\Special Programs\Pass/Fail Instructions: DO NOT make these manual corrections until after the school year is over and you have edited all data and you know that you will not have to run the Set Pass/Fail Credit Indicator utility again from Step 13. The Set Pass/Fail... utility will overwrite all manual corrections. Step 19. Verify the 425 Disciplinary Action Record Information Student Management\Federal State Reporting\TX\PE\PP\DA Campus ID of Disciplinary Assignment: School Step 20. Verify the 435 Student Restraint Record Information Student Management\Federal State Reporting\TX\PE\PP\EC Student Filter: Depending on your need choose between Regular Students, Special Education Students or both. Page 9 PEI MS S U BMIS SION 3 LI ST

Step 21. If you are a Title I, Part A School Wide Campus then verify that all students are coded correctly. Student Management\Students\ST\DM Instructions: If your campus is a Title I campus then: Print/Clone the Data Mining Report Name, PEIMS Submission 3 (01), with a Report Title of TITLE 1 Is Not Equal to 6, created by GARCIROB048. If your campus is not a Title I campus then: Print/Clone the Data Mining Report Name, PEIMS Submission 3 (02), with a Report Title of TITLE 1 Is Not Equal to 0, created by GARCIROB048. Correct the students at (Student Management\Students\ST\PR - Special Prgms - Title 1). Step 22. Verify the 461 Title I, Part A Record Information Student Management\Federal State Reporting\TX\PE\PP\TI Step 23. Verify the 500 Flexible Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\FA Reporting Periods: Use 1 fro Low & 8 for High. (HIGH SCHOOL CAMPUSES ONLY) Page 10 PEI MS S U BMIS SION 3 LI ST

Step 24. Verify the 505 Special Ed Flexible Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\FS Reporting Periods: Use 1 for Low & 8 for High. (HIGH SCHOOL CAMPUSES ONLY) Step 25. Verify the 510 CTE Flexible Attendance Record Information Student Management\Federal State Reporting\TX\PE\PP\FC Reporting Periods: Use 1 for Low & 8 for High. (HIGH SCHOOL CAMPUSES ONLY) Page 11 PEI MS S U BMIS SION 3 LI ST

APPENDIX - A - PRINT EDITS Specifically for the Pre-PEIMS edit reports this section will discuss and explain the different choices available to you and the results to expect when running your edit reports. Below are all of the options available to you in the Print Edits drop down box and what each one will do. ALL This option will allow all types of edits to print on your report including Fatal Errors, Special Warnings and Warnings NONE This option will not print any type of edits on your report. Instead you report will only contain records that do not have any edits associated with them. Keep in mind that just because a data record does not have an edit associated with it does not mean that there are no errors with the data. Logical errors may be present such as when a student is coded for a program that they are not supposed to be in. Check your data carefully. FATALS ONLY This option will only show Fatal Error edits. SPECIAL WARNINGS ONLY This option will only show Special Warning edits. WARNINGS ONLY This option will only show Warning edits. PRINT ERRORS ONLY CHECK BOX This is an important and useful feature to understand. If this box is not checked then your reports will show all data without any associated edits as well as any data records that meets the option you chose from the drop down box as explained above. If this box is checked then your export will only show data records with the associated edits you chose from the drop down box options. This is a very useful option when you first start cleaning up your data. You should check this box along with FATALS ONLY from the drop down box to create a report with only data records that have a fatal error. This will save you time locating and fixing your fatal errors. This process should be repeated for Special Warnings and Warnings as well. And don t forget that you should always run your reports fully open with ALL selected from the drop down box and the Print Errors Only check box unchecked. Please note that it is possible to create an empty report by selecting None from the drop down box and checking off the Print Errors Only Check box. Don t do this. Page 12 PEI MS S U BMIS SION 3 LI ST

APPENDIX - B - SERVICE ID CTE WORK-BASED LEARNING INDICATOR CODE Student Management\Students\ST\Setup\UT\TM\WS Utility Instructions: (SECONDARY CAMPUSES ONLY) 1. Select the CTE course that is required to maintain the Workstation ID values 2. Make sure the proper course section is highlighted 3. Click the Change Workstation Service IDs button 4. Highlight the Student to code 5. Click the Edit button 6. Enter the Workstation Service ID 7. Click Save 8. Repeat steps 4 to 7 until all students have been coded 9. Repeat all steps for all sections Page 13 PEI MS S U BMIS SION 3 LI ST

- SUSPENDING CTE SERVICES Student Management\Students\ST\PR\Vocational Ed APPENDIX - C (SECONDARY CAMPUSES ONLY) Instructions: 1. Display a Student who has been placed in a disciplinary setting for more than 5 days. (No CATE services will be provided) 2. Click the Add button. (Note: The program does not have an End Date on the Voc Ed record) 3. Enter the Date services were terminated. 4. Enter a W in the Code box. (W = Withdraw) 5. Ensure that Grade Level, School, & Calendar are all correct. 6. Enter a Comment to document the termination / suspension of services. (Services suspended - disciplinary) 7. Click the Save button. - REINSTATING CTE SERVICES Student Management\Students\ST\PR\Vocational Ed (SECONDARY CAMPUSES ONLY) Instructions: 1. Display a Student who has been placed in a disciplinary setting for more than 5 days. (No CATE services were provided) 2. Click the Add button. (Note: The program does not have an End Date on the Voc Ed record) 3. Enter the Date services were reinstated. 4. Enter a V1, V2, V3, etc in the Code box. (V# = the number of contact hours) 5. Ensure that Grade Level, School, & Calendar are all correct. 6. Enter a Comment to document the reinstatement of services. (Services reinstated - disciplinary) 7. Click the Save button. Page 14 PEI MS S U BMIS SION 3 LI ST

- SUSPENDING LEP SERVICES APPENDIX - D Student Management\Students\ST\PR\Special Prgms - LEP/BIL/ESL Instructions: 1. Display a Student who has been placed in a disciplinary setting for more than 5 days. (No LEP services will be provided) 2. Highlight the entry for the current school year. 3. Click the Edit button. 4. Check the Add an End Date check box. 5. Enter an End Date when the service were suspended. 6. Enter an Exit Comment. (Services suspended disciplinary) 7. Click the Save button. - REINSTATING LEP SERVICES Student Management\Students\ST\PR\Special Prgms - LEP/BIL/ESL Instructions: 1. Select the Student who had been placed in a disciplinary setting for more than 5 days. (No LEP services were provided) 2. Highlight the entry for the current school year. 3. Click the Begin Sts button, verify the Start Date and correct it if necessary. 4. Enter the Parental Permission code. 5. Select the proper Program Participation radio button. 6. Enter an Entrance Comment. (Services reinstated disciplinary) 7. Verify all other information on this screen. Page 15 PEI MS S U BMIS SION 3 LI ST

PEIMS Department Contacts McHi Vertical Team Mary Flores Memorial Vertical Team Frank Lozano Rowe Vertical Team Brenda Guillen Student Data / PEIMS Roberto Bob García Data Processing Manager Sonia Mata-Lozano 632-3625 632-3640 632-3244 Special Program Departments 632-5181 CTE 618-7338 ESL/BIL/LEP 632-3232 Federal Programs 632-3222 GEH/PRS 618-6059 GT 632-3232 Homeless 618-6000 Human Resources 928-8970 Migrant 618-9713 PK/Early Reading 632-3285 Special Education 618-6031 Student Intake (Transfer Students) 618-6031 Student Support Services (Discipline)