Campus PEIMS Preparation FALL 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 1 list The information on this page provides instructions for checking your Submission 1 data and answers the following questions. 1. What is PEIMS? 2. Who should run PEIMS? 3. When is PEIMS submitted? 4. Why is PEIMS submitted? 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 link will take you to the McAllen ISD PEIMS webpage where you will find a link to the online PEIMS Data Standards along with other useful PEIMS information. http://mws.mcallenisd.net/peims/peims.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. Submission 1 = FALL This contains student enrollment data and is a snapshot of the data in your Skyward system as of the last Friday in October. It is due to the 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 to the TEA 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 the 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 the 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. 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. For example, you can work on the 203 record before preparing the 110, 090, and 101 data records. Contents: Missing PEIMS ID 2 163 Special Education Data 4 090 Staff Responsibility Data 2 169 CTE Program Data (Secondary Only) 4 100 Student Identification Data 2 170 CTE Course Data (Secondary Only) 4 101 Student Demographic Data 3 203 Leaver Data (Secondary Only) 5 102 TX-Unique-Student ID 3 PEIMS Data Entry Calendar / Check List 6-9 110 Enrollment Data 3 Contact Information 10
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 090 Staff Responsibility record information Student Management\Federal State Reporting\TX\PE\PP\SR (Auto Generated 090 Data Records) Edit Type: Fatals Only & check Print Errors Only - Once Fatals have been eliminated or minimized then run for (Manually Generated 090 Data Records) The above Skyward Pre-PEIMS report only shows you the results of the 090 Staff Responsibilities records that are auto generated based off the course master information. The PEIMS staff will provide you with a custom report that will show you your current 090 Staff Responsibility records that have manually been entered via the following Skyward menu path: Student Management\Staff\SF\SF\(Expand a Name)\Responsibilities Step 3. Verify 100 Student Identification Record information Student Management\Federal State Reporting\TX\PE\PP\IR PEIMS Submission : 1 Page 2 PEI MS S U BMIS SION 1 LIS T
Step 4. Verify the 101 Student Demographic Record information Student Management\Federal State Reporting\TX\PE\PP\DR PEIMS Submission : 1 Step 5. Verify the 102 TX-Unique-Student-ID Record information Student Management\Federal State Reporting\TX\PE\PP\UR (TX Unique ID, Early Reading, Foster Care, Military Connected) PEIMS Submission : 1 and Elementary campuses also run with Low = KG High = 02 to check your Early Reading coding Step 6. Verify the 110 Student Enrollment Record information Student Management\Federal State Reporting\TX\PE\PP\ER Verify all entries for all Special Programs offered at your campus. Page 3 PEI MS S U BMIS SION 1 LI ST
Step 7. Verify the 163 Special Education Record information Student Management\Federal State Reporting\TX\PE\PP\SE Run the report and address/correct all Warnings, Special Warnings and Fatal Errors with the Special Education Department. Step 8. Verify the 169 CTE Service Record information Student Management\Federal State Reporting\TX\PE\PP\CS (SECONDARY CAMPUSES ONLY) Run the report and address/correct all Warnings, Special Warnings and Fatal Errors with the CTE Department. Step 9. Verify all 170 CTE Course Record information Student Management\Federal State Reporting\TX\PE\PP\CR (SECONDARY CAMPUSES ONLY) Default Career Tech. Ind: Enter 0 for students not enrolled in CTE, 1 for students enrolled in CTE, 2 for students in a Cohort and 3 for students in a Tech Prep Program. Run the report and address/correct all Warnings, Special Warnings and Fatal Errors with the CTE Department. Page 4 PEI MS S U BMIS SION 1 LI ST
Step 10. Verify the 203 Leaver Record information Student Management\Federal State Reporting\TX\PE\PP\SL (SECONDARY CAMPUSES ONLY) Fall PEIMS 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 A leaver is a student who: 1. Was enrolled during the last school year and whose last withdrawal during the year has a valid Leaver Reason. 2. Did not re-enroll during the school-start window (The School Start window is the last Friday in September). 3. Was in grade 07-12 last year. SCHEDULE ALL SUBMISSION 1 PRE-PEIMS EDIT REPORTS Schedule all Submission 1 Pre-PEIMS edit reports to run on a weekly basis. In order to schedule a report you must first run the report you want to schedule and wait for it to complete. Once your report has completed you must locate your report in the Print Queue, highlight the report and then click on the Schedule This button. STUDENT CODING Only campus administrators are allowed to determine any type of student or staff coding for PEIMS purposes. Under no circumstances are non-professional campus staff to be making any decisions regarding a students or staff members PEIMS coding. Each campus principal is ultimately responsible for their campus data regardless of which department does the actual data entry. Page 5 PEI MS S U BMIS SION 1 LI ST
Due September 5, 2014 & Ongoing RACE / ETHNICITY PEIMS ID PEIMS Data Entry Calendar - Submission 1 Update the Hispanic / Non Hispanic field on the General-Profile screen. Code the race fields as indicated on the students Race / Ethnicity form. If the student or parent refuses to provide you with this information then a professional staff member designated by your campus principal must be the one to determine a students race. Make sure that all students have a valid PEIMS ID which is either a SSN or a State Assigned ID. MILITARY CODE This is a new field. Make sure that all Military Connected students have their Military Code field properly updated. (PRS) Pregnancy Related Services Review students identified as PRS last year to determine current status. Adjust coding as required. Contact school nurse to identify and code any new students to the PRS program. Due September 19, 2014 & Ongoing (SECONDARY CAMPUSES ONLY) LEAVER CODING Update the withdrawal code on the previous school year enrollment for the current school year Fall leavers. Make sure to code JJAEP students. Middle schools: Don t forget to review your prior year 8th graders (should be current year 9th). Please note that the last Friday in September is the Federally imposed School Start Window deadline for recovering all student leavers. Any student leaver that is not recovered or that is not identified as being enrolled at another school district on or before this date will be converted to a leaver code of 98 and considered to be a dropout. All student leavers, that were in grades 7 to 12 in the previous school year, must continually be tracked and updated even after the School Start Window deadline. GRADUATION CODES Code graduates with all pertinent information on the General-Profile and TX/NCLB-Grad Info screens. Please note that this school year TEA has included seven (7) new data fields for the 203-School Leaver & Graduation Program data record. Make sure that these fields are properly coded. STUDENT ATTRIBUTION CODES Make sure that you have set the proper student attribution code for all of your students. The default code for most students will be 00. Call the PEIMS department for assistance if you have any questions. Due September 25, 2014 & Ongoing ECONOMICALLY DISADVANTAGED Ensure that only your campus principal has assigned an economically disadvantaged code for all family income surveys and ensure that the code has been updated for all students. F A LL 201 4-20 15 Page 6
Due October 3, 2014 & Ongoing CTE PEIMS Data Entry Calendar - Submission 1 (Entered by the CTE DEPT. Maintained by Campus) Review all students to determine whether a CTE Indicator Code is required and properly coded. Review CTE courses in the course master for proper CTE Service ID, Career Tech Indicator Code & Vocational Hours Review CTE course sections for proper Course Sequence codes. (See the Course Master Checklist document.) Review all students enrolled in a CTE course to determine if the following program participation codes apply: - Displaced homemaker - Single Parent / Pregnant Teen - Transportation CTE Support Service Due October 10, 2014 & Ongoing STAFF RESPONSIBILITY For automated coding of the 090 Staff Responsibility Records Ensure that all Teachers and Permanent Substitutes acting as the Teacher of Record have the following coding properly updated: Verify SSN in Staff Data is correct Verify Staff Type (Teacher or Substitute) in Staff Data is properly marked Ensure that all Course Master, Course Section & Class Meets have the proper Primary teacher listed and that any alternate teachers listed are properly coded Ensure that you do not have any Educational Aides listed in your Course Master Course Section Class Meets Ensure that any teacher transactions in the Course Master Course Section Class Meet have the correct Effective Dates For automated coding of the 090 Staff Responsibility Records Ensure that the following Course Master Course Section Class Meet areas are accurate: Start and Stop Terms, Meet Pattern, Class Meet Time Override, Monthly Minutes Override Submit bell schedule for coding of beginning / ending times of classes. For manual coding of the 090 Staff Responsibility Records Ensure that all professional and paraprofessional staff that assist students with instruction which are not included in a Course Master Course Section Class Meet have their Staff Responsibilities records manually entered including Educational Aides. (Request a 090 Manual Staff Responsibility report from the PEIMS department.) Ensure that all campus assigned professional staff have their Staff Responsibilities records manually entered. Work with the proper departments/campuses to ensure that floating teachers or staff that are not assigned to your campus 100% of the time have their staff responsibilities coded and not duplicated. SSI PROMOTION / RETENTION Make sure that the Student Success Initiative (SSI) promotion / retention codes are properly updated for 5th to 9th graders. IMMIGRANT CODING Ensure that the immigrant status on all students has been updated. (Do not confuse with Migrant coding which is entered exclusively by the Migrant Department.) F A LL 201 4-20 15 Page 7
Due October 10, 2014 & Ongoing TRANSFERS / ADA ELIGIBILITY PEIMS Data Entry Calendar - Submission 1 (CONTINUED) Verify all students identified as transfers are properly coded. Work with the Student Intake office for a list of students. Remember that the Student Intake office does all of the coding for the transfer students but the campus is responsible for ensuring that the coding is correct. Verify that all other non-transfer ADA Eligibility coding for your students is accurate. Elementary campuses must ensure that the PK Program students ADA Eligibility coding is a 1/2 day code even if the PK Program is a full day. Due October 17, 2014 & Ongoing LEP/BIL/ESL Code all BIL/ESL/LEP students with the proper Program Type Code Code all students that are either BIL/ESL/LEP as AT-RISK PARENTAL PERMISSION Ensure all language enrollments have a proper parental permission code HOME LANGUAGE Code all non-english / English students with a home language code in Skyward at the BIL/ESL/LEP tab under Special Programs. This is the only home language code that gets reported in PEIMS. Do not confuse this home language code with the other non-peims home language code located in the Profile tab under the General Information section. Due October 23, 2014 & Ongoing DEMOGRAPHICS/IDENTIFICATION Resolve all PID and PET errors promptly Perform Grade-level vs. Age edit verification Ensure all students are coded 00 for the crisis code unless informed otherwise by the PEIMS Department. AT RISK Ensure all students are assessed for at-risk purposes and are properly coded. (View the At Risk criteria and tutorials located on the districts PEIMS website http://mws.mcallenisd.net/peims/peims.html) TITLE I All students identified as enrolled on the PEIMS Snapshot date, which is always the last Friday on October, will be mass coded by the PEIMS Department on the snapshot date. After this date each campus must maintain all Title I coding for any newly enrolled students. Use the Data Mining Report named PEIMS Report (Title I) to check your campuses Title I student codes. Campuses 005, 009 & 124 should have a code of 0 NOT PART. IN TITLE I, PART A or no code for Title I and all other campuses should have a Title I code of 6 TITLE I, PART A SCHOOLWIDE PGM. Make sure you use the data mining report that was created by GARCIROB048. F A LL 201 4-20 15 Page 8
PEIMS Data Entry Calendar - Submission 1 Due October 23, 2014 & Ongoing (CONTINUED) FOSTER CARE INDICATOR Make sure that you review the coding requirements and properly update this code for your foster care students. Due October 24, 2014 & Ongoing COURSE MASTER DATA Ensure that the Course Master, Course Section and Class Meets codes are correct for all active courses and sections: (See the Course Master Checklist document.) PK & KINDER Course Master Verify that all active courses are properly coded Course Section Verify that all active course sections are properly coded Class Meet Verify that all class meets for active course sections are properly coded Ensure all PK/KG students are eligible based on age and eligibility criteria (ELEMENTARY CAMPUSES ONLY) Ensure that the PK Military, PK Foster Care & PK Program Type fields are properly coded Ensure that the PK Primary Funding Source is coded as 09 Other Funding Ensure that the PK Secondary Funding Source is blank Refer to the PK Funding Source Determination document for accurate coding. EARLY READER ASYLEE/REFUGEE Ensure that all Early Reader coding for students in grades Kinder to 2nd is entered based on the first Early Reader assessment provided for the school year. Please check with your campus Instructional Coach for a schedule as to when this data will be made available to you. (SECONDARY CAMPUSES ONLY) This data is rarely entered for any students and must only be entered for students in grades 7 to 12. Please review the PEIMS data standards for an explanation of when a student should be coded as an Asylee or Refugee. Call the PEIMS department if you have any questions or if you suspect that you have an Asylee/Refugee student. F A LL 201 4-20 15 Page 9
Due October 27, 2014 & Ongoing GIFTED AND TALENTED DATA (ENTERED BY THE C&I DEPT.) Ensure all Gifted & Talented students have been properly coded by the Curriculum and Instruction department. Due October 27, 2014 & Ongoing DYSLEXIA DATA (ENTERED BY C&I & SPECIAL ED DEPT.) Review the dyslexia coding for your students. The Curriculum and Instruction department will be entering this coding for all non Special Education students and the Special Education department will be entering this coding for all special education students. Due October 27, 2014 & Ongoing (ENTERED BY THE SPECIAL EDUCATION DEPT.) SPECIAL EDUCATION DATA Review all of your campus Special Education students to ensure that the Special Education Department has properly coded them and inform the Special Education Department of any corrections they need to make to any of the following areas: Disability Code: Primary, Secondary, & Tertiary Instructional Setting Preschool Program Children with Disabilities (PPCD) Early Childhood Intervention All Program/Related Services Coding Due October 27, 2014 & Ongoing STUDENT ATTRIBUTION CODING Child Count Funding Assistive Technology PPCD Service Location Regional Day School Code Speech Therapy (ENTERED BY STUDENT SUPPORT / INTAKE) Review the student attribution coding requirements in the PEIMS Data Standards and ensure that each student at your campus has the proper attribution code assigned to them. CAMPUS ID OF RESIDENCY The Campus ID of Residency field is directly dependent on the type of Student Attribution Code entered. Review the Camus ID of Residency coding requirements in the PEIMS Data Standards to ensure that this coding is accurate. Due October 27, 2014 & Ongoing MIGRANT DATA (ENTERED BY THE MIGRANT DEPT.) Ensure that all Migrant student data has been coded for your campus. Do not confuse this with the Immigrant coding. Due October 27, 2014 & Ongoing (ENTERED BY THE FEDERAL PROGRAMS DEPT.) HOMELESS DATA PEIMS Data Entry Calendar - Submission 1 Ensure all Homeless and Unaccompanied Youth student data has been properly coded F A LL 201 4-20 15 Page 10
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 618-6048 Curriculum & Instruction 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 618-6031 Student Support Service (Discipline & Foster Care)