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PEIMS Legacy Data Standards Changes for the 2013-2014 School Year

PEIMS Legacy Data Standards Changes for the 2013-2014 School Year . Objective: To provide an overview of changes from the prior year’s PEIMS Data Standards to the current Data Standards. Welcome! Today’s topics are:. Introductions and Objective Submission and Attendance Reminders

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PEIMS Legacy Data Standards Changes for the 2013-2014 School Year

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  1. PEIMS Legacy Data Standards Changes for the 2013-2014 School Year Objective:To provide an overview of changes from the prior year’s PEIMS Data Standards to the current Data Standards

  2. Welcome! Today’s topics are: Introductions and Objective Submission and Attendance Reminders PEIMS Data Standards (Changes) Related Tools and Resources Texas Student Data System (TSDS) UID Corrections Pre-Release Edit+ Newsletter TREx Update Attendance Accounting Update Questions / Answers

  3. TEA Directory 512… AARs 463-9087 State Funding 463-8994 AskTED 463-9117 TEASE 463-9800/463-9117 Attendance/Audits 463-9095 Discipline 463-2395 Finance 463-9095 PRS 463-9574 Data Queries 463-9234 Pre-K 463-9501 http://ritter.tea.state.tx.us/announce/staff/ Nancy Dunnam, Director of Information Systems ndunnam@esc18.net 432.567.3280 Christina Aranda, Business caranda@esc18.net 432.567.3282 Melinda Arguello, Business marguello@esc18.net432.567.3283 Rhonda King, Student rking@esc18.net 432.567.3263 David C. Taylor, Student dctaylor@esc18.net 432.567.3284 FAX 432.567.3270 http://www.esc18.net/Page/192

  4. Texas Education Agency Resources TEA Web Site http://www.tea.state.tx.us/ PEIMS Home Page http://www.tea.state.tx.us/index4.aspx?id=3012 PEIMS Data Standards http://www.tea.state.tx.us/index4.aspx?id=3014 Student Attendance Accounting Handbook http://www.tea.state.tx.us/index2.aspx?id=7739 TEA Reports http://www.tea.state.tx.us/index.aspx?id=2147495413&menu_id=680&menu_id2=797&cid=2147483656 Charter Schools http://ritter.tea.state.tx.us/charter/ Financial Accounting Resource (FAR Guide) http://www.tea.state.tx.us/index4.aspx?id=1222 Financial Accounting Resource Supplement for Charter School Chart of Accounts http://www.tea.state.tx.us/index4.aspx?id=1222 PEIMS EDIT + http://www.tea.state.tx.us/index4.aspx?id=3024 AskTedhttp://mansfield.tea.state.tx.us/tea.askted.web/Forms/Home.aspx TEA Correspondence http://www.tea.state.tx.us/taa_letters.aspx Performance Based Monitoring http://www.tea.state.tx.us/index2.aspx?id=3846&menu_id=2147483683 Data Validation Manuals http://www.tea.state.tx.us/index2.aspx?id=4664&menu_id=2147483683

  5. Requesting TEASE IDs Reminder TEASE application found at: http://www.tea.state.tx.us/forms/tease/peims_edit+pid.html The DISTRICT PEIMS Coordinator must create a user profile in EDIT+ Use TEASE ID format of FLLLLLLLMMDD EX: NDUNNAM0824 (Max 8 letters and 4 numbers) See User Setup link on the EDIT+ external website at: http://www.tea.state.tx.us/index4.aspx?id=6553 Mail or fax the form to TEA (Not the ESC) TEA can NOT issue a TEASE ID if the District PEIMS Coordinator has not set up the profile in EDIT+ (MOST COMMON MISTAKE) The TEASE system emails TEASE ID and password to the applicant After TEASE account is established, link the TEASE account to TEAL

  6. Shared Service Arrangements and PEIMS Resources

  7. PET file submissions should begin the 3rd week of school NOT THE FIRST WEEK OF SCHOOL! • Once a district has completed its final summer submission, one additional PET submission is required • The 2013-2014 Texas Education Data Standards (TEDS) are available

  8. 2013-2014 PEIMS Data Standards

  9. 045 Deleted 102 NEW 105 Deleted CHAPTER 1

  10. NOVEMBER 15 JANUARY 17 JUNE 13 CHAPTER 1

  11. 2013-2014 Data Standards Data Submission Requirements CHAPTER 2

  12. The Legacy PEIMS Data Standards have been reformatted to make them easier to use - Data Record name/layout - Data Record Description - Business Rules for each data element - Data Record Reporting Requirements - Special Reporting Requirements - Examples CHAPTER 2

  13. Description The 102 Student-Data - Demographic record collects the unique ID number assigned to a student by the Texas Education Agency’s TSDS Unique ID application and the Early Reading Indicator Code for Kindergarten, First, and Second grade students. Business Rules INPUT-RECORD-TYPE-CODE (E0755) identifies the type of data on a PEIMS data submission record. DISTRICT-ID (E0212) indicates the district identification number registered with the Texas Education Agency. DISTRICT-ID on the 102 Student-Data – Demographic and the 101 Student Demographic records must match the value for DISTRICT-ID on the LEA 010 District record. STUDENT-ID (E0001) is the student's Social Security number or a state-approved alternate identification number. When available, the student's Social Security number should be reported. If this number is not available, follow the instructions under the 100 Student Identification record for the assignment of an alternate identification number. . . cont EARLY-READING-INDICATOR-CODE(E1522) indicates whether a student is eligible for accelerated reading instruction as a result of reading difficulties or having dyslexia as indicated by the administered reading instrument. . . contForSubmission 1: report eligibility status based on the Beginning of Year assessment results. For Submission 3: report eligibility status based on the latest assessment results available for the student. For Submission 4: The EARLY-READING-INDICATOR-CODE must be blank for all students. • FOSTER-CARE-INDICATOR-CODE (E1528)indicates whether a student is in the conservatorship of the Department of Family and Protective Services (DFPS) currently, or for certain students that were previously in the conservatorship of DFPS … cont • MILITARY-CONNECTED-STUDENT-CODE (E1529)indicates a student enrolled in a school district or open-enrollment charter school who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military … cont TX-UNIQUE-STUDENT-ID (E1523) identifies a unique number assigned to a student by the Texas Education Agency. The TX-UNIQUE-STUDENT-ID is issued to schools by the TSDS TX Unique ID Application. The TX-UNIQUE-STUDENT-ID cannot be generated by a Local Education Agency (LEA). Reporting Requirements A 102 Student Demographic record is required for all students reported in Submission 1, Submission 3, and/or Submission 4. Special Reporting Requirements The 102 Student Data record must be reported for students enrolled at Texas School for the Deaf, Texas School for the Blind and Visually Impaired, and Texas Juvenile Justice Department (formerly Texas Youth Commission). Examples CHAPTER 2

  14. 030 and 033 - The Budget and Actual code tables for Fund Code have been changed from C148 and C160 to C145 due to the consolidation of the fund code tables CHAPTER 2 011- Charter schools do not report the 011 record for their SSAs

  15. 040- For staff, enter the middle name as shown on the Social Security Card. If they have no middle name, the field must be left blank. Professional staff - required to hold a certificate Some classified as professional by a LEA may not meet requirements for receiving professional experience If so, report with 00 for TOTAL YRS OF PROF EXPERIENCE TOTAL-YEARS-PROF-EXPERIENCE reflects only the completed years of professional experience Do not include the current year Teachers that are contracted out to a third party vendor must still be reported (040, 043, & 50 records) CHAPTER 2 043 - The Demographic Revision Code has been deleted

  16. 060 - Payroll object code C139 has been combined with C159 OBJECT-CODE CHAPTER 2

  17. 100 - Students must be identified by their legal name Report middle name as it appears on the birth certificate. If a student has no middle name, leave the Middle Name blank. “Double” last names are submitted exactly as shown on the birth certificate. CHAPTER 2 Each name on the birth certificate appears in one of the PEIMS name fields

  18. STUDENT-ATTRIBUTION-CODE 12 (Private School) is only reported for special education students who are enrolled in a non-public school (private school or home school) and are served with special education services under an Individualized Service Plan (ISP) 101Student Demographic Student Attribution Code - Charter Schools may not report STUDENT ATTRIBUTION of 03 – Public Education Grant (PEG) STUDENT-ATTRIBUTION-CODES have been changed to recognize the consolidation of Texas Youth Commission and Texas Juvenile Probation Commission CHAPTER 2 ECONOMIC-DISADVANTAGED-CODE Must be determined at the time of enrollment DEMOGRAPHIC-REVISON-CODE - deleted from the 101

  19. NEW 102Student Data Demographic EARLY-READING-INDICATOR-CODE has been moved from the now retired 105 record to the NEW 102 student demo record Foster Care and Military Connected indicators have been added to the 102 110Student Data Enrollment - SSI-PROMOTION-RETENTION-CODE Re-instated for the 2013-2014 school year Student Success Initiative Information http://www.tea.state.tx.us/student.assessment/ CHAPTER 2

  20. FOSTER-CARE-INDICATOR-CODE (E1528) Indicates whether a student is in the conservatorship of the Department of Family and Protective Services (DFPS) currently, or for certain students that were previously in the conservatorship of DFPS The Foster Care Indicator Code is reported in Fall, Summer and Extended Year submissions

  21. Foster Care Indicator Code … 0-No documentation required, student is not in conservatorship of the Texas DFPS when enrolling in the school 1-Enrolling caregiver must provide a copy of the Texas DFPS Placement Authorization Form (Form 2085) or a court order that designates the student is in the conservatorship of the Department of Family and Protective Services 2-Pre Kindergarten student is enrolling in school as an eligible PK student. Annually, the Texas DFPS and Child Protective Services will mail verification letters of PK eligibility to the parents and caregivers of eligible children who in turn must provide this verification documentation to the school at enrollment

  22. Foster care status data should be handled with the utmost sensitivity, and in accordance with all FERPA guidelines

  23. MILITARY-CONNECTED-STUDENT-CODE (E1529) Indicates the student is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard, on active duty, the Texas National Guard, or a reserve force of the United States military Is required for Submissions 1 and 3 Is reported for students grades PK-12 Students in grade levels K – 12 can only be reported with MILITARY-CONNECTED-STUDENT-CODEs 0, 1, 2, and 3

  24. MILITARY-CONNECTED-STUDENT-CODE 4 (military personnel killed or injured while on active duty) can only be reported for PK students All other Pre-Kindergarten students must be reported with MILITARY-CONNECTED-CODE 0 Missing In Action (MIA)  should be presumed to be on 'active duty' until their death has been confirmed

  25. The Dyslexia Indicator Code is only collected in Submission 1 Dyslexia Indicator Code added to the 110 record Indicates whether a student is identified as having dyslexia or related disorders as defined in TEC §38.003 "Dyslexia" means a disorder of constitutional origin manifested by a difficulty in learning to read, write, or spell, despite conventional instruction, adequate intelligence, and sociocultural opportunity "Related disorders" includes disorders similar to or related to dyslexia, such as developmental auditory imperception, dysphasia, specific developmental dyslexia, developmental dysgraphia, and developmental spelling disability

  26. 163 Special Ed . . . District of Regional Day School Program for the Deaf (RDSPD) Service has been added It indicates the RDSPD Fiscal Agent that is providing RDSPD services. The fiscal agent district is registered with the Texas Education Agency For Submission 1, the DISTRICT-OF-RDSPD-SERVICE on the 163 Special Education record must match a RDSPD Fiscal Agent District on the 011 record CHAPTER 2

  27. 203 Student Leaver-Grad Type Charts p. 2-169 All Students Spec Ed Cur. Not Modified Took Tests CHAPTER 2

  28. 203 Student Leaver-Grad Type Charts p. 2-172 Spec Ed Curriculum Modified CHAPTER 2

  29. 305 Teacher Class Assignment An instructional campus: • has an administrator • has students who are counted for ADA • has instructional staff • receives federal, state and/or local funds • provides instruction in the TEKS • has one or more grades EE - 12 • is not a PROGRAMfor students enrolled in another LEA CHAPTER 2

  30. 305 Teacher Class Assignment An Alternative Instructional Unit Is an instructional site/program/arrangement NOT GOVERNED by a campus Does not meet the definition of an instructional campus For the 305 Teacher Class Assignment Record Do not include courses with SERVICE-IDs that begin with SA, SE, SR, SS, 01, 8, or 9 SERVICE-IDs for PK and K that begin with “02” cannot be reported on the 305 Teacher Class Assignment record CHAPTER 2

  31. 305 Teacher Class Assignment Non-Campus Based CTE Instruction Must have “Teacher of Record” per SAAH Must have MOU, Memorandum of Understanding Must report 040 Staff Identification, 043 Staff Demographic, and 050 Staff Employment PEIMS records Failure to report this may result in a loss of state funding LEAs must follow requirements in the Student Attendance Accounting Handbook CHAPTER 2

  32. 305 Teacher Class Assignment If campus operations are contracted out to a third party vendor: LEA must still report Teacher Class Assignment records for teachers CHAPTER 2

  33. 405 Special Education Attendance DISTRICT-OF-RDSPD-SERVICE has been added to the 405 Special Education Attendance record It reflects the RDSPD Fiscal Agent that is providing services CHAPTER 2

  34. 425Student Disciplinary Action Data ACTUAL-LENGTH-OF-DISCIPLINARY-ASSIGNMENT Include only the actual number of instructional school days that the student was in attendanceDo not include days absentpage 2-254 CHAPTER 2

  35. 425Student Disciplinary Action Data ACTUAL-LENGTH-OF-DISCIPLINARY-ASSIGNMENT The length of disciplinary assignment can only be increased BY CREATING A NEW INCIDENT CHAPTER 2

  36. 435 Student Restraint Data New reporting requirements for law enforcement restraints performed at school or school related activities All reportable restraints performed by police officers or SROs are to be reported with Restraint Reason Code 08 Do not report restraints that are performed by non-school district police officers that are result of calling 911 Restraint Staff Type Codes 01 - School district/Charter School employee or volunteer 02- School district police officer or SchoolResourceOfficer-SRO CHAPTER 2 Restraint Staff Type Code 01Can only be reported with special education students Restraint Staff Type Code 02Can be reported for any student(special education or not)

  37. 2013-2014 Data Standards Data Element Revisions CHAPTER 3

  38. First Name Middle Name Last Name Can be combination of A-Z, 0-9, ', -, space character (implemented by edits 04049 and 10015) Lowercase letters a-z cannot be submitted Prior ID and the Demographic Revision Code have been deleted from PEIMS CHAPTER 3

  39. E1033 RESTRAINT REASON used when: Student was physically or mechanically restrained due to imminent serious physical harm to: • themselves or others • property destruction OR • a combination of both (See 19 TAC §89.1053) OR was restrained by a law enforcement officer at a school campus OR at a school related activity AT THE REQUEST OR DIRECTION OF THE DISTRICT CHAPTER 3

  40. E1527 DISTRICT OF RDSPD SERVICE DISTRICT OF RDSPD SERVICE indicates the RDSPD Fiscal Agent district that provides the RDSPD service to a particular RDSPD CHAPTER 3

  41. E1528 FOSTER CARE INDICATOR Indicates whether a student is currently in the conservatorship of the Department of Family and Protective Services (DFPS), or for certain students that were previously in the conservatorship of DFPS DELETED E1041 PK-FOSTER CARE INDICATOR E1038 PK-MILITARY INDICATOR CHAPTER 3

  42. E1530 DYSLEXIA INDICATOR Indicates whether a student is identified as having dyslexia or related disorders as defined in TEC §38.003 E1529 MILITARY CONNECTED Indicates a student who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military CHAPTER 3

  43. 2013-2014 Data Standards Data Standards Table Revisions CHAPTER 4

  44. The Budget and Actual code tables for Fund Code have been changed from C148 and C160 to C145 due to the consolidation of the fund code tables Payroll object code C139 has been combined with C159 OBJECT-CODE CHAPTER 4

  45. C145 FUND CODE Fund 431 – Adult Ed Shared Services Arrangement eligible for SSA Actual reporting Fund 411 – Technology Allotment deleted C146 FUNCTION CODE CHAPTER 4

  46. C147 PROGRAM INTENT CODE C147 PK PIC Codes Expanded CHAPTER 4

  47. C161 Student Attribution Code 01 – Open Enrollment Charter School 02 – Juvenile Justice Alternative Education Program 03 – Public Education Grant Program 06 –Transfer Between Public School Districts Codes 13 – 20 deleted Codes 25 – 28 added CHAPTER 4

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