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Texas Student Data System Updates for Brighter Futures

Stay informed with PEIMS and TSDS updates from Candice DeSantis, a Subject Matter Expert at Texas Education Agency, on current reporting, outstanding issues, release schedules, and data loading. Get the latest on future collections and projects for a smoother education data management process.

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Texas Student Data System Updates for Brighter Futures

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  1. Simple Solution. Brighter Futures. PEIMS and TSDS Updates Texas Student Data System Candice DeSantis - Subject Matter Expert Texas Education Agency August 2018

  2. Agenda • 2017-2018 PEIMS Collection • Current Reporting • Outstanding Issues • 2018-2019 TSDS Release Schedule • 2018-2019 PEIMS Collection • Collection Due Dates • PEIMS Release Content • PEIMS Data Loading • EDIT+ Update • Update on Future Collections & Projects

  3. 2017-2018 PEIMS Collection

  4. Current Reporting Campus ID of Residence: • 12 LEAs received an extension through 8/15/2018 • 6 have Completed Year-Round LEAs • 5 LEAs received extensions for their year round schools • 2 have Completed Once the Summer resubmission extension deadline has been reached for the year-round LEAs, 8/16/2018, the PEIMS Summer data is released to the development team to begin PEIMS data aggregations into TEA’s main database. Quality Assurance is performed via multiple tiers before releasing the data to TEA program areas, 9/13/2018. These deadlines are imperative in order for TEA program areas to meet their federal and state reporting requirement deadlines.

  5. Outstanding Issues Top issues reported not including performance: • PDM3-130-001 Superintendent’s Report of Student Attendance • The totals for rows J through Q are a sum not an average • The cumulative section is not calculating correctly • PDM3-120-004 TSDS PEIMS Disaggregation of PEIMS Summer Attendance Data • Student Count by Grade is not correct • ‘Percent in Attendance’ section Days Membership column calculation is incorrect • 44425-000A • Users are unable to load multiple Disciplinary Incident Association’s for the same student if the student received Disciplinary Action Reason Code 23: Emergency Expulsion. • PDM3-130-005 Comparison of Current and Prior Year Attendance • The refined ADA calculations are incorrect • PDM3-130-011 Flex Attendance – Superintendent’s Report of Student Attendance • Incorrect FTE and ADA calculations • PDM3-130-014 Flex Attendance - Superintendent’s Summary Report of Student Attendance • Incorrect FTE and ADA calculations

  6. Outstanding Issues • Promoting PEIMS data by Campus • At the LEA level, it is best practice to promote by LEA not by Campus. • This may cause the system to process slowly since the data is promoted by campus then by each subcategory. • Beginning a Promotion prior to Report and/or Bundle processes completing • Do not generate reports and/or bundles if the LEA is planning a promotion. • The system is designed to postpone the Promotion until the Reports and/or Bundles have completed their processing. • The promotion will reset reports after the promotion process has completed. • Beginning a Promotion will not cancel Report and/or Bundle processes.

  7. 2018-2019 TSDS Release Schedule

  8. Release Schedule ODS • August 3, 2018 • 2018-2019 TEDS Final • October 19, 2018 • 2018-2019 TEDS Addendum

  9. Release Schedule PEIMS Application • September 7, 2018 • 2018-2019 TEDS Final PEIMS Fall updates • October 19, 2018 • 2018-2019 TEDS Addendum PEIMS Fall updates • November 2018 • 2018-2019 TEDS Final and Addendum PEIMS Midyear updates • January 2019 • 2018-2019 TEDS Final and Addendum PEIMS Summer updates • March 2019 • 2018-2019 TEDS Final and Addendum PEIMS Extended Year updates

  10. Release Schedule TSDS Validation Tool • September 7, 2018 • 2018-2019 TEDS Final • October 19, 2018 • 2018-2019 TEDS Addendum ECDS • October 22, 2018 • 2018-2019 TEDS All Versions Dashboard Upgrade to version 2.0 • September 2018

  11. 2018-2019 PEIMS Collection

  12. PEIMS Collection Due Dates TSDS PEIMS Fall 1st submission 12/06/2018 TSDS PEIMS Fall resubmission 01/17/2019 TSDS PEIMS Midyear 1st submission 01/24/2019 TSDS PEIMS Midyear resubmission 02/07/2019 TSDS PEIMS Summer 1st submission 06/20/2019 TSDS PEIMS Summer resubmission 07/18/2019 TSDS PEIMS Summer year-round LEAs 08/15/2019 TSDS PEIMS Extended Year 1st submission 08/29/2019 TSDS PEIMS Extended Year resubmission 09/16/2019

  13. PEIMS Release Content Fall issues to be resolved PDM1-110-001 Staff Counts and Totals PDM1-120-009 Disaggregation of PEIMS Student Data PDM1-111-002 Staff Roster PDM1-110-004 Staff FTE Summary PDM1-110-006 Staff FTE by Role PDM1-120-013 PK Student roster PDM1-230-003 Student Summary by Sex and Ethnicity PDM1-122-001 CTE Students by Sex and Ethnicity and Courses PDM1-124-001 Dropout Students by Gender, Ethnicity and Grade PDM1-231-001 Percent Change from Previous Year PDM1-110-007 Payroll Information by Special Populations Program Intent Codes (PIC 21 thru 25) PDM1-320-001 Interim List to Assist LEAs in Leaver Record Submission 48011-000B FHSP-DISTING-LEVEL-ACHIEVE-INDICATOR-CODE has been removed from the rule for 2018-2019 school year 10020-0036 The rule is updated for the 2018-2019 school year to account for students enrolled in JJAEP

  14. PEIMS Release Content Midyear issues to be resolved PDM2-100-007 Actual Financial Data Review PDM2-101-002 Actual Compliance Report – General Fund PDM2-101-004 Actual Compliance Report – SFSF Allocated PDM2-101-005 Actual Compliance Report – SFSF Unallocated PDM2-102-005 Statement of Revenues, Expenditures, & Changes in Fund Net Assets – Proprietary Funds 20032-0056 Added exclusion for governmental charters for the 2018-2019 school year 20032-0063 Added exclusion for governmental charters for the 2018-2019 school year

  15. PEIMS Release Content Summer issues to be resolved - Reports PDM3-130-005 Comparison of current and Prior Year Attendance PDM3-130-008 Superintendent’s Summary report of Student Attendance PDM3-113-001 Student Class Schedule PDM3-120-004 Disaggregation of PEIMS Summer Attendance Data PDM3-131-001 Roster of Pregnancy Related Services PDM3-125-003 Student Restraint Events by Grade PDM3-132-006 Student Disciplinary Action Incident Counts by Reason Code PDM3-134-001 Title I Part A Student Summary by Grade PDM3-134-002 Title I Part A Student Summary by Campus PDM3-134-003 Title I Part A Participation Roster PDM3-134-004 Title I Part A Summary by Sex, Ethnicity, and Grade

  16. PEIMS Release Content Summer issues to be resolved - Rules 44425-000G Users are unable to load students that received a discipline incident on two separate campuses when campuses have the same Disciplinary Action Number 44425-000A Users are unable to load multiple Disciplinary Incident Associations for the same student if the student received Disciplinary Action Reason Code 23: Emergency Expulsion 40100-0001 The rule should only fire for active instructional campuses. Receiving data for under construction campuses. 40110-0160 The rule should only fire for active instructional campuses. Receiving data for under construction campuses. 30050-0002 NUMBER-DAYS-EMPLOYED should be between 100 and 261.

  17. PEIMS Data loading • LEAs will need to begin loading their PEIMS Summer data into the Operational Data Store (ODS) sooner. • ECDS now has an earlier submission due date. Kindergarten data is due January 31, 2019 for the upcoming 2018-2019 school year. • Beginning 2019-2020 RF Tracker and SPPI-14 submissions will be dependent on the PEIMS Summer submission.

  18. EDIT+ Update

  19. EDIT+ Update • EDIT+ is scheduled to retire on November 1, 2018. The application will no longer be accessible. • The EDIT+ Reports will become available via View Reports in the TSDS PEIMS application prior to retiring EDIT+. • Three more years of legacy enrollment (PET) data will be converted into TSDS Unique ID. Years: 2012-2013, 2013-2014, and 2014-2015. • Legacy PET data will become available in Unique ID following the October 19, 2018 release • Archived EDIT+ reports will become available in TSDS PEIMS following the October 19, 2018 release.

  20. EDIT+ Update - Mockup The EDIT+ reports will be accessible if the user has the PEIMS Data Completer role.

  21. EDIT+ Update - Mockup

  22. Update on Future Collections & Projects

  23. SPPI-14 Overview • The Individuals with Disabilities Education Improvement Act (IDEA) of 2004 requires each state to develop a six-year performance plan. This State Performance Plan (SPP) evaluates the State's efforts to implement the requirements and purposes of IDEA and illustrates how the State will continuously improve upon this implementation. • Indicator 14 of the SPP requires that data be collected annually from students receiving special education services prior to exiting high school and with a follow-up survey one year after graduation. • Data collected from the survey focuses on: • enrollment in higher education, • competitive employment, • other post-secondary education or training • and other employment. • The primary purpose is to provide a clear measure of post-school results of youth with disabilities as they transition from high school to adult life.

  24. SPPI-14 – Current System Currently, SPPI 14 data collection is accessed through TEAL > SPP application • The data collection period is July 1 to June 30 of the current year. • Indicator 14 refers to the students with disabilities with current enrollment in Grade 12 and anticipates exiting through graduation at the end of the current school year, and students with disabilities who have dropped out, completed a GED, or graduated early since being reported as enrolled on the Fall Snapshot date. • Districts follow the Required Sampling Procedures. • Student Unique ID is used to obtain student Special Education data from PEIMS. • Student demographics is manually entered by LEA. • Student Contact Information and Parent Contact Information is manually entered by the LEAs. Additional Contact Information is optional, but recommended. • Post-School Goals included in the student’s IEP. • SPPI-14 data collected is provided to a 3rd party vendor that conducts the Post-School Outcomes Survey. • The survey results are submitted to the Office of Special Education Programs (OSEP) at the U.S. Department of Education (USDE) with annual progress reports related to the SPP, known as the State's Annual Performance Report (APR), submitted to the Secretary of Education.

  25. SPPI-14 - TSDS Data Collection New system will use current year PEIMS Fall data, prior year PEIMS Summer data and TSDS data. • Data Elements: • PEIMS Fall data: • Current year Leaver data for Special Education students • Leaver Reason codes: • 01 - Graduated • 24 - College, Pursue Associate or Bachelor Degree • 88 - Court-ordered to a GED program, has not earned a GED • 90 - Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children • 98 – Other • Military Enlistment Indicator Code • Student demographics • PEIMS prior year Summer data: • Special Education data • Special Education Indicator • Primary Disability Code • Instructional Setting Code • TSDS submission: • Student and Parent contact information

  26. SPPI-14 - TSDS Data Collection • SPPI-14 data collected through TSDS PEIMS will be provided to a 3rd party vendor that conducts the Post-School Outcomes Survey. • The purpose of the survey is to follow-up with persons previously enrolled in high schools within the State of Texas to collect data on their post-high school activities. • The survey includes a total of twelve questions: • eleven questions needed for the State Performance Plan (SPP) Indicator 14 reporting • and one question to address statewide and district high school program improvement. • The vendor uses sample data to mail out survey. • The survey results are submitted to the Office of Special Education Programs (OSEP) at the U.S. Department of Education (USDE) with annual progress reports related to the SPP, known as the State's Annual Performance Report (APR), submitted to the Secretary of Education.

  27. SPPI-14 Timeline Governance Approval: Data collection proposals are scheduled to be presented to the Information Task Force (ITF) during the September 2018 meeting. TEDS Publication: Data collection will be published in the TEDSpreliminary version in December 2018 for the 2019-2020 school year. Begin Collecting data via TSDS: SPPI-14 data will begin loading in TSDS August 2019 for the 2019-2020 school year.

  28. Organization Data • The original plan was to move the organization data from its current database into the TSDS ODS. • Upon further technical review, the decision has been made to add effective date and historical tracking to the current database. • Starting with the 2019-2020 school year, TSDS applications will incorporate the effective date into the TSDS applications. • Effective Date of Org Status changes • Near real-time access to org data

  29. Foster Care Reports • The TSDS team is currently working with the Foster Care Division on matching data from the Texas Department of Family & Protective Services (DFPS) with Unique ID data to assist LEAs with ensuring all Foster Care students are accurately reported in PEIMS. • The goal is for DFPS to send a nightly or weekly file of their foster care students. TEA will attempt to match those students against Unique ID. • Reports will be provided at the LEA level listing foster care students enrolled in their LEA.

  30. Web-Enabled TEDS • The TSDS teams are continuing to work on the web-enabled TEDS product. • Received feedback from a small work group of ESCs • August, 2019 is the new estimated release date

  31. UI – Accessibility Rework • The State of Texas is now following the federal government in adopting more rigorous accessibility guidelines (WCAG 2.0). • Changes will be minimal in terms of significance to the users. • The colors on all TSDS UIs, including buttons, tables, banners, will change slightly to meet the new standards. • These changes will impact the TSDS applications and the TSDS website.

  32. RF Tracker • RF Tracker - 2019-2020 Implementation • Kathy Adaky will present the current status of the RF Tracker application.

  33. Questions?

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