Texas Education Agency PEIMS Data Standards Changes for the 2013-2014 School Year

1. Texas Education AgencyPEIMS Data Standards Changes for the 2013-2014 School Year Addendum – Post Addendum Release

2. 2013-2014 Data Standards This training presentation is associated with the Legacy PEIMS Data Standards; Not the Texas Student Data System Texas Education Data Standards. Texas Education Agency – PEIMS Data Standards Changes Addendum/Post Addendum Release

3. 2013-2014 Data Standards The PEIMS Data Standards are now known as the “Legacy” PEIMS Data Standards. Texas Education Agency – PEIMS Data Standards Changes Addendum/Post Addendum Release

4. 2013-2014 Data Standards The Legacy PEIMS Data Standards have been reformatted to make them easier to use for finding answers to data reporting questions and training new and existing PEIMS staff to understand and answer PEIMS reporting issues and questions. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

5. 2013-2014 Data Standards The format for each Legacy PEIMS Data record has been standardized across all PEIMS records. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

6. 2013-2014 Data Standards Each Legacy PEIMS Data record is formatted and presented with the following headings: - Data Record name/layout - Data Record Description - Business Rules for each data element - Data Record Reporting Requirements - Special Reporting Requirements - Examples Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

7. 2013-2014 Data Standards Business Rules for Data Elements All of the information related to reporting a particular data element on a particular data record is found under that particular data element. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

8. 2013-2014 Data Standards PEIMS Edits (data validation rules) Each context edit has a business meaning added to spell out in understandable language the meaning and/or purpose of the edit. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

9. 2013-2014 Data Standards Data Standards Revisions • 011 District Finance Data – Budget Record Reporting Requirements – Charter schools do not report the 011 record unless they are a governmental charter school and a member of an SSA. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

10. 2013-2014 Data Standards Data Standards Revisions • 011 District Finance Data – SSA Governmental Charter Schools – a city, university, community college, etc… are required to follow governmental accounting standards and should follow shared service accounting guidelines like a school district. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

11. 2013-2014 Data Standards Data Standards Revisions • 011 District Finance Data – SSA If a charter school is a member of an SSA, the fiscal agent must provide detailed accounting expenditures for the charter school to report on its own 032 Financial Actual record . Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

12. 2013-2014 Data Standards Data Standards Revisions • 030 District Finance Data – Budget Record Fiscal Year start dates and notification to change fiscal year start date have been advanced one year. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

13. 2013-2014 Data Standards Data Standards Revisions • 030 District Finance Data – Budget Record The code table for Fund Code has been changed from C148 to C145. This is due to the consolidation of the fund code tables as published last year. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

14. 2013-2014 Data Standards Data Standards Revisions • 030 District Finance Data – Budget Record TSBVI, TSD, and TJJD do not report the 030 data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

15. 2013-2014 Data Standards Data Standards Revisions • 032 District Finance Data – Actual Record Fiscal Year start dates and notification to change fiscal year start dates have been advanced one year. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

16. 2013-2014 Data Standards Data Standards Revisions • 032 District Finance Data – Actual Record TSBVI, TSD, and TJJD do not report the 032 data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

17. 2013-2014 Data Standards Data Standards Revisions • 033 District Finance Data – SSA Actual The code table for Fund Code has been changed from C160 to C145. This is due to the consolidation of the fund code tables as published last year. (12-13) Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

18. 2013-2014 Data Standards Data Standards Revisions • 033 District Finance Data – SSA Actual TSBVI, TSD, and TJJD do not report the 033 data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

19. 2013-2014 Data Standards Data Reporting Changes • 040 Staff Data –Identification/Demographic Identification Record Report the Middle-Name as it appears on the social security card for the employee or reportable contract teacher. If a staff person has no middle name do not report text such as NONE, NA, NMI, etc… for the Middle Name. Leave the Middle Name blank. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

20. 2013-2014 Data Standards Data Reporting Changes • 040 Staff Data –Identification/Demographic Identification Record Professional staff include: Teachers, full-time librarians, full-time counselors, full-time school nurses, other employees who are required to hold a certificate issued under TEC, Chapter 21, Subchapter B, and any other personnel reported by a school district to the Public Education Information Management System with a "professional" Role-ID (E0721). . Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

21. 2013-2014 Data Standards Data Reporting Changes • 040 Staff Data –Identification/Demographic Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

22. 2013-2014 Data Standards Data Reporting Changes • 040 Staff Data –Identification/Demographic Identification Record TSBVI, TSD, and TJJD are not required to report the 040 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

23. 2013-2014 Data Standards Data Reporting Changes • 043 Staff Data – Demographic Record The Demographic Revision Code has been deleted from the 043 record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

24. 2013-2014 Data Standards Data Reporting Changes • 043 Staff Data –Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

25. 2013-2014 Data Standards Data Reporting Changes • 043 Staff Data – Demographic Record TSBVI, TSD, and TJJD are not required to report the 040 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

26. 2013-2014 Data Standards Data Reporting Changes • 045 Staff Data – Staff ID Change Record This record has been deleted from the PEIMS Data Standards for 2013-2014. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

27. 2013-2014 Data Standards Data Reporting Changes • 050 Staff Data –Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

28. 2013-2014 Data Standards Data Reporting Changes • 050 Staff Data – Employment Record TSBVI, TSD, and TJJD are not required to report the 050 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

29. 2013-2014 Data Standards Data Reporting Changes • 055 Staff Data – Contracted Instructional Staff Record TSBVI, TSD, and TJJD do not report the 055 data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

30. 2013-2014 Data Standards Data Reporting Changes • 060 Staff Data – Staff Payroll Record The code table for Object Code has been changed from C139 to C159. This is due to the consolidation of the object code tables as published last year. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

31. 2013-2014 Data Standards Data Reporting Changes • 060 Staff Data – Contracted Instructional Staff Record TSBVI, TSD, and TJJD are not required to report the 060 payroll data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

32. 2013-2014 Data Standards Data Reporting Changes • 100 Student Data - Identification Record Report the Middle-Name as it appears on the identifying documents (birth certificate) for the student. If a student has no middle name do not report text such as NONE, NA, NMI, etc… for the Middle Name. Leave the Middle Name blank. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

33. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record Student Attribution Code - Charter Schools may not report STUDENT-ATTRIBUTION-CODE 03 – Public Education Grant (PEG). Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

34. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record 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). Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

35. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record STUDENT-ATTRIBUTION-CODE – Codes have been deleted and added to accommodate the consolidation of TYC and TJPC. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

36. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record STUDENT-ATTRIBUTION-CODE 13 – 20 have been consolidated into attribution codes 25 - 28 as a result of the consolidation of the Texas Youth Commission and the Texas Juvenile Probation Commission into the Texas Juvenile Justice Department. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

37. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record ECONOMIC-DISADVANTAGED-CODE – Must be determined at the time of enrollment. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

38. 2013-2014 Data Standards Data Reporting Changes • 101 Student Data - Demographic Record DEMOGRAPHIC-REVISON-CODE – Deleted from the 101 record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

39. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record EARLY-READING-INDICATOR-CODE has been added to the 102 student demographic record and deleted from from the now retired 105 data record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

40. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record FOSTER-CARE-INDICATOR-CODE has been added to the 102 student demographic record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

41. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record 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. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

42. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record The Foster Care Indicator Code is reported in fall and summer and extended year submissions (submissions 1, 3, and 4). Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

43. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record For Foster Care Indicator Code 0, no documentation is required because the student is not in the conservatorship of the Texas DFPS when enrolling in the school. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

44. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record For Foster Care Indicator Code 1 - the 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. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

45. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record For Foster Care Indicator Code 2, the Pre-kindergarten student is enrolling in school for the purpose of participating as an eligible student in a Pre-kindergarten program and eligibility documentation must be provided. At least 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. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

46. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record See “Chart for determining Foster Care Indicator Code” on the 102 record under Foster Care Indicator Code. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

47. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record Foster care status data should be handled with the utmost sensitivity, and in accordance with all FERPA guidelines. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

48. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record MILITARY-CONNECTED-STUDENT-CODE has been added to the 102 student demographic record. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

49. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record 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. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release

50. 2013-2014 Data Standards Data Reporting Changes • 102 Student Data - Demographic Record The MILITARY-CONNECTED-STUDENT-CODE is required for Submissions 1 and 3. The MILITARY-CONNECTED-STUDENT-CODE is not reported in Submission 4. Texas Education Agency –PEIMS Data Standards Changes Addendum/Post Addendum Release