1. Summer PEIMS 2016-2017 Federal and State Compliance
Wanda D. Thomas, Sr. Manager
Presenter – Pablo Martinez, Sr. Compliance Analyst

2. What is the Texas Student Data System?
The Texas Student Data System (TSDS), a major initiative by the Texas Education Agency, is a new statewide system that modernizes and improves the quality of data collection, management, and reporting in Texas education.
Through the new studentGPS® Dashboards and other improvements, TSDS will support higher student performance across the state.
TSDS also replaces and expands on the existing Public Education Information Management System (PEIMS):

3. How Will TSDS Work?
Local education agencies (LEAs—Texas school districts and charter schools) load data to TSDS from their local systems. The data is stored in a central repository (the Operational Data Store), where it can be used for the studentGPS® Dashboards, PEIMS, Early Childhood Data System (ECDS), and any future collections.
Finally, data moves to TEA's reporting systems: dashboard data is visible only to authorized educators in the studentGPS® Dashboards, while PEIMS data is aggregated for anonymity and made available to the public via TPEIR (just as in the legacy system).
Meanwhile, the Unique ID module manages student and staff IDs, ensuring that each person has only one identity in the system and that data matches up correctly throughout TSDS.

4. What is TSDS PEIMS?
TSDS PEIMS is the new software application for the state's Public Education Information Management System (PEIMS). LEAs load, validate, and submit their PEIMS data to TEA via TSDS PEIMS. The system will also provide reports and access for the prior four years' collections.
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.

5. What are the Texas Education Data Standards (TEDS)?
TEDS is a collection of data standards based on the national Ed-Fi XML core for loading data to TSDS. From there, the data powers TSDS PEIMS and the studentGPS® Dashboards.
TEDS is a critical part of the new TSDS vision. These XML-based standards allow TEA to respond more swiftly and cost-effectively to changing data reporting requirements, and they conform with US Department of Education best practices. TEDS is applied at the point that local systems create an extract for TSDS: that extract must be in TEDS-compliant XML format.  As the extracted data is loaded to the ODS, it will be validated against TEDS.

6. Submission 4 (Extended Year)
PEIMS Submissions
The TSDS PEIMS process includes four submissions:
Submission 1 (Fall)
Submission 2 (Midyear)
Submission 3 (Summer)
Submission 4 (Extended Year)

7. PEIMS Submission 3 Summer collection consist of :
TSDS PEIMS Submission 3
Student identification, demographic
Year long Student attendance (Regular and Flexible OFSDP - Student Optional Flexible School Day Program )
Teacher class assignment/Staff data
Course Sections
Student course completion
Student disciplinary actions
Special Education restraint
Student Title 1-Part A
Campus Performance Ratings
Foundation High School Program
PEIMS Submission 3 Summer collection consist of :

8. PEIMS Submission 3 Summer Data is used to :
TSDS PEIMS Submission 3
PEIMS Submission 3 Summer Data is used to :
Calculate Foundation School Program
(FSP) final allotments ($$$)
Calculate attendance and course completion
Create a portion of the Academic Excellence Indicator System (AEIS)
Expand the monitoring of special programs
Perform desk audits
Performance Based Monitoring (PBM)
Classroom Link – Teacher Performance

9. Important Summer Dates :
TSDS PEIMS Submission 3
PEIMS Submission 3
Important Summer Dates :
06/22/ First submission due date for Districts*
07/20/ Resubmission due date for Districts*
HISD needs 2 weeks to process the file – so the HISD “frozen file” dates are usually about 2 weeks earlier than the TEA dates.

10. TSDS PEIMS Submission 3 Staff
30040 STAFF DATA - IDENTIFICATION/DEMOGRAPHIC - The Staff Identification/Demographic data record identifies by name the staff person that is either an employee of an ESC/LEA or is a contracted classroom teacher for a LEA that is reporting the PEIMS data.  Staff Demographics Data record identifies the date of birth and also the ethnicity and race information as collected on the 2 part ethnicity and race data questionnaire described in the record. In Submission 3 the following staff with role id 033(Educational Aide assigned to a Prekindergarten Course Section), 047(Substitute Teacher), 087(Teacher) are reported.
30050 STAFF DATA – EMPLOYMENT - The Employment record identifies the years of experience in the current school district along with the number of days employed and the percent of day employed. 

11. TSDS PEIMS Submission 3 Student
30305 STAFF DATA – TEACHER CLASS ASSIGNMENT - The record is used to capture the classroom assignments for classroom teachers only (Role IDs 087 and 047 only). This information is also used to link back to the Course Section record in order to identify the classroom information associated with a teacher’s respective class assignments. This information is collected in Submission 3 only.
40100 STUDENT DATA – IDENTIFICATION - The Student Identification record indicates the basic student identification as well as other demographics such as homeless status and ADA Eligibility Code for students who are enrolled and receive instruction and/or services in an elementary, secondary, or post secondary educational program under the jurisdiction of an LEA.
40110 – STUDENT ENROLLMENT – reports enrollment data in which a student is enrolled and/or withdrawn.
40110 / 50300 COURSE SECTION - Collects the complete list of courses that a student is taking or has attempted.

12. TSDS PEIMS Submission 3 Student
48011 STUDENT GRADUATION PROGRAM - The Student Graduation Program represents students that are pursuing or have completed a graduation program such as the Foundation High School Program.
41461 STUDENT DATA - TITLE I, PART A - The Student Data Title I, Part A record represents a cumulative student count for all students receiving Title I, Part A services during the course of the entire school year.
42400 BASIC ATTENDANCE DATA – The Basic Attendance Data – represents the recording of a student’s regular(basic) reporting period attendance.
42401 SPECIAL PROGRAM ATTENDANCE DATA – represents the recording of a student’s special programs reporting period attendance: ELL , Special Ed, Prgcy Related, OFSDP(Flexible Att.), and CTE contact hours Att.

13. TSDS PEIMS Submission 3 Student
47010 / COURSE COMPLETION DATA –- The Course Completion record is used to capture the course activity for students. This information is also used to link back to the Course Section record in order to identify the classroom information associated with a student’s respective class assignments.
43415 – COURSE – represents a setting in which organized instruction of course content is provided to one or more students for a given period of time. This complex type lists the current year courses taken by a student or taught by a teacher. A course may be offered to more than one class/section. Instruction, provided by one or more teachers or other staff members, may be delivered in person or via a different medium.
44425 DISCIPLINARY ACTION DATA – STUDENT - The Disciplinary Action Data –record indicates the student classroom removals based upon the student code of conduct violations enforced by the LEA. This data is mandated for collection by Texas Education Code TEC

14. TSDS PEIMS Submission 3 Student
45435 STUDENT RESTRAINT –The Restraint Event - represents the restraint data for:
1) the restraints of all students that are administered by school district police officers and school resource officers working with a LEA, and
2) special education students that are restrained by LEA employees and volunteers.
Texas Education Code § and TAC (b)-(c). Please refer to TAC for additional operational rules related to the management of special education student restraint events.

15. TSDS PEIMS Submission 3 -Organization
10010 ORGANIZATION DATA – DISTRICT - The Organization Data record identifies the education service center (ESC), school district (LEA), or charter school (LEA) that is reporting PEIMS data for a particular PEIMS collection. In addition, this record collects the Student and Community Engagement indicators and the local school board information requests. .
10020 – School Extension - represents an educational organization that includes staff and students who participate in classes and educational activity groups.
10040 – Class Period - represents the designation of regularly scheduled series of class meetings at designated times and days of the week.
Course Complex - represents the organization of subject matter and related learning experiences provided for the instruction of students on a regular or systematic basis. This is the course catalog of all courses offered at each school.

16. TSDS PEIMS Submission 3 -Organization
Course Offering - represents an offering of a course by the school during a session, representing the course catalog of available courses. This is a list of all current year courses that are found in the Course Complex in the Education Organization Interchange.
10050 – Section Extension - represents a setting in which organized instruction of course content is provided to one or more students for a given period of time. This complex type lists the current year courses taken by a student or taught by a teacher. A course may be offered to more than one class/section. Instruction, provided by one or more teachers or other staff members, may be delivered in person or via a different medium.
10200 – Calendar Date - represents a day in the school calendar.
10200 – Reporting Period - represents a time period for which student attendance data are reported

17. 10010 record collects the Student and Community Engagement indicators and the local school board information requests.
FINE-ARTS-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for Fine Arts.
WELLNESS-AND-PHYSICAL-ED-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for Wellness and Physical Education.
COMMUNITY-AND-PARENTAL-INVOLVEMENT-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for Community and Parental Involvement.
21ST-CENTURY-WORKFORCE-DEVEL-PGM-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for 21st Century Workforce Development Program.
SECOND-LANG-ACQUISITION-PGM-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for Second Language Acquisition Program.

18. 10010 record collects the Student and Community Engagement indicators and the local school board information requests.
DIGITAL-LEARNING-ENVIRONMENT-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for digital learning environment.
DROPOUT-PREVENTION-STRATEGIES-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for dropout prevention strategies.
EDUCATIONAL-PGM-FOR-GT-STUDENTS-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for Educational Program for Gifted and Talented students.
OVERALL-RATING-CATEGORY-CODE - indicates the performance rating locally assigned to the LEA or campus in community and student engagement for overall performance rating.

19. 10010 record collects the Student and Community Engagement indicators and the local school board information requests.
STATUTORY-REPORTING-AND-POLICY-COMPLIANCE-CODE - indicates whether the LEA or campus has met compliance with statutory reporting and policy requirements by using criteria established by a local committee.
CASE-RATINGS-CRITERIA-LINK (E1578) indicates the internet website link to the Community and Student Engagement (CASE) ratings criteria that are used by the local education agency and campuses to determine the ratings for the LEA and campuses per TEC
TOTAL-NUM-SCHOOL-BOARD-REQUESTS - indicates the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC SECTION
TOTAL-COST-SCHOOL-BOARD-REQUESTS - indicates the cost of fulfilling the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC SECTION

20. Community and Student Engagement (CASE) Indicators
In submission 3, each LEA, excluding the Texas Juvenile Justice Depart public school ( ), reports the eight CASE indicators, the Overall CASE Ratings Indicator, and the Statutory Reporting and Policy Compliance Indicator.
In addition to a school district or open enrollment charter school reporting the above mentioned ratings for the self-evaluated performance for the CASE indicators, school districts and charter schools are mandated under TEC to select and report to the agency three programs or categories under TEC (b)(1), under which the LEA will evaluate LEA performance, and submit to the agency the criteria the district will use to evaluate district performance and assign the district a performance rating. See data elements E1575 – E1577 below.
Each public school district or open enrollment charter school (LEA) that is required to report this information is required to select three distinct categories listed below and must report those selections in PEIMS Submission 3, prior to the school year in which the performance will be evaluated. For example an LEA will report their three choices at the end of the school year, and then will report the actual ratings on the same three choices near the end of the school year.

21. Community and Student Engagement (CASE) Indicators
With the exception of the Texas Juvenile Justice Department (TJJD/227622), all districts must assign performance ratings for the community and student engagement indicators to all active instructional campuses in the district, except for Disciplinary
Alternative Education Program (DAEP) campuses, Juvenile Justice Alternative Education Program (JJAEP) campuses, and certain Alternative Education Program (AEP) campuses that serve only students in TJJD facilities.

22. Community and Student Engagement (CASE) Indicators
FIRST-CASE-CHOICE-CODE (E1575) indicates the first choice of three of the eight community and student engagement indicators identified in TEC for the Texas public school accountability systems ratings under TEC
SECOND-CASE-CHOICE-CODE (E1576) indicates the second choice of three of the eight community and student engagement indicators identified in TEC for the Texas public school accountability systems ratings under TEC
THIRD-CASE-CHOICE-CODE (E1577) indicates the third choice of three of the eight community and student engagement indicators identified in TEC for the Texas public school accountability systems ratings under TEC
CASE-RATINGS-CRITERIA-LINK (E1578) indicates the internet website link to the Community and Student Engagement (CASE) ratings criteria that are used by the local education agency and campuses to determine the ratings for the LEA and campuses per TEC
Each campus that is required to report PEIMS data elements E1575 – E1577 is also required to report to TEA the criteria that will be used in the following school year to determine the actual ratings for the same three choices reported at the end of the prior school year. Each campus must report a valid internet link to a location from the campus internet website that will allow access to the criteria that will be used by the campus in the following school year to determine the actual ratings for the three CASE choices.

23. New PK Data Requirements record 10050 - District
PK-CURRICULA (E1579) Indicates curricula used in the district’s prekindergarten program section TEC (c)(6).
HIGH-QUALITY-PK-PROGRAM-INDICATOR (E1580) Indicates campus participation in the High Quality Grant Program Funding at an LEA if the district meets all program standards required under subchapter TEC (b).
STUDENT-INSTRUCTION (E1558) Indicates the PK student type of instruction.
PK-SCHOOL-TYPE (E1555) Indicates the PK program that is offered at the campus.

24. 48011– Student Graduation Program Record
In Submission 3:
StudentGraduationProgramExtension Complex Type identifies the intent of students enrolled in the Foundation High School Program by collecting the Participant Code, Distinguished Level of Achievement Indicator Code, and the Endorsement Indicator Codes.
Graduation program data elements reported :
E1541 – FHSP Participant Code
E1542 – FHSP Distinguished Level Achievement Indicator Code
E1544 – STEM Endorsement Indicator Code
E1545 – Business and Industry Endorsement Indicator Code
E1546 – Public Services Endorsement Indicator Code
E1547 – Arts and Humanities Endorsement Indicator Code
E1547 – Multidisciplinary Studies Endorsement Code.

25. 48011 – Student - Graduation Program Record
FHSP-PARTICIPANT-CODE – indicates whether a student is currently enrolled in the Foundation High School Program. The FHSP-Participant-Code is reported at the end of the school year for all students in Grades (Submission 3 only)
FHSP-DISTING-LEVEL-ACHIEVE-INDICATOR-CODE (Submission 3) – indicates whether a student is currently pursuing or has successfully completed the distinguished level of achievement program under the Foundation High School Program as provided by TEC (b-15).
STEM-ENDORSEMENT-INDICATOR-CODE (Submission 3) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Science, Technology, Engineering, and Mathematics Endorsement.
BUSINESS-AND-INDUSTRY-ENDORSEMENT-INDICATOR-CODE
PUBLIC-SERVICES-ENDORSEMENT-INDICATOR-CODE
ARTS-AND-HUMANITIES-ENDORSEMENT-INDICATOR-CODE
MULTI-DISCIPLINARY-STUDIES-ENDORSEMENT-INDICATOR-CODE
INDIVIDUAL-GRADUATION-COMMITTEE-GRADUATE-CODE - indicates whether a student for whom an Individual Graduation Committee (IGC) was established has graduated based on an IGC decision. This is reported for graduates in Submission 1 only
INDIVIDUAL-GRADUATION-COMMITTEE-REVIEW-CODE - indicates whether an Individual Graduation Committee (IGC) has been established for a student. This is only reported for 11th and 12th grade students in Submission 3.

26. District PEIMS Process
The District PEIMS Process is multi-layered:
1. Student Information System (SIS) provides a district PEIMS file twice a week –Monday and Thursday to Federal and State Compliance.
2. FSC runs the file through a validation tool and several other validation steps to capture any errors.
3. FSC will analyze errors reports for compliance with federal and state guidelines.
4. FSC will communicate with campus PEIMS coordinators and clerks to have error cleared .

27. Campus PEIMS Process Campus personnel must:
1. Enter data and corrections into Chancery within required timelines.
2. Run Chancery and Certify reports:
TX PEIMS Fall Submission
TX PEIMS Submission 3 Edit
TX 425 Record Edit
Certify scorecards
3. Understand TSDS PEIMS Files Error Reports received from FSC:
Fatal Errors - Student data will not go to PEIMS until fatal errors are corrected.
Special Warnings - The editor indicates that data conditions warrant research and justification. In all probabilities, this is an error; however, some special warnings cannot be corrected (such as a 5-year-old in first grade).
Warnings - Data conditions warrant research and justification, this may not be an error.

28. Campus PEIMS Process
Additionally, campus staff must correct errors and warnings:
4. Review the appropriate Chancery screen for possible incorrect data entries.
5. Verify with the campus PEIMS contact that the data is correct and consistent with documentation (see PEIMS Contact List).
6. Call the appropriate FSC Data Analyst or Senior SIR for assistance.

29. Fatal Errors, Special Warnings and Warnings
TSDS PEIMS Error Report
Fatal Errors - Student data record will be rejected until the errors have been corrected
Special Warnings – More detailed edit indicates that data warrants research, justification and documentation – correct if possible
Warnings - Data conditions warrant research and justification – correct if possible

30. Correcting Errors and Warnings
Look at the appropriate Chancery screen for possible incorrect data entry
Verify with PEIMS Contact person/clerk that data is correct and consistent with documentation
Contact FSC for assistance if you are not able to correct the error
Chancery

31. (Advance to the next screen)
Possible Errors – Missing Data
ADA Eligibility Code
Possible Wrong Grade level
Duplicate ID numbers
SSN or Alt ID number
Sex, Ethnicity, or Birth Date
“Include in PEIMS Indicator” box must be checked (enrollment screen)
Home Language
Incorrect Attribution Code
Please refer to the important timelines on the chart below.
Important Timelines
Last Day, Last School Year (SY) /8/2012
School Start Window /27 – 9/28/2012
Snapshot (no relation to leavers) /26/2012
Edit+ Presumed Under-Reported Students list (Students who were reported during the , but not reported anywhere during current school start window)
December 2012
Student Searches Should be Complete /10/2013
Resubmission Early January 2013
TEA Publishes Dropout Completion Lists Mid June 2013
Appeals Deadline Mid August 2013
Ratings Update Late October 2013
(Advance to the next screen)

32. Possible Coding Errors
Pregnancy Related Services (PRS)
ADA 0 = Enrolled < 2 hours (120 minutes) of instruction
ADA 1 = Eligible full day students
ADA 2 = Eligible half day students
ADA 3 = Eligible transfer full day students (out of district only) need Attribution code 6 and Campus ID of Residence (Enrollment Screen)
ADA 4 = Ineligible full day students (Tuition)
ADA 5 = Ineligible half day students
ADA 6 = Eligible transfer half day students(out of district only) need Attribution code 6 and Campus ID of Residence (Enrollment Screen)
ADA 7 = Eligible OFSDP (Optional Flexible School Day Program)
ADA 8 = Ineligible OFSDP
Incorrect Campus of Accountability coding (DAEP students)

33. Chancery Reports H WD88 H Classes Missing Teachers
H Classes Invalid Teachers
H Classes with Placeholders
H Title 1 Status
H Out of School Suspension (Student’s Attendance Record)
H Out of date LPAC

34. TSDS PEIMS Reports
Superintendent’s Semester Report of:
Student Attendance
Career & Technology Education Eligible Days
Gifted and Talented Students
LEP Students
Superintendent’s/Principal’s Semester Report of Student Attendance Summary

35. TSDS PEIMS Reports Campus ID of Accountability Roster
Possible reports provided to schools to check and confirm, will be sent out in 1st submission.
Campus ID of Accountability Roster
Student Disciplinary Action Summary
Title 1 Part A Student Summary by Grade
Special Education Student Restraint Roster by Campus of Restraint Event
Disaggregation of PEIMS Summer Attendance Data
Survey of Pregnancy Related Services

36. PID – Personal Identification Database
With each PEIMS data submission, districts receive diagnostic reports of PID
errors. A PID error is reported when identifying information for an individual
student matches an existing PID record to suggest that this is the same student
and one or more required elements does not match. As an example, a record
submitted with the same Social Security number but with a different last name
would produce a PID/PET error. The PID database should contain one, and only
one record for each person.
If not corrected, these errors become PEIMS PID/PET errors that count
against the school’s funding.
There are four major demographics that must be unique to all students and staff
in the PID database:
Student ID Number: This will be either a State Alt ID# or the Social Security Number
First Name:
Last Name:
Date of Birth:
PID Error reports will be sent to the campuses by the FSC PID team
Member. (Rose Gamboa or Carmen Aguilar)

37. PET Reports
PET PID Statement of Discrepancies - This report provides a listing of PET Edit errors detected in a district's PET file after the successful transfer of the file to TEA.
PET Presumed Duplicate Student Report for Enrollment - this report is used by districts and campuses to identify possible data quality issues related to a student's enrollment and withdrawal history.
PET Potential Movers NOT showing withdrawn - This report displays a list of students who do not show as withdrawn but are considered potential movers for the school year.

38. Certify Discipline Student Behavior Scorecard
Click “here” the blue link to get to the logon page

39. Logon using your network username id and password

40. DATA Certification Scorecard

41. Data Certification Results

42. Resources Federal & State Compliance SIS/Chancery/Certifyor
School Guidelines
SIS/Chancery/Certify
Certify Questions please contact Pablo Martinez
Do not contact Certica Solutions.
Texas Education Agency
TEDS – Texas Education Data Standards
TEA Student Attendance Accounting Handbook 42

43. Federal and State Compliance DATA AND COMPLIANCE MONITORING TEAM

44. Federal and State Compliance TSDS PEIMS Data Reporting Team
Upcoming Membership days:
Friday April 28, 2017
Friday May 19, 2017