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Core Collection: Early Childhood Data System - PK Submission (Updated 2023-2024)

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The Early Childhood Data System (ECDS) collection is one of the TSDS Core Collections. This guide covers the submission of prekindergarten (PK) data. (Kindergarten data is submitted separately.) The reporting of PK program data for ECDS is mandatory for all public school districts. The reporting of private PK program data is optional.

LEAs are required to submit specific demographic, classroom link, and special program data elements for the ECDS PK collection. All elements will be submitted in the PEIMS Summer Collection.

The ECDS PK submission is due June 27, 2024.

NOTE: The assessment vendor will provide the ECDS PK assessment data directly to LEAs in TWEDS-compliant XML format. LEAs will load the assessment data files into TSDS.

Extract Rules and Edits for 2023-2024

IMPORTANT: Each LEA will have unique situations. Some of the dates, images, and examples provided in this document are for informational and instructional purposes only and may not completely represent your LEA's process.

Prerequisites

Prerequisites:

Terminology:

Hard-coded elements

I. Verify ASCENDER Business Data

Verify data for each element in the ASCENDER Personnel application. It is suggested that you run reports first, and then use the maintenance pages in the Personnel application to update data where needed.

Personnel

Personnel Reports

Personnel elements can be verified by running the following reports:

Personnel > Reports > User Created Reports

Use the User Created Report to verify staff demo data.

Personnel > Reports > Personnel Reports > HRS1600 - Certification Report

HRS1600 allows you to view a list of instructors assigned to a particular teacher specialization code that is associated with the PK teacher certification requirement.
Personnel > Maintenance > Staff Demo > Demographic Information

Reported Elements from Demographic Information:

Element Code Table Data Element ASCENDER Name

E1524 —- TX-UNIQUE-STAFF-ID Texas Unique Staff ID

E0703 —- FIRST-NAME Legal - First

E0705 —- LAST-NAME Legal - Last
Personnel > Tables > Credential > Teaching Specialization

Interchange: StaffAssociationExtension
Complex Type: StaffExtension

The PEIMS PK Teacher Requirement field is used to indicate if a particular teaching specialization code is associated with required additional qualifications for the High Quality Prekindergarten Program.

Setting up codes for all PEIMS PK Teacher Requirement codes (one for each code in table C207) is recommended but not required.
Personnel > Maintenance > Staff Demo > Credentials

Reported Elements from Credentials:

Element Code Table Data Element ASCENDER Name

E1581 C207 PK-TEACHER-REQUIREMENT PEIMS PK Teacher Requirement/Teaching Specialization

II. Verify ASCENDER Student Data

Verify data for each element in the ASCENDER Student applications. It is suggested that you run reports first, and then use the maintenance pages in the Student applications to update data where needed.

Grade Reporting

Grade Reporting Reports

Grade Reporting elements can be verified by running the following reports:

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules > SGR0110 - Master Schedule PEIMS (Grd Rpting)

For PK course-sections, verify the instructor's Class Role, Entry Date, Withdraw Date, as well as PK Curr, High Qual PK, Stu Instr, PK Sch Type, PK Prog Eval Type, and Home Room Ind.

Grade Reporting > Reports > Grade Reporting Reports > Student Schedules > SGR0000 - Student Course Enrollment Listing

For PK course-sections, verify the Crs Dt Entry and Crs Dt Withdraw fields for all students.

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section

Reported Elements from Section:

Element	Code Table	Data Element	ASCENDER Name
E1580	C088	HIGH-QUALITY-PK-PROGRAM INDICATOR	High Qual PK Prog
E1555	DC152	PK-SCHOOL-TYPE	PK Sch Type
E1579	C206	PK-CURRICULA	PK Curricula
E1558	DC153	STUDENT-INSTRUCTION	Stu Instr
E1440	—-	HOMEROOM-INDICATOR	Home Room Ind
E1726	—-	CHILD-CARE-OPERATION-NUMBER	Operation Number

IMPORTANT: Be sure Home Room Ind is selected for at least one class for all PK students, and that the student was enrolled in this class on the reading assessment date.

A student can only have one home room selected. (This is a new TEA edit for 2018-2019.)
If a student was in one homeroom from the beginning of the school year, then moved to another home room on December 1 (for example), but tested in the first home room class, the second class must not have the homeroom indicator set.

The home room indicator identifies the instructor in the ECDS PK system who will be used in the ECDS PK reports. For each PK homeroom Instructor, verify the following on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor:

The instructor must not be excluded from PEIMS Reporting. Be sure Exclude from PEIMS is not selected.
The instructor must have a valid Staff ID or SSN.

Element	Code Table	Data Element	ASCENDER Name
E1065	—-	ASSIGNMENT-BEGIN-DATE	Entry Date
E1066	—-	ASSIGNMENT-END-DATE	Withdraw Date

Grade Reporting > Maintenance > Student > Individual Maint > Crs Assign

Reported Elements from Crs Assign:

Element Code Table Data Element ASCENDER Name

E1069 —- STUDENT-BEGIN-DATE Entry Date

E1070 —- STUDENT-END-DATE WD Date

Registration

Registration Reports

Student registration elements can be verified by running the following reports:

Registration > Reports > Create Registration Report

Use the Create Registration Report to verify student demographic data, as well as the EB indicator.

Registration > Reports > Registration Reports > Program > SRG1200 - Student Status Changes by Program

Set the Print Enroll Records parameter to Y to verify student entry and withdrawal dates.

Set the Print Special Ed Records, Print Bilingual/ESL Records, and Print PK Enroll Records parameters to Y to verify program information. These reports can be run individually.
Registration > Maintenance > District Profile > District Maintenance > State Reporting

Reported Elements from State Reporting:

Element Code Table Data Element ASCENDER Name

E1626 C216 PROGRAM-EVALUATION-TYPE Program Evaluation Type

Registration > Maintenance > Student Enrollment > Demo1

Reported Elements from Demo1:

Element	Code Table	Data Element	ASCENDER Name
E0703	—-	FIRST-NAME	Name - First
E0704	—-	MIDDLE-NAME	Name - Middle
E0705	—-	LAST-NAME	Name - Last
E1523	—-	TX-UNIQUE-STUDENT-ID	Texas Unique Student ID
E0004	—-	SEX-CODE	Sex
E0006	—-	DATE-OF-BIRTH	DOB
E1064	—-	HISPANIC-LATINO-CODE	Hispanic/Latino
E1063	—-	WHITE-CODE	White
E1061	—-	BLACK-AFRICAN-AMERICAN-CODE	Black/African American
E1060	—-	ASIAN-CODE	Asian
E1059	—-	AMERICAN-INDIAN-ALASKA-NATIVE-CODE	American Indian/ Alaskan Native
E1062	—-	NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE	Hawaiian/Pacific Isl
E0785	C054	ECONOMIC-DISADVANTAGE-CODE	Eco Disadvan
E0017	—-	GRADE-LEVEL-CODE	Grade

Registration > Maintenance > Student Enrollment > Demo2

Reported Elements from Demo2:

Element Code Table Data Element ASCENDER Name

E1397 —- ADMINISTRATION-END-DATE —-
Registration > Maintenance > Student Enrollment > W/R Enroll

Reported Elements from W/R Enroll:

Element Code Table Data Element ASCENDER Name

E0975 —- INSTRUCTIONAL-TRACK-INDICATOR-CODE Track
Registration > Maintenance > Student Enrollment > SpecEd

Reported Elements from SpecEd:

Element Code Table Data Element ASCENDER Name

E0794 C088 SPECIAL-ED-INDICATOR-CODE Entry/Exit Date
Registration > Maintenance > Student Enrollment > Bil/ESL

Reported Elements from Bil/ESL:

Element Code Table Data Element ASCENDER Name

E0790 C061 EMERGENT-BILINGUAL-INDICATOR-CODE EB Cd

IMPORTANT: The EB Code cannot be updated from the State Reporting > Maintenance > Summer > Student > Demo page. It must be correct on this tab so that it is correct in the Student interchange.

Registration > Maintenance > Student Enrollment > PK Enroll

Reported Elements from PK Enroll:

Element	Code Table	Data Element	ASCENDER Name
E1078	C185	PK-PROGRAM-TYPE-CODE	PK Program Code
E1079	C186	PRIMARY-PK-FUNDING-SOURCE-CODE	PK Funding Source
E1080	C186	SECONDARY-PK-FUNDING-SOURCE-CODE	PK Secondary Funding

IMPORTANT: The EB Code cannot be updated from the State Reporting > Maintenance > Summer > Student > Demo page. It must be correct on this tab so that it is correct in the Student interchange.

III. Verify Data and Create XML File

Review the Family Plan Engagement Link and Child Care Operation Number

The following Organization data is always maintained from the maintenance pages; there is no extract, unless you used the Import External File utility.

NOTE: The Family Engagement Plan Link is no longer Mandatory and an incomplete tagline will no longer generate if the field is left blank.

• If not selected, you will receive a Special Warning upon submission.

State Reporting > Maintenance > Organization > County District

Reported Elements from County District:

Element	Code Table	Data Element	ASCENDER Name
E0212	—-	DISTRICT-ID	District ID
E0213	—-	DISTRICT-NAME	District Name
E1583	—-	FAMILY-ENGAGEMENT-PLAN-LINK	—-
E1626	C216	PROGRAM-EVALUATION-TYPE	Code this element on Registration > Maintenance > District Profile > District Maintenance > State Reporting

State Reporting > Maintenance > Organization > Campus ID

Reported Elements from Campus ID:

Element	Code Table	Data Element	ASCENDER Name
E0266	—-	CAMPUS-ID	Campus
E0267	—-	CAMPUS-NAME	Campus Name

Create XML file.

State Reporting > Utilities > Create TSDS Core Collections Interchanges

Core Collection	Select the submission. For the ECDS PK submission, select Early Childhood Data System - PK.
Ending School Year	(Display only) The submission year, as entered in the Submission Year field on State Reporting > Options, is displayed. For example, for the 2020-2021 ECDS-PK submission, the field would display 2021.
Campus	Type the three-digit campus ID. Leave blank to select all campuses in the district.
As-Of Date	(Required) Enter the as-of date for running this utility. NOTES: This date is used as the staff association date as well as for determining the course-section in the master schedule. When determining which record to retrieve, the system first references the PK End Of Year date, if blank, then references the PK Beginning Of Year date. If both of those dates are blank, the entered As-of Date is used to determine which record to retrieve.

❏ Select the following individual interchanges for the ECDS PK submission.

All TSDS Early Childhood Data System - PK Interchanges
Education Organization Interchange
Master Schedule Interchange
Staff Association Interchange
Student Enrollment Interchange
Student Parent Interchange
Student Program Interchange

Only courses with service ID 01010000 are included.

Selected Students

The field is enabled if you selected all interchanges or a student-related interchange. Type or click the ellipsis to select the students for whom you want to create an interchange. Separate multiple students (Texas unique student IDs) with a comma (e.g., 6895409515,1628657282,2986961713). Leave blank to select all students.

Note: The As-Of Date field must be completed in order for this field to retrieve students.

Selected Staff

The field is enabled if you selected all interchanges or a staff-related interchange. Type or click the ellipsis to select the employees for whom you want to create an interchange. Separate multiple employees (Texas unique staff IDs) with a comma (e.g., 4732877094,2568052155). Leave blank to select all staff.

Note: The As-Of Date field must be completed in order for this field to retrieve staff.

❏ Click Run.

When the process is complete, you are prompted to save a .zip file containing the individual files for the completed interchanges.

The default name of the zipped folder is District_YYYY-MM-DD.HH-MM-SS.TSDS.zip, where:

District is the six-digit county-district number
YYYY-MM-DD is the date when the folder was created
HH-MM-SS is the hour, minute, and second when the folder was created

Example: 015101-2020-05-15.15-30-22.TSDS.zip

The default name for the individual files is District_Campus_Collection_TimeStamp_Interchange.xml, where:

District is the six-digit county-district number
Campus is the three-digit campus ID
Collection is the nine-character collection (ending school year & submission)
TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM)
Interchange is the name of the interchange created.

Example: 015101_000_2021TSDS_202005151420_InterchangeStudentProgramExtension.xml

NOTE: The Student Program only extracts for Special Education; therefore, not all students will be written into this interchange, which may result in a blank interchange.

❏ If errors are encountered:

Correct the data in ASCENDER.
Re-run the interchange(s).

State Reporting

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Table of Contents

Core Collection: Early Childhood Data System - PK Submission (Updated 2023-2024)

Prerequisites