Prerequisites:

Terminology:

Checklist Overview:

• Verify State Reporting options.

  
  State Reporting > Options
  
  
  
  ❏ Verify that the following are set correctly:
  
  

  Submission Year	For the 2023-2024 school year, the field must be set to 2024.
  Local Program for Additional Days School Year	ADDITIONAL-DAYS-PROGRAM-INDICATOR-CODE (E1671) Code table: C088 Type or click to select the code indicating the local program used to identify students participating in the Additional Days School Year Program.
  Local Program for Dyslexia Reporting	DYSLEXIA-INDICATOR-CODE (E1530) (S1) Code table: C088 Type or click to select the code indicating the local program used to track students identified as dyslexic.
  Local Program for Early College High School Reporting	ECHS-INDICATOR-CODE (E1560) (S1, S3, S4) Code table: C088 Type or click to select the code indicating the local program used to track students participating in the Early College High School (ECHS) program.
  Local Program for IGC Reporting	INDIVIDUAL-GRADUATION-COMMITTEE-REVIEW-CODE (E1563) (S3) Code table: C201 Type or click to select the code indicating the local program used to track students assigned to an Individual Graduation Committee (IGC).
  Local Program for Intervention Strategy	INTERVENTION-STRATEGY-INDICATOR-CODE (E1602) (S1, S3) Code table: C088 Type or click to select the code indicating the local program used to track students at the campus who are participating in an intervention strategy at any time of the year.
  Local Program for New Tech	NEW-TECH-INDICATOR-CODE (E1647) (S1, S3, S4) Code table: C088 Type or click to select the code indicating the local program used to track students in grade level 7-12 and enrolled in a New Tech Network campus as identified by the New Tech Network.
  Local Program for Pathways in Technology	P-TECH-INDICATOR-CODE (E1612) (S1, S3, S4) Code table: C088 Type or click to select the code indicating the local program used to track students in grade levels 9-12 who are participating in the Pathways in Technology (P-TECH) Early College High School program.
  Local Program for Section 504	SECTION-504-INDICATOR-CODE (E1603) Code table: C088 Type or click to select the code indicating that a student received assistance through either an aid, accommodation, or service under Section 504 Rehabilitation Act of 1973 at any time during the school year.
  Local Program for T-STEM Academy Reporting	T-STEM-INDICATOR-CODE (E1559) (S1, S3, S4) Code table: C088 Type or click to select the code indicating the local program used to track students participating in the Texas Science, Technology, Engineering and Mathematics (T-STEM) Initiative program.

  
  
  

• Clear data from the previous year.

  
  State Reporting > Utilities > Delete/Clear PEIMS Tables
  
  

  Prior to extracting any data, previous data must be cleared from the Extended collection ONLY. The Delete/Clear Tables utility allows you to delete all selected previous year data from the frozen file. Use this utility very carefully.

  
  

  IMPORTANT:
  Be sure all TSDS activities are coordinated so that one group’s data is not inadvertently overwritten.
  
  Organization data is manually updated and should not be deleted.

  
  
  
  ❏ Select the Extended Collection group box heading which will select all check boxes.
  
  

  ❏ Click Delete.

  You are prompted to confirm that you want to delete the records.
  
  

  
  
  ❏ Click OK to continue.

  A message is temporarily displayed when the process is finished.
  
  

• Special Education Reports

  
  Special Education > Reports > Create Special Ed CY Report
  
  
  
  

  Data can be verified by creating a customized report. Select the applicable fields and click Create Report.

  
  
  

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• Special Education > Maintenance > Student Sp Ed Data > Current Year > Demographic Data

  
  
  
  

  This element is extracted from the Special Ed application, but is maintained on Registration > Maintenance > Student Enrollment > SpecEd.

  
  
  Reported Elements from Demographic Data:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0173	C035	INSTRUCTIONAL-SETTING-CODE	Instruction Setting Code

• Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information

  
  
  
  Reported Elements from Program Information:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E1013	—-	TOTAL-ESY-CONTACT-HRS-IN-INSTR-SETTING	Extended School Year Services Hours

• Complete the extended extract.

  
  If you do not extract your data, skip this section.
  
  State Reporting > Extracts > Extended
  
  

  If you are running the Extended School Year (ESY) services extract, all existing ESY data in State Reporting is deleted. If you are running the Bilingual/ESL Summer School Program extract, all bilingual/ESL summer school indicators in State Reporting are set to 0. After the extracts have run, all demographic records in State Reporting for students who are not coded ESY or bilingual/ESL summer school are deleted.

  • Any combination of data can be extracted. Each option displays a separate error report.
  • The ESY extract sets the Bilingual/ESL indicators on the State Reporting demographic record if the options are set on the student record.

  
  If you are running the Additional Days School Year Program (ADSY) extract, when selected, this option will create the student demographic, basic attendance, and special education attendance for students participating in the Additional Days School Year Program. It will also create the staff demographic and responsibility records for a teacher with role ID 087 and 047 teaching a designed Additional Days School Year course with at least one enrolled student who is participating in the Additional Days School Year Program.

  
  

  Info	Ending School Year (Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed. Local Program Code for Additional Days School Year (Display only) The district local program code used to track students participating in the Additional Days School Year program is displayed, as entered in the Local Program for Additional Days School Year field on State Reporting > Options. Local Program Code for Crisis Reporting (Display only) The district local program code used to track students that may require additional funding, educational, or social services. Local Program Code for Early College High School Reporting (Display only) The district local program code used to track students participating in the Early College High School (ECHS) program is displayed, as entered in the Local Program for Early College High School Reporting field on State Reporting > Options. Local Program Code for Pathways in Technology (Display only) The district local program code used to track students participating in the Pathways in Technology (P-TECH) Early College High School program, as entered in the Local Program for Pathways in Technology field on State Reporting > Options. Local Program Code for T-STEM Academy Reporting (Display only) The district local program code used to track students participating in the Texas Science, Technology, Engineering and Mathematics (T-STEM) Initiative program is displayed, as entered in the Local Program for T-STEM Academy Reporting field on State Reporting > Options. Local Program Code for New Tech (Display only) The district local program code used to track students in grade level 7-12 and enrolled in a New Tech Network campus as identified by the New Tech Network, as entered in the Local Program for New Tech field on State Reporting > Options.
  School Year Selection	Current School Year (xxxx-xxxx Extended Collection) Select if you have not run Annual Student Data Rollover. If selected, the Ending School Year on the report will display the next school year (2021). Previous School Year (xxxx-xxxx Extended Collection) Select if you have already run Annual Student Data Rollover. If selected, the Ending School Year on the report will display the current school year (2020).
  Programs and Services	Additional Days School Year Select to extract Additional Days School Year Program data for the Current School Year or Prior School Year. Bilingual/ESL Summer School Program Select to extract bilingual/ESL summer school data. All bilingual/ESL summer school indicators in State Reporting are set to zero. Extended School Year Services Select to extract ESY data. All existing ESY data in State Reporting is deleted. The extract sets the bilingual/ESL indicators in the State Reporting demographic record if they are set on the student record.

  
  ❏ Click Run to extract the selected records. A message is displayed indicating that the extract is complete.

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  Print ADSY	If ADSY data was extracted, click to view the ADSY report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
  Print Bil/ESL	If bilingual/ESL data was extracted, click to view the ESY Error report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
  Print ESY	If ESY data was extracted, click to view the ESY Summary report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

  
  ❏ Correct data and rerun the extract until there are no FATAL errors.

• Or, import data from an external file.

  
  State Reporting > Utilities > Import External File
  
  

  Some districts may update data in TSDS tables from a text flat file created outside ASCENDER where each row in the file corresponds to a TSDS record. The only TSDS record types available for importing for Submission 4 are:

  • Organization-District (010)
  • Organization-Campus (020)
    
    

  All other records are skipped.
  
  See online Help for file layout.

  
  
  
  

  File	Click Browse to select the file to import. The first letter of the filename indicates the submission period and must be one the following in order to be imported: F (fall) M (mid-year) S (summer) E (extended) Once a file has been selected the Import button is enabled.

  ❏ Click Import.

  When the import is complete, results are displayed, including counts of errors, records read, records skipped, and records by type.
  
  

  Valid records are imported. Records marked with errors are not imported.
  
  Correct any errors, and then run the Delete Tables utility to clear out the imported data; otherwise duplicate record errors will occur when you attempt to import a second time for the valid records that were imported originally.

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  Print Report

  Click to print the PEIMS Import External File Report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

  Records that resulted in an error are listed. The line number in the file corresponding to the record that caused an error is displayed in the first column, and the record itself is displayed in the second column. A summary of the import is printed on the last page of the report.

  
  Contact the TSDS PEIMS Coordinator at your regional education service center for further assistance.

1. Verify and update frozen organization data.

   
   

   NOTE: Organization data is always maintained from the Organization maintenance pages; there is no extract.

   
   
   State Reporting > Maintenance > Organization > County District
   
   
   
   ❏ Update data for the LocalEducationAgencyExtension complex type as needed. For Submission 4, only District ID and District Name are required.
   
   

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   State Reporting > Maintenance > Organization > Campus ID
   
   
   
   ❏ Update data for the School complex type as needed. For Submission 4, only Campus (ID) and Campus Name are required.
   
   

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2. Enter/update frozen data.

   
   

   You may find extracted or merged records containing incomplete or inaccurate information. Use the Extended maintenance pages to update and correct the data saved in the district database (i.e., frozen data).
   
   Data on the maintenance pages is updated every time data is extracted, including data that is manually entered.

   
   

   NOTE: You cannot maintain data on maintenance pages while running an extract; a warning message is displayed on the Extended maintenance page indicating that the extract is in progress, and the Save button is disabled.

   
   

   • Correct frozen demographic data.

     
     State Reporting > Maintenance > Extended > Student > Demo
     
     
     
     ❏ Update data for the StudentExtension and StudentProgramExtension complex types as needed.
     
     

     NOTE: If you are retrieving a student who was not extracted but was included in the PEIMS Summer Submission, the following message is displayed when you retrieve the student:
     
     Student demo record retrieved from Summer file

     
     
     

     Cross reference for Demo tab:

     State Reporting Field	Element	ASCENDER Field(s)
     District Admin > Maintenance > Non-Employee
     Staff Type	STAFF-TYPE-CODE (E1073) (Code table: C181)	Extracted as 1 unless a non-employee record exists
     Human Resources > Maintenance > Staff Demo > Demographic Information
     Name - First	FIRST-NAME (E0703)	Legal - First
     Name - Middle	MIDDLE-NAME (E0704)	Legal - Middle
     Name - Last	LAST-NAME (E0705)	Legal - Last
     Generation	GENERATION-CODE (E0706) (Code table: C012)	Legal - Generation
     TX Unique Staff ID	TX-UNIQUE-STAFF-ID (E1524)	Texas Unique Staff ID
     Date of Birth	DATE-OF-BIRTH (E0006)	DOB
     Sex	SEX-CODE (E0004) (Code table: C013)	Sex
     Hispanic	HISPANIC-LATINO-CODE (E1064) (Code table: C088)	Hispanic/Latino
     Races - American Indian	AMERICAN-INDIAN-ALASKA-NATIVE-CODE (E1059) (Code table: C088)
     Races - Asian	ASIAN-CODE (E1060) (Code table: C088)
     Races - Black	BLACK-AFRICAN-AMERICAN-CODE (E1061) (Code table: C088)
     Races - Pacific Islander	NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE (E1062) (Code table: C088)
     Races - White	WHITE-CODE (E1063) (Code table: C088)
     Human Resources > Maintenance > Staff Job/Pay Data > Employment Info
     Percent of Day	PERCENT-DAY-EMPLOYED (E0760)	Percent Day Employed
     District Years	YEARS-EXPERIENCE-IN-DISTRICT (E0161)	Years Experience - Professional - In District
     Total Years	TOTAL-YEARS-PROF-EXPERIENCE Years (E0130)	Experience - Professional - Total
     Highest Degree	HIGHEST-DEGREE-LEVEL-CODE (E0730) (Code table: C015)	Highest Degree
     Auxiliary Role ID	AUXILIARY-ROLE-ID PEIMS (E1594) (Code table: C213)	Auxiliary Role ID
     Human Resources > Maintenance > Staff Job/Pay Data > Job Info
     Days Employed	NUMBER-DAYS-EMPLOYED (E0160)	Calendar/Local Info - # of Days Empld

   • Enter course completion data for dual-credit courses.

     
     

     You must manually enter course completion data for dual-credit courses taken in summer.
     
     In submission 4, one StudentAcademicRecord complex type must be submitted for each unique class (course-section) that was attended by a student during the summer (between school years) for the purpose of attempting to earn dual credit.
     
     PEIMS Extended Year Submission (4): Reporting students that completed courses during the summer (between school years) for:

     • a high school Career and Technical Education (CTE) course, or
     • a dual credit course, or
     • College Preparatory Course English Language Arts (CP110100), or
     • College Preparatory Course Mathematics (CP111200).

     
     

     NOTE: You cannot report more than six course completion records per student.

     
     State Reporting > Maintenance > Extended > Student > Course Completion
     
     
     
     ❏ Update data for the CourseTranscriptExtension and StudentAcademicRecord complex types as needed.
     
     

     Campus ID	CAMPUS-ID-OF-ENROLLMENT (E0782) Type or select the three-digit campus ID. For submission 4, this is the campus that scheduled and/or awarded the high school credit for the dual-credit course attempted by the student in the summer between school years.
     Class ID	CLASS-ID-NUMBER (E1056) Type the 14-digit number identifying the class. The class ID can be any 14-character district-defined identifier comprised of letters and numbers that uniquely identifies a class at the employee and campus level. Spaces are not allowed. The ID is unique for each employee at the campus. The first 7-11 digits are required. The length depends on the length of the course number. The ID is automatically zero-filled when you save. When extracting from the master schedule, the class ID is set to the course number (4-8 digits) + 2-digit section number + 1-digit semester number + padding with zeros.
     Service ID	SERVICE-ID (E0724) Code table: C022 Select the code indicating the services supplied by the employee. Service IDs that begin with SA, SE, SR, SS, 01, 8, or 9 are not reported. Service IDs for PK and KG that begin with 02 cannot be reported. Verify that all service IDs to be reported exist in code table 022 (C022) in the TEDS.
     Course Sequence	COURSE-SEQUENCE-CODE (E0948) Code table: C135 This is the order in which the course was scheduled. This should only be used if the course, or part of the course, is taught out of sequence. Leave blank if the course is not taught out of sequence. Rule 43415-0036: If a student passed a course where Dual Credit is selected and Course Sequence is 0, 2, 5, or 9, then College Credit Hrs must be greater than 0.
     Pass/Fail	PASS/FAIL-CREDIT-INDICATOR-CODE (E0949) Code table: C136 Select the student's outcome for the course. You must enter a pass/fail indicator for each service ID reported. Rule 43415-0036: If a student passed a course where Dual Credit is selected and Course Sequence is 0, 2, 5, or 9, then College Credit Hrs must be greater than 0.
     Dual Credit	DUAL-CREDIT-INDICATOR-CODE (E1011) Code table: C088 Select if the student is eligible to receive both high school and college credit for the course. You can select Dual Credit or ATC, but not both. Rule 43415-0036: If a student passed a course where Dual Credit is selected and Course Sequence is 0, 2, 5, or 9, then College Credit Hrs must be greater than 0.
     College Credit Hrs	COLLEGE-CREDIT-HOURS (E1081) This is the number of college hours the student earned for the completion of the dual-credit course. If a student takes a dual-credit course and does not complete the course, type 0.
     ATC	ATC-INDICATOR-CODE ATC (E1058) PEIMS code table: C088 For Submission 4, the field must be 0 (i.e., not selected).
     Course Completion	COURSE-COMPLETION-INDICATOR (E1068) This indicates if the student finished the full sequence of instruction for the course, but does not necessarily indicate that the student met all requirements to receive credit or a grade for the course. The PASS/FAIL-CREDIT-INDICATOR-CODE field is used for COURSE-COMPLETION-INDICATOR. All students must have a Pass/Fail indicator to create the course completion record.
     Begin Date	STUDENT-BEGIN-DATE (E1069) Type the beginning date for the student's current year class assignment. Use the MMDDYYYY format. This is the date the dual-credit course began. If a student is assigned to a class, withdraws from that class, and then returns to that class at a later date, there must be a record for each begin date.
     End Date	STUDENT-END-DATE (E1070) Type the ending date for the student's current year class assignment. Use the MMDDYYYY format. This is the date the dual-credit course ended. If a student withdraws from a class, returns to that class, and then withdraws from class at a later date, there must be a course completion record for each of these STUDENT-END-DATEs. Whether or not a student completes a particular course section, report the STUDENT-END-DATE as the last day the student was assigned to the class. The STUDENT-END-DATE should never be greater than a student’s withdrawal date from the campus.

     
     ❏ Click Save.

   • Enter ESY data.

     
     

     For Submission 4, you must report actual contact hours by instructional setting of special education students served in the Extended School Year (ESY) program. This data is required for funding the program. A record must be reported for each special education student served by the ESY program.

     
     
     State Reporting > Maintenance> Extended > ESY
     
     
     
     ❏ Update data for the StudentESYProgramAssociationExtension complex type as needed.
     
     

     Cross reference for ESY tab:

     State Reporting Field	Element	ASCENDER Field(s)
     Registration > Maintenance > Student Enrollment > Demo1
     Grade	GRADE-LEVEL-CODE (E0017) (Code table: C050)	Grade
     Special Education > Maintenance > Student Sp Ed Data > Current Year > Demographic Data
     Instr Set	INSTRUCTIONAL-SETTING-CODE (E0173) (Code table: C035)	Instruction Setting Code
     Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information
     ESY Total Hrs	TOTAL-ESY-CONTACT-HOURS-IN-INSTR-SETTING (E1013)	Extended School Year Services Hours
     Registration > Maintenance > Student Enrollment (Directory)
     Local ID	LOCAL-STUDENT-ID (E0923)	Campus ID plus student ID (most current campus of enrollment for the school year)

   • Enter flexible attendance data.

     
     

     Manually enter flexible attendance data for the Optional Flexible School Day Program (OFSDP) Credit/Promotion Recovery Program as needed.

     
     
     The following fields are displayed on all three Flex Att tabs:
     
     

     Campus	CAMPUS-ID-OF-ENROLLMENT (E0782) Type or select the three-digit campus ID.
     Grade	GRADE-LEVEL-CODE (E0017) Code table: C050 Select the student's current grade level.
     Track	INSTRUCTIONAL-TRACK-INDICATOR-CODE (E0975) Code table: C141 Select the campus calendar track to which the student is assigned.
     Report Period	REPORTING-PERIOD-INDICATOR-CODE (E0934) Code table: C130 Select the period for which the data is being reported. For Submission 4, only codes 7 and 8 are allowed.
     Flexible Attendance Program	FLEXIBLE-ATTENDANCE-PROGRAM-TYPE-CODE (E1045) Code table: C177 Select the code indicating whether the student’s flexible attendance is related to the OFSDP (Optional Flexible School Day Program) or the HSEP (High School Equivalency Program). For Submission 4, this must be set to 3-OFSDP Credit Recovery Program.
     Days Taught	NUMBER-DAYS-TAUGHT (E0935) Type the number of days of instruction offered per the school calendar during the selected Report Period. For Submission 4, this must be reported as 30 days.

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     State Reporting > Maintenance > Extended > Flex Att
     
     
     
     ❏ Manually add data for the SpecialProgramsReportingPeriodAttendanceExtension complex type as needed.
     
     

     Eligible Minutes Present	FLEX-ATTEND-TOTAL-ELIGIBLE-MINUTES-PRESENT (E1046) Type the total number of minutes the student was present and eligible for Foundation School Program funding during the selected reporting period. Report minutes in whole numbers only, rounded down to the nearest minute. The minimum is 45 minutes per reporting period.
     Ineligible Minutes Present	FLEX-ATTEND-TOTAL-INELIGIBLE-MINUTES-PRESENT (E1047) Type the number of minutes the student was present but ineligible for Foundation School Program funding during the selected reporting period, up to five digits. Report minutes in whole numbers only, rounded down to the nearest minute. The minimum is 45 minutes per reporting period.
     PRS Days	FLEX-ATTEND-TOTAL-PRS-DAYS-ELIGIBLE (E1048) Type the total number of days the female student was eligible for Compensatory Education Home Instruction (CEHI) and and/or pregnancy-related services (PRS) during the specified Report Period.
     Special Ed Days	FLEX-ATTEND-TOTAL-SP-ED-MAINSTREAM-DAYS-ELIGIBLE (E1049) Type the total number of days the student with a special education individualized education program (IEP), which provided for the mainstream instructional arrangement/setting (Instr Set = 40), was eligible for the instructional arrangement/setting during the reporting period.
     Bilingual ESL Days	FLEX-ATTEND-TOTAL-BILINGUAL/ESL-DAYS-ELIGIBLE Bilingual (E1050) Type the total number of days the student was eligible to participate in the state-approved bilingual/ESL program during the reporting period.
     G/T	GIFTED-TALENTED-INDICATOR-CODE (E0034) Select if the student is participating in a state-approved gifted and talented program.
     Primary Disability	PRIMARY-DISABILITY-CODE (E0041) Code table: C053 Click to select the code indicating the student's primary disability as recorded in the student's Individualized Education Program (IEP). Rule 41163-0003: At least one disability must be selected for a special education student.
     Multiply Disability	MULTIPLY-DISABLED-INDICATOR-CODE (E0882) Code table: C088 Select if the student was designated by the Admission, Review, and Dismissal (ARD) committee as multiply disabled during the reporting period.
     EB	EMERGENT-BILINGUAL-INDICATOR-CODE (E0790) Code table: C061 Select the year of monitoring, if the student has been identified as emergent bilingual (EB) during the reporting period.
     Local ID	LOCAL-STUDENT-ID (E0923) (Optional) Type the student's local ID number as assigned by the district. This is a nine-digit number, the first three digits of which are the campus ID followed by the student ID.

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     State Reporting > Maintenance > Extended > Flex Att Spec Ed
     
     
     
     ❏ Manually add data for the SpecialProgramsReportingPeriodAttendanceExtension complex type as needed for special education students.
     
     

     Instructional Setting Instructional Setting 2 Instructional Setting 3	INSTRUCTIONAL-SETTING-CODE (E0173) Code table: C035 Select the instructional setting used to provide instruction to the student. (Extended ESY only) Rule 42408-0003: The following instructional settings in the drop-down field are not eligible for extended school year services: 31, 32, 34, 40, 50, 60, 70, or 71.
     Eligible Days Eligible Days 2 Eligible Days 3	FLEX-ATTEND-DAYS-ELIGIBLE-IN-INSTR-SETTING (E1051) Type the total number of school days the student was eligible for a particular special education instructional setting that was eligible for Foundation School Program funding during the reporting period.
     Excess Minutes Excess Minutes 2 Excess Minutes 3	FLEX-ATTEND-EXCESS-MINUTES-IN-INSTR-SETTING E1052) Type the number of minutes above the allowable 360-minute daily limit of combined Career & Technical Education (CTE), special education, and related services in the designated instructional setting the student was served during the selected reporting period.

     
     If the student was provided instruction in more than one instructional setting, add data for the additional instructional settings.
     
     

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     State Reporting > Maintenance > Extended > Flex Att CTE
     
     
     
     ❏ Manually add data for the SpecialProgramsReportingPeriodAttendanceExtension complex type as needed for CTE students.
     
     

     CTE Minutes Present	FLEX-ATTEND-TOTAL-CAREER-TECH-MINUTES-PRESENT (E1053) Type the total number of minutes the student was present, eligible, and enrolled in an approved CTE course during a particular reporting period.

   • Update/Enter ADSY Attendance data

     
     State Reporting > Maintenance > Extended > Staff > Demo and Experience
     
     
     
     

     Manually add data for the StaffExtension and PayrollExtension complex type as needed.

     The StaffExtension complex represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion. This information can be entered manually or extracted from ASCENDER Human Resources or imported from another source.

     The PayrollExtension complex represents the sum of the financial transactions to date for employee compensation. An “employee” who performs services under the direction of the employing institution or agency, is compensated for such services by the employer, and is eligible for employee benefits and wage or salary tax withholdings.

     
     ❏ Under Demographic Information:

     
     

     First Name	FIRST-NAME (E0703) Type the person's legal first name, up to 60 characters.
     Middle Name	MIDDLE-NAME (E0704) Type the person's legal middle name, up to 60 characters.
     Last Name	LAST-NAME (E0705) Type the person's legal last name, up to 60 characters.
     Generation	GENERATION-CODE (E0706) Code table: C012 Select the generation suffix attached to the person's name.
     TX Unique Staff ID	TX-UNIQUE-STAFF-ID (E1524) Type the employee's ten-digit unique staff ID. The ID cannot begin with zero. The Texas Unique Student ID is assigned to employees by TEA and issued to schools by the TSDS TX Unique ID application; it cannot be generated by a Local Education Agency (LEA).
     Date of Birth	DATE-OF-BIRTH (E0006) Type the person's date of birth in the MMDDYYYY format.
     Sex	SEX-CODE (E0004) Code table: C013 Select the person's gender.
     Hispanic	HISPANIC-LATINO-CODE (E1064) Code table: C088 Select if the person is of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
     Races	Code table: C088 Select one or more races, regardless of whether the person is Hispanic/Latino: American Indian AMERICAN-INDIAN-ALASKA-NATIVE-CODE (E1059) Has origins in any of the original peoples of North and South America (including Central America). Asian ASIAN-CODE (E1060) Has origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent (including Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam). Black BLACK-AFRICAN-AMERICAN-CODE (E1061) Has origins in any of the black racial groups of Africa. Pacific Islander NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE (E1062) Has origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. White WHITE-CODE (E1063) Has origins in any of the original peoples of Europe, the Middle East, or North Africa.

     
     ❏ Under Experience:

     
     

     Staff Type	STAFF-TYPE-CODE (E1073) Code table: C181 Indicate if the employee is on the district payroll or is a contracted instructional staff person.
     District Years	YEARS-EXPERIENCE-IN-DISTRICT (E0161) Type the number of completed years the person has been employed in any professional position in the current district or education service center, whether or not there has been any interruption in service.
     Total Years	TOTAL-YEARS-PROF-EXPERIENCE (E0130) Type the number of verifiable years of creditable experience as specified in 19 TAC, chapter 153.
     Highest Degree	HIGHEST-DEGREE-LEVEL-CODE (E0730) Code table: C015 Select the highest post-secondary degree the person has earned from an accredited institution.

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     State Reporting > Maintenance > Extended > Staff > Classroom Responsibilities
     
     
     
     

     Update data for the StaffResponsibilitiesExtension complex type as needed for services that occur inside the classroom.

     The StaffResponsibilitiesExtension complex reflects the assignments for professional and paraprofessional staff only. Multiple records are required for persons who perform duties on more than one campus, assume more than one role, and/or perform more than one type of service. By definition, if no staff responsibility record is reported, the assumption is made that the person is an auxiliary staff member.

     
     

     District	DISTRICT-ID (E0212) Type the district ID number registered with the TEA.
     Campus	CAMPUS-ID (E0266) Select the campus. Click to add or change the code for the field.
     Role ID	ROLE-ID (E0721) Code table: C021 Select the capacity in which the employee serves, such as instructor, therapist, superintendent, etc. Rule 30090-0117: If Role ID is not 033 or 036, there must be at least one staff payroll record with a matching Texas Unique Staff ID where Obj is 6119 or 6112. Click to add or change the code for the field.
     Service ID	SERVICE-ID (E0724) Code table: C022 Select the code indicating the services supplied by the employee. Local service IDs beginning with 8 or 9 can be manually entered. If highlighted in red, the value entered is not a valid selection in the drop down. However, if the service ID matches a local service ID mask value on the table, the program will allow the value when saving the record. Click to add or change the code for the field.
     Class ID	CLASS-ID-NUMBER (E1056) Type the 14-digit number identifying the class. The class ID can be any 14-character district-defined identifier comprised of letters and numbers that uniquely identifies a class at the employee and campus level. Spaces are not allowed. The ID is unique for each employee at the campus. The first 7-11 digits are required. The length depends on the length of the course number. The ID is automatically zero-filled when you save. When extracting from the master schedule, the class ID is set to the course number (4-8 digits) + 2-digit section number + 1-digit semester number + padding with zeros.
     Class Type	CLASS-TYPE-CODE (E1055) Code table: C179 Select the code identifying the type of class providing instruction to students in the particular class settings.
     Pop Served	POPULATION-SERVED-CODE (E0747) Code table: C030 Select the student population for which the service has been designed or is intended.
     Nbr of Students	NUMBER-STUDENTS-IN-CLASS (E0170) Type the number of students in membership in the class as of the reporting date.
     ESC SSA	ESC-SSA-STAFF-INDICATOR-CODE ESC/SSA (E1015) Code Table: C169 Select whether the ESC staff responsibility being reported is part of a shared services arrangement (SSA) for which the ESC is the fiscal agent. This is reported by ESCs only; the field is not valid for school districts.
     ADSY	ADDITIONAL-DAYS-PROGRAM-PARTICIPATION-INDICATOR-CODE (E1672) Code table: C088 Select to indicate if an ADA eligible prekindergarten through fifth grade student participates in the additional days school year program as described in TEC Sec. 48.0051.

     
     

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     Manually enter ADSY attendance data for the Additional Days School Year Program as needed.

     
     
     The following fields are displayed on the ADSY tabs:
     
     

     Campus	CAMPUS-ID-OF-ENROLLMENT (E0782) Type or select the three-digit campus ID.
     Track	INSTRUCTIONAL-TRACK-INDICATOR-CODE (E0975) Code table: C141 Select the campus calendar track to which the student is assigned.
     Report Period	REPORTING-PERIOD-INDICATOR-CODE (E0934) Code table: C130 Select the period for which the data is being reported. For Submission 4, only codes 7 and 8 are allowed.
     Days Taught	NUMBER-DAYS-TAUGHT (E0935) Type the number of days of instruction offered per the school calendar during the selected Report Period. For Submission 4, this must be reported as 30 days.
     Grade	GRADE-LEVEL-CODE (E0017) Code table: C050 Select the student's current grade level.

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     State Reporting > Maintenance > Extended > Student > ADSY Basic Att
     
     

     
     
     

     Update data for the BasicReportingPeriodAttendanceExtension complex type as needed.

     The BasicReportingPeriodAttendanceExtension complex represents the recording of a student's regular reporting period attendance.

     Total Days Absent	Type the number of days during the specified Report Period on which the student was absent, up to four digits.
     Elig Days Present	Type the number of days the student was present and eligible for Foundation School Program funding during the specified Report Period, up to four digits.
     RS Elig Days Present	Type the number of days the student was Remote Synchronous (RS) present and eligible for Foundation School Program funding during the specified Report Period, up to four digits.
     RA Elig Days Present	Type the number of days the student was Remote Asynchronous (RA) present and eligible for Foundation School Program funding during the specified Report Period, up to four digits.
     Bil ESL Days	FLEX-ATTEND-TOTAL-BILINGUAL/ESL-DAYS-ELIGIBLE Bilingual (E1050) Type the total number of days the student was eligible to participate in the state-approved bilingual/ESL program during the reporting period.
     RS Bil ESL Days	RA-TOTAL-ELIG-BILINGUAL/ESL-DAYS-PRESENT (E1683) Type the total number of days the student was Remote Asynchronous (RA) present and an eligible participant in the state-approved bilingual/ESL program during the specified Report Period.
     RA Bil ESL Days	RA-TOTAL-ELIG-BILINGUAL/ESL-DAYS-PRESENT (E1683) Type the total number of days the student was Remote Asynchronous (RA) present and an eligible participant in the state-approved bilingual/ESL program during the specified Report Period.
     PRS Days	FLEX-ATTEND-TOTAL-PRS-DAYS-ELIGIBLE (E1048) Type the total number of days the female student was eligible for Compensatory Education Home Instruction (CEHI) and and/or pregnancy-related services (PRS) during the specified Report Period.
     RS PRS Days	RS-TOTAL-ELIG-PREG-REL-SVCS-DAYS-PRESENT (E1686) Type the total number of days a female student was Remote Synchronous (RS) present or served through Compensatory Education Home Instruction (CEHI) and an eligible recipient of pregnancy related services during the specified Report Period.
     RA PRS Days	RA-TOTAL-ELIG-PREG-REL-SVCS-DAYS-PRESENT (E1687) Type the total number of days a female student was Remote Asynchronous (RA) present or served through Compensatory Education Home Instruction (CEHI) and an eligible recipient of pregnancy related services during the specified Report Period.
     Spec Ed Mains Days	TOTAL-ELIG-SP-ED-MAINSTREAM-DAYS-PRESENT (E0940) Type the total number of days the student was present during the specified Report Period and had a special education individualized education program (IEP), which provided for the mainstream instructional arrangement/setting.
     RS Spec Ed Mains Days	RS-TOTAL-ELIG-SP-ED-MAINSTREAM-DAYS-PRESENT (E1688) Type the total number of days the student was Remote Synchronous (RS) present during the specified Report Period and had a special education individualized education program (IEP), which provided for the mainstream instructional arrangement/setting.
     RA Spec Ed Mains Days	RA-TOTAL-ELIG-SP-ED-MAINSTREAM-DAYS-PRESENT (E1689) Type the total number of days the student was Remote Asynchronous (RA) present during the specified Report Period and had a special education individualized education program (IEP), which provided for the mainstream instructional arrangement/setting.
     Res Fac Days	TOTAL-ELIG-RESIDENTIAL-FACILITY-DAYS-PRESENT (E1652) Type the total number of days the student was present and eligible for LEA services in a Residential Facility during a particular reporting period.
     RS Res Fac Days	RS-TOTAL-ELIG-RESIDENTIAL-FACILITY-DAYS-PRESENT (E1684) Type the total number of days the student was Remote Synchronous (RS) present and eligible for LEA services in a Residential Facility during a particular reporting period.
     RA Res Fac Days	RA-TOTAL-ELIG-RESIDENTIAL-FACILITY-DAYS-PRESENT (E1685) Type the total number of days the student was Remote Asynchronous (RA) present and eligible for LEA services in a Residential Facility during a particular reporting period.
     Local ID	LOCAL-STUDENT-ID (E0923) (Optional) Type the student's local ID number as assigned by the district. This is a nine-digit number, the first three digits of which are the campus ID followed by the student ID.
     Bil ESL Fund	BILINGUAL/ESL-FUNDING-CODE (E1651) Code table: C225 Indicate the language program in which the student participates during the reporting period.
     RS Bil ESL Fund	RS-BILINGUAL/ESL-FUNDING-CODE (E1680) Code table: C225 Indicate the Remote Synchronous (RS) language program in which the student participates during the reporting period.
     RA Bil ESL Fund	RA-BILINGUAL/ESL-FUNDING-CODE (E1681) Code table: C225 Indicate the Remote Asynchronous (RA) language program in which the student participates during the reporting period.

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     State Reporting > Maintenance > Extended > Student > ADSY Spec Ed Att
     
     

     Update data for the SpecialProgramsReportingPeriodAttendanceExtension complex type as needed.

     The SpecialProgramsReportingPeriodAttendanceExtension complex represents the recording of attendance for a student's special programs reporting period.

     
     
     

     Instructional Setting	INSTRUCTIONAL-SETTING-CODE (E0173) Code table: C035 Select the code for the setting used to provide instruction to student.
     RS Instructional Setting	RS-INSTRUCTIONAL-SETTING-CODE (E1692) Code table: C035 Select the code for the setting used to provide Remote Synchronous (RS) instruction to student.
     RA Instructional Setting	RA-INSTRUCTIONAL-SETTING-CODE (E1693) Code table: C035 Select the code for the setting used to provide Remote Asynchronous (RA) instruction to student.
     Eligible Days Present	ELIGIBLE-DAYS-PRESENT-IN-INSTR-SETTING (E0944) Type the number of days the student was eligible and present in a designated instructional setting during the selected reporting period. This is calculated as the total number of days the student was enrolled in special education in a particular instructional setting minus the number of days the student was absent.
     Excess Hours	EXCESS-HOURS-IN-INSTRUCTIONAL-SETTING (E0945) Type the number of hours above the allowable six hours per day of combined CTE and special education and related services in a designated instructional setting during a particular reporting period. The Foundation School funding for LEAs is limited to six contact hours per day per student.
     RDSPD	Code table: C067 Select the code indicating the student's enrollment in the regional day school program for the deaf (RDSPD).
     District of RDSPD Service	Type the county-district number for the district providing RDSPD services to the student.

3. Run extract reports.

   
   State Reporting > Reports > Extended
   
   Once you have completed the extract, run the reports and review the data for accuracy. If necessary, correct the data and rerun the reports.
   
   
   
   ❏ Run each summer submission report, and verify that data is accurate per the current year audit reports.
   
   ❏ Print the final reports for your records.

4. Create XML file.

   
   State Reporting > Utilities > Create TSDS PEIMS Interchanges
   
   

   This utility creates interchanges from the data in the State Reporting tables. You can create all of the interchanges at once, or you can individually select the interchange you wish to create.
   
   You must submit the created interchanges in the following order:
   
   1. Education Organization
   2. Education Organization Calendar
   3. Student
   4. Student Enrollment
   5. Staff Association
   6. Student Program
   7. Master Schedule
   8. Student Attendance
   9. Student Transcript
   

   
   
   
   
   

   Complex Type Name	ADSYP	Bil/ESL Prog	ESY	Dual Credit	OFSDP
   InterchangeEducationOrganizationExtension	Y	Y	Y	Y	Y
   InterchangeEducationOrgCalendar	Y
   InterchangeMasterScheduleExtension				Y
   InterchangeStudentExtension	Y	Y	Y	Y	Y
   InterchangeStudentEnrollmentExtension	Y	Y	Y	Y	Y
   InterchangeStaffAssociationExtension	Y
   InterchangeStudentAttendanceExtension	Y				Y
   InterchangeStudentTranscriptExtension				Y
   InterchangeStudentProgramExtension	Y	Y	Y

   
   
   

   Collection	Select the submission period. For example, select Exyr1 if this is the first extended submission. If you are resubmitting extended data, select Exyr2.
   Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed.

   
   The interchanges are listed according to the Collection field.
   
   ❏ Select All Collection Interchanges (e.g., All Extended Interchanges) to create all interchanges for the selected collection period.
   
   ❏ Or, select the individual interchange you want to create.
   

   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.
   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.

   
   ❏ 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.
   
   Example: 015102-2019-08-05.15-30-22.TSDS
   
   The default file name 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
   • TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM)
   • Interchange is the name of the interchange created.

   
   

   Example: 015116_000_2019EXYR1_201908051420_InterchangeStudentProgramExtension.xml