PEIMS Extended Year Submission

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Before starting the verification process, XXX

Security Administration

• Verify all roles and users are correct.

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Verify data for each element.

Calculated Elements

Hard-coded and calculated elements

Attendance

• ADSY Options

  
  Attendance > Maintenance > Addtnl Days Program > ADSY Options
  
  

  This page allows you to set create a track that will be used at the campus for the Additional Days Program.
  NOTE: Tracks cannot be duplicated.

  
  
  
  

  Add a new track:
  
  ❏ Click Add.
  
  

  
  
  

  ❏ Type the new 2-digit track number in the Track field. This number cannot be a regular attendance track.
  
  ❏ Enter a program description for the track in the Description field.
  
  ❏ Enter a number of minutes in the Instructional Minutes field.
  
  

  
  
  

  ❏ Click Save or click Cancel to return.
  
  

  Track	(Required) Select the attendance track.
  Description	Type a description of the track, up to 50 characters. This description will appear in the Track field drop-down list on most Attendance > Maintenance > Addtnl Days Program pages.
  Instructional Minutes	(Required) The minimum number of minutes that can be entered is 120. When the Instructional Minutes are entered in this field and saved, the daily Instructional Minutes in the table will populate and be editable.

  
  ❏ Enter the dates of the program in the Calendar Date fields up to 30 days.
  

  • ADSY days can be on any day throughout the year as long as the day remains non-compulsory and does not take place on a required instructional day.
  • ADSY days can be held during the summer prior to or before a school year (May - August), on designated intersessional days throughout the year, or on weekends.
  • Dates may not be duplicated.

  
  
  
  
  

  • Total Days populates as dates are entered and will auto-sort at Save.
  • Total Minutes will auto-populate at Save.

  
  
  Delete a track:
  
  ❏ Click Delete to delete a track from ADSY reporting.
  

  

• ADSY Attendance

  
  Attendance > Reports > Attendance Reports > Students > SAT3000 ADSY Student Attendance Report
  
  

  
  
  

  SAT3000 will review and verify a student's Additional Days School Year attendance.
  
  

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  Attendance > Reports > Attendance Reports > Audit > SAT3001 ADSY Campus/District Summary
  
  

  
  
  

  SAT3001 will verify the in-person, remote synchronous and asynchronous data to provide student totals.

Grade Reporting

• Grade Reporting Reports

  
  Grade Reporting Reports > Master Schedules > SGR0050 - District Master List (Grd Rpting)
  
  
  
  

  SGR0050 lists every course in the district master schedule for the school year. Verify applicable data for each dual-credit course offered in the summer.

  
  
  

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  Grade Reporting Reports > Master Schedules > SGR0100 - Master Schedule (Grd Rpting)
  
  
  
  

  SGR0100 lists every course-section in the campus master schedule. Verify all applicable data for each dual-credit course-section offered in the summer.

  
  
  

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  Grade Reporting > Reports > Create Grade Reporting Report
  
  
  
  

  Data can be verified by creating a customized report. Select the fields for the various elements, and click Create Report.

  
  
  

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• Grade Reporting > Maintenance > Master Schedule > District Schedule

  
  
  
  Reported Elements from District Schedule:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E3071	C022	CourseCode	Service ID
  E0948	C135	CourseSequence	Crs Seq
  E1056	—-	SectionIdentifier	—-

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

  
  
  
  Reported Elements from Section:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0948	C135	CourseSequence	Crs Seq
  E3071	C022	CourseCode	Service ID
  E3073	—-	CourseTitle	Course Title
  E1056	—-	SectionIdentifier	—-
  E0747	C030	PopulationServed	Pop Srvd
  E0170	—-	NumberOfStudentsInClass	—-
  E1055	C179	ClassType	Class Type
  E1673	C088	AdditionalDaysProgramTeacher	ADSY
  E3011	—-	CTEHours	CTE Hours
  E3010	—-	BeginDate	Begin Date
  E3020	—-	EndDate	End Date

  
  
  

  RUN REPORT TO VERIFY DATA:
  
  Grade Reporting > Reports > Grade Reporting Reports > SGR0110 - Master Schedule PEIMS (Grd Rpting)
  
  
  
  ❏ See the CTE Hours section of the report.
  
  
  
  Grade Reporting > Reports > Grade Reporting Reports > SGR0050 - District Master List (Grd Rpting)
  
  
  
  ❏ See the CTE Hours section of the report.
  
  

• Grade Reporting > Maintenance > Student > Individual Maintenance > Prior Yr Transfer

  
  
  
  
  
  
  
  

  NEW: To report Dual Credit, CTE, and College Prep courses taken during summer, enter them on Prior Yr Transfer with the current year in the School Ending Year field. NOTE: These reports affect CCMR and Funding.
  
  

  The following conditions must be met in order for Course Completions to be reported for Extended Year:
  

  • Data in the School Ending Year field is the submission year.
  • Data in the District ID field is the student's district ID.
  • The student was last enrolled on the campus from Prior Year Transfer and student was enrolled on the campus as of the Prior Year Transfer entry date.
  • The Loc Crs and Loc Sec fields are not blank and match to a course section for that school year/campus on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section.
  • The Prior Year Transfer Entry Date is not blank. This date must be the same for all students enrolled in a particular course/section. If different begin dates are needed, a different section should be created for each unique begin date. Failure to use the same begin date will likely result in Course Section Duplicate promotion errors.
  • The Prior Year Transfer End Date is not blank. Without the end date, the Course Transcript Extension does not send data.
  • Data in the Prior Year Transfer Loc Crs and Loc Sec fields meets one of the following conditions:
    • Service ID has an H for CTE_CRS in C022 table OR
    • Service ID is CP110100 or CP111200 OR
    • The Course Section has Dual Credit selected and the College Credit Hours has been populated on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section.

  
  
  

  NOTE: In order to be included in transcript extension, a pass-fail indicator that is not blank, 00 or 09 is required on Prior Year Transfer.
  
  NOTE: To calculate grade averaging for courses added on Prior Year, click on ASCENDER Grade Reporting - Run Grade Averaging & Class Ranking and Print AARs (Academic Achievement Record).

  
  The data element will generate when all the conditions above are met.

  Element	Code Table	Data Element	ASCENDER Name
  E3091	—-	SummerSchoolIndicator	—-

Personnel

• Personnel > Maintenance > Employment Info

  
  
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0161	—-	YearsExperienceInDistrict	Highest Degree
  E0130	—-	TotalYearsProfExperience	Total
  E0730	C015	HighestCompletedLevelOfEducation	In District

Registration

• Registration Reports

  
  Registration > Reports > Create Registration Report
  
  
  
  
  
  
  

  Data in the Student category can be verified for students by creating a customized report in Registration. Select the fields for the various elements, and click Create Report.

  
  
  

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  Special Education > Reports > Create Special Ed CY Report
  
  
  
  

  Data in the Student category can be verified for students in the ESY program by creating a customized report in Special Education. Select the fields for the various elements, and click Create Report.

  
  
  

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

  SRG1200 provides a list of student status in all programs. Set the Print Enroll Records parameter to Y. Use the report to verify eligibility, attribution code, and campus of residence.

  
  
  
  
  

  Run SRG1200 with the Print Gifted/Talented Records parameter set to Y and leave other program parameters blank. Review and correct data.

  
  
  

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  Registration Reports > Student > SRG1800 - Enrollment by District of Residence
  
  
  
  

  SRG1800 provides a list of students who were enrolled during the selected attendance cycle, grouped by district of residence. Use the report to verify campus ID of residence (CIR).

  
  
  

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• Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info

  
  
  
  Reported Elements from Expanded Learning (ELO):
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E1614	C218	CampusEnrollmentType	Type
  E1719	C229	ELOActivity	Activity Code
  E1720	—-	ELODaysScheduledPerYear	Days/Year
  E1621	—-	ELOMinutesScheduledPerDay	Min/Day

  
  

• Registration > Maintenance > Campus Profile > Campus Programs > Expanded Learning (ELO)

  
  
  
  Reported Elements from Expanded Learning (ELO):
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E1614	C218}CampusEnrollmentType	Type
  E1719	C229	ELOActivity	Activity Code
  E1720	—-	ELODaysScheduledPerYear	Days/Year
  E1621	—-	ELOMinutesScheduledPerDay	Min/Day
  E1613	—-	ExpandedLearningOpportunity	—-

  
  

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  RUN REPORT TO VERIFY DATA:
  
  Registration > Reports > Registration Reports > Program > SRG0100 - Campus Information
  
  
  
  ❏ See the Campus Expanded Learning Opportunities ELO section of the report.
  
  Expanded Learning Opportunities (ELO) are structured learning programs outside of the regular school day, including before and after school programs and summer programs.
  

  • If a district/campus offers an Expanded Learning Opportunities (ELO) Program, enter the information on this screen in Registration.
  • Programs must be at least 45 minutes long to qualify for ELO.
  • See the Campus Expanded Learning Opportunities (ELO) section of the report.

  
  
  

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• Registration > Maintenance > Student Enrollment > Demo1

  
  
  
  Reported Elements from Demo1:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0703	—-	FirstName	Name - First
  E0704	—-	MiddleName	Name - Middle
  E0705	—-	LastSurname	Name - Last
  E0706	C012	GenerationCode	Name - Gen
  E0001	—-	StudentId	SSN
  E1523	—-	StudentUniqueId	Texas Unique Student
  E0004	C013	Sex	Sex
  E0006	—-	BirthDate	DOB
  E1064	—-	HispanicLatinoEthnicity	Hispanic/Latino
  E3050	C304	Race	White
  E3050	C304	Race	Black/African American
  E3050	C304	Race	Asian
  E3050	C304	Race	American Indian/ Alaskan Native
  E3050	C304	Race	Hawaiian/Pacific Isl
  E1528	C196	FosterCareType	Foster Care
  E0017	C050	GradeLevelGrade
  E1000	C161	StudentAttribution	Attribution Cd
  E0903	—-	CampusIdOfResidence	Camp ID Resid

• Registration > Maintenance > Student Enrollment > G/T

  
  
  
  

  Reported Element from G/T:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E3063	C344	StudentCharacteristic	Gift/Talent see StudentCharacteristic

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• Registration > Maintenance > Student Enrollment > Local Programs

  
  
  
  Reported Elements from Local Programs:
  
  

  NOTE: Migratory, ECHS, P-TECH, New Tech, Bilingual/ESL Summer School, Additional Days Program Participation and any needed crisis codes should be set up as local programs on Registration > Maintenance > Campus Profile > Campus Local Program Codes. The student should have a row in the Local Programs for TEA group box where Local Program set to the local code that is applicable to the student.
  
  NOTE: The last day of school can be used as the Entry Date for summer programs.

  Element	Code Table	Data Element	ASCENDER Name
  E3063	C344	StudentCharacteristic	Local Program see StudentCharacteristic

Special Education

• 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	InstructionalSetting	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	—-	TotalESYContactHoursInFirstInstructionalSetting	Extended School Year Services Hours
  E3096	—-	TotalESYContactHourseInSecondInstuctionalSetting	—-

  NOTE: TotalESYContactHoursInFirstInstructionalSetting will generate with the value from the Extended School Year Services Hours field and TotalESYContactHoursInSecondInstructionalSetting will generate with the value from the Extended School Year Services Speech Hours field. However, if the Extended School Year Services Hours field is empty, then TotalESYContactHoursInFirstInstructionalSetting will generate with the value from the Extended School Year Services Speech Hours field.