PEIMS Attendance Submission

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The ASCENDER District Administration application provides programs to extract the appropriate data for each collection from the Business and Student systems. These programs are reviewed and modified annually, per the published Texas Web-Enabled Data Standards (TWEDS), to ensure that the data extracted to the district database is as accurate as possible. The extracts provide many of the edits as defined in the TWEDS.

The PEIMS Attendance Submission includes attendance and special student population data relevant to the Summary of Finance report, five times during the school year, once for each of the first five six weeks reporting periods. All data collected in the PEIMS Attendance Submission will be recollected in the PEIMS Summer Submission.

The extract programs create the appropriate records in the district database, taking into account the school-start window and the as-of date. The as-of status code is automatically generated for each student record.

The Attendance Submission is due xx.

For a complete list of extract rules and edits, see https://tealprod.tea.state.tx.us/TWEDSAPI/23/398/405/DataComponents/Entity/List

Click on the TEA drop-down menus to see complete information for Summer PEIMS reporting including: Domains, Entities and Data Elements.

Click here for Data Elements pulled from the Alternative and Supplemental Services, Discipline, Education Organization, Enrollment, Restraint Event, School Calendar, Student Academic Record, Student Attendance, Student Identification and Demographics, and Teaching and Learning domains.

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:

Verify ASCENDER Student Data

Verify data for each element in the following 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.

Attendance

Preliminary Steps

Attendance > Maintenance > District > Posting Codes

❏ Verify all district posting codes, paying close attention to those that have ADA Code selected.
Attendance Reports
Attendance > Reports > Attendance Reports > Audit > SAT0500 - Campus Attendance Summary

SAT0500 provides absence information by campus, track, and period. You can use the report to verify attendance for each day, period, and code.

Attendance > Reports > Attendance Reports > Audit > SAT0900 - Campus/District Summary Report
SAT0900 provides the eligible/ineligible attendance days present and absent and special program contact hours. SAT0900 should be run at the end of every cycle to verify data.

Table I can be compared to TSDS reports PDM3-130-001, PDM3-130-004, and PDM3-130-005.

Table II can be used to verify CTE contact hours. It can be compared to TSDS reports PDM3-130-002 and PDM3-120-013.

Table III can be used to verify special education data. It can be compared to TSDS reports PDM3-130-004 and PDM3-120-013.

Table IV can be used to verify G/T data. It can be compared to TSDS reports PDM3-130-003 and PDM3-120-013.

NOTE: The Oath and Affidavits page must be signed and retained for audit purposes.
Attendance > Reports > Attendance Reports > Audit > SAT0920 - Campus/District Multi-Track Summary Report

SAT0920 provides multi-track campus or district summary reports that meet the audit documentation requirements specified in the Student Attendance Accounting Handbook. The report is similar to SAT0900 but allows you to run the report for all tracks at once.

Attendance > Reports > Attendance Reports > Membership > SAT1700 - Entry/Withdrawal Summary

SAT1700 lists students who withdrew during a specified semester-cycle or date range, including students who withdrew and reentered. Verify all entry/withdrawal rows are correct.

Attendance > Reports > Attendance Reports > Students > SAT0400 - Daily Attendance Summary

SAT0400 should be run daily and verified for accuracy against instructor records. Confirm that you have this report for all days of membership. Verify that you have withdrawal forms (section #5 on report) with matching dates on file in the student records.

Attendance > Reports > Attendance Reports > Students > SAT1900 - Perfect Attendance Report

Run SAT1900 for the first semester-cycle of the school year through the final semester-cycle. Use this report to verify actual membership. Verify that all students on the report have course schedules and course completion records.

Attendance > Reports > Attendance Reports > Audit > SAT5000 - Flexible Attendance District Summary

SAT5000 is for the entire district and school year. Verify all flexible attendance data entered.

Attendance > Reports > Attendance Reports > Campus Report Group > SAT2100 - Six Weeks FTE Report

SAT2100 displays current year cumulative ADA enrollment and full-time equivalencies (FTEs) for one campus or all campuses in the district for the selected semester-cycle or date range. A summary by is included, with cumulative totals for ADA and FTE number.

NOTE: This report can be used to compare to the prior year SAT2100. Question if FTE decreased significantly in any area as this report is used to calculate funding.
Attendance > Maintenance > Campus > Campus Options

Reported Elements from Campus Options: reported in the Calendar Entity.
Attendance > Maintenance > Campus > Campus Calendar
Attendance > Maintenance > Student > Student Inquiry > Cumulative
Attendance > Maintenance > Flexible Attendance > Weekly Register Worksheet
VERIFY ENTRY/WITHDRAWAL DATES FOR ENROLLMENT

If a student has been placed in a disciplinary setting, and is not receiving special program services during that time, the student may be withdrawn from the program while in the disciplinary setting, either by performing a status change or withdrawing the student from the program for those dates. In this case, for programs such as special education, bilingual/ESL, etc, the student may be withdrawn from the special program during the disciplinary assignment, and then re-enrolled in the program when the student returns. See the TEA Student Attendance Accounting Handbook (SAAH) for additional information, and be sure to review your local procedures/policies.

For CTE, a status change should be performed on the W/R Enroll tab (to update the CTE Elig field) at the beginning and end of the disciplinary assignment. A student can be assigned to a disciplinary setting for up to five consecutive days and continue to receive CTE hours even if CTE services are not provided to the student during placement. After five days, the student can continue to earn credit for the class but cannot claim additional funding; the funding clock must be set back to the first day of the disciplinary assignment.
NOTE: If participating in Optional Flexible Year Program, use a separate attendance track to move students. Students should have been moved the first day of the cycle (where the OFYP dates are scheduled) using the Record Status Change.