PEIMS Fall Submission (WIP)

Work In Progress

printer icon Click here to generate a PDF of this guide.
Please see below a list of referenced guides to print.

Reviewed: 1st Review Complete
Revised: In Progress

The ASCENDER District Administration application provides program data for each collection from the ASCENDER Student system. 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 Fall Submission (Submission 1) represents the state of the LEA as of the PEIMS Fall snapshot date, which is the last Friday in October, whether or not this is a day of instruction. Local Education Agencies (LEAs) shall report all students served and staff employed on that date. Education Service Centers (ESCs) and LEAs shall report current school-year budget data. All LEAs report data for the PEIMS Fall Submission.

This guide has been created in domain dependency order.

IMPORTANT: The reports identified in this guide are suggested resources for verifying the applicable data. Other ASCENDER or User Created reports may also be available to verify the same information.

NOTE: This guide is exclusively for information and processes related to student data for the Fall PEIMS submission. Users needing to reference information and processes related to business data for the Fall PEIMS submissions should refer to the TSDS PEIMS Fall Submission Data for Business guide.

IMPORTANT: Some of the images and/or examples provided in this document are for informational purposes only and may not completely represent your LEA’s process.


For a complete list of submission rules and edits, access the TSDS Web-Enabled Data Standards (TWEDS) website. In the top-right corner, select the appropriate School Year (20XX), Collection (XXXX), and Submission (XXX) and click Open.

Once on the TWEDS website, in the Overview tab, you can review Collections, Timelines (DUE DATES), and Data Submission Responsibilities. It is highly important to ensure that you review all of these details as they may change according to the School Year.

Additionally, you can use the other tabs on the TWEDS website to review Data Components, Descriptor Tables, References, Rules, Change Logs, and Early Notices.

Guides referenced in this document:
QuickGuide: Local Programs
QuickGuide: TEA Census Block Utility
TSDS PEIMS Fall Submission Data for Business Guide
ASCENDER DataConnect (ADC): Level 1 Errors Guide
Quick Guide: ASCENDER DataConnect (ADC) - Create New Run

Prerequisites

Before starting the verification process, ensure the following tasks have been completed within the respective applications:

Security Administration

  • Verify all roles and users are correct.

Registration

Grade Reporting


I. Education Organization

For the PEIMS Fall Submission, the Education Organization domain provides information about any public school, charter, education service center, organization or agency.

EntityData Elements
LocalEducationAgency

• NameOfInstitution
• LocalEducationAgencyId
• LocalEducationAgencyCategory
• GrievanceLink
• ArmedServicesVocAptBattery
• ProgramOfStudy (may have multiple instances)
• GiftedTalentedProgram (may have multiple instances)

SSAOrgAssociationExt

• SSAType
• FiscalAgentDistrictId

School

• NameOfInstitution
• SchoolId
• GradeLevel (may have multiple instances)
CampusEnrollmentTypeSet (may have multiple instances)
• CampusEnrollmentType
• BeginDate
• EndDate
NSLPTypeSet (may have multiple instances)
• NSLPType
• BeginDate
• EndDate

EducationServiceCenter

• NameOfInstitution
• EducationServiceCenterId


Use the following screens to verify and update the Education Organization data as needed.

NameOfInstitution is promoted from AskTED.

The LocalEducationAgencyId is stored in the database and cannot be edited. It is your local County/District number and can be viewed in the bottom left corner of your ASCENDER screen.

LocalEducationAgencyCategory is labeled District Type.


SchoolId is a combination of the LocalEducationAgencyId and Campus ID without leading zeros.
Example:


District Admin > Tables > District Information > District Name/Address

District Name/Address Screen


District Admin > Tables > District Information > Shared Services Arrangement

Shared Services Arrangement Screen

Registration > Maintenance > District Profile > District Maintenance > Demographic Info

Demographic Info Screen

Registration > Maintenance > District Profile > District Maintenance > TSDS

TSDS Screen

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

Control Info Screen


II. Finance (Budget)

For the PEIMS Fall Submission, the Finance domain provides the financial information captured in accounts (both actuals and budgeted). It is dependent on the Education Organization domain.

EntityData Elements
BudgetExt

• NameOfInstitution
• LocalEducationAgencyId
• LocalEducationAgencyCategory
• GrievanceLink
• ArmedServicesVocAptBattery
• ProgramOfStudy (may have multiple instances)
• GiftedTalentedProgram (may have multiple instances)


Use the TSDS PEIMS Fall Submission Data for Business guide to review this information.


III. School Calendar

For the PEIMS Fall Submission, the School Calendar domain is not promoted to TSDS. However, it must be loaded into the IODS to satisfy domain dependencies required for the promotion of other data. This domain is dependent on the Education Organization domain.

EntityData Elements
Calendar

• SchoolYear
• CalendarCode
• CalendarType


Use the following screen to verify and update the School Calendar data as needed.

Attendance > Maintenance > Campus > Campus Options

Campus Options Screen


IV. Alternative and Supplemental Services (Programs offered by the District)

For the PEIMS Fall Submission, the Program entity represents any program designed to work in conjunction with, or as a supplement to, the main academic program. Programs may provide instruction, training, services, or benefits through federal, state, or local agencies. This domain is dependent on the Education Organization domain.

EntityData Elements
Program

• SchoolYear
• CalendarCode
• CalendarType


The ProgramType is not visible in ASCENDER. These values are determined by and stored in the database.


V. Staff (Demographics and Days Employed)

For the PEIMS Fall Submission, the Staff domain represents the education organization an employee, contractor, volunteer, or other service provider is formally associated with, typically indicated by which organization the staff member has a services contract with or receives their compensation. This domain is dependent on the School Calendar domain.

EntityData Elements
Staff

• StaffUniqueId
• BirthDate
• HighestCompletedLevelOfEducation
• HispanicLatinoEthnicity
• Race (may have multiple instances)
• Sex
• GenerationCode
• TotalYearsProfExperience
• YearsExperienceInDistrict
• YearsTRATeachingExperience
• StaffId
• LEADeterminedTRAEligibility
StaffTypeSet (may have multiple instances)
• StaffType
• BeginDate
• EndDate
ParaprofessionalCertificationSet (may have multiple instances)
• ParaprofessionalCertification
• BeginDate
• EndDate
Name
• FirstName
• MiddleName
• LastSurname

StaffEducationOrganizationEmploymentAssociation

DaysEmployedSet (may have multiple instances)
• PercentDayEmployed
• NumberDaysEmployed
• BeginDate
• EndDate
AuxiliaryRoleIdSet (may have multiple instances)
• AuxiliaryRoleId
• BeginDate
• EndDate
EmploymentPeriod
• HireDate
• EndDate


Use the TSDS PEIMS Fall Submission Data for Business guide to review this information.


VI. Student Identification and Demographic (Basic Demographics, Census Block, and Crisis Events)

For the PEIMS Fall Submission, the Student contains basic student information. A student is a person who has been enrolled in a school or other educational institution. This domain is dependent on the School Calendar domain and Alternative and Supplemental Services domain and entities.

EntityData Elements
Student

• StudentUniqueId
• LocalStudentId
• StudentId
• GenerationCode
Name
• FirstName
• MiddleName
• LastSurname
BirthData
• BirthDate
StudentCensusBlockGroupSet (may have multiple instances)
• StudentCensusBlockGroup
• BeginDate
• EndDate
CrisisEventSet (may have multiple instances)
• CrisisEvent (may have multiple instances)
• BeginDate
• EndDate


Use the following reports to verify the Student Identification and Demographic data.

Use the SRG0301 – Student Census Block Group Roster report to verify Census Block data elements. When generating this report enter the PEIMS Fall snapshot date (last Friday in October) in the As-of Date parameter.

SRG0301 - Student Census Block Group Roster report

Use the following screens to update the Student Identification and Demographic data as needed.

Registration > Maintenance > Student Enrollment > Demo1

Demo1 Screen

Registration > Maintenance > Student Enrollment > Demo2

Demo2 Screen

Registration > Maintenance > Student Enrollment > LocalPrograms

Local Programs Screen


VII. Finance (Contracted Staff & Payroll)

For the PEIMS Fall Submission, the Finance domain provides the financial information captured in accounts (both actuals and budgeted). This domain is dependent on the Staff domain and entities.

EntityData Elements
ContractedInstructionalStaffFTEExt

• CIStaffProgramIntent
• TotalContractedInstrStaffFTE

PayrollExt

• FiscalYear
• PayrollAmount
• PayrollFund
• PayrollFunction
• PayrollObject
• Organization
• PayrollProgramIntent
• PayrollActivity
• BeginDate
• EndDate


Use the TSDS PEIMS Fall Submission Data for Business guide to review this information.


VIII. Staff

For the PEIMS Fall Submission, the StaffEducationOrganizationAssignmentAssociation entity represents position assignments and roles within the local education agency or school. This domain is dependent on the Staff domain and entities.

EntityData Elements
StaffEducationOrganizationAssignmentAssociation

• StaffClassification
• BeginDate
• EndDate
• SharedServiceArrangementStaff
StaffServiceSet (may have multiple instances)
• StaffService
• SPEDStudentAgeRange
• PopulationServed
• MonthlyMinutes
• NumberOfStudentsInClass
• StaffServiceBeginDate
• StaffServiceEndDate


Use the TSDS PEIMS Fall Submission Data for Business guide to review this information.

NOTE: If staff data should not be extracted from Grade Reporting for Fall PEIMS, select the Excl From Fall PEIMS field on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor.



IX. Teaching & Learning

For the PEIMS Fall Submission, the Teaching & Learning domain provides course information, including the staff member who provides instruction for the course. This domain is dependent on the Staff domain and entities.

EntityData Elements
Course

• CourseCode
• CourseTitle
CourseIdentificationCode
• CourseIdentificationSystem
• IdentificationCode

CourseOffering

• LocalCourseCode

Section

• BeginDate
• CourseOffering
• SectionIdentifier
SectionSet (may have multiple instances)
• PopulationServed
• SPEDStudentAgeRange
• ClassType
• BeginDate
• EndDate

StaffSectionAssociation

• BeginDate
• EndDate
• ClassroomPosition
• NumberOfStudentsInClass
• MonthlyMinutes
• NumberDaysTaughtWeek1
• NumberDaysTaughtWeek2
• NumberDaysTaughtWeek3
• NumberDaysTaughtWeek4
• NumberMinutesTaughtWeek1
• NumberMinutesTaughtWeek2
• NumberMinutesTaughtWeek3
• NumberMinutesTaughtWeek4
• SharedServiceArrangementStaff


RECOMMENDATIONS:

  • Delete any course sections that have no students enrolled and are not in use. This prevents the system from sending incorrect or unnecessary data during processing.
  • For districts that use the multi-period scheduling for elementary grade report, each subject should have a unique period. This is recommended by the TEA for classroom linking.


Use the following reports to verify the Teaching & Learning data.

The Course and CourseOffering entities are a list of all current year courses for the local education agency (LEA). Use the SGR0050 - District Master List (Grd Rpting) to verify data elements in these entities.

SGR0050 - District Master List (Grd Rpting) report

The CourseIdentificationSystem is not displayed in ASCENDER. The value is determined and stored in the database based on the CourseCode:

TIP: The SGR0050 report, sorted by Service ID (Course Code) , allows you to easily identify any duplicate local course codes. Local CourseCodes must be unique for each distinct course within the district.

The Section entity represents a setting in which organized instruction of course content is provided to one or more students for a given period of time. Use the SGR0110 - Master Schedule PEIMS Information to verify data elements in this entity.

SGR0110 - Master Schedule PEIMS Information report

The SectionIdentifier is a calculated value that is a combined value of CourseNumber, Section, and Semester.

The StaffSectionAssociation entity represents staff members and their assigned responsibilities within the school. For the PEIMS Fall Submission, this entity is reported for staff employed on the PEIMS Fall snapshot date—the last Friday in October—and includes their responsibilities during the four weeks in October that contain the snapshot date.

Use the SGR0110 – Master Schedule PEIMS Information report to verify data elements reported in this entity.

SGR0110 – Master Schedule PEIMS Information report

MonthlyMinutes is not displayed in ASCENDER. The value is calculated using the section’s Days Met, Begin Time, and End Time fields. If Begin Time and End Time are blank, the applicable TSDS Crosswalk is used to calculate the value:

042 and 043 – Responsibilities

The NumberDaysTaughtWeek1–4 and NumberMinutesTaughtWeek1–4 data elements must be verified in the 044 – PE Responsibilities – Campus/Crs/Sec Table.

Grade Reporting > Maintenance > Tables > TSDS Crosswalks

TSDS Crosswalks]

NOTE: SharedServiceArrangementStaff is reported by ESCs only.


Use the following screens to update the Teaching & Learning data as needed.

Use the following screen to update the data elements in the Course and CourseOffering entities as needed.

Grade Reporting > Maintenance > Master Schedule > District Schedule

District Schedule - Available Courses Screen

Use the following screens to update the data elements in the Section and StaffSectionAssociation entities as needed.

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

Campus Schedule - Section Screen

NOTE: Several fields exist on both the district and campus master schedules. These fields only need to be updated in the campus master schedule if they require different values than the district master schedule.

  • If the field in the campus master schedule (section record) contains data, that value is extracted.
  • If the field is blank in the campus master schedule (section record), the district value is extracted.
  • Under District Information, district-level settings are displayed for your information.


Grade Reporting > Maintenance > Tables > TSDS Crosswalks

042 and 043 – Responsibilities

044 – PE Responsibilities


X. Enrollment

For the PEIMS Fall Submission, the Enrollment domain provides the enrollment and withdrawal information for a student and the relationship between a particular education organization. This domain is dependent on the Student Identification and Demographics domain and entities.

EntityData Elements
StudentSchoolAssociation

• EntryDate
• EntryGradeLevel
• ADAEligibility
• ExitWithdrawDate
• ExitWithdrawType
• StudentAttribution
• CampusIdOfResidence
• CampusIdOfAccountability


Use the SRG1200 - Student Status By Program Changes to verify data elements in this entity. When generating this report enter “Y” in the Print Enroll Records parameter.

SRG1200 - Student Status By Program Changes report

Use the following screen to update the data elements in the StudentSchoolAssociation entity as needed

Registration > Maintenance > Student Enrollment > W/R Enroll

W/R Enroll Screen


XI. Student Identification and Demographics (Additional Demographics and Characteristics)

For the PEIMS Fall Submission, the StudentEducationOrganizationAssociation entity captures demographic and similar characteristics of a student that are specific to a student's relationship with a particular education organization. This domain is dependent on the Enrollment domain.

EntityData Elements
StudentEducationOrganizationAssociation

• Sex
• HispanicLatinoEthnicity
• Race (may have multiple instances)
EmergentBilingualSet (may have multiple instances)
• EmergentBilingualIndicator
• BeginDate
• EndDate
EconomicDisadvantageSet (may have multiple instances)
• EconomicDisadvantage
• BeginDate
• EndDate
FosterCareTypeSet (may have multiple instances)
• FosterCareType
• BeginDate
• EndDate
HomelessStatusSet (may have multiple instances)
• HomelessStatus
• BeginDate
• EndDate
UnaccompaniedYouthSet (may have multiple instances)
• UnaccompaniedYouth
• BeginDate
• EndDate
UnschooledAsyleeRefugeeSet (may have multiple instances)
• UnschooledAsyleeRefugee
• BeginDate
• EndDate
MilitaryConnectedStudentSet (may have multiple instances)
• MilitaryConnectedStudent
• BeginDate
• EndDate
PKProgramTypeSet (may have multiple instances)
• PKProgramType
• BeginDate
• EndDate
PKFundingSourceSet (may have multiple instances)
• PKFundingSource
• OrderOfPKFundingSource
• BeginDate
• EndDate
Language (may have multiple instances)
• Language
• LanguageUse StudentCharacteristic (may have multiple instances)
• StudentCharacteristic
StudentCharacteristic > Period (may have multiple instances)
• BeginDate
• EndDate
• AdultPreviousAttendanceSet
• AdultPreviousAttendance
• BeginDate
• EndDate
FullTimeHybridVirtualProgramParticipationSet (may have multiple instances)
• FullTimeHybridVirtualProgramParticipation
• BeginDate
• EndDate

IMPORTANT: When reviewing data for a student who transferred between campuses within the district, some elements and programs require manual reentry at the new campus. See In-District Campus Transfer Considerations below.


Use the SRG0605 - Student Special Programs report to verify most data in this entity. When generating this report enter the PEIMS Fall snapshot date (last Friday in October) in the As-of Date parameter.

SCREENSHOT PENDING 13.0110 RELEASE. SRG0605 - Student Special Programs report

Use the SRG1200 - Student Status Changes by Program report to verify PK data in this entity. When generating this report enter “Y” in the Print PK Enroll Records parameter.

SRG1200 - Student Status Changes by Program report

Use the SRG1200 - Student Status Changes by Program report to verify StudentCharacteristic data in this entity. When generating this report enter “Y” in the Print Local Programs parameter.

SRG1200 - Student Status Changes by Program

Use the following screens to update the data elements in the StudentEducationOrganizationAssociation entity as needed.

Registration > Maintenance > Student Enrollment > Demo1

Demo1 Screen

NOTE: For mass updates to Economic Disadvantage, use the Registration > Utilities > Reset Values utility.


Registration > Maintenance > Student Enrollment > Demo3

Demo3 Screen

Registration > Maintenance > Student Enrollment > BIL/ESL

BIL/ESL Screen

Registration > Maintenance > Student Enrollment > Local Programs

Local Programs Screen

NOTE: For mass updates to Local Programs, use the Registration > Utilities > Reset Values utility. Refer to the Adding a local program section.


Registration > Maintenance > Student Enrollment > PK Enroll

PK Enroll Screen



XII. Alternative and Supplemental Services (Student Specific Information)

For the PEIMS Fall Submission, the Alternative and Supplemental Services domain provides program information such as Title I, Special Education, and Emergent Bilingual. This domain is dependent on the Student Identification and Demographics domain and entities.

EntityData Elements
StudentLanguageInstructionProgramAssociation

• BeginDate
• EndDate
ParentalPermissionSet (may have multiple instances)
• ParentalPermission
• ParentalPermissionSetBeginDate
• ParentalPermissionSetEndDate
LangInstruProgramSvcSet (may have multiple instances)
• LangInstruProgramSvc
• ServiceBeginDate
• ServiceEndDate

StudentSpecialEducationProgramAssociation

• BeginDate
• EndDate
StudentSPEDProgramAssociationSet (may have multiple instances)
• MedicallyFragile
• MultiplyDisabled
• LEAOfRDSPDService
• ChildCountFunding
• ECSEServiceLocation
• ProgramBeginDate
• ProgramEndDate
InstructionalSettingSet (may have multiple instances)
• InstructionalSetting
• InstructionalSettingBeginDate
• InstructionalSettingEndDate
Disability
Disability (may have multiple instances)
Disability > DisabilitySet (may have multiple instances)
• OrderOfDisability (may have multiple instances)
• DisabilitySetBeginDate
• DisabilitySetEndDate
• SPEDProgramSvcSet (may have multiple instances)
• SPEDProgramSvc
• ServiceBeginDate
• ServiceEndDate
TierOfIntensitySet (may have multiple instances)
• TierOfIntensity
• TierOfIntensityBeginDate
• TierOfIntensityEndDate
SPEDServiceGroupSet (may have multiple instances)
• SPEDServiceGroup
• SPEDServiceGroupBeginDate
• SPEDServiceGroupEndDate
NumberOfMinutesInSPEDSet (may have multiple instances)
• NumberOfMinutesInSPED
• NumberOfMinutesInSPEDBeginDate
• NumberOfMinutesInSPEDEndDate

StudentTitleIPartAProgramAssociation

• BeginDate
• EndDate
StudentTitleIPartAProgramAssociationSet (may have multiple instances)
• TitleIPartAParticipant
• StudentTitleIPartAProgramAssociationSetBeginDate
• StudentTitleIPartAProgramAssociationSetEndDate


Use the SRG1200 - Student Status By Program Changes report to verify data elements in the StudentLanguageInstructionProgramAssociation entity. When generating this report enter “Y” in the Print BIL/ESL Records parameter.

SRG1200 - Student Status By Program Changes report

Use the ___ report to verify data elements in the StudentSpecialEducationProgramAssociation entity. When generating this report……

Screenshot Here

Use the SRG1200 - Student Status By Program Changes report to verify data elements in the StudentTitleIPartAProgramAssociation entity. When generating this report enter “Y” in the Print Title I Records parameter.

SRG1200 - Student Status By Program Changes report

Use the following screens to update the data elements in the Alternative and Supplemental Services domain as needed.

Registration > Maintenance > Student Enrollment > BIL/ESL

BIL/ESL Screen

Registration > Maintenance > Student Enrollment > Spec Ed

Spec Ed Screen

Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information 1

Program Information 1 Screen

Registration > Maintenance > Student Enrollment >Title I

Title I] Screen

NOTE: For mass updates to Title I, use the Registration > Utilities > Reset Values utility.



Publish and Review Data in ASCENDER DataConnect

Use the ASCENDER DataConnect (ADC) tool to publish the data to the IODS and review any Level 1 errors(see the ASCENDER DataConnect (ADC): Level 1 Errors Guide). Correct the applicable source data in ASCENDER, publish the data again (see the Quick Guide: ASCENDER DataConnect (ADC) - Create New Run, and verify in ADC that the errors have been resolved.