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academy:district_admin_fall_submission
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PEIMS Fall Submission (WIP)
Work In Progress
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
ASCENDER TSDS New School Year Best Practice Guide
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
- Local Programs set up in District Profile – See QuickGuide: Local Programs
- Set up Post Secondary Certification Licensure Table
- Assign Student UID Numbers
- Assign Census Block GEO IDs - See QuickGuide: TEA Census Block Utility
- Set Student At Risk Indicators - See Set Student At Risk Indicators
Grade Reporting
- Clean up invalid course codes
- Set up TSDS Crosswalks
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.
| Entity | Data Elements |
|---|---|
| LocalEducationAgency |
• NameOfInstitution |
| SSAOrgAssociationExt |
• SSAType |
| School |
• NameOfInstitution |
| EducationServiceCenter |
• NameOfInstitution |
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.
- If District Type is I – Independent, system exports 01 – School District.
- If District Type is C – Charter, system exports 02 – Charter.
SchoolId is a combination of the LocalEducationAgencyId and Campus ID without leading zeros.
Example:
- LocalEducationAgencyId = 001908
- Campus ID = 001
- SchoolId = 1908001
District Admin > Tables > District Information > District Name/Address
District Admin > Tables > District Information > Shared Services Arrangement
Registration > Maintenance > District Profile > District Maintenance > Demographic Info
Registration > Maintenance > District Profile > District Maintenance > TSDS
Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info
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.
| Entity | Data Elements |
|---|---|
| BudgetExt |
• NameOfInstitution |
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.
| Entity | Data Elements |
|---|---|
| Calendar |
• SchoolYear |
Use the following screen to verify and update the School Calendar data as needed.
Attendance > Maintenance > Campus > Campus Options
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.
| Entity | Data Elements |
|---|---|
| Program |
• SchoolYear |
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.
| Entity | Data Elements |
|---|---|
| Staff |
• StaffUniqueId |
| StaffEducationOrganizationEmploymentAssociation |
DaysEmployedSet (may have multiple instances) |
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.
| Entity | Data Elements |
|---|---|
| Student |
• StudentUniqueId |
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.
Use the following screens to update the Student Identification and Demographic data as needed.
Registration > Maintenance > Student Enrollment > Demo1
Registration > Maintenance > Student Enrollment > Demo2
Registration > Maintenance > Student Enrollment > LocalPrograms
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.
| Entity | Data Elements |
|---|---|
| ContractedInstructionalStaffFTEExt |
• CIStaffProgramIntent |
| PayrollExt |
• FiscalYear |
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.
| Entity | Data Elements |
|---|---|
| StaffEducationOrganizationAssignmentAssociation |
• StaffClassification |
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.
| Entity | Data Elements |
|---|---|
| Course |
• CourseCode |
| CourseOffering |
• LocalCourseCode |
| Section |
• BeginDate |
| StaffSectionAssociation |
• BeginDate |
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.
The CourseIdentificationSystem is not displayed in ASCENDER. The value is determined and stored in the database based on the CourseCode:
- If the CourseCode is listed as a state course code in TWEDS, the system reports it as an 01 - State Course Code.
- If the CourseCode is not listed in TWEDS, the system reports it as an 02 - LEA Course Code.
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.
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.
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 – Responsibilities – From Campus/Period to Minutes
- 043 – Responsibilities – From Campus/Service ID to Minutes
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]](/test/districtadmin/lib/exe/detail.php/general/fall_peims_sub_teach_learn_tsds_cross_walks.png?id=academy%3Adistrict_admin_fall_submission "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
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
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
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.
| Entity | Data Elements |
|---|---|
| StudentSchoolAssociation |
• EntryDate |
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.
Use the following screen to update the data elements in the StudentSchoolAssociation entity as needed
Registration > Maintenance > Student Enrollment > W/R Enroll
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.
| Entity | Data Elements |
|---|---|
| StudentEducationOrganizationAssociation |
• Sex |
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.
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.
Use the following screens to update the data elements in the StudentEducationOrganizationAssociation entity as needed.
Registration > Maintenance > Student Enrollment > Demo1
NOTE: For mass updates to Economic Disadvantage, use the Registration > Utilities > Reset Values utility.
Registration > Maintenance > Student Enrollment > Demo3
Registration > Maintenance > Student Enrollment > BIL/ESL
Registration > Maintenance > Student Enrollment > Local Programs
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
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.
| Entity | Data Elements |
|---|---|
| StudentLanguageInstructionProgramAssociation |
• BeginDate |
| StudentSpecialEducationProgramAssociation |
• BeginDate |
| StudentTitleIPartAProgramAssociation |
• BeginDate |
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.
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.
Use the following screens to update the data elements in the Alternative and Supplemental Services domain as needed.
Registration > Maintenance > Student Enrollment > BIL/ESL
Registration > Maintenance > Student Enrollment > Spec Ed
Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information 1
Registration > Maintenance > Student Enrollment >Title I
![Title I] Screen](/test/districtadmin/lib/exe/detail.php/general/fall_peims_sub_alt_supp_stud_enrollment_title1.png?id=academy%3Adistrict_admin_fall_submission "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.
academy/district_admin_fall_submission.1789140532.txt.gz · Last modified: 2026/09/11 15:28 by lcamarillo