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Core Collection: Class Roster Fall/Winter Submission (Updated 2023-2024)

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The Class Roster Fall/Winter Submissions collect organization, staff identification and demographics, class assignment, student identification and demographics, and class enrollment data.

❏ Fall Class Roster

As-Of-Date: September 29, 2023
Submission Due Date: October 19, 2023
Grades 01 - 12

❏ Winter Class Roster

As-Of-Date: February 23, 2024
Submission Due Date: March 28, 2024
Grades EE - 12

NOTE: Service ID restrictions for Summer PEIMS apply to this submission. (See PEIMS edit 30305-0004.)

New for 2023-2024 Class Roster Fall:
❏ ADDED RULE 10020-0070: Campus data must be provided for each campus registered with the TEA as an active instructional campus serving any of the grade levels “01”-“12”.

❏ REMOVED RULE 10020-0003: Campus data must be provided for each campus registered with the TEA as an active instructional campus.
Campus data must be reported for each campus registered with the TEA as an active instructional campus.

New for 2023-2024 Class Roster Winter:
❏ RULE: For a student school association being reported for the Charter School Waitlist collection, ENTRY-GRADE-LEVEL-TYPE must not be blank.

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

Verify that all roles and users are correct in Security Administration.
Verify Service IDs – Grade Reporting > Reports > Grade Reporting Reports > Master Schedules > SGR0220 - Invalid Service ID

I. Verify Data in ASCENDER

Verify data for each element on the following pages and reports. It is suggested that you run reports first, and then use the maintenance pages to update data where needed.

Hard-coded elements:

Reports

Personnel
❏ Teacher Incentive Allotment Designation codes and descriptions can be verified by running the following report:

Personnel > Reports > Personnel Reports

The following element from the StaffExtension complex type are included in the Class Roster Winter submission ONLY:

Reported Elements from Personnel Reports:

Element Code Table Data Element ASCENDER Name

E1722 DC165 TEACHER-INCENTIVE-ALLOTMENT-DESIGNATION-CODE —-

❏ Staff data can be verified by running the following report:

NOTE: For a more accurate list of active employees, run the report from Payroll > Reports > User Created Reports.

Personnel > Reports > User Created Reports

The following elements from the StaffExtension complex type are included in the Class Roster Fall and Winter submission:

Under Employee Demographic:
- Texas Unique Staff ID
- First Name, Middle Name, Last Name, Generation
- Sex
- DOB
- Staff ID/SSN
- Hispanic/Latino
- American Indian, Asian, African American, Pacific Islander, White
Under Employment:
- Highest Degree Achieved
- Yrs Prior Teaching
- Creditable Year of Service
Student
❏ Student data can be verified by running the following reports:
For verifying data in CLS2-100-001 Student Class Roster:

Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR0900 - Class Rolls (Student Grade Information)

Grade Reporting > Reports > Grade Reporting Reports > Student Schedules > SGR0000 - Student Course Enrollment Listing

Registration > Reports > Registration Reports > Student > SRG0400 - Student Information Sheets

For verifying data in CLS2-100-002 Student Class Schedule:

Grade Reporting > Reports > Grade Reporting Reports > Student Schedules > SGR2055 - Student Schedules

For verifying data in CLS2-100-003 Staff Class Assignment:

Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR2550 - Teaching Assignments

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules > SGR0130 - Master Sched Section and Grd Rpting Info

For verifying data in CLS2-100-004 Teacher Class Summary:

Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR0350 - Student Counts by Teacher

For verifying data in CLS2-100-005 Staff Roster:

Grade Reporting > Reports > Grade Reporting Reports > Instructors > SGR0140 - Instructor List (Grd Rpting)

For verifying student demographic data:

Registration > Reports > Create Registration Report

Grade Reporting

Grade Reporting > Maintenance > Master Schedule > District Schedule

The following elements from the StaffResponsibilitiesExtension complex type are included in the Class Roster Fall and Winter submission:

Reported Elements from Course:

Element Code Table Data Element ASCENDER Name

E0724 C022 SERVICE-ID Service ID

E0747 C030 POPULATION-SERVED-CODE Pop Srvd

E0948 C135 COURSE-SEQUENCE-CODE Crs Seq
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course

The following elements from the CourseOffering complex type are included in the Class Roster Fall and Winter submission:

Reported Elements from Course:

Element Code Table Data Element ASCENDER Name

E1194 —- LOCAL-COURSE-CODE Crs Nbr

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

The following elements from the SectionExtension and TeacherSectionAssociationExtension and StudentSectionAssociation complex types are included in the Class Roster Fall and Winter submission:

Reported Elements from Section:

Element	Code Table	Data Element	ASCENDER Name
E1194	—-	LOCAL-COURSE-CODE	Crs Nbr
E1056	—-	CLASS-ID-NUMBER	Crs Nbr, Section, Sem
E1072	C182	NON-CAMPUS-BASED-INSTRUCTION-CODE	Non-Campus Based
E1362	DC091	POPULATION-SERVED	Pop Srvd
E0948	C135	COURSE-SEQUENCE-CODE	Crs Seq
E1074	—-	CLASS-PERIOD	Per Begin and Per End
E1454	DC143	CLASSROOM-POSITION	Class Role
E0721	C021	ROLE-ID	Role ID
E1065	—-	ASSIGNMENT-BEGIN-DATE	Entry Date
E1066	—-	ASSIGNMENT-END-DATE	Withdraw Date

Registration

Registration > Maintenance > Student Enrollment > Demo1

The following elements from the StudentExtension and StudentSchoolAssociationExtension complex types are included in the Class Roster Fall and Winter submission:

Reported Elements from Demo1:

Element	Code Table	Data Element	ASCENDER Name
E0923	—-	LOCAL-STUDENT-ID	—-
E1523	—-	TX-UNIQUE-STUDENT-ID	Texas Unique Student
E1517	DC063	ENTRY-GRADE-LEVEL-TYPE	Grade
E0703	—-	FIRST-NAME	Name - First
E0704	—-	MIDDLE-NAME	Name - Middle
E0705	—-	LAST-NAME	Name - Last
E001	—-	STUDENT-ID	SSN
E1325	DC119	SEX	Sex
E0006	—-	DATE-OF-BIRTH	DOB
E1375	—-	HISPANIC-LATINO-ETHNICITY	Hispanic/Latino
E1343	DC097	RACIAL-CATEGORY	White
E1343	DC097	RACIAL-CATEGORY	Black/African American
E1343	DC097	RACIAL-CATEGORY	Asian
E1343	DC097	RACIAL-CATEGORY	American Indian/ Alaskan Native
E1343	DC097	RACIAL-CATEGORY	Hawaiian/Pacific Isl
E0266	—-	CAMPUS-ID	Camp ID Resid
E1517	DC063	ENTRY-GRADE-LEVEL-TYPE	From Grd Lvl

Personnel

Personnel > Maintenance > Staff Demo > Demographic Information

The following elements from the StaffExtension and TeacherSectionAssociationExtension complex types are included in the Class Roster Fall and Winter submission:

Reported Elements from Demographic Information:

Element	Code Table	Data Element	ASCENDER Name
E1524	—-	TX-UNIQUE-STAFF-ID	Texas Unique Staff ID
E0505	—-	STAFF-ID	Staff ID/SSN
E0703	—-	FIRST-NAME	Legal - First
E0704	—-	MIDDLE-NAME	Legal - Middle
E0705	—-	LAST-NAME	Legal - Last
E1303	DC148	GENERATION-CODE-SUFFIX	Legal - Generation
E1325	DC119	SEX	Sex
E0006	DC119	DATE-OF-BIRTH	DOB
E1375	—-	HISPANIC-LATINO-CODE	Hispanic/Latino
E1343	DC097	RACIAL-CATEGORY	American Indian Alaskan Native
E1343	DC097	RACIAL-CATEGORY	Asian
E1343	DC097	RACIAL-CATEGORY	Black African American
E1343	DC097	RACIAL-CATEGORY	Hawaiian Pacific Islander
E1343	DC097	RACIAL-CATEGORY	White

Personnel > Maintenance > Staff Demo > Credentials

The following elements from the StaffExtension complex type are included in the Class Roster Winter submission:

Reported Elements from Credentials:

Element Code Table Data Element ASCENDER Name

E1722 DC165 TEACHER-INCENTIVE-ALLOTMENT-DESIGNATION-CODE Teacher Incentive Allotment Designation
Personnel > Maintenance > Staff Demo > Responsibility

NOTE: If a person is listed as an Instructor, it is considered they are teaching a course. The instructor can be listed in Personnel or in Grade Reporting, but not in both applications. The instructor must be deleted from Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor if they do not have any sections assigned to them.

The following elements from the TeacherSchoolAssociation complex type are included in the Class Roster Winter submission:

Reported Elements from TeacherSchoolAssociation:

Element Code Table Data Element ASCENDER Name

E1524 —- TX-UNIQUE-STAFF-ID Role ID/Staff Classification

E0266 —- CAMPUS-ID Campus

Personnel > Maintenance > Employment Info

The following elements from the StaffExtension complex type are included in the Class Roster Fall and Winter submission:

Reported Elements from Employment Info:

Element	Code Table	Data Element	ASCENDER Name
E1460	DC077	HIGHEST-LEVEL-OF-EDUCATION-COMPLETED	Highest Degree
E1377	—-	YEARS-OF-PRIOR-TEACHING-EXPERIENCE	Years Experience (Professional) - Total
E1721	C088	CREDITABLE-YEAR-OF-SERVICE-INDICATOR-CODE	Creditable Year of Service
E1073	C181	STAFF-TYPE-CODE	—-

Personnel > Utilities > Mass Update > Employee

The following elements from the StaffExtension complex type are included in the Class Roster Winter submission:

Reported Elements from Employee:

Element Code Table Data Element ASCENDER Name

E1721 C088 CREDITABLE-YEAR-OF-SERVICE-INDICATOR-CODE Creditable Year of Service

Payroll

Payroll > Maintenance > Staff Job/Pay Data > Job Info

The following element from the StaffExtension complex type is included in the Class Roster Fall and Winter submission:

Reported Elements from Job Info:

Element Code Table Data Element ASCENDER Name

E1073 C181 STAFF-TYPE-CODE Pay Type

District Administration

District Administration > Maintenance > Non-Employee

The following element from the StaffExtension complex type is included in the Fall and Winter Class Roster submissions:

Reported Elements from Non-Employee:

Element Code Table Data Element ASCENDER Name

E1073 C181 STAFF-TYPE-CODE TSDS Staff Type

II. (Student-only Districts) Import Staff Data

Student-only districts must either enter staff information in District Administration or use the Staff Import utility.

State Reporting > Utilities > Import Staff File

This utility is for Student-only districts.

This utility imports basic staff demographic data to be used for the TSDS PEIMS Staff Interchange records (i.e., to join the unique staff ID with a teacher/staff record). Districts that do not use ASCENDER Business applications can import staff demographic data to be used for the TSDS Staff Interchange records. This utility must be run before running the staff extract.

File layout

The utility accepts data from a comma-delimited text or CSV file (e.g., provided by a third-party business application vendor) and inserts the records into HR tables which allows you to maintain this data in the ASCENDER TSDS application.

The values must be inserted in this order:

Field	Validation
Unique staff ID	Must be ten digits.
Staff ID/SSN	Must be nine digits. Required. First character must be S or 0-8. First three characters must not be 000. Middle characters (3rd-4th digit) must not be 00. Last four characters must not be 0000. First seven characters must not be the same.
Last Name	Required
First Name	Required
Middle Name	Required
Gender	One character (M or F)
Legal Generation	One character 1 = Jr 2 = Sr 3 = II 4 = III 5 = IV 6 = V 7 = VI 8 = VII 9 = VIII A = I B = IX C = X
DOB	Required; format YYYYMMDD
Hispanic Ethnicity	One character (Y or N)
Race American	One character (Y or N) At least one race indicator is required.
Race Asian	One character (Y or N)
Race Black	One character (Y or N)
Race Native Hawaiian Pacific Islander	One character (Y or N)
Race White	One character (Y or N)
Highest Degree	One character 0 = No Bachelor's 1 = Bachelor's 2 = Master's 3 = Doctorate
Prior Teach Experience	Two characters, values 0-99
Original Emp Date	Format YYYYMMDD
Term Date	Format YYYYMMDD

Example:

0133884198,422514579,Bacon,Jason,Donald,M,1,19801023,N,Y,N,N,N,Y,1,10,20150801,20200101
0133884199,422514563,Hannover,Renee,Keen,F,1,19601024,N,Y,N,N,N,Y,1,12,20150801,20200104
0133884189,422514549,Nimitz,Clark,Mason,M,1,19701022,N,Y,N,N,N,Y,1,15,20150801,20200105
0133884179,422514769,Hernandez,Joe,Lee,M,1,19811028,N,Y,N,N,N,Y,1,10,20150801,20200106

File	Click Browse to locate and select the file to import.

❏ Click Import.

The results of the import are displayed, including a count of records with errors, and total records read, updated, and imported.

Print Report

Print the error report.

III. Create Interchanges

State Reporting > Utilities > Create TSDS Core Collections Interchanges

Class Roster Fall

Core Collection	Select the submission. For the Class Roster - Fall submission, select Class Roster - Fall.
Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed. For the 2023-2024 Class Roster - Fall submission, the field should display 2024.
Campus	Type a three-digit campus ID, or leave blank to create interchanges for all campuses.
As-Of Date	(Required) Enter the as-of date for running this utility. The As-Of Date must be the last Friday in September (September 29, 2023). Data is pulled for only one semester. All courses, teachers, and student enrollments must align exactly with that date to be reported, and at least one student enrolled in that course on this date in order for a course/teacher to be reported.

The interchanges are listed according to the Core Collection field.

❏ Select All TSDS Collection Interchanges (e.g., All TSDS Class Roster Interchanges) to create all interchanges for the Class Roster - Fall submission.

Or, select the individual interchange you want to create.

NOTE: Only the Staff Association Interchange can be created for Business-only districts. A valid District ID must be entered on State Reporting > Maintenance > Organization > County District.

All employees who have a valid Unique Staff ID and were employed at the district on the As-of Date are included.

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.zip, where:

District is the six-digit county-district number
YYYY-MM-DD is the date when the folder was created
HH-MM-SS is the hour, minute, and second when the folder was created

Example: 015102-2018-11-11.15-30-22.TSDS.zip

The default name for the individual files 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 (ending school year & submission)
TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM)
Interchange is the name of the interchange created.

Example: 015166_000_2020TSDS_202003031420_InterchangeEducationOrganizationExtension.xml

If errors are encountered:

Correct the data in ASCENDER.
Create the interchanges again.

Class Roster Winter

Core Collection	Select the submission. For the Class Roster - Winter submission, select Class Roster - Winter.
Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed. For the 2023-2024 Class Roster - Winter submission, the field should display 2024.
Campus	Type a three-digit campus ID, or leave blank to create interchanges for all campuses.
As-Of Date	(Required) Enter the as-of date for running this utility. The As-Of Date must be the last Friday in February (February 23, 2024). Data is pulled for only one semester. All courses, teachers, and student enrollments must align exactly with that date to be reported, and at least one student enrolled in that course on this date in order for a course/teacher to be reported.

The interchanges are listed according to the Core Collection field.

❏ Select All TSDS Collection Interchanges (e.g., All TSDS Class Roster Interchanges) to create all interchanges for the Class Roster - Winter submission.