Prerequisites:

Terminology:

• Verify State Reporting options.

  
  State Reporting > Options
  
  
  
  ❏ Verify that the following is set correctly:
  

  Submission Year	For the 2023-2024 school year, the field must be set to 2024.
  As-of Date	For the 2023-2024 school year, the as-of date is October 27, 2023.
  School Start Window (SSW) Date	For the 2022-2023 school year, this date is September 29, 2023. This is the closing date for the window.

  
  ❏ Verify that local codes are properly set for all applicable local programs.

  These codes should exactly match the codes on Registration > Maintenance > District Profile > Local Program Codes.
  

  
  ❏ Click Save.

• Clear data from the previous year.

  
  State Reporting > Utilities > Delete/Clear PEIMS Tables
  
  

  Prior to extracting any data, all previous fall collection data must be cleared. The Delete/Clear Tables utility allows you to delete all selected previous year data from State Reporting. Use this utility very carefully.

  
  
  

  IMPORTANT:
  Be sure all activities are coordinated so that one group’s data is not inadvertently overwritten. For example, if the Budget office has already created its file and updated State Reporting, their data will be deleted if this utility is run for the fall submission.
  
  Do not delete Responsibilities or Staff Type 3 data if you are still working on the maintenance pages.
  
  Organization Data is manually updated and should not be deleted.
  
  Census Block is NOT automatically checked when Student Data or Fall Collection is selected and must be manually checked.

  
  
  

  
  
  ❏ Select the Fall Collection group box heading which will select all check boxes in that group.

  
  

  CAUTION! Do not select to delete Student Data if the student data for classroom responsibilities has already been extracted.

  
  

  ❏ Click Delete.

  You are prompted to confirm that you want to delete the records.
  
  

  
  
  ❏ Click OK to continue.

  A message is temporarily displayed when the process is finished.
  
  

• Build and update crosswalk tables.

  
  State Reporting > Crosswalks
  
  

  Build any necessary crosswalk tables. For Submission 1, the following tables can be used:
  
  Budget:

  • 040 - From Org to Org
  • 045 - Fund/SO to Prog
  • 046 - Fund to Fund
  • 047 - Obj to Obj
  • 048 - Func to Func
  • 049 - Funds to Omit
  • 055 - Fund/Func/SO to Prog
  • 056 - Fund to Prog
  • 069 - Fund/Prog to Prog

  
  
  Staff:

  • 042 - Responsibilities - From Campus/Period to Minutes
  • 043 - Responsibilities - From Campus/Service ID to Minutes
  • 044 - PE Responsibilities - Campus/Crs/Sec (not available for Business-only users)

  
  
  Crosswalks are retained from year to year. If tables exist from prior years, ensure that they are up to date.
  
  Staff Responsibilities 042 and 043 Notes:
  
  Crosswalk tables allow you to define periods and service IDs and used to calculate monthly minutes. Using crosswalks is recommended, particularly for campuses that use a modified block schedule.
  
  The service ID and period at the campus must be unique in the table. You can only create one record per period per campus in each crosswalk table, and you can only create one record per service ID per campus in each table.
  
  If you use crosswalk tables to calculate instructional minutes, leave the Time Begin and Time End fields blank on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section for each section at the campus. When the fields are blank, the crosswalk tables are used.
  
  You can enter Time Begin and Time End for some sections and leave others blank.
  
  

  The staff responsibility extract will always use data from the section record if it exists, even if a crosswalk exists.
  
  If the Time Begin and Time End fields are blank, the extract program looks at the Responsibilities - From Campus/Service ID to Minutes crosswalk. If that crosswalk is blank, the program looks at the Responsibilities - From Campus/Period to Minutes crosswalk.
  
  The monthly minutes value is calculated as follows:
  
  

  (Number of minutes of the class (period)) x (number of days in the week the class meets) x (Number of weeks in the month the class meets)
  
  Examples:
  
  A class taught for one hour every day:
  
  (60 minutes of the class) x (5 days per week) x (4 weeks per month) = 1200
  
  A class taught for one hour three times per week:
  
  (60 minutes of the class) x (3 days per week) x (4 weeks per month) = 720
  
  Note that four weeks per month is the default, because there are generally four weeks prior to the fall snapshot date.

  
  
  

  
  

  Create 042 - Responsibilities - From Campus/Period to Minutes crosswalk:

  
  
  

  ❏ In the Crosswalk Table field, select 042-Responsibilities - From Campus/Period to Minutes.
  
  ❏ Any existing data is displayed. Add and delete data as needed.

  • In the From field, type the three-digit campus ID and a two-digit period (e.g., for campus 001 and period 01, type 00101).
  • In the To field, type the monthly minutes value. Zero-fill the value to five digits (e.g., 000940).

  
  
  ❏ Click Save.
  
  

  Block Schedule Example (A/B bell schedule):
  
  
  
  A Day: Periods are 1-4. In weeks 1 and 3, classes meet 3 days per week. In weeks 2 and 4, classes meet 2 days per week.
  
  B Day: Periods are 5-8. In weeks 1 and 3, classes meet 2 days per week. In weeks 2 and 4, classes meet 3 days per week.
  
  Classes are 85 minutes each day.
  
  Monthly minutes calculation:
  
  (85 x 3 days x 2 weeks) + (85 x 2 days x 2 weeks)
  
  85 x 5 x 2 = 850 minutes

  
  
  

  Create 043 - Responsibilities - From Campus/Service ID to Minutes crosswalk:

  
  
  ❏ In the Crosswalk Table field, select 043-Responsibilities - From Campus/Service ID to Minutes. Click Retrieve.
  
  ❏ Any existing data is displayed. Add and delete data as needed.

  • In the From field, type the three-digit campus ID and the service ID (e.g., 10102010000).
  • In the To field, type the monthly minutes value. Zero-fill the value to five digits (e.g., 04800).

  
  
  ❏ Click Save.

  
  
  

  Create 044 - PE Responsibilities - Campus/Crs/Sec crosswalk:

  This crosswalk allows you to enter the number of days and minutes in which the PE teacher provides physical education instruction each week at the campus for the four weeks in October that include the last Friday in October. This is required for all teachers of record for course-sections associated with the following physical education (PE) service IDs:

  02530002
  02530003
  02530004
  02530005
  02530006
  02530007
  02530008
  02850000
  03823000
  82210XXX
  82931XXX
  83210XXX
  84200XXX
  PES00051
  PES00053
  PES00056

  All districts will use this crosswalk, except for Business-only districts whose responsibility records come from Human Resources, or if PE service IDs are not used for PE courses, or if your PE service ID courses do not have students.
  
  

  Important: Minutes for any holidays should be included.
  
  

  NOTE:
  
  These fields are not reported for employees with PE substitution responsibilities (i.e., employees with service IDs PES00000-PES00015).
  
  

  Records are created for non-campus-based PE courses (i.e., Non Campus Based is greater than 00 in the campus master schedule) if the course is taught during semester 1 and at least one student is enrolled in the class.
  
  

  This crosswalk is not used for Business-only districts whose responsibility records come from Personnel, or if PE service IDs are not used for PE courses, or if your PE service ID courses do not have students. All other districts should use this crosswalk.

  
  

  
  
  

  ❏ In the Crosswalk Table field, select 044-PE Responsibilities - Campus/Crs/Sec.
  
  ❏ The first time you access the page, there will be rows from the previous year displayed. Click Delete then click Create to add current year courses.

  A list of course-sections associated with physical education (PE) service IDs is listed. This list is predefined and cannot be changed.
  
  The From column lists course-sections in the campus-course-section format, where:

  • The first three digits are the campus ID.
  • The next digits are the course number, which may contain between four and eight digits.
  • The last two digits are the section number.
  • The course-sections are for semester 1.

  
  
  ❏ For the Teacher of Record for each course-section listed, enter the following information for the four weeks in October that include the last Friday in October:

  • In the Day Week 1-4 fields, type the number of days in which the employee provides physical education instruction each week at the campus. Valid entries are one digit between 0-5.
    
    
  • In the Mins Week 1-4 fields, type the number of minutes the employee provides physical education instruction each week at the campus. Valid entries are up to four digits between 0-3000.
    
    

  These fields are automatically populated according to the Days code entered on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section for each course-section meeting time. The program calculates the minutes in the days from the section Time Begin/End and sums for each meeting time the days per week for that meeting time, then multiplies the minutes per day for that meeting time to calculate the minutes for each week.

  
  
  ❏ Click Save.
  
  ❏ Click Print to print the data displayed.
  
  ❏ If new PE responsibilities records are found the next time you access the page, the Create button will be replaced with the Refresh button. Click Refresh to add new records to the grid.
  
  

  NOTE: You cannot delete data row by row. You must click Delete to delete all rows on the page. Then, click Create to populate the page with PE course-sections. Then, you can re-enter all data.
  
  WARNING: If you click Delete, all rows are deleted.

  
  
  

  ---

• Extract fall data.

  
  

  CAUTION: Each time you extract data, you overwrite the data in State Reporting maintenance pages, including any data that was manually entered.

  
  
  For a complete list of extract rules and edits for the current year, see https://tealprod.tea.state.tx.us/TWEDS/103/0/0/0/Introduction/List/878.
  
  See the College, Career, and Military Readiness (CCMR) Verification: section in the Appendix below for additional information.
  
  

  • Budget extract:

    
    State Reporting > Extracts > Fall > Finance Budget
    
    The Fall Budget Extract page extracts data for the FinanceExtension interchange.
    
    
    
    

    Method	Delete ALL and Add (Recommended) Select to delete all existing data for this fiscal year from the State Reporting tables before extracting and adding new data to the State Reporting tables. Add New Select if you are re-extracting data. This option adds data to the State Reporting tables. CAUTION: If any Finance data exists in the State Reporting tables for this fiscal year; there is a risk of duplicating data if this option is selected.
    Year 1 Year 2	File ID Type the file ID for the prior year according to your district's naming convention for prior year file IDs. This is maintained on ASCENDER Finance > Tables > District Finance Options. For the specified File ID, all audit entries must be posted, and revenue and expense balances must be reconciled to the audit report. Acct Period Select the beginning accounting period. The number corresponds to the month in which the fiscal year begins (e.g., 9 for September). Thru Select the ending accounting period. The number corresponds to the month in which the fiscal year ends (e.g., 8 for August). Fiscal Year Select the ending year of the fiscal year. For example, for the 2021-2022 school year, select 2. See Year 2 below: Leave the Year 2 fields blank unless you have 5xxx-8xxx records for multiple fiscal years in the same File ID. Year 2 automatically increments the fiscal year by 1 from the Fiscal Year field in the Year 1 field above. Extracting Multiple Fiscal Year Data Example
    Crosswalk Options	Select Replace 00 in 6XXX with 99. Select Crosswalk 046 if locally defined funds exist in your budget/finance. Select any other crosswalk tables you are using. The crosswalk tables must be built prior to running the extract. Crosswalk 049 Select to omit a specific fund from the fall submission. Crosswalk 045 Select to convert a specific fund/subobject combination to a program code. Crosswalk 046 Select to convert one fund code to another fund code. Crosswalk 047 Select to convert one object code to another object code. Crosswalk 048 Select to convert one function code to another function code. Crosswalk 055 Select to convert a specific fund/function/subobject combination to a program code. Crosswalk 056 Select to convert a specific fund code to a program code. Crosswalk 069 Select to convert a specific fund/program combination to a program code. Crosswalk 040 Select to convert one organization code to another organization code. Replace 00 in 6XXX with 99 Select to replace program intent codes 00 in 6XXX with 99, provided the function code is not equal to 11.

    ❏ Click Run to extract the selected records.

    A message is displayed indicating that the extract is complete.
    
    

    
    
    ❏ Click Save to write the records to ASCENDER State Reporting tables.

    IMPORTANT! You must click Save to add the budget data to State Reporting. If you do not click Save, you will need to re-extract the data.

    
    

    
    
    

    ---

    Print

    View the report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead. Review the accuracy of the budget data. Finance budget codes are listed on the left, and the collapsed PEIMS records are listed on the right.

    WARNING! If you navigate away from the extract page, the Print button will no longer be available.

    
    

    NOTE: Data can be re-extracted, but you will overwrite any existing data in State Reporting when you click Save, unless you select Add New under Method when re-extracting data.

    ---

  • Staff extract:

    
    If you will be manually entering the staff responsibility data on the ASCENDER State Reporting maintenance pages, skip the following steps.
    
    Import Staff Data (for Student-only Districts)
    
    Districts that do not use ASCENDER Business applications can import basic staff demographic data to be used for the TSDS Staff Interchange records (i.e., to join the unique staff ID with a teacher/staff record). The import adds “non-employee” data to HR that will be read by the extract, along with data from ASCENDER Grade Reporting. This utility must be run before running the staff extract.
    
    State Reporting > Utilities > Import Staff File
    
    
    
    

    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. If errors occurred, the line number in the file will correspond to the record that caused the error. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

    
    
    

    Before Extracting Staff Data:
    
    

    ❏ Verify and correct data in the master schedule as described in the Verify Master Schedule Data section of this guide.
    
    ❏ Ensure that all inactive employees have a termination date entered (Termination - Date and Reason fields on Human Resources > Maintenance > Staff Job/Pay Data > Employment Info). If the Reason field is blank, the employee is not extracted.
    
    ❏ Student workers who do not meet the eligibility requirements for TRS should be excluded from PEIMS staff reporting. Those who are eligible will be reported as staff AND as student, but will retain their status as a student in the Unique ID Database.
    
    NOTE: It is best practice at the district level that for a student worker, the district should use the information from their birth certificate and not their SS card (sometimes it is different). If the district follows this practice with student workers, they should not get a discrepancy. All other staff use their SS card to determine name.
    
    ❏ Ensure that all Type 3 (hourly) employees have an estimated annual salary (Payroll > Maintenance > Staff Job/Pay Data > Job Info) and distribution (Payroll > Maintenance > Staff Job/Pay Data > Distribution).
    
    The fall Staff Extract page will extract data for the StaffAssociationExtension interchange, including staff demographic, payroll accounting, and responsibility data from the master schedule and the Personnel application. You can extract subsets of data, multiple times. You can extract from Personnel only, master schedule only, or both at the same time.
    
    Districts with contracted instructional staff serving as classroom teachers (i.e., PEIMS Type 3) will also enter data on ASCENDER District Administration > Maintenance > Non-Employee.
    
    

    NOTE:
    
    When extracting from the master schedule, class ID is set to the course number (four to eight digits) + two-digit section number + one-digit semester number + padding with zeros.
    
    

    • Class ID is only repeated if more that one instructor is assigned to the same course-section (e.g., assistant or support teacher).
      
      
    • If Class Type is blank in the district master schedule, the extract will use 01 - Regular.
      
      

    Monthly minutes are determined as follows:
    
    

    • If Time Begin and Time End on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section contain values, monthly minutes are calculated from the begin and end times, days of week, and weeks of month code.
      
      
    • If Time Begin and Time End are blank, monthly minutes are set to the value in the Campus/Service ID crosswalk table.
      
      
    • If Time Begin and Time End are blank and the Campus/Service ID crosswalk table does not exist, the monthly minutes are set to the value in the Campus/Period crosswalk table.
      
      
    • If Time Begin and Time End are blank and neither the Campus/Service ID crosswalk table nor the Campus/Period crosswalk table exist, an error message is displayed.
      
      
    • See the Verify Master Schedule Data section of this guide for more information.
      
      

    If a district has responsibility data in both HR and the master schedule, and the options to extract from both sources are selected, the following occurs:
    
    

    • Existing staff responsibility records in TSDS are deleted (unless you selected the option to update class counts only).
      
      
    • Staff responsibility records are extracted from the master schedule.
      
      
    • Staff responsibility records are extracted from Human Resources. Only new records are added. If a record with the same key already exists in TSDS, the record from HR is not written, an error is displayed the summary report for the Human Resources record.

    
    
    

    Extract staff data:
    
    State Reporting > Extracts > Fall > Staff
    
    
    
    

    Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed.
    PEIMS Fall As-of Date	(Display only) The fall as-of date is displayed, as entered in the As-of Date field on State Reporting > Options.

    
    ❏ Under Demographic Data:
    

    Staff Demo Records from HR

    This option is only displayed if you have access to Personnel. Select to delete all existing staff data and extract demographic data from Personnel. If selected, all existing staff records are deleted from the following tables: Staff Demo and Experience, Payroll, Classroom Responsibilities, and Nonclassroom Responsibilities. • Staff records with pay type 1 are extracted. • Staff records with pay type 2 or 3 are extracted if the employee status is 1 - active professional, 2 - active auxiliary per, 3 - retired, or 8 - temporary. • Staff records with pay type 4 are extracted if the employee status is A - long term substitute and the TRS Member Position is 02. This option may only need to be selected the first time you extract data, unless changes in Personnel have occurred since the last time you extracted data.

    
    ❏ Under Responsibilities:

    Extract from Grade Reporting

    These option is only available if you have access to ASCENDER Grade Reporting. Classroom Responsibilities from Master Schedule Select to delete all existing classroom responsibility records in State Reporting and extract records from the master schedule. The role ID and population served data is extracted from the campus section records. If these do not exist at the campus level, they are extracted from the district records. If selected, you cannot select Retain Classroom Responsibility Records; you must select one or the other. Update Class Counts from Master Schedule (Optional) Select to update the number of students in the classroom responsibility records for the teacher of record (i.e., class role=01) according to the number of students enrolled in the section on the fall snapshot date. For teachers with class role 02 (i.e., assistant teacher) or 03 (i.e., support teacher), the number of students is set to 0. Retain Classroom Responsibility Records Select to re-extract demographic data without deleting and re-extracting classroom responsibility data. A district would select this option if it has extracted responsibility records from the master schedule, and the records are ready to submit to TEA, but the district needs to re-extract staff data from HR. This option is only available if you have access to the HR application. Select this option if Staff Responsibilities records have been extracted from either HR or Grade Reporting. Select this option if Staff Responsibilities records are not extracted from both HR and Grade Reporting at the same time. If you do not select this option, previously extracted records will be deleted. If selected, you cannot select Classroom Responsibilities from Master Schedule; you must select one or the other. Use Max Seats if No Students Enrolled (Optional) Select to extract the maximum number of seats on the section record if no students are enrolled in the section. This field is used by campuses that create responsibility records from the master schedule, but do not assign schedules to students. Leave blank if you do not want to create responsibility records for sections with no students enrolled.

    Extract from Personnel

    This data is extracted from Personnel for both Student and Business users. These options are only displayed if you have access to ASCENDER Personnel. Nonclassroom responsibilities data should be entered in Personnel. If the district does not use the master schedule to create classroom responsibilities data, the classroom responsibilities data should also be entered in Personnel. Non-Classroom Responsibilities Select to delete all existing non-classroom responsibility data in State Reporting and extract data from Personnel. Classroom Responsibilities Select to extract classroom responsibilities from Personnel. If selected, records are only added to the frozen records; existing responsibilities are not deleted or updated, unless: Staff Demographic Records from Personnel is selected and Retain Classroom Responsibility Records is not selected, or Classroom Responsibilities from Master Schedule is selected. Only role IDs with instructional responsibilities (002, 007, 015, 016, 017, 018, 021, 026, 032, 033, 036, 047, and 087 (e.g., instructional aides, speech therapists, etc)) are extracted. You must select this option if any instructional responsibilities are entered in Personnel.

    
    ❏ Under Payroll Data:
    
    

    This section is only available if you have access to the ASCENDER Business system. To use the crosswalk tables, the tables must be built prior to extracting data.
    

    Fiscal Year	Select the ending year of the fiscal year that you are reporting. For example, for the 2023-2024 school year, select 4.
    Payroll Records	Select to delete all existing payroll records and extract records from Payroll.
    Payroll Freq	Select the payroll frequency to include in the extract. Only frequencies you have access to are listed.
    Include Acct Type 'S' Distrib	Select to extract supplemental distributions (account type S).

    
    
    ❏ Under Crosswalks, select any crosswalk tables you are using. The crosswalk tables must be built prior to running the extract.

    Use 80 for Blank Activity	Select to change the payroll activity code to 80 for all payroll distribution records whose activity codes are blank.
    Use 80 for Largest Activity	Select to change the payroll activity code to 80 for the employee's largest or only payroll distribution record.
    Crosswalk 049	Select to omit a specific fund from the fall submission.
    Crosswalk 045	Select to convert a specific fund/subobject combination to a program code.
    Crosswalk 046	Select to convert one fund code to another fund code.
    Crosswalk 047	Select to convert one object code to another object code.
    Crosswalk 048	Select to convert one function code to another function code.
    Crosswalk 055	Select to convert a specific fund/function/subobject combination to a program code.
    Crosswalk 056	Select to convert a specific fund code to a program code.
    Crosswalk 069	Select to convert a specific fund/program combination to a program code.
    Crosswalk 040	Select to convert one organization code to another organization code.
    Replace 00 in 6XXX with 99	Select to replace program intent codes 00 in 6XXX with 99, when the function code is not 11.

    
    
    ❏ Click Run to extract the selected records.

    A message is displayed indicating that the extract is complete, and the Print button is enabled.

    
    
    ❏ Click Print to print the report.

    The Print Options window opens allowing you to select a report.
    
    ❏ Select a report and click OK. The report opens in a new tab/window.
    
    

    • Summary report - Lists errors by campus then employee/teacher ID.
    • Demo report - Lists staff alphabetically with demo and experience data.
    • Payroll report - Lists instructors by staff ID with activity code, account code, and amount.
    • Responsibility report - Lists staff by ID with responsibility records.
      
      

    
    ❏ Correct any errors. Errors are usually caused by errors in the crosswalk, teacher file, or master schedule.

  • Student extract:

    
    State Reporting > Extracts > Fall > Student
    
    
    
    

    Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed.
    PEIMS Fall As-of Date	(Display only) The fall as-of date is displayed, as entered in the As-of Date field on State Reporting > Options.
    School Start Window (SSW) Date	(Display only) The TEA school-start window date is displayed as entered in the School Start Window (SSW) Date field on State Reporting > Options.
    Local Program for Dyslexia Reporting	(Display only) The district local program code used to track dyslexic students is displayed, as entered in the Local Program for Dyslexia Reporting field on State Reporting > Options.
    Local Program for Early College High School Reporting	(Display only) The district local program code used to track students participating in the Early College High School (ECHS) program is displayed, as entered in the Local Program for Early College High School Reporting field on State Reporting > Options.
    Local Program for IGC Reporting	(Display only) The district local program code used to track students assigned to an Individual Graduation Committee (IGC) is displayed, as entered in the Local Program for IGC Reporting field on State Reporting > Options.
    Local Program Code for Intervention Strategy	(Display only) The district local program code used to track students participating in an intervention strategy at any time of the year is displayed, as entered in the Local Program for Intervention Strategy field on State Reporting > Options.
    Local Program for New Tech	(Display only) The district local program code used to track students in grade level 7-12 and enrolled in a New Tech Network campus as identified by the New Tech Network, as entered in the Local Program for New Tech field on State Reporting > Options.
    Local Program for Pathways in Technology	(Display only) The district generic program code used to track students in grade levels 9-12 who are participating in the Pathways in Technology (P-TECH) Early College High School program is displayed, as entered in the Generic Program for Pathways in Technology field on State Reporting > Options.
    Local Program Code for Section 504	(Display only) The district local program code used to track students who receive assistance through either an aid, accommodation, or service under Section 504 Rehabilitation Act of 1973 at any time during the school year is displayed, as entered in the Local Program for Section 504 field on State Reporting > Options.
    Local Program for T-STEM Academy Reporting	(Display only) The district local program code used to track students participating in the Texas Science, Technology, Engineering and Mathematics (T-STEM) Initiative program is displayed, as entered in the Local Program for T-STEM Academy Reporting field on State Reporting > Options.

    Default Values for Prior Year Leavers

    The following values are used if either the Graduation Type and/or Graduation Date field is blank on Registration > Maintenance > Prior Year Leaver Tracking: Graduation Date Type the month and year of the graduation date. Graduation Type Type the plan under which the student graduated (e.g., 34 - Foundation High School Program). TWEDS Data Element: GRADUATION-TYPE-CODE (E0806) (Code table: C062) These fields must contain values if you are reporting any graduates (i.e., students with leaver code 01 - Graduate).

    Email

    (Optional) Type your email address if you wish to receive email notification when the extract is complete.

    ❏ Click Run.

    A message is displayed indicating that the extract has started.

    You can either wait for an email notification that the extract is complete, or view the status of the extract on Extracts > Extracts Status.
    
    The email message is delivered to your Inbox once the extract is completed, if you entered an email address.

    
    
    ❏ When your extract is complete, you can view the associated error reports from Extracts > Extracts Status.
    
    

    NOTE: You cannot maintain data on State Reporting maintenance pages while running an extract; a message is displayed on all fall maintenance pages indicating that the extract is in progress, and the Save button is disabled.

    
    
    

    ---

  • Extract status:

    
    State Reporting > Extracts > Extract Status
    
    

    Extract Type	Select the extract type for which you want to check job status or completion.

    
    

    • The list of jobs for the selected extract type is displayed, sorted by date in descending order.
    • The data can be re-sorted.

      A white triangle is displayed in the heading row next to the column by which the grid is currently sorted. If the column is sorted in ascending order, the triangle points up. If the column is sorted in descending order, the triangle points down.

      • To re-sort data in the grid, click the underlined column heading. It will sort in ascending order.
      • Click it again to sort in descending order.

    
    
    
    

    Job ID	The unique ID for each job is displayed. The number is automatically generated.
    Job Status	“In Progress,” “Failed,” or “Completed” is displayed for each job listed. “In Progress” is displayed until the extract is complete. Once the extract is complete, “Completed” is displayed, and the Job End field displays the date and time at which the extract was completed. NOTE: Click Refresh to see the updated status.
    Job Start	The date and time when the job was run is displayed.
    Job End	The date and time when the job was completed is displayed.
    User Name	The name of the person who submitted the job, according to the user ID, is displayed.
    User Email	The user's email address is displayed, as entered on the Extract page.
    School Year	The school year for which the extract was run is displayed.

    
    

    
    

    Various error reports may be displayed if errors are encountered. Click Print Report. Review and correct all errors.

    Student records are not extracted if the following conditions exist:
    
    Blank or invalid SSN, including 000000000
    
    Blank Texas Unique Student ID
    
    Invalid student record status
    
    Duplicate SSNs (The first student encountered with the SSN is extracted; all others with the same SSN are not extracted.)
    
    Verify the counts for each record type, and determine the reason for each bypassed student.
    
    If students are bypassed:
    
    1. Correct data in the student files.
    2. Run the Delete/Clear Tables utility to delete or clear previous data for the desired tables.
    3. Re-extract the data.
    4. Verify the data.
    5. Repeat until no students are bypassed.
    
    

    
    
    Stu Fall Error Summary:
    
    
    
    Final page:
    
    
    
    Leaver Error Summary:
    
    
    
    

    ---

• Or, import data from an external file.

  
  State Reporting > Utilities > Import External File
  
  

  Some districts may update data in TSDS tables from a text flat file created outside ASCENDER where each row in the file corresponds to a TSDS record.
  
  The only TSDS record types available for importing are:
  
  

  • Organization-District (010) (10010 - LocalEducationAgencyExtension complex type)
  • Organization-Campus (020) (10020 - SchoolExtension complex type)
  • Finance-Budget (030) (20030 - BudgetExtension complex type)
  • Finance-Actual (032) (20032 - ActualExtension complex type) (not used for Submission 1)
  • Finance-SSA Actual (033) (20033 - SharedServiceArrangementExtension complex type) (not used for Submission 1)

  
  

  IMPORTANT! Only these record types can be imported. All other records are skipped.

  File layout

  010 Records (10010 - LocalEducationAgencyExtension Complex Type):
  

  Record Type Code	District ID	District Name	blank	Total Num School Board Requests	Total Cost School Board Requests	ARMED-SERVICES-VOC-APT-BATTERY-INDICATOR-CODE	Filler
  E0755	E0212	E0213		E1556	E1557	E1625
  C042				C200		C217
  Cols 1-3	Cols 4-9	Cols 10-43	Cols 44-62	Cols 63-65	Cols 66-71	Cols 72-73	Cols 74-80

  
  020 Records (10020 - SchoolExtension Complex Type):
  

  Input Record Type Code	District/Campus ID	Campus Name	blank	NSLP Code	Bullying Incidents	Cyberbullying Incidents
  E0755	E0266	E0267		E1591	E1727	E1728
  C042				C212
  Cols 1-3	Cols 4-12	Cols 13-46	Cols 47-65	Cols 66-67	Cols 69-73	Cols 74-78

  
  030 Records (20030 - BudgetExtension Complex Type):
  

  Input Record Type Code	District ID	Fund Code	Function Code	Object Code	Organization Code	Fiscal Year	Program Intent Code	Budget Amount	Filler
  E0755	E0212	E0316	E0317	E0318	E0319	E0974	E0320	E0321
  C042		C145	C146	C159			C147
  Cols 1-3	Cols 4-9	Cols 10-12	Cols 13-14	Cols 15-18	Cols 19-21	Col 22	Cols 23-24	Cols 25-35	Cols 36-80

  
  032 Records (20032 - ActualExtension Complex Type):
  

  Input Record Type Code	District ID	Fund Code	Function Code	Object Code	Organization Code	Fiscal Year	Program Intent Code	Actual Amount	Filler
  E0755	E0212	E0316	E0317	E0318	E0319	E0974	E0320	E0774
  C042		C145	C146	C159			C147
  Cols 1-3	Cols 4-9	Cols 10-12	Cols 13-14	Cols 15-18	Cols 19-21	Col 22	Cols 23-24	Cols 25-35	Cols 36-80

  
  033 Records (20033 - SharedServiceArrangementExtension Complex Type):
  

  Input Record Type Code	District ID	Shared Svcs Arr Member Dist ID	Shared-Svcs-Arrangemt-Type-Code	Fund Code	Fiscal Year	Actual Amount	Filler
  E0755	E0212	E0981	E0776	E0316	E0974	E0774
  C042			C049	C145
  Cols 1-3	Cols 4-9	Cols 10-15	Cols 16-17	Cols 18-20	Col 21	Cols 22-32	Cols 33-80

  
  
  

  ---

  
  
  

  
  
  

  File	Click Browse to select the file to import. The first letter of the filename indicates the submission period and must be one the following in order to be imported: F (fall) M (mid-year) S (summer) E (extended) Once a file has been selected the Import button is enabled.

  Click Import.
  
  When the import is complete, results are displayed, including counts of errors, records read, records skipped, and records by type.
  
  

  
  
  

  Valid records are imported. Records marked with errors are not imported.
  
  Correct any errors, and then run the Delete Tables utility to clear out the imported data; otherwise duplicate record errors will occur when you attempt to import a second time for the valid records that were imported originally.

  ---

  Print Report	Click to print the PEIMS Import External File Report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
  	Records that resulted in an error are listed. The line number in the file corresponding to the record that caused an error is displayed in the first column, and the record itself is displayed in the second column. A summary of the import is printed on the last page of the report.

  
  Contact the TSDS PEIMS Coordinator at your regional education service center for further assistance.

• Verify and update frozen organization data.

  
  

  The following Organization data is always maintained from the maintenance pages; there is no extract, unless you used the Import External File utility.

  State Reporting > Maintenance > Organization > County District
  
  
  
  

  Reported Elements from County/District:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0212	—-	DISTRICT-ID	District ID
  E0213	—-	DISTRICT-NAME	District Name
  E1625	—-	ARMED-SERVICES-VOC-APT-BATTERY-INDICATOR-CODE	ASVAB NOTE: As of the 2019-2020 school year, the field is not mandatory at campuses that do not offer grade levels 10-12, per TWEDS 2020.2.0. The field is required at campuses with grade levels 10-12.
  E1645	C223	GIFTED-TALENTED-PROGRAM-CODE	District-wide Gifted and Talented
  E1643	C220	PROGRAM-OF-STUDY	CTE Programs of Study

  
  
  

  ---

  State Reporting > Maintenance > Organization > Campus ID
  
  
  
  

  Reported Elements from Campus ID:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0266	—-	CAMPUS-ID	Campus
  E1641	C219	CAMPUS-ENROLLMENT-TYPE-CODE	Campus Enrollment Type
  E1591	—-	NSLP-TYPE-CODE	NSLP IMPORTANT: Campus Name must match the name in the TEA Directory in AskTED.

  
  
  

  ---

  State Reporting > Maintenance > Organization > Shared Services Arrangement
  
  
  
  

  Reported Elements from Shared Services Arrangement:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0779	C049	SHARED-SVC-ARRANGEMT-TYPE-CODE	Shared Services Type
  E0777	—-	FISCAL-AGENT-DISTRICT-ID	Fiscal Agent District ID

  NOTE: For the fall submission, Shared Service Arrangements are not reported for charter schools.

  
  

  ---

  State Reporting > Maintenance > Organization > Contracted Instructional Staff
  
  
  
  

  Reported Elements from Contracted Instructional Staff:
  
  

  Element	Code Table	Data Element	ASCENDER Name
  E0320	C049	PROGRAM-INTENT-CODE	Program Intent Code
  E0980	—-	TOTAL-CONTRACTED-INSTR-STAFF-FTES	Total Contracted Instru Staff

  When calculating contracted instructional staff FTEs, the following items must be considered:

  • The percent of the day worked (number of hours worked divided by the number of work hours in the standard day),
  • The percent of days per week worked (number of days worked divided by 5), and
  • The percentage of weeks worked (the number of weeks worked divided by the number of weeks in the work year).
  • Round up to the nearest hundredth (e.g., 9.721 FTEs is reported as 00973).
    

  
  
  For example, Mrs. Ramirez is hired on a contracted instructional staff basis to teach the tuba to three tuba players. Her contract specifies that she will work two hours each Monday and each Friday for the entire school year. Her FTE is 0.25 (two hours worked divided by the eight hour work day in the district) multiplied by 0.40 (two days divided by five days) multiplied by 1.0 (36 weeks worked divided by the 36 week instructional year), for a reported FTE of 0.10.
  
  

  ---

• Update census block data.

  1. Create a file for the purposes of assigning a Census Block GEO ID.

     
     State Reporting > Utilities > TEA Census Block > Export Address
     
     

     IMPORTANT: This utility must be run in the Firefox browser. This utility allows you to create a file for the purposes of assigning a Census Block GEO ID.
     
     NOTE: Users will use the Census Block Group Tool to look up a census block number for a single address, or upload a .CSV file with multiple addresses to which the system applies a census block number. For additional information and instructions on how to download the Census Block Group Tool, login to the TSDS Portal (TEA Login (TEAL)) and refer to the TSDS Census Block Group Tool User Guide PDF.

     ❏ Click Missing/Invalid Data Report.

     A report opens that provides a list of students not eligible for the census block export due to errors.
     
     Students are included on the report if they are ineligible due to any of the following conditions:
     
     

     • Blank UID - The column displays Yes for students with a blank Texas Unique Student ID.
     • Homeless - The column displays Yes if the student is homeless.
     • Invalid Address - The column displays Yes if the student has an invalid physical address.
     • ADA Eligibility - The column displays Yes if the student's code is 0, 4, 5, or 8 (by PEIMS As-of date). The student's code must be 1, 2, 3, 6, 7, or 9 (as of the PEIMS date).
     

     
     
     ❏ Click Execute.

     A .csv file is generated that can be exported to the TEA to obtain census block data for eligible students who do not have it. The file contains the student's Texas Unique Student ID and physical address (street number and name, city, state, and zip code).
     
     

     ---

     IMPORTANT: The TEA-calculated file must complete in text format and must be saved Save as Type .CSV (comma delimited) to import.

  2. Import file to assign Census Block GEO ID to eligible students.

     
     State Reporting > Utilities > TEA Census Block > Import Census Block
     
     

     IMPORTANT: This utility must be run in the Firefox browser. This utility allows you to import a .csv file of Census Block GEO ID to assign the Census Block data to eligible students. This automatically populates the Student Census Block field on State Reporting > Maintenance > Fall > Student > Demo.

     ❏ Save the file as a .csv file with a unique name (e.g., ASCENDERISD_CENSUS_BLOCK.csv).
     
     ❏ Click Browse to locate and select the .csv file provided by the TEA.
     
     ❏ Click Import.

     Records are created in the census block table that contain the student's social security number and GEO ID.

     
     
     ❏ Click Print Report to view the file and any errors. The number of records updated or inserted in the census block table is also included.
     
     

     ---

     NOTE:
     This process also applies if you changed the address for one or several students, putting them into a different block:
     
     ❏ Add the student(s) to TEA spreadsheet and calculate.
     ❏ Created a new TEA .csv with only that one student (or several students).
     ❏ Import the file.

• Correct frozen data.

  
  

  You may find extracted or merged records containing incomplete or inaccurate information. Use the State Reporting fall maintenance pages to update and correct the data saved in the district database (i.e., frozen data). These pages provide many of the rules defined in the TWEDS to help ensure that the data entered will be accepted.
  
  

  NOTE: Data on these pages is updated every time data is extracted, including data that is manually entered.

  
  

  NOTE: You cannot maintain data on maintenance pages while running an extract; a warning message is displayed on all fall maintenance pages indicating that the extract is in progress, and the Save button is disabled.
  
  

  • Correct Budget data.

    
    State Reporting > Maintenance > Fall > Finance Budget
    
    
    
    Update data for the BudgetExtension complex type as needed.
    
    

    Cross reference for Finance Budget tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Fscl Yr	FISCAL-YEAR (E0974)	Calculated
    Budget Total		Calculated
    Finance > Maintenance > Create Chart of Accounts
    Fund	FUND-CODE (E0316) (Code table: C145)	Account Code
    Func	FUNCTION-CODE (E0317) (Code table: C146)	Account Code
    Object	OBJECT-CODE (E0318) (Code table: C159)	Account Code
    Org	ORGANIZATION-CODE (E0319)	Account Code
    Pgm	PROGRAM-INTENT-CODE (E0320) (Code table: C147)	Account Code
    Finance > Inquiry > General Ledger Inquiry > General Ledger Inquiry
    Amount	BUDGET-AMOUNT (E0321)

    ---

  • Correct Staff data.

    
    

    NOTE:
    
    

    • Non-employee data imported from the Import Staff File utility can also be maintained in District Admin.
      
      
    • If you make changes on a ASCENDER State Reporting maintenance page, such as changing a staff ID, you should verify that the change was also made in Personnel (Personnel > Maintenance > Staff Demo > Demographic Information and Personnel > Utilities > Change Staff ID).

    
    State Reporting > Maintenance > Fall > Staff > Demo and Experience
    
    
    
    Update data for the StaffExtension and PayrollExtension complex types as needed.
    
    

    • First, Middle, and Last Name fields now allow up to 50 characters each.

    Cross reference for Staff Demo and Experience tab:

    State Reporting Field	Element	ASCENDER Field(s)
    District Admin > Maintenance > Non-Employee
    Staff Type	STAFF-TYPE-CODE (E1073) (Code table: C181)	• 1 - School District Or Charter School Employee • 3 - Contracted Professional Staff • 4 - In-District Charter Prtnr Campus Teacher
    Personnel > Maintenance > Staff Demo > Demographic Information
    Name - First	FIRST-NAME (E0703)	Legal - First
    Name - Middle	MIDDLE-NAME (E0704)	Legal - Middle
    Name - Last	LAST-NAME (E0705)	Legal - Last
    Generation	GENERATION-CODE (E0706) (Code table: C012)	Legal - Generation
    TX Unique Staff ID	TX-UNIQUE-STAFF-ID (E1524)	Texas Unique Staff ID
    Date of Birth	DATE-OF-BIRTH (E0006)	DOB
    Sex	SEX-CODE (E0004) (Code table: C013)	Sex
    Hispanic	HISPANIC-LATINO-CODE (E1064) (Code table: C088)	Hispanic/Latino
    Races - American Indian	AMERICAN-INDIAN-ALASKA-NATIVE-CODE (E1059) (Code table: C088)
    Races - Asian	ASIAN-CODE (E1060) (Code table: C088)
    Races - Black	BLACK-AFRICAN-AMERICAN-CODE (E1061) (Code table: C088)
    Races - Pacific Islander	NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE (E1062) (Code table: C088)
    Races - White	WHITE-CODE (E1063) (Code table: C088)
    Personnel > Maintenance > Staff Job/Pay Data > Employment Info
    Percent of Day	PERCENT-DAY-EMPLOYED (E0760)	Percent Day Employed
    District Years	YEARS-EXPERIENCE-IN-DISTRICT (E0161)	Years Experience - Professional - In District
    Total Years	TOTAL-YEARS-PROF-EXPERIENCE Years (E0130)	Experience - Professional - Total
    Highest Degree	HIGHEST-DEGREE-LEVEL-CODE (E0730) (Code table: C015)	Highest Degree
    Auxiliary Role ID	AUXILIARY-ROLE-ID PEIMS (E1594) (Code table: C213)	Auxiliary Role ID
    Personnel > Maintenance > Staff Job/Pay Data > Job Info
    Days Employed	NUMBER-DAYS-EMPLOYED (E0160)	Calendar/Local Info - # of Days Empld

    ---

    State Reporting > Maintenance > Fall > Staff > Payroll
    
    
    
    Update data for the PayrollExtension complex type as needed.
    
    

    Cross reference for Staff Payroll tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Fscl Yr	FISCAL-YEAR (E0974)	last digit of current fiscal year for fund (e.g., 0 for 2021-2022)
    Personnel > Maintenance > Staff Job/Pay Data > Distributions
    Activity	PAYROLL-ACTIVITY-CODE (E0424) (Code table: C018)	Activity Code
    Fund	FUND-CODE (E0316) (Code table: C145)	Account Code
    Func	FUNCTION-CODE (E0317) (Code table: C146)	Account Code
    Obj	OBJECT-CODE (E0318) (Code table: C159)	Account Code
    Org	ORGANIZATION-CODE (E0319)	Account Code
    Pgm Int	PROGRAM-INTENT-CODE (E0320) (Code table: C147)	Account Code
    Amount	PAYROLL-AMOUNT (E0425)	Amount

    ---

    State Reporting > Maintenance > Fall > Staff > Classroom Responsibilities
    
    
    
    Update data for the StaffResponsibilitiesExtension complex type as needed for services that occur inside the classroom.
    
    

    Cross reference for Staff Classroom Responsibilities tab:

    State Reporting Field	Element	ASCENDER Field(s)
    District	E0212 DISTRICT-ID
    Personnel > Maintenance > Staff Demo > Responsibility
    Campus	CAMPUS-ID (E0266)	Campus
    Role ID	ROLE-ID (E0721) (Code table: C021)	Role ID
    Service ID	SERVICE-ID (E0724) (Code table: C022)	Service ID
    Class ID	CLASS-ID-NUMBER (E1056)	Class ID
    Class Type	CLASS-TYPE-CODE (E1055) (Code table: C179)	Class Type
    Monthly Minutes	MONTHLY-MINUTES (E1057)	Monthly Minutes
    Pop Served	POPULATION-SERVED-CODE (E0747) (Code table: C030)	Pop Served
    Nbr of Students	NUMBER-STUDENTS-IN-CLASS (E0170)	# of Students
    ESC SSA	ESC-SSA-STAFF-INDICATOR-CODE (E1015) (Code table: C169)	ESC/SSA
    Days Wk 1-4 (PE instructors only)	NUMBER-DAYS-TAUGHT-WEEK-1 (E1604) NUMBER-DAYS-TAUGHT-WEEK-2 (E1605) NUMBER-DAYS-TAUGHT-WEEK-3 (E1606) NUMBER-DAYS-TAUGHT-WEEK-4 (E1607)	Days Wk 1-4
    Min Wk 1-4 (PE instructors only)	NUMBER-MINUTES-TAUGHT-WEEK-1 (E1608) NUMBER-MINUTES-TAUGHT-WEEK-2 (E1609) NUMBER-MINUTES-TAUGHT-WEEK-3 (E1610) NUMBER-MINUTES-TAUGHT-WEEK-4 (E1611)	Min Wk 1-4

    ---

    State Reporting > Maintenance > Fall > Staff > Nonclassroom Responsibilities
    
    
    
    Update data for the StaffResponsibilitiesExtension complex type as needed for services performed outside the classroom.
    
    

    Cross reference for Staff Nonclassroom Responsibilities tab:

    State Reporting Field	Element	ASCENDER Field(s)
    District	E0212 DISTRICT-ID
    Human Resources > Maintenance > Staff Demo > Responsibility
    Campus	CAMPUS-ID (E0266)	Campus
    Role ID	ROLE-ID (E0721) (Code table: C021)	Role ID
    Service ID	SERVICE-ID (E0724) (Code table: C022)	Service ID
    Pop Served	POPULATION-SERVED-CODE (E0747) (Code table: C030)	Pop Served
    ESC SSA	ESC-SSA-STAFF-INDICATOR-CODE (E1015) (Code table: C169)	ESC/SSA
    Monthly Minutes	MONTHLY-MINUTES (E1057)	Monthly Minutes

    ---

  • Correct Student data.

    
    Any student data that is updated in ASCENDER State Reporting should also be updated in the ASCENDER Student applications.
    

    NOTE: Click Delete to completely delete the student from State Reporting.

    
    State Reporting > Maintenance > Fall > Student > Demo
    
    
    
    ❏ Update data for the StudentExtension complex type as needed.
    

    • First, Middle, and Last Name fields now allow up to 60 characters each
    • Student Census Block field
    • New Tech field
    • Parent Request Retention field
    
    
    

    Cross reference for Student Demo tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Graduation Plan > Maintenance > Student > Individual Maintenance > Performance Acknowledgement
    Associate Degree	ASSOCIATE-DEGREE-INDICATOR-CODE (E1596) (Code table: C088)	Associate Degree
    Registration > Maintenance > Student Enrollment > Demo1
    First Name	FIRST-NAME (E0703)	Name - First
    Middle Name	MIDDLE-NAME (E0704)	Name - Middle
    Last Name Name	LAST-NAME (E0705)	Name -Last
    Generation	GENERATION-CODE (E0706) (Code table: C012)	Name - Gen
    TX Unique Stu ID	TX-UNIQUE-STUDENT-ID (E1523)	Texas Unique Student ID
    Date of Birth	DATE-OF-BIRTH (E0006)	DOB
    Sex	SEX-CODE (E0004) (Code table: C013)	Sex
    Grade Level	GRADE-LEVEL-CODE (E0017) (Code table: C050)	Grade
    Hispanic	HISPANIC-LATINO-CODE (E1064) (Code table: C088)	Hispanic/Latino
    Races - American Indian	AMERICAN-INDIAN-ALASKA-NATIVE-CODE (E1059) (Code table: C088)	American Indian/Alaskan Native
    Races - Asian	ASIAN-CODE (E1060) (Code table: C088)	Asian
    Races - Black	BLACK-AFRICAN-AMERICAN-CODE (E1061) (Code table: C088)	Black/African American
    Races - Pacific Islander	NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE (E1062) (Code table: C088)	Hawaiian/Pacific Isl
    Races - White	WHITE-CODE (E1063) (Code table: C088)	White
    Attribution Cd	STUDENT-ATTRIBUTION-CODE (E1000) (Code table: C161)	Attribution Cd
    Campus of Residence	CAMPUS-ID-OF-RESIDENCE (E0903)	Camp ID Resid
    ADA Eligibility	ADA-ELIGIBILITY-CODE (E0787) (Code table: C059)	Elig Code
    Economic Disadvantage	ECONOMIC-DISADVANTAGE-CODE (E0785) (Code table: C054)	Eco Disadvan
    Military Connected	MILITARY-CONNECTED-STUDENT-CODE (E1529) (Code table: C197)	Military Connected
    Foster Care	FOSTER-CARE-INDICATOR-CODE (E1528) (Code table: C196)	Foster Care
    Star of Texas Award	STAR-OF-TEXAS-INDICATOR-CODE (E1601) (Code table: C088)	Star of Texas Award
    Registration > Maintenance > Student Enrollment > Demo3
    Campus of Accountability	CAMPUS-ID-OF-ACCOUNTABILITY (E1027)	Campus of Account
    Unaccompanied Youth Status	UNACCOMPANIED-YOUTH-STATUS-CODE (E1084) (Code table: C192)	Unaccomp Youth Status Cd
    Migrant	MIGRANT-INDICATOR-CODE (E0984) (Code table: C088)	Migrant
    Early Reading	EARLY-READING-INDICATOR-CODE (E1522) (Code table: C195)	Early Reading Cd
    Asylee/Refugee	UNSCHOOLED-ASYLEE/REFUGEE-CODE (E1076) (Code table: C183)	Asylee/Refugee Cd
    Homeless Status	HOMELESS-STATUS-CODE (E1082) (Code table: C189)	Homeless Status Cd
    Registration > Maintenance > Student Enrollment > W/R Enroll
    Campus of Enrollment	CAMPUS-ID-OF-ENROLLMENT (E0782)	Entry/Exit Date
    Registration > Maintenance > Student Enrollment (Directory)
    Local ID	LOCAL-STUDENT-ID (E0923)	Campus ID plus student ID (most current campus of enrollment for the school year)
    Registration > Maintenance > Student Enrollment > Local Programs
    Crisis Code	CRISIS-CODE (E1054) (Code table: C178)	Other Spc Pgms
    T-STEM	T-STEM-INDICATOR-CODE (E1559) (Code table: C088)	Other Spc Pgms
    ECHS	ECHS-INDICATOR-CODE (E1560) (Code table: C088)	Other Spc Pgms
    P-TECH	P-TECH-INDICATOR_CODE (E1612) (Code table: C088)	Other Spc Pgms
    New Tech	NEW-TECH-INDICATOR-CODE (E1647) (Code table: C088)	Other Spc Pgms
    Registration > Maintenance > Student Enrollment > PK Enroll
    PK Elig Prev Year	PK-ELIGIBLE-PREVIOUS-YEAR-INDICATOR-CODE (E1649) (Code table: C088)	PK Elig Prev Year
    Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information
    IEP Continuer	EP-CONTINUER-INDICATOR-CODE (E1564) (Code table: C088)	IEP Continuer
    Calculated
    As of Status	AS-OF-STATUS-CODE (E1002)	Generated by the program during the extract
    State Reporting > Utilities > TEA Census Block > Import Census Block
    Student Census Block	STUDENT-CENSUS-BLOCK-GROUP (E1648)	Generated by the program during the import

    
    
    

    NOTE: Campus of Enrollment should be blank unless you are reporting students with as-of-status codes C, E, or G.

    
    
    

    ---

    State Reporting > Maintenance > Fall > Student > Enrollment
    
    
    
    ❏ Update data for the StudentExtension, StudentProgramExtension, and StudentSchoolAssociation complex types as needed.
    

    • Alt Lang Pgm field
    • PK Elig Prev Year field
    
    

    Cross reference for Student Enrollment tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Registration > Maintenance > Student Enrollment > Demo1
    Grade	GRADE-LEVEL-CODE (E0017) (Code table: C050)	Grade
    ADA Eligibility	ADA-ELIGIBILITY-CODE (E0787) (Code table: C059)	Elig Code
    Registration > Maintenance > Student Enrollment > Demo3
    Immigrant	IMMIGRANT-INDICATOR-CODE (E0797) (Code table: C088)	Immigrant
    SSI Promotion/Retention	SSI-PROMOTION-RETENTION-CODE (E1030) (Code table: C171)	SSI Promotion
    Registration > Maintenance > Student Enrollment > At Risk
    At Risk	AT-RISK-INDICATOR-CODE (E0919) (Code table: C088)	At Risk
    Registration > Maintenance > Student Enrollment > W/R Enroll
    Campus	CAMPUS-ID-OF-ENROLLMENT (E0782)	Entry/Exit Date
    Registration > Maintenance > Student Enrollment > Special Ed
    Special Ed	SPECIAL-ED-INDICATOR-CODE (E0794) (Code table: C088)	Entry/Exit Date
    Registration > Maintenance > Student Enrollment > G/T
    Gifted/Talented	GIFTED-TALENTED-INDICATOR-CODE (E0034) (Code table: C088)	Gift/Talent
    Registration > Maintenance > Student Enrollment > Bil/ESL
    EB/English learner (EL)	EMERGENT-BILINGUAL-INDICATOR-CODE (E0790) (Code table: C061)	EB Cd
    Bilingual	BILINGUAL-PROGRAM-TYPE-CODE (E1042) (Code table: C175)	Bilingual
    ESL	ESL-PROGRAM-TYPE-CODE (E1043) (Code table: C176)	ESL
    Parental Permission	PARENTAL-PERMISSION-CODE (E0896) (Code table: C093)	Par Perm Cd
    Alt Lang Pgm	ALTERNATIVE-LANGUAGE-PROGRAM-CODE (E1642) (Code table: C221)	Alt Lang Cd
    Home Language	HOME-LANGUAGE-CODE (E0895) (Code table: C092)	Home Language
    Student Language	STUDENT-LANGUAGE-CODE (E1590) (Code table: C092)	Student Language
    Registration > Maintenance > Student Enrollment > Title I
    Title I	TITLE-I-PART-A-INDICATOR-CODE (E0894) (Code table: C122)	Title I Code
    Registration > Maintenance > Student Enrollment > Generic
    Dyslexia	DYSLEXIA-INDICATOR-CODE (E1530) (Code table: C088)	Other Spc Pgms
    Intervention Strategy	INTERVENTION-STRATEGY-INDICATOR-CODE (E1602) (Code table: C088)	Other Spc Pgms
    Section 504	SECTION-504-INDICATOR-CODE (E1603) (Code table: C088)	Other Spc Pgms
    Registration > Maintenance > Student Enrollment > PK Enroll
    PK Program Type	PK-PROGRAM-TYPE-CODE (E1078) (Code table: C185)	PK Program Code
    Primary PK Funding Source	PRIMARY-PK-FUNDING-SOURCE-CODE (E1079) (Code table: C186)	PK Funding Source
    Secondary PK Funding Source	SECONDARY-PK-FUNDING-SOURCE-CODE (E1080) (Code table: C186)	PK Secondary Funding
    Registration > Maintenance > Student Enrollment (Directory)
    Local ID	LOCAL-STUDENT-ID (E0923)	Campus ID plus student ID (most current campus of enrollment for the school year)

    
    
    

    ---

    State Reporting > Maintenance > Fall > Student > Special Ed
    
    
    
    ❏ Update data for the StudentSpecialEdProgramAssociationExtension complex type as needed.
    
    

    NOTE: To add a special education record for a student, be sure Special Ed is selected on the Enrollment tab.

    
    

    Cross reference for Student Special Ed tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Registration > Maintenance > Student Enrollment > SpecEd
    Special Education - Effective Date	EFFECTIVE-DATE (E1632)	Entry Date
    Multiple Disability	MULTIPLY-DISABLED-INDICATOR-CODE (E0882) (Code table: C088)	Multi Dis
    Medically Fragile	MEDICALLY-FRAGILE-IND-CODE (E0999) (Code table: C088)	Medical Fragile
    Instructional Setting	INSTRUCTIONAL-SETTING-CODE (E0173) (Code table: C035)	Instrl Set
    Child Count Funding Type	CHILD-COUNT-FUNDING-TYPE-CODE (E0832) (Code table: C066)	Child Cnt Fund
    PPCD Service Location Code	PPCD-SERVICE-LOCATION-CODE PPCD (E1077) (Code table: C184)	PPCD Location
    Dist of RDSPD Service	DISTRICT-OF-RDSPD-SERVICE RDSD (E1527)	RDSPD Dist Of Svc
    Disabilities - Effective Date	EFFECTIVE-DATE (E1632)	Entry Date
    Primary Disability	PRIMARY-DISABILITY-CODE (E0041) (Code table: C053)	Prim Dis
    Secondary Disability	SECONDARY-DISABILITY-CODE (E0834) (Code table: C053)	Sec Dis
    Tertiary Disability	TERTIARY-DISABILITY-CODE (E0835) (Code table C053)	Tert Dis
    Services - Effective Date	EFFECTIVE-DATE (E1632)	Entry Date
    Early Childhood Intervention (ECI)	EARLY-CHILDHOOD-INTERV-IND-CODE (E0900) (Code table: C088)	ECI
    Preschool Program (PPCD)	PRESCHL-PROG-CHLDRN-WITH-DISAB-IND-CD (E0899) (Code table: C088)	PPCD
    Regional Day School Pgm for the Deaf	REG-DAY-SCH-PROG-DEAF-CODE (E0833) (Code table: C067)	RDSPD
    Speech Therapy	SPEECH-THERAPY-INDICATOR-CODE (E0857) (Code table C095)	Speech
    Audiological Services	AUDIOLOGICAL-SERV-IND-CODE (E0838) (Code table: C088)	Aud Svcs
    Counseling Services	COUNSELING-SERVICES-IND-CODE (E0840) (Code table: C088)	Couns Svcs
    Medical Diagnostic Services	MEDICAL-DIAGNOSTIC-SERV-IND-CODE (E0841) (Code table: C088)	Medical Diag
    Occupational Therapy	OCCUPATIONAL-THERAPY-IND-CODE (E0843) (Code table: C088)	Occup Thrpy
    Orientation/Mobility Training	ORIENT-MOBILITY-TRNG-IND-CODE (E0844) (Code table: C088)	Orient Trng
    Physical Therapy	PHYSICAL-THERAPY-IND-CODE (E0845) (Code table: C088)	Phys Thrpy
    Psychological Services	PSYCHOLOGICAL-SERVICES-IND-CODE (E0846) (Code table: C088)	Psych Svcs
    Recreation Services	RECREATION-IND-CODE (E0847) (Code table: C088)	Rec Thrpy
    School Health Services	SCHOOL-HEALTH-SERVICES-IND-CODE (E0848) (Code table: C088)	Sch Hlth Svcs
    Social Work Services	SOCIAL-WORK-SERVICES-IND-CODE (E0849) (Code table: C088)	Soc Wrk Svcs
    Transportation	TRANSPORTATION-INDICATOR-CODE (E0851) (Code table: C088)	Transport
    Assistive Technology	ASSISTIVE-TECH-INDICATOR-CODE (E0997) (Code table: C088)	Asst Tech
    Interpretive Services	INTERPRETING-SERVICES-TYPE-CODE (E1040) (Code table: C174)	Interp Svcs

    
    
    

    ---

    State Reporting > Maintenance > Fall > Student > Leaver
    
    
    
    ❏ Update data for the SchoolLeaverExtension and StudentGraduationProgramExtension complex types as needed.
    
    

    Cross reference for Student Leaver tab:

    State Reporting Field	Element	ASCENDER Field(s)
    Registration > Maintenance > Student Enrollment (Directory)
    Local ID	LOCAL-STUDENT-ID (E0923)	Campus ID plus student ID (most current campus of enrollment for the school year)
    Registration > Maintenance > Prior Year Leaver Tracking
    Campus	CAMPUS-ID (E0266)	Campus
    Graduation Type	GRADUATION-TYPE-CODE (E0806) (Code table: C062)	Graduation Type
    Graduation Date	DATE-OF-GRADUATION (E0791)	Graduation Date
    Leaver Reason	LEAVER-REASON-CODE (E1001) (Code table: C162)	Withdrawal Code
    IGC	INDIVIDUAL-GRADUATION-COMMITTEE-GRADUATE-CODE (E1562) (Code table: C201)	IGC
    Military Enlistment	MILITARY-ENLISTMENT-INDICATOR-CODE (E1589) (Code table: C088)	Military Enlistment
    Distinguished Coursework	FHSP-DISTING-LEVEL-ACHIEVE-INDICATOR-CODE (E1542) (Code table: C199)	Distinguished Coursework
    STEM	STEM-ENDORSEMENT-INDICATOR-CODE (E1544) (Code table: C199)	STEM
    Public Services	PUBLIC-SERVICES-ENDORSEMENT-INDICATOR-CODE (E1546) (Code table: C199)	Public Services
    Business and Industry	BUSINESS-AND-INDUSTRY-ENDORSEMENT-INDICATOR-CODE (E1545) (Code table: C199)	Business and Industry
    Multi Disciplinary Studies	MULTI-DISCIPLINARY-STUDIES-ENDORSEMENT-INDICATOR-CODE (E1548) (Code table: C199)	Multi Disciplinary Studies
    Arts and Humanities	ARTS-AND-HUMANITIES-ENDORSEMENT-INDICATOR-CODE (E1547) (Code table: C199)	Arts and Humanities
    Texas First Early HS Completion	TEXAS-FIRST-EARLY-HS-COMPLETION-PROGRAM (E1736) (Code table: C233) NEW 2023-2024	Texas First Early HS Completion

    
    
    

    ---

    State Reporting > Maintenance > Fall > Student > Industry Cert
    
    
    
    ❏ Update data for the SchoolLeaverExtension complex type as needed.
    
    

    Cross reference for Student Industry Cert tab:

    Graduation Plan > Maintenance > Student > Individual Maintenance > PGP (if student has a graduation plan)
    Certification	POST-SECONDARY-CERTIFICATION-LICENSURE-CODE (E1640) (Code table: C214)	Industry Credentials or Certification
    Registration > Maintenance > Student Enrollment > Demo3 (if student does not have a graduation plan)
    Certification	POST-SECONDARY-CERTIFICATION-LICENSURE-CODE (E1640) (Code table: C214)	Industry Certification 1-15

    
    
    

    ---

• Run extract reports.

  
  

  Once you have completed the extracts, run the reports and review all data for accuracy. If necessary, correct the data and rerun the reports.
  
  Print the final reports for your records.

  
  State Reporting > Reports > Fall
  
  

• Create XML file.

  
  

  The Create TSDS PEIMS Interchanges utility creates the Texas Student Data System (TSDS) Interchanges from the data in the ASCENDER State Reporting tables. You can create all of the interchanges at once, or you can individually select the interchange you wish to create.
  
  You must submit the created interchanges to TSDS in the following order:
  
  1. Education Organization - Education organizations (ESC, LEA, and Campus) and their structure.
  2. Student - Student basic information and demographics.
  3. StudentEnrollment - Student enrollment data for a campus.
  4. StaffAssociation - Exchange standard for reporting staff data.
  5. StudentProgram - Links students to programs.
  6. SharedServicesArrangementOrganization - The education organization to which another education organization (fiscal agent) provides services
  7. Finance - The educational organization’s financial data.
  
  

  
  State Reporting > Utilities > Create TSDS PEIMS Interchanges
  
  
  

  
  

  Collection	Select the submission period. For example, select Fall1 if this is the first fall submission. If you are resubmitting fall data, select Fall2.
  Ending School Year	(Display only) The submission year as entered in the Submission Year field on State Reporting > Options is displayed.

  
  The interchanges are listed according to the Collection field.
  
  ❏ Select All Collection Interchanges (e.g., All Fall Interchanges) to create all interchanges for the selected collection period.

  Or, select the individual interchange you want to create.

  
  

  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: 015102-2023-11-11.15-30-23.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: 015116_000_2023FALL1_202311111420_InterchangeStudentProgramExtension.xml

  
  
  If errors are encountered:

  1. Correct the data in ASCENDER.
  2. Run the Delete/Clear Tables utility to delete or clear previous data for the desired tables.
  3. Re-extract the data.
  4. Create the interchanges again.

  
  
  

  
  ❏ Submit the data to TSDS.
  
  

• College, Career, and Military Readiness (CCMR) Verification:

  
  Use the following to verify that CCMR is coded correctly:

  Element(s)	ASCENDER State Reporting Report	PEIMS Report(s)
  Military Enlistment Indicator Code (E1589)	State Reporting > Reports > Fall > Student > Student Leaver Data	PDM1-124-007
  Graduation Type Code (E0806)	State Reporting > Reports > Fall > Student > Student > Leaver Data	PDM1-124-004 PDM1-120-018
  Post Secondary Certification Licensure Code (E1640) Distinguished level of Achievement (E1542) Endorsements (E1544-E1548)	State Reporting > Reports > Fall > Student Leaver Data (Graduation Data)	PDM1-120-018
  Special Education Indicator (E0794)	State Reporting > Reports > Fall > Student > Special Education	PDM1-120-012
  Associates Degree (E1596)	State Reporting > Reports > Fall > Student > Fall Student Demo	PDM1-124-004 PDM1-120-016