addendum – post addendum release. 2013-2014 data standards this training presentation is...

Addendum – Post Addendum Addendum – Post Addendum ReleaseRelease

2013-2014 Data StandardsThis training presentation is associated with the Legacy PEIMS Data Standards; Not the Texas Student Data System Texas Education Data Standards.

Texas Education Agency – PEIMS Data Standards Changes Addendum/Post Addendum Release 2

2013-2014 Data StandardsThe PEIMS Data Standards are now known as the “Legacy” PEIMS Data Standards.


2013-2014 Data StandardsThe Legacy PEIMS Data Standards have been reformatted to make them easier to use for finding answers to data reporting questions and training new and existing PEIMS staff to understand and answer PEIMS reporting issues and questions.


2013-2014 Data Standards

The format for each Legacy PEIMS Data record has been standardized across all PEIMS records.


2013-2014 Data StandardsEach Legacy PEIMS Data record is formatted and presented with the following headings:

- Data Record name/layout

- Data Record Description

- Business Rules for each data element

- Data Record Reporting Requirements

- Special Reporting Requirements

- ExamplesTexas Education Agency – PEIMS Data Standards Changes Addendum/Post Addendum Release 6

2013-2014 Data StandardsBusiness Rules for Data Elements

All of the information related to reporting a particular data element on a particular data record is found under that particular data element.


2013-2014 Data StandardsPEIMS Edits (data validation rules)

Each context edit has a business meaning added to spell out in understandable language the meaning and/or purpose of the edit.


2013-2014 Data StandardsData Standards Revisions

• 011 District Finance Data – Budget Record Reporting Requirements – Charter schools do not report the 011 record unless they are a governmental charter school and a member of an SSA.



• 011 District Finance Data – SSA Governmental Charter Schools – a city, university, community college, etc… are required to follow governmental accounting standards and should follow shared service accounting guidelines like a school district.



• 011 District Finance Data – SSA If a charter school is a member of an SSA, the fiscal agent must provide detailed accounting expenditures for the charter school to report on its own 032 Financial Actual record .



• 030 District Finance Data – Budget Record Fiscal Year start dates and notification to change fiscal year start date have been advanced one year.



• 030 District Finance Data – Budget Record The code table for Fund Code has been changed from C148 to C145. This is due to the consolidation of the fund code tables as published last year.



• 030 District Finance Data – Budget Record

TSBVI, TSD, and TJJD do not report the 030 data record.


2013-2014 Data Standards Data Standards Revisions

• 032 District Finance Data – Actual Record

Fiscal Year start dates and notification to change fiscal year start dates have been advanced one year.



• 032 District Finance Data – Actual Record




• 033 District Finance Data – SSA Actual

The code table for Fund Code has been changed from C160 to C145. This is due to the consolidation of the fund code tables as published last year. (12-13)



• 033 District Finance Data – SSA Actual



2013-2014 Data StandardsData Reporting Changes

• 040 Staff Data –Identification/Demographic Identification Record Report the Middle-Name as it appears on the social security card for the employee or reportable contract teacher. If a staff person has no middle name do not report text such as NONE, NA, NMI, etc… for the Middle Name. Leave the Middle Name blank.



• 040 Staff Data –Identification/Demographic Identification Record Professional staff include: Teachers, full-time librarians, full-time counselors, full-time school nurses, other employees who are required to hold a certificate issued under TEC, Chapter 21, Subchapter B, and any other personnel reported by a school district to the Public Education Information Management System with a "professional" Role-ID (E0721). .



• 040 Staff Data –Identification/Demographic Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator.



• 040 Staff Data –Identification/Demographic Identification Record TSBVI, TSD, and TJJD are not required to report the 040 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3.



• 043 Staff Data – Demographic Record

The Demographic Revision Code has been deleted from the 043 record.



• 043 Staff Data –Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator.



• 043 Staff Data – Demographic Record TSBVI, TSD, and TJJD are not required to report the 040 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3.



• 045 Staff Data – Staff ID Change Record This record has been deleted from the PEIMS Data Standards for 2013-2014.



• 050 Staff Data –Identification Record Teachers are required to be reported for schools that are contracted out to a third party operator.



• 050 Staff Data – Employment Record

TSBVI, TSD, and TJJD are not required to report the 050 data record in Submission 1. TSBVI, TSD, and TJJD teachers (role 087 and 047) are reported in Submission 3.



• 055 Staff Data – Contracted Instructional Staff Record




• 060 Staff Data – Staff Payroll Record The code table for Object Code has been changed from C139 to C159. This is due to the consolidation of the object code tables as published last year.



• 060 Staff Data – Contracted Instructional Staff Record

TSBVI, TSD, and TJJD are not required to report the 060 payroll data record.



• 100 Student Data - Identification Record Report the Middle-Name as it appears on the identifying documents (birth certificate) for the student. If a student has no middle name do not report text such as NONE, NA, NMI, etc… for the Middle Name. Leave the Middle Name blank.



• 101 Student Data - Demographic Record Student Attribution Code - Charter Schools may not report STUDENT-ATTRIBUTION-CODE 03 – Public Education Grant (PEG).



• 101 Student Data - Demographic Record STUDENT-ATTRIBUTION-CODE 12 (Private School) is only reported for special education students who are enrolled in a non-public school (private school or home school) and are served with special education services under an Individualized Service Plan (ISP).



• 101 Student Data - Demographic Record STUDENT-ATTRIBUTION-CODE – Codes have been deleted and added to accommodate the consolidation of TYC and TJPC.



• 101 Student Data - Demographic Record STUDENT-ATTRIBUTION-CODE 13 – 20 have been consolidated into attribution codes 25 - 28 as a result of the consolidation of the Texas Youth Commission and the Texas Juvenile Probation Commission into the Texas Juvenile Justice Department.



• 101 Student Data - Demographic Record

ECONOMIC-DISADVANTAGED-CODE – Must be determined at the time of enrollment.




DEMOGRAPHIC-REVISON-CODE – Deleted from the 101 record.



• 102 Student Data - Demographic Record EARLY-READING-INDICATOR-CODE has been added to the 102 student demographic record and deleted from from the now retired 105 data record.




FOSTER-CARE-INDICATOR-CODE has been added to the 102 student demographic record.



• 102 Student Data - Demographic Record FOSTER-CARE-INDICATOR-CODE (E1528) indicates whether a student is in the conservatorship of the Department of Family and Protective Services (DFPS) currently, or for certain students that were previously in the conservatorship of DFPS.



• 102 Student Data - Demographic Record The Foster Care Indicator Code is reported in fall and summer and extended year submissions (submissions 1, 3, and 4).



• 102 Student Data - Demographic Record For Foster Care Indicator Code 0, no documentation is required because the student is not in the conservatorship of the Texas DFPS when enrolling in the school.



• 102 Student Data - Demographic Record For Foster Care Indicator Code 1 - the enrolling caregiver must provide a copy of the Texas DFPS Placement Authorization Form (Form 2085) or a court order that designates the student is in the conservatorship of the Department of Family and Protective Services.



• 102 Student Data - Demographic Record For Foster Care Indicator Code 2, the Pre-kindergarten student is enrolling in school for the purpose of participating as an eligible student in a Pre-kindergarten program and eligibility documentation must be provided. At least annually, the Texas DFPS and Child Protective Services will mail verification letters of PK eligibility to the parents and caregivers of eligible children who in turn must provide this verification documentation to the school at enrollment.




See “Chart for determining Foster Care Indicator Code” on the 102 record under Foster Care Indicator Code.




Foster care status data should be handled with the utmost sensitivity, and in accordance with all FERPA guidelines.




MILITARY-CONNECTED-STUDENT-CODE has been added to the 102 student demographic record.



• 102 Student Data - Demographic Record MILITARY-CONNECTED-STUDENT-CODE

(E1529) indicates a student enrolled in a school district or open-enrollment charter school who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military.




The MILITARY-CONNECTED-STUDENT-CODE is required for Submissions 1 and 3.

The MILITARY-CONNECTED-STUDENT-CODE is not reported in Submission 4.




The MILITARY-CONNECTED-STUDENT-CODE is reported only for students grades PK-12.




MILITARY-CONNECTED-STUDENT-CODE 4 (military personnel killed or injured while on active duty) can only be reported for PK students.



• 102 Student Data - Demographic Record A uniformed member of the United States military

service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military considered Missing In Action (MIA) should be presumed to be on 'active duty' until such time as a death of the military member has been confirmed.



• 102 Student Data - Demographic Record The term "dependent", with respect to a member of a

uniformed service, means the spouse of the member, an unmarried child of the member, an unmarried person who is placed in the legal custody of the member is dependent on the member for over one-half of the person's support, resides with the member unless separated by the necessity of military service or to receive institutional care as a result of disability or incapacitation or under such other circumstances as the Secretary concerned may by regulation prescribe and is not a dependent of a member under any other paragraph. (37 USC Sec. 401)




TSBVI, TSD, and TJJD are required to report the 102 student data record.



• 105 Student Data – Student ID Number Change

The 105 record has been deleted from the PEIMS system.



• 110 Student Data - Enrollment Record

SSI-PROMOTION-RETENTION-CODE – The data element business rules are being re-instated for the 2013-2014 school year.




Dyslexia Indicator Code is added to the 110 record for the 2013-2014 school year.



• 110 Student Data - Enrollment Record DYSLEXIA-INDICATOR-CODE (E1530) indicates whether a student is identified as having dyslexia or related disorders as defined in TEC §38.003.




"Dyslexia" means a disorder of constitutional origin manifested by a difficulty in learning to read, write, or spell, despite conventional instruction, adequate intelligence, and sociocultural opportunity.



• 110 Student Data - Enrollment Record "Related disorders" includes disorders similar

to or related to dyslexia, such as developmental auditory imperception, dysphasia, specific developmental dyslexia, developmental dysgraphia, and developmental spelling disability.




The Dyslexia Indicator Code is only collected in Submission 1.



• 163 Student Data – Special Education

Data element “District of RDSPD Service” has been added to the 163 special education data record.




DISTRICT-OF-RDSPD-SERVICE (E1527) indicates the district identification number of the RDSPD Fiscal Agent that is providing RDSPD services. This fiscal agent district is registered with the Texas Education Agency.




For Submission 1, the DISTRICT-OF-RDSPD-SERVICE on the 163 Special Education record must match a RDSPD Fiscal Agent District on the 011 record.



• 203 Student Leaver Data – Student

The graduation charts on the 203 Leaver record have been updated with changes from the Texas Administrative Code.



• 405 Special Education Attendance Data

DISTRICT-OF-RDSPD-SERVICE (E1527) has been added to the 405 Special Education Attendance record in columns 74-79.



• 405 Special Education Attendance Data

DISTRICT-OF-RDSPD-SERVICE (E1527) indicates the district identification number of the RDSPD Fiscal Agent that is providing RDSPD services. This fiscal agent district is registered with the Texas Education Agency.



• 425 Student Disciplinary Action Data

ACTUAL-LENGTH-OF-DISCIPLINARY-ASSIGNMENT Include only the actual number of instructional school days that the student was in attendance when calculating this number. Do not include days absent.



• 435 Student Restraint Data

2012-2013 brought new reporting for law enforcement restraints that are performed at school or school related activities.



• 435 Student Restraint DataFor 2013-2014, all restraints that are performed by school district police officers or School Resource Officers (SROs) while providing a police presence at school or at a school related activity must be reported.




Beginning with 2013-2014, all reportable restraints performed by police officers or SROs are to be reported with Restraint Reason Code 08.




Do not report restraints that are performed by non-school district police officers that are result of calling emergency services (i.e. calling 911).




Restraint Staff Type Codes-01 - School district/Charter School employee or volunteer

-02 - School district police officer or school resource officer (SRO)




Restraint Staff Type Code 01 - School district/Charter School employee or volunteer can only be reported with special education students

Restraint Staff Type Code 02 - School district police officer or school resource officer (SRO) can be reported for any kind of student (special education or not).Texas Education Agency –

PEIMS Data Standards Changes Addendum/Post Addendum Release 75


Data Standards

Data Element Additions and Deletions


2013-2014 Data StandardsData Element Additions

DISTRICT-OF-RDSPD-SERVICE (E1527)

• DISTRICT-OF-RDSPD-SERVICE indicates the RDSPD Fiscal Agent district that provides the RDSPD service to a particular RDSPD student.


2013-2014 Data StandardsData Element Additions

DYSLEXIA-INDICATOR-CODE (E1530) indicates whether a student is identified as having dyslexia or related disorders as defined in TEC §38.003.


2013-2014 Data StandardsData Element Additions (cont.)

MILITARY-CONNECTED-STUDENT-CODE (E1529)

indicates a student enrolled in a school district or open-enrollment charter school who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military.


2013-2014 Data StandardsData Element Additions (cont.)

FOSTER-CARE-INDICATOR-CODE (E1528) indicates whether a student is in the conservatorship of the Department of Family and Protective Services (DFPS) currently, or for certain students that were previously in the conservatorship of DFPS.


2013-2014 Data StandardsData Element Deletions

PK-FOSTER-CARE-INDICATOR-CODE(E1041)

PK-MILITARY-INDICATOR-CODE(E1038)



Data Standards Code Table Additions and Revisions


2013-2014 Data StandardsCode Table Revisions

C022 Service ID - Numerous changes have occurred to the Service Id table. Please reference the PEIMS Data Standards Change Document for the complete list.



• C159 Object Code has been modified to illustrate the applicability of the Object Codes for Budget, Payroll, Actual, and SSA Actual Reporting.

Texas Education Agency – PEIMS Data Standards Changes March Release 84


• C137 Object Code (Budget) has been deleted and the codes moved to PEIMS code table C159 under the Budget Reporting column.



• C139 Object Code (Actual) has been deleted and the codes moved to PEIMS code table C159 under the Actual Reporting column.



• C145 Fund Code has been modified to illustrate the applicability of the Fund Codes for Budget, Payroll, Actual, and SSA Actual Reporting.



• C148 Fund Code (Budget) has been deleted and the codes moved to PEIMS code table C145 under the Budget Reporting column.



• C160 Fund Code (SSA Actual) has been deleted and the codes moved to PEIMS code table C145 under the SSA Actual Reporting column.



• C145 Fund Code • Fund Code 411 – Technology

Allotment has been deleted.



• C145 Fund Code

Fund Code 431 – Shared Services Arrangement – Adult Education – State has been changed to be eligible for SSA Actual reporting.



• C146 Function Code has been modified to illustrate the applicability of the Function Codes for Budget, Payroll, Actual, and SSA Actual Reporting.



• C147 Program Intent Code has been modified to illustrate the applicability of the Program Intent Codes for Budget, Payroll, Actual, and SSA Actual Reporting.



• C161 Student Attribution Code• 01 – Open Enrollment Charter

School• 02 – Juvenile Justice Alternative

Education ProgramTexas Education Agency – PEIMS Data Standards Changes March Release 94


• C161 Student Attribution Code (continued)

• 03 – Public Education Grant Program• 06 –Transfer Between Public School

Districts



• C161 Student Attribution Code (continued)

• Codes 13 – 20 have been deleted and Codes 25 – 28 have been added.



• C173 Restraint Reason Code• Added new code 08 - Restraint by School

District Police Officer/School Resource Officer Performing Law Enforcement Duties and/or Providing a Police Presence on School Property or at a School-Sponsored or School-Related Activity.


2013-2014 Data StandardsCode Table AdditionsFOSTER-CARE-INDICATOR-CODE (C196)

0 - Student is not currently in the conservatorship of the Department of Family and Protective Services

1 - Student is currently in the conservatorship of the Department of Family and Protective Services

2 - Pre-kindergarten student was previously in the conservatorship of the Department of Family and Protective Services following an adversary hearing held as provided by Section 262.201, Family Code.


2013-2014 Data StandardsCode Table AdditionsMILITARY-CONNECTED-STUDENT-CODE (C197)0 - Not a military-connected student

1 - Student is a dependent of a member of the Army, Navy, Air Force, Marine Corps, or Coast Guard on Active Duty

2 - Student is a dependent of a member of the Texas National Guard (Army, Air Guard, or State Guard)

3 - Student is a dependent of a member of a reserve force in the United States military (Army, Navy, Air Force, Marine Corps, or Coast Guard)

4 - Pre-kindergarten student is a dependent of an active duty uniformed member of the Army, Navy, Air Force, Marine Corps, or Coast Guard, or activated/mobilized uniformed member of the Texas National Guard (Army, Air Guard, or State Guard) who was injured or killed while serving on active duty.


2013-2014 Data StandardsEdit Revisions

• See PEIMS Data Standards Change Document 5.



• Heading has changed from “Edit Not Applicable To” to “Rule Applies To”



• TEDS Rule# has been added as a crosswalk to TEDS edits.



For all context edits, the business meaning has been added to assist users in understanding the edit.


2013-2014 Data StandardsEdit Additions -

Edit Deletions -

Edit Revisions -

Refer to change document 5Texas Education Agency – PEIMS Data Standards Changes Addendum/Post Addendum Release 104

addendum – post addendum release. 2013-2014 data standards this training presentation is...

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