PEIMS Summer Update 20062007

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PEIMS Summer Update2006-2007

• Linda Davis, PEIMS Specialist
• Phone Number 254/297-1231
• David McKamie, Dir. Info. Services
• Phone Number 254/297-1229
• E-Mail Address ldavis_at_esc12.net
• Fax Number 254/666-0823

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PEIMS Summer Update 2006-2007

• Resources
• Summer Requirements
• Preview of 2007-2008 PEIMS
• Data Quality
• Review New Features in PID, PET
• EDIT

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PEIMSSummer Update 2006-2007General
Information
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• Resources
• Data Standards
• Attendance Accounting Handbook
• Edit Reports
• District Personnel
• 254/297-1231

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• TEA Homepage
• http//www.tea.state.tx.us/
• Favorites
• http//www.tea.state.tx.us/peims/editplus
• https//seguin.tea.state.tx.us/apps/logon.asp
• http//www.tea.state.tx.us/peims/
• http//www.esc12.net/PEIMS/default.html

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PEIMSSummer Update 2006-2007Summer
Requirements
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Important Dates(S7)

• Due ESC XII . . . 06/14/2007
• Due TEA . . . 06/21/2007
• Resubmission . . . ESC - 07/12/2007
  TEA -07/19/2007
• Manual PID corrections due at TEA
• May 31, 2007
• June 28, 2007

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Important Dates(E7)

• Due ESC XII . . . 09/06/2007
• Due TEA . . . 09/13/2007
• Resubmission . . . ESC 10/04/2007
• TEA 10/11/2007
• Manual PID correction due at TEA
• August 30, 2007
• September 28, 2007

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Edit Procedure

• Send Data
• Eliminate Fatals
• Verify Warnings Reports
• Send to ESC XII
• Assist Superintendent with online approval
• Questions?

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Summer Collection

• Organization . . . 010, 020
• Finance . . . None
• Staff . . . None
• Student . . . 100, 101, 105, 400, 405, 410,
  415, 425, 435, 461

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Summer Collection

• 100 Record
• District ID
• Student ID
• First Name
• Middle Name
• Last Name
• Generation Code

• 105 Record ID Number Change
• District ID
• Student ID
• Prior ID

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100 Record Student ID

• Districts must verify the identity of each
  student received from another district and must
  obtain a copy of the students prior school
  records. Superintendents should instruct
  administrators to cooperate in exchanging
  information with other districts in student moves
  or transfers.
• Upon receiving a request prior districts have 10
  calendar days to transfer student records to the
  receiving district.

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100 Record Student ID

• Students entering the Texas public school system
  for the first time in the 2006-2007 school year
  or later must be reported with FIRST-NAME,
  MIDDLE-NAME, and LAST-NAME.
• These revised naming standards are not
  retroactive.
• If a birth certificate is not obtainable, the
  name entered matches an alternate document.

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100 Record Student ID

• Texas public school students must be identified
  by his or her legal surname. Legal name is
  obtained from the birth certificate.
• The name entered matches the birth certificate
  exactly as shown. Double last names on the
  birth certificate are recorded exactly as shown.
• If the birth certificate name cannot be
  understood completely, the parent is asked to
  clarify.

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Summer Collection101 Record Demographic

• Student Attribution Code
• As of Status Code
• Grade Level Code
• Migrant Indicator Code
• Campus ID of Enrollment
• Campus ID of Accountability
• Bilingual/ESL Summer School Indicator Code
• Even Start Indicator Code

• District ID
• Student ID
• Sex Code
• Ethnicity Code
• Date of Birth
• Campus of Residence
• Demographic Revision Confirmation Code

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Summer Collection101 Record Demographic

• AS of Status Codes H and I are used in Submission
  3 and indicate student enrollment status in the
  district on the final day of school. For grades
  EE-06 As of Status Code X is used in Submission 1
  and 3.
• - For grades 7-12
• H student was enrolled in the district on the
  final day of the school year
• I student was enrolled in the district at
  some time during the year, but not on the final
  day of the school year.
• - For grades EE -06
• X for all students in grades EE-06,
  regardless of enrollment status on the final day
  of the school year.

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Summer Collection101 Record Demographic

• Campus ID of Accountability is reported because
  some students attend only DAEP and/or JJAEP
  campuses. This field is used for a student who
  was ONLY enrolled at a DAEP and/or a JJAEP.
  Campus of Accountability cannot be a DAEP or
  JJAEP.
• This field is used to determine the attendance
  and/or leaver attribution for campus
  accountability in Submission 3. The campus
  entered in this field must be a campus within the
  reporting district.

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Summer Collection

• 400 Record - Basic Attendance Data
• District ID
• Student ID
• Campus ID of Enrollment
• Instructional Track
• Reporting Period
• Number Days Taught
• Grade Level Code
• Total Days Absent
• Total Ineligible Days
• Present
• Total Eligible Days Present

Total Elig Bil/ESL Days Pres Total Elig Preg Rel
Svcs Days Present Total Elig Sp Ed
Mainstream Days Present Gifted Talented
Indicator Cd Local Student ID PEP Indicator
Code Primary Disability Code Multiply Disabled
Ind. Code LEP Indicator Code
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Summer Collection 400 Basic Attendance

• LEP Indicator Code LEP is a status based on
  language skills not a program the student is or
  is not in.
• Identified as LEP at any time during the school
  year
• Reflects LEP identification for each six weeks
• Would be coded if identified as LEP
• for one or more days during the reporting period

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Summer Collection 400 Basic Attendance

• PEP program is a state funded competitive grant
  that provides services to pregnant and parenting
  students.
• http//www.tea.state.tx.us/pep/contacts.html
• It is the responsibility of the Districts PEP
  Program staff to determine program eligibility of
  participating students. PEIMS staff must provide
  PEP program staff with edit reports for data
  verification purposes.
• PRF7D017 Students Participating in Pregnancy,
  Education, and Parenting Program

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Summer Collection 400 Basic Attendance

• PRS Only female students who meet the
  eligibility requirements for Pregnancy Related
  Services (pregnant or in the postpartum period)
  and are receiving these services from the
  district may be reported on the 400 record. Fatal
  error 40026.
• Students receiving PRS may be incorrectly
  identified as male on various TEA reports if
  their sex demographic is incorrect in the PID.
  Demographic info on these reports is extracted
  from the PID, not from the district data, be sure
  there is not a PID discrepancy.

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Summer Collection

• 405 Record - Special Education Attendance
• District ID
• Student ID
• Campus ID of Enrollment
• Instructional Track
• Reporting Period
• Number Days Taught
• Grade Level Code
• Instructional Setting Code

Eligible Days Present in Instructional
Setting Excess Hours in Instructional
Setting Instructional Setting Code Eligible Days
Present . . . Excess Hours . . . Instructional
Setting Code Eligible Days Present . . . Excess
Hours . . .
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Summer Collection 405 Record - Special Education
Attendance

• The INSTRUCTIONAL-SETTING-CODE for speech therapy
  is 00.
• Students receiving speech therapy services should
  be reported on the 405 record unless exempted by
  other reporting requirements (such as
  ADA-ELIGIBILITY-CODE 0 students).
• Students receiving speech therapy services who
  are also receiving services in another
  instructional setting should have both
  instructional settings reported on the 405 record
  unless exempted by other reporting requirements
  (such as ADA-ELIGIBILITY-CODE 0 students).

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Summer Collection

• 410 Record Career Technology Ed. (CTE)
• District ID
• Student ID
• Campus ID of Enrollment
• Instructional Track
• Reporting Period
• Number Days Taught
• Grade Level Code

Eligible Days Present V1 Eligible Days Present
V2 Eligible Days Present V3 Eligible Days Present
V4 Eligible Days Present V5 Eligible Days Present
V6
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Summer Collection 410 Record Career
Technology Ed. (CTE)

• Do not create a 410 record for a student who did
  not participate in approved CTE courses during
  the reporting period indicated or who was
  ineligible for ADA during the entire reporting
  period.

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Summer Collection

• 415 Record - Course Completion Data
• District ID
• Student ID
• Campus ID of Enrollment

Service ID Course Sequence Code Pass/Fail Credit
Indicator Code Distance Learning Indicator
Code Dual Credit Indicator Code
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Summer Collection

• 425 Record - Disciplinary Action Data
• District ID
• Student ID
• Campus ID of Enrollment
• Campus ID of
• Disc. Assignment
• Disciplinary Action Number
• Disciplinary Action Code
• Disc. Action Reason Code

Official Length of Disc. Assign. Actual Length of
Disc. Assign. Disc. Length Difference Reason
Code Disc. Incident Number Reporting Period
Indic. Code Date of Disc. Action Campus ID of
Disc. Responsibility
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425 Record - Disciplinary Action Data

• The Performance-Based Monitoring Data Validation
  System monitors the accuracy of the PEIMS 425
  record data.
• The 425 Record Chart for Determining Mandatory
  Placements and Expulsions located in Appendix E
  illustrates those occasions where mandatory
  actions must be taken.
• Acceptable exceptions would include students
  receiving special education services for whom a
  manifestation hearing was held in accordance with
  IDEA and it was determined a link between the
  students behavior was linked to the students
  disability.

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425 Record - Disciplinary Action Data

• New Action Code C164
• - 27 Mandatory disciplinary action not taken by
  district as a result of ARD committee
  manifestation hearing determination.
• In reporting such an exception, the district must
  submit a record with Action Code 27 and a
  record(s) with the Action Code(s) that was taken
  by the district.

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PBM Discipline Data Validation Indictors

• Length of Students Out of School Suspension
  (edit 42568)
• Unauthorized Student Expulsion (edit 42526)
• Unauthorized Expulsion of a Student under Age 10
  (edit 42551)
• Unauthorized DAEP Placement of a Student Under
  Age 6 (edit 42552)
• Zero Reported Incidents (Report Only)

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Disciplinary - Data Validation Indicators

• Districts identified as a result of a data
  validation indicator are generally expected to
• a) validate that their data are correct
• b) if correct data reflect a program
  implementation concern, address that concern
• c) if there is incorrect data, improve local data
  collection and submission procedures

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Summer Collection

• 435 Record Spec. Ed. Child Restraint
• District ID
• Student ID
• Campus ID of Restraint Event
• Restraint Instance Number
• Instructional Setting Code
• Reporting Period Ind. Code
• Restraint Reason Code

Primary Disability Code Date of Restraint Event
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Summer Collection

• 461 Record Title I, Part A
• District ID
• Student ID
• Campus ID of Enrollment
• Title I, Part A Indicator Code
• Title I, Part A Homeless Indicator Code
• Title I, Part A Reading Indicator Code
• Title I, Part A Mathematics Indicator Code
• Title I, Part A Science Indicator Code
• Title I, Part A Social Studies Indicator Code
• Title I, Part A Guidance Counseling Services
  Indicator Code
• Title I, Part A Social Work Services Indicator
  Code
• Title I, Part A Health Services Indicator Code

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461 Record, Title I Part A

• Make sure you know whether schoolwide includes
  all campuses. Check with the person in your
  district who handles your Federal Programs.
  Title I funds need to be expended on each campus
  identified.
• This coding will affect your Performance Base
  Monitoring Analysis.

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461 Record, Title I Part A

• For Targeted Assistance Campuses all data
  elements are mandatory, and at least one of the
  following data elements must have a value of 1
• TITLE-1-PART-A-READING-INDICATOR CODE
• TITLE-1-PART-A-MATHEMATICS-INDICATOR CODE
• TITLE-1-PART-A-SCIENCE-INDICATOR CODE
• TITLE-1-PART-A-SOCIAL-STUDIES-INDICATOR CODE
• TITLE-1-PART-A-GUIDANCE-COUNSELING-INDICATOR CODE
• TITLE-1-PART-A-SOCIAL-WORK-SERVICES-INDICATOR
  CODE
• TITLE-1-PART-A-HELATH-SERVICES-INDICATOR CODE

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Extended Year Collection

• 407 Record - OEYP
• District ID
• Student ID
• Campus ID of Enrollment
• Grade Level Code
• OEYP Type Code

Number Days Taught Total Days Absent Total
Eligible Days Present Local Student ID OEYP
Prom/Reten Ind. Code

• 408 Record - ESY
• District ID
• Student ID
• Campus ID of Enrollment
• Grade Level Code

Instructional Setting Code Total ESY Contact
Hours in Instructional Setting (Two instances of
I.S. Code) Local Student ID
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Extended Year Collection

• LEP students in Bilingual/ESL Summer School
  Program may also participate in OEYP and/or ESY
  if eligible for these services/programs. Each are
  separate and stand alone programs.
• If only participating in the Bilingual/ESL Summer
  School Program then the only records for this
  student will be a 100, 101 and possibly a 105
  record.

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Extended Year Collection

• OEYP eligibility is based on district
  promotion/retention policy.
• Student eligibility criteria must be based on the
  criteria the school districts uses for retention.
• A student promoted at the close of the regular
  school term is not eligible for OEYP.

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PEIMS Summer Update 2006-2007Preview
07-08Data Standards
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07-08 Requirements

• Submission 1 As-Of-STATUS-CODEs For prior year
  grade EE-06 students, As of Status Code should be
  X, regardless of current year grade.
• Districts are REQUIRED to report As Of STATUS
  Code C students who were not prior year
  students. These are students who were enrolled
  in the school-start window and were not enroll on
  the current year fall as-of date.

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07-08 Requirements

• PK-Military Indicator Code has been added to the
  110 Enrollment Record
• GED Certificate Search
• http//www.tea.state.tx.us/ged/GEDsearch.html
• Graduation Type Code Chart updated pg. 2.97
• OEYP 407 Record If a student in grades K-11 is
  promoted to the next grade but fails in a
  specific foundation course or subject area, the
  student may take the failed foundation course or
  subject area in an OEYP.

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07-08 Codes

• Leaver Reason Code (C162) added Code 87 Enroll
  in University H.S. Diploma Program (Texas Tech
  University ISD or UT at Austin H.S. Diploma
  Program
• Revised Code 24 to include dual credit programs
  at 3 universities.
• Code 81 includes students who enroll in the Texas
  Job Corps Diploma Program.

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07-08 Codes

• Discipline Action Reason Codes (C165)
• - 51 Firearm (off Campus 300 ft Zone)
• - 52 Illegal Knife, Club or Prohibited Weapon
  (Off Campus 300 ft Zone)
• - 53 Serious Offense Conduct (Off Campus 300
  ft Zone)
• - 54 Felony Marihuana, Controlled Substance,
  Dangerous Drug, or Alcoholic Beverage (Off
  Campus 300 ft Zone)

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PEIMS Summer Update 2006-2007Data Quality
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DATA QUALITY IS THE KEY TO SUCCESS IN PEIMS

• Funding
• Average Daily
• Attendance (ADA)
• Special Programs
• Contact Hours
• AEIS Ratings
• Program Justification
• Desktop Monitoring
• Dual Enrollment
• Leaver Accountability

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Data Quality- Audit Red Flags

• Verify students listed on any of the
•  Attendance Diagnostic Reports section
• Check for excessive days for PRS participation
  and supporting documentation
• (PRFAD001)
• Verify that students with 100 attendance really
  are enrolled - Students with Zero Days Absent -
  PRF7D009
• Compare transfer students coded in your student
  system with those listed in the STS.

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Data Quality Audit Red Flags

• Students enrolled for the entire year with no
  course completion records (PRFAD005)
• Students in EE with no special education
  instructional setting or a setting of speech
  therapy only (PRFAD006)
• Students reported to be enrolled in ESL or
  bilingual education without an indicator
  validating parent approval

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Data Quality Audit Red Flag

• Students in kindergarten under the age of five.
  Must be 5 (Sept. 1) to be in kindergarten
  (PRFAD002)
• Homebound or CEHI students earning CTE ADA for
  the period they were homebound (PRFAD003)

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Data Quality Audit Red Flag

• Lack of documentation for entry and withdrawal
  records
• In counties with a population of 125,000 or more
  mandatory expulsion are ineligible for ADA
• Check student roster by campus on new Title I
  report (PRF7D050)

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Data Quality Verification

• EDIT provides reports that assist you with the
  Audit problems. Print all the Attendance
  Diagnostic Reports in order to verify that your
  data is correct.
• Check the Duplicate Students by Attendance
  (PRFAD012) report from the Turnaround Reports
  after the 1st Submission

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Data Quality checks and balances

• Use timelines to keep others in your district
  informed of due dates
• Use a check off list have data verified each
  six weeks
• How does your Superintendent or Principal conduct
  reasonableness checks on the data?
• Do you provide current year/prior year comparison
  reports?

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PID Maintenance EDIT PET

• This way please . . .