2018-2019 PEIMS Fall Submission & Timelines - TIS/PEIMS October 8, 2018
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2018-2019 PEIMS Fall Submission & Timelines TIS/PEIMS October 8, 2018
AGENDA
• Welcome Introduction
• PEIMS Fall Data Collection Schedule
• 2018-19 Fall PEIMS Data Collection Timelines
• Economic Disadvantage for CEP Campuses ONLY
• Staff Responsibility Records (breakout)
• What’s New in PEIMS
• PEIMS Data Entry Guides
2
Public Education Information Management
System (PEIMS)
• PEIMS is required of all Texas Public and Charter Schools
• Four PEIMS data collections a year, Fall, Mid-Year, Summer and
Extended Year
• Texas Education Agency (TEA) determines the data set for each
PEIMS collection.
• TEA sets the deadline for each submission
• Districts MUST meet the deadlines.
3
Districts are required to report to
PEIMS:
• Data on all students enrolled on snapshot (October 26, 2018)
• Leaver data for students served last year grades 7-12 who have
not returned to school by September 28, 2018 of this year (close
of the school start window).
• Staff responsibility records (Teacher assignments)
4
Fall Data Collection
• PEIMS data will be collected from the 2018-2019 eSchoolPLUS. The coding in effect as
of snapshot is reported to PEIMS.
• Teacher responsibility data will be collected from a combination of eSchoolPLUS and
Business Information Systems (BIS).
• All PEIMS data goes through a validation process and MUST meet the Texas Education
Agency (TEA) validation rules.
• Data not meeting the validation rules are rejected by TEA and is referred to as ‘Fatal
Errors’
Fatal Errors
• Fatal errors MUST be reviewed by the campus and corrected!
– PEIMS office will notify campuses of all errors via email, please check email
often.
– Emails will go to directly to data entry personnel (attendance clerks, registrars
and scheduling clerks).
• Campus personnel must resolve all errors by November 2, 2018
• TEA will not accept data with fatal errors!
• To ensure a timely PEIMS submission all errors must be corrected
immediately.
6
Timelines (refer to handout)
• All campuses MUST adhere to the timelines outlined in the
handout to ensure a timely PEIMS submission.
• Campuses are responsible for verifying their PEIMS data for
completeness and for accuracy.
• Verify data against source documentation.
7
What’s New in PEIMS • Section 504 Indicator Code • Intervention Strategy Indicator Code • Star of Texas Indicator for PK • LEP Code 3 & 4 • PE Courses reporting days and minutes
SECTION 504 INDICATOR CODE
Navigating Path: Search Student Menu Registration
Entry & Reports Student Demographic Personal 504 Plan
Description: Indicates that a student received assistance through either an aid,
accommodation, or service under Section 504 Rehabilitation Act of 1973 at any time during
the school year. (TEC 26.004) Reported in Submission 1 & 3. (Section 504 Indicator entered
in eSped/eStar)
9INTERVENTION STRATEGY
INDICATOR CODE
Navigating Path: Registration Entry & Reports Student District Defined District-Defined PEIMS Demogra
Description: indicates that a student enrolled at the campus participated in an
intervention strategy at any time during the school year. (TEC 26.004). Reported in
Submission 1 & 3. (Intervention Strategy Indicator entered in eSped/eStar)STAR OF TEXAS FOR PK
Navigating Path: Registration Entry & Reports Student District
Defined District-Defined PEIMS Pre-Kin
Description: indicates that the student is eligible for free public pre-kindergarten because they are the
child of a person awarded the Star of Texas.
Eligibility is defined as a person who has been awarded the Star of Texas Award and has presented as
proof, one of the following pieces of documentation:
1. Resolution Certification
2. Letter from the Governor
3. Letter from local representative (State representative from the Texas House or Senate
11New LEP Codes
Navigating Path: Registration Entry & Reports Student District Defined District-Defined PEIMS
Demogra
Student Exited from LEP Status – Monitored 3 (M3)
Student Exited from LEP Status – Monitored 4 (M4)
12PE Courses Reporting
Menu Path: Registration Scheduling Courses Course Sections Master Schedule
Physical Educations courses will be required to submit the Number of Days Taught and the Number of
Minutes Taught in which physical education instruction is provided each week for each course section by
the campus during the 4 weeks in October that includes the last Friday in October.
Only the physical education course with the following service ids will be reporting the number of days
taught and the number of minutes taught in the month of October. SERVICE-IDs –02530002, 02530003,
02850000, 03823000, PES00052, PES00054, PES00055, 82200XXX, 82930XXX, 83200XXX and 84200XXX
13New ADA Coding
Navigating Path: Registration Entry & Reports Student Demographic Entry/Withdrawal
When a student’s ADA code changes throughout the school year, the student will need to be
dropped with proper comment, and re-instated on the same day new ADA code. Keep
Schedule Active during this process.
NOTE: Calendar coding should always match the student’s ADA code
14PEIMS Fall Snapshot Submission
• PEIMS Fall Submission Checklist
• PEIMS Fall Submission Advanced Searches (Subscription
Saved Searches)
15Data collected for the Fall PEIMS submission
District Defined PEIMS Demographic
Menu Path: Registration Entry & Reports Student District Defined District Defined PEIMS Demogra
• ADA Eligibility-(entered in Entry/Withdrawal) • Early Reading Indicator (File will be imported)
• Campus ID of Residence • Foster Care
• Student Attribution • Military Connected Students
• Campus ID of Accountability (CCA Only) • Dyslexia Coding (eStar)
• LEP Indicator (eStar) • Individual Graduation Committee - (02-IGC
• Bilingual Program Type (eStar) Graduate reported for Fall Submission)
• ESL Program Type (eStar) • FHSP College Career (TREx)
• Parental Permission (eStar) • Military Enlistment Indicator (CCMR/A-F)
• Immigrant • Associate Degree (CCMR/A-F)
• GT • OnRamps Dual Enrollment
• SSI Promotion Retention • Intervention Strategy code – New (entered in
• Crisis Indicator Code eSped)
• Unschooled Asylee/Refugee • Peace Officer Instruction Met Date (TREx)
17District Defined PEIMS Title I
Menu Path: Registration Entry & Reports Student District Defined District Defined PEIMS Title I
• Homeless Status Code
• Unaccompanied Youth Code
• Title I – (coded at the district level for all Title I campuses)
• CCADAEP, CCAJJAEP & Plato are NOT Title I
18District Defined PEIMS Pre-Kinder
Menu Path: Registration Entry & Reports Student District Defined District Defined PEIMS Prekin
1) TEA want’s to know the PK Type Funding Source and Type for ineligible PK
students. Alex Arroyo Student Attendance Supervisor updates this data based on the
PK student’s ADA coding.
2) Star of Texas Indicator Code – Campus will code
19District Defined PEIMS Enrollment Indicator
Menu Path: Registration Entry & Reports Student District Defined PEIMS Enrollment Indicator
• T-STEM Indicator – DVHS, RHS, BAHS, YHS, PMS, RMS, DLVMS
• ECHS Indicator – VVECHS, PHS, YHS
20FHSP & Endorsements
Menu Path: Registration Entry & Reports Student District Defined FHSP Overrides
• Foundation High School Plan
• FHSP Distinguished Level of Achievement
• FHSP Endorsements:
• STEM Endorsement
• Business and Industry Endorsement
• Public Service Endorsement
• Arts and Humanities Endorsement
• Multi-Disciplinary Endorsement
21District Defined PEIMS Career & Tech
Menu Path: Registration Entry & Reports Student District Defined District Defined PEIMS Career
• Career & Technology Indicator – only used to code CTE Code “2”
• Note the CTE Indicator Code “1” will automatically be picked up for students who are enrolled
in a Career & Tech Course
• Single Parent Pregnant Teen
• Transportation CTE Support
• Displaced Homemaker Indicator
All scheduled Career and Technical Courses are reported to PEIMS – Middle & High Schools
22District Defined PEIMS Special Ed
Menu Path: Registration Entry & Reports Student District Defined District Defined PEIMS Special
• Special Education Data comes over from eSPED on a nightly basis
• Always check with your diagnostician first to make sure that what is coded in
eSPED is coming over correctly to eSchool.
• Any questions regarding eSped, please contact Imelda Wall 40939 or
iwall@yisd.net
23Registration
Menu Path: Registration Entry & Reports Student Demographic Registration
• First Name
• Middle Name
• Last Name
• Generation
• Home Language - (Original Home Language Survey Form)
• Native(Student) Language - (Original Home Language Survey Form)
• Gender
• Birthdate
24Personal
Menu Path: Registration Entry & Reports Student Demographic Personal
• Social Security Number
• State ID – ‘S’ numbers
• Unique ID – (PEIMS uploads)
• Hispanic/Latino Code
• Race Code
• Meal Status (Economically Disadvantage code) – CEP campuses code in Websmartt
• At Risk Code (Currently under construction)
• Migrant – (Federal & State Programs will be providing a copy of the Certification of Eligibility-
COE with Start Dates and those who need to be exited. Contacts Esmeralda Cruz x40795 or
Alice Garcia x40796)
• Section 504 (504 Plan) (entered in eSped)
25Be sure to fax Sylvia Torres (435-9622)
a PEIMS Demographic Change Form
for all discrepancies related to:
1. First Name
2. Middle Name
3. Last Name
4. Generation Code
5. Date of Birth
6. Gender
7. Social Security Number or to
Request an Alternate State Id ‘S’
number. 26Entry/Withdrawal
Menu Path: Registration Entry & Reports Student Demographic Entry/Withdrawal
• School Year
• Building
• Calendar (Needs to match ADA)
• Grade
• Entry Type
• Entry Code
• Entry Date
• ADA
• Withdrawal Code
• Withdrawal Date
• Drop Schedule, Preserve, Keep
27Data Conversion from Chancery to eSchoolPLUS
If the Programs Screen (back screen) has an end
date, then the District Defined (front screen) should
not have a code; therefore, no Homeless code
should be showing, JUST CLICK ON THE ‘SAVE’
BUTTON to remove the code from the front screen
28Economic Disadvantage for CEP
Campuses ONLYCEP Campuses ONLY • Students who are directly certified thru the state will be coded with an economically disadvantage code of “01” which is being handled thru Child Nutrition Services and uploaded to eSchoolPLUS on a nightly basis • Child Nutrition Services will be providing all CEP campuses with a list of all their Directly Certified students on the 5th of every month
CEP Campuses ONLY
• Students who are NOT on the Directly Certified list, will need to be identified and
coded at the campus level.
• Students where their Directly Certify Status expires (10/2018- List is being provided)
• A Socioeconomic Form is to be filled out by the parent/guardian and campuses will
determine the students economic disadvantage status and enter the applicable economic
disadvantage code and the date the parent signed into the WebSmartt Application.
• The only two applicable economic disadvantage codes that a CEP campus will use to
identify these students will be:
99 – Other (to include Free or Reduced)
00 – Not economically disadvantageSocioeconomic
Form
CEP only
32CEP Campuses ONLY - Websmartt
Code 99 if the student is identified as economically disadvantaged.
Code 00 if the student is identified as NOT economically disadvantaged.
33Meal Status - Economic Disadvantage
coding
Menu Path: Registration Entry & Reports Student Demographic Personal Meal Status
Economic
Disadvantage
coding is
transferred into
eSchoolPLUS
nightly from
WebSmartt. 34CEP - Economic Disadvantage
TIS-PEIMS will be:
• Making daily phone calls to campuses
• Running daily reports on the status of all economic
disadvantage coding entered into Websmartt
• Provide daily/weekly status reports in October to Associate
Superintendents, Principals, Assistant Principals, Federal &
State ProgramsLeavers
36Students served last year in grades 7-12 who have
not returned this school year by September 28, 2018
(close of the school start window), are reported to
PEIMS.
• Current Year No Shows
• Students who graduated last year to
include summer graduates
• Students who withdrew last yearCurrent Year No Show
For every student identified as a No Show this school year (served last year in grades
7-12), districts must report to PEIMS the reason the student did not show by the
close of the school start window (September 28, 2018).
The status entered on the Entry/Withdrawal
Screen 2019 School Year dated 08/27/2018 for
both the Entry and Withdrawal Date is
reported to PEIMS
All no shows MUST be changed to the proper
leaver code in accordance to Appendix D
3839
All leaver codes entered in eSchoolPLUS MUST be supported by documentation. If no documentation is obtained, student must be coded in eSchoolPLUS with a leaver reason of 98- Other. Refer to Appendix D for Documentation Requirements.
Prior year leavers – Leaver coding
Students who withdrew last year and have not returned this
year, are also reported to PEIMS, with the leaver status code
that was entered for the prior year.
Last year withdrawn studentsPrior year graduates – Leaver coding
For every senior last year who graduated (Early graduate, End of Year Graduate and
Summer Graduates), districts must report to PEIMS the graduation date and the
graduation plan the student graduated under.
The ‘G’ code entered on the last line of enrollment for the prior school year will be
reported to PEIMS and represents the graduation plan the student graduated under.
The graduation plan for all graduates MUST be obtain from the school counselor.
17-18 GraduatesGraduation Plans There are currently 25 graduation plans identified by TEA. Be sure to get the appropriate graduation plan from the school counselor.
Underreported Students
• Mover’s (Leaver code 80) not enrolled in another Texas Public or
Charter school by the first PEIMS submission (December 6, 2018)
• TEA requires all Texas Public School districts to report their Fall
PEIMS data by December 6, 2018. This is referred to as the first
submission.
• After December 6th, TEA will check to see if YISD movers (leaver
code 80) are actually showing an enrollment record at another
Texas public or charter school. If no enrollment record is found the
student is placed on the district’s‘ Underreported Student’ listingCorrecting All Underreported Students
Districts MUST review all underreported students for proper documentation
prior to the winter break. The PEIMS office and Monica Bustillos will work
with campuses on their underreported student listing.
• If you are not able to produce documentation showing proof the
student has enrolled in a Texas public or/ charter school within the
school start window (First day of school through September 28, 2018)
leaver reason code 80 must be removed in eSchoolPLUS and replaced
with leaver code 98 UNLESS you can produce documentation to support
another leaver code.
• UID Enrollment is NOT an acceptable document to verify the student is
enrolled at a particular campus.Consequences of Underreporting Students
Staff Responsibility Record Secondary Campuses
Teacher Responsibilities
• Who is teaching the class? (Staff holding a valid teacher certificate or permit in order to perform instruction
to the students)
• Is there a professional in the class assisting the teacher?
• Is there a professional providing support services in the class?
• How many students are served in the class?
• How many monthly minutes are being devoted to the class?
• What student population is the class designed for: Regular students, Bilingual Students, Career & Technical
Students, Special Education Students, ESL Students ?
• What is the class setting; Regular, Non Regular (ISS, E2020, DAEP, Special Education)?Teacher Assignments
Districts are required to report to PEIMS the staff responsibility record for all professional staff
(Teacher of Record, Assistant & Support) to PEIMS. All staff assigned to the master schedule
with at least one student enrolled will be reported to PEIMS with the following information:
• Role Id – identifies the capacity in which a person services (Teacher or Substitute teacher)
• PEIMS service id – 8 digit PEIMS id identifying the service provided by the teacher.
• Population Served – identifies the student population for which a service has been
designed (Regular Ed, Bilingual Ed, Career & Technical, Special Ed, ESL)
• # of students in the class – as of PEIMS snapshot date (teacher of record only)
• Class type – Regular & Non Regular classes (In School Suspension, DAEP, JJAEP classes,
E2020 classes, Special Education setting.
• Monthly Minutes – based on bell scheduleState Course Service ID
50# of Students
51PRIMARY STAFF ASSIGNMENT
52SECONDARY STAFF ASSIGNMENT
Use the Secondary Staff to code all Assistant & Support Teachers
53Monthly Minutes
5455
Important Points to Remember • Do not assign day to day substitute teachers to the master schedule • Do not replace a teacher of record if the teacher is out on sick leave or family medical leave to the master schedule • DO NOT assign a substitute teacher to a class UNLESS the substitute is permanently replacing a teaching position that has become vacant through death, resignation or termination! (In this case, your administrator would have worked with HR) • DO REPORT all Assistant & Support Teachers
Staff Responsibility Records
Elementary Campuses
Scheduled TeachersTeacher Responsibilities • Who is teaching the class? (Staff holding a valid teacher certificate or permit in order to perform instruction to the students) • Is there a professional assisting the teacher? • Is there a professional providing support services in the class? • Is there a PK classroom aide servicing the teacher of record? • How many students are served in the class? • How many monthly minutes are being devoted to the class? • What student population is the class designed for: Regular students, Bilingual Students, Special Education Students, ESL Students ? • What is the class setting; Regular, Non Regular ?
Class Setup – Teacher Assignments
• All staff assignments (Teacher of Record, Assistant, Support, PK Classroom Aide)
in effect as of the PEIMS snapshot date of October 26, 2018 will be extracted to
PEIMS with the following information:
• PEIMS service id – 8 digit PEIMS id identifying the service provided by the teacher.
• Role Id – identifies the capacity in which a person services (Teacher or Substitute
teacher)
• Population Served – Default is Regular; campuses MUST override for classes
designed for Bilingual Ed, Special Ed or ESL)
• # of students in the class – as of PEIMS snapshot date (teacher of record only)
• Class type – Default is Regular; campuses MUST override ONLY for classes
designed for Special Education
• Monthly Minutes – default to 9000.
59PRIMARY STAFF ASSIGNMENT
60SECONDARY STAFF ASSIGNMENT
ASSISTANT & SUPPORT TEACHERS
61SECONDARY STAFF ASSIGNMENT
PK CLASSROOM AIDES
62Overriding default values (Population Served
and Class Type)
Elementary scheduling is setup to report default PEIMS values for the Population Served and Class
Type code. Elementary campuses must override the default value for all classes designed
specifically for Special Ed or Bilingual Ed.
Defaults:
• Population Served - All subjects identified as ‘Spanish’ has a default Population Served coding
of ‘Bilingual’ with a class type default of ‘Regular’
• Class Type - All subjects identified with the letter ‘R’ has a default Population Served of ‘Special
Ed’ with a class type default of ‘Non-Regular’.Population Served and Class Type
How to Manually Override the Population Served and Class Type for classes designed
specifically for Special Ed and Bilingual ED
64PEIMS Sharepoint
URL: peims.yisd.net
65TEAL Application
66Important points to remember • Be sure to add any additional support & assistant teachers as well as any PK Classroom Aides ONLY to the class they support. • Be sure to enter the appropriate Population Served and Class Type override for all Special Ed Behavior classes and Classes designed specifically for Special Ed. • Be sure to enter the Population Served override for all classes specifically designed for Bilingual. • DO NOT override Inclusion classes – Inclusion classes are designed for Regular students even though there may be special Ed students participating in the class. • Hold off on coding teachers who pull students out of the classroom as oppose to going into the classroom.(Call PEIMS for coding)
Important Points to Remember • Do not assign day to day substitute teachers to the master schedule. • Do not replace a teacher of record if the teacher is out on sick leave or family medical leave. • DO NOT assign a substitute teacher to a class UNLESS the substitute has been permanently assigned to replace a teaching position that has become vacant through death, resignation or termination! (In this case, your administrator would have worked with HR)
THINGS TO KNOW…
• CEP expired Directly Certified Students (10/2018) Rosters
• Missing Student (Native) Language Roster
• Duplicate Enrollment Rosters
• PE course listing to report days and minutes
• Missing ADA Rosters
• PK to Kinder ADA codes
• Do NOT remove the building when enrolling students….need to add new line
• Run the Free Time Detail report for missing schedules
• CUM Folders need to be returned back to the student’s last enrolled campus
• TREx….
• contact the LPAC department if needing LPAC documents for TREx
• need to request student records when students enroll at YISD from other districts
• 10 days to fulfill TREx requests with all required documentation 69PEIMS Data Entry Guides
Who to Call PEIMS Diana Duran, PEIMS Coordinator 434-1038 Amanda Diaz, PEIMS Coordinator Assistant 434-1041 Sylvia Torres, PEIMS Clerk 434-1040 Student Information Systems Mary Grace Mascorro, SIS Secretary 434-1029 Fernie Flores, Tech Data Integration Service Manager 434-1035 Student System Support Sonia Padilla, Training Analyst III 434-1032 Lissa Ortiz, TIS Support Assistant 434-1037 Jessica Estrada, TIS Support Assistant 434-1039 Student Attendance Accounting Alex Arroyo, Student Attendance Accounting Supervisor 434-1043
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