texas education agency peims legacy data standards changes for the 2014-2015 school year

Texas Education AgencyPEIMS Legacy Data

Standards Changes for the 2014-2015 School

Year

PEIMS Data Record Changes010 District Record

Two new data elements are added to the 010 District PEIMS record:

TOTAL-NUM-SCHOOL-BOARD-REQUESTS (E1556)

TOTAL-COST-SCHOOL-BOARD-REQUESTS (E1557)

Texas Education Agency – PEIMS Data Standards Changes Addendum Release 6

2014-2015 Data Standards


Two new data elements are added to the 010 District PEIMS record:

TOTAL-NUM-SCHOOL-BOARD-REQUESTS (E1556)





TOTAL-NUM-SCHOOL-BOARD-REQUESTS (E1556) indicates the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC Section 11.1512.




TOTAL-NUM-SCHOOL-BOARD-REQUESTS

The total number of requests will be reported in Submission 3 only and must be blank in submissions 1, 2, and 4.





The data collection period is from June 1 through May 31 of each year.





The total number of school board member information requests is not reported by Open Enrollment Charter Schools.




TOTAL-COST-SCHOOL-BOARD-REQUESTS (E1557) indicates the cost of fulfilling the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC SECTION 11.1512.





The total cost of requests will be reported in Submission 3 only and must be blank in submissions 1, 2, and 4.




TOTAL-COST-SCHOOL-BOARD-REQUESTS (E1557) The data collection period is from June 1

through May 31 of each year.





The total cost of school board member information requests is not reported by Open Enrollment Charter Schools.





Districts may use the Texas Attorney Generals Public Information Request cost schedule to calculate the costs reported.




District Community and Student Engagement Performance Ratings

Added by TEC 39.045 for the 2013-2014 school year.




Campus Community and Student Engagement Performance Ratings

A LEA must use criteria developed by a local committee to evaluate the LEA performance in each category.





-Not reported by the Texas Juvenile Justice District (TJJD).





Statutory Reporting and Policy Compliance Code (E1540) has a new code table for 2014-2015; C200.



PEIMS Data Record Changes

010 District Record

C200 - STATUTORY-REPORTING-AND-POLICY-COMPLIANCE-INDICATOR-CODE

0 - No (Not In Compliance) 1 - Yes (In Compliance)





School Districts and Charter Schools may not report the basic indicators (E1531 – E1539) as all “Not Applicable”.



PEIMS Data Record Changes020 Campus Record

Campus Student and Community Engagement Performance Ratings

Added by TEC 39.045 for the 2013-2014 school year.



PEIMS Data Record Changes020 Campus Record

Campus Student and Community Engagement Performance Ratings

A LEA must use criteria developed by a local committee to evaluate the LEA performance in each category.




020 District Record


Data is not reported for TJJD, JJAEP, DAEP, or TJJD juvenile detention center campuses.





Statutory Reporting and Policy Compliance Code (E1540) has a new code table for 2014-2015 . C200




020 Campus Record

C200 - STATUTORY-REPORTING-AND-POLICY-COMPLIANCE-INDICATOR-CODE

0 - No (Not In Compliance) 1 - Yes (In Compliance)





-Data is not reported by DAEPS, JJAEPs, TJJD, and Juvenile Detention Center campuses.





Campuses will get a data warning if all the basic indicators (E1531 – E1539) are all reported as “Not Applicable”.



PEIMS Data Record Changes030 Budget Record

Instructions for the Option to Change the Start Date of the Fiscal Year




In order to change the fiscal year start date to July 1, 2015, districts must file with TEA no later than June 30, 2014, a Notification of Intent to Change the Fiscal Year Start Date to July 1, 2015. This form (FIN-003) is available on the TEA website at:

http://www.tea.state.tx.us/school.finance/audit/FIN_003.pdf






ORGANIZATION-CODE (E0319)Removed specific edit references from “Table of Resource Guide Organization/Campus IDs”.



PEIMS Data Record Changes032 Financial Actual Record

Instructions for the Option to Change the Start Date of the Fiscal Year




In order to change the fiscal year start date to July 1, 2015, districts must file with TEA no later than June 30, 2014, a Notification of Intent to Change the Fiscal Year Start Date to July 1, 2015. This form (FIN-003) is available on the TEA website at:







ORGANIZATION-CODE (E0319)Removed specific edit references from “Table of Resource Guide Organization/Campus IDs”.



PEIMS Data Record Changes090 Staff Responsibilities RecordRole-ID VS Service-ID Matrix

- 012 Instructional Officer changed to “District Instructional Program Director”



PEIMS Data Record Changes101 Student Demographic Record

As Of Status Code Business Rules are streamlined and clarified




For Submission 1, AS-OF-STATUS-CODE is required indicates a student’s school-start window and Snapshot date enrollment status for the current year.




For Submission 3, AS-OF-STATUS-CODE is required indicates a student’s enrollment status in the district on the final day of the school year.



101 Student Demographic Record

For Submission 4, the AS-OF-STATUS-CODE is not reported.



101 Student Demographic Record AS-OF-STATUS-CODEs A through G

are used in Submission 1 and only in Submission 1 and indicate student enrollment status within the school-start window and on the PEIMS fall as-of-date in the current year.




AS-OF-STATUS-CODEs A, D, and E indicate that the student was enrolled last year but not in the school-start window this year.




AS-OF-STATUS-CODEs B, D, and F are used by TEA to determine the fall as-of date enrollment for each district. Students coded with B’s may or may not have been enrolled in the district during the prior year.




AS-OF-STATUS-CODE C is used to notify TEA that a student has been in the district in the school-start window during the current year, but not on the fall as-of date. Students coded with C’s may or may not have been enrolled in the district during the prior year. Districts are required to report students who were not prior year students and were not enrolled on the current year fall as-of date. Students coded with C’s are not counted as enrolled students when TEA publishes enrollment counts by district.




AS-OF-STATUS-CODE X is used in both

Submissions 1 and 3 for students in grades EE-06.



101 Student Demographic Record AS-OF-STATUS-CODEs H and I are used

in Submission 3 and only in Submission 3 and indicate student enrollment status in the district on the final day of the school year.



101 Student Demographic Record See the As Of Status Code Chart for a

concise summary of the above requirements for As Of Status Code.



101 Student Demographic Record See the AS-OF-STATUS-CODE matrix

with Corresponding edits.



101 Student Demographic Record GRADE-LEVEL-CODE (E0017) For Submission 1, the Grade Level Code

of a student enrolled in the current school reflects the most current grade level of the student.



101 Student Demographic Record GRADE-LEVEL-CODE (E0017) For Submission 1, the Grade Level Code of a

school leaver refers to the last grade of enrollment. Students who complete a grade, but do not return to school within the school-start window the following year, will be reported with the last grade level during the last year of enrollment.



101 Student Demographic Record GRADE-LEVEL-CODE (E0017) For Submission 3 and 4, Grade Level

Code refers to the last grade level at the end of the school year or on the last day of enrollment of the school year.



102 Student Demographic Record Foster Care Definition The general term “foster care” for

education purposes includes all students in the managing conservatorship (legal custody) of the Texas Department of Family and Protective Services (DFPS).



102 Student Demographic Record Foster Care Definition This includes students placed by DFPS

with a Kinship caregiver, when the child remains in the legal custody of Texas DFPS.



102 Student Demographic Record Foster Care Data Collection Authority The Texas Legislature only authorized TEA

permission to collect the “foster care” status of students in Texas DFPS Managing Conservatorship. Students in foster care from other states must not be reported as foster care for PEIMS reporting purposes.



102 Student Demographic Record Foster Care Data Documentation For Foster Care Indicator Code 1, schools may

accept any official Texas Department of Family and Protective Services form, listed below, that designate that a student is in Texas DFPS Managing Conservatorship. A school may also accept a copy of the court order for this purpose.



102 Student Demographic Record Foster Care Data Documentation 1. All forms in the 2085 series:

Foster Care/Residential Care - 2085 FC Kinship or Other Non-Foster Caregiver - 2085 KO Verified Kinship Foster Caregiver - 2085 KF Legal Risk - 2085 LR Home and Community-based Services (HCS) - 2085 HCS Supervised Independent Living - 2085 SIL Designation of Education Decision-Maker - 2085 E Designation of Medical Consenter - 2085 B



102 Student Demographic Record Foster Care Data Documentation 2. DFPS Kinship Caregiver Agreement –

0695

3. Court-Order naming Texas DFPS as the Temporary Managing Conservator (TMC) or Permanent Managing Conservator (PMC).



102 Student Demographic Record Foster Care Data Documentation For Pre-Kindergarten eligibility under the

foster care provision, follow the Student Attendance Accounting Handbook requirements.



110 Student Enrollment Record AT-RISK-INDICATOR-CODE (E0919) indicates

whether a student is currently identified as at-risk of dropping out of school using state-defined criteria only (TEC §29.081, Compensatory and Accelerated Instruction). A student at-risk of dropping out of school includes each student who is under 26 years of age and who: ……..



163 Student Special Education Record Report a CHILD-COUNT-FUNDING-TYPE-

CODE of “0” for special education students who do not meet requirements as specified for CHILD-COUNT-FUNDING-TYPE-CODE “3”. These students are less than 3 on the PEIMS fall snapshot date and greater than 21 years of age on September 1.



163 Student Special Education Record Report a CHILD-COUNT-FUNDING-TYPE-

CODE of “3” for special education students who meet requirements as specified for CHILD-COUNT-FUNDING-TYPE-CODE “3”. These students are at least 3 on the PEIMS fall snapshot date and less than 22 years of age on September 1.



163 Student Special Education Record PRIMARY-DISABILITY-CODE (E0041)

For students eligible for special education services such as visually impaired, auditorially impaired, and/or deaf-blind, always include such disabilities as either the primary, secondary, or tertiary disability. When deaf-blind is the primary disability it is not necessary to document visually impaired and auditorially impaired as secondary and tertiary disabilities.



163 Student Special Education Record REG-DAY-SCH-PROG-DEAF-CODE (E0833)

All students in the RDSPD must have a disabling condition of AI (03) (Auditory Impairment) or DB (05) (Deaf-Blind) as either their primary, secondary, or tertiary disability. This must reflect exactly what the ARD/IEP states.



203 STUDENT - SCHOOL LEAVER AND GRADUATION PROGRAM

Record 203 School Leaver record has been

renamed as described above.




Record The PEIMS 203 record will be reported in

the summer collection (submission 3) and the fall collection (submission 1).




Record In the summer collection, the PEIMS 203

record will collect the FHSP graduation program intent of all grade 9-12 students only.




Record In the fall collection, the PEIMS 203 record

will collect the graduation data for graduated students and leaver data for students in grades 7 – 12.




Record To accommodate the new FHSP program,

seven (7) new data elements have been added to the PEIMS 203 data record.




Record 1. E1541 - FHSP Participant Code indicates whether a student is currently enrolled in (pursuing) the Foundation High School Program.



203 STUDENT - SCHOOL LEAVER AND GRADUATION PROGRAM Record

2. E1542 -FHSP Distinguished Level Achievement Indicator Code indicates whether a student is currently pursuing or has successfully completed the distinguished level of achievement program under the Foundation High School Program as provided by TEC 28.025 (b-15).




3. E1544 -STEM Endorsement Indicator Code indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Science, Technology, Engineering, and Mathematics Endorsement.




4. E1545 -Business and Industry Endorsement Indicator Code indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Business and Industry Endorsement.




5. E1546 -Public Services Endorsement Indicator Code indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Public Services Endorsement.




6. E1547 -Arts and Humanities Endorsement Indicator Code indicates whether a student is currently enrolled in (pursuing) or has successfully completed an Arts and Humanities Endorsement.




7. E1548 -Multi-Disciplinary Studies Endorsement Indicator Code indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Multi-Disciplinary Studies Endorsement.




In the summer collection, all 7 data

elements E1541 – E1548 data elements will be reported for each student in grades 9-12.




In the fall collection, only 6 of the 7 data

elements E1542 – E1548 data elements will be reported for each graduate.

The FHSP Participant Code will not be reported in the Fall Collection.




Addendum Update: FHSP data elements E1541 - E1547 have

a new code table; C199.




C199 - FHSP-INDICATOR-CODE 0 - Student is not Pursuing or Participating

(Submissions 1 and 3)

1 - Student is Pursuing (Submission 3 Only)

2 - Student has Completed (Submissions 1 and 3)




In Submission 1, the 203 Student School

Leaver record identifies students who were enrolled at some point during the prior school year and did not graduate, earn a GED by August 31, or return to school enrollment by the last Friday in September.




Record In Submission 1, the 203 Student School

Leaver record continues to identify students who have graduated in the prior school year.




The FHSP elements E1541 – E1548 cannot

be reported in the 2014-2015 school year Fall Submission for students who graduated under the Foundation High School Program (Graduation Type Code 33) during the 2013-2014 school year.




The FHSP elements E1541 – E1548 will first

be reported at the end of the 2014-2015 school year (Submission 3) for students who are enrolled in (pursuing) the Foundation High School Program (Graduation Type Code 34).




In Submission 3, the 203 Student Graduation

Program record identifies the intent of students enrolled in the Foundation High School Program by collecting the Participant Code, Distinguished Level of Achievement Indicator Code, and the Endorsement Indicator Codes.




CAMPUS-ID (E0266) For Submission 1, CAMPUS-ID on the 203 Student School Leaver

record refers to the identification number of the campus in which the student was last enrolled. Submit the previous year's CAMPUS-ID even if the campus is closed in the current year.

For example, if a student completes the eighth grade at a middle school (Grades 6-8), and then fails to return to school at a high school (Grades 9-12) the following fall, the student is reported as a school leaver in Grade 8 from the middle school campus.




CAMPUS-ID (E0266) If the Campus from which a student is a “school

leaver” in the prior school year is no longer operational in the current school year, then the 203 Student School Leaver record must report the leaver data event using that student’s previous school year’s CAMPUS-ID.




CAMPUS-ID (E0266) For Submission 3, CAMPUS-ID on the 203 Student Graduation

Program record refers to the campus that the high school student was enrolled in on the last day of the school year, or the last day of enrollment during the school year.

For example, if a student was enrolled at both campus 004 and campus 003 during the course of the school year and was last enrolled at campus 003, then the 203 School Leaver record should reflect the Foundation High School Program data from campus 003 and not 004.




LEAVER-REASON-CODE (E1001) LEAVER-REASON-CODE is only reported in

Submission 1. All Leaver Reason Codes, other than code 98, require that the LEA obtain or maintain the documentation for each Leaver Reason Code as specified in Appendix D, Leaver Reason Codes and Documentation Requirements.




DATE-OF-GRADUATION (E0791) indicates the month

and year that the student graduated from high school.

DATE-OF-GRADUATION is only reported in Submission 1.




DATE-OF-GRADUATION (E0791) indicates the month and

year that the student graduated from high school.

The DATE-OF-GRADUATION for a student must fall within the time period of enrollment for the prior school year, up to and including the summer period between the prior school year and the current school year. (i.e. August 2013 through August 2014)




The GRADUATION-TYPE-CODE is only reported only

in Submission 1 to identify those students who have graduated from high school in the previous school year.




Graduation data is reported for all students who graduated

during the prior school year, including summer graduates up through August 31st. To graduate, students must satisfy the requirements under 19 TAC, Section 74, Subchapter B. Special education students must satisfy requirements under 19 TAC, Section 89.1070. The GRADUATION-TYPE-CODE code represents the program with the most stringent requirements that was completed by the student. Refer to the Texas State Graduation Requirements found on the TEA website at http://www.tea.state.tx.us/index2.aspx?id=2147486096 .



http://www.tea.state.tx.us/index2.aspx?id=2147486096

http://www.tea.state.tx.us/index2.aspx?id=2147486096


GRADUATION-TYPE-CODE 33 - Foundation High

School Program will be retired at the end of the 2014-2015 school year.




GRADUATION-TYPE-CODE 34 is published in the

2014-2015 Legacy PEIMS Data Standards, but will not be available for reporting 2013-2014 graduates in the 2014-2015 school year Fall submission. GRADUATION-TYPE-CODE 34 is published early to give LEAs the ability to track Foundation High School Program graduates during the 2014-2015 school year.




GRADUATION-TYPE-CODE Chart 34 is published in

the 2014-2015 Legacy PEIMS Data Standards, but will not be available for reporting 2013-2014 graduates in the 2014-2015 school year Fall submission. GRADUATION-TYPE-CODE 34 is published early to give LEAs the ability to track Foundation High School Program graduates during the 2014-2015 school year.



425 DISCIPLINARY ACTION DATA – STUDENT- Record

Except for the reason of “bringing a firearm to school”, a

student who is younger than 10 years of age may not be expelled for engaging in conduct described in TEC 37.007. Students who are less than 10 years of age and commit an otherwise expellable offense may be placed to a DAEP via a DAEP conference hearing in lieu of an expulsion hearing. Students under the age of 10 who bring a firearm to school must be expelled with placement to a DAEP.



Data Standards Data Element Additions and Deletions



New Data Element

FHSP-PARTICIPANT-CODE (E1541) – indicates whether a student is currently enrolled in (pursuing) the Foundation High School Program.

The FHSP Participant Code is only reported at the

end of the school year for any student that was enrolled in grades 9-12. If a student is reported as participating, then additional FHSP information (data elements E1542 – E1548) must be reported.



New Data Element

FHSP-DISTINGUISHED-LEVEL-INDICATOR-CODE (E1542) – indicates whether a student is currently pursuing or has successfully completed the distinguished level of achievement program under the Foundation High School Program as provided by TEC 28.025 (b-15).

The FHSP Distinguished Level Indicator Code must be

reported at the end of the school year for any student who was enrolled in (pursuing) the Foundation High School Program. (Submission 3)


0


New Data Element

STEM ENDORSEMENT INDICATOR CODE (E1544) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Science, Technology, Engineering, and Mathematics Endorsement.

The STEM Endorsement Indicator Code must be reported

at the end of the school year for any student enrolled in (pursuing) the Foundation High School Program.


1


New Data Element

BUSINESS AND INDUSTRY ENDORSEMENT INDICATOR CODE (E1545) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Business and Industry Endorsement.

The Business and Industry Endorsement Indicator Code must be reported at the end of the school year for any student pursuing the Foundation High School Program.


2


New Data Element

ARTS AND HUMANITIES ENDORSEMENT INDICATOR CODE (E1547) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed an Arts and Humanities Endorsement.

The Arts and Humanities Endorsement Indicator Code

must be reported at the end of the school year for any student enrolled in (pursuing) the Foundation High School Program.


3


New Data Element

MULTI-DISCIPLINARY STUDIES ENDORSEMENT INDICATOR CODE (E1548) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Multi-Disciplinary Studies Endorsement.

The Multi-Disciplinary Studies Endorsement Program

Indicator Code must be reported at the end of the school year for any student enrolled in (pursuing) the Foundation High School Program.


4


New Data Element

PUBLIC SERVICES ENDORSEMENT INDICATOR CODE (E1546) - indicates whether a student is currently enrolled in (pursuing) or has successfully completed a Public Services Endorsement.

The Public Services Endorsement Indicator Code must be reported at the end of the school year for any student enrolled in (pursuing) the Foundation High School Program.


5


New Data Element TOTAL-NUM-SCHOOL-BOARD-REQUESTS (E1556)

indicates the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC SECTION 11.1512.

Do not report requests submitted during a school board meeting.

This data is not reported by Open Enrollment Charter Schools.


6


New Data Element TOTAL-COST-SCHOOL-BOARD-REQUESTS (E1557) indicates

the cost of fulfilling the total number of requests submitted outside of a school board meeting by a member of the district’s board of trustees (school board) for information, documents, and records as specified in TEC SECTION 11.1512.

Do not report requests submitted during a school board meeting.

This data is not reported by Open Enrollment Charter Schools.

Report this value in whole dollars only.


7


Data Standards Code Table Additions and Revisions

Texas Education Agency – PEIMS Data Standards Changes

Addendum Release 108


Code 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.


9


Code Table Revisions 062 Graduation Type Code

30: Minimum High School Program31: Recommended High School

Program32: Distinguished Achievement

Program


0


Code Table Revisions C062 Graduation Type Code

33: Foundation High School Program

(Transitioning Students)

34: Foundation High School Program


1


Code Table Revisions C145 Fund Code

287: Education Jobs Fund (ARRA) is

Deleted


2


Code Table Revisions C146 Function Code

Deleted column for 033 SSA Actual Eligible

(FUNCTION-CODE is not collected on the 033 record)


3


Code Table Revisions C147 Program Intent Code

Revised PIC Codes 33, 34, 35 to be Actual Eligible


4



Delete 033 SSA Actual Eligible column

Add 055 Contracted Instructional Staff Eligible column


5



Change the order of columns to match other financial code tables.


6


Code Table Revisions C159 Object Code

Deleted column for 033 SSA Actual Eligible

(OBJECT-CODE is not collected on the 033 record).


7


Code Table Revisions C165 Disciplinary Action Reason Code

43:Truancy (failure to attend school) – Student

is at least 12 years old with at least 3 unexcused absences – TEC §25.094

44:Truancy (failure to attend school) – Student is at least 12 years old with 10 unexcused absences – TEC §25.094


8


Code Table Additions C198 Performance Rating Code

00:Not Applicable01:Exemplary02:Recognized03:Acceptable04:Unacceptable


9


Code Table Additions

C199 - FHSP-INDICATOR-CODE 0 - Student is not Pursuing or Participating

(Submissions 1 and 3)

1 - Student is Pursuing (Submission 3 Only)

2 - Student has Completed (Submissions 1 and 3)


0


Code Table Additions C200 STATUTORY-REPORTING-AND-POLICY-

COMPLIANCE-INDICATOR-CODE

0: No (Not In Compliance)1: Yes (In Compliance)


1


Edit Revisions

• See PEIMS Data Standards Change Document 5.


2


Edit Additions -

Edit Deletions - Edit Revisions -Refer to change document 5

Texas Education Agency – PEIMS Data Standards Changes

Addendum Release 123


texas education agency peims legacy data standards changes for the 2014-2015 school year

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