texas education agency peims data standards changes for the 2012-2013 school year

March 2012 ReleaseMarch 2012 Release

2012-2013 Data StandardsBeginning with the 2012-2013 school year, the PEIMS Data Standards will be published in tandem with the Texas Education Data Standards.

Texas Education Agency – PEIMS Data Standards Changes March Release 2

2012-2013 Data StandardsThe PEIMS Data Standards are now known as the “Legacy” PEIMS Data Standards.


2012-2013 Data StandardsGlobal Changes to the Legacy PEIMS Data Standards

The 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.


2012-2013 Data StandardsGlobal Changes to the Legacy PEIMS Data Standards

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


2012-2013 Data StandardsEach PEIMS Data record is formatted and presented in the following way:

- 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 March Release 6

2012-2013 Data StandardsData Standards Revisions

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


2012-2013 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.


2012-2013 Data StandardsData Reporting Changes

• 040 Staff Data –Identification/Demographic Identification Record Middle-Name - Do not use any other text such as NONE, NA, NMI, etc… for the middle name if the staff person has no middle name.



• 040 Staff Data –Identification/Demographic Identification Record If a school reports a teacher for a non-campus based setting, all appropriate staff data must be reported. (040, 043, 045, 050, and 305)



• 100 Student Data - Identification Record Middle-Name - This field may now be blank for students. Do not use any other text such as NONE, NA, NMI, etc… for the middle name if the student has no middle name.



• 100 Student Data - Identification Record

Homeless-Status-Code (E1082) added to column 79.



Homeless-Status-Code Definition

See PEIMS Data Element E1082


2012-2013 Data StandardsData Reporting ChangesFour categories of Homeless Status:

-Shelters -Doubled-Up -Unsheltered -Motels/Hotels


2012-2013 Data StandardsData Reporting ChangesHOMELESS-STATUS-CODE is to be used by all districts for reporting whether or not a student is homeless and, if homeless, what their primary nighttime residence is at the time of identification.


2012-2013 Data StandardsData Reporting ChangesHOMELESS-STATUS-CODE is used to identify all the students that have experienced homelessness at some point during the school year.


2012-2013 Data StandardsData Reporting ChangesMcKinney-Vento requires each school district to designate a homeless liaison. This person supports the district in Homeless coding decisions.


2012-2013 Data StandardsData Reporting ChangesHOMELESS-STATUS-CODE Codes

0 - Student is not homeless at any time during current school year

1 - Student lives in a shelter, transitional housing, or is awaiting foster care at any time during current school year

2 - Student lives temporarily doubled-up (sharing residence with a family or individual) at any time during current school year


2012-2013 Data StandardsData Reporting ChangesHOMELESS-STATUS-CODE Codes (continued)

3 - Student is unsheltered (i.e, lives on the street, lives in cars, parks, campgrounds, temporary trailers [including FEMA trailers], or abandoned buildings) at any time during current school year

4 - Student lives in motel or hotel at any time during current school year



• 100 Student Data - Identification Record

Unaccompanied-Youth-Code (E1084) added to column 80.



Unaccompanied-Youth-Code

See PEIMS Data Element E1084



UNACCOMPANIED-YOUTH-STATUS-CODE is to be used by all districts to identify and report whether or not a student is unaccompanied (not in the physical custody of a parent or guardian), and if unaccompanied, whether or not they received services under the McKinney-Vento program at any time during the school year.



UNACCOMPANIED-YOUTH-STATUS-CODE

If a student is unaccompanied, but later that school year becomes accompanied, this status code should not be changed and should still indicate that the student had been unaccompanied.




For PEIMS reporting purposes, all students identified as unaccompanied in the Fall Snapshot must also be coded as unaccompanied in the summer collection.




The unaccompanied status of each student should be determined upon enrollment and at the start of each new school year.




Every school district should have processes and procedures in place to help identify students who become unaccompanied after enrollment or after the start of a new school year.



UNACCOMPANIED-YOUTH-STATUS-CODE Codes

0 - Student is not unaccompanied at any time during the current school year

1 - Student is unaccompanied (i.e., is not in the physical custody of a parent or guardian) and received services under the McKinney-Vento program at any time during the current school year

2 - Student is unaccompanied (i.e., is not in the physical custody of a parent or guardian) and did NOT receive services under the McKinney-Vento program at any time during the current school year



• 305 Teacher Class Assignment Data Record The Student Attendance Accounting Handbook requires a teacher of record to be reported for all CTE classes for which a school claims CTE funding.



• 305 Teacher Class Assignment Data Record If a school reports a teacher for a non-campus based setting, all appropriate staff data must be reported. (040, 043, 045, 050, and 305)



400 Basic Attendance Data- Student Record

PEP-INDICATOR-CODE (E1012) has been deleted from the record.



400 Basic Attendance Data- Student Record All reporting instructions related to the PEP-INDICATOR-CODE have been deleted from the reporting instructions and examples.



407 Student Data - Optional Extended Year Program OEYP data record has been removed from the 2013- 2014 PEIMS Data Standards.



407 Student Data - Optional Extended Year Program As a result of the OEYP sunset, PEIMS data elements E1014 - OEYP Program Type Code and E1029 – OEYP Promotion Retention Code have been removed from the PEIMS Data Standards.


2012-2013 Data StandardsData Standards Code Table Revisions As a result of the OEYP sunset, PEIMS code tablesC168 - Optional Extended Year Program Type Code, andC170 - OEYP Promotion Retention Indicator Code are deleted.



425 Disciplinary Action Data – Student Record

Added Behavior Location Code (E1017) to columns 76 - 78.



425 Disciplinary Action Data – Student Record Behavior Location Code indicates where a student committed an applicable offense that is enumerated in Texas Education Code 37.006 or 37.007. (On/off campus, school related activities, etc…).



425 Disciplinary Action Data – Student Record Behavior Location Code eliminates duplicate reasons in the C165 Discipline Reason Code Table.



The Behavior Location Code allows school staff to ask and answer two questions to determine proper Discipline Action Reason Code reporting.



Two Discipline determination questions:

1. What did the student do?

2. Where did the student commit the behavior?



Reference Appendix E for a complete explanation of the Behavior Location Code for each Discipline Action Reason Code for which the code is applicable.



461 Student Data- Title I Part A Record TITLE-I-PART-A-INDICATOR-CODE (E1017) has been deleted from the record.



500 Flexible Attendance Data- Student Record

PEP-INDICATOR-CODE (E1012) has been deleted from the record.



500 Flexible Attendance Data- Student Record All reporting instructions related to the PEP-INDICATOR-CODE have been deleted from the reporting instructions and examples.


2012-2013 Data Standards

Data Standards Code Table Revisions


2012-2013 Data StandardsCode Table Revisions

• C022 Service ID Code Table• New columns added to the code

table: Eligible for High School Credit, Course Abbreviation, Available Units/Credits, and CTE Course.


2012-2013 Data Standards Code Table Revisions

• C022 Service ID Code Table• All Magnet Course Service IDs

removed.• See Change Document 4 for other

C022 changes.



• C159 Object Code (Actual) (Codes added)

• Reference Change Document 4 for complete list.



• C159 Object Code (Actual) (Codes revised)

• Reference Change Document 4 for complete list.



C159 Object Code (Actual) (Codes deleted)

3420: Reserve for Retirement of Long-Term Debt

3440: Reserve for Outstanding Encumbrances



• C160 Fund Code (SSA) Actual Code Table

• Fund Code 309 – SSA Adult Basic Education –Federal is added to the code table.



• C178 Crisis Code Table• Crisis Code 03 – Wildfire Crisis

Code deleted from the code table.



C178 Crisis Code Table (New Codes added)

• 06 – Reserved for Future Health or Weather Related Crisis

• 07 – Reserved for Future Health or Weather Related Crisis



• C182 Non Campus Based Instruction Code Table (New Codes added)

• 09 – Out of District DAEP• 10 – Non-District PE Substitution

Program



• C165 Disciplinary Action Reason Code Table (Codes deleted)

• 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)




• 20 – Serious or Persistent Misconduct Violating the Code of Conduct while in DAEP



• C165 Disciplinary Action Reason Code Table (Codes added)

• 59 – Serious Misbehavior as defined by TEC 37.008 while expelled or placed in a DAEP



• C189 - Homeless Status Code (added)



• C192 - Unaccompanied Youth Status Code Table (added)



• C190 - Behavior Location Code Table (added) This code eliminates duplicate reasons in the C165 Discipline Reason Code Table. See Appendix E.



• Financial code tables will include expanded information. Instead of using asterisks to signify budget/payroll versus actual use, columns will be used with flags. See Program Intent (C147) and Function Code (C146) tables.



• Appendix H list is Early Notice of changes to Financial code tables for 2013-2014 school year. will include expanded information. Instead of using asterisks to signify budget/payroll versus actual use, columns will be used with flags.


2012-2013 Data StandardsEdit Revisions

• See PEIMS Data Standards Change Document 5.



• Significant Edit changes.



• 04056 - If the last four characters of DATE-OF-BIRTH are greater than “1993”, then TOTAL-YEARS-PROF-EXPERIENCE must be 0 (Staff person is 18 years of age or younger) . Fatal.



• 04058 - If MIDDLE-NAME is blank, then a warning will be issued for the PEIMS user to check whether or not a middle name exists for the person. Warning.



• 04057 - If TOTAL-YEARS-PROF-EXPERIENCE is greater than 0, then the last four characters of DATE-OF-BIRTH must be less than “1994”(Staff person must be at least 19 years of age or older). Fatal.



• 10008- FIRST-NAME, MIDDLE-NAME, and/or LAST-NAME must not end with " II", “ III”, " IV", " JR", or " SR".

• Change from Fatal to Special Warning.



• 10025- If AS-OF-STATUS-CODE is not “A”, then ADA-ELIGIBILITY-CODE cannot be blank. Fatal.



• 10026- ADA-ELIGIBILITY-CODE must be blank if AS-OF-STATUS-CODE = ‘A’. Fatal.



• 1102A- If September 1 age is greater than 20, then AT-RISK-INDICATOR-CODE must be “0”. Fatal.



• 30003, 30504, 41506- SERVICE-ID must match an instructional entry on the SERVICE-ID code table C022 and must not begin with “SA”, “SE”, “SR”, “SS”, “01”, “8”, or “9”. Fatal.



• 30008- If NON-CAMPUS-BASED-INSTRUCTION-CODE is “10”, then SERVICE-ID must be PES00008 – PES00011. Fatal.



• 30009- If NON-CAMPUS-BASED-INSTRUCTION-CODE is “09”, then CAMPUS-ID, must be registered in the Texas School Directory as a DAEP campus type. Fatal.



• 30011- If SERVICE-ID is a Career and Technical Education course, then NON-CAMPUS-BASED-INSTRUCTION-CODE must be “00”. Special Warning.



• 30010, 30512, 41562 - SERVICE-ID cannot be ’02497009’, ’02510001’, ’02520004’, ’02530002’, ’02540005’, ’02550020’, ’02560005’, ’02561005’, ‘02620001’, ‘02630001’, ’02640005’, ’02650000’, ‘02660009’, ‘02670000’, ‘11400000’, ‘11401800’, ‘11403600’. Fatal.



• 30513 - ASSIGNMENT-END-DATE must be equal to or greater than ASSIGNMENT-BEGIN-DATE.

• Fatal.



• 41563- STUDENT-END-DATE must be equal to or greater than STUDENT-BEGIN-DATE. Fatal.



• 41564- STUDENT-END-DATE must be greater than STUDENT-BEGIN-DATE. Fatal.



• 10015 - FIRST-NAME, MIDDLE-NAME, or LAST-NAME must only contain the following characters: A-Z, 0-9, apostrophe, hyphen, the space character. Fatal.



• 10027 - If MIDDLE-NAME is blank, then a warning will be issued for the PEIMS user to check whether or not a middle name exists for the person. Warning.


texas education agency peims data standards changes for the 2012-2013 school year

Documents

texas education data

data standardsbeginning

data standardsglobal

legacy peims data record

data reporting questions

appropriate staff data

student data identific

peims records