ࡱ>  bjbjVV 7<<WJJ$!|#U'y(L(((*67+d+4vxxxxxx`x6))66x((4DCCC6((vC6vCCbԏ$,($N;VbѢUN?,"N8 +\+/fC1}35+++xxA&+++U6666+++++++++J S:  TEXAS EDUCATION AGENCY 2011-2012 PUBLIC EDUCATION INFORMATION MANAGEMENT SYSTEM DECEMBER 2010 PRELIMINARY VERSION DATA STANDARDS 2011-2012 DECEMBER 2010 PRELIMINARY DATA STANDARDS FOR SCHOOL DISTRICT DATA DELIVERY This document can be downloaded from the internet at the following website address:  HYPERLINK "http://www.tea.state.tx.us/index4.aspx?id=3014" http://www.tea.state.tx.us/index4.aspx?id=3014 This Texas Education Agency publication is not copyrighted. Any or all sections may be duplicated. Texas Education Agency 1701 N. Congress Avenue Austin, Texas 78701-1494 State Board of EducationRENE NUEZ El Paso District 1 MARY HELEN BERLANGA Corpus Christi District 2BARBARA CARGILL The Woodlands District 8 DON McLEROY College Station District 9(State Board for Career and Technology Education)RICK AGOSTO San Antonio District 3CYNTHIA NOLAN DUNBAR Richmond District 10GAIL LOWE, Chair Lampasas District 14LAWRENCE A. ALLEN, JR., Vice Chair Houston District 4PATRICIA HARDY Fort Worth District 11KEN MERCER San Antonio District 5GERALDINE MILLER Dallas District 12TERRI LEO, Secretary Spring District 6MAVIS B. KNIGHT Dallas District 13DAVID BRADLEY Beaumont District 7BOB CRAIG Lubbock District 15 Robert Scott Commissioner of Education (Executive Officer of the State Board of Education) COMMITTEES OF THE STATE BOARD OF EDUCATION INSTRUCTION Barbara Cargill, Chair Ken Mercer, Vice Chair Lawrence A. Allen, Jr. Terri Leo Geraldine MillerSCHOOL FINANCE/PERMANENT SCHOOL FUND David Bradley, Chair Rick Agosto, Vice Chair Cynthia Noland Dunbar Gail Lowe Rene NuezSCHOOL INITIATIVES Bob Craig, Chair Mavis B. Knight, Vice Chair Mary Helen Berlanga Patricia Hardy Don McLeroy Table Of Contents FOREWORD ii PREFACE iii ACKNOWLEDGEMENTS v Section 1: DATA SUBMISSION RESPONSIBILITIES 1. 1 Section 2: DATA SUBMISSION REQUIREMENTS 2. 1 Data Submission Requirements 2. 1 Organization Data 2. 3 District Finance Data 2.10 Staff Data 2.32 Student Data 2.86 Section 3: DESCRIPTION OF DATA ELEMENTS 3. 1 Alphabetical List of Data Elements 3. 3 The Definitions 3. 7 Section 4: DESCRIPTION OF CODES 4. 1 Alphabetical List of Code Tables 4. 2 Code Tables 4. 4 Section 5: EDITS 5. 0 General Data Submission Rules 5. 1 Record Type General Edits 5. 1 Data Element General Field Edits 5. 1 Data Element Record Type Field Edits 5. 1 Context Edit Rules 5.16 Section 6: XML Diagrams 6. 1 Section 7: XML Core 7. 1 Section 8: XML Fall 8. 1 Section 9: XML Mid-Year 9. 1 Section 10: XML Summer 10. 1 Section 11: XML Extended Year 11. 1 Section 12: XML Schemas 12. 1 Section 13: XML Codes 13. 1 Section 14: XML Sample Files 14. 0 XML Fall Sample File 14. 1 XML Mid-Year Sample File 14. X Appendix A - Data Overview A. 1 Appendix B - Data Elements B. 1 Appendix C - Cross-Reference Table C. 1 Appendix D - Leaver Reason Codes and Documentation Requirements D. 1 Appendix E - Additional Information Related to Discipline E. 1 Appendix F - Ethnicity and Race Reporting Guidance F. 1 Appendix G - PID Enrollment Tracking (PET) G. 1 Appendix H - Early Notice of Leaver Reporting Changes for 2011-2012 H. 1 Appendix I - Notice of PEIMS XML Data Submission Requirement for 2012-2013 I. 1 Foreword The collection of Public Education Information Management System (PEIMS) data is required of all school districts by TEC 42.006. The Data Standards provides instructions regarding the submission of PEIMS data from school districts to the Texas Education Agency. The 2011-2012 standards: ( describe the PEIMS data reporting requirements; ( provide descriptions of data elements and the codes used to report them; ( detail the responsibilities of school districts, education service centers, and the Texas Education Agency in connection with the data collection process; and ( provide descriptions of the data collection requirements, including collection record layout specifications and data edit specifications. The PEIMS Data Standards is for all persons involved in the PEIMS data collection process, including school district administrators, special program personnel, data control personnel, data processing staff, service center coordinators, and others. The Data Standards is for data delivery only. It should not be construed to represent the format of data available for retrieval from the PEIMS database. Commissioner of Education Preface A description of the contents for each section of the 2011-2012 PEIMS Data Standards follows. Section 1: Data Submission Responsibilities and Specifications This section provides a general description of PEIMS. It specifies the as-of and due dates for the four data collections. It also includes a discussion of the various responsibilities of the school districts, education service centers, and the Texas Education Agency. Section 2: Data Submission Requirements This section includes a chart of the data file layouts, a description of each record type, the various record layouts, and reporting examples. The following record types have been revised: PageRecordRecord Name2.4011ORGANIZATION DATA - SHARED SERVICES ARRANGEMENT2.11030DISTRICT FINANCE DATA - BUDGET2.18032DISTRICT FINANCE DATA - ACTUAL2.27033DISTRICT FINANCE DATA - SHARED SERVICES ARRANGEMENT2.67090STAFF RESPONSIBILITY2.86100STUDENT DATA - IDENTIFICATION2.125163STUDENT DATA - SPECIAL EDUCATION2.151305STAFF DATA - 鶹ֱCHER CLASS ASSIGNMENT2.189415COURSE COMPLETION DATA - STUDENT Section 3: Description of Data Elements This section provides an explanation of the information on each data element page, an alphabetical list of the data elements, and a detailed description of each data element. The following data elements were revised: PageElementElement Name3.9E0006DATE-OF-BIRTH3.50E0791DATE-OF-GRADUATION3.137E1034DATE-OF-RESTRAINT-EVENT3.139E1036DATE-OF-DISCIPLINARY-ACTION3.147E1044LAST-DATE-OF-ENROLLMENT3.168E1065ASSIGNMENT-BEGIN-DATE3.169E1066ASSIGNMENT-END-DATE3.172E1069STUDENT-BEGIN-DATE3.173E1070STUDENT-END-DATE3.180E1077PPCD-SERVICE-LOCATION-CODE Section 4: Description Of Codes This section provides an explanation of the information on each code table page, an alphabetical list of the code tables, and a listing of the codes and translations by table. The following code tables were revised: PageTableTable Name4.60C022SERVICE-ID4.131C162LEAVER-REASON-CODE (abbreviated)4.132C162LEAVER-REASON-CODE4.159C182NON-CAMPUS-BASED-INSTRUCTION-CODE4.162C184PPCD-SERVICE-LOCATION-CODE Section 5: Edits This section provides the record type data element field edits and context edits. Edits that were for 2010-2011 record types have been revised, as needed. Additional edits to check for the reasonableness of the data have been included. These additional edits are based on the analysis of problems or discrepancies in previously submitted PEIMS data. There are three types of edits: fatal errors, special warning errors, and warning errors. Section 6: XML Diagrams This section illustrates the XML Diagrams for the Core, Fall, Mid-Year, Summer, and Extended Year XML data submissions. Section 7: XML Core Data Structure This section illustrates the XML .XSD data structure for the XML Core. The Core data structure is used with each of the four PEIMS submissions; Fall, Mid-Year, Summer, and Extended Year. Section 8: XML Fall Data Structure This section illustrates the XML .XSD data structure for the XML Fall Submission. Section 9: XML Mid-Year Data Structure This section illustrates the XML .XSD data structure for the XML Mid-Year Submission. Section 10: XML Summer Data Structure This section illustrates the XML .XSD data structure for the XML Summer Submission. Section 11: XML Extended Year This section illustrates the XML .XSD data structure for the XML Extended Year Submission. Section 12: XML Schemas This section illustrates the XML .XSD schema structure for the XML Submissions. Section 13: XML Data Codes This section illustrates the valid codes that can be reported with the XML .XSD files for the Fall, Mid-Year, Summer, and Extended Year Submissions. Section 14: XML Sample Files This section provides examples of an XML .XSD file for the Fall Submission and the Mid-Year Submission. Appendix A This appendix provides a discussion, by category, of the data to be collected. Appendix B This appendix provides each category of data, along with record types, data elements, and code tables, presented in matrix form. Appendix C This appendix includes a listing of the data elements in an alphabetical cross reference table. Appendix D This appendix provides an expanded definition and specific guidelines on acceptable documentation for each of the leaver reason codes. Appendix E This appendix contains additional information related to discipline. Appendix F This appendix provides Ethnicity and Race Reporting guidance. Appendix G This appendix provides details of PID Enrollment Tracking (PET). Appendix h This appendix provides early notice of changes to the LEAVER-REASON-CODEs for the coming school year. Appendix I This appendix provides early notice of PEIMS XML Data Submission Requirements for 2012-2013. Acknowledgements The following Texas Education Agency staff was involved in developing this publication. Melody Parrish, Director Enterprise Data Management Sharon Lewellyn, Enterprise Data Planning Bryce Templeton, Enterprise Data Management Rich Phipps, Enterprise Data Management Jeanine Helms, PEIMS Maintenance Section 1: Data Submission Responsibilities and Specifications Data Submission Responsibilities and Specifications Close cooperation of school districts, regional Education Service Centers (ESCs), and the 鶹ֱ is required for the successful creation of the PEIMS database. Responsibilities for the PEIMS data collection process are divided as follows: Submission descriptions: Collection 1 represents the state of the district as of the Fall Snapshot date. Although the Fall Snapshot Date may not be a day of instruction, districts still report all students served and staff employed on that date. Exception: Leaver data are reported based on leaver status as of the last Friday in September. Collection 2 is a report of actual financial data for the prior school year. Collection 3 includes yearlong student attendance, course completions, disciplinary actions, course sections, and teacher class assignments. Collection 4 is a report of extended year services student data for the school year, as well as student flexible attendance. The collection will include the following records for the collection period shown: FileRecordsWhen CollectedOrganization010, 020 011Collections 1, 2, 3, and 4 Collections 1 and 2Finance030 032, 033Collection 1 Collection 2Course Section300Collection 3Staff040, 043, 045, 050, 055, 060, 090 040, 043, 045, 050, and 305Collection 1 Collection 3Student100, 101, 105 110, 163, 169, 170, 203 400, 405, 410, 415, 425, 435, 461, 500, 505, 510 407, 408, 500, 505, 510Collections 1, 3, and 4 Collection 1 Collection 3 Collection 4 SPECIAL INSTRUCTIONS FOR CHARTER SCHOOLS WHO TEMPORARILY SUSPEND OPERATIONS Contact the Enterprise Data Management PEIMS unit of 鶹ֱ at (512) 463-9229 for reporting requirements during the interim. 2011-2012 PEIMS Submission and Resubmission TimelinesFall (Collection 1) (prior/current year data)Close of school-start window - Last Friday in SeptemberSeptember 30, 2011EDIT+ ready to process dataOctober 17, 2011Snapshot DateOctober 28, 2011EDIT+ ready for ESCs to accept district and ESC filesOctober 31, 2011Manual PID corrections due at 鶹ֱNovember 11, 2011First submission due date for Districts and ESCs December 8, 2011Manual PID corrections due at 鶹ֱDecember 16, 2011Resubmission due date for Districts and ESCsJanuary 19, 2012Data available to customersFebruary 23, 2012Midyear (Collection 2) (prior year data)EDIT+ ready to process dataOctober 17, 2011EDIT+ ready for ESCs to accept district and ESC filesJanuary 5, 2012First submission due date for Districts and ESCs February 2, 2012Resubmission due date for Districts and ESCsFebruary 16, 2012Data available to customersMarch 8, 2012Summer (Collection 3) (current year data)EDIT+ ready to process dataApril 11, 2012EDIT+ ready for ESCs to accept district filesMay 14, 2012Manual PID corrections due at 鶹ֱMay 31, 2012First submission due date for DistrictsJune 21, 2012Manual PID corrections due at 鶹ֱJune 21, 2012Resubmission due date for Districts*July 12, 2012*Data available to customersSeptember 20, 2012Extended Year (Collection 4) (current year data)EDIT+ ready to process dataApril 11, 2012EDIT+ ready for ESCs to accept district filesAugust 9, 2012Manual PID corrections due at 鶹ֱAugust 25, 2012First submission due date for Districts September 6, 2012Manual PID corrections due at 鶹ֱSeptember 22, 2012Resubmission due date for Districts*September 27, 2012Data available to customersOctober 25, 2012 * Districts registered with 鶹ֱ with year-round tracks ending later than June 21, 2012 may delay resubmission until two weeks following completion of the latest year-round track or August 23, 2012, whichever comes first. However, the initial data delivery for submission 3 must still be made by June 21, 2012, for all districts. In no case will any resubmission be processed after August 23, 2012. Corrections made beyond August 23, 2012 will be handled by State Funding. School District Responsibilities School districts are responsible for: 1. submitting current, complete, and accurate data for all record groups required for each collection; 2. validating and editing data according to edit rules in the PEIMS Data Standards; 3. correcting all errors found by the ESC during the data validation process in a timely manner; and 4. delivering fatal-free corrected data on or before the due dates set by their ESCs and 鶹ֱ. ESCs establish due dates to allow sufficient time to process and approve district data before the 鶹ֱ deadline for each collection (see the PEIMS Submission and Resubmission Timelines). ESCs approve fatal free district data only, and will notify districts when their data have been approved and made available to 鶹ֱ for further processing. Superintendents are responsible for submitting the electronic "Superintendents Statement of Approval of Summary Report and Error Listing" (SAF) for each submission and resubmission based on the final review of the districts PEIMS data file. The electronic signature (SAF) certifies 1. the district has submitted all required data with zero fatal errors; 2. the district has verified the accuracy and the authenticity of the data submitted for the collection; 3. the data presented in the summary reports and all warning messages in the edit error listing have been reviewed for accuracy; and 4. the accuracy and authenticity of the data submitted for the collection. The electronically signed form is stored on a secured 鶹ֱ server and a copy is emailed to the superintendent and to the district and ESC PEIMS Coordinators. PEIMS Submission and Resubmission Policy Districts and open enrollment charter schools are required to send complete and accurate data, free of fatal errors, by the first submission deadline for each data collection as specified in the PEIMS Submission and Resubmission Timelines. The data must be approved by the superintendent and accepted by the districts Education Service Center PEIMS Coordinator before it can be accepted by 鶹ֱ. Failure to submit data for a collection will result in the district being referred to the 鶹ֱ General Counsel for further action. Districts are not required to send a resubmission data file. The period between the first submission and the resubmission deadlines is an extension provided to districts to review their original submission for any errors and make corrections. If a district does not submit a file during the resubmission window, or if the file is not free of fatal errors, 鶹ֱ will use the data sent for the first submission. Immediately following the closure of Collections 1, 2, and 4, the approved data is loaded to 鶹ֱ databases and made available. 鶹ֱ programs use PEIMS data to create products such as Standard Reports and Core products, accountability reports, dropout reports, Snapshot, AEIS reports, and School Report Cards. Any data not submitted by the submission or resubmission deadlines are excluded from these important products. All districts must meet the published First Submission deadline for Collection 3. Resubmissions for Collection 3 are due by the published deadline, with the single exception of districts operating year-round schools. A district that provides year-round education is allowed to delay its one resubmission until two weeks following the end of its latest year-round school track, or until August 23, 2012, whichever comes first. ESC Contacts Questions concerning the Data Standards or any of the above topics should be directed to the PEIMS Coordinator at the district's ESC. The coordinator endeavors to answer the question or calls 鶹ֱ, if necessary. If the coordinator, or the coordinator's alternate, is not available at the ESC after a reasonable amount of time, district personnel may call 鶹ֱ directly at (512) 936-7346 for PEIMS questions and (512) 936-2622 for EDIT+ questions. A district should always attempt to contact the ESC before calling 鶹ֱ. Education Service Center Responsibilities ESCs are responsible for 1. assisting districts with their PEIMS data submissions to the EDIT+ system in order to meet published deadlines; 2. using edit rules in the PEIMS Data Standards to review data submitted by districts; 3. verifying that district submissions contain data for all records required by the collections; 4. insuring that all fatal errors are corrected; 5. approving the data in the format specified in this section, by the specified due dates for each collection; 6. notifying districts when the district PEIMS data have been approved and made available for further processing by 鶹ֱ; 7. submitting current, complete, and accurate ESC data for all record groups required for the Fall and Midyear Collections; 8. validating and editing ESC data according to edit rules in the PEIMS Data Standards; and 9. delivering fatal-free corrected data on or before the due dates set by 鶹ֱ. ESC Executive Directors are responsible for submitting the electronic "Superintendents Statement of Approval of Summary Report and Error Listing" (SAF) for each submission and resubmission based on the final review of the ESCs PEIMS data file. The electronic signature (SAF) certifies: 1. the ESC has submitted all required data with zero fatal errors; 2. the ESC has verified the accuracy and the authenticity of the data submitted for the collection; 3. the data presented in the summary reports and all warning messages in the edit error listing have been reviewed for accuracy; and 4. the accuracy and authenticity of the data submitted for the collection. The electronically signed form is stored on a secured 鶹ֱ server and a copy is emailed to the executive director and to the district and ESC PEIMS Coordinators. To facilitate accuracy and timely data delivery, the ESCs 1. explain the overall data collection requirements for PEIMS and PID Enrollment Tracking (PET) to school district personnel; 2. train districts to adequately meet the data submission requirements; and 3. train district personnel on PID error corrections in order to meet the PID Error Rate standard. The ESC training covers: 1. overall data flow; 2. delivery schedules; 3. data element definitions; 4. data submission formats; 5. editing requirements; 6. correction cycles; 7. approval of the summary report and error listing; 8. operations of the web-based PEIMS EDIT+ system; 9. operations of the PID Enrollment Tracking (PET) system; and 10. PID corrections. The ESCs play a consulting role to assist school districts in preparing the data submissions and to ensure data quality and compliance with the schedules. The ESCs designate a contact person and alternate who coordinate ESC assistance by: 1. answering questions about the Data Standards; 2. organizing the data submission schedules (PEIMS and PET); 3. answering questions about the edit and summary reports; 4. organizing the error correction schedule; and 5. initiating final approval of the district's submission to 鶹ֱ. Special Instructions for Shared Services Arrangements (See Record Type 011) An ESC that serves as a fiscal agent for a shared services arrangement reports the data for the shared services arrangement. The instructions for reporting shared services arrangement data found in Section 2 also apply for ESC fiscal agents. Texas Education Agency Responsibilities The Texas Education Agency is responsible for: 1. facilitating the instructional process; 2. explaining the overall data requirements to ESC personnel; and 3. assisting ESCs in understanding the data requirements. To facilitate the validation process, 鶹ֱ provides the ESCs, PEIMS software vendors, and school districts with a standard editing and reporting system. The PEIMS EDIT+ system, available through the Internet, ensures consistent use of edit rules for data validation. Changes or additions to the Data Standards can be incorporated through modifications to the edit rules. Specifically, 鶹ֱ provides: edit criteria (Section 5 of the Data Standards); edit code tables (and the ability to print or download from PEIMS EDIT+); reports; and user documentation and training to each Regional ESC. There are three categories of edits. The first type of edit is the fatal error. Neither a district nor an ESC can mark complete a file with fatal error(s). A file with a fatal error(s) must be corrected. The second type of edit is the special warning error. A special warning error indicates a discrepancy in the data that must be scrutinized carefully. In unusual situations, the data are correct. Warning errors are the third type of edit. A warning error indicates a possible error or inconsistency. The PEIMS EDIT+ Application PEIMS EDIT+ is a web-based application developed to provide a single resource for Texas school regions, districts, and campuses to submit their PEIMS data to the 鶹ֱ via the Internet. The application is used to validate data; determine fatal errors; generate special warnings and warnings; transfer files; generate reports; and query the dynamic PID. From a business process point of view, the application is comprised of four distinct parts: edit validation with district summary reports, PID verification, PEIMS EDIT+ reports, and PID Enrollment Tracking (PET). User documentation is available within the application in the form of online help files and as reference guides on the Internet at the HYPERLINK "http://www.tea.state.tx.us/index4.aspx?id=3024"PEIMS EDIT+ External website . Standard hardware capable of running the Microsoft Windows operating system, as well as the Microsoft .NET Framework, is required. To review the minimum system requirements, refer to the section Minimum System Requirements by Product, page 1.8. Data and File Requirements for Electronic Transmission via the Internet PEIMS EDIT+ provides users with the capability to upload PEIMS data files or PET extract files from their data systems to 鶹ֱ, as well as download data and reports from 鶹ֱ to their data systems. The following requirements must be in place to transmit PEIMS data files: 1. Each PEIMS EDIT+ user must have access to the Internet using Microsoft Internet Explorer 6.0 or higher and have email capability. 2. Establishing a 鶹ֱ Secure Environment (鶹ֱSE) account is necessary to access PEIMS EDIT+. Complete user instructions and forms are available from the HYPERLINK "http://ritter.tea.state.tx.us/forms/tease/peims_edit+pid.html"PEIMS EDIT+ External Website. (Also see Procedures, below.) 3. PEIMS EDIT+ automatically compresses and encrypts/decrypts the files during the data file upload process. No additional encryption or file transfer software is required. 4. All PEIMS EDIT+ users are required to install the Microsoft .NET Framework to transfer their PEIMS or PET data files. To transfer data files, each user must install three separate components: the .NET Framework, the .NET Security Patch, and the .NET Framework Patch.* The latest versions of these components are available from the Download Required Software web page within EDIT+ and PET. 5. Records are validated against edit rules and error reports are available for on-screen review, printing, or downloading. 6. Once the file is free of fatal errors and contains all required record groups, the option for completing and accepting the PEIMS data is available on the PEIMS EDIT+ Collection Status webpage. The Complete process provides the District PEIMS Coordinator with a mechanism for indicating that he or she has validated the data submission and for communicating to the ESC PEIMS Coordinator that the submission is ready for review. The Accept process provides the ESC PEIMS Coordinator with a mechanism for verifying the completeness of the districts data submission and for releasing the data for access by 鶹ֱ. 7. All events associated with the file are tracked in the File Activity Log. * If the user has installed the .NET Framework Version 2.0, the user must install the .NET 2.0 Security Package as well. Minimum System Requirements by Product Minimum system requirements necessary to run the PEIMS EDIT+ application are presented in the table below. Because EDIT+ is a web-based application, the minimum system requirements are those required by: (1) the version of the Windows operating system installed on the users PC or, (2) the .NET Framework, whichever is greater. For system requirements specific to a particular version of the Windows operating system, see the  HYPERLINK "http://www.microsoft.com/windows/default.mspx" Microsoft Windows Family Home page to obtain detailed information. Product/SpecificationEDIT+Minimum Processor/Memory300 MHz or faster as required by the Windows operating system 256 MB or higher as required by the Windows operating systemMinimum Operating SystemMicrosoft Windows 2000 Professional Microsoft Windows XP Home Edition Microsoft Windows XP ProfessionalNote: Currently EDIT+ does not provide full support for users of Microsoft Windows Vista and/or Microsoft Windows 7. Data Submission Specifications The following requirements are for use by PEIMS users in formatting files for transmission to the agency. Failure to adhere to these standards can delay processing of the data or cause the data to be returned. General Requirements 1. Records will be in INPUT-RECORD-TYPE-CODE order within each district. 2. Once the data are ready to be validated, it can be submitted to the 鶹ֱ server. Data and File Requirements 1. Data files for each reporting entity are transferred to 鶹ֱ via EDIT+ using a 鶹ֱ-specified file format Files are classified as campus (containing campus data), district (containing district data), and ESC (containing ESC data). The final file for the 1st submission and resubmission must be fatal free and contain all record groups for the collection. 2. PEIMS data files must be constructed using the following specifications: a) Each record is contained in one line in the file. b) Each record (line) is terminated by a consecutive carriage return and line feed (only). c) Records can be variable length, but cannot exceed 80 bytes. d) Record filler at the end of each record is optional. If included, filler must contain blanks. e) Any position not containing a data element must contain blanks. f) No tab characters are allowed. g) All data elements are represented in ASCII code. h) There are no special characters before the first character of the first record in the file. Special characters are defined as any character not specifically described in the "Description of Data Elements" in Section 3. i) There are no special characters after the last record in the file. The file must be terminated by a carriage return, line feed, and end-of-file marker (Control-Z) following the last record. 3. Negative numbers must be over punched in the rightmost digit using ASCII format. See the "Description of Data Elements" at the beginning of Section 3 for additional information about over punching. 4. Alpha characters must be in upper case only. 5. The file name identifies the reporting entity and follows this naming convention: Minimum 11 characters Maximum 17 characters Position1st2nd -5th6th-11th12th-14th (opt)15th-17th (opt)Description:Collection Period (F,M,S,E)Four digits of school yearCounty-District NumberCampus ID if campus data 000 if partial data for district or ESCUse as required to create unique name for partial file Examples: F2012227950 = 2011-2012 Fall Collection for Region XIII F2012227901 = 2011-2012 Fall Collection for Austin ISD F2012227901000BUD = 2011-2012 Fall Collection for Austin ISD (partial file contains budget groups) F2012227901002 = 2011-2012 Fall Collection for Austin High School (AISD) Note: Updating the file outside the vendor software can cause invalid characters to be stored. This can cause problems in processing the data at 鶹ֱ. It is recommended that any updating of data be done within the vendor software. Partial Submissions Partial data submissions may be submitted for data validation. There are five partial groups: a) Budget (record type 030) b) Actual Financial (record types 032 and 033) c) Course Section (record type 300) d) Staff (record types 040, 043, 045, 050, 055, 060, 090, and 305) e) Student (record types 100, 101, 105, 110, 163, 169, 170, 203, 400, 405, 407, 408, 410, 415, 425, 435, 461, 500, 505, and 510) Partial submissions must be complete within a record group; for example, school leavers cannot be submitted without the rest of the student record group. All partial submissions must include all of the organization records (record types 010, 011, 020) that are applicable for the collection. A partial submission can contain multiple groups as long as the organization records are included with the submission. The final file for the 1st submission and resubmission must be fatal free and contain all record groups for the collection. The groupings for each submission are identified on page 1.1. PEIMS EDIT+ assumes the file is a partial submission if the file name contains any character in the 9th position (see Data and File Requirements, above). Therefore, partial groups can be submitted as often as necessary. Procedures User procedure for requesting Max Load removal: A Max Load Errors Exceeded status indicates that the file contained more than 500 load errors. Load errors prevent data from being loaded into the database on the EDIT+ server. Load errors occur due to data formatting problems or missing mandatory fields. The first 500 errors are displayed in the edit error report. When more than 500 loader errors occur, overall processing stops. 1. The user must contact PEIMS EDIT+ Customer Support and request the Max Load Limit be removed for its District ID. Call: 512-936-2622 Email:  HYPERLINK "mailto:editplus@tea.state.tx.us" editplus@tea.state.tx.us "Customer Service Request page located within EDIT+:  HYPERLINK "https://seguin.tea.state.tx.us/apps/logon.asp" https://seguin.tea.state.tx.us/apps/logon.asp 2. The user receives email notification with the expiration date of his or her request. 3. If additional time is needed after the request has expired, the user repeats Step # 1. User procedure for requesting to raise the Max Rule Error Limit: A Max Validation Errors Exceeded (per Rule Error Limit) status indicates that the file contains greater than a default number of validation errors on a specific edit. The default starts at 500 errors. When the Max Validation Errors Exceed rule is applied, the validation process stops for the particular edit and validation continues on to the next edit. The default listing of errors is displayed in the error report. All special warnings and warnings are displayed as well. 1. The user must contact PEIMS EDIT+ Customer Support and request an increase on the Max Rule Error Limit. User must provide the server on which he or she is currently logged. The server name can be found in the URL address. Call: 512-936-2622 Email:  HYPERLINK "mailto:editplus@tea.state.tx.us" editplus@tea.state.tx.us Customer Service Request page located within EDIT+:  HYPERLINK "https://seguin.tea.state.tx.us/apps/logon.asp" https://seguin.tea.state.tx.us/apps/logon.asp 2. The user receives email notification that he or she can resubmit the PEIMS file. The user must be sure he or she is logged on to the same server provided in Step #1. 3. All Max Rule Error Limits are reset at the end of the day. Access to PEIMS EDIT+ A 鶹ֱSE ID and access to the PEIMS EDIT+ application are requirements for using EDIT+, PID (Person Identification Database), PET (PID Enrollment Tracking), and SAF (Superintendent Approval Form). Request 鶹ֱSE ID 1. Fill out the online 鶹ֱSE application found at: HYPERLINK "http://www.tea.state.tx.us/forms/tease/peims_edit+pid.html"http://www.tea.state.tx.us/forms/tease/peims_edit+pid.html. 2. The Applicant identified in Section 1 signs in the Applicants Signature field in Section 4. The Applicants Supervisor must also sign the application. If the Applicant is the Superintendent or ESC Executive Director, no Supervisor Signature is required. 3. The district PEIMS Coordinator creates the new user profile in EDIT+ using the standard 鶹ֱSE ID format assigned by 鶹ֱ Computer Access. NOTE: Some ESCs provide this service for their districts. Check with your ESC PEIMS Coordinator for the procedure appropriate for your district. 4. For more information regarding establishing EDIT+ user access, see Chapter 2 EDIT+ User: IDs and Profiles in the EDIT+ Administrator Reference and Training Guide. A copy of the Guide can be obtained from the User Materials section of the User Setup link on the EDIT+ external website at  HYPERLINK "http://www.tea.state.tx.us/index4.aspx?id=6553" http://www.tea.state.tx.us/index4.aspx?id=6553. 5. Mail or fax all pages of the completed form to 鶹ֱ: Texas Education Agency Attn: 鶹ֱ PEIMS Unit 1701 N. Congress Ave. Austin TX 78701-1494 FAX: 512-463-9330 6. Once all documentation is received and verified, 鶹ֱ finishes the profile and the 鶹ֱSE ID is issued. 7. The 鶹ֱSE system automatically emails the 鶹ֱSE ID to the Applicant and sends a temporary password by separate email. PEIMS EDIT+ with SAF Access (available only to Superintendents or persons acting in the role and responsibility of a Superintendent) This responsibility may not be delegated or shared with a second person. 1. Superintendents follow the steps in Request 鶹ֱSE ID, above. 2. 鶹ֱ assigns access to SAF in the profile created by the district PEIMS Coordinator (see Request 鶹ֱSE ID, Step #3 above). PID and PET Access Answer the four questions related to the applicants plan to protect the confidential PID data. PEIMS EDIT+, PID, PET, SAF access to a district outside the Applicants home Region (Alternate Agent IDs) If you need access to a district outside your Region, you must request an Alternate Agent ID rather than an additional 鶹ֱSE username. 1. If the applicant does not have a 鶹ֱSE ID with PEIMS EDIT+ access, complete the steps in Request 鶹ֱSE ID, above. 2. In Section 3A, enter the District ID (county-district number) of the district the applicant needs to access. 3. In addition to the signatures required in Request 鶹ֱSE ID, above, obtain the signature of the Superintendent of the district to which the applicant needs access. 4. Upon receipt of the completed form, 鶹ֱ adds the Alternate ID to the profile created by the district PEIMS Coordinator (see Request 鶹ֱSE ID, Step #3 above) and notifies the user by email. PID Enrollment Tracking (PET) OVERVIEW (See Appendix G) PET is an extension of PID in the Public Education Information Management System (PEIMS) that dynamically maintains up-to-date enrollment and withdrawal data for all students in Texas public school districts. Districts submit enrollment data for students in grades Early Education (EE) through 12 weekly, using familiar EDIT+ and PID applications and processes. The enrollment data required are the same as those required for PID, plus an enrollment and withdrawal date. School districts have the option of submitting enrollment files extracted from their student information systems or entering student records on-line. Districts can search PET to locate students or view enrollment and withdrawal histories. Initially deployed in the PEIMS EDIT+ Fall/Mid-Year 2005-2006 release, the PID Enrollment Tracking (PET) extension was developed in order to provide an up-to-date record of Texas school-districts-of-enrollment for Texas public school students, improve leaver reporting by eliminating from the leaver system the reporting of district-to-district moves within Texas, assist the districts in finding students who have left the district to attend school at another district within the Texas public school system, and assist the districts in identifying the previous Texas district of enrollment for a student newly enrolling in their districts. 2011-2012 PET Submission Timelines 鶹ֱ requires submission of PET extract files as part of the Public Education Information Management System (PEIMS) data submissions. PET files are submitted each week a district is in session based on the local instructional calendar. PET file submissions should begin on or before the third week of school based on the local instructional calendar. PET files are not required in weeks that a district is not in session for at least one day or during the weeks that PEIMS collections are due at 鶹ֱ. Exception: Once a district has completed its final summer submission and its PEIMS data file has reached a status of TURNAROUND REPORTS AVAIL, one additional PET submission is required. 2011-2012 XML Submission Requirements In order to ensure that all districts and their software vendors are prepared to submit an accurate XML collection by the required date, all districts, open enrollment charter schools, and education service centers are required to successfully pilot at least one PEIMS file submission no later than August 31st, 2012. Please see Appendix I for the complete information regarding this requirement. The 2012-2012 XML Data Standards are located in Sections 6 13 of this document.     2011-2012 PEIMS Data Standards Foreword 2011-2012 PEIMS Data Standards Table of Contents  PAGE ii  PAGE vi 2011-2012 PEIMS Data Standards Foreword 2011-2012 PEIMS Data Standards Preface 2009-2010 PEIMS Data Standards Data Submission Responsibilities and Specifications 2011-2012 PEIMS Data Standards Data Submission Responsibilities and Specifications 1. PAGE 12 1. 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