Reports, Codes and What to Check

Reports, Codes and What to Check

Links to Sections:

· 100 STUDENT DATA – IDENTIFICATION Record

· 101 STUDENT DATA – DEMOGRAPHIC

· 105 STUDENT DATA – STUDENT ID NUMBER CHANGE Record

· 300 COURSE SECTION DATA –CAMPUS Record

· 305 STAFF DATA – TEACHER CLASS ASSIGNMENT Record

· 400 ATTENDANCE Record

· 405 SPECIAL ED ATTENDANCE Record

· 410 CAREER & TECHNICAL EDUCATION (CTE) ATTENDANCE - STUDENT

· 415 COURSE COMPLETION DATA - STUDENT Record

· 425 DISCIPLINARY ACTION DATA - STUDENT Record

· 461 STUDENT DATA – TITLE I, PART A Record

· Final Year Reports

· Path to Pre PEIMS Reports

GENERAL PRE PEIMS REPORT INFORMATION

· If you have not run the Skyward Pre PEIMS reports before, you will need to click Add and create a new template for each report type. The Template Description field must be filled in, so give the report a name that is meaningful to you. Click Save and Print to keep this report configuration and proceed with the report.

· If you have run these reports before, highlight the report line and click Edit so that you can confirm the report parameters, CHANGE the School Year field to 2012, and, if there is a PEIMS Submission field, CHANGE the PEIMS Submission field to 3. Click Save and Print to keep these new settings and proceed with the report.

· Be sure to check the report template and make sure it is set to Submission 3. If the template requires a As Of date, it is still set to Submission 1 and needs to be changed. Check the School Year near the bottom of the template and make sure it is set to 2012.

· If more than one person works with PEIMS on your campus, it is a good idea to check the “Share this template with other users in entity” box on the template so that all persons working on PEIMS on your campus are looking at the same version of the report.

· Multiple reports can be run at the same time, as you do not have to wait for a report to finish processing before you start another one.

· Do NOT print “errors only.” Print the full report to review all of your student data. If errors are present, you can go back and print “errors only” until all errors are cleared, but ALL of the data should be reviewed for accuracy and completeness.

· The examples in this document assume that the reports are run with the correct settings for the students, grade levels, year, etc. These settings can affect what data you see to review, so these settings being correct, along with printing all data (not just errors), will allow you to review the all the records that will be submitted for your campus.

100 STUDENT DATA – IDENTIFICATION Record

Notes

· No Crisis Codes should be entered this year.

· Error #10010 will occur on students with two last names or hyphenated last names. As long as they match the birth certificate, they are correct.

· There will be an equal sign (=) for students who do not have a middle name. This is required for state reporting, but is put in by the Skyward system and NOT actually entered into this field.

Error Numbers starting with #100…..

Edit # / Edit Rule Text / Edit
Type / Sub / ESC / District / Campus / Charter
10001 / The first character of STUDENT-ID must be “S” or “0”-“8”. / F / 1, 3, 4 / X
10002 / Each character of STUDENT-ID must not be the same number. / F / 1, 3, 4 / X
10003 / The first three characters of STUDENT-ID must not be “000”. / F / 1, 3, 4 / X
10005 / The fourth and fifth characters of a STUDENT-ID that does not have a first character of “S” must not be “00”. / F / 1, 3, 4 / X
10006 / The last four characters of a STUDENT-ID that does not have a first character of “S” must not be “0000”. / F / 1, 3, 4 / X
10008 / FIRST-NAME, MIDDLE-NAME, and/or LAST-NAME must not end with " II", “ III”,
" IV", " JR", or " SR". / F / 1, 3, 4 / X
10009 / FIRST-NAME, MIDDLE-NAME, and/or LAST-NAME must not end with "JR", "SR",
" I", “ V”, “ VI”, “ VII”, or " VIII". / SW / 1, 3, 4 / X
10010 / If MIDDLE-NAME contains one or more equal signs, then FIRST-NAME, MIDDLE-NAME, or LAST-NAME must not have two or more words separated by a space, apostrophe, or hyphen. / W / 1, 3, 4 / X
10015 / FIRST-NAME, MIDDLE-NAME, or LAST-NAME must only contain the following characters: A-Z, 0-9, apostrophe, hyphen, the space character, and only MIDDLE-NAME can contain an equal sign. / F / 1, 3, 4 / X
10017 / FIRST-NAME, MIDDLE-NAME, or LAST-NAME must not contain “0” – “9”. / SW / 1, 3, 4 / X
10018 / There must be a 101 record with a matching STUDENT-ID. / F / 1, 4 / X
10019 / The value of DISTRICT-ID in this record must match the value of DISTRICT-ID on the district's 010 record. / F / 1, 3, 4 / X
10021 / For every 100 record reported, there must be a 101 record and a 400 or 500 record reported with a matching student. / F / 3 / X
10022 / Each district’s data submission must contain one 100 record for each student served in the district. / F / 1, 3, 4 / X
10023 / The total number of records with the same STUDENT-ID must not exceed 200. / SW / 1, 3, 4 / X
10024 / ADA-ELIGIBILITY-CODE must be blank. / F / 3, 4 / X

101 STUDENT DATA – DEMOGRAPHIC

Notes

· Check Student Attribution codes other than 00.

· Check Economic Disadvantaged code on some students.

· Check for Asylee/Refugee code if your campus has any.

· Error #10128 – need to confirm birth date and age of student.

Student Attribution Codes

Code / Translation
00 / No Attribution
02 / JJAEP
06 / Transfer Between Districts
12 / Private School:
Student is a student with a disability enrolled by their parent(s) in a private school (including a home school) but who receives special education and/or related services from the public school district under an individualized services plan (ISP). [For Special Education Use Only]

101 Error Messages

Edit # / Edit Rule Text / Edit
Type / Sub / ESC / District / Campus / Charter
10105 / The student’s age must not be greater than 25. / W / 1, 3, 4 / X
10106 / CAMPUS-ID-OF-RESIDENCE must match an entry registered with the TEA as an active instructional campus, excluding budgeted and JJAEP campuses or campus “255000000”. / F / 1, 3, 4 / X
10107 / Former edit deleted.
10109 / The student’s age must not be greater than 25 or less than 1. / SW / 1, 3, 4 / X
10110 / FIRST-NAME, MIDDLE-NAME, LAST-NAME, SEX-CODE, AMERICAN-INDIAN-ALASKA-NATIVE-CODE, ASIAN-CODE, BLACK-AFRICAN-AMERICAN-CODE, NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE, WHITE-CODE, HISPANIC-LATINO-CODE, and DATE-OF-BIRTH must not be identical on records reported with two or more different STUDENT-IDs. / SW / 1, 3, 4 / X
10111 / DATE-OF-BIRTH must not be equal to or greater than the PEIMS as-of date, if there is one; otherwise DATE-OF-BIRTH must not be equal to or greater than the submission date. / F / 1, 3, 4 / X
10112 / No more than 50% of the records may show a DEMOGRAPHIC-REVISION-CONFIRMATION-CODE of “1”. / SW / 1, 3, 4 / X
10114 / The last three characters of CAMPUS-ID-OF-RESIDENCE must not be greater than “698”. / F / 1, 3, 4 / X
10115 / The first six characters of CAMPUS-ID-OF-RESIDENCE must not be a district registered with the TEA as an ESC. / F / 1, 3, 4 / X
10117 / If STUDENT-ATTRIBUTION-CODE is “03”, “06”, “07”, “10”, “13”, “15”, “17”, “19”, “21”, or “23”, then the first six characters of CAMPUS-ID-OF-RESIDENCE must not match DISTRICT-ID. / F / 1, 3, 4 / X / X
10118 / If GRADE-LEVEL-CODE is “PK”, then age must be 3 or 4. / SW / 1, 3, 4 / X
10119 / If GRADE-LEVEL-CODE is “KG”, then ADA-ELIGIBILITY-CODE must be “0”-“3” or “6”, and age must be 5 or 6. / SW / 1 / X
10120 / If GRADE-LEVEL-CODE is “01”, then age must be 6-8. / W / 1, 3, 4 / X
10121 / If GRADE-LEVEL-CODE is “02”, then age must be 7-9. / W / 1, 3, 4 / X
10122 / If GRADE-LEVEL-CODE is “03”, then age must be 7-11. / W / 1, 3, 4 / X
10123 / If GRADE-LEVEL-CODE is “04”, then age must be 8-12. / W / 1, 3, 4 / X
10124 / If GRADE-LEVEL-CODE is “05”, then age must be 9-13. / W / 1, 3, 4 / X
10125 / If GRADE-LEVEL-CODE is “06”, then age must be 10-14. / W / 1, 3, 4 / X
10126 / If GRADE-LEVEL-CODE is “07”, then age must be 11-15. / W / 1, 3, 4 / X
10127 / If GRADE-LEVEL-CODE is “08”, then age must be 12-16. / W / 1, 3, 4 / X
10128 / If GRADE-LEVEL-CODE is “09”, then age must be 13-17. / W / 1, 3, 4 / X
10129 / If GRADE-LEVEL-CODE is “10”, then age must be 14-18. / W / 1, 3, 4 / X
10130 / If GRADE-LEVEL-CODE is “11”, then age must be 15-19. / W / 1, 3, 4 / X
10131 / If GRADE-LEVEL-CODE is “12”, then age must be 17-25. / W / 1, 3, 4 / X
10132 / If GRADE-LEVEL-CODE is “EE”, then age must be less than 6. / W / 1, 3, 4 / X
10133 / If CAMPUS-ID-OF-RESIDENCE is “255000000”, then ADA-ELIGIBILITY-CODE must be “0”, “4”, “5” or “8”. / F / 1 / X
10134 / If STUDENT-ATTRIBUTION-CODE is "00", “12”, “14”, ’16”, “18”, “20”, “22”, or “24”, then CAMPUS-ID-OF-RESIDENCE must be blank. / F / 1, 3, 4 / X / X
10135 / If STUDENT-ATTRIBUTION-CODE is “03”, “06”, “07”, or “10”, then CAMPUS-ID-OF-RESIDENCE must not be blank. / F / 1, 3, 4 / X / X
10136 / If STUDENT-ATTRIBUTION-CODE is “07”, then CAMPUS-ID-OF-RESIDENCE must be “255000000”. / F / 1, 3, 4 / X
10137 / If CAMPUS-ID-OF-RESIDENCE is “255000000”, then STUDENT-ATTRIBUTION-CODE must be “07”. / F / 1, 3, 4 / X
10138 / CAMPUS-ID-OF-RESIDENCE must not be a campus registered with the TEA as a juvenile justice alternative education program (JJAEP) campus. / F / 1, 3, 4 / X
10139 / CAMPUS-ID-OF-RESIDENCE must not be a campus registered with the TEA as an alternative education program (AEP) campus or a disciplinary alternative education program (DAEP) campus. / SW / 1, 3, 4 / X
10140 / If STUDENT-ATTRIBUTION-CODE is “01”, then DISTRICT-ID must be registered with the TEA as a charter district. / SW / 1, 3, 4 / X / X
10141 / DATE-OF-BIRTH must be a valid date. / F / 1, 3, 4 / X
10142 / If GRADE-LEVEL-CODE is “KG”, then age must be 5 or 6. / SW / 1, 3, 4 / X
10145 / If AS-OF-STATUS-CODE is “A”, ”C”, ”E”, or ”G”, then there must not be a 110 record with a matching STUDENT-ID. / F / 1 / X
10146 / If AS-OF-STATUS-CODE is ”D”, or ”E”, then there must be a 203 record with a matching STUDENT-ID. / W / 1 / X
10147 / If AS-OF-STATUS-CODE is “B”, ”D”, ”F”, or ”X”, then there must be a 110 record with a matching STUDENT-ID. / F / 1 / X
10148 / If AS-OF-STATUS-CODE is ”B” or ”C”, then there must not be a 203 record with a matching STUDENT-ID, unless LEAVER-REASON-CODE is “01”. / F / 1 / X
10150 / If AS-OF-STATUS-CODE is “C” and a 203 record with a matching STUDENT-ID is present, then LEAVER-REASON-CODE must be “01”. / F / 1 / X
10152 / CAMPUS-ID-OF-RESIDENCE must not be registered with the TEA as a charter district. / F / 1, 3, 4 / X
10153 / If AS-OF-STATUS-CODE is “A”, “B”, ”C”, “D”, ”E”, ”F”, or “G”, then GRADE-LEVEL-CODE must be “07”-“12”. / F / 1 / X
10154 / If GRADE-LEVEL-CODE is “EE”-“06”, then AS-OF-STATUS-CODE must be “X”. / F / 1, 3 / X
10155 / STUDENT-ATTRIBUTION-CODE must not be “00” or “03”. / F / 1, 3, 4 / X / X / X
10156 / STUDENT-ATTRIBUTION-CODE must be “01”. / SW / 1, 3, 4 / X / X / X
10157 / The first six characters of CAMPUS-ID-OF-ACCOUNTABILITY must match DISTRICT-ID. / F / 1,3 / X
10158 / CAMPUS-ID-OF-ACCOUNTABILITY must match an entry registered with the TEA and must be an active regular instructional campus, or an AEP, and is not a budgeted campus, a DAEP, or a JJAEP. / F / 1,3 / X / X
10160 / If CAMPUS-ID-OF-ENROLLMENT on this student's 400 and/or 500 record(s) is always a DAEP, then CAMPUS-ID-OF-ACCOUNTABILITY must not be blank. / F / 3 / X / X
10161 / If CAMPUS-ID-OF-ENROLLMENT on this student's 400 and/or 500 record(s) is always a JJAEP, then CAMPUS-ID-OF ACCOUNTABILITY must not be blank. / F / 3 / X / X
10165 / CAMPUS-ID-OF-ACCOUNTABILITY must be blank. / F / 4 / X
10166 / If AS-OF-STATUS-CODE is not “C”, ”E”, or ”G”, then CAMPUS-ID-OF-ENROLLMENT on the 101 record must be blank. / F / 1 / X
10167 / If AS-OF-STATUS-CODE is “C”, ”E”, or ”G”, then CAMPUS-ID-OF-ENROLLMENT on the 101 record must not be blank and must be registered with the TEA as an active instructional campus. / F / 1 / X
10168 / CAMPUS-ID-OF-ENROLLMENT must be blank. / F / 3 / X