Reports, Codes and What to Check Fall 2015-2016

Reports, Codes and What to Check – Fall 2015-2016

Links to Sections:

Pre PEIMS Reports Template setup
100 STUDENT DATA – IDENTIFICATION Record

NotesData LocationError Codes

101 STUDENT DATA – DEMOGRAPHIC Record

NotesData LocationError Codes

102 STUDENT DATA – DEMOGRAPHIC Record

NotesData LocationError Codes

110STUDENT DATA - ENROLLMENT Record

NotesData LocationError Codes

163 STUDENT DATA – SPECIAL EDUCATION Record

NotesData LocationError Codes

169 STUDENT DATA – CAREER TECH ED (CTE)PROGRAM Record

NotesData LocationError Codes

170STUDENT DATA – CAREER TECH ED (CTE) COURSE Record

NotesData LocationError Codes

203SCHOOL LEAVER DATA - STUDENT Record

NotesData LocationError Codes

090 STAFF DATA – RESPONSIBILITIES Record

NotesData LocationError Codes

Pop ServedRole IDClass Type

090 DATA ENTRY EXAMPLES FROM SKYWARD
Question/Contact Info

General Notes

Error messages in PEIMS reports come in three types:
FATAL - *F* in Skyward reports – Fatal errors MUST be corrected, as all fatals must be corrected before a submission can be finalized and signed off by Dr. Brown in the TEA system.
SPECIAL WARNINGS - *SW* in Skyward reports – Special Warnings should be carefully reviewed, as this indicates that the data appears to be incorrect to the TEA system, but can still be sent if we verify that it is correct.
WARNINGS - *W* in Skyward reports – Warnings should be checked to ensure the data is correct. Warnings are the least serious of the error messages.
All corrections should be made by Nov 13th.
Staff Profiles and Reporting from TEA should be available the week of Dec 7th.
PEIMS Submission 1 is due on December 10th, with the Resubmission due Jan. 21st.
Documentation is located on the Skyward How To page on the BISD website for many different topics regarding PEIMS coding.

Pre PEIMS Reports Template

Skyward uses a standard template for most of the Pre PEIMS reports.
Either Add a new template OR edit a previous template. DO NOT JUST RUN YOUR TEMPLATE FROM LAST YEAR.
The Fall reporting is PEIMS Submission 1.
The School Year field must be set to 2016 and the As Of/Snapshot date set to 10/30/2015.
Initially, you should print All edits and NOT check the Print Errors Only box. Even if there are no errors, the report may not contain all the students it should or the students may not coded correctly.

100 STUDENT DATA – IDENTIFICATION Record

100 Notes

Error #10027 will occur on students with no middle name. As long as this is correct and matches the birth certificate, it is fine. If the birth certificate has a middle name listed, please add it to the Skyward record.
Homeless coding instructions are posted on the Skyward How To page.

100 - Skyward Web Locations for Data ElementsBack to Top

100 - Error Numbers starting with #100…..Back to Top

Rule Applies To
Legacy
Edit # / TEDS Rule # / Legacy Edit Rule Text and Business Meaning / Edit
Type / Sub / ESC / District / Campus / Charter
10001 / 40100-0012 / The first character of STUDENT-ID must be "S" or "0"-"8". / F / 1, 3, 4 / X / X / X
The first character of the Social Security number for a student must be "0" - "8". The first character of the alternate id number for a student must be "S".
10002 / 40100-0013 / Each character of STUDENT-ID must not be the same number. / F / 1, 3, 4 / X / X / X
The Social Security number or the alternate id number for a student must not be made up of all the same numbers.
10003 / 40100-0014 / The first three characters of STUDENT-ID must not be "000" or "666". / F / 1, 3, 4 / X / X / X
The first 3 three characters of a Social Security number or alternate id number for a student must not be "000" or "666".
10005 / 40100-0015 / 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 / X / X
The fourth and fifth characters of a Social Security number for a student must not be "00".
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 / X / X
The last four characters of a Social Security number for a student must not be "0000".
10008 / 40100-0080 / FIRST-NAME, MIDDLE-NAME, and/or LAST-NAME should not end with " JR", " SR", " I", " II", " III", " IV", " V", " VI", " VII", " VIII", " IX", or " X". / SW / 1, 3, 4 / X / X / X
The first, middle, and/or last name of a student should not end with any of the following characters that suggest a generation indicator: " JR", " SR", " I", " II", " III", " IV", " V", " VI", " VII", " VIII", " IX", or " X".
10015 / FIRST-NAME, MIDDLE-NAME, or LAST-NAME must only contain the following characters: A-Z, 0-9, apostrophe, hyphen, the space character. / F / 1, 3, 4 / X / X / X
The first, middle, and last name of a student must only contain the following the following characters: A-Z, 0-9, apostrophe, hyphen, and the space character.
10017 / 40100-0079 / FIRST-NAME, MIDDLE-NAME, or LAST-NAME should not contain "0" – "9". / SW / 1, 3, 4 / X / X / X
The first, middle and/or last name of a student should not contain "0" - "9".
10018 / There must be a 101 record with a matching STUDENT-ID. / F / 1, 3, 4 / X / X / X
The student id on the 100 record must match a student id on a 101 record.
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 / X / X
The district id on the 100 record must match the district id on the 010 record.
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 / X / X
Every student reported on the 100 record must have a 101 record and a matching 400 or 500 attendance record with a matching student id.
10022 / 40100-0001 / Each district’s data submission must contain one 100 record for each student served in the district. / F / 1, 3, 4 / X / X / X
Each district's and charter school’s data submission must contain one 100 record for each student served in the district.
10024 / 40100-0028 / ADA-ELIGIBILITY-CODE must be blank. / F / 3, 4 / X / X / X
ADA eligibility code must be blank for all students in submission 3 and 4.
10025 / 40100-0040 / If AS-OF-STATUS-CODE is not "A", then ADA-ELIGIBILITY-CODE must not be blank. / F / 1 / X / X / X
If a student is enrolled in the current year, then an ADA eligibility code must be reported.
10026 / 40100-0041 / If AS-OF-STATUS-CODE is "A", then ADA-ELIGIBILITY-CODE must be blank. / F / 1 / X / X / X
Every student enrolled in the prior year but did not return must have a "blank" ADA eligibility code.
10027 / 40100-0091 / 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. / W / 1, 3, 4 / X / X / X
If a student’s middle name is not reported, then a warning will be issued so this can be verified.
10028 / 40100-0095 / If HOMELESS-STATUS-CODE is not "0", then UNACCOMPANIED-YOUTH-STATUS-CODE must not be blank. / F / 1, 3 / X / X / X
If a student is reported as homeless, then an unaccompanied youth status code must be reported.
10029 / 40100-0096 / If HOMELESS-STATUS-CODE is "0", then UNACCOMPANIED-YOUTH-STATUS-CODE must be blank. / F / 1, 3 / X / X / X
If a student is not reported as homeless, the unaccompanied youth status codemust be "blank".
10030 / 40100-0110 / If DISTRICT-ID matches the Texas School for the Deaf (227906) or the Texas School for the Blind and Visually Impaired (227905), then ADA-ELIGIBILITY-CODE must be "0", "4", or "5". / F / 1 / X / X / X
Students enrolled in the TSD or TSBVI are not eligible for average daily attendance funding and must be reported as "not in membership", "ineligible-full day", or "ineligible-half day".
10031 / 40100-0110 / For the Texas School for the Deaf (227906) and the Texas School for the Blind and Visually Impaired (227905), at least one student must have ADA-ELIGIBILITY-CODE "4" or "5". / F / 1 / X / X / X
At least one student enrolled in the TSD, TSBVI, and TJJC must be reported as "ineligible-full day" or "ineligible-half day".
10033 / 40100-0138 / HOMELESS-STATUS-CODE and UNACCOMPANIED-YOUTH-STATUS-CODE must be blank. / F / 4 / X / X / X
Homeless status code and unaccompanied youth status code are not reported for students in submission 4.

101 STUDENT DATA – DEMOGRAPHIC

101 Notes

Check Student Attribution codes other than 00.
Check Economic Disadvantaged code on some students. This will be updated on the As Of date with the most current information from Child Nutrition.
Check for Asylee/Refugee code if your campus has any.
Errors #10118 to #10132 – need to confirm birth date and age of student.
NOTE TO MIDDLE SCHOOLS: There aretwo groups of students for whom the Extract process cannot assign the appropriate As-Of code:
retained 7th Graders that are not in BISD last year; and
8th graders not enrolled in BISD last year, who were promoted directly from 6th grade and skipped 7th grade.
Identify these students, identify their proper As-Of code, and enter that code in the TX/NCLB/Other PEIMS tab in the As Of Status Override Code section.
For Sub 1, the As Of Status code is required and indicates the student’s school start window and Snapshot date enrollment status for the current school year.
Student Profile screen (ST\TB\TX\TB\OP) in the As Of Status Override field.

101 - Skyward Web Locations for Data ElementsBack to Top

PEIMS
Element / PEIMS
Code / PEIMS
Field / Location withinWeb / Required/ Not Required
E0212 / District ID / Product Setup > Skyward Contact Access >District Setup > Configuration > DistrictInformation Configuration > DistrictCode / Required
E0001 / StudentID / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile / Required
E0004 / C013 / Sex Code / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile >Gender / Required
E1076 / C183 / UnschooledAsylee/ Refugee / Web Student Management > Student >Student Profile or Student Browse > TX- NCLB > OtherPEIMS
> UnschooledAsylee/Refugee / Required - Sub1,3
E0006 / Date ofBirth / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Date ofBirth / Required
E0031 / C142 / Careerand TechnicalEd IndCd / Web Student Management > Student >Student Profile or Student Browse > Voc. Ed. > CareerTech. Indicator / Required - Sub1,3
E0903 / Campus IDof Residence / Web Student Management > Student >Student Profile or Student Browse > Special Programs> Campus ID of Residence / Optional
E1044 / Last Dateof Enrollment / Web Student Management > Student >Student Profile or Student Browse > Entry - Withdraw Tab> WithdrawalDate / Optional
E1059 / C088 / AmericanIndian-Alaska NativeCode / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Federal Racecheckbox / Required
E10600 / C088 / Asian Code / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Federal Racecheckbox / Required
E1061 / C088 / BlackAfrican AmericanCode / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Federal Racecheckbox / Required
E1062 / C088 / Native Hawaiian Pacific IslanderCode / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Federal Racecheckbox / Required
E1063 / C088 / WhiteCode / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile > Federal Racecheckbox / Required
E0924 / C088 / Demographic Revision Confirmation Code / Web Student Management > Student >Student Profile or Student Browse > TX-NCLB > OtherPEIMS
> Demographic RevisionCode / Optional
E1000 / C161 / Student Attribution Code / Web Student Management > Student >Student Profile or Student Browse > Special Programs> StudentAttribution / Required
E1002 / C163 / As OfStatus Code / The system will calculate the As Of Status codebased on the student’s enrollment in yourdistrict. / Required - Sub1,3
E0017 / C050 / GradeLevel Code / Web Student Management > Student >Student Profile or Student Browse > Entry - Withdraw Tab> GradYear / Required
E0984 / C088 / Migrant Indicator Code / Web Student Management > Student >Student Profile or Student Browse > Special Programs> Migrant / Required
E0782 / Campus IDof Enrollment / Web Student Management > Student >Student Profile or Student Browse > Entry - Withdraw Tab> Campus Entity number / Optional
E1027 / Campus IDof Accountabilit y / Web Student Management > Student >Student Profile or Student Browse > Special Programs> Campus IDAcct. / Optional
E1028 / C088 / Bilingual/ESLSummer School Indicator Code / Web Student Management > Student >Student Profile or Student Browse > Special Programs> Limited EnglishProficiency / Optional
E1064 / C088 / Hispanic LatinoCode / Web Student Management > Students >Student Profile or Student Browse > Student SSN orS Number, which can be found by editing theStudent Profile >Ethnicity / Required
E0785 / C054 / Economic Disadvantage dCode / Web Student Management > Student >Student Profile or Student Browse > Food Service >Lunch Code / Required - Sub1,3
E0785 / C054 / Economic
Disadvantage d Code / WebStudentManagementStudentStudent
Profileor StudentBrowseFoodService Lunch
Code / Required -
Sub1,3

101 - Error Messages starting with #101…Back to Top

PEIMS September 1, 2013 Age Calculation Algorithm for the 101 Record

If the Birth Year is either of the calendar years spanned by the school year, then calculated Age is 0.

Otherwise, the Birth Year is subtracted from 2015 resulting in the Age. The Age is then adjusted for the month and day to get September 1 Age.

If the Birth Month is Before September then no adjustments are needed.
If the Birth Month is After September then 1 is subtracted from the Age.
If the Birth Month Is September and the Birth Day is after the first, then 1 is subtracted from the Age.
If the Birth Month Is September and the Birth Day is the first, then no adjustments are needed.

Unless otherwise specified in an edit, Age refers to September 1 Age.

Rule Applies To
Legacy
Edit # / TEDS Rule # / Legacy Edit Rule Text and Business Meaning / Edit
Type / Sub / ESC / District / Campus / Charter
10105 / 40100-0078 / The student’s age should not be greater than 25. / SW / 1, 3, 4 / X / X / X
A student should not be older than 25 years old on September 1 of the current year.
10106 / 40110-0097 / If CAMPUS-ID-OF-RESIDENCE is not blank, then CAMPUS-ID-OF-RESIDENCE must be "255000000" or match an entry registered with the TEA as an active instructional campus ending in "001" - "698" (excluding charters, JJAEPs, Texas School for the Deaf (227906), Texas School for the Blind and Visually Impaired (227905), or Texas Juvenile Justice Department (227622)). / F / 1, 3, 4 / X / X / X
If reported, a student's campus id of residence must indicate an out of state campus ("255000000") or be registered with the TEA as an active instructional campus ending in "001" - "698" that is not an open enrollment charter school, JJAEP, Texas School for the Deaf, Texas School for the Blind and Visually Impaired, or Texas Juvenile Justice Department.
10110 / 40100-0089 / 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 should not be identical on records reported with two or more different STUDENT-IDs. / SW / 1, 3, 4 / X / X / X
Students with different Social Security numbers or alternate identification numbers should not have identical demographic information.
10111 / 40100-0018 / DATE-OF-BIRTH must not be equal to or greater than the PEIMS fall snapshot 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 / X / X
A student’s date of birth must be before the PEIMS fall snapshot date, or on or before the submission date.
10118 / 40100-0086 / If GRADE-LEVEL-CODE is "PK", then age should be 3 or 4. / SW / 1, 3, 4 / X / X / X
A student with a grade level of "PK" should be three or four years old on September 1.
10131 / 40100-0088 / If GRADE-LEVEL-CODE is "12", then age should be 16-25. / SW / 1, 3, 4 / X / X / X
A 12th grade student should be in the age range of 16-25 years old on September 1.
10132 / 40100-0085 / If GRADE-LEVEL-CODE is "EE", then age should be less than 6. / SW / 1, 3, 4 / X / X / X
A student with a grade level of "EE" should be less than 6 years old on September 1.
10133 / 40100-0051 / If CAMPUS-ID-OF-RESIDENCE is "255000000", then ADA-ELIGIBILITY-CODE must be "0", "4", "5" or "8". / F / 1 / X / X / X
A student residing outside of Texas can be enrolled in a Texas Public School but must not be in membership or must be ineligible for ADA.
10134 / 40110-0110 / If STUDENT-ATTRIBUTION-CODE is "00", "12", "22", "24", "26"or "28", then CAMPUS-ID-OF-RESIDENCE must be blank. / F / 1, 3, 4 / X / X
If a student resides within the boundaries of the school district, then the campus id of residence must be blank.
10135 / 40110-0111 / If STUDENT-ATTRIBUTION-CODE is "03", "06", "07", or "10", then CAMPUS-ID-OF-RESIDENCE must not be blank, and the first six characters of CAMPUS-ID-OF-RESIDENCE must not match DISTRICT-ID. / F / 1, 3, 4 / X / X
If a student resides outside of the school district, as indicated by student attribution code of Public Education Grant (PEG) Program ("03"), Transfer Between Public School Districts ("06"), Lives Out-Of-State ("07"), or Parent Referral To The Texas School For The Deaf ("10"), then the campus id of residence must be reported and it must not be in the reporting district.
10136 / 40110-0112 / If STUDENT-ATTRIBUTION-CODE is "07", then CAMPUS-ID-OF-RESIDENCE must be "255000000". / F / 1, 3, 4 / X / X / X
If a student lives out-of-state (attribution code "07"), then campus id of residence must be "255000000" indicating the student resides outside of Texas.