PEIMS Fall Submission Checklist
The following procedure provides an overview of the Fall submission process. For a list of the complexes submitted in the submission, refer to TSDS Submissions.
Step | Procedure | Timing |
|---|---|---|
1. | Update the Texas Configuration validation table. Change the Snapshot Date and Resubmit Date to reflect current year dates. Do not add a new row. Do not change Last School Date, Bilingual Summer Start, or End Dates until after the Extended Year Submission for the prior year is completed. | Update one time prior to all processing. |
2. | Maintain student information in Registration and PEIMS. Follow district policies for entry/withdrawal so students are correctly included for the As Of Date for the Fall Submission. | Ongoing |
3. | Verify Demographic and PEIMS data. Use reports that print PEIMS data, such as the TAKS Pre-Code report, to verify enrollment information and indicators that are reported in the Fall Submission. Select Regulatory from the main menu, select Reports submenu, select Testing, then select STAAR/TAKS/TELPAS Pre-code. Select TAKS as the File Type. Identify incorrect or missing information, and then make the necessary changes. | Ongoing |
4. | Run the PEIMS Master Schedule List Report for all courses. Select Scheduling from the main menu, select Courses submenu, select Course Sections, then select PEIMS Course. Click Additional Options, then select PEIMS Master Schedule List Report.
| Recommended start: 09/09 Required start: 10/03 Re-run reports as necessary based on information updates. |
5. | Run the Student Download error scan for all records for the Fall Submission. Choose Error Scan for the Process Type. Review the log file to identify incorrect information, then make corrections as needed. | Recommended start: 09/09 Required start: 10/08 Re-run reports as necessary based on information updates. |
6. | Select Regulatory from the main menu, select Reports submenu, select Verification, then select 203 Leaver. Run the 203 Leaver Report, which lists students who will be considered leavers once the Student Download is run. Only the left side of the report shows data prior to running the download, which creates the leaver records. | Recommended start: 09/12 Required start: 10/3 Re-run reports as necessary based on information updates. |
7. | Run the Clear Class IDs option from the Course/Staff/Student Download page. Select Staff for the Download Type. Click Additional Options, then select Clear Class IDs. Run this to remove any class IDs that were copied from the prior year. Before clearing the IDs for the first time, unlock any locked class IDs that you do not want to be copied over. Run the Clear Class IDs option periodically as information used to create class IDs changes. This information includes Student Schedules, Staff, Service Ids, Course Sequence, Non-Campus Based Instruction, Marking Periods, Cycle Days, and Start/End Period. | Must be run once before first run of Staff Download. Re-run as necessary based on information updates. |
8. | Maintain Master Schedule information. For courses that meet in the marking period where the snapshot occurs, verify that all Master Schedule and PEIMS Course Information is set. | Ongoing |
9. | Maintain Responsibilities on the PEIMS Staff Download Summary for non-class 090 records. | Ongoing |
10. | Run the Career Tech/Contact Hours option for students grades 7 to 12 in all schools. Always run for the current date. The calculation creates CTE Indicator programs for students and is required for creating 169 and 170 records. | Recommended start: 10/03 Required start: 10/17 Re-run as data is updated, at least one time per week until submission is completed. |
11. | Run the Student Download for the Fall Submission for all records. Review the log file, and correct any errors noted. | Recommended start: 10/03 Required start: 10/17 Re-run download as necessary. Recommend that this be run twice a week until records are verified as correct. |
12. | Run the Staff Download to create the Fall Submission records. Review the log file, and correct any errors noted. | Recommended start: 10/10 Required start: 10/24 Re-run download as necessary. Recommend that this be run weekly until records are verified as correct. |
13. | Run the following Verification Reports from the Reports menu:
Verification reports compare values with the downloaded records. Check for missing records and incorrect data. | Recommended start: 10/10 Required start: 10/24 Re-run download as necessary. |
15. | Run the Student Download Search option. Search on specific records for specific groups of students, generate reports, and verify that the records are correct. | Run reports after student download has been run. |
16. | Run the Student Download Summary option to check student information. | Ongoing |
17. | Use the Staff Download Summary option to verify staff information. | Ongoing |
18. | Run the TEDS Extract option. | Recommended start: 10/19 Required start: 10/31 Re-run as downloads for staff and student are done. |
19. | Submit data by uploading file to TSDS ODS, then promote data to eDM. | Recommended start: 10/19 Required start: 10/31 Re-run download as necessary based on information updates. A file should be submitted at least one time per week until submission is completed. |
20. | Check for errors in TSDS Log File. Find errors that are at maximum, and analyze/correct first. Use verification reports and searches to identify issues. Correct issues in eSchoolPlus, and re-run calculations/downloads/edit file and submit again. | |
21. | Run the applicable TSDS Reports to verify data. Make corrections as needed, then repeat the process. | Ongoing |
22. | Run the Lock Class IDs option from the Course/Staff/Student Download page. Select Staff for the Download Type. Click Additional Options, then select Lock Class IDs. This will keep the class ID's used in the Fall Submission locked for use in the Summer Submission. | Run after Final Resubmission is complete. |