PEIMS Summer Submission Checklist
The following procedure provides an outline for completing the Summer Submission. For a list of the complexes submitted in the submission, refer to TSDS Submissions.
Step | Procedure | Timing |
|---|---|---|
1. | Update the Texas Configuration validation table. Set the Last School Date to the last day of school for all buildings in the district. | Update one time prior to all processing. |
2. | Update the Report Periods validation table to reflect periods for the current year. These dates are used for 425 and 435 records. | Update one time prior to all processing. |
3. | Maintain student information in Registration, PEIMS, Attendance, Scheduling, Mark Reporting, and Interventions. | Ongoing |
4. | Verify enrollment information and indicators reported in the Summer Submission. Use the TAKS Pre-Code report as well as other reports to identify incorrect or missing demographic and PEIMS information, then make changes as needed. | Ongoing |
5. | 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.
Fields that are reported during Summer Submission include:
| Recommended start: 01/15 Required start: 03/15 Re-run reports as needed based on information updates. |
6. | Maintain Master Schedule information. Verify that Master Schedule, PEIMS Course, and Staff Date Tracking are set for all courses that are reported in the Summer Submission. | Ongoing |
7. | Run the Day Totals Calculation for the state attendance view for all buildings to create six-week attendance reports for PEIMS and attendance records for the Summer Submission. Select Attendance from the main menu, select All submenu, select Utilities, then select Day Totals Calculation. | Ongoing |
8. | Run Career Tech/Contact Hours for students in all schools, grades 7-12, who participate in Career Tech classes. During the school year, run the calculation for the current date. After school ends, use the last day of school. The calculation creates CTE Indicators for students. It also is required for creating 410 records and for producing six-week attendance reports for PEIMS. | Ongoing |
9. | If your district reports OFSDP from eSchoolPlus, run the Build PEIMS OFSDP Records to transfer attendance minutes to the OFSDP table. This step only applies to districts that submit 500 series attendance records for the Summer Submission and those that also need to run PEIMS attendance reports for OFSDP students. Run for individual buildings if you want to generate absent/present minutes information based on student schedules. | Ongoing |
10. | If your district reports OFSDP from eSchoolPlus, use the View PEIMS OFSDP Records option to review OFSDP minutes by date for each student being tracked manually. As needed, add and update students' minute attendance. | Ongoing |
| 11. | Run the Attendance Contact Hours option for the state attendance view for all buildings. The calculation creates six-week reports for PEIMS and attendance records for the Summer Submission. Run only for intervals with state code equivs 1 through 6, but not PM_1 through PM_6. | Ongoing |
| 12. | Run Lock Class IDs from the Staff Download page before you begin your Summer Submission. Select Staff for the Download Type. Click Additional Options, then select Lock Class IDs. You must lock IDs for courses that met on the snapshot date and were reported in 090 records. | Run once before creating the course or staff download records. |
| 13. | Run the Pass/Fail Indicators option for students in every building, grades PK to 12. The calculation must be run before creating 415 records in the Student Download. The indicators may not calculate correctly for Semester 2 courses until grades are entered, but it is recommended to create the pass/fail for all courses to create the necessary 415 records. | Recommended start: 02/15 for all courses Required start: 04/01 for all courses Re-run for semester 2 courses as soon as grades are entered. Re-run reports as needed based on information updates. |
| 14. | Use PEIMS Calculated Data Summary to review Attendance and Special Program Contract Hours and Pass Fail Indicators. | Ongoing |
| 15. | Run the Student Download error scan for all records for the Summer Submission. Choose Error Scan for the Process Type. Review the log file to identify incorrect information, and then make corrections as needed. | Recommended start: 02/01 Required start: 04/01 Re-run reports based on information updates. |
| 16. | 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. This includes:
Do not clear locked Class IDs. Clearing the Class IDs clears all non-locked IDs, regardless of the filter. After clearing the IDs, run the Staff, Course and Student Downloads to make sure the 300, 305, and 415 records all use the same Class IDs. | Re-run based on information updates. |
| 17. | Run Course Download to create the 300 records. Review the log file, and correct any errors. | Recommended start: 02/01 Required start: 04/01 Re-run the download as needed based on information updates. Recommended to run the download weekly until records are verified as correct. |
| 18. | Run the Staff Download to create the 305 records. Review the log file, and correct any errors noted. | Recommended start: 02/01 Required start: 04/01 Re-run the download as necessary based on information updates. Recommended to run the download weekly until records are verified as correct. |
| 19. | Run the Student Download for all records. Review the log file, and correct any errors noted. | Recommended start: 02/01 Required start: 04/01 Re-run download as needed based on information updates. Recommended to run the download twice a week until records are verified as correct. |
| 20. | Run the following Verification Reports:
| Recommended start: 02/15 Required start: 04/15 Re-run download as needed based on information updates. |
| 21. | Use the Student Download Search to review records for specific groups of students. | Start running reports after Student Download has been run to verify records were created correctly. |
| 22. | Use the Student Download Summary option to verify student information. | Ongoing |
| 23. | Use the Staff Download Summary option to verify staff information. | Ongoing |
| 24. | Run the Course/Staff Summer Submission Validation. Select Regulatory from the main menu, select Utilities submenu, select Utilities, then select Course/Staff Summer Submission Validation. You can check for several data errors. To get rid of fatal error 30006, run the option to delete the 300s/305s without 415s. If 415 records are created for these sections, re-run the course and staff downloads to re-create the 300 and 305 records. | Recommended start: 04/11 Required start: 04/23 Re-run the log-only option as downloads for staff, courses and student are completed. Re-run delete option as downloads for staff, courses, and students are done to remove fatal error 50300-0002. |
| 25. | When all download information is ready, run the TEDS Extract option. | Recommended start: 04/11 Required start: 04/23 Re-run as downloads for staff, courses and student are completed. |
| 26. | Submit data by uploading the file to TSDS ODS, then promote data to eDM. | Recommended start: 04/11 Required start: 04/23 Re-run the download as needed based on information updates. A file should be submitted at least one time per week until the submission is completed. |
| 27. | Check for errors in the 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. | |
| 28. | Run the applicable TSDS reports to verify data. Make corrections as needed, and then repeat the process. | Ongoing |
