PEIMS Error Check

Student Demographics

Identifies students who have a student ID that is blank or does not have 10 numeric characters.

Identifies students who have a blank social security value or an SSN which does not conform to one of the following formats:

• NNN-NN-NNNN
• NNNNNNNNN

• SNNNNNNNN

Identifies students who have a blank date of birth.

Identifies students who have a blank Hispanic/Latino code and do not have at least one assigned race code.

Identifies students who are marked as Exclude from State Reporting.

Student PEIMS

In the report schools set as Exclude from State Reporting is updated to ensure that errors are flagged appropriately for students enrolled in the Child Find and Charter Waitlist placeholder campuses. The Student Demographics error checks apply to students in both the campuses. The FTE error checks apply to Charter Waitlist, but not Child Find. No error checks in any other categories are generated for these placeholder campuses.

Identifies students who have no PEIMS general record or have no record for one more day of student enrollment.

Identifies students who have a PEIMS General record, but where there is a gap of at least one day as compared to student enrollment dates in the current year. The dates included in the message are the first and last orphaned days.

Identifies students who have a blank ADA code and a current or previous enrollment in an ADA program.

Identifies students who have an ineligible type ADA Eligibility Code of 0, 4, 5, or 8.

Identifies students with no Effective Date record in the current year in the target grade levels. This applies to students enrolled in grades KG, 1, or 2 at any point in the current year.

Identifies students with no Pre-K Special Program record in effect during the current school year in the target grade levels. This applies to students enrolled in grades PK3 (-2) or PK4 (-1) at any point in the current year.

Identifies KG students who have a blank Grade KG Dyslexia Risk Code (E1644) and enrolled in grades KG and 1 at any point in the current year.

Identifies Grade1 students who have a blank Grade 01 Dyslexia Risk Code (E1644) and enrolled in grades KG and 1 at any point in the current year.

Identifies KG students who have Missing Dyslexia Screening Exception Reason.

• Grade KG student has a value of (03) Not Screened for Grade KG Dyslexia Risk Code (E1644) (E1644_Dyslexia_Risk_Code_KG) and the value for Grade KG Dyslexia Screening Exception Reason (E1732) (E1732_Dys_Screen_Exc_KG) = NULL.

• Grade 1 student has a value of (03) Not Screened for Grade 01 Dyslexia Risk Code (E1644) (E1644_Dyslexia_Risk_Code_01) and the value for Grade 01 Dyslexia Screening Exception Reason (E1732) (E1732_Dys_Screen_Exc_01) = NULL.

Applies to students:

• Enrolled on Fall Snapshot Date

• Student does not have a Census Block record in effect for the Fall Snapshot Date

• Economic Disadvantaged Code not = 00 or blank

• Homeless Status Code = 0 or blank

• ADA Eligibility Code not = 0, 4, 5, or 8

• Attribution Code not = 21 or 23

Identifies any student where Birth Country on the Other Information page is any value except US (United States), PE (Puerto Rico), or blank and Date First Enrolled in US Schools is blank.

Student Enrollment

This error displays:

• If student grade level = -1 or -2 in the enrollment or previous enrollment

• If the Default Instructional Program Type (E1600) for the school does not = 03, 04, 14, or 15.

• If there is no Track assignment in the enrollment record

Error message details: Student Name (Student Number, Grade, Track)

This error is displayed in the following scenarios:

• Student grade level = -1 or -2 in the enrollment or previous enrollment

• The Default Instructional Program Type (E1600) for the school does not = 03, 04, 14, or 15

• The record has a Track assignment, but it is not valid based on the Schools/School Info setup for "School Day Minutes and Instructional Program Type by Track" at the school of enrollment in the record

• The student does not have an assigned Track at the school where Instructional Program Type = 03, 04, 14 or 15.

This error is displayed in the following scenarios:

• Student grade level = 0-12 (do not include students with grade level 99)

• The record has a Track assignment, but it is for a Track assigned to PK students based on the Schools/School Info setup for "School Day Minutes and Instructional Program Type by Track" at the school of enrollment in the record

• If the record has a Track, it cannot be for a track at the school where Instructional Program Type = 04, 14 or 15

• If the record does not have a Track and the Default Instructional Program Code for the school = 04, 14, or 15, the student must have a Track assigned with an Instru Prog Code that is a value other than 04, 14, or 15.

This error is displayed in the following scenarios:

• If students assigned a Track in current or previous enrollments for which there is no corresponding setup in School Info.
• Invalid Track for School is displayed in the following format: Student Last Name, Student First Name (Student Number, Grade, School #, Track)

• Example: Invalid Track for School - Smith, John (567435, 5, School 101, Track C)

NoteTo address this error, districts need to determine if the student record is incorrect (i.e. remove or modify the Track), or if the Track setup for School Day Minutes and Instructional Program Type by Track is missing in School Info (i.e. complete the required setup for each Track in use at the school).

This error check identifies students with no scheduled classes for one or more days of enrollment during the current year.

• This check displays directly after the checks for Missing/Invalid Tracks.

• In the identifying student information, a number of days hyperlink displays the dates with a missing class schedule.

• The pencil icon takes the user to the All Enrollments page (legacy navigation) or to the Course Registrations page (enhanced navigation)

• Example: No Scheduled Classes - Alley, Penelope Leslie (300225, Grade 12) - 10 days between 08-21-22 and 09-01-22. The Unscheduled Class date range is 05-02-22 to 06-03-22A.

This error displays:

• If student grade level = -1 or -2 in the enrollment or previous enrollment

• If the Default Instructional Program Type (E1600) for the school does not = 03, 04, 14, or 15.

• If there is no Track assignment in the enrollment record

Error message details: Student Name (Student Number, Grade, Track)

This error is displayed in the following scenarios:

• Student grade level = -1 or -2 in the enrollment or previous enrollment

• The Default Instructional Program Type (E1600) for the school does not = 03, 04, 14, or 15

• The record has a Track assignment, but it is not valid based on the Schools/School Info setup for "School Day Minutes and Instructional Program Type by Track" at the school of enrollment in the record

• The student does not have an assigned Track at the school where Instructional Program Type = 03, 04, 14 or 15.

This error is displayed in the following scenarios:

• Student grade level = 0-12 (do not include students with grade level 99)

• The record has a Track assignment, but it is for a Track assigned to PK students based on the Schools/School Info setup for "School Day Minutes and Instructional Program Type by Track" at the school of enrollment in the record

• If the record has a Track, it cannot be for a track at the school where Instructional Program Type = 04, 14 or 15

• If the record does not have a Track and the Default Instructional Program Code for the school = 04, 14, or 15, the student must have a Track assigned with an Instru Prog Code that is a value other than 04, 14, or 15.

Student ADA (ADA Eligibility Code)

Criteria:

• If the Official Attendance Period is selected for at least one period in the bell schedule, the error check process uses the official attendance period to determine if the student is missing an ADA period class or has multiple ADA period classes on the same day. Otherwise, the error check process uses periods marked as Counts for ADA.
• Only calendar days that have an associated cycle day are considered in the calculation.
• Student exit dates are excluded from the calculation.
• Students are excluded from the Student ADA PEIMS Error Checks on any day where the ADA Eligibility Code in the PEIMS General record = NULL, 0, 7, or 8.
• Students are included in the Student ADA PEIMS Error Checks on any day where the ADA Eligibility Code = 1, 2, 3, 4, 5, or 6.

Click the hyperlink on the number of days in the message to open a list of the specific dates with missing or multiple ADA classes.

Identifies students who have a missing ADA Period Class for one or more days of enrollment. The ADA period number and cycle day are displayed in the error message. 

Identifies students who have multiple ADA Period Classes on the same day.

Student FTE

FTE Mismatch (School)

Identifies students who have an FTE ID that is for another school in the LEA.

FTE Mismatch (Year)

Identifies students who have an FTE ID from one school year when the start and end dates on the enrollment record are for another school year.

FTE Mismatch (School and Year)

Identifies students whose FTE ID is for the incorrect school and the incorrect year.

Staff Information

Identifies staff members who have an ID that is either blank or does not have 10 numeric characters.

Identifies staff members who have a blank social security value or an SSN which does not conform to one of the following formats:

• NNN-NN-NNNN
• NNNNNNNNN

• SNNNNNNNN

Identifies staff members who have a blank date of birth.

Identifies staff members who have a blank Hispanic/Latino code.

Identifies staff members who do not have at least one assigned race code.

Identifies staff members who have a blank value for Years Experience in District, Total Years Experience, and Highest Degree Level.

Identifies staff members who are excluded from the Basic Staff complex in the Staff Interchange.

Exclude from Class Roster Winter

Identifies staff members who are excluded from the Winter Class Roster collection.