State Reporting 20.4.3.0 Release Notes

AAR: Version 1.0.18
AAR by Number, Grade, Last Initials, or Student Selection: Version 1.0.14
TREx Extract: Version 1.0.15
TREx Extract by Student Number: Version 1.0.9

• AAR and TREx Student Contact Reporting
  • The reports are updated to provide a new Source for Contacts runtime parameter, similar to the option previously implemented for the TSDS SPPI-14 collection. Districts can now choose the data source as either Legacy Contacts or Student Contacts.
  • When Legacy Contacts is selected, the output is unchanged; Father and/or Mother or Guardian from the Demographics page are reported.
  • When Student Contacts is selected, up to two contacts are reported using the newer, core Student Contacts fields according to this hierarchy:
    • Contact(s) with Custody Flag
    • Contacts(s) with Lives With Flag
    • Contacts(s) with Legal Guardian relationship
    • Contacts(s) with Mother relationship
    • Contacts(s) with Father relationship
    • Otherwise, if none of the above applies, a single contact with the highest priority setting is extracted.
• TREx Assessments
  • When reporting STAAR EOC assessment records, the logic used to identify the Test Version and corresponding TREx Assessment Name Code is updated to support recent changes made to the PowerSchool Texas Assessment Quick Import Extract for the population of the Alpha Score field.
  • When EOC assessment files are prepared for import using the Texas Assessment Quick Import Extract, the Alpha Score field in the student test score record will now contain values for both the Test Version and the Score Code elements, separated by a slash character such as S/S, ALT2/M, ALT2/N, etc. The TREx logic is updated to ignore the slash and any characters that follow to ensure that the correct TREx Test Name code is output.

AAR Updates for EOC Substitutions and Waivers
AAR: Version 1.0.18
AAR by Number, Grade, Last Initials, or Student Selection: Version 1.0.14
The AAR reports are updated to calculate and display EOC substitution assessments and additional EOC waivers in the EOC Assessment section of the transcript.

• The AAR logic uses a hierarchy of data sources to determine if a student qualifies for an EOC substitution assessment or waiver. Data sources include:
  • Student Test Scores
  • Stored Grades
  • Texas AP and IB Performance Acknowledgements
  • New substitution assessment and waiver data entry fields provided on the new EOC Status tab on the Texas Graduation Information page.
• An updated runtime parameter allows the user to select from the following options:
  • Include both Waivers and Substitutions
  • Include Waivers Only
  • Include Substitutions Only
  • Do not Include Waivers or Substitutions

• Refer to EOC Assessments Output Logic below for the order shown when calculating the EOC Assessments output.

• The display output for waivers varies according to the specific waiver type:
  • Waived*: Explanation Code 3, COVID, IGC, Other, and waiver in Test Scores
  • E1Exempt: ELL E1 Exempt Waiver entered on the EOC Status page
  • 9-Meets: ARD Waivers from Test Scores or EOC Status page
• If a student qualifies for multiple substitution assessments for the same EOC subject, the report selects the first substitution identified using this hierarchy:
  • Calculated substitution assessment from Test Scores with the earliest date
  • Calculated substitution from AP/IB Performance Acknowledgements with the earliest date
  • Manually entered substitution from the EOC Status page
• If a student qualifies for multiple waivers for the same EOC subject, the report selects the first waiver identified using this hierarchy:
  • Calculated waiver from Stored Grades: Explanation Code 3/student passed equivalent course
  • Calculated waiver from Test Scores: STAAR EOC Alt/Alt2 where Alpha Score contains G, M or N
  • Calculated waiver from Test Scores: Alpha Score contains E and Numeric Score =1
  • Manually entered Waiver from the EOC status page
• An EOC Substitution Assessments chart in the online documentation will be coming soon. This will include a complete list of the available substitutions, detailed requirements, and minimum qualifying scores.
• An additional update is provided in this release for ACT and SAT scores to ensure that the highest overall score and the highest subject scores always display as expected.

A new EOC Status tab has been added to the State/Province – TX > Graduation Information page to support the manual entry, mass assignment, or import of additional student EOC Waivers and Substitution Assessments for display on the AAR transcript.

• These new fields allow districts to supplement the waivers and substitution logic that is now implemented in the AAR based on source data from student test scores, stored grades, and AP/IB performance acknowledgments.
• Generally, a student must pass and receive full credit for the corresponding EOC course in order to qualify for a waiver or substitution assessment; in some cases, other TEA requirements apply. The district should ensure the student meets all requirements before entering a waiver or substitution record.
• A new Texas extension table of students is created to house the EOC Status fields: S_TX_STU_EOCSTATUS_X. Refer to the Texas Data Dictionary in the online documentation for a list of the database field names and properties.
  • To manually enter substitutions or waivers, use the new fields on the EOC Status tab.
  • To mass assign, use the Student Field Value Function for the substitution, waiver, and date fields.
  • To import, use Data Import Manager; your import file must also contain the Student DCID field.
• When using Student Field Value or Data Import Manager to populate records, the code value for the substitution or waiver must be used, not the description.
• EOC Substitution Assessments
  • For each of the five STAAR EOC Assessments (Algebra I, Biology, English I, English II, US History), the user can now enter a substitution assessment, the date, and optional comments in the EOC Substitution Assessments panel.
  • On the AAR, a status of "Pass Sub" is displayed for the corresponding EOC assessment along with the abbreviated substitution assessment name.
  • The substitution assessments and qualifying scores vary according to the EOC subject, and the year the substitution assessment was taken. Refer to the related version 20.4.4 AAR Substitution Assessments and Waivers release note for additional details.
  • The substitution assessment dropdown lists for each EOC display only those substitutions that are applicable to that EOC subject.

  • Refer to EOC Substitution Assessments below for more information on populating records using Student Field Value or Data Import Manager

  • AP and IB Assessments and Texas Performance Acknowledgements: Some AP and IB tests qualify as EOC substitution assessments. The minimum required score is the same as the qualifying score for a Performance Acknowledgement. The AP/IB substitutions can be sourced from student test scores, or from entries made on the Performance Acknowledgements tab for the assessments listed below. These are not available in the substitution assessment dropdown list. Note that any single AP/IB assessment can be used in place of either English I or English II, but not both. Refer to AP and IB Assessments and Texas Performance Acknowledgements for more information.

• EOC Waivers
  • For each of the five STAAR EOC Assessments, the user can now enter a waiver reason, the date, and optional comments in the EOC Waivers panel.
  • The waiver reasons displayed in the dropdown list are the same for all EOC assessments with the exception of English I, which has an additional option for LEP/EL students who qualify for an E1 Exempt waiver.

  • Refer to EOC Waivers for more information on how each waiver entered will be displayed in the EOC Assessment section of the AAR.

  • When using Student Field Value or Data Import Manager to populate records, use the code values shown below.

TX Interchange Student Discipline: Version 1.0.12
The Student Discipline Interchange is updated to suppress record creation when the Behavior Code does not have an assigned State Detail Report Code, or when the Behavior Code is one of the following obsolete values:
33 - Tobacco Product^
34 - School-Related Gang Violence^
42 - Truancy - Parent contributing^
43 - Truancy age 12 with 3 unexcused absences^
44 - Truancy Age 12 to 19^
45 - Truancy Failure to Enroll^

TX Interchange Education Organization: Version 1.0.35
The Education Organization Interchange has been updated for the PEIMS Summer Submission as follows:

• Record Selection for the Course complex
  • The Service ID must not start with SA, SE, SR, SS, or 8.
  • The stored grades record, section, or course must not be set as Exclude from 090.
  • High School Courses: records are identified in per the TEA C022 Code Table where "Eligible For High School Credit" = TRUE
  • Virtual School Network Courses: records are identified by Non-Campus Based Instruction Codes 04 and 05.
    • Courses and Sections: Non-Campus Based Instruction = 04 or 05
    • Manual Entry Stored Grades: Section ID = 0 and Non-Campus Based Instruction = 04 or 05
• Expanded Learning Opportunities (ELO's)
  • The School Extension complex has been updated to support the revised ELO's data collection previously provided in the March release.
  • To populate Expanded Learning Opportunity records for the summer submission, navigate to District > Schools/School Info. Scroll down to the Additional Texas Data Collection panel and click the link for School Expanded Learning Opportunities (ELO). Create records for each applicable school as follows:
  • Click "Add School Expanded Learning Opportunities (ELO) Record"
  • Select the current School Year from the drop-down list
  • Select the ELO Type Code (E1641) from the drop-down list. For the summer submission, the most common ELO Type Code will be (03) Voluntary Expanded Learning - Before School and After School; schools may also enter records as applicable for ELO Type Codes (01) Non-Voluntary Extended School Day and (02) Non-Voluntary Extended School Year.
  • For each ELO Type Code, enter the average ELO Minutes Scheduled Per Day (E1621) for that ELO Type, comprised of activities within these indicator categories:
    • E1615 ELO Rigorous Coursework
    • E1616 ELO Mentoring
    • E1617 ELO Tutoring
    • E1618 ELO Physical Activity
    • E1619 ELO Academic Support
    • E1620 ELO Educational Enrichment
  • Data Entry Validations
    • At least one of the indicators must be selected; select all that apply.
    • ELO Minutes Scheduled Per Day must be a minimum of 45 minutes and a maximum of 480 minutes.
  • If the school offers more than one ELO Type, create additional records as needed.
  • If the school does not offer ELO's, no record is required. The E1613 Expanded Learning Opportunity Indicator Code will default to 0 (no) in the EdOrg Interchange.

TX Interchange Student: Version 1.0.27
Due to the COVID-19 closures, the Student Interchange for the PEIMS SUMR collection is updated to add a new runtime parameter: "Default Early Reading Indicator to 3 (Not Assessed) for students with no current year record?"

• When the parameter is set to yes, the TX-EarlyReadingIndicator logic is modified to output a default code of "3" for any K-2 student who does not have an Early Reading record for the 19-20 year.
• Existing logic is maintained for K-2 students who have a 19-20 Early Reading record:
  • If the student has a record where the Spring indicator is populated, this value is reported
  • If the student has a record where the Spring Indicator is blank, but the Fall Indicator is populated, the Fall indicator is reported.
• When the parameter is set to no, there is no change from the previous output; if a K-2 student does not have an Early Reading record for 19-20, the element is suppressed in the XML file and a fatal error will be triggered.

Incident Management Discipline Interchange Validation Report: Version 1.0.0
A new Incident Management Discipline Interchange Validation Report for the Summer PEIMS collection is now available on the State Reports page under the Data Verification and Supporting Reports category.

• The report applies business logic from key TEA Disciplinary Action Business Rules and common Fatal Errors to the Incident Management data reported in the Discipline Interchange.
• Only those incidents that meet the Discipline Interchange selection criteria are included. Prior to running the Incident Management Discipline Interchange Validation Report, users should first run the companion Incident Management Verification Report to review and resolve issues with the basic structure and required data entry in the incident records. Records that appear with errors in the verification report will often cause the records to be bypassed, or may produce unexpected results when the TEA business logic is applied.
• Records that meet the Discipline Interchange requirements are examined for violations of TEA business rules. The PDF output provides a list by school and by student of the incidents and elements that will trigger fatal errors.
• The TEA fatal edit number is provided along with a translation of the error message using the PowerSchool Incident Management field naming conventions to allow districts to quickly identify and correct invalid data.
  • 44425-0011: If Duration Code is 00, Assigned Duration and Actual Duration must not be different.
  • 44425-0012: If Duration Code is not 00, Assigned Duration and Actual Duration must be different.
  • 44425-0013: If Action Code is 02-04, 06-08, 10, 11, 12, 13, 26, 51-55, 57, 59, or 60, Campus of Assignment must not be blank.
  • 44425-0017: If Action Code is 13 or 14, Behavior Code must be 21.
  • 44425-0021: If Actual Duration is 0, Action Code must be 27 or 28.
  • 44425-0023: Only one mandatory “action not taken” Action Code (27 or 28) can be reported for a particular Student and Incident.
  • 44425-0051: If Behavior Code is 09 or 10, Location state code must be 04.
  • 44425-0056: If Behavior Code is 01 or 59, Location state code must be 01.
  • 44425-0058: If Behavior Code is 08, Location state code must be 01, 02, 03, or 04.
  • 44425-0060: If Behavior Code is 36 or 37, Location state code must be 01, 03, or 05.
• Note that logic has already been implemented in the Discipline Interchange to automatically report on-campus behavior location codes as 00 instead of 01 when required by TEA per edit 44425-0050: If DISCIPLINARY-ACTION-REASON-CODE is "21"-"23", "41", "42", "44", "45", "55", "56", or "61", then BEHAVIOR-LOCATION-CODE must be "00". This edit is therefore not included in the validation report.
• Additional changes for PEIMS Discipline
  • In the Location dropdown list in the Incident record, each “local” location code has a mapped state Behavior Location code. To support easier identification and resolution of data entry errors, the state codes are now appended to the display of the Location codes (such as "03 - Cafeteria area (01)^") where (01) denotes TEA Behavior Location Code 01 – On Campus.
  • Obsolete Behavior codes 42 - 45 have been removed from the Quick Incident page for any incident with a date of 8/1/2019 or later. Due to a page issue in PowerSchool version 19.11 and higher, these codes could not be hidden on the Incident Detail page at this time; this will be revisited when the 2020-21 changes are implemented for next year. Until then, users should be aware that these codes are not valid for 2019-20 reporting:
    • 42 - Truancy - Parent contributing^
    • 43 - Truancy age 12 with 3 unexcused absences^
    • 44 - Truancy Age 12 to 19^
    • 45 - Truancy Failure to Enroll^
  • The Discipline Interchange package code is also updated to address potential Oracle single-row subquery errors occurring when multiple behaviors are attached to the same incident.

The following obsolete data collection fields have been removed from the pages indicated:

• District Info > TSDS Dashboard Information panel and associated fields
• District Info > Texas Preferences > fields for CTE Vocational Contact Hours Automation
• District > Schools/School Info > TEDS School Name and Mixed Grade Level Class Service ID Overrides
• District > Courses > TSDS Dashboard Information and Course Level Characteristics panels
• District > Enrollment > Special Programs > TSDS Dashboard fields
• Student > Special Programs > Local Programs > Texas State Information Dashboard Program Type panel
• School > Sections >
  • Number of Parts (E1363)
  • Educational Environment
  • Historical Additional Staff link and related sub-pages
  • Mixed Grade Level Information panel
  • Historical Additional Staff link and related sub-pages
  • Assign Service ID Overrides link & related sub-pages
• Student > State/Province - TX > Legacy Data >
  • PEIMS Student Information (Pre-2016)
  • Special Education (Pre-2016)
• Student > All Enrollments > TX State Information panel and fields

The following obsolete Texas reports are removed from the State Reports Page:

• Data Verification and Supporting Reports category
  • AAR Subject Category Verification Report
  • Copy Dyslexia Indicator
  • Explanation Code Verification Report
  • Varicella Date of Disease Invalid Values
• Third Party Extracts Category
  • TX Legacy 090 Record (Fall HR Records)
  • TX Legacy 305 Record (Summer HR Records)

TX Interchange Student Attendance: Version 1.0.15
The Student Attendance Interchange is updated for the 2019-20 school year and is now ready for submission to the Summer PEIMS collection.

• CTE Attendance – Block Schedules
  • The calculation of CTE Days Eligible is adjusted for schools with rotating block schedules where CTE classes do not meet each day.
  • Per TEA guidelines, as long as the student's schedule meets the minimum average daily minutes requirement for the V Hours setting assigned to the course, the student is considered eligible each day even if the class does not meet each day.
  • The same update was previously made for the Student Detail and Campus/District Summary reports.
• Bilingual/ESL Funding Codes
  • When reporting Regular - Bilingual/ESL Attendance (Attendance Event Indicator 02) and Flexible - Bilingual/ESL Attendance (Attendance Event Indicator 07), logic is added to support the new BILINGUAL/ESL-FUNDING-CODE (E1651) element, which is required in all Bilingual/ESL attendance records.
  • This is a calculated element based on the student's LEP/EL record in effect for the attendance record being reported and is output using XML tag "TX-BilingualESLFundingCode".
  • Each time the student's Bilingual/ESL Funding Code changes, a new record is reported with one of the following codes:
    • BE: Student in standard or alternative Bilingual or ESL program
      • LEP Indicator = 1, Parental Permission = A or K, ESL Program = 2 or 3
      • LEP Indicator = 1, Parental Permission = D, Bilingual Program = 2 or 3
      • LEP Indicator - 1, Parental Permission = E, Alternative Language Program = 01
      • LEP Indicator = 1, Parental Permission = J, Alternative Language Program = 02
    • D1: Student in Bilingual Dual Language Immersion/One-Way program
      • LEP Indicator = 1, Parental Permission = D, Bilingual Program = 5
  • D2: Student in Bilingual Dual Language Immersion/Two-Way program
    • LEP Indicator = 1, Parental Permission = D, Bilingual Program = 4
    • LEP Indicator = F, S, 3, 4 or 5, Parental Permission = G, Bilingual Program = 4
    • LEP Indicator = 0, Parental Permission = 3, Bilingual Program = 4
• Flexible Attendance - Special Programs Days Eligible
  • The calculation of Special Programs Days Eligible is no longer based on the conversion of the student’s flex minutes into equivalent days.
  • Instead, Days Eligible in flexible attendance records is reported as the number of days during the reporting period where the student was enrolled as a participant in the flex attendance program, and also a participant in the special program.
• Residential Facility Attendance
  • Support for RFT regular and flex attendance is added. These records apply only to special education students who attend a residential facility located within the school’s boundaries, and who have an RFT Special Programs record in effect for one or more days during a reporting period.
  • Regular RFT Attendance (Attendance Event Indicator 13): Qualifying students with an ADA Eligibility Code of 1, 2, 3, or 6.
  • Flex RFT Attendance (Attendance Event Indicator 14): Qualifying flex attendance students with an ADA Eligibility Code of 7, and one or more Flexible Attendance records that overlap the RFT Special Program dates.
• Default Attendance Reporting Period 5 to Present
  • To support the COVID-19 changes made by TEA, student attendance defaults to days present (eligible or ineligible based on ADA Eligibility Code) for all days within Attendance Reporting Period 5.
  • Any non-present attendance codes which may exist for these dates are ignored.

Student Detail: Version 1.0.11

• Bilingual/ESL Funding Codes
  • The Student Detail Report is updated to calculate and display the new Bilingual/ESL Funding Code using similar logic as implemented in the PEIMS Student Attendance Interchange.
  • These codes are based on a combination of the student's Bilingual, ESL or Alternative Language Program, and the corresponding Parental Permission Code.
  • A new record is displayed each time a program or permission code changes that impacts the Bilingual/ESL Funding Code.
  • Support for non-LEP students enrolled in the Bilingual Dual Language Immersion/Two-Way program is added under the D2 funding code category.
  • The LEP Indicator is also relocated to display as part of the grouping of Bilingual, ESL and Alternate Language Program elements.
• Flexible Attendance
  • The report is updated with similar logic as implemented in the Attendance Interchange to no longer calculate Special program days based on the sum of minutes divided by the Program divisor. Instead, special program days eligible are based on the number of days where the student participated in a special program while also enrolled in the flexible attendance program.
  • Additionally, a new parameter is added to allow the user to select the categories of attendance to include: all attendance, regular attendance only, or flexible attendance only.

TX Interchange Student Transcript: Version 1.0.26
To support the reporting of incomplete coursework due to COVID-19 or other reasons, new logic to consider incomplete grades is implemented. When an Incomplete type grade is processed by the report, the Pass/Fail Credit Indicator Code element is now automatically output with a value of 09 (Incomplete).
Identification of Incomplete grades is based on:

• Default: Letter Grade of "I" is adopted as the Texas standard for Incomplete - if the district uses this code, it will automatically be considered.
• For districts that may have alternate codes in place designating Incomplete, a new "Incomplete" grades runtime parameter is available where the user can specify the letter grade(s) that should be considered.
  • The parameter is labeled as "Specify Incomplete Grades" and has a text entry box where one or more letter grades can be entered such as "IC, INC" (comma-delimited values if multiples).
  • This parameter is optional - if no value is specified, the default of "I" will be applied.

TREx Extract by Student Number: Version 1.0.9
TREx Extract: Version 1.0.15
To support the reporting of incomplete coursework due to COVID-19 or other reasons, new logic to consider incomplete grades is implemented. When an Incomplete type grade is processed by the report, the Pass/Fail Credit Indicator Code element (XML = PassFailCredit) in the Academic Session complex is now automatically output with a value of 09 (Incomplete).
Identification of Incomplete grades is based on:

• Default: Letter Grade of "I" is adopted as the Texas standard for Incomplete - if the district uses this code, it will automatically be considered.
• For districts that may have alternate codes in place designating Incomplete, a new "Incomplete" grades runtime parameter is available where the user can specify the letter grade(s) that should be considered.
  • The parameter is labeled as "Specify Incomplete Grades" and has a text entry box where one or more letter grades can be entered such as "IC, INC" (comma-delimited values if multiples).
  • This parameter is optional - if no value is specified, the default of "I" will be applied.

Assessment Quick Import Extract: Version 1.0.4
The Assessment Quick Import Extract is updated for STAAR EOC and STAAR 3-8 to handle the new FALL_TSDS_DYSLEXIA_CDE element, which was added in the 19-20 data file format.