State Reporting 21.3.2.0 Release Notes

The following updates have been made to the Learning Preferences functionality:

• Learning Preferences Code creation link is moved to District Setup page under the Code Sets link.
• The Code Start Date & Code End Date are now editable.
• The Learning Preferences link at Student-Level is renamed to Digital Equity & Learning Preferences.
• When creating a new record, field values from the last record with the greatest Effective Date carry forward if present.
  • Fields that copy to a new record:
    • Internet In Residence
    • Internet Access
    • Internet Performance
    • Device Access
    • Device Type
    • Device Serial number
    • Paper Learning Packets

The Snapshot reports are fixed now and the reports are running and showing the completed successfully status as expected.

When a student has completed a CTE course and is also scheduled for an additional CTE course, the Auto-Code Status message now displays as "CTE completed and currently scheduled" instead of "CTE completed & currently scheduled." The ampersand character is also removed in all existing records to prevent display issues on the Career and Tech special program pages and in the CTE verification reports.

The following updates have been made to the Learning Preferences functionality:

• Learning Preferences Code creation link is moved to District Setup page under the Code Sets link.
  • If a state has code sets disabled then the Learning Preferences Code creation link can be found at the last section under the Code Setup Header
• The Code Start Date & Code End Date are now editable.
• The Learning Preferences link at Student-Level is renamed to Digital Equity & Learning Preferences.
• When creating a new record, field values from the last record with the greatest Effective Date carry forward if present.
  • Fields that copy to a new record:
    • Internet In Residence
    • Internet Access
    • Internet Performance
    • Device Access
    • Device Type
    • Device Serial number
    • Paper Learning Packets

• Access to the Digital Equity & Learning Preferences link, at the student level, is now governed by a check box in the "Edit Security Group" page (path below).
  Path: Start page> System> Groups>[ select group ]
  Upon receiving the update, administrators must go into security groups and give the appropriate groups access to this page.
  Note: This security group setting is suppressed for ND and TX.

TX Interchange Student Discipline: Version 1.0.14
The new Inconsistent Code of Conduct Indicator element is added to the DisciplineActionExtension in the Discipline Interchange for the PEIMS Summ er Submission.

• TEA definition: INCONSISTENT-CODE-OF-CONDUCT-INDICATOR-CODE indicates whether an out-of-school suspension, disciplinary alternative education program placement, or expulsion action is inconsistent with a local education agency’s student code of conduct.
• Per TEA Edits 44425-0074 and 44425-0075, this element is conditionally required when the assigned action is an out-of-school suspension, DAEP placement, or expulsion and must be suppressed for all other types of actions.
• The Inconsistent Code of Conduct Indicator is automatically reported as 0 or 1 for the required action types with a default output of 0 if not coded as Yes in the Action record.
• When reported, the field appears as the last element in the action extension.

TX Interchange Student Enrollment: Version 1.0.58
For the ECDS Collection, TEA fatal edit 40110-0184 requires that students be reported with a single Homeroom Section record where the Begin and End Dates encompass the student assessment date. In order to mitigate errors due to homeroom section changes and potential overlapping section enrollments, new optional student-level fields are added to capture each student’s unique ECDS Assessment Dates. These dates may vary based on when the student enrolled in the district, and the time period during which the school conducted the assessments. The Student Enrollment Interchange for the ECDS Collection is also updated to consider the student assessment dates.

• ECDS Data Collection
  • A new ECDS Student Assessment Dates page is added to the State/Province – TX link with the following fields:
    • ECDS KG Assessment Date (S_TX_STU_X.ECDS_KG_Assmt_Date)
    • ECDS PK BOY Assessment Date (S_TX_STU_X.ECDS_PK_BOY_Assmt_Date)
    • ECDS PK EOY Assessment Date (S_TX_STU_X. ECDS_PK_EOY_Assmt_Date)
  • While these dates are optional, if populated, they will serve to limit the record output to the specific school and homeroom section enrollments in effect on the student assessment date(s).
  • Districts are urged to contact their assessment vendors for guidance in creating an export file containing the assessment administration date(s) and the local student numbers to support import of the records into PowerSchool. An import template will also be distributed to the Texas districts and posted on PowerSource.
• Student Enrollment Interchange
  • In the case where individual student assessment dates are not available in PowerSchool, updated runtime parameters are added to support the input of different assessment date ranges for the BOY and EOY collections.
    • If the selected value for the "ECDS: Limit to Grade K and/or PK" parameter is “KG only”, the BOY ECDS Assessment Start and End Date parameters are displayed.
    • If the selected value for the "ECDS: Limit to Grade K and/or PK" parameter is “PK only” or “Both KG and PK”, both the BOY and EOY Assessment Start and End Date parameters are displayed.
    • Records are extracted for each ECDS collection where the ECDS Assessment Start Date and End Date values are not blank.
  • The interchange logic is updated to consider the course-level Homeroom Section field, the new parameters, and the new student-level assessment dates.
    • When identifying sections to extract, the Homeroom Section field in Courses is now referenced. If the course-level field is blank, the Homeroom Section field on the Sections page is used. In both cases, the course must also be assigned a valid KG or PK Service ID in order to be included.
    • To extract both PK BOY and EOY, enter both sets of dates; to extract PK BOY or EOY only, enter the dates for one collection only.
    • If student-level ECDS Assessment Dates are entered in State/Province - TX > ECDS Assessment Dates, the Homeroom Section in which the student was enrolled on the specified ECDS Assessment Date(s) is extracted.
    • If the student assessment date is blank, student section records are extracted based on the Assessment Start and End Date parameters specified at runtime.
  • Additional Logic
    • Since PK students are assessed at the beginning and at the end of the year, some students will have a single section to report; other students may have different sections if they changed homeroom classes or schools during the year.
      • If a PK student is enrolled in the same Homeroom Section during both the BOY and EOY assessment periods, student section records are de-duped to report a single Homeroom Section for the student along with a single Student School Association record.
      • If a PK student has different Homeroom Section enrollments for the BOY and EOY assessment periods, separate Homeroom Section records are reported for each. If both homeroom enrollments occurred at the same school, a single Student School Association record is reported. If the homeroom enrollments occurred at different schools, a separate Student School Association record is output for each school.
    • If a student was not enrolled in a Homeroom Section on the student-level assessment date(s) or during the ECDS Assessment Date range specified at runtime, no student section record is reported, which will trigger a fatal error. In this case, the student's class enrollments will require modification to ensure a Homeroom Section can be reported.
  • Staff and Master Schedule Interchanges: The Interchanges now extract records based on the course-level Homeroom Section field as expected for any classes with a valid PK or KG Service ID.

The following data collection and validation updates are now available.

• Transfer Info and New Enrollment Pages: Removed State Grade Level Override field, which was rendered obsolete for the 2020-21 school year.
• Pre-K Special Program: Removed Student Instruction and PK School Type in all records on both the summary and detail pages. There is no longer any need to code these fields in the special program record.
  • Student Instruction is sourced solely from the section level field for the student’s homeroom section.
  • PK School Type is sourced from the field on the Schools/School Info page if populated; otherwise, the district-level default specified on the District Info page is used.
• Demographics and Enroll New Student Pages: New Legal Gender validations are added.
  • A new validation ensures that gender values reported to the state adhere to the TEA code table values.
  • If the selected code for the core Gender field is not M or F, a value of M or F is required in the Legal Gender field in order for the page to be submitted.
• Demographics Page: Data validation updates for Student Language Code and Home Language Code are implemented as warnings only.
  • If Student Language Code and Home Language Code are both 98, then LEP Indicator Code should not be 1, F, S, 3, or 4.
  • If LEP Indicator Code is 1, F, S, 3, 4, or 5 and Home Language Code is not 98, then Student Language Code should not be 98.
  • If Student Language Code and Home Language Code are both not 98, then LEP Indicator Code should be 1, F, S, 3, 4, or 5.
  • If Student Language Code and Home Language Code are both “98”, then LEP Indicator Code must not be 1, S, F, 3, or 4.
• Legal Gender Validations
  • New validation created for the Legal Gender Field on Enroll New Student and Demographics pages: if the selected code for the core Gender field is not M or F, require a value of M or F in the Legal Gender field in order for the page to be submitted.

New fields are now available to capture data elements for the ADSY Program.

• School/School Info Page
  • A new school-level ADSY Program Indicator (E1671) field is added under the PEIMS Information panel.
    • Any school with students participating in the ADSY program must set the value for this field to Yes.
    • Database information: S_TX_SCH_SCHOOLS_X.E1671_ADSY_Indicator
  • A new ADSY Default Minutes field is added just below the ADSY Program Indicator.
    • Each school participating in the ADSY program must set the number of instructional minutes in a typical ADSY day. As needed, minutes for exception days can be entered as overrides on the School Calendar page.
    • A validation enforces this data entry: If E1671 ADSY Program Indicator = 1, ADSY Default Minutes must not be blank and must be between 210 and 450 minutes.
    • Database information: S_TX_SCH_SCHOOLS_X.ADSY_Default_Minutes
• School Calendar Page: A new ADSY Day checkbox is added to the School Calendar page.
  • Schools participating in the ADSY program must select this checkbox for each day the ADSY program meets.
  • The “In-Session” checkbox must be left blank, and the “Membership Value” field must also be set to 0.
  • Database information: S_TX_CLD_X.ADSY_Day
• Staff Responsibility Page: A new ADSY Program Teacher Indicator (E1673) is added to the Staff Responsibility record page and appears just below the Monthly Minutes element.
  • For the PEIMS Extended Year Submission, schools participating in the ADSY program must create or import a Staff Responsibility record for each teacher serving in the ADSY program and set the ADSY Program Teacher Indicator to Yes (1).
  • A validation enforces the use of this indicator for teacher records only per TEA rules: If ADSY Program Teacher Indicator (E1673) =1, Role ID must be either 087 or 047."
  • Database information: S_TX_USR_RESP_C.E1673_ADSY_Teacher_Ind
• New ADSY Special Program
  • A new ADSY Special Program tab is added to district setup and to the Special Programs page. The record contains fields for Entry Date, Exit Date, Grade Level (local use only) and Comments.
  • Students who attend at least one ADSY day must have a separate Special Program record for each day of ADSY participation where the Entry Date = the ADSY day and the Exit Date = the day after the ADSY day. Records spanning multiple days and records with open/blank Exit Codes are not allowed.
  • For each ADSY day, the school should create a selection of students who were verified as present. Using Special Functions > Group Functions > Enrollment < Mass Enroll Special Program, each school must create a special program record for each day a student participates in ADSY.
  • A student who attends ADSY for 10 days will have 10 ADSY records, each with a different Entry Date and Exit Date.
  • A validation enforces this data entry: the ADSY Exit Date cannot be blank and must be the day after the ADSY Entry Date.
  • The core SPEnrollments table stores these records using standard fields; no Texas extension table is required.

PEIMS Special Programs Verification Report: Version 1.0.13

The PEIMS Special Programs Verification Report is updated to add a new option for the Additional Days School Year program (ADSY).

• The output matches that of the other programs with a zip file containing a CSV file and a PDF report, and can be run for an Effective Date, a Reporting Period, or a Date Range.
• Date Range is the recommended option to verify that students attending school on any day designated as an ADSY day in the school calendar have a corresponding ADSY special program record for each day of participation where the Entry Date = the ADSY day and the Exit Date = the day after the ADSY day.
• The report includes a check against the school calendar to identify if the special program Entry Date is flagged as an "ADSY Day." ADSY Special Program records should not be created for any other dates.
• Report Output
  SchoolID
  Unique ID
  Student Number
  Last Name
  First Name
  Grade Level
  Birth Date
  Enroll Status
  Entry Date
  Exit Date
  Program Entry Date
  Program Exit Date
  ADSY Day
  Comment

Student Assessment Pre-Code File Version: 1.0.12

The following updates are now available to support registration for state assessments.

• Data Collection: State/Province - TX > Student Assessment Pre-Code > New Assessment and Edit Assigned Assessment Pages
  • Checkboxes are added to the "EOC Test Version Accommodations" and "STAAR 3-8 Writing Test Version - Accommodations" elements for new accommodation code "S" (Speech-to-Text)
  • Speech-to-Text is applicable for on-line testing only and can be selected alone or in combination with the following codes: D, E, R, T, and V
  • The new S code cannot be selected with B, X (Paper), or Y (Oral Admin).
  • The legends at the bottom of the pages now also include "S = Speech-to-Text", and the labels for paper testing code Y are updated to display “Y = Oral Admin”
• Report Updates
  • LEP-INDICATOR-CODE (L) in column U: LEP/EL Code 5 is now supported and is output for any student whose current or final LEP/EL record has a LEP Indicator Code of 5
  • TEST VERSION CODE – EOC in column AW
    • If the new PNP/accommodation code of S (Speech-to-Text) is selected in the UI, this code is output for the following EOC online testing subjects: English I (E1, English II (E2), and English III (E3)
    • Additional logic is also implemented for EOC accommodation codes to limit the output to valid codes based on the EOC subject:
      • Code B applies only to English I (E1), English II (E2), and US History (US); suppressed in all other EOC records
      • Code E applies only to English I (E1), English II (E2), and English III (E3); suppressed in all other EOC
  • TEST VERSION CODE – WRITING in column BI: If the new PNP/accommodation code of S (Speech-to-Text) is selected in the UI, this code is output for Grade 4 and Grade 7 STAAR Writing online testing records.

TX Interchange Student: Version 1.0.37
TX Interchange Student Program: Version 1.0.41
PEIMS Special Programs Verification Report: Version 1.0.13
Student Program Indicator Roster: Version 1.0.4
Student Program Indicator Roster with Eco Dis: Version 1.0.4

• The student selection criteria for the Student and Student Program Interchanges for the PEIMS Summer collection are updated to ensure that records are extracted for RFT students whose Special Education and RFT special program records have overlapping dates. Previously, students were reported only if they were enrolled in Special Education prior to or on the same date as the RFT enrollment.
• The selection criteria for the Special Programs Verification Report and the Student Indicator Roster reports are also updated to implement the same logic as in the interchanges.

TX Interchange Education Organization Version: 1.0.42
TX Interchange Master Schedule Version: 1.0.34
TX Interchange Student Enrollment Version: 1.0.58
TX Interchange Student Version: 1.0.37
TX Interchange Student Program Version: 1.0.41
TX Interchange Student Transcript Version: 1.0.28

The following updates are now available for PEIMS Summer Collection.

• EdOrg Interchange: In the School Extension complex, the data source hierarchy for the PK Full Day Waiver Indicator (E1646) element (TX-PKFullDayWaiver) is updated to add the new district-level default data source entered on the District Info page.
• Student Interchange
  • The reporting of Industry Certifications (IBC’s) is updated to ensure that all records dated on or 09/01/2020 and 05/31/2021 are reported as expected.
  • A hard default of 0 is implemented for both the Fall and Summer PEIMS collections to ensure that all students are reported as expected with the required Unschooled Asylee/Refugee element. If the student is not coded with a value of 1 or 2 for this element in the PEIMS General Record, a default of 0 is reported.
  • The logic for the PK Eligible Previous Year Indicator Code is updated for students who are not currently in grade PK, but who were in grade PK at some point during the year.
    • Previously, the student’s current grade level was used to determine if the PK Eligible Previous Year Indicator element was reportable. Only those students currently in grade PK4 were reported.
    • The interchange now also examines the student’s previous enrollments to determine if the student was in grade PK4 (-1) at any point in the year. If so, the indicator is now output as required by the TEA edits, and defaults to 0 unless the student meets the criteria.
• Master Schedule, Student Enrollment, and Transcript Interchanges
  • The course selection criteria are updated to exclude courses with blank Service ID's (Alternate Course Number) so that the section/class records in these interchanges match the EdOrg Course complex records.
  • The handling of Course Sequence Code X (accelerated courses) is updated ensure the correct output.
    • Course Sequence Code X (full-year curriculum completed in one semester) is only valid for sections scheduled into the Semester terms.
    • Additional setup of quarter-length terms in Years and Terms is required to support the Accelerated Course Scenario
      • When generating records, Part 1 of the course references the term dates for Q1 (if taught in S1) or Q3 (if taught in S2)
      • When generating records, Part 2 of the course references the term dates for Q2 (if taught in S1) or Q4 (if taught in S2)
    • If the scheduled term for the course is not a semester or if the quarter term dates are missing, the correct output and course sequence code cannot be determined. In this case, the record Course Sequence Code is output with a blank code in order to trigger a loader error for correction by the district.
• Transcript Interchange
  • The obsolete OnRampsDualEnrollmentIndicator is removed from the output.
  • Store Code mapping logic is adjusted to handle multiple store codes mapped to the same final grade type such as S2, S3, and S4 all mapped to the S2 Final Grade type.
• Student Program Interchange: The name of the CTE Program complex is updated and reported as the <StudentCTEProgramAssociationExtension> as required by TEA.