Unique ID Enrollment Event Tracking
Each school district submits the Unique ID with Enrollment Events batch file to the state TSDS system every week. The Unique ID Enrollment Event Tracking reports new and updated student enrollment and withdrawal records, and grade-level assignments.
This extract replaces the previous PET (Pupil Enrollment Tracking) Extract and integrates enrollment tracking with the TSDS Unique ID system.
Selection Criteria
Selection criteria determine which database records are used in the report.
School Selection
The report selects which school records to use based on the following criteria:
The school must not be marked as Exclude from State Reporting.
The school must be associated with a student included in the report.
Student Selection
The report selects which student records to use based on the following criteria:
The student must not be marked as Exclude from State Reporting ("Exclude from PEIMS")
To be included in the submission file, all required demographics fields must be populated, and the student must have at least one new or updated Entry, Exit, or Grade Level change during the target date range.
If “Updates and New Records since Last Submission” is selected in the runtime parameter: a record is output for each new, updated, or deleted Entry, Exit, or Grade Level change occurring since the date specified in the Last Submit Date parameter.
If “All Records within Date Range” is selected in the runtime parameter: a record is output for each Entry, Exit, or Grade Level change occurring within the date range encompassed by the Start Date and End Date parameters.
Students who have valid records are reported in the in the ET Event submission file.
Students who are excluded from the submission file are reported in the companion Excluded Students file if any of the following elements are missing or invalid:
Demographics
Student Name Fields
SSN
TX Unique ID
Birthdate
Hispanic/Latino Code
Race Code (at least one is required for all students)
Invalid Enrollment or Withdrawal records
Exit Date > 1 day after school calendar end date
Entry Date before school calendar start date
Entry and Exit Dates outside of school calendar
Reverse Enrollments
Duplicate Entry Dates at same school (except for valid No Show records)
Duplicate Entry Dates at different schools (except for valid No Show records)
Overlapping Enrollments
Report Input
Each of the available run options and data fields for the report is described below.
Field | Description |
|---|---|
Select Schools | The multi-select list allows the user to use the Ctrl or SHIFT key on your keyboard to click each school for which you want to run the extract. Note: At the school level, only the current school is available. |
Current Selection Students | Select one of the following:
|
School Year | Choose the school year for the student enrollment data you want to include in the report. |
Records to Include | Select one of the following:
Note: Except under special circumstances and unless specifically permitted by TEA, the default option, Updates, and New Records since the Last Submission should always be used. |
Last Submit Date | From the calendar provided, select the most recent date the Unique ID Enrollment Events extract was submitted to the state. |
Start Date | Select the first date in the reporting period from the calendar provided. When generating the ET Enrollment Event Tracking extract, if PowerSchool SIS identifies the following types of records, they will not be considered as an error: Duplicate Entry Dates at same school Duplicate Entry Dates at different schools Examples Duplicate Entry Dates at different schools: The student has a valid no-show record at School A: Entry 09/08/2020 & Exit 09/08/2020 The student then enrolls at School B: Entry 09/08/2020 & Exit 11/23/20 (or any other date during the year) Duplicate Entry Dates at same school: The student has a valid no-show record at School A: Entry 09/08/2020 & Exit 09/08/2020 Subsequently, the error is identified as the student was present on the first day and a new enrolment at the same school is created: Entry 09/08/2020 & Exit 06/22/2021. Most No Show records are dated the first day of school, valid No Show records can also occur during the year at the same school or different schools Entry and Exit on 12/01/2020 at School A and Entry of 12/01/2020 at School B Entry and Exit on 12/01/2020 at School A and Entry of 12/01/2020 at School A |
End Date | Select the last date in the reporting period from the calendar provided. |
Transmission ID | Enter a local identifier to include in the file header and trailer records. If left blank, the first 10 characters of the current user's last name outputs on the record. This field may not exceed 10 characters. |
Report Output: Unique ID Enrollment Event Batch File
The report generates a zip file containing the Unique ID Enrollment Events CSV file and an Excluded Students companion file.
Report Output: CSV
Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.
Position | Data Element | Description | [Table]FieldName | Required | Length |
|---|---|---|---|---|---|
Header Record Layout The header record is the first record in the file. | |||||
1 | Record Type | The record type. | 'TH' | Yes | 2 |
2 | Extract Date | The date the extract was run. | Derived | Yes | 10 |
3 | Extract Time | The time the extract was run. | Derived | Yes | 8 |
4 | Transmission ID | The identifier of the submitter. Used for auditing. | Derived The runtime parameter, Transmission ID, if populated. Otherwise, the last name of the user logged into the system. | Yes | 10 |
5 | Version | The TEDS version. | '3.0' | Yes | 10 |
6 | Delimiter | The type of file delimiter. Hard-coded as 0X2C to note that the delimiter is a comma. | '0X2C' | Yes | 4 |
7 | Source Name | The name of the source. Hard-coded as SIS for students. | 'SIS' | Yes | N/A |
8 | Text Qualifier | The type of text qualifier. Hard-coded as 0X22 to note that the qualifier is a double quote. | '0X22' | Yes | N/A |
Detail Record Layout All fields that are reserved and not used by TEA must be included as blank, separated by a comma, and in double quote. The detailed records represent the individual enrollment event data. | |||||
1 | Record Type | The record type. | 'ID' | Yes | 2 |
2 | Current School Code | The school where the student is enrolled. | [Students]SchoolID [Reenrollments]SchoolID [Schools]Alternate_School_Number [Schools]School_Number | Yes | 9 |
3 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 20 |
4 | Last Name | The student's legal last name. | StudentCoreFields.PSCore_Legal_Last_Name | Yes | 60 |
5 | First Name | The student's legal first name. | StudentCoreFields.PSCore_Legal_First_Name | Yes | 60 |
6 | Middle Name | The student's legal middle name. | StudentCoreFields.PSCore_Legal_Middle_Name | No | 60 |
7 | Name Suffix | The student's generational suffix code. | StudentCoreFields.PSCore_Legal_Suffix | No | 1 |
8 | Gender | The student's gender. | [Students]Gender | Yes | 1 |
9 | Date of Birth | The student's birth date. | [Students]DOB | Yes | 10 |
10 | Current Grade Level Code | The student's grade level. | [S_TX_STU_X]State_Grade_Level [Students]Grade_Level [S_TX_REN_X]State_Grade_Level [Reenrollments]Grade_Level | Yes | 2 |
11 | Local Student ID | The student's local ID number. This field provides a mechanism to import student data from the TSDS Unique ID system back into local systems. | [Students]Student_Number | Yes | 9 |
12 | Social Security Number or S-# | The student's social security number. | [Students]SSN | Yes | 9 |
13 | Race | The student's race code. | [StudentRace]RaceCD | Yes | 1 |
14 | TSDS Uniq-ID | The student state-assigned a unique identifier. | [Students]State_StudentNumber | Yes | 10 |
15 | Current District Code | The district where the student is enrolled. | [Prefs]DistrictNumber | Yes | 6 |
16 | Current School Year | The current school year for the data contained in the extract. This value extracts from the school year runtime parameter selected on the report input. | [Terms]YearID | Yes | 4 |
17 | Alternate Last Name | The student's maiden name. This field is not stored in PowerSchool and is an optional field per TEA. | N/A | No | 25 |
18 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
19 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
20 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
21 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
22 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
23 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
24 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
25 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
26 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
27 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
28 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
29 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
30 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
31 | Ethnicity Indicator | The student's Hispanic/Latino indicator. Valid values:
| [Students]FedEthnicity | Yes | 1 |
32 | Race 2 Code | If the student has multiple race codes, this field contains the second code. | [StudentRace]RaceCD | No | 1 |
33 | Race 3 Code | If the student has multiple race codes, this field contains the third code. | [StudentRace]RaceCD | No | 1 |
34 | Race 4 Code | If the student has multiple race codes, this field contains the fourth code. | [StudentRace]RaceCD | No | 1 |
35 | Race 5 Code | If the student has multiple race codes, this field contains the fifth code. | [StudentRace]RaceCD | No | 1 |
36 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 10 |
37 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 60 |
38 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
39 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 60 |
40 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 50 |
41 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 50 |
42 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 30 |
43 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 30 |
44 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 2 |
45 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 17 |
46 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 22 |
47 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 20 |
48 | Reserved Field | Not used by TEA. Always blank. | N/A | No | N/A |
49 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 20 |
50 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 20 |
51 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 125 |
52 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
53 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 20 |
54 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 2 |
55 | Submission Purpose | The type of data in the input file. Hard-coded as 002 for Enrollment Events. | '002' | Yes | 3 |
56 | Person Type | The type of person on the record. Hard-coded as 02 for a student. | '02' | Yes | 2 |
57 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 1 |
58 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
59 | Entry/Exit Date | The date on which the student enrolled or withdrew from the reporting campus. | [Students]EntryDate [Students]Exitdate | Yes | Date |
60 | Entry/Exit Type | Indicates if the date in the Entry/Exit Date field is an enrollment or withdrawal record. | Entry Date: '01' Exit Date: '02' | Yes | 2 |
61 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
62 | Entry/Exit Verified Flag | The status of the enrollment event. Valid values:
| Derived Record correction scenarios: a value of “4” (Delete) is output when a previously submitted record needs to be deleted from the Unique ID system. Typically, the deleted record is accompanied by a new, updated record that corrects and replaces the deleted record. Values of 1-Verified, 2-Unverified, and 3-Calendar are never published. These fields can be manually edited in the Unique ID system when appropriate. | No | 1 |
63 | Reserved Field | Not used by TEA. Always blank. | N/A | No | N/A |
64 | Reserved Field | Not used by TEA. Always blank. | N/A | No | N/A |
65 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 25 |
66 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
67 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
68 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
69 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 100 |
70 | Reserved Field | Not used by TEA. Always blank. | N/A | No | N/A |
71 | Reserved Field | Not used by TEA. Always blank. | N/A | No | N/A |
72 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 3 |
73 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 255 |
74 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 255 |
75 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 255 |
76 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 12 |
77 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 50 |
78 | Reserved Field | Not used by TEA. Always blank. | N/A | No | 10 |
Trailer Record Layout | |||||
1 | Record Type | The type of record. | 'TT' | Yes | 2 |
2 | Transmission ID | The identifier of the submitter. Used for auditing. | Derived The runtime parameter, Transmission ID, if populated. Otherwise the last name of the user logged into the system. | Yes | 10 |
3 | Number of Records | The number of records in the file, including the header and trailer records. | Derived | Yes | 10 |
Report Output: PDF
Item # or Position | Data Element | Description | [Table]FieldName |
|---|---|---|---|
Enrollment Events Tracking Report (Student Records Included)This section of the PDF output contains a list of student records that were included in the CVS file. | |||
1 | School Code | The school where the student is enrolled. | [Students]SchoolID [Reenrollments]SchoolID [Schools]Alternate_School_Number [Schools]School_Number |
2 | Last Name | The student's legal last name. | Override: [S_TX_STU_X]E0705 [Students]Last_Name |
3 | First Name | The student's legal first name. | Override: [S_TX_STU_X]E0703 [Students]First_Name |
4 | Middle Name | The student's legal middle name. | Override: [S_TX_STU_X]E0704 [Students]Middle_Name |
5 | Suffix | The student's generational suffix code. | [S_TX_STU_X]E0706 |
6 | Gender | The student's gender. | [Students]Gender |
7 | Date of Birth | The student's birth date. | [Students]DOB |
8 | Grade | The student's grade level. | [S_TX_STU_X]State_Grade_Level [Students]Grade_Level [S_TX_REN_X]State_Grade_Level [Reenrollments]Grade_Level |
9 | Local ID | The student's local ID number. This field provides a mechanism to import student data from the TSDS Unique ID system back into local systems. | [Students]Student_Number |
10 | SSN | The student's social security number. | [Students]SSN |
11 | Race | The student's race code. | [StudentRace]RaceCD |
12 | TSDS UID | The student state-assigned unique identifier. | [Students]State_StudentNumber |
13 | Ethnicity | The student's Hispanic/Latino indicator. Valid values:
| [Students]FedEthnicity |
14 | ET Date | The date on which the student enrolled or withdrew from the reporting campus. Notes:
| [Students]EntryDate [Students]Exitdate |
15 | ED Type | Indicates if the date in the Entry/Exit Date field is an enrollment or withdrawal record. | Entry Date: '01' Exit Date: '02' |
16 | Verified | The status of the enrollment event. Valid values:
| Derived Record correction scenarios: a value of “4” (Delete) is output when a previously submitted record needs to be deleted from the Unique ID system. Typically, the deleted record is accompanied by a new, updated record that corrects and replaces the deleted record. Values of 1-Verified, 2-Unverified, and 3-Calendar are never published. These fields can be manually edited in the Unique ID system when appropriate. |
ET Event Error Report (Students Not Included)This section of the PDF output contains a list of student records that were not included in the CVS file due to an error.
| |||
1 | Local ID | This column contains the district-assigned student ID. | [Students]Student_Number |
2 | Student Name | This column contains the student's name in last name, first name, middle name format. | [S_TX_STU_X]E0705 [Students]Last_Name [S_TX_STU_X]E0703 [Students]First_Name [S_TX_STU_X]E0704 [Students]Middle_Name |
3 | Error Note | This column contains the reason the student was not included in the report. Errors may include invalid characters in the student name fields, missing or invalid SSN, missing or invalid TX unique ID, missing birthdate, and missing Hispanic/Latino code or at least one race code. | 'Missing' or 'Invalid' + field |