The Texas Education Agency (TEA) has added Crisis Codes for COVID-19 for the 2020-2021 school year and mandated four submissions for reporting the students assigned to these Crisis Codes (two in Fall 2020, and two in Spring 2021):
TEA TAA Correspondence:
Spring 2021 Submissions: SY 2020– 2021 COVID-19 Additional Crisis Code Reporting Guidance (12/3/20)
Fall 2020 Submissions: TEA SY 2020-2021 COVID-19 Crisis Code Reporting Guidance (8/13/20)
Spring 2021 Submissions:
Due February 5, 2021: Report students enrolled in LEA on January 29, 2021.
- Code 1A On January 29, 2021, student is being instructed on-campus.
- Code 1B On January 29, 2021, student is being instructed through the remote synchronous method.
- Code 1C On January 29, 2021, student is being instructed through the remote asynchronous method.
Due April 7, 2021: Report students enrolled in LEA on March 31, 2021.
- Code 2A On March 31, 2021, student is being instructed on-campus.
- Code 2B On March 31, 2021, student is being instructed through the remote synchronous method.
- Code 2C On March 31, 2021, student is being instructed through the remote asynchronous method.
If the entire school is Remote Synchronous or Remote Asynchronous on 1/29/21 or 3/31/21, every active student at that school must be assigned the appropriate Crisis Code.
Fall 2020 Submissions (COMPLETED):
September 28, 2020 Submission:
- Code 8A On 09/28/2020, student is being instructed on-campus.
- Code 8B On 09/28/2020, student is being instructed through the remote synchronous method.
- Code 8C On 09/28/2020, student is being instructed through the remote asynchronous method.
October 30, 2020 Submission:
- Code 9A On 10/30/2020, student is being instructed on-campus.
- Code 9B On 10/30/2020, student is being instructed through the remote synchronous method.
- Code 9C On 10/30/2020, student is being instructed through the remote asynchronous method.
Aeries provides tools for assigning the appropriate codes to students, identifying students assigned to each code, and ensuring the data can be reported correctly to the state. The following steps must be done for each school.
Add Codes
Use the Update Code Table page to add codes for the new COVID-19 Crisis Codes to PGM.CRI.
Assign Program Codes to Remote Students
The program codes for remote students can be individually assigned to a student or mass assigned to a group of students. You can also assign a program code to an entire school if needed.
Assign to Individual Students
To assign a program code to an individual student, use the Special Programs page.
Click Add for Current Programs.
- In the Program Code field, select the appropriate program code, such as Remote Asynchronous.
- Enter the Start Date. Leave the End Date blank if unknown.
- The Status and Comments fields are optional.
- Click Save.
Mass Assign to Group of Students
See Texas - Mass Add Student Programs for Remote Instruction.
Entire School
If needed, a school that has been offering onsite instruction can quickly change the entire campus to remote, whether temporarily or long term. The school-wide setting supersedes all other settings during the date range.
Use the School Programs page to assign the program code to the entire school.
- Add a record with Program Type set to the appropriate remote program code.
- Use Start Date to indicate the beginning of the remote time period. Leave End Date blank if unknown.
- Comments are optional.
- Click the Save icon.
Assign Crisis Codes to All Students
The Crisis Codes can be individually assigned to a student or mass assigned to a group of students.
Assign to Individual Students
To assign a Crisis Code to an individual student, use the Special Programs page.
Click Add for Current Programs.
- In the Program Code field, select Crisis Indicator.
- For Start Date use the submission date (e.g., 01/29/2021).
- In the Indicator Code field, select the appropriate Crisis Code.
- Click Save.
Mass Assign to Group of Students
First you must run a query to obtain a list of students for each program code and submission. Then use the KEEP function to keep those specific students for processing on the Mass Add Student Related Data page.
- Use Query to select the students who are assigned to a particular program code.
Note: Be sure Include Inactive Students is not selected when running these queries.
Spring 2021 Submissions:
For the January 29 submission:
To select all active students who have the RA program code on 1/29/21:
LIST STU PGM STU.ID IF PGM.CD = "RA" AND ( PGM.PSD <= 01/29/2021 AND ( PGM.PED = NULL OR PGM.PED > 01/29/2021 ) )
To select all active students who have the RS program code on 1/29/21, if needed:
LIST STU PGM STU.ID IF PGM.CD = "RS" AND ( PGM.PSD <= 01/29/2021 AND ( PGM.PED = NULL OR PGM.PED > 01/29/2021 ) )
If the entire school is remote on January 29, to select all active students who were enrolled on that date:
Run the Student Counts (Snapshot Day) report with Enrollment Date set to 01/29/2021. This report utilizes the Report Tag feature. After running the report, use Query to select the students included in the report.
LIST STU ID IF QT = X
For the March 31 submission:
To select all active students who have the RA program code on 3/31/21:
LIST STU PGM STU.ID IF PGM.CD = "RA" AND ( PGM.PSD <= 03/31/2021 AND ( PGM.PED = NULL OR PGM.PED > 03/31/2021 ) )
To select all active students who have the RS program code on 3/31/21, if needed:
LIST STU PGM STU.ID IF PGM.CD = "RS" AND ( PGM.PSD <= 03/31/2021 AND ( PGM.PED = NULL OR PGM.PED > 03/31/2021 ) )
If the entire school is remote on March 31, to select all active students who were enrolled on that date:
Run the Student Counts (Snapshot Day) report with Enrollment Date set to 03/31/2021. This report utilizes the Report Tag feature. After running the report, use Query to select the students included in the report.
LIST STU ID IF QT = X
Run the query, and then click KEEP to keep these students in order to assign the appropriate Crisis Code.
Fall 2020 Submissions (COMPLETED):
For the September 28 submission:
To select all active students who have the RA program code on 9/28/20:
LIST STU PGM STU.ID IF PGM.CD = "RA" AND ( PGM.PSD <= 09/28/2020 AND ( PGM.PED = NULL OR PGM.PED > 09/28/2020 ) )
To select all active students who have the RS program code on 9/28/20, if needed:
LIST STU PGM STU.ID IF PGM.CD = "RS" AND ( PGM.PSD <= 09/28/2020 AND ( PGM.PED = NULL OR PGM.PED > 09/28/2020 ) )
If the entire school is remote on September 28, to select all active students who were enrolled on that date:
Run the Student Counts (Snapshot Day) report with Enrollment Date set to 09/28/2020. This report utilizes the Report Tag feature. After running the report, use Query to select the students included in the report.
LIST STU ID IF QT = X
For the October 30 submission:
To select all active students who have the RA program code on 10/30/20:
LIST STU PGM STU.ID IF PGM.CD = "RA" AND ( PGM.PSD <= 10/30/2020 AND ( PGM.PED = NULL OR PGM.PED > 10/30/2020 ) )
To select all active students who have the RS program code on 10/30/20, if needed:
LIST STU PGM STU.ID IF PGM.CD = "RS" AND ( PGM.PSD <= 10/30/2020 AND ( PGM.PED = NULL OR PGM.PED > 10/30/2020 ) )
If the entire school is remote on October 30, to select all active students who were enrolled on that date:
Run the Student Counts (Snapshot Day) report with Enrollment Date set to 10/30/2020. This report utilizes the Report Tag feature. After running the report, use Query to select the students included in the report.
LIST STU ID IF QT = X
Run the query, and then click KEEP to keep these students in order to assign the appropriate Crisis Code. - Use the Mass Add Student Related Data page to assign the Crisis Codes for all remote students first.
Click Create New, then select PGM for the Target Table.
- For CD, select Crisis Indicator (404).
- For PSD for the January 29 COVID-19 submission, enter 01/29/2021. For the March 31 COVID-19 submission, enter 03/31/2021.
- For CRI for Remote Asynchronous (RA), select 1C or 2C, depending on the submission.
- Under Students to Update, click Load Students. The students are listed under Search Results (left).
- Click All or select specific students, and click the right arrow to move the students to the Selected Students list (right).
- Click Mass Add Records.
- Repeat for Remote Synchronous (RS) using codes 1B or 2B, if needed.
- Use Query to select the on-campus students (all active students who are not assigned the RA or RS program code).
Note: Be sure to click Reset if you have previously used the KEEP or SKIP function.
Spring 2021 submissions:
For the January 29 submission:
To select all active students who do not have the RA program code on 1/29/21:
SKIP STU PGM IF PGM.CD = "RA" AND ( PGM.PSD <= 01/29/2021 AND ( PGM.PED = NULL OR PGM.PED > 01/29/2021 ) ) OR STU.TG # " "
To select all active students who do not have the RA program code on 3/31/21:
To select all active students who do not have either the RA or RS program code on 1/29/21 (for campuses that use both codes):
SKIP STU PGM IF ( PGM.CD = "RS" OR PGM.CD = "RA" ) AND ( PGM.PSD <= 01/29/2021 AND ( PGM.PED = NULL OR PGM.PED > 01/29/2021 ) ) OR STU.TG # " "
For the March 31 submission:
SKIP STU PGM IF PGM.CD = "RA" AND ( PGM.PSD <= 03/31/2021 AND ( PGM.PED = NULL OR PGM.PED > 03/31/2021 ) ) OR STU.TG # " "
To select all active students who do not have either the RA or RS program code on 3/31/21 (for campuses that use both codes):
SKIP STU PGM IF ( PGM.CD = "RS" OR PGM.CD = "RA" ) AND ( PGM.PSD <= 03/31/2021 AND ( PGM.PED = NULL OR PGM.PED > 03/31/2021 ) ) OR STU.TG # " "
Run the query. The results list will omit inactive students and any student who has the RA or RS program code. The listed students are kept. The unlisted students are skipped.
Fall 2020 submissions (completed):
For the September 28 submission:
To select all active students who do not have the RA program code on 9/28/20:
SKIP STU PGM IF PGM.CD = "RA" AND ( PGM.PSD <= 09/28/2020 AND ( PGM.PED = NULL OR PGM.PED > 09/28/2020 ) ) OR STU.TG # " "
To select all active students who do not have the RA program code on 10/30/20:
To select all active students who do not have either the RA or RS program code on 9/28/20 (for campuses that use both codes):
SKIP STU PGM IF ( PGM.CD = "RS" OR PGM.CD = "RA" ) AND ( PGM.PSD <= 09/28/2020 AND ( PGM.PED = NULL OR PGM.PED > 09/28/2020 ) ) OR STU.TG # " "
For the October 30 submission:
SKIP STU PGM IF PGM.CD = "RA" AND ( PGM.PSD <= 10/30/2020 AND ( PGM.PED = NULL OR PGM.PED > 10/30/2020 ) ) OR STU.TG # " "
To select all active students who do not have either the RA or RS program code on 10/30/20 (for campuses that use both codes):
SKIP STU PGM IF ( PGM.CD = "RS" OR PGM.CD = "RA" ) AND ( PGM.PSD <= 10/30/2020 AND ( PGM.PED = NULL OR PGM.PED > 10/30/2020 ) ) OR STU.TG # " "
Run the query. The results list will omit inactive students and any student who has the RA or RS program code. The listed students are kept. The unlisted students are skipped. - Use the Mass Add Student Related Data page to assign the Crisis Codes for all on-campus students.
Click Create New, then select PGM for the Target Table.
- For CD, select Crisis Indicator (404).
- For PSD for the January 29 COVID-19 submission, enter 01/29/2021. For the March 31 COVID-19 submission, enter 03/31/2021.
- For CRI, select 1A or 2A, depending on the submission.
- Under Students to Update, click Load Students. The students are listed under Search Results (left).
- Click All or select specific students, and click the right arrow to move the students to the Selected Students list (right).
- Click Mass Add Records.
Create Interchanges (Spring 2021 Submissions)
Use the Texas State Reporting page, PEIMS tab, to create the interchanges for the submissions.
- Under Template Selection, click Summer (Sub 3).
- Select only the following three interchanges: Education Organization File, Student File, Student Enrollment File.
- Click Create Selected Files.
Any active student with any Crisis Code at any time during the year is included in the file.