The PEIMS Midyear Submission (Submission 2) is one of four annual PEIMS Submissions required by the Texas Education Agency (TEA). The Midyear Submission includes actual financial data for the prior school year.


Aeries provides tools to extract certain data for the Midyear Submission from the district's Student Information System (SIS) database. The extract programs create the files that can be submitted to TEA. Some additional financial data must be reported in Midyear, which is not collected from Aeries. 


For a complete list of extract rules and edits, see TSDS Web-Enabled Data Standards (TWEDS).


For PEIMS Data Submission Timelines, see TWEDS Data Submission Timelines - PEIMS.


Security

The following permissions must be set in Security for users who will be managing PEIMS submissions.


Aeries PageActionTable/Program AreaUser Permissions Needed
Texas State ReportingRun extractsOther - State ReportingAdmin


Additionally, users will need appropriate permission to view or update the individual tables that are used for maintaining data fields used in Texas state reporting.


Data Maintenance

Most state reporting data elements are directly correlated to a field on an Aeries page. Each correlation is documented so you know exactly where the data is maintained in Aeries



Setup Steps


Extract Process

School Info > Imports and Exports > Texas State Reporting

Before creating extracts, verify the settings on the Options and Schools tabs on the Texas State Reporting page. Also verify that the Snapshot Date is set correctly for the current school year.


Note: If you modify the Snapshot Date field, use the Save button on the Options tab to save the change.


Options Tab

Expand the Options tab on the Texas State Reporting page to set various options before creating extracts.



Code Translations Tab

From the Code Translations tab on the Texas State Reporting page, certain fields in Aeries can have custom local codes and descriptions mapped to the required PEIMS codes.


For the Midyear Submission, the following Code Set should be reviewed and updated if needed:

  • Shared Services Arrangements (SHS.CD)



  1. Click Add Default Translations to automatically add any translations that are predefined in the program.
  2. Select a Code Set, and then click Add Local Codes to retrieve any untranslated codes that have been defined in the code table (COD). The Aeries (left) column is populated with all existing local codes.
  3. Click Add New Record
    • In the Aeries (left) column, select the local Code to be translated.
    • In the TSDS/PEIMS (right) column, select the TSDS/PEIMS Code that will be mapped to the selected local code.
  4. Click the Save icon.
  5. To update an existing mapping, click the Pencil icon.  Make changes, and then click the Save icon.
    Or, click the Cancel icon to revert to the original values.


Schools Tab

From the Schools  tab on the Texas State Reporting page you can select the schools to include when extracting data. 



PEIMS Tab

From the PEIMS tab on the Texas State Reporting page you can create the XML extract files for the Midyear Submission.


  1. Select First Submission if you are creating the your first Midyear Submission files. Otherwise, select Resubmission or Working Collection if applicable.
  2. Under Template Selection, click Mid-Year (Sub 2).
  3. The files required for the Midyear Submission are automatically selected. You can modify the selections.
  4. Click Create Selected Files.

    Once created, the XML files are listed individually in the File Download section and can be downloaded individually by clicking the Download icon.


The default name for the individual files is District_Campus_Collection_TimeStamp_Interchange.xml, where:

  • District is the six-digit county-district number
  • Campus is the three-digit campus ID (or 000 if district wide)
  • Collection is the nine-character collection (ending school year & submission)
  • TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM)
  • Interchange is the name of the interchange created

Example:
111222_000_2021MDYR1_202011111420_InterchangeSSAOrganizationAssociationExtension.xml