Data Maintenance




The TSDS Residential Facility Tracker (RFT) Submission is one of the Core Collection Submissions required by the Texas Education Agency (TEA). LEAs must collect and report information about the programs provided to students age 22 and younger with disabilities who reside in residential facilities (RFs). 

Only LEAs that have an RF within their boundaries are required to report data for this submission. After the initial submission, LEAs must continue to report RFT data as students enter and exit residential facilities or on a monthly basis throughout the school year. It is not necessary to submit data if no students have entered or existed during the month.

Aeries provides tools to extract the appropriate data for the RFT Submission from the district's Student Information System (SIS) database. The extract programs create the files that can be submitted to TEA.

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

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


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

Table/Program AreaPermissionDescription
Other - State ReportingAdminRun Texas State Reporting extracts

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


  • Any local codes used for RFT fields must be added from Update Code Table. The local codes will need to be translated to TSDS codes, described below.


School Info > Imports and Exports > Texas State Reporting

Before creating extracts, verify the settings on the TSDS/PEIMS Options, Code Translations, and Schools tabs on the Texas State Reporting page. 

TSDS/PEIMS Options Tab

Expand the TSDS/PEIMS Options tab to set various options before creating extracts.

Code Translations Tab

From the Code Translations tab, certain fields in Aeries can have custom local codes and descriptions mapped to the required TSDS codes.

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

  • Program Type (SPR.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 all codes that have been defined on Update Code Table (COD). The Aeries (left) column is populated with these codes.

    WARNING: If the TSDS/PEIMS Description (right column) is left blank, the code will be extracted as blank. It is recommended that you co not click Add Local Codes unless ALL COD values will be translated. Clicking Add Local Codes is optional and may not be needed if the district does not need to translate many codes. In this case, rows can be added individually as described in the next step.

  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 the selected local code should be translated to.
  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 you can select the schools to include when extracting data. 

RF Tracker Tab

From the RF Tracker tab you can create the XML extract files for the RFT Submission.


  1. The files required for the RFT Submission are automatically selected. You can modify the selections.
  2. Click Create Selected RF Tracker 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

111222_000_2022TSDS_202111050901_ InterchangeEducationOrganizationExtension.xml