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 a complete list of extract rules and edits, see TSDS Web-Enabled Data Standards (TWEDS).
Interchanges (Field Mapping & Rules) ↑
The following interchanges are included in the RFT Submission. Field mapping and rules for each interchanges are provided on these pages:
The following three interchanges from PEIMS Submission 3 must also be extracted for the RFT Submission:
The following permissions must be set in Security for users who will be managing TSDS submissions.
|Other - State Reporting||Admin||Run Texas State Reporting extracts|
|Other Student Data - Student SSN||Admin||Run Texas State Reporting extracts|
|Staff Data - Staff SSN||Admin||Run 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.
Configuration & Prior Steps ↑
- 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.
Navigate to School Info > Imports and Exports > Texas State Reporting
Before creating extracts, verify the settings on the TSDS/PEIMS Options, Code Translations, and Schools tab:
TSDS/PEIMS Options Tab
Expand the TSDS/PEIMS Options tab to set various options before creating extracts. See Texas State Reporting - Options Tab.
Code Translations Tab
Expand the Code Translations tab to map certain custom/local codes to the required PEIMS/TSDS codes. See Texas State Reporting - Code Translations Tab.
For the RFT Submission, the following Code Set should be reviewed and updated if needed:
- Program Type (SPR.CD)
WARNING: If the TSDS/PEIMS Description (right column) is left blank, the code will be extracted as blank. It is recommended that you do 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.
Expand the Schools tab to select the schools to include when extracting data. See Texas State Reporting - Schools Tab.
Expand the PEIMS tab. Select Summer, and extract the following interchanges to create the PEIMS Submission 3 files needed for the RFT Submission.
These three files are needed in order to extract the RESIDENTIAL-FACILITY-INDICATOR element (E1629). These summer extract files only need to be loaded and run through the TSDS batch process.
RF Tracker Tab
Expand the RF Tracker tab to create the XML extract files for the RFT Submission.
- The files required for the RFT Submission are automatically selected. You can modify the selections.
- 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