The Charter School Waitlist tab on the Texas State Reporting page provides options for creating waitlist files. These waitlist reporting options will be used by charter schools to submit the Charter School Waitlist (CSW) TSDS Core Collection.


The TSDS Charter School Waitlist Submissions are part of the Core Collection Submissions required by the Texas Education Agency (TEA). Students who have applied, but who are not enrolled in the charter school and are on a waitlist, must be reported to the agency. Additionally, the number of students enrolled and the educational enrollment capacity are also reported. 


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


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


Security

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



Charter School Waitlist Collection Setup

To display the Charter School Waitlist option on the Texas State Reporting page the "Show Charter School Waitlist Collection" option found in School Options under the State Reporting section at the District Level must be enabled:


If the option is enabled, the Texas State Reporting page will display a tab for Charter School Waitlist. The Charter School Waitlist options have been added but are still being developed for future use in Aeries.



At the School Level on the School Options page, two fields are reported in Charter School Waitlist:  Enrollment Capacity and Utilize Waitlist. The Enrollment Capacity field is used to store an enrollment number. The Utilize Waitlist checkbox should be selected to indicate is a waitlist is being used. 


Each charter school should have the appropriate Charter Status recorded on School Options:  01 (School Charter), 02 (College/University Charter) or 03 (Open Enrollment). Schools with a Charter Status of blank or 04 (Not a Charter School) will not be reported in the Charter School Waitlist collection. Additionally, the Transfer or Applicants School, if used, should have a Charter Status of 01, 02, or 03 recorded.


If any students will be on the waitlist who are not enrolled in your district, a Transfer or Applicants School should be created. Once created, the Transfer school is recorded on the School Of Choice Options page as the Aeries School Code for New Students Requesting an Inter-District Transfer. This option is recorded in DPT as DPT.CD where DPT.NM = 'SchoolOfChoiceReq_NewStuSC.' See the School of Choice documentation for an overview of the School of Choice process. 



Student Data

The Charter School Waitlist collection reports the following data for each student on the waitlist. The student's demographics information is recorded on the Student Demographics page. The Charter School Waitlist Status for each student is recorded on the School of Choice Requests page as the Waitlist Status. A Waitlist Status of Y indicates that the student is on a waitlist.

  • Unique ID 
  • Social Security Number/S-Number
  • First Name
  • Middle Name
  • Last Name
  • Suffix
  • Gender
  • Birthdate
  • Charter School Waitlist Status


See the Field Mappings by Collection - Charter School Waitlist for more information on student data submitted for this collection. 


Extract Process

School Info > Imports and Exports > Texas State Reporting

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


Options Tab

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



Schools Tab

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



Charter School Waitlist Tab

From the Charter School Waitlist tab on the Texas State Reporting page, create the XML extract files for the Charter School Waitlist Submission.

 

  1. The files required for the Charter School Waitlist Submission are automatically selected. You can modify the selections.
  2. Click Create Selected CSW 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_2021TSDS_202011050901_ InterchangeEducationOrganizationExtension.xml