Overview

Security

Configurations

Tables

Steps

Overview

A student's Career and Technical Education (CTE) participation indicator can be recorded in Aeries on the Special Programs page using the Program Code and Program Type fields (PGM.CD = 154 and PGM.TY = 4, 5, 6, 7, or E).

For PEIMS reporting, this information is not extracted from the Aeries fields but is calculated by TEA from course completion data sent in the PEIMS Summer submission. The calculated CTE indicator is provided by the TEA to each district in a CSV file which can be imported into Aeries to populate the PGM.CD and PGM.TY fields using the steps below.

For TREx extracts, the student's CTE indicator is extracted from the PGM.CD and PGM.TY fields. Therefore, the TEA-provided data must be imported into Aeries before the TREx export is created.

Security  ↑

Configurations  ↑

• On Update Code Table, be sure PGM.CD = 154 exists.
  

Tables  ↑

Steps  ↑

Adjust Data in TEA Spreadsheet if Needed

Local ID

For some districts, the Local ID column may need to be updated for all students, depending on formatting of the originating data. Verify that the Local ID in the file matches the local ID in Aeries before proceeding.

Duplicate Program Rows

Districts that offer multiple programs of study per student may need to remove rows where Local ID is duplicated, and retain the highest value for each duplicate. 

1. Save a backup copy of the spreadsheet before proceeding.
2. Open the spreadsheet in Microsoft Excel.
3. Any non-numeric CTE codes need to be converted to a numeric value (temporarily) before removing duplicates:
   • In the spreadsheet select the CTE Code column.
   • From the Excel Home ribbon, click Find & Select, and then select Replace.
     
     
     
   • Replace the non-numeric value with a numeric value that is between the lowest and highest numeric codes. For example, if the non-numeric code is E, and the highest numeric CTE Code value is 6, replace code E with 5.5.
     
     Enter the appropriate values and click Replace All.
     
     
     
     
   • Ensure there are no non-numeric CTE codes remaining.
     
     
4. In the spreadsheet, press CTRL+A to select all data.
5. From the Excel Data ribbon, click Remove Duplicates.
   
6. In the Remove Duplicates window:
   
   
   • Click Unselect All.
   • Select Local ID and CTE Code
   • Click OK.

   • 

     A message will display the number of rows that were removed.
     
     
7. Revert back to the original non-numeric code.
   • Select the CTE Code column.
   • From the Excel Home ribbon, click Find & Select, and then select Replace.
   • Find the temporary numeric value and replace with the original non-numeric CTE code.
     
     Click Replace All.
     
     
8. Save the file.

Import Data from TEA File

Navigate to Imports and Exports > Import Data to Aeries > Import New File

• 1 - Upload Source File - Locate and select the TEA-provided CSV file which contains the student CTE indicators.
  
  
  
• 2 - Destination Table - Select PGM - Special Programs.
  
  
  
• 3 - Mapping and Import - Map the following:
  
  

  Aeries Field Name	Source Column From File	Screenshot
  PID	Local ID
  CD	Custom Value 154
  PSD	Custom Value your district's Start Date
  SQ	Automatically Assign (default setting)
  EG	Grade
  TY	CTE Code

  
  
  
• Under Import Options, select all options and click Import XXXXX Rows.
  

When processing is complete, the student's Program Code and Program Type fields will be updated on the Special Programs page with values from the TEA-provided file.