Overview

The PEIMS Extended Submission (Submission 4) is one of four annual PEIMS Submissions required by the Texas Education Agency (TEA). 


Aeries provides tools to extract the appropriate data for the Extended 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).


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


Security

Table/Content AreaPermissionDescription
Other - State ReportingAdminTexas State Reporting page - Run 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



Setup Steps

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


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 TSDS/PEIMS 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 Extended Submission, the following Code Sets should be reviewed and updated if needed:

  • Crisis Indicators (PGM.CRI)
  • Expanded Learning Opportunity Type (ELO.TY)
  • Language Fluency (STU.LF)
  • Pass/Fail Type (HIS.PF)
  • Semester Seq Type (CRS.CSQ)
  • Special Programs (PGM.CD)
  • Student Gender (STU.GN)
  • Student Race (STU.RC1)
  • Student Suffix (STU.SF)



  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.
    NOTE: It is not necessary to translate a code when the Aeries code matches the TSDS/PEIMS code. 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 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 Extended Year Submission.



  1. Select First Submission if you are creating the your first Extended Submission files. Otherwise, select Resubmission or Working Collection if applicable.
  2. Under Template Selection, click Extended Year (Sub 4).
  3. The files required for the Extended 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_2021EXYR1_202008041420_InterchangeStudentProgramExtension.xml