Overview

Interchanges (Field Mapping & Rules)

Security

Configurations & Prior Steps

Steps


Overview

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

  • Served in the Extended School Year (ESY) services program (i.e., a current year ESY), or
  • Served in the Bilingual/ESL Summer School program, or
  • Flexible attendance, or
  • Completed a dual credit course, College Preparatory Course English Language Arts (CP110100), or College Preparatory Course Mathematics (CP111200) between school years, or
  • Served in the Additional Days School Year (ADSY) program (grades PK-06)


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).


Interchanges (Field Mapping & Rules)

The following interchanges are included in Submission 4. Field mapping and rules for each interchanges are provided on these pages:


InterchangeEducationOrganizationExtension

InterchangeEducationOrgCalendar

InterchangeMasterScheduleExtension
InterchangeStudentExtension
InterchangeStudentEnrollmentExtension
InterchangeStaffAssociationExtension
InterchangeStudentAttendanceExtension
InterchangeStudentTranscriptExtension
InterchangeStudentProgramExtension


Security

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


Table/Program AreaPermissionDescription
Other - State ReportingAdminRun Texas State Reporting extracts
Other Student Data - Student SSNAdminRun Texas State Reporting extracts
Staff Data - Staff SSNAdminRun 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.

Configurations & Prior 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.


Steps

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 TSDS/PEIMS Options tab to set various options before creating extracts. See Texas State Reporting - Options Tab.


For Submission 4, 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)



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.


Schools Tab

Expand the Schools tab to select the schools to include when extracting data. See Texas State Reporting - Schools Tab.



PEIMS Tab

From the PEIMS tab you can create the XML extract files for the Extended Year Submission.



  1. Select First Submission if you are creating the your first Submission 4 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