Overview

Criteria for Extraction

Prerequisites

Steps

Extracted Data

Overview

The Pandemic Electronic Benefit Transfer (P-EBT) Submission must be submitted to Texas Health and Human Services (THHS) for the 2021-2022 school year using the UTF-8 file format:

• Week of April 4, 2022 - Submit students who were eligible for the first semester/term (TRM.TM = F)
• Between May 30-July 15, 2022 - Submit students who were eligible for the second semester/term (TRM.TM = S)

Aeries provides tools to extract the appropriate data for the P-EBT Submission from the district's Student Information System (SIS) database. The extract programs create the files that can be submitted to TTHS.

Criteria for Extraction  ↑

If the campus specifically tracked COVID absences, the student must:

• Have COVID-19 related absences (i.e., the 5 consecutive school day rule is not considered), or
• Be eligible for virtual attendance, or 
• Have experienced a COVID-19-related school closure

If the campus did not specifically track COVID-19-related absences, the student must:

• Have 5 or more consecutive excused absences. Only the absences included in each 5 day 'set' can be included.
  Example: Student was absent 1 full week, present for the next 3 weeks with 1 absence each week, then absent for 1 full week again. Total Absences = 10 (2 x 5 consecutive days)
  
  

Prerequisites  ↑

• Staff must have Admin rights to run this extract.
• The district-level Calendar must have all Holidays and Teacher Only Days designated per the adopted calendar for the school year.
  

Steps  ↑

Navigate to School Info > Imports and Exports > P-EBT Extract

 

• Be sure you are at the district level.
  
  
• Enter the following:
  • Extract Start Date: 
    • For the first submission, enter the first date of the fall semester.
    • For the second submission, enter the first date of the spring semester.
      
      
  • Extract End Date:
    • For the first submission, enter the last date of the fall semester.
    • For the second submission, enter the last date of the spring semester.
      
      
  • Absences Tracking Code for COVID 19: Leave blank if the district did not specifically track student COVID-19 -related absences. Otherwise select the district absence codes used to track COVID-19-related absences.
    
    Note: You can use the following query to get a list of district Absence Codes that meet the requirements for the extract:
    
    LIST ABS CD TY IF ABS.AD = 0 AND ( ABS.TY = 1 OR ABS.TY = 2 OR ABS.TY = 3 )
    
    
  • School Calendar Code: Leave blank if the district did not close for 5 consecutive days or offer virtual instruction for 5 consecutive days; otherwise enter the calendar code used to signify those days.
    
    
• Click Generate Extract.
  
  
• An Alert message opens. Click OK.
  
  
   
• You can remain on this page until the process completes, or click Continue Process in Background.
  
  
• The extract file will be listed under Completed Extracts.
  
  
  
  
• Click the Download icon to download the file to your local PC in the default location specified in your settings (typically the C:\Downloads).
  
  IMPORTANT: If you need to open the file, be very careful not to change any of the formatting. The file must be in the specified format in order to load on the THHS site. 
  • All of the fields in the extracted file must be included even if there is no data.
  • Leading zeros will be cut; do not fix.
  • The file can only hold 10,000 rows.
    
    

Extracted Data ↑