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)

CriteriaAeries Table.ColumnAeries PageLabel
Semester

TRM.TM = F (fall) or S (spring)

TermsTerm
  • TRM.TM = F (due week of April 4, 2022)
  • TRM.TM = S (due between May 30-July 15, 2022)
NSLP CampusLOC.NSLPSchool OptionsNSLP
If student was coded Free (F) or Reduced (R) after the qualifying event, absences can be counted back to the date of the campus qualifying event.
EITHER:
Closed for 5 consecutive school days due to COVID-19-related absences 
DAY.HO = 5 Consecutive Day Closing

Calendarunlabeled
OR:
Specifically tracking 1 student who is absent for at least 5 consecutive days for COVID-19-related reason.
ABS.CDAttendanceAll Day Code
ABS.AD = NUpdate Absence CodesCount for ADA
ABS.TY = 2 (Excused absence-verified)Type of Absence
OR:
Campus offered virtual attendance for at least 5 consecutive days for a COVID-19-related reason
DAY.HO = 5 Consecutive Days Virtual Inst

Calendarunlabeled


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

Extracted Field (length)Aeries Table.ColumnAeries PageLabel
School Year(9) YYYY-YYYY


Semester(1)TRM.TM = F or STermsTerm
Change_Indicator (1)


Student_First_Name (60)STU.FLNDemographicsFirst Name
Student_Last_Name (60)STU.LNDemographics
Last Name
Student_DOB (8) MMDDYYYYSTU.BDDemographics
Birthdate
SSN_or_S_Num (9)ESD.ED
Demographics > Student Data 2
Soc-Sec-Num/S-Number
Student_ID_or_Local_ID (9)STU.IDDemographicsStudent ID
Unique_ID (10)STU.CID
Demographics > Student Data 2
Unique ID
Student_Gender (1)STU.GNDemographicsGender
District_ID (6)LOC.CC + LOC.DC
School Options (district)County + District
Campus_ID (9)LOC.CC + LOC.DC + LOC.SCSchool OptionsCounty + District + Campus
#_of_days_eligible_for_P-EBT (3)calculated
  • If campus is tracking COVID-19-related absences: This is a count of specific absences from the first day of the campus qualifying event.
  • If campus is not tracking COVID-19-related absences: This is a count of absences from the first day of the campus qualifying event, but for students that meet student criteria listed above.
Parent_First_Name (60)CON.FNContactsFirst Name
CON.PC = 1Primary Contact
Parent_Last_Name (60)CON.LNContacts
Last  Name
CON.PC = 1
Primary Contact
Parent_DOB (8) MMDDYYYYCON.BDContactsBirthdate
Parent_Email (125)CON.EMContactsEmail
Parent_Ph_Num (10)CON.TLContactsTelephone
Address_Line_1 (50)CON.ADContactsAddress
Address_Line_2 (65)


City (20)CON.CYContacts
City
State (2)CON.STContacts
State
Zip5 (5)CON.ZCContacts
Zip Code