Table of Contents

Overview 

Security  

Configurations  

Mass Reset Census Block Group Numbers  

Mass Adding Census Block Group Numbers   

Adding Census Block Group to an Individual Student   


Overview 

The PEIMS Fall submission reports a 12-digit Census Block Group number for each economically disadvantaged student. Homeless students may have blank Census Block Group numbers. 


A process for mass adding Census Block Group numbers is provided on the Functions tab on the Street Address Management page. Census Block Group numbers can also be added to individual students on the Demographics page, when modifying a student's residential address. Census Block Group numbers are saved in the SCB fields in both the STU table and Address History table (ADH).

Navigate to School Info > Street Address Management > Functions tab


The Census Block Check populates Census Block numbers for all students.  Census Block Reset clears all Census Block numbers. An option to limit to economically disadvantaged students is available or you can run for all students. These functions may be run at either the district or school level and Keep/Skip queries are honored on this page.



Security  

To utilize this page, users will need permissions to update addresses. Additionally, the Functions tab is only available to those users who have Mass Update permission to the STU security area.



Configurations  

At the District level, on the 3rd Party System Connections page, a minimum score (Confidence level) can be set for the match between a student's address in Aeries to the address found in the ArcGIS system. By default, the minimum score is set to 100%, but can be modified. The option is located in the System Connections area. Update permission to LOC is needed to modify the ArcGIS Student Census Block Minimum Score. 


Additionally, to see an address' match score, the address can be spot checked.  Type an address and press the Check Address button to spot check the address' match score.

 

You will get this error when spot checking an address if the Verification URL is incorrect or if the API is offline:


First click the Reset Verification URL to Default button to make sure this URL was not changed. If that does not resolve the issue, please contact TEA through a TIMS ticket to ensure the API is online.



Mass Reset Census Block Group Numbers   

Navigate to School Info > Street Address Management 

Click on the Functions tab

A status area will display the last time the Census Block Reset was run.

 

NOTE: The 2020 Census data is now available. You MUST clear all existing Census Block data for the entire district for the 2022-2023 school year.  Previous years data will NOT be cleared. TEA does not expect to recalibrate the census block number assignments again until completion of the 2030 census. 


The Census Block Reset function may be run for all students at the district or school level or limited to only economically disadvantaged students. Keep/Skip queries are honored on this page. The Address Search tab on the Street Address Management page may also be used to filter and keep students.

Click on Census Block Reset button.
This will clear all Student Census Block Group numbers displayed on the Student Data > Demographics > Student Data 1 page and stored in STU.SCB


To verify that all Student Census Block Group numbers in STU.SCB are cleared:

  • Run Query: KEEP STU IF STU.SCB = ' ' with Include Inactive Students checked.
     OR
  • Filter using Address Search tab on the Street Address Management page.
    • Select All Addresses
    • Under More Options, check Census Block and Only Missing or Empty Census Blocks
    • The results will display all students without a Census Block number in STU.SCB.  These results are limited to 3000 records.  When you click the Keep Students button, these students will be available to run 'Census Block Check' from the Functions tab.


Mass Adding Census Block Group Numbers   

Navigate to School Info > Street Address Management 

Click on the Functions tab.

The Census Block Check process may be run for all students at the district or school level or limited to only economically disadvantaged students. Keep/Skip queries are honored on this page.   

A status area will display the last time the Census Block Check was run.



When Census Block Check is pressed, the process will attempt to find a Census Block Group for each student address. 


A popup will require confirmation:


When OK is pressed, the process will start. If Census Block Group numbers are found, they will be saved in the STU.SCB field for each student. Another popup will indicate that the process is running.



The Census Block Check button will be grayed out and the status area will display that the process is running:


Note:  if the process is run for a large number of students, it may take some time to complete. 


When the process is complete, an email will be sent:


Adding Census Block Group to an Individual Student   

Navigate to Student Data > Demographics 
Click on the Change Address button on the Student Data 1 page to display the Update Address History popup.


A student's Residence and/or Mailing address can be modified on the Update Address History popup. Under the address fields, the Student Census Block Group field is set to Auto Update upon address modification by default. The Auto Update option can be un-checked at each time the address is modified, if the Student Census Block Group should not be updated.

 

To look up a Census Block Group, modify the address as needed. In this example, the student has moved to a new address, so the Address Modification Reason is Address Change. The Effective Date of the new address is 10/03/2019. Once the new address is typed in to the Residence fields (New/Current Address, City, State, and Zip), the process will attempt to look up the Student Census Block Group. If the address is found, the Student Census Block Group will be added to the field and the message will indicate success.


If the process does not find a match, the yellow informational warning will read "Please check the address and manually verify using the map."


First, make sure that each Residence field has been entered correctly. If each field is correct and the Student Census Block Group is still not found, press the map pin icon button to search for the address on the Census Block Group Map popup:


The Census Block Group Map popup will be displayed. Type the address into the search box and press the search button. Potential matches will be displayed in a dropdown. Click on an address and the map will re-center on the address. Census Block Groups are displayed on the map itself.

 

Additionally, the choices in the dropdown may provide a slightly different version of the address. If confirmed to be correct, the corrected address can be added to Aeries, so that the process can look up and record the correct Census Block Group.


If the Census Block Group is manually entered, it will be saved and an informational message will be displayed: